TENDER TECHNICAL SPECIFICATION

Tender #

8418/2017/4 as of 27 February 2017

Services

Event management services for 2 events

Location

Dnipro and Odessa, Ukraine

Dates

4-6.04.2017 (Dnipro, Ukraine) and 25-27.04.2017 (Odessa, Ukraine).

Description of services

The Congress of local and regional authorities and the Council of Europe Office in Ukraine Project “Promoting local democracy in Ukraine” (herein after “the Project”) implemented in the framework of the Council of Europe Action Plan for Ukraine 2015-2017 aims to improve the implementation of democratic principles in Ukraine, by enhancing the institutional and leadership capacities of local elected authorities and disseminating best practices in local democracy nation-wide. In connection with the Project, the Council entrusts the Service Provider with arranging 2 seminars for young local leaders on local democracy in April 2017.

2 seminars for young local leaders on local democracy

Number of participants: 30 per each seminar, total 60 participants (excluding Experts, Congress Members, CoE Local and HQ Staff)

Event duration: 3 days each

The Service Provider shall provide a package of event arrangement and management services that includes (for each event, 2 events total):

a. Hotel venue (for accommodation and seminar). Hotel should be 3-4* (5* will be also considered if no other hotel venues meeting indicated requirements are available), located downtown with good transport infrastructure. (Note: locations outside the downtown area may be also considered should offered hotels downtown not meet all requirements indicated therein and/or not available for the dates indicated.) Single standard rooms, with good plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable (not outdated interior), room rate to include breakfast.

30 single rooms for 2 nights to be booked and paid by Service Provider, and number of rooms indicated in Budget Template should be booked only (to be paid individually by the experts, members of the Congress, CoE and CoE HQ staff attending each seminar).

 b. Rent of the conference hall and technical equipment. Conference room has to be in the same hotel and have excellent facilities (modern furniture, adjustable tables), windows (be spacious and have daylight), air conditioning, WiFi in the room, be at least 200 sq m or more (for cabaret sitting scheme for up to 50 persons + extra space for interactive training). Technical equipment should include laptop, radio microphones, flipcharts with paper and markers, screen, projector, beam pointer, sound system (if necessary), any other technical equipment necessary for Interpretation company, etc.).

Please provide black-n-white printer with Xerox function for all days of the seminar (+1 paper pack) for printing on site.

c. Meals. 3 Lunches (soup, salad, main course + 1 drink per person) and 2 dinners (salad, main course, desert + 1 glass of drink and 1 juice per person) should be buffet styled (desired) provided by hotel in the hotel restaurant.

5 Coffee breaks should include coffee/tea, 2 kinds of pastry/bakery, 1 sandwich.

Mineral water (non-gas, 0.5l) should be placed on the tables with the glasses in the room. Total 240 bottles (2 bottles per person/per day for 40 participants).

d. Transfers, tickets, transport cost reimbursement. Regular transfers should be carried out by sedan cars or minivans (if necessary) as per Provisional Budget Estimate document. Project and event materials to be transferred from CoE Office (Illinska, 8) to Venue and back when the event is over. Tickets for Intercity Train (round trip) to be procured as per the request of Project team (1st class only).

Transport reimbursement to participants is estimated at 700UAH/per roundtrip/per person, and should be paid in cash on the last day of the seminar to participants as per actual travel expenses incurred (according to original tickets presented).

Important: Fee for transport cost reimbursement (if any) should not exceed 20% and should be added in the Provisional Budget Template document as a separate line.

e. Printed and branded material

Service Provider must be ready to print in black-n-white (or color) upon request of the Project team.

Badges for all participants, experts, CoE HQ and Local Office staff should be designed and printed on carton, laminated, in color (with logos) with neck stripes.

Certificates should be designed and printed in color, on carton, A4 format.

Procure, design and brand 8GB, green, plastic flash memory sticks + carbine + simple carton package box. All flash memory sticks should be branded with CoE and Congress Logos.

Project team might require to design the layout, print in color the Project promo materials (two sided, colored leaflets, 200-250g/m2, A5 format ) as per Project team request. Up to 500 copies.

f. Social event. Propose options and organize social event for participants (fixed budget foreseen) as per agreement with Project Team.

g. Conference support. Service Provider representatives - Conference managers should be dressed appropriately (business style) and be available on site during whole duration of event. They will be responsible for arranging table name plates, participants’ registration, folding and distribution of handout materials and badges to the participants, and attendance check twice a day (morning and afternoon), process reimbursement of travel costs on the last day of the seminar, provide technical/organisational supervision at the event, carry out any ad hoc requests. Direction signs at the hotel (showing how to get to the conference room where seminar takes place) as well as the registration desk should be equipped with visible signs/directions.

Important: Conference managers should arrive to the place where seminar takes place in advance (have sufficient amount of time) before event starts to double check all the services ordered with the hotel. Conference managers should stay on site until the official end of the event, gather and pack all materials, which have to be delivered back to the CoE office in Kyiv.

The full list of the expected services is specified in the APPENDIX II Provisional budget template to Call for tender 8418/2017/4 as of 27 February 2017.

Payment

In return for the fulfilment by the Service Provider of its obligations under the contract, the Council undertakes to pay the Service Provider a fee in EUR or in UAH as follows:

·         Advance payment of max 30% from the total price of each individual event shall be paid before each individual event starts;

·         The balance amount as per actual expenditures incurred for each individual event shall be paid within 60 calendar days upon receipt of the services of the contract (listed in Appendix II) and its acceptance by the Council and on presentation of an invoice.

Service Provider Exclusion

Criteria

Bidders 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

Bidders should meet the following eligibility criteria:

·         Have a proven working experience in organising similar events and providing high quality event management and logistics support services (min 1 calendar year).

·         Operational, HR and financial capacity of the company.

Service Provider Award Criteria

Bidders will be assessed against the following criteria:

·         Venue options proposed to be meeting the requested criteria indicated in Tender Specifications.

·         Quality=cost balance of proposed options.

·         Completely filled in Application Form as well as accurate and correct calculation of each bids submitted.

Each bid should be submitted in 2 formats: scanned PDF (on the letterhead, with the date, name of responsible person, signature and stamp) and Excel (where calculations are clearly made as per the formula provided in Provisional Budget Template document).

·         Submission of bids before the deadline indicated in the call for tender.

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

Call for tender issued

27 February, 2017

Date of the announcement of the results

17 March, 2017.

Documents to be provided by the Bidders

All Bids should be sent via e-mail to [email protected] indicating TENDER 8418/2017/04 in a subject line by 10 March 2017 by 15:00 Kyiv Time. The deadline is compulsory.

The following documents should be presented:

1.      APPENDIX I Tender Application Form 8418/2017/4, all fully completed and signed;

2.      APPENDIX II Provisional budget template filled in as per all requested service positions in PDF and Excel format. Submitted PDF formatted budget should be duly  signed, stamped and dated; provided on the Company’s letterhead  (the budget to be in both UAH and EUR, at the CoE rate as of 16/02/2017 1 Eur = 27.7700 UAH;

If you have any questions, please reach out to Viktoriia Tereshchenko, Project Assistant by phone +380 44 425 02 62 (int. 134).