Tender #

8418/2017/5 as of 24.04.2017

Services

Event management services for the Forum for local democracy in Ukraine

Location

Location within radius of 200 km from Kyiv, Ukraine

Dates

3-7.07.2017

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 arrangement of the Forum for local democracy in Ukraine for the participants of earlier workshops and seminars for mayors, local councillors and young local leaders in July 2017.

Forum for local democracy in Ukraine

Number of participants: up to 120 (including Experts, Congress Members, CoE Local and HQ Staff)

Event duration: 4 days

The Service Provider shall provide a package of event arrangement and management services that includes the following:

IMPORTANT: Service Provider is to propose in the bid the locations for the Forum which meet the following requirements and general guidelines:

Forum should be conducted at the hotel/hotel complex 3-4* suitable to host simultaneously up to 100-120 participants for 4 days and render accommodation, meals, excellent conference facilities. Hotel/Hotel complex should have available for this event: 1 conference room for up to 100-120 participants for 4 days (4-7.07); 3 conference rooms (for 30 people) for 4 days (4-7.04); 2 conference rooms (for 20 people) for 5 days (3-7.07); Restaurant suitable for group breakfasts, lunches, dinners (up to 120 persons).

Hotel/Hotel complex is wished to be located in recreation area within the radius of up to 200 km from Kyiv. Public transport infrastructure would be a good asset, yet not the primary selection criterion.

a. Hotel venue (for accommodation and Forum). 100 single rooms (room rate should include breakfast) for 4 nights (3-7.07.2017) should be with modern plumbing, air conditioner, Wi Fi and TV in the room, modern styled and comfortable (not outdated interior). Accommodation shall be paid by Service Provider, should other not be advised by Project team additionally.

b. Meals.

Hotel/ Hotel Complex restaurant should be able to offer BUFFET STYLED meals including VEGETARIAN menu options:

- 4 lunches buffet style x 120 persons/per day (2 kinds of soup, 2 kinds of salad, 2 kinds of main course+1 main course for vegetarians + 1 drink per person);

- 4 dinners buffet style x 120 persons/per day (2 kinds of salad, 2 kinds of main course + 1 for vegetarians, desert + 1 glass of wine and 1 juice per person);

- 7 coffee breaks x 120 persons/per coffee break (coffee/tea, 2 kinds of fresh house baked pastry/cookies, + 1 sandwich).

* pastry should be house baked (not bought in the supermarket).

- Mineral water (non-gas, 0.5l in plastic bottle) should be placed on the tables with the glasses in the rooms. Total 800 bottles (2 bottles per person/per day).

Catering services are also options to consider.  

c. Rent of the conference hall and technical equipment. Hotel/Hotel complex has to have available for the Forum dates the following conference facilities:

- 1 spacious conference room with tables and chairs suitable to host up to 100-120 participants (CABARET SITTING SCHEME), for 4 days (4-7.07) not less than 240 sq.m., with windows, very good WiFi and air conditioning;

- 3  conference rooms with tables and chairs suitable to host up to 30 participants (CABARET SITTING SCHEME), for 4 days (4-7.07) with very good WiFi and air conditioning;

- 2 conference rooms with tables and chairs suitable to host up to 20 participants, for 5 days (3-7.07) with good WiFi and air conditioning.

It is expected that hotel/hotel complex has modern furniture (adjustable tables, chairs) in sufficient number required for hosting up to 120 participants.

Conference facilities should also include availability of projector, screen, laptop, beam pointer/slide changer (for presentations) in each room per each day. Service Provider is required to provide radio microphones min 2 pcs per room/per day; sound system and/or any other technical equipment necessary for ensuring proper sound and rendering of conference services on site.

Service Provider is required to bring to the location and have available should need arise 1 black-n-white printer with Xerox function for all days of the seminar (+3 paper packs) for printing on site.

d. Stationery. Service provider is to arrange 1 flipchart+ 2 flipchart paper rolls/per room/per day and 2 sets of flipchart markers/per room/per day.

Estimated budget also reserves fixed budget of 1000UAH for any unforeseen stationery should need appear.

e. Social event. At the stage of participating in the tender  Service Provider is required to brainstorm on ideas of social event (teambuilding) which will not exceed the amount indicated in the Budget (fixed amount). Specific proposals will be discussed at the stage of event actual planning after the contract is signed.

f. Reimbursement of travel costs to participants. Transport reimbursement to participants is estimated at 800UAH/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 train/bus tickets presented).

Important: Fee for transport cost cash reimbursement (if any to be incurred) should not exceed 20% and should be added in the Provisional Budget Template document as a separate line. If this expense were not foreseen in Service Provider’ Tender bid and actually incurred, no further claims should be accepted by Project team at the stage of final payment.

g. Conference support.

Service provider should ensure presence of min 3 conference managers during all days of the Forum.

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/hotel complex (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.

Service Provider is expected to arrange the delivery of all project materials from Council of Europe Office (8, Illinska Str.) to venue and back.

The full list of the expected services is specified in the APPENDIX II Provisional budget template to Call for tender 8418/2017/5 as of April 24, 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 the contract;

·         The balance amount as per actual expenditures incurred 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.

·         Important: Suppliers have to provide bids/quotes and invoices in all-inclusive prices (no commission and other taxes to be shown in bids/invoices).  Included VAT must be shown in invoices separately, for VAT payers as per following format:

Total price without VAT ………………..XXX

VAT 20% ……………………………………….XXX

Total price including VAT………………XXX

·         Quality=price 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

April 24, 2017

Date of the announcement of the results

May 10, 2017

Documents to be provided by the Bidders

All Bids should be sent via e-mail to [email protected] indicating TENDER 8418/2017/5 in a subject line by May 3, 2017 at 23:59  Kyiv Time. The deadline is compulsory.

The following documents should be presented:

1.      APPENDIX I Tender Application Form 8418/2017/5, 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 20/04/2017 1 Eur = 28.4500 UAH;

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