Tender #

4455/2017/04 as of 16 February 2017

Services

Event management services for 10 events:

Event 1: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in the Bila Tserkva In-Service Training Centre, 28 Feb 2017 (10h00 - 16h00)

Event 2: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Kharkiv, 10 March 2017 (10h00 - 16h00)

Event 3: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Dnipro, 28 March 2017 (10h00 - 16h00)

Event 4: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Vinnytsia, 06 April 2017 (10h00 - 16h00)

Event 5: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Odesa, 25 April 2017 (10h00 - 16h00)

Event 6: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Lviv, 17 May 2017 (10h00 - 16h00)

Event 7: Visit to the Chernihiv Female Colony No 44 and to the Pryluky Juvenile Colony, March (date tbc)

Event 8: Visit to the Naderzynshchynska Colony No 65 (Poltavska Oblast) and to the Kremenchuk Juvenile Colony (Poltavska Oblast), April (date tbc)

Event 9: Visit to the Bila Tserkva Colony No 35, May (date tbc)

Event 10: Visit to the Stryzhavka Colony No 81 (Vinnytska Oblast), May (date tbc)

Location

Bila Tserkva In-Service Training, Kharkiv, Dnipro, Vinnytsia, Odesa, Lviv, Chernihiv Female Colony No 44, Pryluky Juvenile Colony, Naderzynshchynska Colony No 65, Kremenchuk Juvenile Colony, Bila Tserkva Colony No 35, Stryzhavka Colony No 81

Dates

1)      28 Feb 2017

2)      10 March 2017

3)      28 March 2017

4)      06 April 2017

5)      25 April 2017

6)      17 May 2017

Events 7, 8, 9, 10 - visits to the project pilots institutions – March tbc, April tbc, May tbc

Participants

6 Workshops - 25 participants per each workshop; 6 Visits - 2 participants per each visit

Description of services

In the framework of implementation of the Eastern Partnership Programmatic Co‐operation Framework Project “Further Support for Penitentiary Reform in Ukraine”, funded by the European Union and implemented by the Council of Europe,  the Council entrusts the Service Provider with providing the following event management services to the Project events:

EVENT 1: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in the Bila Tserkva In-Service Training Centre, 28 Feb 2017 (10h00 - 16h00)

Number of participants: 25. Event duration: 10:00 – 16:00.

The Tenderer shall provide a package of event management service that includes:

1.       CONFERENCE HALL AND TECHNICAL EQUIPMENT

Rent of the conference hall: the conference hall will be provided free of charge by the Centre. Preparation and set up of the conference hall, technical equipment, hand-out materials. Bottled water should be provided for the participants.

Technical equipment package

Sound equipment: Sound equipment: 3 radio microphones, 13 goose microphones, loudspeakers, mixer, amplifier; Laptop (with remote presentation control), projector and screen; Flipchart and set of markers.

2. CATERING:

- 1 Welcoming coffee-break;

- 1 Extended coffee-break (incl. savoury, cookies and pastry);

- 1 buffet lunch (incl. appetizers, salad, main course with garnish, desert, non-alcoholic drinks such as tea, coffee);

- Water for the participants – 0,5l per person

3. CONFERENCE SUPPORT

Event managers should conduct registration of participants, process reimbursement of participants travel costs, provide technical/organisational supervision at the event, ad hoc requests. The event will require presence of 2 managers on site. The registration desk should be equipped with the laptop and printer (print of materials may be requested at the event), visible signs/directions.

4. TRAVEL EXPENSES

a)      Estimated reimbursement amount per participant is 35 EUR.

b)      Transportation/transfer for up to 10 participants Kyiv – Bila Tserkva – Kyiv (minivan, Mercedes Vito, VW Transporter etc).

Water (0.5 l ) should be available for the delegation during the trip – 8 bottles in total.

5. PRINTING

Per participant: 25 packages of copies A4 colour 2-sided printing (50 pages per person)

Badges: for all participants should be designed and printed on carton, in colour (with logos) with neck stripes.

Name tags for the participants on the table.

