Transcript
RP 131/2015
Call for quotations for the provision of hosting of workshop and conference with exhibition facilities on 8th and 9th December 2015.
This Call for Quotations Dossier is Free of Charge
1
SECTION 1 – Instructions to Bidders The European Union Programmes Agency (EUPA) will be hosting a workshop and conference with exhibition on 8th and 9th December 2015. EUPA is thus seeking suitable venues to host these activities. The activities are as follows: ECVET Workshop on the 8th December 2015 EUPA Annual Conference with exhibition facilities on 9th December 2015 The European Union Programmes Agency (EUPA), is a legal autonomous Agency established through the legal notice 128 of 2007. The Agency was formerly a unit within the Ministry of Education, Youth and Employment set up on the 4 May 2000. The aim of the EUPA has always been to support Maltese individuals and entities in availing themselves of funding under the various educational programmes provided by the European Commission. Yet the aim of the Agency is deeper than simply a financial contribution or sponsorship through which projects may be realised. During 2007 and 2013 the EUPA was responsible for the management of the decentralised action of former generations of EU programmes for education including the Youth in Action and Lifelong learning programmes. The Agency acts as a link between the European Commission and project promoters both at national as well as the local level and promotes as well as manages EU projects of an educational nature, content or objective. The EUPA engages itself in initiatives that are consonant with the educational policies and strategies of the Ministry responsible for education. For the current programming period (2014- 2020) the European Commission developed the new EU programme for Education, Training, Youth and Sport under the name of Erasmus+. Programme decentralised actions are implemented at national level by a network of National Agencies. In Malta the National Agency responsible for the management of these actions is the European Union Programmes Agency (EUPA). Bidders are requested to submit their quotation as per financial bid. The National Coordinator of the EUPA notifies that offers are to be deposited in the Agency’s quotation box at :European Union Programmes Agency Continental Business Centre Railway Road, Santa Venera SVR 9018 Malta by not later than 16:00hrs of Friday 13th November 2015 Late offers will not be considered. The budget available for this quotation does NOT exceed €6000.00 (six thousand euro) excluding VAT
2
The time-frames for the completion of this Call for Quotations are: Date Published
Wednesday 4th November 2015.
Closing Date
16:00hrs of Friday 13th November 2015
TERMS OF REFERENCE - Workshop and Conference with Exhibition Space
Type:
2-day Conference
Dates of Activity:
8th – 9th December 2015
Number of Participants:
8th December 2015:
Approximately 20 participants
9th December 2015:
Approximately 150 participants
3
A. Venue for 8th December 2015 – ECVET Workshop Timing of Activity: 08:30 hours – 17:00 hours Conference Venue for 8 th December 2015 (ECVET Workshop) Item
Type
Description of Requirements
1.1
Minimum rating
5-Star equivalent conference venue
Venue Location
Malta – Centrally located
Venue: Reception Desk
One felt-covered registration table and two (2) chairs must be set up in a comfortable area, just outside the conference hall, to act as a reception for the arriving participants.
Availability Y/N
Additionally another felt-covered table in close proximity to the registration table must be provided for use as display of EUPA publications. Venue: Boardroom 8th December 2015
The venue shall be in the form of a Boardroom that must accommodate up to twenty (20) seated individuals. The venue must include: i. One Maltese and One EU flag on two separate flagpoles of identical sizes; ii. Tables and chairs for participants; iii. Layout in U-shaped format.
PA System
Writing and Pen Signage Directions
Public Address System including: - 4 table microphones - 2 roving microphones Pads
1 (one) Writing Pad and 1 (one) Pen (or pencil) is to be made available to all participants, including speakers seated at head table
&
Provision of signage (posters with stands / posts) of the activity (Wording and logos shall be provided by the Contracting Authority)
Bidder to submit the name and location of proposed venue in the box hereunder
Please also refer to the table “Other Mandatory Requirements”, which forms an integral part of these Terms of Reference. 4
B. Catering, Refreshments & Drinks for 8th December 2015 – ECVET Workshop Catering, Refreshments & Drinks Item
Type
Description of Requirements
2.1
Tea/Coffee Breaks
Welcome Tea/Coffee (08:30 – 09:00 hours) Items shall include tea, coffee, 2 types of juices, water (still & sparkling), pastries/biscuits
8th December 2015
Availability Y/N
Tea/Coffee Break (11:00 – 11:30 hours) Items shall include tea, coffee, 2 types of juices, water (still & sparkling), pastries/biscuits Tea/Coffee Break (15:00 – 15:30 hours) Items shall include tea, coffee, 2 types of juices, water (still & sparkling), pastries/biscuits Time indicated for the tea/coffee breaks is approximate.
