Project, event planning and execution of the Global Green Growth Forum (3GF) 2015/16 and 2016/17

Ministry of Foreign Affairs of Denmark, Danida

The Global Green Growth Forum (3GF) convenes governments, businesses, investors and organisations from all over the world to act together for inclusive green growth. The Danish Government initiated 3GF in 2011 in collaboration with the Republic of Korea and Mexico. China, Kenya, Qatar and Ethiopia have since joined as partner countries. 3GF's corporate and institutional partners include private companies such as Siemens and Trina Solar and international organisations such as OECD and International Finance Corporation (IFC). For a full list of 3GF partners, please refer to: this web page: http://3gf.dk/en/about-3gf/partners/ />Partnerships between public and private actors are the cornerstone of 3GF's work as they are considered key enablers to accelerate the transition to an inclusive green economy. Throughout the year 3GF works with stakeholders to identify new and promote existing collaborative public-private partnerships that may bring green growth to scale. In this process, 3GF hosts an annual global summit of high-level green growth leaders including heads of states, prime ministers and other ministers, CEOs from leading international companies and leaders of international organisations and think tanks. This exclusive summit is hosted by the Danish Prime Minister and supported by HRH the Crown Prince of Denmark. A total of 500 + participants are expected. For a list of featured participants at the four previous 3GF Summits, please refer to this link: http://3gf.dk/en/about-3gf/list-of-3gf-speakers/ />The Summit is expected to take place in Copenhagen over 3 days. As a lead up, 3GF hosts a preparatory meeting in Copenhagen app. 6 months before the annual Summit for 300 + experts. The meeting is expected to take place over 2 days. For information on the latest pre-meetings and summits: http://3gf.dk/en/events/. For more general information about 3GF, please watch our branding movie on http://3gf.dk/en/about-3gf/what-is-3gf/ or visit our website on http://3gf.dk/en/ />The Ministry of Foreign Affairs (MFA) seeks to appoint an event bureau that will be capable of taking the responsibility for event planning and execution of the 3GF annual pre-meetings and high-level Summits in 2015-16 and in 2016-17. The 2016- 2017 meetings are optional to the client.
In 2015-16 the pre-meeting is expected to take place in October 2015, whereas the Summit will take place in April 2016. In 2016-17, the pre-meeting is expected to take place in October 2016 and the Summit in Spring 2017.
A tentative, but not exhaustive, list of tasks for the assignment is:
— Assisting 3GF with the invitation process for both the pre-meeting and the Summit. Involving preparation of, forwarding, registration and follow up on invitations. The invitations for the Summit will be send on behalf of the Danish Prime Minister.
— Management of 3GF event database, including updates regarding registrations/ cancellations, attendees' personal information etc.
— Planning, developing and organising the Summit and the pre-meeting, including booking of catering and services, decorations, stage, café, roll ups, technicians, etc.
— Booking of venue, catering, entertainment, etc. for the gala dinner for all participants at the Summit. The Danish Prime Minister is the host of the gala dinner and HRH the Crown Prince of Denmark is expected to be guest of honour.
— Hotel and travel booking for selected guests and other VIP support/liaison tasks for the Summit.
— Coordinating with/contact to security personnel.
— Finding and managing a ‘meeting/match making app' for participants.
— Arranging transport to and from hotels and venue for the Summit.
— Responsible for budgets and contract management within the given financial frame. Responsible for managing quotations and budget for purchasing various services such as catering, transportation, venue, conference app, flight tickets etc.
This work includes close collaboration with the 3GF-Secretariat at the Danish Ministry of Foreign Affairs. At peak-times, daily coordination meetings in person will be necessary.
Please note that Terms of Reference and the offers from the pre-qualified companies shall be in Danish.

Deadline

Fristen for modtagelse af bud var på 2015-02-19. Indkøbet blev offentliggjort på 2015-01-19.

