Tender Document for Procurement of Comprehensive Conference Services Providers for 2026 China Annual Conference of UN Global Compact

 

Tender No.: UNGC-CN-2026-001

Project Name: Procurement of Comprehensive Conference Services for 2026 China Annual Conference of UN Global Compact (UNGC)

Procuring Entity: UN Global Compact Liaison Office in China

Date of Issue: 14 October, 2026

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Chapter 1 Invitation for Bids

I. Basic Information of the Project

● Project No.: UNGC-CN-2026-001

● Project Name: Procurement of Comprehensive Conference Services for 2026 China Annual Conference of UN Global Compact (UNGC)

● Procurement Requirements: To provide comprehensive conference services for 2026 China Annual Conference of UNGC, including but not limited to: backdrop production, meeting room lighting and venue setup, printing of documents, folding chair rental, lapel pin production, photography and videography, simultaneous interpretation, refreshment services, as well as advance funding and settlement services for petty cash, travel expenses and retreat expenses that may arise during the preparation and execution of the Annual Conference. The specific service contents and technical requirements are detailed in Chapter 4 of this document.

● Contract Performance Period: From the date of contract signing until all wrap-up work is completed within 15 working days after the conclusion of the Annual Meeting (expected on 15 December 2026).

 

II. Eligibility Requirements for Applicants

1. Entity Qualification Requirements:

● Lawfully registered within the territory of the People's Republic of China, being a legal person or other organization with independent capacity to bear civil liability;

● Holding a valid business license whose business scope covers meeting services, event planning, advertising production, printing or related services.

2. Financial and Creditworthiness Requirements:

● Possessing a good business reputation and a sound financial accounting system;

● Not being listed on the "Credit China" website (https://www.creditchina.gov.cn/) as a dishonest judgment debtor;

● Not being listed on the China Government Procurement Network (https://www.ccgp.gov.cn/) record list of serious violations of law and breach of trust in government procurement.

3. Track Record Requirements:

● Experience in serving large conferences of international organizations, major government events, or annual meetings/conferences of large enterprises is preferred;

● Evidence of two (2) similar projects within the past three years is preferred.

4. Other Requirements:

● Consortium bids are not accepted for this project;

● After award, the successful bidder shall not transfer the contract or engage in unauthorized subcontracting.

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Chapter 2 Instructions to Bidders

I. Pre-Bid Information Instructions

 

Clause No.	Clause Name	Content
1.1	Procuring Entity	UN Global Compact Liaison Office in China
1.2	Project Name	Procurement of Comprehensive Conference Service for 2026 Annual Conference of UNGC
1.3.1	Scope of Tender	See Chapter 4 "Procurement Requirements"
1.3.2	Service Period	From the date of contract signing until 15 working days after the conclusion of the Annual Meeting
1.4	Source of Funds	Self-funded
2.1	Bid Validity Period	45 calendar days from the bid submission deadline
2.2	Bid Security	No bid security is required for this project
3.1	Number of Copies of Bid Documents	1 original, 2 copies, and 1 electronic version (PDF)
4.1	Bid Submission Deadline	17:00 (Beijing Time), 6 November, 2026
5.1	Bid Opening Time and Venue	To be notified separately
6.1	Evaluation Method	Comprehensive Scoring Method
7.1	Determination of Award Candidates	Ranked by composite score in descending order

 

 

II. Composition of the Bid Document

The bidder shall prepare its bid document in the following order and include a table of contents:

Part 1: Qualification Documents

1. Copy of the business license (affixed with the official company seal);

2. Identification certificate of the legal representative, or a letter of authorization (power of attorney);

3. Screenshots of credit query records from Credit China and the China Government Procurement Network (within 30 days prior to the bid submission deadline);

Part 2: Technical Proposal Documents

1. Company profile and organizational structure;

2. Overall service plan for this project (including implementation plans for each service item);

3. Project team configuration and resumes of key personnel;

4. Equipment and materials list;

5. Quality management and emergency response measures;

6. Evidence of similar project track record.

Part 3: Commercial Quotation Documents

1. Bid Letter;

2. Bid Opening Summary Sheet (total quoted price);

3. Itemized Quotation Breakdown (unit prices and total prices for each service item listed in Chapter 4);

4. Quotation notes (if any).

 

III. Preparation and Submission of Bid Documents

● The bid document shall be prepared in both Chinese and English, with the English version prevailing, printed on A4 paper, bound into a volume, sealed in an envelope, and stamped with the company seal across the page edges (cross-page seal).

