Invitation to Bid for Provision of Workshop Venue facilities including Hotel accommodation and Catering services in Marseille, France from March 13-16, 2022
UNOPS
Invitation to Bid for Provision of Workshop Venue facilities including Hotel accommodation and Catering services in Marseille, France from March 13-16, 2022
Invitation to bid
Reference:
ITB/2022/40412
Beneficiary countries:
Multiple destinations (see 'Countries' tab below)
Registration level:
Basic
Published on:
24-Jan-2022
Deadline on:
11-Feb-2022 11:00 (GMT 0.00)
Description
Tender description: Invitation to Bid for Provision of Workshop Venue facilities including Hotel accommodation and Catering services in Marseille, France from March 13-16, 2022
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IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
Interested in improving your knowledge of what UNOPS procures, how we procure and how to become a vendor to supply to our organization? Learn more about our free online course on “Doing business with UNOPS” here
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IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
Interested in improving your knowledge of what UNOPS procures, how we procure and how to become a vendor to supply to our organization? Learn more about our free online course on “Doing business with UNOPS” here
This tender has been posted through the UNOPS eSourcing system. / Cet avis a été publié au moyen du système eSourcing de l'UNOPS. / Esta licitación ha sido publicada usando el sistema eSourcing de UNOPS. Vendor Guide / Guide pour Fournisseurs / Guíra para Proveedores: https://esourcing.unops.org/#/Help/Guides
First name:
N/A
Surname:
N/A
This procurement opportunity integrates considerations for at least one sustainability indicator. However, it does not meet the requirements to be considered sustainable.
Gender issues
Social
The tender contains sustainability considerations addressing gender equality and women's empowerment.
Examples:
Gender mainstreaming, targeted employment of women, promotion of women-owned businesses.
Prevention of pollution
Environmental
The tender contains sustainability considerations for the prevention of polluting emissions to air, solid waste to land and discharges to water.
Examples:
EMS, waste management and wastewater management.
Sustainable resource use
Environmental
The tender contains sustainability considerations promoting the sustainable use of resources.
Examples:
Energy-saving measures, recycling, take-back programmes and responsible end-of-life management
| Link | Description | |
|---|---|---|
| https://esourcing.unops.org/#/Help/Guides | UNOPS eSourcing – Vendor guide and other system resources / Guide pour fournisseurs et autres ressources sur le système / Guía para proveedores y otros recursos sobre el sistema |
80161502
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Meeting planning services
New amendment added #6: The ITB is hereby amended to upload Pre-bid Meeting Minutes.
Edited on:
08-Feb-2022 15:04
Edited by:
webservice@unops.org
New amendment added #5: The ITB is hereby amended as follows:Deadline for submission (General tab) is extended by 2 days to 11 February 2022 at 11:00 UTC.
Edited on:
08-Feb-2022 14:12
Edited by:
webservice@unops.org
New amendment added #4: The ITB is hereby amended as follows:ITB Schedule of Requirements, Section 2 Background has been amended to read as follows (adding hybrid)This contract will provide an all-inclusive venue for the participants to an international hybrid workshop organized by the CMI in Marseille. Specifically, this contract will provide a venue for the delivery of this workshop to a cohort of 65 participants for two days, as well as space for an opening night event and accommodation for 55 persons during 3 nights.ITB Schedule of Requirements, Section 3 Justification of Consultancy, paragraph 1 has been amended to read as follows (adding hybrid)This hybrid workshop is scheduled from 14 to 16 March 2022. The in-person interaction of participants to facilitate peer exchange and relationship building supports the critical objectives of CMI’s programme. An inclusive venue is required for the delivery of this workshop. To support this objective.ITB Schedule of Requirements,Section 6, Outputs, No.6 has been amended to read as follows (adding hybrid requirement)Professional Audiovisual (A/V) services, enabling a simple hybrid format event, for the actual workshop days from March 14-15, 2022;ITB Schedule of Requirements, Section 8, Inputs from the Supplier, Audio-visual (A/V) capabilities in the main conference space has been amended by adding the following two additional points. A/V systems must be interoperable with Zoom virtual meeting platformFilming equipments for plenary hybrid discussions (2 cameras for two views - speaker on the scene & wide angle view on the conference room)ITB Schedule of Requirements, Section 8, Inputs from the Supplier, Interpretation service has been amended by adding the following two additional points. Interpretation service shall also be connected to the Zoom system enabling the hybrid format event.Please see ITB_Section_II_Schedule of Requirements Revision 2 ITB_Section_III_Returnable Bidding Forms,Form C: Price Schedule Form Activity 4 - Interpretation services & headphones for 55 participants has been amended to read as following. Bilingual Translation (French to English - English to French)ITB_Section_III_Returnable Bidding Forms,Form C: Price Schedule Form Activity 6 - Hybrid Requirement was added as a new requirement.ITB_Section_III_Returnable Bidding Forms, Form D: Technical Bid Form, Technical specifications for Goods – Comparative Data Table, No.8.9 and 8.10 were added as additional requirements.8.9. A/V systems must be interoperable with Zoom virtual meeting platform8.10. Filming