Meetings and seminar organisation services in Geneva (3 years contract)

Terms of Reference:

1. Description of Requirement

The United Nations Office at Geneva, Switzerland, (UNOG) seeks Expressions of Interest (EOI) for an Invitation to Bid (ITB) it intends to issue with a view of establishing a three-year systems contract for meeting venue and conference packages for meetings and seminars described below.

Meetings and seminar organisation services (3 years system contract)

The United Nations Office at Geneva would like to establish a 3 years system contract for the provision of Meetings and seminar organisation services.  The intent of the three year contract is to identify meeting locations and set pricing and other conditions over a three-year period, reducing administrative overheads and allowing a range of choice to the staff organising meetings at the UNOG.  There is no obligation from the UNOG to use the services from the vendor during the three-year contract period.

1. Non-residential seminar: Such seminars are generally for 1 to two day meetings in the vicinity of Geneva.  The requirement includes seminar packages which includes  training facilities with a spacious training room with tables and chairs (minimum 90 square meters for 30 persons) with natural light and a break-out room, usual equipment (screen, beamer, computer, flipcharts, free internet access), water, coffee breaks and lunch and appropriate access to lavatories for both men and women during the meeting and in particular during the 15 minute breaks.

2. Residential seminar: Such seminars are separated into two types one for groups up to 30 persons and the other for groups up to 50 persons and would last between two to four days with a location preference for either Geneva or outside of Geneva.  The requirement includes single accommodation for the meeting participants and a seminar package which includes the training facilities with a spacious training room with tables and chairs (minimum 90 square meters for 30 persons and 150 square meters for 50 persons) with natural light and a break-out room(s), usual equipment (screen, beamer, computer, flipcharts, and internet access), water, coffee breaks and lunch and appropriate access to lavatories for both men and women during the meeting and in particular during the 15 minute breaks.

Hotels and meeting venues should be located in the Canton of Geneva and surrounding area (Canton de Vaud or nearby France), at a maximum distance of approximately one to one and a half hour drive from Geneva.

2. Please submit your response by email to tenders@unog.ch or by facsimile + 41 22 917 0013. Responses must be received no later than 12:00 hours Central European Time on 10 September 2010. All responses will be kept strictly confidential.

3. United Nations Global Market

Please indicate your UNGM registration number.

4. United Nations Office at Geneva

Please also indicate your five-digit UNOG Vendor registration number.

5. Please indicate the title and the reference number ITBS-452/ESI in your response.