Tender/Procurement
UNDP-ZAF - SOUTH AFRICA
Posted 3 weeks ago

UNDP-ZAF - SOUTH AFRICA

Procurement Process

RFP – Request for proposal

Office

UNDP-ZAF – SOUTH AFRICA

Deadline

15-Jun-26 @ 10:00 AM (New York time)

Published on

08-Jun-26 @ 12:00 AM (New York time)

Reference Number

UNDP-ZAF-00215

Contact

Procurement Unit – <a href="https://procurement-notices.UNDP.org/mailto:procurement.enquiries.za@UNDP.org”>procurement.enquiries.za@UNDP.org

This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the <a href="https://UNDP.service-now.com/kb_view.do?sysparm_article=KB0014104″ target=”_blank”>user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please access the negotiation using <a href="https://procurement-notices.UNDP.org/view_negotiation_dlink.cfm?nego_id=46327″ target=”_blank”>quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-ZAF-00215, following the instructions in the <a href="https://UNDP.service-now.com/kb_view.do?sysparm_article=KB0014104″ target=”_blank”>user guide.

Introduction

[SCOPE OF TENDER……]

The contracted firm will deliver the following:

4.1) Event Management & Coordination

• Overall project management and coordination; single point of contact.

• Workplan/Gantt and detailed run-of-show; weekly status meetings and actions log.

• Risk register and mitigation; contingency planning.

• Accreditation/registration workflow design and management (data protection compliant).

• On-site operations plan; rehearsals; showcalling; inter-team comms (radios/whatsapp groups).

• Protocol & VIP management; seating charts; holding rooms; gift/exchange coordination.

• Staffing: event manager, floor managers, registration desk, ushers; briefing and rostering.

4.2) Venue & Logistics

• Venue sourcing (3 options) and contracting support; site inspections.

• Space planning: room layout, staging, lectern, accessibility routes, emergency egress.

• Audio-visual (PA, projection/LED, mics, recording) specification and supplier management.

• Simultaneous interpretation (if required): booths, receivers, technician; interpreter recruitment.

• Live streaming platform setup and technical management (if required).

• Catering coordination including dietary requirements; water stations and green practices.

• Transport logistics: airport transfers, shuttles, VIP movements; parking plans.

• Security liaison; incident and OHS compliance documentation.

• Utilities & backup power coordination (where relevant).

4.3) Branding, PR & Content

Event visual identity adaptation; artwork for invitations, programme, backdrops and signage.

• Production management for print and digital assets; on-site branding installation and derig.

• Event online registration page; email campaigns and RSVP tracking.

• Media engagement: media list, press note/release drafting, media desk on site.

• Photography and videography; basic edits and asset handover within 5 working days.

4.4) Reporting & Close-Out

Pre-event readiness checklist; day-of situation report.

• Post-event report: attendance stats, media/online metrics, lessons learned, photo/video links.

• Financial reconciliation pack (supplier list, POs/invoices, receipts, summary against budget lines).

Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: <a target="_blank" href="https://www.UNDP.org/procurement/business/resources-for-bidders” rel=”noopener noreferrer noopener noreferrer”>https://www.UNDP.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document.

[UNDP OFFICE SOUTH AFRICA

PROCUREMENT UNIT]

Documents :

<a href="https://UNDP.sharepoint.com/sites/Docs-Public/Procurement/Forms/AllItems.aspx?env=Embedded&isAscending=false&FilterType1=Text&sortField=Modified&FilterField1=NegotiationNumber&FilterValue1=UNDP-ZAF-00215″ target=”_blank”>Negotiation Document(s)
(Before Accessing other negotiations Document(s), please click on <a href="https://UNDP.sharepoint.com/:f:/s/Docs-Public/Ej0xTIhAuoZGr2MQnl3LcVMBYpIajxUk8mAyieFewxB7nQ?e=oK2ob7″ target=”_blank”>this link)

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Events Manager for high level- ministerial SADC SWF one day event