equipments for plenary hybrid discussions (2 cameras for two views speaker on the scene & wide angle view on the conference room) 8.11. Interpretation service shall also be connected to the Zoom system enabling the hybrid format eventITB_Section_III_Returnable Bidding Forms, Form D: Technical Bid Form, Technical specifications for Goods – Comparative Data Table, No.9.2,is replaced as follows.Bilingual Translation (French to English - English to French) during the workshop (14-15 Mar).9.3,9.4, 9.5 are removed.Please see ITB_Section_III_Returnable Bidding Forms Revision 2.Paragraph 2 of Additional information (Particulars tab) has been amended to read as following. (Changing from 25% to 20%)UNOPS reserves the right to increase or decrease the quantity of goods originally specified in the Schedule of Requirements, provided this does not exceed a specific 20% without any change from bidders in the unit prices or conditions, and subject to the bidder's agreement
Edited on:
08-Feb-2022 12:32
Edited by:
webservice@unops.org
New amendment added #3: The ITB is hereby amended as follows:ITB Schedule of Requirements,Section 6, Outputs, No.b has been amended to read as follows (removing breakout rooms requirement)Conferencing venue/ facility to accommodate up to 65 participants (March 14-15, 2022);ITB Schedule of Requirements,Section 7, Activities, has been amended to read as follows (removing breakout rooms)Onsite logistical support for conference room configuration.ITB Schedule of Requirements,Section 8, Inputs from the Supplier has been amended by removing the requirement in 3rd bullet point.ITB Schedule of Requirements, Section 10. Qualifications of the successful supplier, No.h and No.k have been amended to read as follows (removing breakout rooms)h.Have windows in the conference room that provide ample natural daylight.k.Not rent out the meeting to other clients for the entire duration of the event.ITB Schedule of Requirements, Section 15. Sustainability considerations, paragraph 3 has been amended to read as follows (removing breakout rooms)The offered Have windows in the conference room that provide ample natural daylightITB Schedule of Requirements, Section 8, Inputs from the Supplier, Audio-visual (A/V) capabilities in the main conference space has been amended by removing the requirement of “Capability and experience in delivering a hybrid event”.Please see ITB_Section_II_Schedule of Requirements Revision 1 ITB_Section_III_Returnable Bidding Forms, Form C: Price Schedule Form, Activity 1 - Venue and hotel accommodation services was revised by removing the requirement of Breakout Room in No, 2,3,4.ITB_Section_III_Returnable Bidding Forms, Form D: Technical Bid Form, Technical specifications for Goods – Comparative Data Table, No.2 has been amended to read as follows (removing breakout rooms)The bidder is able to provide technical floorplans of the venue, including the square meters and the picture of conference venue hall/ coffee break area/ hotel rooms/areas.ITB_Section_III_Returnable Bidding Forms, Form D: Technical Bid Form, Technical specifications for Goods – Comparative Data Table, No.6 has been amended to read as follows (removing breakout rooms) Activity 1 - Venue and hotel accommodation services The bidder confirms availability of Conference Services, venue capacity and hotel rooms as follows:ITB_Section_III_Returnable Bidding Forms, Form D: Technical Bid Form, Technical specifications for Goods – Comparative Data Table, has been amended to read as follows (removing breakout rooms requirement)6.2 Onsite logistical support for conference room configuration.ITB_Section_III_Returnable Bidding Forms, Form D: Technical Bid Form, Technical specifications for Goods – Comparative Data Table, No.6.13 and 6.15 has been amended to read as follows (removing breakout rooms)6.13. Have windows in the conference room that provide ample natural daylight.6.15. Not rent out the meeting to other clients for the entire duration of the event.Please see ITB_Section_III_Returnable Bidding Forms Revision 01.
Edited on:
07-Feb-2022 10:20
Edited by:
webservice@unops.org
New amendment added #2: To reduce bid validity to 30 days
Edited on:
03-Feb-2022 18:56
Edited by:
webservice@unops.org
New amendment added #1: The ITB is hereby amended as follows:Deadline for submission (General tab) is extended by 4 days to 9 February 2022 at 11:00 UTC. The pre-bid meeting is rescheduled to 7 February 2022 at 10:00 UTC.
Edited on:
03-Feb-2022 14:04
Edited by:
webservice@unops.org
New clarification added: Q13. ITB Section III Form D 9.2 to 9.5, the dates are wrong. Actually March 14-15 is the correct one.9.2 / 9.3 should be March 14, and 9.4 / 9.5 should be March 15.There is no meeting or interpretation on March 16.A13. Correct. Interpretation service (French to English and English to French) for the duration ofthe workshop (2 days (March 14-15, 2022)). There is no meeting or interpretation on March 16. Q14. So you confirm that the verification will be made by UNOPS contacting UNDSS after opening of the offers?Indeed it appears that UNDSS does not issue a certificate to hotels, and there is no publicly available registry and/or record.Hotel staff is not necessarily aware of their status regarding UNDSS, even more if the evaluation has not been made recently.In this situation, the bidders cannot be responsible for confirming that the venue has been assessed and recommended by the UNDSS, if hotels themselves cannot confirm it and UNDSS is not able to provide us with the information.Our understanding is that most 4-star and 5-star hotels are approved, especially in a large European city like Marseille.A14. UNOPS will verify the information of the offered venue with the relevant UNDSS department to confirm the necessary clearances. We agree with your understanding.