6. OTHER

Pick up materials (banners) at the Council of Europe Office (8 Illinska St., Kyiv and deliver them to the venue, compile branded folders with hand-outs and pens; deliver the materials left back to the CoE Office).

EVENT 2: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Kharkiv, 10 March 2017 (10h00 - 16h00)

Number of participants: 25. Event duration: 10h00 – 16h00.

The Tenderer shall provide a package of event management services that includes:

7.       CONFERENCE HALL AND TECHNICAL EQUIPMENT

ü  Rent and set up of conference hall at the Premier Palace Hotel Kharkiv, in Kharkiv, Ukraine. Settings – U-Shape. Bottled water for participants included

ü  Rent and set up of technical equipment: i) Sound equipment: 3 radio microphones, 18 goose microphones, loudspeakers, mixer, amplifier and other necessary sound equipment - 25 people; ii) Laptop (with remote presentation control), projector and screen; iii) Flipchart and a set of markers.

8. MEALS

- 1 Welcoming coffee-break;

- 1 Extended coffee-break (incl. savoury, cookies and pastry);

- 1 buffet lunch (incl. appetizers, salad, main course with garnish, desert, non-alcoholic drinks such as tea, coffee);

- Water for the participants – 0,5 l per person

9. CONFERENCE SUPPORT

Conference managers should conduct registration of participants, process reimbursement of participants travel costs, should take care of the proper directions to the conference room, provide technical/ organisational supervision at the event, ad hoc requests.

The event will require presence of 2 managers on site.

10. REIMBURSEMENT OF TRAVEL EXPENSES

- Procurement of train tickets Kyiv - Kharkiv- Kyiv (intercity) – first class

- Transfer Kharkiv railway station – Hotel (sedan for 4 persons)

- Transfer Hotel Kharkiv - Kharkiv railway station (sedan per 4 persons)

- Reimbursement of travel expenses for participants - Estimated reimbursement amount per participant is 35 EUR

11. Accommodation

Participants should be accommodated at the Hotel of 3 or 4 star in the walking distance to the venue or located downtown with good transport infrastructure. Single standard rooms with good plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable, room rate to include (not outdated interior) breakfast on 10.03.17 and dinner on 09.03.17.

-15 rooms to be booked and paid by the Service Provider.

- 4 rooms in the Premier Palace Hotel Kharkiv to be booked only (will be paid by the CoE experts directly).

12. PRINTING

Per participant: 25 packages of copies A4 colour 2-sided printing (50 pages per person)

Badges: for all participants should be designed and printed on carton, in colour (with logos) with neck stripes.

Name tags for the participants on the table.

13. ORGANISATIONAL SERVICES

Pick up materials (banners) at the Council of Europe Office (8 Illinska St., Kyiv and deliver them to the venue, compile branded folders with hand-outs and pens; deliver the materials left back to the CoE Office).

EVENT 3: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Dnipro, 28 March 2017 (10h00 - 16h00)

Number of participants: 25. Event duration: 10h00 – 16h00.

The Tenderer shall provide a package of event management service that includes:

14.   CONFERENCE HALL AND TECHNICAL EQUIPMENT

·         Rent and set up of conference hall: the Service Provider should suggest  3-4 star hotel in Dnipro (5-star will be also considered if no other hotel venues meeting indicated criteria are available). Conference room has to be in the same hotel where the participants will be accommodated and have excellent facilities (modern furniture, adjustable tables), windows (be spacious and have daylight), air conditioning,  Wi Fi in the room, be of 60 sq m or more ( U-shape settings + extra space for interactive training) per 25 people. U-shape settings. Bottled water for participants included.

