Call for Applications for a provision of professional event organisation services

Project: Working safe – Socio-economic inclusion of the LGBTQI+ community in the WB and Türkiye

TENDER DOCUMENTATION FOR SINGLE TENDER PROCEDURE (EQUAL OR BELOW 20.000 EUR)

PART A: INFORMATION FOR TENDERER

This document contains the following parts:

• Instructions to tenderer
• Technical specifications / required services
• Format of contract to be signed with the tenderer
• Administrative compliance grid

INSTRUCTIONS TO TENDERERS

1. INFORMATION ON SUBMISSION OF THE TENDERS

Subject of the contract:

The subject of this tender is:

Implementation of professional event organization services, as detailed in the section “Technical specifications / Services required” of this document.

Deadline for submission of the tenders:

The deadline for submission of tenders May 15^th at 04:00pm. Any tender received after this deadline will be automatically rejected.

Address and meanings for submission of the tenders:

The tenderers will submit their tenders using the:

• Standard tender submission form and technical offer available in the Part B of the tender dossier AND
• Financial offer available in the Part C of this tender dossier. Financial offer needs to be submitted as a separate document.

The tender must be submitted by e-mail to office@lgbti-era.org with the subject line: Call for provision of professional event organisation services: Working safe – Socio-economic inclusion of the LGBTQI+ community in the WB and Türkiye.

Applications submitted by any other means other than those stated above, or after the given deadline will not be considered.

In addition to the offer, the tenderer is required to provide the following supporting       documentation (scanned versions):

• Copy of legal registration
• Bank account details to which the payments shall be made
• Signed declaration of honour stating that the tenderer is not in any exclusion situation
• CVs or portfolio demonstrating relevant experience in event organisation

The tenderers are reminded that in order to be eligible the tenders need to be received by the contracting authority by the deadline indicated above.

2. TECHNICAL INFORMATION

The tenderers are required to provide services as indicated in the part ‘’Required services” of this document. In the tenderer’s technical offer, the tenderers will indicate more details on the deliveries, referring back to the below table.

3. FINANCIAL INFORMATION

The tenderers are reminded that the maximum available value of the contract is 10.800,00EUR (net amount, VAT exempt).

Payment will be conducted after each service provided. The contracting authority shall make the payment within 3 days from receipt of the invoice.

Please, note that the costs of all taxes, local travel, accommodation and other logistics should be calculated in the financial offer.

4. ADITIONAL INFORMATION

Requirements of the tenderers

• At least 3 years of professional experience in organisation of events such as conferences, trainings, press conferences;
• Ability to settle the hotel bills directly as well as pay for plane tickets;
• The ability to cover promotional activities and provide press coverage will be considered an asset.

Please find the tender documentation on the following link: https://drive.google.com/drive/folders/12OhLqbpLSWVlRyq_dOT-LIcKSkQ1p7Fu?usp=drive_link

Evaluation of applications and award criteria

First stage of the evaluation process will be technical check when the Evaluation Committee will go through all of the applications in order to see if they are in compliance with the criteria stated in the technical information in the part ‘’services required“ of this document; as well as if the application contains all of the parts as stated in the section in the technical information in the part of this document. Only the applications satisfying all of the requirements will go the evaluation stage.

The applications that passed the technical check will be accessed based on the following criteria:

	Criteria	Maximum points
1.	Experience in organizing meetings and trainings, broad selection of hotels and availability of lists of preferred hotels	40
2.	Detailed description of equipment/facilities the tenderer would use in order to deliver each one of the services	40
3.	Financial offer	20

The unsuccessful/successful tenderers will be informed of the results of the evaluation procedure in written.

The estimated time of response to the tenderers is 5 days from the deadline for submission of tenders. 

Background to the assignment

This call for engagement an agency is published under the scope of the project named Working safe – Socio-economic inclusion of the LGBTQI+ community in the WB and Tiirkiye implemented by ERA and financially supported The European Union, represented by the Delegation of the European Union to the Republic of Serbia, through the- EXTERNAL ACTIONS OF THE EUROPEAN UNION PC-16495 IPAIII/2024/460-166  (2024-2027).

