Company for UN Bonn Conference Rooms Booking Platform

active

Closed

Title:Company for UN Bonn Conference Rooms Booking PlatformType of contract: Contract for professional services (Only companies can apply)The United Nations Campus in Bonn (UN Bonn) brings together 26 UN organizations across multiple buildings at two locations. To ensure efficiency, cost savings, and operational synergies, shared services and facilities—particularly common conference areas—are centrally managed by the Common Services Unit (CSU), hosted by the United Nations Volunteers (UNV) Programme. UN Bonn operates several modern, fully equipped conference facilities supported by centralized IT support and catering services. Due to the increasing number of meetings and events, as well as the planned expansion of buildings and shared spaces, CSU requires a centralized, web-based booking and event management tool. A room booking tool is already in place. Any proposed solution must therefore support the migration and integration of existing data, including current configurations and all future bookings, to ensure continuity of operations. The new tool shall provide meeting organizers with a transparent overview of available conference spaces and related services, including real-time availability, cost information, and structured booking data. Key requirements include secure global access, a modular and customizable architecture, multilingual user interface, system integration capabilities, and flexible workflows allowing both direct bookings and bookings subject to administrative approval. The solution should also support digital signage and digital door displays. For more details, please refer to the Terms of Reference, which outlines the functional, technical, and workflow requirements for the proposed booking tool.Timeline23 February 2026 – Initiation of the tender processMarch 2026 – Assessment of offersApril 2026 – Presentation of the booking tool to UN Bonn by preselected providersApril 2026 – Awarding of the contractMay 2026 – Customization of the system according to UN Bonn requirementsMay 2026 – Upload of information and test run with internal and external parties31 May 2026 – Launch of the UN Bonn booking toolPortability: Web-based, compatible with major OS and browsers, mobile-friendly.Location: RemoteLanguage: EnglishPlease 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.orgusing 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: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.UNV Procurement Team

United Nations Global Marketplace (UNGM)

Tender