·         Rent and set up of technical equipment: i) Sound equipment: 3 radio microphones, 18 goose microphones, loudspeakers, mixer, amplifier and other necessary sound equipment - 25 people; ii) Laptop (with remote presentation control), projector and screen; iii) Flipchart and a set of markers;

15. MEALS

- 1 Welcoming coffee-break;

- 1 Extended coffee-break (incl. savoury, cookies and pastry);

- 1 buffet lunch (incl. appetizers, salad, main course with garnish, desert, non-alcoholic drinks such as tea, coffee);

- Water for the participants – 0,5 l per person

16. CONFERENCE SUPPORT

Conference managers should conduct registration of participants, process reimbursement of participants travel costs, provide technical/organisational supervision at the event, ad hoc requests. The registration desk should be equipped with the laptop and printer (print of materials may be requested at the event), visible signs/directions.

The event will require presence of 2 managers on site.

17. TRAVEL EXPENSES

- Procurement of train tickets Kyiv - Dnipro- Kyiv (intercity) –first class 4 tickets

- Transfer Dnipro railway station – Hotel (sedan per 4 persons)

- Transfer Hotel Dnipro - Dnipro railway station (sedan per 4 persons)

- Reimbursement of travel expenses for participants - Estimated reimbursement amount per participant is 35 EUR

18. ACCOMMODATION

Participants should be accommodated at the Hotel of 3 or 4 star (5-star will be also considered if no other hotel venues meeting indicated criteria are available) or located downtown with good transport infrastructure. Single standard rooms with good plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable, room rate to include (not outdated interior) breakfast on 28.03.17 and dinner on 27.03.17.

-15 rooms to be booked and paid by the Service Provider.  4 rooms to be booked only (will be paid by the CoE experts).

19. PRINTING

Per participant: 25 packages of copies A4 colour 2-sided printing (50 pages per person)

Badges: for all participants should be designed and printed on carton, in colour (with logos) with neck stripes.

Name tags for the participants on the table.

20. ORGANISATIONAL SERVICES

Pick up materials (banners) at the Council of Europe Office (8 Illinska St., Kyiv and deliver them to the venue, compile branded folders with hand-outs and pens; deliver the materials left back to the CoE Office).

EVENT 4: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Vinnytsia, 06 April 2017 (10h00 - 16h00)

Number of participants: 25. Event duration: 10h00 – 16h00.

The Tenderer shall provide a package of event management service that includes:

21. CONFERENCE HALL AND TECHNICAL EQUIPMENT

·         Rent and set up of conference hall: the Service Provider should suggest  3-4 star hotel in Vinnytsia (5-star will be also considered if no other hotel venues meeting indicated criteria are available). Conference room has to be in the same hotel where the participants will be accommodated and have excellent facilities (modern furniture, adjustable tables), windows (be spacious and have daylight), air conditioning,  Wi Fi in the room, be of 60 sq m or more ( U-shape settings + extra space for interactive training) per 25 people. U-shape settings. Bottled water for participants included.

·         Rent and set up of technical equipment: i) Sound equipment: 3 radio microphones, 18 goose microphones, loudspeakers, mixer, amplifier and other necessary sound equipment - 25 people; ii) Laptop (with remote presentation control), projector and screen; iii) Flipchart and a set of markers;

22. MEALS

- 1 Welcoming coffee-break;

- 1 Extended coffee-break (incl. savoury, cookies and pastry);

- 1 buffet lunch (incl. appetizers, salad, main course with garnish, desert, non-alcoholic drinks such as tea, coffee);

- Water for the participants – 0,5l per person

23. CONFERENCE SUPPORT

Conference managers should conduct registration of participants, process reimbursement of participants travel costs, provide technical/organisational supervision at the event, ad hoc requests. The registration desk should be equipped with the laptop and printer (print of materials may be requested at the event), visible signs/directions.

The event will require presence of 2 managers on site.

24. TRAVEL EXPENSES

- Procurement of train tickets Kyiv - Vinnytsia- Kyiv (intercity) – first class

- Transfer Vinnytsia railway station – Hotel (sedan per 4 persons)

- Transfer Hotel Vinnytsia - Vinnytsia railway station (sedan per 4 persons)

- Reimbursement of travel expenses for participants - Estimated reimbursement amount per participant is 35 EUR

25. ACCOMMODATION

Participants should be accommodated at the Hotel of 3 or 4 star (5-star will be also considered if no other hotel venues meeting indicated criteria are available) or located downtown with good transport infrastructure. Accommodation should be provided in the same hotel where the venue of the event is located. Single standard rooms with good plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable, room rate to include (not outdated interior) breakfast on 06.04.17 and dinner on 05.04.17.