The overall aim of the Action implies: contributing to the socio-economic inclusion of LGBTQI+ individuals in the Western Balkans and Türkiye, by addressing workplace discrimination, enhancing access to employment, and strengthening the role of civil society and public institutions in promoting equality and human rights.

SERVICES REQUIRED

1. Item Number	2. Services required
1.1.	Organisation of Joint training on labour rights and anti-discrimination policies (Accommodation for 20 participants, full board (including project team and trainers) x 3 days/nights per person.
1.2.	Rental of conference room and necessary equipment for 3 days (including AV equipment, projectors, etc.).
1.3.	Travel reimbursements for participants (20 persons), including transportation costs (flights, trains, local transport).
1.4.

FORMAT OF CONTRACT TO BE SIGNED WITH THE TENDERER

CONTRACT TITLE:

Concluded between:

ERA-LGBTI Equal Rights Assocciation for Western Balkans and Turkey

Adress:Brace Grim 26/22

Represented by: Danijel Kalezic

(Contracting Authority)

AND

Title

Address of the contractor

Represented by:

(Contractor)

Article 1: Subject of the contract

The subject of the contract are the services as indicated in the contractor’s offer – ‘’Part B: Documents to be completed by the tenderer’’

Article 2: Contract value

The total contract value for implementation of services indicated in the Article 1 is: 10.800,00 EUR (net amount, VAT exempt). The price cannot be revised.

Article 3: Contracting documents

This documents which form the part of this contract are (by the order of precedence):

– Contract agreement

– Contractor’s technical offer as provided in the tendering phase – ‘’Part B: Documents to be completed by the tenderer’’

– Contractor’s financial offer as provided in the tendering phase ‘’Part C: Financial offer’’

Any other supporting documentation if applicable.

Article 4: General provisions

The Contractor shall execute the contract with due care, efficiency and diligence in accordance with the best professional practice.

The Contractor shall ensure the highest visibility to the financial contribution of the European Union. To ensure such publicity the Contractor shall implement among other actions the specific activities described in the Special Conditions. All measures must comply with the rules in the Communication and Visibility Requirements for EU External Actions by the European Commission.

Article 5: Deliveries and payments

The contractor will deliver without reservation the services indicated in the contractor’s offer ‘’Part B: Documents to be completed by the tenderer’’. The deliveries will be implemented within the indicated dates.

The contracting authority will pay to the contractor the services in the amount indicated in the Article 2 of this contract document. The payments will be issued by the following time schedule.

Month		<EUR/***>
1	Invoice number and date…	100% of the contract value
	Total	10.800,00 EUR (net amount, VAT exempt)

* – The contractor will provide contracting authority with proof of services performed (invoices, photos, videos ….),

Article 6: Duration of the contract

The duration of the contract is 12 months.

Article 7: Cancellation of the contract

The contract can be suspended by the Contractor due to one of the following reasons:

– Contracting Authority not fulfilling payment and other obligations

The contract can be terminated by the Contracting Authority due to one of the following reasons:

– The Contractor is in serious breach of the contract, failing to meet contractual obligations

– The Contractor is bankrupted or being wound up, is having its affairs administrated by courts, has entered into arrangements with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or is in any analogous situations arising from a similar situation provided for in national legislation or regulations.

Article 8: Resolving of disputes

Any disputes arising out of or relating to this Contract which cannot be settled otherwise shall be referred to the exclusive jurisdiction of Basic court in Belgrade in accordance with the national legislation.

For the Contractor		For the Contracting Authority
Name:		Name:
Title:		Title:
Signature:		Signature:
Date:		Date:

ADMINISTRATIVE COMPLIANCE GRID (to be completed by Contracting Authority)

Contract title :

Publication reference :

Tender envelope number	Name of Tenderer	Is tenderer  nationality eligible? (Y/N)	Is documentation complete? (Y/N)	Is language as required? (Y/N)	Is tender submission form complete? (Y/N)	Other administrative requirements of the tender dossier? (Yes/No/Not applicable)	Overall decision? (Accept / Reject)
1
2
3
4