1 TRANSFERS ▼

A. Requirements expected by the Council ▼

The transportation services will include

·         2 taxis from Pristina airport to city centre of Pristina on 22 May 2022 (exact time of arrival to be communicated) for two passengers

·         1 taxi from Pristina airport city to centre of Pristina on 29 May 2022 (exact time of arrival to be communicated) for one passenger.

·          1 minivan for the round-trip transportation of up to 15 participants in respecting Covid 19 hygienic and distance rules, including route from:

·         Pristina (city centre) to the venue proposed in the following cities:

a)       Ferizaj / Urosevac (24 May 2022)

b)       Pejë / Peč (25 May 2022)

c)       South Mitrovica (26 May 2022)

d)       Prizren (27 May 2022)

The exact time of departure from Pristina will be communicated on time by the Project staff.

-          The vehicles should be appropriate for the round-trip transportation of the participants from the city centre of Pristina to the venues proposed within the CoE standards.

-          The vehicles should be clean, not older than 10 years production, comfortable and appropriate for any environment. The drivers should be dressed appropriately.

The service provider must make sure that all Covid-19 restrictions related to transportation are respected, as follows:

• Drivers with COVID-19-like symptoms should not be allowed to drive the vehicle.
• The health and hygiene requirements of local authorities should be strictly observed
• Both driver and passengers must wear masks inside the vehicle.
• Maximum occupancy of the vehicle (including driver):
• 1. For sedans – no more than one passenger. No passenger should sit next to the driver.
  2. For vans – no more than one passenger on each row, diagonally behind each other
  3. For buses – no more than one passenger on each attached seat, diagonally behind each other
• Each time passenger/s have been transported, the driver should:
• 1. clean/disinfect the passenger seat including internal and external handles with disinfectant wipes or spay.
  2. Ventilate the inside of the vehicle by opening windows.
• Using the air conditioner in the vehicle should be avoided as much as possible. The vehicle should be ventilated with fresh air instead.
• The exterior side of the vehicle should be washed each day that it is used.

2. MEETING ROOM PACKAGE ▼

A. Requirements expected by the Council ▼

Meeting Venues should be in

a)       Pristina (23 May 2022)

b)       Ferizaj / Urosevac (24 May 2022)

c)       Pejë / Peč  (25 May 2022)

d)       South Mitrovica (26 May 2022)

e)       Prizren (27 May 2022)

f)         Pristina (30 May 2022)

The venue/hotel should be a hotel in compliance with Council of Europe standards on event organizing, meeting room, security and safety and Covid 19 hygienic and distance rules. The heating/cooling system of the venue should be appropriate for the season. Offers shall be limited to a maximum of two offers in total. There should be 1 meeting room for up to 50 participants for each day of activity in theatre style (for the activities to be held from 23 to 27 May 2022) and Roundtable style (for the activity to be held on 30 May 2022). Setting out of the room shall be arranged at the latest one hour before registration. The room should be large enough to fit two interpretation booths with measurements 1,7m width, 1,7m length, 2 m height. The Service provider shall install and handle visibility materials (branded PECK III folders, pens, notebooks, roll-up banners, list of participants) provided by the Project at the latest one hour before registration. Photos and dimension of the meeting room should be added to the offer possible in the arrangement required.

Ensuring that all Covid-19 restrictions measures are respected, as follows:

1.       Room must be sufficiently large for up to 50 participants and ensure a 2-meter distance between participants is respected,

2.       Hand sanitizers are mandatory in the meeting room and must be located close to each participant.

3.       All service provider’s staff is required to wear surgical masks throughout the whole duration of the activity.

4.       The meeting room must be disinfected before the meeting and during the coffee breaks.

5.       Catering services must be provided with a strict observation of the relevant rules of the local authorities.

6.       Coffee break must be served individually to participants at the table in the meeting room.

7.       Lunch and drinks must be served to each participant at the table and shared food/drinks must be avoided. Buffet or buffet-style lunches are not acceptable.

8.       All other government Covid-19 measures related to Gastronomy and organization of seminars must be respected.

Please indicate the cancelation policy in your offer (Page 4 of Act of Engagement)

There must be two coffee breaks during the events for up to 50 participants for each day of activity. Coffee break should include a variety of condiments, filtered coffee, sweets, pastries, and a variety of tea, milk, biscuits, cookies, fresh fruit juices.

There is going to be lunch of top quality for each day of activity respecting the safety and hygiene standards and distance rules of Covid 19. Lunch should be provided for up to 50 participants for each day respecting physical distance and rules related to organization of seminars as per Government instructions. The provider should suggest two menus for coffee break and two menus for lunch. At least 2 waiters properly dressed shall be on hand to help with food and one waiter for serving drinks. Lunch should be provided in the same venue where the meeting venue is.

Please keep in mind the basic nutrition standards when suggesting menus such as:

(1)     Include vegetables and/or green salad in the menu

(2)     Offer whole grain bread as alternative to white bread

(3)     Offer fish or poultry instead of red meat or processed meat.

Two small (0.25 or 0.33 l) water bottles per participant should be served on the table and must be in glass bottles.

Comment: Please note that for each option of menus/venues, an Act of Engagement should be sent along with all supporting documents.

3. TECHNICAL EQUIPMENT AND SERVICES ▼

A. Requirements expected by the Council ▼

N/A

4. VISIBILITY MATERIALS ▼

A. Requirements expected by the Council ▼

1.      Professional photographic service including retouch adjustments for one full day and photos must be of ratio 16x9 with a resolution 1170 x 658 (minimum). The Photographer must follow the instructions provided by the Project prior and during the event and deliver photos the same day.

The photographer should be carefully to take good pictures of”:

a)       Action`s visibility items such as banners, logo etc.

b)       High-level speakers and partners – capture them in action

c)       Participants and beneficiaries (main session and working groups)

Photos taken during the event should be sent to the Project within the same day.

Please state the name of the suggested photographer in your offer and send his/her CV.

Photographic service will be provided for each day of activity.

5. ADDITIONAL SERVICES ▼

A. Requirements expected by the Council ▼

Event organiser/coordinator and a registration desk for a full day for registration of the participants, preferably on the entrance of the event room and to assist the Project Staff during the whole event.

Printing:

-          High quality printed materials for each day of activity (agendas and training material), up to 50 pages per participants per each event

-          Nametags (only for 30 May 2022) as per the project request. Name tags for speakers and arrangement of those according to the Project`s indications.

50 disposable surgical masks for participants per day

25 hand sanitizers should be available on the table for each group.

The internet connection at the venue should be stable.

Please note that only offers including financial as well as technical offers will be evaluated. Please clearly indicate the name of the hotel/venue as well as meeting room name.

Please include all the supporting documents and pictures/dimensions of the meeting room in the same attachment.