-15 rooms to be booked and paid by the Service Provider.  4 rooms to be booked only (will be paid by the CoE experts).

26.PRINTING

Per participant: 25 packages of copies A4 colour 2-sided printing (50 pages per person)

Badges: for all participants should be designed and printed on carton, in colour (with logos) with neck stripes.

Name tags for the participants on the table.

27.ORGANISATIONAL SERVICES

Pick up materials (banners) at the Council of Europe Office (8 Illinska St., Kyiv and deliver them to the venue, compile branded folders with hand-outs and pens; deliver the materials left back to the CoE Office).

EVENT 5: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Odesa, 25 April 2017 (10h00 - 16h00)

Number of participants: 25. Event duration: 10h00 – 16h00.

The Tenderer shall provide a package of event management service that includes:

28. CONFERENCE HALL AND TECHNICAL EQUIPMENT

·         Rent and set up of conference hall: the Service Provider should suggest  3-4 star hotel in Odesa (5-star will be also considered if no other hotel venues meeting indicated criteria are available). Conference room has to be in the same hotel where the participants will be accommodated and have excellent facilities (modern furniture, adjustable tables), windows (be spacious and have daylight), air conditioning,  Wi Fi in the room, be of 60 sq m or more ( U-shape settings + extra space for interactive training) per 25 people. U-shape settings. Bottled water for participants included.

·         Rent and set up of technical equipment: i) Sound equipment: 3 radio microphones, 18 goose microphones, loudspeakers, mixer, amplifier and other necessary sound equipment - 25 people; ii) Laptop (with remote presentation control), projector and screen; iii) Flipchart and a set of markers;

29. MEALS

- 1 Welcoming coffee-break;

- 1 Extended coffee-break (incl. savoury, cookies and pastry);

- 1 buffet lunch (incl. appetizers, salad, main course with garnish, desert, non-alcoholic drinks such as tea, coffee);

- Water for the participants – 0,5 l per person

30. CONFERENCE SUPPORT

Conference managers should conduct registration of participants, process reimbursement of participants travel costs, provide technical/organisational supervision at the event, ad hoc requests. The registration desk should be equipped with the laptop and printer (print of materials may be requested at the event), visible signs/directions.

The event will require presence of 2 managers on site.

31. TRAVEL EXPENSES

- Procurement of train tickets Kyiv - Odesa- Kyiv (intercity) – first class

- Transfer Odesa railway station – Hotel (sedan per 4 persons)

- Transfer Hotel Odesa - Odesa railway station (sedan per 4 persons)

- Reimbursement of travel expenses for participants - Estimated reimbursement amount per participant is 35 EUR

32. ACCOMMODATION

Participants should be accommodated at the Hotel of 3 or 4 star (5-star will be also considered if no other hotel venues meeting indicated criteria are available) or located downtown with good transport infrastructure. Accommodation should be provided in the same hotel where the venue of the event is located. Single standard rooms with good plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable, room rate to include (not outdated interior) breakfast on 25.04.17 and dinner on 24.04.17.

-15 rooms to be booked and paid by the Service Provider.  4 rooms to be booked only (will be paid by the CoE experts).

33.PRINTING

Per participant: 25 packages of copies A4 colour 2-sided printing (50 pages per person)

Badges: for all participants should be designed and printed on carton, in colour (with logos) with neck stripes.

Name tags for the participants on the table.

34.ORGANISATIONAL SERVICES

Pick up materials (banners) at the Council of Europe Office (8 Illinska St., Kyiv and deliver them to the venue, compile branded folders with hand-outs and pens; deliver the materials left back to the CoE Office).

