The Directorate for Administration and Financial Management/The Government Procurement Center has established a joint framework agreement for course and conference services on behalf of the public sector. You as the requester or your local purchaser must place an order (booking) under the agreement through a mini-competition.
External course and conference services can be purchased under this agreement. Therefore, the agreement does not apply to courses or conferences to be held in venues where UiO is wholly or partially the owner, such as all buildings on the Blindern campus, downtown campus, Baroniet Rosendal, Research Park, etc.
The agreement is only valid for procurements for 10 or more people, regardless of whether the amount is under NOK 100,000.
The agreement covers:
- Rental of meeting room facilities
- Rental of plenary halls, etc.
- Rental of standard technical AV equipment
- Lunch, refreshments, and dinner (in connection with the event)
- Accommodation in standard rooms
The mini-competition should be conducted by the requester or purchaser, depending on your prior practices.
It is emphasized that this agreement does not apply to accommodation or meals unrelated to the execution of courses and conferences, seminars, or meetings.
Read more about the framework agreement on anskaffelser.no by clicking here.
Guidance: How to proceed if you are conducting a mini-competition yourself
By following this procedure, you will be the one inviting vendors under the agreement to submit offers, and later reporting the need for a purchase order to the purchaser. Remember to clarify the budget. If there are expenses that UiO will not cover, this must be clearly stated.
Step 1: Choose Vendors
Go to the DF? map to get an overview of all available vendors within the radius/location where venues are needed.
Select at least 2 vendors within the location/radius to invite to the mini-competition. Note that you should choose vendors within the radius shown on the map, and not from different locations.
Step 2: Describe the Needs and Invite to Mini-Competition
Fill out the needs description: Needs Description WITH Accommodation Mini-Competition Template (docx) (in Norwegian) OR Needs Description WITHOUT Accommodation Mini-Competition Template (docx) (in Norwegian).
Invite the vendors you have selected from the DF? map to submit offers based on the needs description via email. Attach the document. A completed needs description will serve as the basis for the competition.
See the template response for inviting vendors here: Template Response for Invitation (docx) (in Norwegian).
Note: The offers should not be opened until after the deadline for submissions!
Step 3: Open Received Offers and Fill Out the Protocol
Complete this protocol: Protocol for Conducting a Mini-Competition (docx) (in Norwegian).
Evaluate the offers and fill out the evaluation matrix in the protocol with the weighting of award criteria, total prices, and quality scores. The vendor with the highest score will win the contract.
Step 4: Send Award Email and Sign the Contract
Send the award email to the vendors that submitted offers. The manager (BDM) should then sign the offer from the winning vendor. See the template response for the award here: Template Response for Award (docx) (in Norwegian).
Step 5: Fill Out Online Form for Reporting to Purchaser
Fill out the online form to report the case to the purchaser.
Attach the offer/agreement from the winning vendor + the signed protocol.
The purchaser will now create a purchase order based on the offer, and the purchase order will be sent to the vendor.
The purchaser can also send a purchase order to you if you request it.
Report the online form here.
Guidance: How to proceed if it has been confirmed that the purchaser will conduct the mini-competition
By following this procedure, the purchaser will conduct the mini-competition in collaboration with the need reporter. Remember to clarify this with the purchaser. Also, ensure the budget is confirmed. If there are any expenses that UiO will not cover, this must be clearly stated.
Step 1: Choose Vendors
Go to the DF? map to get an overview of all available vendors within the radius/location where venues are needed.
Select at least 2 vendors within the location/radius to be invited to the mini-competition. Note that you should choose vendors within the radius shown on the map, and not from different locations.
Step 2: Fill Out Needs Report
Fill out this document: Needs Description WITH Accommodation (Docx) (in Norwegian) OR this: Needs Description for Mini-Competition WITHOUT Accommodation (Docx) (in Norwegian).
Note: A completed needs description will serve as the basis for the competition in the mini-competition and will form the basis for the offers submitted by the vendors.
Then submit the needs description to the purchaser via the online form.
Report the online form here.
Cancellation and Reduction Terms
See the attached document: Cancellation and Reduction Terms (Docx) (in Norwegian).
You can find the Government Procurement Center's guidance here:
Guidance for Mini-Competition Government Procurement Center (Docx) (in Norwegian).