Leverandører

Følgende leverandører er nævnt i tildelingsbeslutninger eller andre indkøbsdokumenter:

 Hvem? Hvad? Hvor?
Indkøbshistorik
Dato Dokument
2015-01-19 Udbudsbekendtgørelse
2015-06-19 Bekendtgørelse om indgåede kontrakter
Udbudsbekendtgørelse (2015-01-19)
Objekt
Omfanget af udbuddet
Titel: Kontorstøttearbejde
Mængde eller omfang: 9 150 000
Den samlede værdi af udbuddet: 9 150 000 💰
Bekendtgørelsens metadata
Originalsprog: engelsk 🗣️
Dokumenttype: Udbudsbekendtgørelse
Kontraktens art: Tjenesteydelser
Forordning: Den Europæiske Union, med deltagelse af GPA-lande
Fælles glossar for offentlige kontrakter (CPV)
Kode: Kontorstøttearbejde 📦

Procedure
Procedureform: Begrænset udbud
Bud-type: Indsendelse gældende for alle delaftaler
Kriterier for tildeling
Det økonomisk mest fordelagtige bud

Ordregivende myndighed
Identitet
Land: Danmark 🇩🇰
Type af ordregivende myndighed: Ministerium eller anden myndighed på nationalt plan eller forbundsplan
Navn på ordregivende myndighed: Ministry of Foreign Affairs of Denmark, DANIDA
Postadresse: Asiatisk Plads 2
Postnummer: 1448
Postby: Copenhagen
Kontakt
Internetadresse: http://www.danidacontracts.um.dk 🌏
E-mail: danidacontracts@um.dk 📧
Telefon: +45 33920000 📞

Reference
Datoer
Afsendelsesdato: 2015-01-19 📅
Tilbudsfrist: 2015-02-19 📅
Offentliggørelsesdato: 2015-01-24 📅
Identifikatorer
Bekendtgørelsesnummer: 2015/S 017-027171
EUT-S-nummer: 17
Yderligere oplysninger
Tender procedures are subject to the laws of Denmark and the rules applicable hereunder. Any legal entity may only submit 1 application. The applications should be submitted using the standard application form available under ‘Contract Documents’ on www.danidacontracts.um.dk Please download current version. Candidates for Key Personnel positions may be invited for interviews. Failure to comply with this will lead to disqualification of the Tenderer. A Candidate may, where appropriate and for a particular contract, rely on the capacities of other entities (to meet possible minimum requirements concerning economic and financial standing, and technical and/or professional ability as specified in the Contract Notice), regardless of the legal nature of the links, which it has with them. It must in that case prove to the Contracting Authority that it will have at its disposal the resources necessary, for example, by producing an undertaking by those entities to that effect. Such entities, for instance the parent company of the candidate, must respect the same rules of eligibility, and must comply with the conditions as stated in the contract notice; The Client opposes exclusive agreements with sub-consultants, be they organisations or individuals. The Ministry reserves the right — but is not obliged — to use the remedies provided for in Section 12 of the Danish statutory order on procedures for the award of public supply contracts, public service contracts and public construction contracts (Order no. 712 of 15.6.2011). if applications or tenders do not fulfil the formalities of the tender documents.
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Objekt
Omfanget af udbuddet
Kort beskrivelse:
The Global Green Growth Forum (3GF) convenes governments, businesses, investors and organisations from all over the world to act together for inclusive green growth. The Danish Government initiated 3GF in 2011 in collaboration with the Republic of Korea and Mexico. China, Kenya, Qatar and Ethiopia have since joined as partner countries. 3GF's corporate and institutional partners include private companies such as Siemens and Trina Solar and international organisations such as OECD and International Finance Corporation (IFC). For a full list of 3GF partners, please refer to: this web page: http://3gf.dk/en/about-3gf/partners/
Vis mere
Partnerships between public and private actors are the cornerstone of 3GF's work as they are considered key enablers to accelerate the transition to an inclusive green economy. Throughout the year 3GF works with stakeholders to identify new and promote existing collaborative public-private partnerships that may bring green growth to scale. In this process, 3GF hosts an annual global summit of high-level green growth leaders including heads of states, prime ministers and other ministers, CEOs from leading international companies and leaders of international organisations and think tanks. This exclusive summit is hosted by the Danish Prime Minister and supported by HRH the Crown Prince of Denmark. A total of 500 + participants are expected. For a list of featured participants at the four previous 3GF Summits, please refer to this link: http://3gf.dk/en/about-3gf/list-of-3gf-speakers/
Vis mere
The Summit is expected to take place in Copenhagen over 3 days. As a lead up, 3GF hosts a preparatory meeting in Copenhagen app. 6 months before the annual Summit for 300 + experts. The meeting is expected to take place over 2 days. For information on the latest pre-meetings and summits: http://3gf.dk/en/events/. For more general information about 3GF, please watch our branding movie on http://3gf.dk/en/about-3gf/what-is-3gf/ or visit our website on http://3gf.dk/en/
Vis mere
The Ministry of Foreign Affairs (MFA) seeks to appoint an event bureau that will be capable of taking the responsibility for event planning and execution of the 3GF annual pre-meetings and high-level Summits in 2015-16 and in 2016-17. The 2016- 2017 meetings are optional to the client.
Vis mere
In 2015-16 the pre-meeting is expected to take place in October 2015, whereas the Summit will take place in April 2016. In 2016-17, the pre-meeting is expected to take place in October 2016 and the Summit in Spring 2017.
A tentative, but not exhaustive, list of tasks for the assignment is:
— Assisting 3GF with the invitation process for both the pre-meeting and the Summit. Involving preparation of, forwarding, registration and follow up on invitations. The invitations for the Summit will be send on behalf of the Danish Prime Minister.
— Management of 3GF event database, including updates regarding registrations/ cancellations, attendees' personal information etc.
— Planning, developing and organising the Summit and the pre-meeting, including booking of catering and services, decorations, stage, café, roll ups, technicians, etc.
— Booking of venue, catering, entertainment, etc. for the gala dinner for all participants at the Summit. The Danish Prime Minister is the host of the gala dinner and HRH the Crown Prince of Denmark is expected to be guest of honour.
— Hotel and travel booking for selected guests and other VIP support/liaison tasks for the Summit.
— Coordinating with/contact to security personnel.
— Finding and managing a ‘meeting/match making app' for participants.
— Arranging transport to and from hotels and venue for the Summit.
— Responsible for budgets and contract management within the given financial frame. Responsible for managing quotations and budget for purchasing various services such as catering, transportation, venue, conference app, flight tickets etc.
This work includes close collaboration with the 3GF-Secretariat at the Danish Ministry of Foreign Affairs. At peak-times, daily coordination meetings in person will be necessary.
Please note that Terms of Reference and the offers from the pre-qualified companies shall be in Danish.
Beskrivelse af mulighederne:
The award of the contracts second phase is subject to the approval of the client and the performance of the selected service provider. The second phase is to begin immediately after the contract's initial first phase.
Varighed: 26 måneder
Referencenummer: 2014-29360
Sted for udførelsen
Hovedsted eller sted for udførelsen: Denmark.

