Call for Proposals – Hotel accommodation – June 2020 event in Oslo, Norway

Call for requests to participate in a competitive tender process for hotel accommodation and related services for an event in Oslo in June 2020

Deadline to apply: 29 September 2019
Ref. HD20191001

The Centre for Humanitarian Dialogue (HD) is organising a large VIP event on 23-24 June 2020 and is conducting a competitive tender procedure with negotiation for the event’s venue (a hotel) in the Oslo area.

Interested hotels should send a request to participate in the open tender procedure to medo.procurement@hdcentre.org latest by 29 September 2019, if they meet all of the following criteria:

Availability: 22-25 June 2020

Hotel category: 4-5 stars hotel

Hotel features:

  • Location and architectural features suitable for high-security cordons;
  • Located outside central Oslo (hotels located in Oslo city centre will not be considered), maximum of 50 min drive from Gardemoen airport and 30 min drive outside of Oslo city centre;
  • Possibility to hire the entire venue or a separate wing for the event that can be fully cordoned for security;
  • Architecture and decor reflecting Norwegian characteristics;
  • Outdoor, garden area that can host at least 100 people for barbecues/cocktail events;
  • Well-lit and tastefully-designed interiors suitable for hosting high-level guests;
  • Minimum of two entrances for guests;
  • Both standard and suite category rooms available;
  • Ideally 150 bedrooms available, both single and double occupancy, or a minimum of 65 bedrooms with the possibility of accommodating other guests in another hotel nearby (max 5 min. drive and same hotel category); 
  • Minimum of 4 meeting rooms with a capacity to host up to 60-80 persons each and one large meeting/ballroom with a capacity to host up to 160-180 persons.

Timeline of tender process

19 August 2019: Launch of call for competition;

29 September 2019: Deadline to submit requests to participate; 

11 October 2019: Responses delivered by HD to applicants;

28 October 2019: Deadline for proposal submission by successful applicants.

Basic principles

a) Contract will be awarded to the proposal offering the best value for money (i.e. best score based on price and quality).

b) Bidders may be excluded from participation in the procedure if:

  • They are bankrupt or being wound up; are having their affairs administered by the courts; have entered into an arrangement with creditors; have suspended business activities; are the subject of proceedings concerning those matters; or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
  • they, or persons having powers of representation, decision-making or control over them, have been convicted of an offence concerning their professional conduct by a final judgment;
  • they have been found guilty of grave professional misconduct;
  • They have not fulfilled obligations relating to the payment of social security contributions or taxes in accordance with the legal provisions of the country in which they are established, or the country where the contract is to be performed;
  • they, or persons having powers of representation, decision-making or control over them, have been convicted for fraud, corruption, involvement in a criminal organisation or money laundering by a final judgment;
  • they make use of child labour or forced labour and/or practise discrimination, and/or do not respect the right to freedom of association and the right to organise and engage in collective bargaining pursuant to the core conventions of the International Labour Organization (ILO).

c) Contracts shall not be awarded to bidders which, during the procurement procedure:

  • are subject to a conflict of interests;
  • are guilty of misrepresentation in supplying the information required as a condition of participation in the request for proposal procedure, or fail to supply this information.

d) The proposals will be rejected if any illegal or corrupt practices have taken place in connection with the award.

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