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Bootcamp-Request For Price Proposal

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(RFP)/ Request for price Proposal (Bootcamp)

N(N)LE Georgian Heritage Crafts Association announces the call for price proposals for the hotels outside of Tbilisi on the provision of services for the Bootcamp in the framework of the project  “Greenhouse for Social Innovators” taking place from September 21st till September 24th, 2024 . The event is implemented by Georgian Heritage Crafts Association in the framework of the EU funded program „EU4Youth phase III Youth Employment and Entrepreneurship”

 

The request for price proposal is implemented in the framework of the grant contract External Actions of the European Union - ENI/2021/423-431-01-0011)

The Purchaser: Georgian Heritage Crafts Association

Contact Person: Irina Mania,

irinamania@crafts.ge; +995 593906848

 

 

Date of the Event: September 21st-24, 2024. The purchaser should notify the contractor about the changes in the dates of the event no later than  10 calendar days  before the start of the event. In case of changes, all the dates indicated in the request for proposal should be edited.The new dates of the event will be defined by the mutual agreement of both parties.

The aim of the event: The Bootcamp  brings together the representatives of 15 social enterprises and 19 mentors for the diagnostics of SE’s with 8K methodology

Quantity of Participants: Min. 55 people

     Technical Assignment

The contractor has to provide the following services:

  1. Accommodation for Participants

 

The contractor should provide the implementation of the following services:

  • Accommodation for Min. 55 participants in Hotel located outside of Tbilisi, (min. 4 star hotel or equivalents, where the rest of the event will be held) for 4 nights (from September 20th till September 24th, 2024) in the rooms of standard category with breakfast
  • The purchaser will notify the contractor about the quantity of double and single rooms min. 5 days prior to the event.

 

  1. Conference/ Training Room Rental

 

Rental of conference/training hall for the 4 day event from 9:00 a.m till 18:00 p.m , with the space enough for min. 55 people

Technical Requirements of conference/training hall:

  • Space- 200 sq.m
  • capacity to set up tables in so called “cabaret” order
  • High speed internet (wifi)
  • Heating and air conditioning system set up
  • Wireless microphone- min. 1piece

 

The service includes  arrangement of tables and chairs  at the places indicated by the ordering body. The ordering body will inform the contractor about the quantity of chairs and tables prior to the event.

 

  1. Catering Service

The contractor should agree on the menu with the purchaser. The time of each coffee/break and lunch will be notified to the contractors no later than 5 days prior to the event

 

Catering Service Includes:

Coffee Break

From September 21st till september 24th (4 days) the contractor has to provide coffee breaks for the min. 55 participants , located close to the conference hall.

 

First Coffee Break: Between 11:00 a.m till 12 p.m

Tea (Black/Green/truit- max. 3 bags per person), hot water, sugar (approx.. 20gr per person), lemon, freshly brewed coffee with milk or cream; mineral water (sparkling and still)- max. 2 bottles 0,3-0.5l per person, 100% fruit juice of 3 different types served in glass bottles or jars (upon the request of ordering body)  min. 0.25l per person; deserts: pie- min. 3 types per person; 3 types of seasonal fruit- min 150gr per person.

 

 

  • Lunch Break

From September 21st till september 24th (4 days )the contractor has to provide lunch for the min. 55 participants  from 14:00 p.m till 15:00 p.m  located close to the conference hall:

The lunch set has to include the following quantity of food and drinks per person :

Min. 1 soup(min. 150ml); 4 various salads and other appetizers (meat, fish, vegetables, cheese); 2 types of side dishes; 2 types of main dish (meat, fish, vegetable); 4 deserts; freshly brewed coffee and tea.

Additionally – 4 different seasonal fruit, min. 0.15kg fruit per person; mineral water (sparkling, still) and fruit juice  served in glass bottles or jars- at least 0.4 l per person

  1. Dinner for Min. 55 participants

 

The contractor should provide dinner for participants in the framework of the training. For 4 days  days from September 20th til September 23rd.  The contractor should negotiate the menu with the customer

 

Technical features of the service:

 

From September 20th, till September 23rd, the contractor should  provide dinner for min. 55 people

Approx.  time of the dinners:  between 19:00- 20:00 p.m

The menu of the  dinner should include the Georgian and /or European dishes and should be subject to prior negotiation with the ordering body

General requirements for the dinner:

Min. 4 types of salad; min. 4 types of main dishes (meat, fish, vegetables); min. 4 types of garnish and 2 types of patisserie; at least 4 types of desserts; Freshly brewed coffee and a tea assortment; Mineral water (sparkling  and regular) in bottles or glass jugs; min 3 types of fruit juice;

Food delivery:

  • The contractor should ensure enough space at the restaurant for all the participants
  • ceramic/glass tableware (glasses, plates)and napkins for all the participants should be provided;
  • we request the contractor to ensure an ample quantity of  restaurant personnel during the dinner;

 

5.Transportation Service

The contractor has to provide transportation for min. 55 participants to the Hotel on September 20th and  back on September 24th.  

 

Georgian Heritage Crafts Association will notify the contractor about the schedule no later than 7 days prior to the event.

Requested Documentation:

  • Filled in form of Price proposal in GEL, excluding VAT

Selection Criteria

Requested price proposals will be evaluated based on the following criteria:

  • The lowest total proposed price of the contractor;
  • The lowest total accommodation service cost of the contractor;
  • The space of conference/training hall –min.200sq.m
  • Location of the venue in the city center
  • Adaptability of hotel rooms and conference room space

The price proposal should be submitted no later than  July 15th, 2024 on the following e-mail: irina_mania@yahoo.com

 

Form for Price Proposal: https://shorturl.at/UuuRu

Other terms:

  • The conditions of service will be defined in the agreement
  • Payment terms will be defined based on the agreement
  • The requested price proposal should not include VAT

The final results of the bidding will be announced no later then July 15th, 2024

The purchaser of the services  is N(N)LE Georgian Heritage Crafts Association

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