EVENT 6: Interactive Workshop on the Council of Europe Code of Ethics for Senior Prison Officers in Lviv, 17 May 2017 (10h00 - 16h00)

35.CONFERENCE HALL AND TECHNICAL EQUIPMENT

ü  Rent and set up of conference hall at the Leopolis Hotel, in Lviv, Ukraine. Settings – U-Shape. Bottled water for participants included

ü  Rent and set up of technical equipment: i) Sound equipment: 3 radio microphones, 18 goose microphones, loudspeakers, mixer, amplifier and other necessary sound equipment - 25 people; ii) Laptop (with remote presentation control), projector and screen; iii) Flipchart and a set of markers.

36. MEALS

- 1 Welcoming coffee-break;

- 1 Extended coffee-break (incl. savoury, cookies and pastry);

- 1 buffet lunch (incl. appetizers, salad, main course with garnish, desert, non-alcoholic drinks such as tea, coffee);

- Water for the participants – 0,5 per person

37. CONFERENCE SUPPORT

Conference managers should conduct registration of participants, process reimbursement of participants travel costs, should take care of the proper directions to the conference room, provide technical/ organisational supervision at the event, ad hoc requests.

The event will require presence of 2 managers on site.

38.REIMBURSEMENT OF TRAVEL EXPENSES

- Procurement of train tickets Kyiv - Lviv- Kyiv (intercity) – first class

- Transfer Lviv railway station – Hotel (sedan per 4 persons)

- Transfer Hotel Lviv - Lviv railway station (sedan per 4 persons)

- Reimbursement of travel expenses for participants - Estimated reimbursement amount per participant is 35 EUR

39. Accommodation

Participants should be accommodated at the Hotel of 3 or 4 star in the walking distance to the venue or located downtown with good transport infrastructure. Single standard rooms with good plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable, room rate to include (not outdated interior) breakfast on 17.05.17 and dinner on 16.05.17.

-15 rooms to be booked and paid by the Service Provider.  4 rooms in the Premier Palace Hotel Kharkiv to be booked only (will be paid by the CoE experts).

40. PRINTING

Per participant: 25 packages of copies A4 colour 2-sided printing (50 pages per person)

Badges: for all participants should be designed and printed on carton, in colour (with logos) with neck stripes.

Name tags for the participants on the table.

41. ORGANISATIONAL SERVICES

Pick up materials (banners) at the Council of Europe Office (8 Illinska St., Kyiv and deliver them to the venue, compile branded folders with hand-outs and pens; deliver the materials left back to the CoE Office).

EVENT 7: Visit (one-day event) to the Chernihiv Female Colony No 44 and to the Pryluky Juvenile Colony, March (date tbc)

42. TRAVEL AND TRANSPORTATION

Transportation service Kyiv-Chernihiv (March date tbc) per 2 persons, car sedan

Transportation service Chernihiv - Pryluky (March date tbc) per 2 persons, car sedan (the same date/continuation as previous trip)

Return: Transportation service Pryluky - Kyiv (March date tbc) per 2 persons, car sedan (the same date/continuation as previous trip)

Water in the car during all travels

43. OTHER

Flipchart and set of markers

EVENT 8: Visit (two-day event)  to the Naderzynshchynska Colony No 65 and to the Kremenchuk Juvenile Colony, April (date tbc)

44. TRAVEL AND TRANSPORTATION

Procurement of train tickets (Intercity) - Kyiv-Poltava – Kyiv–first class 2 tickets (evening time)

Transportation service train station Poltava - hotel per 2 persons, car sedan

First day: Transportation service Poltava - Naderzhynshchynska Colony (Bozhkivske village - с. Божкове Полтавського району Полтавської області) – return to Poltava per 2 persons, car sedan (morning next day after the arrival by train). The driver should wait for the CoE experts in a car the whole day.

Second day: Transportation service Poltava - Kremenchuk - Poltava per 2 persons, car sedan for 2 persons, car sedan. The driver should wait for the CoE experts in a car the whole day.