Juridiske, økonomiske, finansielle og tekniske oplysninger
Betingelser for deltagelse
Egnethed til at udøve det erhverv:
No restrictions on nationality.
In situations where conflict of interest occurs, Candidates will be excluded from participation, e.g. any Candidate (if a joint venture any of the members) or expert participating in the preparation of a project must be excluded from participation in the tender, unless the involvement does not constitute unfair competition;
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Any Candidate who has been the subject of a conviction by final judgment of which the contracting authority is aware for one or more of the reasons listed in Article 45, 1 in the Directive shall be excluded;
Any Candidate may be excluded from participation in a contract if any of the cases specified in Article 45, 2 apply to that Candidate or Tenderer;
The Candidate, and in the case of the Candidate being a joint venture each member and other legal entities, shall furthermore sign a Solemn Declaration (ANNEX B in the Application Form for Expression of Interest) providing sufficient evidence that none of the cases specified in Article 45, 2, (e) and (f) in the Directive applies to any of the legal entities making this application.
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Økonomisk og finansiel stilling:
If the candidate is a joint venture, the joint venture shall, as a whole, meet the minimum conditions related to economic and financial standing;
(a) Annual turnover of the Candidate for the last 3 fiscal years.
Mindstekrav til niveauet: (a) 3 000 000 DKK for each of the past 3 fiscal years.
Teknisk og faglig kompetence:
If the candidate is a joint venture, the joint venture shall, as a whole, meet the minimum conditions related to technical and professional ability:
(a) List of most relevant project references from the last three years;
(b) Technicians or technical bodies;
(c) Measures for ensuring quality;
(d) Capacities for production, studies, and/or research;
(e) Education and professional qualifications;
(f) Environmental management measures;
(g) Average annual manpower;
(h) Tools/plants etc.;
(i) Subcontracting;
(j) Products supplied.
Mindstekrav til niveauet:
(a) The Candidate must show by way of project reference(s) to have the following experience:
— Minimum 3 reference demonstrating experience with conferences with more than 200 attendees;
— Minimum 1 reference demonstration experience with support and transportation service;
— Minimum 1 reference demonstrating experience with…
… logistics for guests and VIPs;
… an electronic platform to support the execution of the conference (e.g. through a conference app).
The 1 project reference may cover more than 1 of the above requirements.
(b) Not applicable;
(c) A quality assurance system;
(d) Not applicable;
(e) Not applicable;
(f) Not applicable;
(g) List of average manpower divided on Management staff and other staff. Minimum those required for the assignment;
(h) Not applicable;
(i) The major part of the services must be rendered by the Tenderer;
(j) Not applicable.
Kontraktens udførelse
Krav om deponering og sikkerhedsstillelse: Requirements will appear in the tender dossier.
De vigtigste finansieringsbetingelser og betalingsordninger og/eller henvisning til de relevante bestemmelser, der regulerer dem:
Financing conditions and payment arrangements will appear in the tender dossier;
The winner of the contract will be required to take out before commencement and maintain for the duration of the liability period, at its own cost, a Professional Risk Indemnity Insurance equal to the total contract amount or otherwise defined in the tender dossier.
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Den juridiske form, som den sammenslutning af økonomiske aktører, der skal have kontrakten, skal have:
A group of economic operators will be required to enter a joint venture agreement;
Where a joint venture is proposed, the Ministry of Foreign Affairs of Denmark will require that one member of the joint venture will be appointed as project leader;
Applicants who apply as a joint venture shall each provide the documentation required under III.2.1);
If the Candidate is a joint venture, the joint venture shall, as a whole, meet the minimum conditions related to economic and financial standing and technical and professional ability required under III.2.2 and III.2.3).
Andre særlige vilkår:
The Consultant will be required to perform the services in compliance with the Danida Anti-corruption Code of Conduct and the principles of the UN Global Compact.

