INVITATION FOR BIDS
Regional Program "Harm Reduction Works – Fund it!"
(hereinafter, the "Program")
1. Background
Client
Eurasian Harm Reduction Network (EHRN)
Client's physical address
Svitrigailos 11-B, Vilnius 03228, Lithuania
Phone, fax
+370 5 2609007б, +370 5 2691601
E-mail
[email protected]
Contact Persons
Jolita Lieparskiene, Tatiana Shapiro
Eurasian Harm Reduction Network launched its Regional Program "Harm Reduction Works – Fund
it!" on April 1, 2014. The Program is funded by the Global Fund to Fight AIDS, Tuberculosis and Malaria
(the Global Fund). Program aims to slow down the spread of HIV epidemic in Eastern European and
Central Asian countries (EECA) by improving the efficiency of harm reduction advocacy. The Program
is implemented in five target EECA countries, including Georgia.
Within the framework of the Program, in September 2015 EHRN is planning to hold an international
forum of people who use injection drugs (hereinafter, the "Forum"). The Forum will become a venue
for interaction between the representatives of the drug user community, key advocacy experts and
decision makers.
Estimated total number of participants of the Forum will be 150 people.
Date and venue of the Forum: Tbilisi, Georgia, September 29- October 1, 2015.
2. Type and subject of the tender
EHRN is inviting you to submit bids (quotes) for the tender to provide services to organize and hold
the international Forum in Tbilisi, Georgia.
3. The list of services to organize and hold the Forum:
• Reserve, coordinate and purchase tickets for the participants: 101 in economy class (for the
sake of tender calculations the prices should be estimated for flights on September 28 October 2 for 20 tickets for Moldova, 20 for Belarus, 20 for Lithuania, 20 Kazakhstan, 21 for
Tajikistan, flights from capitals) and 17 business class, calculations to be made for Zeneva for
September 30 – October 2.
• Select and coordinate with EHRN hotel(s) to accommodate the Forum participants within the
allocated budget. The number of rooms and accommodation arrangements may change.
Estimated numbers
- 40 double rooms, no lower than "standard" category. Length of stay 4 nights (from
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28/09/2015 to 10/02/2015)
- 1 single room, no lower than "standard" category; length of stay 4 nights
- 20 single rooms, no lower than "standard" category; length of stay 3 nights (from 29/09/2015
to 10/02/2015)
- 17 single rooms, no lower than "suite" category. Length of stay 2 nights (from 30/09/2015 to
10/02/2015).
• Select and coordinate with EHRN the premises for the Forum:
 1 conference hall with the capacity up to 230 people for the period of Sep 29 – Oct 1
with the ability to be transformed into 3 separate rooms for parallel sessions on Sep
29-30
 1 press room for Oct 1
 1 office for the staff for Sep 29 – Oct 1, equipped with printer and copier
 1 hallway capable of a poster exhibition, registration area and coffee breaks for Sep
29 – Oct 1
 Equipment for simultaneous translation – 3 booths for Sep 29-30, 1 booth for Oct 1;
230 handsets
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Provide printed materials and handouts – 200 participants kits (folder + 30 text pages), 30
press kits (folder +30 text pages); 230 badges, nameboards for all three days speakers (50
pages)
Organize high quality services of simultaneous interpreting – 6 interpreters for Sep 29-30
(English and Russian), 6 interpreters (English, Russian, Georgian)
Provide all necessary sound and presentation equipment for all three days of the event: Sep
29-30 for 3 parallel sessions, Oct 1 – for one high level meeting
Organize catering services for the Forum participants in the following format: Sep 29 – Oct 1
welcome coffee, two coffee breaks, lunches; Sep 29 and Oct 1 – dinners in the hotels of guests
accommodation for 120 people; Sep 30 – reception in the conference venue for 200 people
(buffet format with light alcohol)
Organize arrivals/departures of the Forum participants to/from the Tbilisi airport, considering
the flights information described before;
Register the Forum participants;
Organize the provision of substitution therapy for the Forum participants with relevant
prescriptions (medical records will be provided);
Organize additional transportation during the Forum for those participants needing to receive
substitution therapy (25 people x 4 days x 3 hours transportation services);
Organize photo and video shooting for all three days of the event.
