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REQUEST FOR PRICE PROPOSAL FOR HOTELS

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Request for Price Proposal (RFP)#05122023

 

N(N)LE Georgian Heritage Crafts Association announces the call for price proposals for the hotels in Tbilisi on the provision of services for the event  "Training of Trainers" (Project: “Greenhouse for Social Innovators”) taking place from January 17 till January 22nd, 2024 in Tbilisi. 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,

irina_mania@yahoo.com; +995 593906848

Date of the Event: January 17th -22nd, 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 Training of trainers brings together the representatives of businesses from Georgia, Ukraine and Belarus for an  intensive training sessions on social entrepreneurship with emphasis on diagnostic methodologies for SMEs.

Quantity of Participants: Min. 60 people

     Technical Assignment

 

The contractor has to provide the following services:

Accommodation for Participants

The contractor should provide the implementation of the following services:

  • Accommodation for Max. 40 participants in Tbilisi Hotels, located in the center of the city (min. 4 star hotel or equivalents, where the rest of the event will be held) for 7 nights (from January 16th till January 23nd, 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.

Conference/ Training Room Rental

Rental of conference/training hall for the 6 day event from 9:00 a.m till 18:00 p.m , with the space enough for min. 60 people and  3 booths for simultaneous interpretation.

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

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.

Technical Equipment for Simultaneous Interpretation

The contractor should provide technical equipment for the conference hall from January 17th till January 22nd, 2024,(6 days)  considering the following technical specificities:

  • Sound System, installation; central control equipment, IR Radiator, IR Transmitter;
  • Booth for Sim. Interp. - 3 booth- 3 days
  • Booth for Sim. Interp. – 2 booths- 3 days
  • Wireless microphone- 1
  • Headphones- min.60
  • Desk microphones- min.30;
  • Technical service for sim. Interpretation -6 days- min. 1 prs

During the 6 days of the training the contractor should provide all the necessary equipment required for the simultaneous interpretation from three different languages

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 January 17th till January 22nd,2024 (6 days)  the contractor has to provide coffee breaks for the min. 60 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; buffet appetizers of min. 5 different types ( min. 3 portions per person); deserts: pie- min. 3 types per person; 3 types of seasonal fruit- min 150gr per person.

Second Coffee Break: From 17:00 p.m till 18:00 p.m

Tea bags (black, green or fruit tea), freshly brewed coffee with milk or/and cream and sugar; minela water (sparkling, still) served in glass bottles or jars; fresh seasonal fruit of 3 types- at least 0.15gr of fruit per person; two types of sandwiches; patisseries of two types (min. 2 per person) .

  • Lunch Break

From January 17th till January 22nd,2024 (6 days)  the contractor has to provide lunch for the min. 60 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

The service delivery:  ceramic/glass tableware (glasses, plates)and napkins   for all the participants ; The contractor should provide staff and cocktail tables enough for the catering services ensuring accuracy and discipline during the implementation of the service.   

Transportation Service

The contractor has to provide airport transfers of training participants from January 16th till January 23nd, which considers  min. 4 transfers by minivan and min. 15  individual transfers  by automobile.

Georgian Heritage Crafts Association will notify the contractor about the schedule and amount of transfers 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
The Form for  Price Proposal :  https://shorturl.at/rvAD8
The price proposal form should be submitted no later than  December 25th, 2023 on the following e-mail: irina_mania@yahoo.com

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 December 29th , 2023

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

 

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