Procurement Notices

UNDP Gambia, as per its programme implementation plan would require conference services for programme implementation.The Country Office would therefore like to enter into a Long-Term Agreement (LTA) with reputable hotels / lodges / resorts through a competitive bidding process to provide the afore-mentioned items on a fixed price basis (Annex 1).The prices quoted for the various categories shall be fixed for a period of 24 months (2 years) when agreed on by the UNDP.

General:

• Shall apply international standards in providing conferencing and accommodation services;

• Shall have parking space for vehicles;

• Shall have reliable internet connection in the conference facilities;

• The facility must have uninterrupted electricity system during the conference period;

Accommodation:

• Have basic facilities in the rooms such as single or double bed, tea/coffee facilities, A/C,

 telephone for emergency, hot and cold water;

• Have internet connection in rooms;

• Non-smoking rooms available.

Conference Facilities:

• Ability to facilitate meeting participants, staff and other delegates;

• Provide rooms available and various capacities

• Ability to set-up multiple styles for sitting arrangements in meeting rooms;

• Meeting room with adequate lighting;

• Audio visual (such as projector, screen, laptop etc.) to be organized as requested;

• Breakout rooms as requested;

• Secretariat room for organizers with printing and photocopier facilities;

• Good sound system;

• Minimum of 2 microphones;

• A proper cooling system.

Catering:

• Ability to provide catering for AM/PM tea/coffee, snacks, lunch, dinner and water in pitchers;

• Inclusive of beverages and drinks package.

Personnel:

• The service provider must assign technical staffs on lighting, cooling, sound and IT to support on any technical logistics at any and all times during the conference/meeting/training and at the request of organizers.

Service Quality:

• The awarded contract service provider is expected to provide high quality services in an efficient manner. Conferences, trainings, workshops and meetings organized are critical events for partners and stakeholders thus expect to have the following service quality;

• The meeting facilities and all meeting rooms must be ready and available to accommodate all participants;

• The service provider must assign sufficient supporting staffs to accommodate the organizers and respond to organizers requests.

Entities with gender and youth inclusion and diverse workforce especially in management positions will have an added advantage.