Procedure
Påtænkt antal ansøgere: 5
Objektive kriterier for udvælgelse:
Selected on the basis of most relevant project references (ongoing or finalized) from the past 3 years.
Sprog
Sprog: dansk 🗣️
engelsk 🗣️

Ordregivende myndighed
Kontakt
Enhed: Gertrud Kümmel Birk
Internetadresse: www.danidacontracts.um.dk 🌏
E-mail: kfst@kfst.dk 📧

Reference
Identifikatorer
Referencenummer tildelt af den ordregivende myndighed: 2014-29360
Yderligere oplysninger
Tender procedures are subject to the laws of Denmark and the rules applicable hereunder.
Any legal entity may only submit 1 application.
The applications should be submitted using the standard application form available under ‘Contract Documents’ on www.danidacontracts.um.dk Please download current version.
Candidates for Key Personnel positions may be invited for interviews. Failure to comply with this will lead to disqualification of the Tenderer.
A Candidate may, where appropriate and for a particular contract, rely on the capacities of other entities (to meet possible minimum requirements concerning economic and financial standing, and technical and/or professional ability as specified in the Contract Notice), regardless of the legal nature of the links, which it has with them. It must in that case prove to the Contracting Authority that it will have at its disposal the resources necessary, for example, by producing an undertaking by those entities to that effect. Such entities, for instance the parent company of the candidate, must respect the same rules of eligibility, and must comply with the conditions as stated in the contract notice;
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The Client opposes exclusive agreements with sub-consultants, be they organisations or individuals.
The Ministry reserves the right — but is not obliged — to use the remedies provided for in Section 12 of the Danish statutory order on procedures for the award of public supply contracts, public service contracts and public construction contracts (Order no. 712 of 15.6.2011). if applications or tenders do not fulfil the formalities of the tender documents.
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Supplerende oplysninger
Gennemgå organ
Navn: Klagenævnet for Udbud, Erhvervsstyrelsen (The Complaints Board for Public Procurement, Danish Commerce and Companies Agency)
Postadresse: Dahlerups Pakhus Langelinie Allé 17
Postby: Copenhaguen
Postnummer: 2100 Ø
Land: Danmark 🇩🇰
E-mail: klfu@erst.dk 📧
Telefon: +45 35291000 📞
Internetadresse: http://klfu.dk 🌏
Fax: +45 33307799 📠
Oplysninger om frister for klageprocedurer:
Pursuant to Danish act no 492 of 12.5.2010 with subsequent amendments on enforcement of the public procurement rules, complaints regarding a candidate not being pre-qualified must be filed with The Complaints Board for Public Procurement within 20 calendar days starting the day after the contracting authority has sent notification to the candidates involved, provided that the notification includes a short account of the relevant reasons for the decision.
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Other complaints must be filed with The Complaints Board for Public Procurement within 45 calendar days after the contracting authority has published a contract award notice in the Official Journal of the European Union (with effect from the day following the publication date).
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However, the tender concerns a framework agreement complaints must be filed with The Complaints Board for Public Procurement within 6 months after the Contracting Authority has sent notification to the candidates/tenderers involved that the Contracting Authority has entered into the framework agreement, provided that the notification included a short account of the relevant reasons for the decision.
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The complainant must inform the contracting authority of the complaint in writing at the latest simultaneously with the lodge of the complaint to The Complaints Board for Public Procurement. The complainant shall state whether the complaint has been lodged in the stand-still period. If the appeal has not been lodged in the stand-still period, the appellant must also state whether it is requested that the appeal is granted delaying effect.
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Tjeneste, hvorfra der kan indhentes oplysninger om klageproceduren
Navn: Konkurrence- og Forbrugerstyrelsen (Danish Competition and Consumer Authority)
Postadresse: Carl Jacobsens Vej 35
Postby: Valby
Postnummer: 2500
Telefon: +45 41715000 📞
Internetadresse: http://kfst.dk 🌏
Fax: +45 41715100 📠
Kilde: OJS 2015/S 017-027171 (2015-01-19)
Bekendtgørelse om indgåede kontrakter (2015-06-19)
Objekt
Omfanget af udbuddet
Den samlede værdi af udbuddet: 1 395 250 💰
Bekendtgørelsens metadata
Dokumenttype: Bekendtgørelse om indgåede kontrakter