● The following information shall be indicated on the envelope: project name, tender number, bidder's name, and the words "Bid Document".

● The bidder shall deliver the bid document to the designated location before the bid submission deadline. Bid documents delivered late or not sealed in accordance with the requirements will not be accepted.

● Bids submitted by fax or e-mail are not accepted for this tender (the electronic version is provided for reference/backup only; the paper document prevails).

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Chapter 3 Bid Evaluation Method

I. Evaluation Principles

The evaluation follows the principles of "fairness, impartiality, scientific rigor and merit-based selection" and adopts the Comprehensive Scoring Method. The evaluation committee shall score the bid documents that pass the preliminary review in accordance with the detailed scoring criteria below, and rank them by final score in descending order.

 

II. Preliminary Review Criteria

The bid document must pass the following conformity checks; failure of any single item renders the bid invalid:

1. The bidder's qualification conditions comply with the requirements of the Invitation for Bids;

2. The bid document is signed, sealed and sealed-in-envelope as required;

3. The bid validity period satisfies the requirements;

4. The service plan substantively responds to the procurement requirements.

 

III. Detailed Scoring Criteria

Evaluation Dimension	Points	Scoring Criteria
Technical Proposal	35	Completeness, feasibility and targeted relevance of the implementation plan for each service item; alignment with UNGC values and international conference standards; reasonableness of the emergency response plan
Commercial Quotation	35	Reasonableness of itemized pricing; clarity of the all-inclusive fixed price; cost-effectiveness assessment
Supplier Qualification and Track Record	10	Experience in serving similar international organizations / large events; project team configuration; quality of equipment and materials
Service Assurance	20	Commitment to response time; on-site staffing; plan for petty cash, travel expense and retreat expenses advance funding and settlement

 

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Chapter 4 Procurement Requirements

I. Project Overview

This project procures comprehensive conference services for 2026 China Annual Conference of UNGC. The Annual Conference is expected to have approximately 100 participants and a duration of one (1) day, to be held at the United Nations Compound, No. 2 Liangmahe South Road (Liangmahe Nanlu), Beijing. The supplier shall undertake the following services during the preparation and execution of the Annual Meeting and shall accept the Procuring Entity's supervision and management over service quality and progress.

 

II. Service Contents and Technical Requirements

(1) Backdrop Production

1. Production Contents:

● Main backdrop of the Annual Conference (including the UNGC logo and the annual conference theme visual): 1 (one);

● Guide sign pages: 3 (three).

2. Technical Requirements:

● The main backdrop shall be produced with a truss frame plus printed color cloth or materials of equivalent quality, and shall be structurally stable and safe; The dimensions shall follow the final design confirmed by the Procuring Entity;

● The resolution of the printed image shall be no less than 720 dpi, and the colors must be consistent with the UNGC brand visual guidelines;

● The supplier shall complete installation one (1) day before the conference, and complete dismantling and site cleanup within five (5) hours after the conclusion of the conference;

● Installation personnel must possess the appropriate qualifications for the work.

 

(2) Conference Room Lighting and Venue Setup

1. Service Contents:

● Based on the existing basic lighting of the conference room, supplement and enhance lighting for the backdrop, the podium, and the speaking area, and create the appropriate ambience;

● Venue ambience setup, including but not limited to the sign-in area, VIP room, corridor wayfinding, etc.;

● On-site decorative setup in line with the theme of the Annual Conference.

2. Technical Requirements:

● The lighting equipment must satisfy the needs of conference videography and on-site visual presentation;

● The setup plan must be implemented after written confirmation by the Procuring Entity;

● The supplier shall assign no fewer than one (1) on-site lighting operator;

● The venue setup and equipment debugging must be completed one (1) day before the conference, and dismantling and site cleanup must be completed within five (5) hours after the conclusion of the conference.