4. Requirements to tender participants:
• The organization must be legally registered in accordance with the laws of the country in
which it is located.
• Services will be paid in euros. The organization must have a foreign currency bank account in
euros.
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The organization must have prior experience organizing and hosting major events with
international participation.
• Experience in organizing and hosting events involving substitution therapy patients is
welcome.
• Experience in cooperation with organizations implementing grants from the Global Fund to
Fight AIDS, Tuberculosis and Malaria is welcome.
5. Procedure for submitting bids (quotes)
Interested companies' bids (quotes) can be delivered to EHRN by any means, including by fax or email within the period set forth in Section 6 below.
The bid shall be accompanied by:
- the document confirming the organization's legal status, indicating the date and place of its
registration;
- a brief description of the organization's primary business and experience, with contacts for 1-2
clients (if possible).
Only bids (quotes) prepared in the approved form (Appendix 1, "Bid Form") and in accordance with
the requirements of this Invitation will be accepted for participation in the tender Bids which do not
meet these requirements will not be reviewed.
6. Deadline for submission of bids for the tender – 22 June 2015, 12:00 Vilnius (Lithuania) time.
7. Date of the tender – June 24 2015.
8. Bid selection and evaluation
Decision to approve the funding of the organization's bid (Annex 2) is made by the Tender
Commission.
In making its decision, the Tender Commission is using the following criteria:
• The bid's (and the supporting documentation's) compliance with the EHRN requirements set
forth in this Invitation;
• Organization's experience;
• Price of services.
The bids found to comply with the requirements of this Invitation will be evaluated by comparing
prices. The contract will be awarded to the organization submitting a bid that meets the minimum
price requirements.
The tender results will be announced after 24 June 2015.
9. Special conditions
EHRN reserves the right to change the number of participants, their lodging requirements, etc. The
final contract price will be based on the actual serviced provided and may differ from the original bid
price due to changes.
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Annex 1
BID FORM
1. Information about the Bidder
1
Bidder's full name
2
Date and place of registration and
registering authority
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Bidder's address
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Bank account
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Full name of the head of the organization
Phone/fax
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Full name of the contact person
Phone/fax
2. The full price of services to organize the Forum shall be:____________________ euros.
Indicate the full price of services to organize the Forum in euros.
Including: % or amount of commission. (Indicate % or amount of commission in euros.)
Important! – if two budget scenarios are created (based on venues availability or any other logistic constraints), please
provide two or more budget options with brief description for budget differences.
3. Services include:
• Reservation, coordination and purchasing tickets for the participants.
• Selection and coordination with EHRN of hotel(s) to accommodate the Forum participants
within the allocated budget.
• Selection and coordination with EHRN of premises for the Forum:
The venue must have all the technical equipment for presentations, speeches, etc.
• Provision of printed materials and handouts, simultaneous interpreting equipment, flipcharts
etc. to the Forum participants;
• Organization of high quality simultaneous interpreting services for all working sessions;
• Organization of three meals and two coffee breaks per day for the Forum participants;
• Organization of arrivals/departures of the Forum participants to/from the Tbilisi airport;
Organization of substitution therapy provision for the Forum participants with relevant
prescriptions;
• Organization of additional transportation during the Forum for those participants needing to
receive substitution therapy.
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4. Description of organization's experience in organizing and conducting forums, conferences,
etc. over the past year
• Preferably, listing past clients and their contact phone numbers.
• Be sure to specify the dates of the event and the number of participants.
__________________________________
(Signature, seal)
____________________________________
(Full name and position of the person signing the bid)
This Invitation for Bids and the submission of a bid does not create any additional obligations for the
parties.