EOI for Venues for Event Management Services

This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-PSU-00402, following the instructions in the user guide.

Introduction

UNDP invites interested and eligible suppliers to submit Expressions of Interest (EOIs) in respect of Provision of  Venues for Event Management Services. The purpose of the REOI is to identify suppliers that wish to participate in a forthcoming solicitation process.


UNDP regularly organizes conferences, workshops, seminars, meetings and retreats (“Events”) in respect of its programme implementation. To achieve cost efficiency from economies of scale while ensuring outstanding quality of services, it was decided to consolidate all Events Management requirements and enter into a common contract(s) with qualified companies.


UNDP desires to conclude a Long-Term Agreement(s) (LTA) for a period of three (3) years with possibility of extension for 2 additional years, for Event Management services with companies specialized in this area of services. An estimated turnover on event related services within three (5) years would be up to USD $4,250,000.00 for event management services which may include but not limited to provide:


  • A suitable venue and required IT equipment
  • Meeting package (lunch, coffee breaks, and dinner)
  • Provide staffing of event IT help desk and reception/registration desk 
  • Provide staffing and support of all associated conference workshops 
  • Other ad hoc duties

As a reference, the table below provides an estimate of the expected number and size of workshops and meeting that UNDP organizes in New York each year and the related venue requirements:

  • Category 1: 1 to 25
  • Category 2: 1 to 50
  • Category 3: 1 to150
  • Category 4: 1 to 300

Please refer to ANNEX 1 - Terms of Reference for the detailed schedule of requirements attached to this EOI.

Please indicate whether you intend to submit an Expression of Interest (EOI) by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. EOIs must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org/ using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in the guides available in UNDP website:  https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

We look forward to receiving your EOI.

Deadline for the Submission of EOI: 11th October 2023 @ 5:00 PM (New York Time)

Documents :

Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)