Tender for organizing the event 'Project Seminar for 10 Youth Teams'
06.03.2025 - 10.03.2025
NGO 'Zakhody', within the grant project 'Strengthening the implementation of the Youth Policy in Kryvyi Rih city, communities in Dnipro region and Donetsk Oblast', announces a tender for the procurement of services.
Tender announcement date: March 6, 2025
Deadline for submission of tender proposals: March 10, 2025, 18:00
List of services for the subject of procurement
Purpose and objectives:
To provide the service of organizing the event 'Project Seminar for 10 Youth Teams':
- Organization of the event (March 14–16, 2025), including technical equipment (according to the list of services);
- Accommodation and catering for 40 people for 3 days;
- Availability of accommodation for 40 people in single beds, with no more than 3 persons per room;
- Provision of necessary stationery, printing, etc., according to the list of services in the technical specification;
- Transportation of participants to and from the venue.
Proposal submission deadlines:
March 10, 2025, 18:00
Description of the subject of procurement:
The training venue must meet the following requirements:
- The premises must meet sanitary and technical standards.
- A separate room on the hotel premises or within 500 m of it, at least 200 m² in size, for training purposes, with the ability to connect a projector, sound equipment, and install a projection screen.
- The room should be such that 10 team tables can be placed around the perimeter, with an open space in the middle for activities. No columns or other significant obstructions.
- Availability of shelter/bomb shelter.
- Availability of sufficient number of rooms as per the list of services.
- Availability of a dining room for simultaneous meals for 40 people.
- Availability of a generator in case of power outages.
Venue:
Dnipropetrovsk region, no more than 50 km from the city of Dnipro.
Supplier requirements – tender participant
Entrepreneurial entities properly registered under Ukrainian law and experienced in providing similar services are invited to participate in the tender.
The tender participant must provide the following documents to the organizer:
- A copy of the document confirming state registration.
- A copy of the document confirming tax status.
- The tender proposal filled in according to the template (attached) and specification.
- A letter of compliance with the customer's requirements (detailed description of the venue with photos and address).
Key criteria (conditions) for evaluating tender proposals:
- Compliance of the participant with the qualification requirements of the tender announcement.
- Compliance of the submitted documents with the conditions of the tender announcement.
- Quality of the product/service description and compliance with the organizer's expectations.
- Acceptable price, payment terms, and service delivery conditions.
Tender procedures
Questions regarding the tender may be submitted electronically to the email address zahody32.08@gmail.com by March 10, 2025, 18:00.
Only tender proposals that fully comply with the conditions of this tender announcement are eligible for participation.
Tender proposals must be valid and shall not be subject to changes by the participants after submission until the full provision of services.
Tender documents must be prepared in Ukrainian, signed by an authorized person of the participant, stamped (if available), and submitted electronically (in PDF format) by the participant to the email address <storong>zahody32.08@gmail.com</storong> with the subject line “tender_seminar for 10 youth teams” by March 10, 2025, 18:00, or in hard copy marked “Open Tender: Procurement of Services” to the address: Khmelnytskyi region, Khmelnytskyi, Kamianetska Street 112/2, by the deadline of March 10, 2025, 18:00. All tender proposals received by the organizer after the deadline of submission, namely after March 10, 2025, 18:00, will not be considered.
The winner of the tender will be determined by the organizer after financial and technical evaluation of the submitted tender proposals according to the key criteria (conditions) of selection specified in this tender announcement, but no later than March 13, 2025, 18:00.
The tender results will be communicated to the participants by the organizer by sending appropriate notifications via email no later than three working days from the date of the decision on the selection of the winner.
Additional provisions
The participant of this general procedure (open tender) acknowledges and agrees that the tender organizer reserves the right to request additional documents and/or information confirming compliance with certain provisions of the documents with the requirements and conditions of this tender announcement.
The participant of this general procedure (open tender), by submitting documents for participation in the general procedure (open tender) under this tender announcement, confirms their understanding and agreement that the tender organizer may reject their tender proposal if proposals from other participants contain more favorable conditions, and that the tender organizer is not limited in accepting any other proposal with more favorable conditions.