INVITATION TO TENDER FOR PROVISION OF ACCOMODATION, REFRESHMENT, LUNCH, DINER, LOCAL TRANSPORT AND RENTING ROOM FOR TRAINING under grant contract NO 2017-2267/007-001

TO:

Date: 25 July 2018

Our ref: __09/18___________

Dear Sirs,

I am pleased to inform you that your firm is invited to take part in the single tender procedure for the above service contract.

IRCA is implementing the project Supporting the Social Inclusion and of Young Roma Through Non-Formal Education, supported by the Erasmus+ Program of the European Commission. IRCA is implementing the project together with its partners, the National Roma Centrum (NRC) from the Republic of Macedonia, and the Akademika-245 from Bulgaria.

In accordance with the project Workplan, it is envisioned to organize (1) one four days training in Macedonia on November, 2018. For that purpose we are sending you a request for offer for accommodation, refreshment, local transport and lunch for participants as well as renting a conference room for conducting the trainings. This project is financed by European Union and therefore all invoicing will be VAT exempted.

Please find enclosed the following documents, which constitute the tender dossier:

  1. INSTRUCTIONS TO TENDERS
  2. DRAFT CONTRACT INCLUDING ANNEXES
  • Technical Specifications & Technical Offer;
  • Budget breakdown;
  • Provisional acceptance certificate ( for information)
  • We look forward to receiving your tender before the submission deadline specified in the Instructions to tenders to the address specified in the same point.

A.    INSTRUCTIONS TO TENDERERS

  • Services to be provided

1.1   Subject of the contract is the service by the Contractor of the following services (accommodation, refreshment, lunch and dinner for participants, local transport and renting a  room for conducting training) in Ohrid Macedonia, and the implementation period is 4 days. The training dates are planned as follow:

Training: 08 November – 11 November, 2018 (four days );

Item No Specifications Required for all training Quantity
1 Accommodation (15 single bedrooms for 4 nights with full board ) 60
2 Lunch and dinner for 15 persons x four days 120
3     Local transport  for 6 participants :

1  person from Fieri – Tirana – Fier  ( 226 )

1  person from Berat – Tirana –  Berat  (197 Km)

1 person from Durres – Tirana- Durres ( 77 Km )

2 persons from Vlora – Tirana- Vlora ( 300 Km )

1 person from Gjirokastra – Tirana- Gjirokastra  ( 248 Km )

1770 Km

 

4 Two coffee breaks per day for 15 persons (coffee and sparkling or non-sparling water 0,2 l);/ 4 days X 2 coffee breaks        120
5 Refreshment per person during the training (sparkling or non-sparling water 0,5 l)/ 4 days X 15 participant         60
6 Rent of the conference room for 4 days          4
7 Insurance Costs for 15 persons for 4 days travelling from Tirana, Albania  – Ohrid, Macedonia         15

1.1  Tenderers are not authorised to tender for a variant in addition to the present tender.

  • Origin  N/A
  • Currency  Tenders must be presented in EUR
  • Submission of tenders

Tenders must be submitted electronically before 12.09.2018, 16 p.m. local time at the following address: institute.irca@gmail.com or by Post Mail :  Myslym Shyri, S. Pitarka 24/b PO. Box 154 Tirana

Offers must include all requested documents, specified below in point 5.

  • Content of tenders

All tenders submitted must comply with the requirements in the tender dossier and comprise:

Part 1: Draft contract.

Part 2: Financial offer:

  • This financial offer should be presented as per template (Annex 3.3, budget breakdown).
  • Taxes and other charges

Unit and overall prices must be quoted for delivery to the place of destination, excluding VAT, from which they are exempt.

  • Evaluation of tenders

7.1. Tenders shall be checked for any arithmetical errors in computation and summation.  It will be checked also whether the proposed price is within the available budget.

7.3 Award criteria

The award criterion will be the price, additional services and hotel location.

The contract will be awarded to the most compliant tenderer.

  • Signature of the contract

The successful tenderer will be informed in writing that its tender has been accepted.  The tenderer will be invited to sign the contract.