Procedure
Bud-type: Finder ikke anvendelse

Reference
Datoer
Afsendelsesdato: 2015-06-19 📅
Offentliggørelsesdato: 2015-06-24 📅
Identifikatorer
Bekendtgørelsesnummer: 2015/S 119-218188
Henviser til bekendtgørelse: 2015/S 17-027171
EUT-S-nummer: 119
Yderligere oplysninger
Tender procedures are subject to the laws of Denmark and the rules applicable hereunder. Any legal entity may only submit one application. The applications should be submitted using the standard application form available under ‘Contract Documents’ on www.danidacontracts.um.dk Please download current version. Candidates for Key Personnel positions may be invited for interviews. Failure to comply with this will lead to disqualification of the Tenderer. A Candidate may, where appropriate and for a particular contract, rely on the capacities of other entities (to meet possible minimum requirements concerning economic and financial standing, and technical and/or professional ability as specified in the Contract Notice), regardless of the legal nature of the links, which it has with them. It must in that case prove to the Contracting Authority that it will have at its disposal the resources necessary, for example, by producing an undertaking by those entities to that effect. Such entities, for instance the parent company of the candidate, must respect the same rules of eligibility, and must comply with the conditions as stated in the contract notice; The Client opposes exclusive agreements with sub-consultants, be they organisations or individuals. The Ministry reserves the right — but is not obliged — to use the remedies provided for in Section 12 of the Danish statutory order on procedures for the award of public supply contracts, public service contracts and public construction contracts (Order no. 712 of 15.6.2011). if applications or tenders do not fulfil the formalities of the tender documents.
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Procedure
Kriterier for tildeling
Kriterium: 1. Technical part (80)
2. Price part (20)

Tildeling af kontrakt
Dato for kontraktindgåelse: 2015-06-12 📅
Navn: ConferenceCare ApS
Postadresse: Brogaardsvej 22
Postby: Gentofte
Postnummer: 2820
Land: Danmark 🇩🇰
E-mail: mette@conferencecare.dk 📧
Internetadresse: www.conferencecare.dk 🌏
Oplysninger om udbud
Antal modtagne bud: 5

Supplerende oplysninger
Gennemgå organ
Postby: Copenhaguen Ø
Postnummer: 2100
Oplysninger om frister for klageprocedurer:
Precise information on deadline(s) for lodging appeals: Pursuant to Danish act no. 492 of 12.5.2010 with subsequent amendments on enforcement of the public procurement rules, complaints regarding a candidate not being pre-qualified must be filed with The Complaints Board for Public Procurement within 20 calendar days starting the day after the contracting authority has sent notification to the candidates involved, provided that the notification includes a short account of the relevant reasons for the decision.
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Kilde: OJS 2015/S 119-218188 (2015-06-19)
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