Dynamic Purchasing System for the provision of venues and related services

The United Nations Framework Convention on Climate Change (UNFCCC) is the basis of the intergovernmental negotiating process to address the global problem of climate change. That process is serviced by the UNFCCC secretariat, located in Bonn, Germany. The UNFCCC secretariat organizes over 150 meetings and workshops per year, most of them at its seat in Bonn, some on its premises and others at commercially provided venues.

The UNFCCC secretariat wishes to invite multiple venue service providers in Bonn, Germany and surrounding areas to host smaller meetings and workshops for up to 450 participants.

The Dynamic Purchasing System

The UNFCCC secretariat herewith invites interested vendors to participate in a dynamic purchasing system for venues, which is a process for making commonly used purchases (i.e., venue bookings) within a period of four years. The system is open to any economic operator who meets the selection criteria and submits an indicative tender that is found compliant.

By this open invitation, the UNFCCC secretariat invites all vendors to submit an indicative tender including a price list for their facilities, which will be evaluated within 15 days. Tenderers that comply with the specifications will be admitted to the system for future booking for UNFCCC meetings or workshops in or around Bonn.

Tenders and price lists submitted can be submitted now or at any later time. Once submitted, they shall be binding, but they may be updated and resubmitted at any point in time.

In addition, prior to each individual meeting or workshop expected to exceed USD 4,000, a simplified contract notice will be published, which will give tenderers that have not yet been admitted to the system the possibility of submitting an indicative tender within 7 days.

All indicative tenders that comply with the minimum requirements will be classified according to the specific facilities they offer, and ranked on the basis of the price lists submitted with the tender. Subsequently, for each individual meeting or workshop, the venue will be selected according to (a) the specific requirements, (b) availability, and (c) ranking (i.e., price).

The UNFCCC secretariat will not resort to this system to prevent, restrict or distort competition. The system will remain open and in force for the full period of 4 years up to 31 March, 2019.

Dynamic Purchasing System for the provision of venues and related services