The NGO "Law and Mediation Center" within the framework of the initiative "Geographic Information System for Monitoring, Analysis, Evaluation and Conflict Resolution in Cooperation with the Working Groups on Public Safety and Social Cohesion (Recovery)", implemented with the assistance of the United Nations Development Programme (UNDP) in Ukraine with the financial support of the European Union provided under the EU4Recovery - Empowering Communities in Ukraine project, announces an open tender for the procurement of services for the organisation and conduct of 2 events under the project.
 

Date of tender announcement: 09 July 2024 

Deadline for submission of bids: 23 July 2024 by 18:00

The subject of the procurement is: services for the organisation and conduct of 2 events under the project, namely:

1. Training (July - August 2024), which includes:

• accommodation for 45 (21 double rooms and 3 single rooms) training participants for 3 days in Kyiv or Kyiv district;
• renting 1 room for training for 2.5 days (with a screen, projector, flipchart for group work and a functioning bomb shelter in case of air raid in martial law conditions - should be included in the rent of the room) to accommodate at least 45 people with chairs and tables for group work;
• Providing meals for the participants of the event (for each person: 3 set lunches, 5 coffee breaks according to the standard menu, 2 dinners according to the standard menu, breakfast must be included in the hotel accommodation);
• organisation and registration of travel reimbursement for the participants of the event (train tickets (2nd class carriages, compartments) or bus tickets;
• In case the hotel is located outside the city, provide a transfer from the Central Railway Station in Kyiv to the destination
• conduct preparatory work with participants (including: inviting participants by phone/fax/post/email in accordance with the criteria provided by the client; agreeing with the client on the list of participants before the event; contacting the participant before the event to clarify attendance and logistics issues; registering participants in accordance with the form provided by the client; following the event, clarifying the list of participants and their contacts and sending them to all participants of the event to further maintain communication between them);
• Provision of technical support services for events: equipment rental (screens, flipcharts, multimedia projectors, printers, laptops, etc.), sound amplification systems rental (radio microphones, speakers, etc.)
• organisation of event photography (up to 2 hours of shooting and 10-15 processed photos).

2. Organisation of a conference (September 2024), including: 

• accommodation for no more than 50 participants (23 double rooms and 4 single rooms) for 2 days (some participants can stay for 1 day) in Kyiv or Kyiv district;
• rental of 1 conference room (with screen, projector, flipchart and a functioning bomb shelter in case of air raid in martial law conditions - must be included in the rental of the room) for at least 50 people with chairs;
• providing meals for the participants of the event (for each person: 1 set lunch, 2 coffee breaks according to the standard menu, 1 dinner according to the standard menu, breakfast must be included in the hotel accommodation);
• if the hotel is located outside the city, providing a transfer from the Central Railway Station of Kyiv to the destination;
• preparatory work with participants (including: inviting participants by phone/fax/post/email in accordance with the criteria provided by the customer; approval of the lists of participants before the event; contact with the participant before the event to clarify attendance and logistics issues; registration of participants in accordance with the form provided by the customer; after the event, clarification of the list of participants and their contacts and sending them to all participants of the event to further maintain communication between them;
• organisation and registration of travel reimbursement for the participants of the event (train tickets (2nd class carriages, compartments) or bus tickets;
• organisation of event photography (up to 2 hours of shooting and 10-15 processed photos);
• printing of materials (50 folders of colour printing, 1000 sheets of black and white printing), badges with a ribbon and their printing (50 pcs)
• organising a video broadcast of the event
• provision of technical support services for events: equipment rental (screens, flipcharts, multimedia projectors, printers, laptops, etc.), sound amplification systems rental (radio microphones, speakers, etc.)

Term of services: until 18.09.2024, or until the parties have fully performed their obligations from the date of signing the Service Agreement. The cost of the service shall include all of the above in the main technical requirements.

Requirements for the service provider - tenderer

Business entities duly registered under the laws of Ukraine are invited to participate in the tender:

• suppliers with experience in the relevant field, relevant KVED for the provision of services
• the ability to provide the originals of the accompanying documents with a seal and signature (service agreement, invoice, certificate of completion)
• professional experience in the field of organising and providing comprehensive event services (at least 2 years)
• experience in providing such services to Ukrainian non-profit organisations or international non-governmental organisations will be an advantage; - cost of services;
• технічні засоби та відповідне обладнання, професійні кадри зі знаннями та досвідом у зазначеній галузі;
• the ability to provide services in a short time
• experience in organising events during martial law

The Tenderer shall submit the following documents to the Organizer: 

1. Copies of documents confirming state registration and tax status, bank details. 
2. Price offer 
3. Sample service agreement. 
4. Letter of interest (any form) 
5. Specification to the price offer in accordance with the terms of reference.  
6. Proof of experience (portfolio, at least 2 contracts for the provision of similar services/recommendation letters, etc.)

Essential criteria (conditions) for selection of tender proposals: 

1. Compliance of the participant with the qualification requirements of the tender announcement; 

2. Compliance of the submitted documents with the terms of the tender announcement; 

3. Quality of the description of services and compliance with the expectations of the organiser; 

4.  Acceptable price, payment terms and conditions of service provision.

Tender procedures

Tender proposals that fully comply with the terms and conditions of this tender announcement shall be allowed to participate in the selection of tender proposals.

Tender proposals shall be valid and shall not be subject to amendment by the Tenderer submitting them until the services are fully completed.

The tender documents must be prepared in Ukrainian, signed by an authorised representative of the participant and certified by a seal (if any), and sent electronically (in PDF format) by the participant to the UNDP email address grants.ua@undp.org with the subject line "Open Tender_ RPP/2023/09/033/CR_Name of the participant" by 23 July 2024 by 18:00, and a separate letter with the package of documents to the email address of the NGO "Centre for Law and Mediation" info@centerlawmediation.com by 23 July 2024 by 18:00.
 

All tenders received by the organizer after the deadline for their submission, namely after 18:00 on July 23, 2024, will not be subject to consideration.

According to the results of the competition, one Contractor of services for the organization and conduct of events will be selected, who will provide services for the organization and conduct in accordance with this technical task.

Determination of the winner of the tender, will take place by considering and verifying the submitted proposals for compliance with the terms of the tender, set out in the tender documentation.

The results of the tender will be announced by the organizer to the tenderers by sending relevant notifications by e-mail within no more than three working days from the date of the decision to determine the winners.

Questions about the tender can be sent electronically by e-mail. gismaer@gmail.com to 23 July 2024.

Additional warnings

The participant of this general procedure (open tender) accepts and agrees that the tender organizer reserves the right to require the tender participant to require additional documents and/or information confirming the compliance of certain provisions of the documents with the requirements and conditions of this tender announcement.

The participant of this general procedure (open tender) by sending documents for participation in the general procedure (open tender) under this tender announcement confirms his understanding and acceptance that the tender organizer may reject his tender offer in the event that the proposals of other participants contain more favorable conditions, and that the tender organizer is not limited in accepting any other offer with more favorable conditions.

The winner will be the offer that will gain the most points. The contract will be concluded with the participant who submitted the winning offer.