Edited on:
02-Feb-2022 13:57
Edited by:
webservice@unops.org
New clarification added: Q1. When do you expect the contract to be awarded?A1. As specified under the Particular Section of the eSourcing, the expected award date of the contract is 01 Mar 2022.Q2.In ITB Section II / 11, we can read "The overall contract duration is 5 weeks starting tentatively from the first week of March 2022 through March 30, 2022 in order to allow sufficient coordination and preparatory work ahead of the main event".Starting the contract during the first week of March, only 9 to 13 days before the guests' arrival, does not allow for sufficient coordination and preparatory work ahead of the main event. Of course, venues would not hold the space and rooms until only a few days before the event. Also some information are said to be provided 2 weeks priori to the event (confirmed guest list, room setup requirement).Please confirm when the contract is expected to be awarded, we recommend to do it as early as possible, ideally within one week after submission deadline.A2. UNOPS will make all its effort to award a contract as soon as possible.Q3. Can you please explain the Activity 4 of the Price Schedule form?Our understanding is that you need 2 interpreters EN-FR and the required interpretation equipment (booth, headsets, etc.), from 8:30 to 18:00.In the Price schedule form, why separate French to English and English to French?What does "1 x from 08:30 to 18:00 > 2 hours" mean? Why is the column Qty set to 2?Our understanding would be that you ask, for each day, 2 hours of FR>EN interpretation services, and 2 hours of EN>FR interpretation services, to happen between 8:30 and 18:00 (or 17:00 on March 15).Is there any reason for detailing the services this way? What would happen if in the end, you need 3.5 hours of EN>FR, and 1 hour of FR>EN?It seems safer for you to simply ask us to quote 2 interpreters + equipment, 8:30 - 18:00 or March 14 and 8:30 - 17:00 on March 15, and then they will be available for you whenever needed.A3. Activity 4 of Price Schedule Form requests hourly price for French to English translation. The Bidders are required to provide hourly price under unit price as specified in column (C) . Total price (d) is multiplying of (a) 2hours x (b) one person x (c) unit price.The same would apply for No. 2,3,4. Any variation as a result of an increase in the interpretation services will be paid using the unit rate provided in quotation. Q4. There is no requirement for hostesses.Will you have a team on site who will take care of:- checking-in guests on the morning of the seminar, and distributing badges (if necessary)?- distributing / collecting interpretation headsets?- walking wireless microphones in the room for Q&A?A4. Not required Q5. In ITB Section II / 8, we can read "Capability and experience in delivering a hybrid event". This is the only place a hybrid event is mentioned, is this an error?Could you give us more details regarding the potential needs for an hybrid event?A5. Yes. This is the only place a hybrid event is mentioned. This is not an error. All rooms shall be equipped with a WiFi connection to the internet.Q6.Please confirm that the Sound System Package is only for the main room, and that no equipment is necessary for the breakout rooms.A6. YesQ7. ITB Section III Form D 9.2 to 9.5, the dates are wrong (March 15-16, instead of 14-15).A7. Correct. March 15-16.Q8. In the evaluation criteria on the UNOPS procurement platform, we can read: "The proposed venue/s by the bidder must have been assessed and recommended by the United Nations Department for Safety and Security (UNDSS)"Can you please let us know if there is a list of UNDSS-assessed and recommended venues available? How can we know that a venue is compliant with that criteria?A8. UNOPS will verify the information of the offered venue with the relevant UNDSS department to confirm the security clearance. Q9. Regarding interpretation, you ask 50 receivers but 55 headsets. Are the 5 extra headsets only for backups, or is there another reason?A9. For backup reasons.Q10. Regarding interpretation, the request is very specific: for instance IC-2 is a model from the brand Williams Sound, you specify FM technology only, etc.As long as the equipment provided is compliant with the service requested, do we have the freedom to propose equipment from other brands, and/or technology (such as IR instead of FM)?A10. Bidders to provide available technology information and can offer equivalent models that meet the scope of the services. Q11. There are no specifications regarding catering, other than "Options for those with dietary restrictions".Any requirement for drinks?Buffet or seated meals?A11. Breakfast, lunch, dinner, and two coffee breaks March 14-15 in a dedicated eating space separate from the conference space for 65 people. Dinner on March 13 for 65 people. No requirements for alcoholic drinks are included. Q12. Regarding bedrooms, you require "king or queen bed".In France most rooms are equipped with double beds, 140x190cm.Requiring larger beds (160cm, or 180cm wide) would exclude standard rooms and require specific "superior" or "deluxe" rooms, greatly increasing the final price.Can you please confirm that 140x190 or larger double beds are acceptable?A12. 140x190 or larger double beds are acceptable
Edited on:
01-Feb-2022 23:37
Edited by:
webservice@unops.org