Hotel & Conferencing Services for the SPAR6C CoP-ASIC Annual Meeting Hosted in Colombia

Date documents can be requested until : 10 July 2025 16:00
Title : Hotel & Conferencing Services for the SPAR6C CoP-ASIC Annual Meeting Hosted in Colombia.
Procurement No. : 100013163
Process : RFQ

Date documents can be requested until : 07 July 2025 10:00
Title : Hotel & Conferencing Services for the SPAR6C CoP-ASIC Annual Meeting Hosted in Colombia.
Procurement No. : 100013163
Process : RFQ

Date documents can be requested until : 06 July 2025 16:00
Title : Hotel & Conferencing Services for the SPAR6C CoP-ASIC Annual Meeting Hosted in Colombia.
Procurement No. : 100013163
Process : RFQ

Date documents can be requested until : 27 June 2025 16:00
Title : Hotel & Conferencing Services for the SPAR6C CoP-ASIC Annual Meeting Hosted in Colombia.
Procurement No. : 100013163
Process : RFQ
Description : GGGI in Colombia invites eligible hotels to submit their quotations for the Provision of Hotel & Conferencing Services for the SPAR6C CoP-ASIC Annual Meeting Hosted in Colombia.

RELATED SERVICE:
The Service Provider shall, upon request and to the extent required by GGGI, provide services for this event, including but not limited to:
- Venue rental, provide meeting rooms, meeting spaces (which could include open spaces), and the set-up and arrangements needed for each Event.
- Provide all the needed services and supporting personnel for the proper implementation of Events (event coordinator) that ensure provide event services and coordination, as specified in this TOR in the most cost-effective way, ensuring the adequate and timely provision of them.
- Catering services: including lunch and coffee breaks, and hot and cold beverages.
- Audio-visual equipment: Provide audio and sound systems, microphones, projector and projection screen.
- Accommodation: provide standard simple rooms.
Other Services: as simultaneous translation, screens, flip charts, transportation for participants from and to the airport, internet, and others.

DURATION OF SERVICE:
GGGI anticipates that the period of performance shall be a maximum of 7 days. The event will be held from September 14th to 20th, 2025 but coordination and logistics will begin with the Selected Supplier in July, following confirmation of all required services by GGGI and according to the terms of the contract. GGGI has the intention and right to extend the validity of this Agreement with all other terms and conditions unchanged. This extension shall be made in writing from GGGI to the Service Provider no less than 15 days before the end of the contract. The Service Provider shall, without delay, confirm the receipt and submit revised prices or confirm that the original prices will apply for the next 3 months. The Service Provider has no right to compensation if such an extension has not been effectuated.

For more details, please refer to the RFQ document attached.

IMPORTANT TIMELINES:
The tender submission deadline is JUNE 27, 2025 16:00 HRS KOREAN STANDARD TIME (KST).
If any bidder has any request for clarification on the TOR or any part of the tender documents, GGGI will be happy to clarify if they are received on or before 7 days before the deadline (namely: if the tender submission deadline is 16:00 27 June 2025 KST, then the due date for submission of request for clarification is 16:00 20 June 2025 KST).

Interested parties will be required to register their details on the GGGI e-Green Procurement Portal (https://in-tendhost.co.uk/gggi).

HOW TO OBTAIN THE DOCUMENTS:
Documents can be accessed via the e-Green Procurement Portal by selecting ‘View Details’ on the relevant notice and then clicking the ‘Tender Application’ button. If you are a new supplier, you will be required to register your details. If you have an existing account, you will need to login to the portal. Please refer to the guidance documents under the `Supplier Guidance` area of the portal for further information.

ONLINE TENDER MANAGEMENT:
Once in the Tender Management Area for the tender, there are five possible tabs: ‘Tender’, `Tender Documents`, ‘Correspondence’, ‘Clarifications’ and ‘History’. Select the 2nd tab (`Tender Documents`) where you will find useful information regarding the RFP. Scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.

OPTING IN & OPTING OUT:
Please note that you may be required to ‘Opt In’ before you can start populating your response. The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision. You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.

SUBMITTING YOUR RESPONSE VIA THE PORTAL:
Please note that you may be required to ‘Opt In’ to be able to submit a response through the portal. Tenderers will be required to upload any mandatory Placeholders (i.e., specified documents) within the `Tender Documents` tab. The ability to attach additional documents may also be available. Your proposal will not be submitted until you click `Submit Return`, located towards the bottom of the screen. On clicking `Submit Return`, you will receive a receipt confirming that your proposal has been submitted to GGGI.
Please read Instructions on How to submit the Proposal.

NOTIFICATION EMAILS:
To ensure you receive email alerts and notifications from our system, please add the email domain `@in-tendorganiser.co.uk` to your Safe Senders list.