Tender/Procurement
UNDP-IRH - TURKEY
Posted 4 weeks ago

UNDP-IRH - TURKEY

Procurement Process

RFQ – Request for quotation

Office

UNDP-IRH – TURKEY

Deadline

05-Aug-26 @ 06:07 AM (New York time)

Published on

22-Jul-26 @ 12:00 AM (New York time)

Reference Number

UNDP-IRH-00321

Contact

Procurement IRH – <a href="https://procurement-notices.UNDP.org/mailto:procurement.irh@UNDP.org”>procurement.irh@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=47843″ target=”_blank”>quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-IRH-00321, 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 the Tender

The Service Provider will be responsible for:

Component 1 – BOOSTCamp Organization & Facilitation

Prepare the final 3-day event agenda in close coordination with UNDP BOOST team.
Coordinate the participation of agreed speakers and ecosystem actors in the BOOSTCamp training sessions, networking activities, and study visits.
Arrange and coordinate a one-day study visit to relevant innovation ecosystem actors (such as innovation centers, startup hubs, and research institutes) for up to 20 participants, ensuring meaningful exposure and dialogue for the participating BSOs.
Arrange one innovation ecosystem meetup, bringing together at least 40 entrepreneurs, investors, and other innovation ecosystem actors for learning and knowledge exchange. The event should at least include 2 key notes and networking activities.
Provide one dedicated coordinator for the full 3 days to act as the focal point for the delegation, managing registration, attendance, materials distribution, and coordination with the venue and ecosystem partners, and providing logistical, communication, and facilitation support across all programme days.
Following the BOOSTCamp, act as the focal point for follow-up activities delivering 24 hours of post-event support and mentorship in English language to the participating BSOs and UNDP, including facilitating partnership discussions and other follow-up measures in direct coordination with UNDP.

Component 2 – Venue, Technical Setup & Branding

Secure one primary meeting/conference room with a U-shape or equivalent setup suitable for interactive workshop sessions, daylight priority, and capacity for up to 25 participants with an area for coffee breaks, available for 2 days in total. Preferred venue: CIC Warsaw Innovation Campus (or equivalent). The venue should be of at least a 3-4-star standard, in Warsaw city center, easily accessible by public transport.
Set up and manage a dedicated Registration & Info Desk located in the foyer or reception area of the meeting room. One staff should be available at 8.30 am latest on the first day of workshop for the set-up of the desk and prepare the name badges and attendance sheets.
Provide dedicated high-speed and stable Wi-Fi access inside the meeting space for the 2 days. Power supply for charging Laptops etc.
Provide an audio-visual equipment package consisting of a high-resolution projector, 1 large screen, 3 wireless microphones, 1 dedicated laptop and a sound mixer for the 2 days.
Provide 1 training stationery set consisting of 4 flip-charts, extra paper, 20 notepads and pens, sharpie markers in 3 colours, and multi-colour post-it notes for the 2 days at the venue.
Produce 1 roll-up banner (locally printed, based on UNDP-provided designs and in line with partner branding guidelines, should be available at the meeting room during the BOOSTCamp) and 20 high-quality name tags.
Produce and distribute 20 totebags and stickers (locally printed, based on UNDP-provided designs and in line with partner branding guidelines).
Provide professional photography services across all 3 days of the BOOSTCamp and submit all visual materials within 5 working days after the event.
Secure and rent (if needed) the city –center venue/ public space (easily accessible by public transport) for the innovation ecosystem meetup on 15 October (18:00 – 21:00) for at least 40 Polish innovation ecosystem stakeholders. Please provide the proposed venue name and address in your technical offer.

Date	Meeting/conference room	Ecosystem meetup venue
13 October 2026	8:00 – 18:00
15 October 2026	8:00 – 18:00	18:00-21:00

Conductive Environment and BOOSTCamp Management

The venue(s) shall not conduct any renovations on its premises during the dates of the trainings.

If there is another event taking place during the same period, the venue(s) must ensure that services towards the training are not affected in any way.

Component 3 – Catering & Meals

Organise 1 coffee break at the venue each training day, providing coffee, tea, and small snacks
Organise 1 lunch at the venue each training day, structured as a full-sized lunch (appetizer, main course and dessert), including meat, fish, and/or vegetarian options, with 1 non-alcoholic drink per person.
Maintain an all-day water service inside the meeting room.
Organize and pay for 1 networking dinner (two courses and two drinks each) for up to 25 participants on the first BOOSTCamp day.
Organize and pay for 1 lunch with 1 drink each for up to 20 participants on the day of the study visit.
Organize and pay for 1–course dinner with 1 drink for up to 20 people before the innovation ecosystem meetup.

Date	Coffee-breaks	Lunch	Dinner
13 October 2026	1 coffee-break + water	1 lunch	1 dinner
14 October 2026	water	1 lunch
15 October 2026	1 coffee-break + water	1 lunch	1 dinner

Component 4 – Transportation

Arrange a group transportation for 20 participants to facilitate the study visits on the second day of the programme.

ANNEX 1. Tentative Agenda & Service Provider Responsibilities

Warsaw, 13–15 October 2026

Final agenda to be co-designed with the UNDP BOOST Team minimum two weeks before the event.

Day 1 – Tuesday, 13 October, 09:00–17:00 — Intro to the Polish Innovation Ecosystem and UNDP-led workshops. Location: primary meeting venue TBC

Setting up the Registration & Info Desk by 08:30; managing registration, name badges, and attendance sheets throughout the day
Managing all venue logistics, AV setup, and room configuration for the full day
Delivering an intro session about the Polish Innovation Ecosystem and the bidder’s offering and role in that ecosystem
Coordinating the participation of UNDP-led training sessions throughout the day
Providing 1 lunch and 1 coffee break for up to 20 people.
Providing a logistics brief to participants ahead of the study visit day.
Organize 1 networking dinner

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-IRH-00321″ 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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Event Management Services and Follow-up Mentorship