 

(3) Printing of Documents

1. Categories of Printed Materials and Estimated Quantities:

No.	Item	Specification Requirements	Estimated Quantity
1	2025 Annual Report	30 pages, A4, cover: 250g matte art paper + inner pages: 157g matte art paper, full color	20 copies each in Chinese and English
2	UNGC China Liaison Office Brochure	16 pages, A4, cover: 250g matte art paper + inner pages: 157g matte art paper, full color	100 copies in Chinese, 20 copies in English
3	"AI Application Practices in the Field of Corporate Sustainability" Report	40 pages, A4, cover: 250g matte art paper in color + inner pages: 100g offset paper in black and white	30 copies in Chinese, 10 copies in English
4	Certificates (Accelerator Program Completion + Expert Group Members + Member Companies)	Including certificate covers/cases, inner pages double-sided full color	300 sets
5	Table cards / Place cards	Place card inserts	30 pcs
6	Guide signs	Guide sign inserts	3 pcs

 

2. Quality Requirements:

● All designs must be printed only after written confirmation by the Procuring Entity;

● Printed materials must comply with the UNGC brand visual guidelines (colors, logo usage, fonts, etc.);

● The supplier shall provide proofing (sample printing) services, and the cost of proofing is included in the quotation;

● Printing shall be completed and delivered to the location designated by the Procuring Entity within three (3) working days after confirmation of the design.

 

(4) Folding Chair Rental

1. Service Contents:

● Provide folding chair rental services required for the Annual Conference, including transport, placement and collection.

2. Technical Requirements:

● No fewer than 30 folding chairs (including 5 spare chairs);

● The chairs shall be clean and intact, without damage or stains, and shall be disinfected before the conference;

● The supplier shall be responsible for transporting the chairs, placing them at the locations designated by the Procuring Entity, and collecting and removing them after the conclusion of the conference.

 

(5) Lapel Pin Production

1. Production Contents:

● SDGs lapel pins; the existing design artwork is available and no redesign is required.

2. Technical Requirements:

● Material: zinc alloy soft enamel (imitation enamel) or similar material (per the option selected by the Procuring Entity);

● Quantity: 100 pins;

● Production shall commence after the design artwork is provided and confirmed in writing by the Procuring Entity;

● Delivery time: within ten (10) working days after the design artwork is provided.

 

(6) Photography and Videography

1. Service Contents:

● Full-coverage photography and videography of the Annual Conference;

● Including but not limited to: panoramic views, podium, close-ups of guests, audience interaction, exhibition boards, etc.;

● Cloud album photos published in sync with the event during the Annual Conference;

● On the day the event concludes, all raw image and video files shall be classified and organized, and submitted to the Procuring Entity.

2. Technical Requirements:

● No fewer than two (2) photography/videography personnel;

● Equipment must meet the requirements for professional conference shooting (HD or above);

● The supplier shall submit the basically screened and classified raw files within one (1) working day after the conclusion of the event;

● Finished films (if needed) shall be subject to separately agreed delivery standards and deadlines.

 

(7) Simultaneous Interpretation Service and Equipment Provision

1. Service Contents

Provision of Chinese-English simultaneous interpretation for the annual conference, together with the leasing, installation, commissioning and on-site technical support of a full set of simultaneous interpretation equipment.

2. Requirements for Interpreter Deployment

● 2 Chinese-English simultaneous interpreters (working on a rotating basis; no interpreter shall work continuously for more than 30 minutes).

● Interpreters shall have experience in simultaneous interpretation for international conferences and be familiar with terminology in sustainable development, ESG, corporate social responsibility and related fields.

● Proof of interpreters’ qualifications shall be provided (e.g. CATTI Level 1 / Level 2 Interpretation Certificate or equivalent international qualifications).

● Interpreters shall arrive at the venue 60 minutes prior to the commencement of the conference to complete equipment sound check and terminology preparation.

3. Requirements for Simultaneous Interpretation Equipment

● Equipment type: Infrared digital simultaneous interpretation system or digital SI system meeting equivalent technical standards, including a full suite of hardware and software such as main interpretation unit, infrared transmitter, interpreter console, receiver headsets and charging equipment.

● Quantity of receiver headsets: Allocated according to the number of participants, no less than 100 sets (including 10 spare sets).

● Support for a minimum of 2 language channels (Chinese and English).

● Interpretation booth: 1 standard interpretation booth equipped with sound insulation and monitoring devices.

● Equipment installation and commissioning shall be completed one day before the conference. One on-site technical support staff shall be present on the conference day.

