NGO "Zahody"
Project "Strengthening the implementation of the Youth Policy in Kryvyi Rih city, communities in Dnipro region and Donetsk Oblast"
TERMS OF REFERENCE
for conducting competitive bidding for the service of organizing the event "Project seminar for 10 youth teams"
NGO "Zahody" within the framework of 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 purchase of services.
Tender announcement date: January 29, 2025.
Deadline for submission of tenders: February 3, 2025, 18:00
List of services subject to procurement
for the organization of the event "Project Seminar for 10 Youth Teams"
Goal and objectives:
To provide a service for the organization of the event "Project Seminar for 10 Youth Teams":
organization of the event (06.02.2025 - 08.02.2025) training, including technical equipment (according to the list of services);
accommodation and meals for 55 people for 3 days;
availability of accommodation for 55 people in single beds, no more than 3 people in 1 room;
supply of necessary stationery, printing, etc., according to the list of services of the technical task;
transportation of participants to the venue and back.
Deadline for submission of proposals:
Until February 3, 2025, 18:00
Description of the subject of procurement:
The training venue must meet the following requirements:
Compliance of the premises with sanitary and technical conditions.
A separate room on the territory of the hotel, or within a radius of 500 m from it, with an area of 200 m² for training with the possibility of connecting a projector, sound equipment, installing a screen for the projector. The room must be such that 10 team tables can be placed around the perimeter, and in the middle there is empty space for activities. Do not have columns and other significant obstacles.
Availability of a shelter/bomb shelter.
Availability of a sufficient number of rooms according to the list of services.
Availability of a room for simultaneous meals for 55 people.
Availability of a generator in case of power outages.
Venue:
Dnipropetrovsk region, no more than 50 km from the city of Dnipro.
List of services of the subject of the procurement:
No.
Service
Unit of measurement
Quantity
1
Rent of premises for the event and technical support
days
3
2
Participant package (shopper, notebook, certificate, badge)
units
50
3
Coffee break
units
165
4
Meals (lunch)
units
165
5
Meals (dinner)
units
165
6
Accommodation with breakfast
days
165
7
Transportation of participants (both ways)
participant
55
8
Teaching materials and stationery:
Colored pencils - 10 packs;
Markers (4 colors per pack) - 10 packs;
Felt-tip pens - 10 packs;
A4 paper (500 sheets) - 1 pack;
Simple pencils - 50 pcs;
PVA glue - 3 pcs;
Glue pencil - 5 pcs;
Scissors - 10 pcs;
Wide tape - 2 pcs;
Thin tape - 5 pcs;
Masking tape (10 m) - 5 pcs;
Flipchart paper - 60 sheets;
Stickers in 4 colors - 10 pcs.
set
1
9
Rental of technical equipment (sound, projector)
days
3
10
Merch for program participants (T-shirt + sweatshirt)
units
50
11
Set of information materials and visual elements
rollup - 2 pcs;
"Herringbone" structure with banner (2000*3000 mm) - 1 pc.
set
1
Requirements for the supplier of works - tenderer
Entities of business activity, duly registered under the legislation of Ukraine, with experience in providing customers with similar services are invited to participate in the tender.
The tenderer provides the organizer with the following documents:
A copy of the document confirming state registration.
A copy of the document confirming tax status.
A tender proposal, filled out according to the sample (attached) and specification.
A letter of compliance with the requirements of the customer (Detailed description of the venue with a photo and address).
Essential criteria (conditions) for the selection of tender proposals:
The participant's compliance with the qualification requirements of the tender announcement.
Compliance of the submitted documents with the terms of the tender announcement.
The quality of the product description and compliance with the expectations of the organizer
Acceptable price, payment terms and conditions of provision of goods/services.
Tender Procedures
Questions regarding the tender can be sent electronically to the e-mail address
zahody32.08@gmail.com by February 3, 2025, 18:00.
Tender offers that fully comply with the terms of this tender announcement are allowed to participate in the selection of tender offers.
Tender offers must be valid and will not be subject to changes by the tender participants who submitted them until the services are fully provided.
Tender documents must be drawn up in Ukrainian, signed by an authorized person of the participant and certified by a seal (if any) and sent electronically (in PDF format) by the participant to the e-mail address zahody32.08@gmail.com with the subject of the letter “tender_seminar for 10 youth groupsmand" by February 3, 2025, 18:00 or in writing with the indication "Open tender: procurement of services" at the address: Khmelnytskyi region, Khmelnytskyi city, Kamyanets'ka st. 112/2 by February 3, 2025, 18:00. All tender proposals received by the organizer after the deadline for their submission, namely after February 3, 2025, 18:00, will not be considered.
The winner of the tender will be determined by the organizer of the tender after the financial and technical evaluation of the proposed tender proposals according to the essential selection criteria (conditions) specified in this tender announcement, but no later than February 5, 2025, 18:00.
The results of the tender will be notified by the organizer to the tenderers by sending appropriate e-mails within no more than three business days from the date of the decision to determine the winners.
Additional Disclaimers
The participant in this general procedure (open tender) takes into account and agrees that the organizer of the tender reserves the right to request additional documents and/or information from the tenderer confirming the compliance of individual provisions of the documents with the requirements and conditions of this tender announcement.
The participant in this general procedure (open tender) by sending documents to participate in the general procedure (open tender) under this tender announcement confirms his understanding and agreement that the organizer of the tender may reject his tender offer if the offers of other participants contain more favorable conditions, and that the organizer of the tender is not limited in accepting any other offer with more favorable conditions for him.
Contact person:
Onoprienko Alena, phone +380988260575
Head of NGO "Zakhodi" Y.S.Davydenko