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Tor-Lot 1

The document outlines the terms of reference for providing full-day conference services for a national meeting on maritime security in Addis Ababa, Ethiopia on January 17-18, 2024. It specifies requirements such as accommodating 16 participants, providing meeting rooms, equipment, and catering including meals and refreshments.

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56 views2 pages

Tor-Lot 1

The document outlines the terms of reference for providing full-day conference services for a national meeting on maritime security in Addis Ababa, Ethiopia on January 17-18, 2024. It specifies requirements such as accommodating 16 participants, providing meeting rooms, equipment, and catering including meals and refreshments.

Uploaded by

afrotopiadmc
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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TERMS OF REFERENCE (TOR)-LOT 1

PROVISION OF FULL-DAY CONFERENCE SERVICES FOR A NATIONAL MEETING


ON MARITIME SECURITY IN ADDIS ABABA, ETHIOPIA (17-18 JANUARY 2024).
1. Background/Objective
UNODC Regional Office in Eastern Africa (ROEA), seeks the services of a hotel to provide 2 full-day
conferencing facilitation for National Meeting on Maritime Security in Addis Ababa, Ethiopia as mentioned
below on the tasks to be performed.
2. Date & Place of Delivery
This is a one-off Contract/purchase order. The service delivery for this meeting will take place on 17-18
January 2024. The location must be in a venue that is in Addis Ababa, Ethiopia.
3. Technical Specifications
UNODC intends to contract a suitable vendor to provide full-day conference facilities (Conference venue,
Lunch, 2 Coffee/Tea Breaks) which should meet the following minimum technical specifications:
Workshop Name of Event Pax
Dates
17-18 January National Meeting on Maritime Security 16 Pax
2024
A well aerated meeting room with convenience to a full day consultation
meeting
Notepads and pens.
LCD Projector and screen.
Flipcharts with 2 markers. (Black and Red)
Public Address system with two Microphones.
The room should have an air conditioner.
Wi-Fi access. (10 MBPS)
Extension cables to allow sufficient power points for the participants.
Tea/Coffee break (with milk), select fresh juices and snacks/pastries and
500ml drinking water in the morning and afternoon.
Lunch (Buffet) one bottle of water/ soft drink/fresh juices and Dessert-Fruits
and Cakes
500ml Bottled water (morning and afternoon)

4. Quality Standards and/or Experience level


The vendor must be registered as a service provider of Conference and Accommodation service, and/or the
vendor should have the capacity to hold the group under the same entity. Considering the pandemic
situation, precautions such as hand sanitizer and other amenities are to be provided to participants on arrival,
in accommodations and conference rooms.
5. Risk factors (as appropriate)
Please note that Dates will be subject to change with the changes being communicated to the vendor by
UNODC at the latest 2 days prior to the event.

Invoiced amount will be based on the actual number of participants who attended the meeting.
6. Pricing
The contract price is based on the Price Schedule– please provide the pricing in Annex A – Financial Offer.
Please note that prices cannot be changed once the quotation has been submitted. The price shall remain fix
for the entire period of the Contract and shall include all costs, expenses, charges, or fees that the Bidder
may incur in connection with this requirement.
7. Payment Terms
The standard UN terms of payment are net 30 calendar days following satisfactory delivery of goods,
performance of services and submission of an invoice, whichever is later. Payment for any goods or services
by the UN shall not be deemed an acceptance of the goods or services.
8. Eligibility for Contract Award
Bidder is required to be registered at the appropriate level at https://www.ungm.org/ prior to contract award.
Before submitting an offer, the bidder shall ensure that they submit their application at the appropriate level
on the UNGM Platform depending on their total offer price – see table below for the appropriate Level
depending on the award amount:

UNGM Level Award Amount

Basic Up to USD 150,000

Level 1 Between USD 150,000 to USD 500,000

Level 2 Above USD 500,000

It should be noted that the United Nations General Conditions of Contracts (UNGCC) applies for this
requirement. Bidders are reminded that by submitting an offer, the Bidder confirms that it has accessed,
read, understood, and accepted the UNGCC unless they state their reservations or non-acceptance clearly.

Bidders should note that reservations to or non-acceptance of any of the terms of the UNGCC may lead to
rejection of their bid.

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