Water in the car during all travels – 10 bottles in total

45. ACCOMMODATION

Pre-book the hotel in Poltava for the CoE experts (they will pay themselves)

46. OTHER

Flipchart and set of markers

EVENT 9:

Visit (one-day event) to the Bila Tserkva Colony No 35, May (date tbc)

47. TRAVEL AND TRANSPORTATION

Transportation service Kyiv-Bila Tserkva-Kyiv for 2 persons, car sedan

Water in the car during all travels

48. OTHER

Flipchart and set of markers

EVENT 10:

Visit (one-day event) to the Stryzhavka Colony No 81, May (date tbc)

49. TRAVEL AND TRANSPORTATION

Procurement of train tickets (Intercity) - Kyiv-Vinnytsia – Kyiv

Transportation service train station Vinnytsia - Stryzhavska Colony - train station Vinnytsia per 2 persons, car sedan. Water in the car – 8 bottles.  

50. OTHER

Flipchart and set of markers

The full list of the expected services is specified in the APPENDIX III (Estimated budget template) to the announcement of the Call for tender for event organisation services 4455/2017/04 as of 16 February 2017

Payment

In return for the fulfilment by the Tenderer of its obligations under the contract, the Council undertakes to pay the Tenderer a fee in EUR.

·         This fee shall be payable within 60 calendar days upon receipt of the deliverables of the contract (listed in Appendix II) and its acceptance by the Council and on presentation of an invoice in and in Euros.

·         Advance payment of 30% is possible.

·         100% payment after conduction of events 1,2,3 and submission of the reporting documents and after their acceptance by the CoE.

·         Balance payment after conduction of all events within 60 calendar days of submission of the documents.

Service Provider

Exclusion Criteria

Those service providers who already exceeded their CoE procurement thresholds with the Council of Europe cannot participate in the tender. Thye are namely “Event Envoy” LLC, Arena Conferences & Seminars LLC, PE “Travel Company Bytsko”.

Tenderers should:

·         Have not been sentenced by final judgment on one or more of the following charges: participation in a criminal organisation, corruption, fraud, money laundering;

·         Are not in a situation of bankruptcy, liquidation, termination of activity, insolvency or arrangement with creditors or any like situation arising from a procedure of the same kind, or is not subject to a procedure of the same kind;

·         Have not received a judgment with res judicata force, finding an offence that affects its professional integrity or constitutes a serious professional misconduct;

·         Do comply with its obligations as regards payment of social security contributions, taxes and dues, according to the statutory provisions of the country where it is established.

Service Provider Eligibility Criteria

Tenderers should meet the following criteria:

·         Proven working experience in organising similar events and providing high quality event management and logistics support services.

·         Operational and financial capacity of the company.

·         А good record of services provided to the Council of Europe would be an asset.

Service Provider

Award Criteria

Tenderers will be assessed against the following selection criteria:

ü  Venue options proposed to be meeting the requested criteria indicated in the Tender Specification;

ü  Quality=cost balance of proposed options;

ü  Financial offer;

ü  Completely filled in Application Form as well as accurate and correct calculation of each bids submitted;

ü  Submission of bids before the deadline indicated in the call for tender;

ü  A proven track record of services provided to the Council of Europe would be an asset.

Call for tender issued

16 February 2017

Date of the announcement of the results

22 February 2017

Documents to be provided by the Tenderers

The applications with price proposals shall be sent via e-mail to [email protected] indicating TENDER 4455/2017/04 in a subject line by 21 February 2017, 19h00 Kyiv Time. The deadline is compulsory.

The offer should consist of:

·         the completed and signed Tender Application Form (See Appendix II);

·         an estimated budget (based on the template in Appendix III). Estimated budget should be on the Company’s letterhead  duly  signed and stamped. Each bid should be submitted in 2 formats: scanned PDF 9on the letterhead, with the date, name of responsible persons, signature and stamp) and Excel (where calculations are clearly made as per the formula provided in Estimated Budget Template document).

The estimated budget should be presented in all-inclusive prices which means that companies fees should be included into the proposal.

For details, please contact the Project Assistant Oksana Nechyporuk at [email protected] , +38 044 425 60 01 (ext. 124)