2.2
Stand-up Lunch 8th December 2015
Stand-up Lunch (12:30 – 13:00 hours) Items shall comprise: - 3 types of hot dishes; - 3 types of cold dishes; - drinks (still & sparkling water, 2 types of juices and soft drinks); - sweets / dessert - tea/coffee Sample/proposed menus must be provided at tendering stage. Time indicated for the stand-up lunch is approximate.
2.3
Mineral Water & Mints
Mineral Water (still & sparkling water) and mints are to be made available on all tables (at main conference hall, 1 large bottle per 2 delegates). Water must be available throughout the duration of the activity.
Please also refer to the table “Other Mandatory Requirements”, which forms an integral part of these Terms of Reference.
5
C. Venue for 9th December 2015 - EUPA Annual Conference & Exhibition Space Timing of Activity: 08:30 hours – 17:00 hours
Conference Venue for 9 th December 2015 (EUPA Annual Conference) Item
Type
Description of Requirements
3.1
Minimum rating
5-Star equivalent conference venue
Venue Location
Malta – Centrally located
Venue: Reception Desk –
One felt-covered registration table and two (2) chairs must be set up in a comfortable area, just outside the conference hall, to act as a reception for the arriving participants.
9th December 2015
Additionally another felt-covered table in close proximity to the registration table must be provided for use as display of EUPA publications.
Venue: Conference Hall –
The hall must accommodate up to one hundred fifty (150) seated individuals, apart from guest speakers (seated at head table), space for podium and presentation equipment.
9th December 2015
The venue must include: i. ii. iii. iv. v. vi. vii.
PA System
Writing and Pen
3.2
a covered head/top table on platform, to seat up to 6 (six) persons and at least 1 laptop that can be connected with the audio-visual system; One Podium; One projecting screen set up behind the top table; One projector or as otherwise indicated. One Maltese and One EU flag on two separate flagpoles of identical sizes; Tables and chairs for participants; Theatre-style layout.
Public -
Address System including: 2 table microphones on head table 1 microphone on stand next to podium 2 roving microphones 1 clicker (for use with electronic presentations)
Pads
1 (one) Writing Pad and 1 (one) Pen (or pencil) is to be made available to all participants, including speakers seated at head table
&
Provision of signage (posters with stands / posts) of the activity (Wording and logos shall be provided by the Contracting Authority)
Signage Directions
Venue: Breakout Rooms 9th December 2015
Availability Y/N
5 (five) Breakout Rooms The set-up required is U-shaped style to accommodate up to 30 (thirty) participants per Breakout Room Extra chairs are to be made available in case of additional participants
6
Bidder to submit the name and location of proposed venue in the box hereunder
Please also refer to the table “Other Mandatory Requirements”, which forms an integral part of these Terms of Reference.
D. Catering, Refreshments & Drinks for 9th December 2015 - EUPA Annual Conference Catering, Refreshments & Drinks Item
Type
Description of Requirements
4.1
Tea/Coffe e Breaks
Welcome Tea/Coffee (08:30 – 09:00 hours) Items shall include tea, coffee, 2 types of juices, water (still & sparkling), pastries/biscuits
9th December 2015
Availability Y/N
Tea/Coffee Break (11:00 – 11:30 hours) Items shall include tea, coffee, 2 types of juices, water (still & sparkling), pastries/biscuits Tea/Coffee Break (15:00 – 15:30 hours) Items shall include tea, coffee, 2 types of juices, water (still & sparkling), pastries/biscuits Time indicated for the tea/coffee breaks is approximate.
4.2
Stand-up Lunch 9th December 2015
Stand-up Lunch (12:30 – 13:00 hours) Items shall comprise: - 3 types of hot dishes; - 3 types of cold dishes; - drinks (still & sparkling water, 2 types of juices and soft drinks); - sweets / dessert - tea/coffee Sample/proposed menus must be provided at tendering stage. Time indicated for the stand-up lunch is approximate.
4.3
Mineral Water & Mints
Mineral Water (still & sparkling water) and mints are to be made available on all tables (at main conference hall, 1 large bottle per 2 delegates). Water must be available throughout the duration of the activity.