● In case of equipment failure, spare equipment or remedial solutions shall be made available within 5 minutes.

4. Other Requirements

● The supplier shall be responsible for equipment transportation, installation, dismantling and on-site technical standby.

● Where the supplier does not have in-house simultaneous interpreters or equipment resources, it shall clearly state its partner(s) in the bidding document and attach the cooperation agreement.

● All costs for simultaneous interpretation service and equipment provision shall be included in the bid price, with no additional charges.

 

 (8) Refreshments (Tea Break)

1. Service Contents:

● Provide refreshment services during the Annual Conference, including pastries, fruit and tableware, etc.

2. Technical Requirements:

● Refreshments are expected to serve approximately 100 persons per session, for two (2) sessions;

● Pastries include but are not limited to: biscuits, cakes, fruit, etc. (beverages are sponsored by enterprises);

● Must comply with food safety standards; the supplier shall provide a Food Business License or equivalent qualification certificate;

● Refreshments must be ready by 10:00 a.m. and 3:30 p.m. respectively.

 

(9) Petty Cash

1. Service Contents:

● The supplier shall provide advance funding for temporary and urgent small expenditures that may arise during the preparation and execution of the Annual Conference.

2. Management Requirements:

● Petty cash limit: RMB 3,000 (to be verified by a designated officer of the Procuring Entity);

● Use of the petty cash requires written or oral authorization by the designated officer of the Procuring Entity, with approval procedures completed retroactively after the fact;

● The supplier shall maintain a petty cash ledger, recording each expenditure item, amount, time and the person handling it;

● Within five (5) working days after the conclusion of the Annual Conference, the supplier shall submit the detailed statement of petty cash usage and original vouchers to complete settlement with the Procuring Entity.

 

(10) Travel Expenses

1. Service Contents:

● Provide advance funding for travel expenses of staff members or invitees designated by the Procuring Entity during the preparation and execution of the Annual Conference.

2. Management Requirements:

● Travel expense standards shall follow the Procuring Entity's internal regulations, and the amount shall not exceed RMB 16,000;

● The supplier shall reimburse on an actual-cost basis against valid receipts;

● Advance funding for travel expenses requires prior written approval by the Procuring Entity;

● Settlement of travel expenses shall be completed within five (5) working days after the conclusion of the Annual Conference.

 

(11) Retreat Expenses

1. Service Contents:

● Provide advance funding for hospitality meal expenses for invited guests and media personnel of the Annual Conference.

2. Management Requirements:

● Retreat expense standards shall follow the Procuring Entity's internal regulations, and the amount shall not exceed RMB 12,000;

● The supplier shall reimburse on an actual-cost basis against valid receipts;

● Advance funding for hospitality meal expenses requires prior written approval by the Procuring Entity;

● Settlement of hospitality meal expenses shall be completed within five (5) working days after the conclusion of the Annual Conference.

(XII) Short Video Production

1. Service Contents:

The supplier shall produce a short video of approximately 6 minutes for on-site screening at the annual conference.

The theme and content of the video shall be provided by  the Procuring Entity, and the visual style, presentation format and other elements of the video shall be produced in accordance with the Procuring Entity’s requirements.

The scope of services includes creative planning, script writing, footage shooting or collection, editing and production, voiceover and soundtrack production, subtitle packaging, final video delivery and revisions.

2. Technical Requirements

 (1) Video Specifications

● Duration: Approximately 6 minutes

● Resolution: No less than 1920×1080 (1080P); 4K compatibility is recommended

● Frame rate: No less than 25fps

● Format: MP4 or MOV, encoded in H.264 / H.265

● Audio: Stereo, sampling rate no less than 48kHz; clear voiceover; background music free of copyright disputes

● Subtitles: Bilingual Chinese-English subtitles. Font type and size shall comply with UNGC brand visual identity guidelines.

(2) Content Production Requirements

Prior to production, the supplier shall submit the creative proposal and script. Shooting and editing may only commence upon written confirmation by the Procuring Entity.

Sources of footage include but are not limited to: existing video materials provided by the Procuring Entity, on-location shooting by the supplier, and third-party materials authorized by the Procuring Entity.

The supplier shall ensure all music, fonts and video footage used in the video are copyright-compliant. The supplier shall bear full liability for any disputes arising from copyright infringements.