Please also refer to the table “Other Mandatory Requirements”, which forms an integral part of these Terms of Reference. 7
E. Exhibition Space On 9th December 2015, the bidder shall make available a hall / open-plan space (internal) to accommodate an exhibition that can host at least 10 (ten) exhibition stands of 2 metres by 1 metre each stand. The layout of the 10 (ten) stands may be such that the exhibition stands be either facing eachother or else be back-to-back. The minimum area required for the exhibition space shall not be less than 48 square metres. The exhibition shall take place on the 9th December 2015 between 09:00 hours and 13:30 hours. A separate tender for the provision of portable exhibition stands, desks, chairs and lighting shall be issued. The winning bidder of this tender shall reasonably facilitate access to this 3rd party to deliver, install and dismantle the necessary equipment for the exhibition area. Access to electric power facilities shall be provided to this 3rd party and to exhibitors. Exhibition Space – 9th December 2015 Item
Type
Description of Requirements
B5.1
Venue
Internal Venue – open plan hall
Dimensions
At least 48 square metres, to cater for 10 stands of 2mts x 1 mtr each, exhibitors and visitors to the stands
Technical
Facilitating access to 3rd party to deliver, install and dismantle the necessary equipment for the exhibition area. Access to electric power facilities shall be provided to this 3rd party and to exhibitors.
Availability Y/N
Tenderer to submit the name and location of proposed venue in the box hereunder
Please also refer to the table “Other Mandatory Requirements”, which forms an integral part of these Terms of Reference.
8
Other Mandatory Requirements: Type
Description of Requirements
Accessibility
Venue/s should have full accessibility and all facilities must be in full compliance with the Equal Opportunities (Persons with Disability) Act (Chap 413 of the Laws of Malta) and Access for All Design Guidelines 2011 (published by the National Commission Persons with Disability).
Lighting
Well-lit venue/s, providing for appropriate, bright lighting and dimming/shading for clearly visible projections from all sections of the room.
Availability Y/N
Natural lighting, with intensity controlled by blinds / curtains is to be used where possible. Headroom
Ceiling height must not be less than 2.5 metres
Thermal Comfort
Temperature-controlled environment, catering for cooling or heating facilities as the case may be.
Health & Safety #1 Health & Safety #2
Easily accessible fire and emergency exits, which should be clearly marked. Adequate medical provisions/ First Aid in case of an accident and/or emergency.
Health & Safety #3
Contractor must implement a HACCP system in its operations, to ensure safe food for consumption.
Technical Assistance
Contractor must provide technical support, before, during and after the entire activity, including the setting up and dismantling of all the equipment.
WIFI Connectivity
Good internet connectivity by means of Wi-Fi must be made available free of charge to all participants.
Restroom Facilities
The number of restroom facilities should adequate to cater for the number of participants.
Parking Facilities
Parking facilities to be provided to participants free of charge.
9
Bidder’s Contact Details Name of Bidder
...................................................................... ......................................................................
Company Address
...................................................................... ......................................................................
Country of Origin
......................................................................
(MFSA) Company ID Number
......................................................................
VAT Registration Number
......................................................................
Name of Contact Person
......................................................................
I.D. / Passport Number
......................................................................
Telephone Number
......................................................................
E-Mail
......................................................................
10
FINANCIAL BID
Price for each sub-activity must be worked out by multiplying Unit Price with Quantity *Amount provided for estimation purposes. Sub-Activity Description of Service Unit Price Quantity Ref. No. inclusive of all taxes but excluding VAT Amount in Euro (€) 1.1 Boardroom Venue for 8th December 2015 1 day 2.1
Tea / Coffee Breaks for 8th December 2015
3 breaks
2.2
Stand-up Lunch
1 lunch
2.3
Supply of Water to Delegates
30* bottles
Price per sub-activity inclusive of all taxes but excluding VAT Amount in Euro (€)
Sub-Total ST1
Sub-Activity Ref. No.
Description of Service
Unit Price inclusive of all taxes but excluding VAT Amount in Euro (€)
Quantity
Price per sub-activity inclusive of all taxes but excluding VAT Amount in Euro (€)
3.1
Conference Hall for 9th December 2015
1 day
3.2
5 Break-Out Rooms on 9th December 2015
5 b.rooms
4.1
Tea / Coffee Breaks on 9th December 2015
3 breaks
4.2
Lunch on 9th December 2015
1
4.3
Supply of Water to Delegates
200* bottles
Sub-Total ST2
11
Sub-Activity Ref. No.
5.1
Description of Service
Exhibition Space
Unit Price inclusive of all taxes but excluding VAT Amount in Euro (€)
Quantity
Price per sub-activity inclusive of all taxes but excluding VAT Amount in Euro (€)
1
Sub-Total ST3
GRAND TOTAL:
Total Price inclusive of all taxes but excluding VAT Amount in Euro (€)
Notes:
VAT
Total Price inclusive of all taxes and including VAT
Amount in Euro (€)
(Euro €)
(This figure is the total of Sub-Totals ST1, ST2 & ST3)
12