The final video shall comply with UNGC brand visual identity guidelines, including the use of opening and closing logos, colour palette, fonts and other specifications.

(3) Delivery and Revisions

The supplier shall submit the rough cut for the Procuring Entity’s review 10 working days prior to the annual meeting.

The Procuring Entity reserves the right to propose revision requests, and the supplier shall complete such revisions within 5 working days.

The final cut shall be delivered 5 working days prior to the annual conference. Deliverables shall include: final video (high-definition version and compressed version), subtitle files and project files.

 

III. Service Standards and Acceptance Requirements

1. The supplier shall strictly provide services in accordance with the plan and timeline confirmed by the Procuring Entity;

2. Upon completion of each service item, the on-site person in charge of the Procuring Entity shall conduct acceptance and sign acceptance comments;

3. If services fail to meet the agreed standards, the supplier shall rectify or re-provide the services within the period specified by the Procuring Entity, and the resulting costs shall be borne by the supplier;

4. The use of petty cash, travel expenses and retreat expenses shall comply with the Procuring Entity's financial management regulations, with complete vouchers and clear accounts.

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Chapter 5 Formats of Bid Documents

I. Format of the Bid Letter

BID LETTER

To: UN Global Compact Liaison Office in China

Having thoroughly studied the Tender Document for the "Procurement of Comprehensive Conference Services for 2026 Annual Conference of UNGC" (Tender No.: UNGC-CN-2026-001), we hereby decide to participate in the bidding for this project and solemnly declare that:

1. We voluntarily provide the comprehensive conference services required by this project in accordance with all requirements set out in the Tender Document.

2. Our total bid price is RMB (in words) [ ] RMB (¥[ ]), equivalent to USD (in words) [ ] (USD[ ]).

3. We commit that our bid remains valid for [ ] calendar days from the bid submission deadline.

4. If we are awarded the contract, we will sign the contract with your organization as required and strictly perform our contractual obligations.

 

Bidder's Name (seal): __________

Legal Representative or Authorized Representative (signature): __________

Date: ____ / ____ / ____

 

II. Format of the Bid Opening Summary Sheet

Project Name	Total Bid Price (USD)	Service Period	Remarks
Procurement of Comprehensive Meeting Services for the 2026 Annual Meeting of the UNGC China Liaison Office	USD [ ]	As required by the Tender Document

Note: The total bid price must be consistent with the total amount shown in the Itemized Quotation Breakdown.

Bidder's Name (seal): __________ Date: ____ / ____ / ____

 

III. Format of the Itemized Quotation Breakdown

No.	Service Item	Specification / Description	Unit	Quantity	Unit Price (RMB)	Total (RMB)	USD Equivalent
1	Backdrop production	Including main backdrop, guide signs, etc.	Item	1
2	Conference room lighting and venue setup	Including lighting equipment rental, debugging, on-site operation and ambience setup	Item	1
3	Printing of documents	Including annual report, brochures, reports, certificates, table cards, guide signs, etc.	Item	1
4	Folding chair rental	Including transport, placement and collection	Chair	[ ]
5	Lapel pin production	Zinc alloy soft enamel (imitation enamel), production only	Pin	[ ]
6	Photography and videography	Including personnel, equipment, and organization/submission of raw files	Item	1
7	Simultaneous Interpretation Service and Equipment Provision	Including simultaneous interpreters, equipment, headsets, on-site booth setup preparations, etc.	Item	1
8	Refreshments	Including beverages, pastries, tableware (including collection)	Session	[ ]
9	Petty cash	Settled on an actual-cost basis; bidder only quotes the management fee rate or advance service fee	Item	1
10	Travel expenses	Settled on an actual-cost basis; bidder only quotes the management fee rate or advance service fee	Item	1
11	Retreat expenses	Settled on an actual-cost basis; bidder only quotes the management fee rate or advance service fee	Item	1
12	Short Video Production	Including final video (high-definition version and compressed version), subtitle files and project files.	Item	1
	Total					¥[ ]	USD[ ]

Note: For items 9, 10 and 11, if no management fee or service charge applies, the bidder may state "to be settled on an actual-cost basis, no additional charge".

 

UN Global Compact Liaison Office in China

14 October, 2026