Invitation to Participate in Tender for Procurement of Logistical Services for Organization

Invitation to participate in tender for procurement of logistical services for organization of the workshop

Project Title: EUSDR PA 09 “People and skills” Date: April 11, 2018

Project owner: Ministry of Health, Labor and Social Protection

Dear Service provider,

1.You are invited to submit your quotation, for provision of the following services:

(i)Logistical support for organization of the Workshop

2. Signed and stamped applications may be submitted:

1)in paper (in person, or by mail, with attachment of a CD with a digital version) to the Ministry of Health, Labor and Social Protection (Attn: Serghei Merjan, Project Coordinator), Vasile Alecsandri Street, #1, 1st floor, MD-2009, Chisinau, Republic of Moldova, indicating “Logistical services for PA09 project”

or

2)in digital form (by email) to , with subject “Logistical services for PA09 project”.

3. The deadline for receipt of your quotation is April 19th, 2018, 10.00 A.M. (Chisinau time)

4. Your quotationshall include the following documents:

• Price quotation, in MDL, with breakdown of the costs, according to the proposed form, signed and stamped.
• General information about the company (company name, contact details, bank details, owners and top management), with attachment of copies of registration documents, description of the company profile and staff.
• Copies of financial reports for years 2016-2017.
• Declaration of eligibility to participate in public procurement
• List and short description of the assignments in organization of events performed during the last 3 years, including name of the client, date and name of the event, number of participants, activities performed, etc.
• CVs of the staff that is proposed for the implementation of the assignment.
• Detailed CV of the candidate proposed for moderation of the event and confirmation of his/her availability to moderate the event.
• At least two letters of reference from the previous clients.

5. PRICES: The prices should be quoted in MDL for the Total Cost at final destination: sites specified in technical specifications. The prices shall not include customs duties, taxes and VAT.[1]

6.EVALUATION OF QUOTATIONS: Selection criteria is the most economically advantageous tender: price – 80%, quality – 20% (10% - company experience and qualifications, 10% - proposed staff)

Offers determined to be substantially responsive to the technical specifications will be evaluated financially.

In evaluating the quotations, the Purchaser will determine for each quotation the evaluated price by adjusting the price quotation by making any correction for any arithmetical errors as follows:

(a) where there is a discrepancy between amounts in figures and in words, the amount in words will govern;

(b) where is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern;

(c) if a Service provider refuses to accept the correction, his quotation will be rejected.

The award will be made to the bidder(s) submitting the most economically advantageous bid, that meets the required technical and financial capabilities. The successful bidder will sign a Contract as per attached form of contract and terms and conditions of supply.

7. VALIDITY OF THE OFFER: Your quotation should be valid for a period of forty five (45) days from the deadline for receipt of quotation(s) indicated in Paragraph 4 of this Invitation to Quote.

8. Further information can be obtained from:Serghei Merjan, PA09 Project Coordinator, by email .

1

FORM OF CONTRACT

THIS AGREEMENT number ______is made on April ___, 2018, between the Ministry of Health, Labor and Social Protection of the Republic of Moldova (hereinafter called “the Purchaser”) on the one part and ______(hereinafter called “the Service provider”) on the other part.

WHEREAS the Purchaser has invited quotation for the following services: ______to be supplied by Service provider, viz. Contract ______, (hereinafter called “Contract”) and has accepted the Quotation by the Service provider for the provision of services under Contract at the sum of ______(______) hereinafter called “the Contract Price”.

NOW THIS AGREEMENT witnessethes as follows:

1. The following documents shall be deemed to form and be read and construed as part of this agreement, viz:

a)Service providers Quotation; Term and Conditions of Supply, Technical Specifications;

1. Taking into account payments to be made by the Purchaser to the Service provider as hereinafter mentioned, the Service provider hereby concludes an Agreement with the Purchaser to execute and complete the supply of Contract and remedy any defects therein in conformity with the provisions of Contract.
2. The Purchaser hereby covenants to pay in consideration of the goods supply and acceptance of Contract, the Contract Price in accordance with Payment Conditions prescribed by Contract.

4. Termination

4.1 Termination for Default

(a)The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Service provider, may terminate the Contract in whole or in part:

(i)if the Service provider fails to deliver any or all of the services within the period specified in the Contract, or within any extension thereof granted.

(ii)if the Service provider fails to perform any other obligation under the Contract; or

(iii)if the Service provider, in the judgment of the Purchaser has engaged in fraud and corruption, as defined in Clause 5 below, in competing for or in executing the Contract.

(b)In the event the Purchaser terminates the Contract in whole or in part, the Purchaser may procure, upon such terms and in such manner as it deems appropriate, Goods or Related Services similar to those undelivered or not performed and the Service provider shall be liable to the Purchaser for any additional costs for such similar Goods or Related Services. However, the Service provider shall continue performance of the Contract to the extent not terminated.

4.2Termination for Insolvency.

(a)The Purchaser may at any time terminate the Contract by giving notice to the Service provider if the Service provider becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation to the Service provider, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the Purchaser.

4.3Termination for Convenience.

(a)The Purchaser, by notice sent to the Service provider, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of the Service provider under the Contract is terminated, and the date upon which such termination becomes effective.

(b)The Goods that are complete and ready for shipment within twenty-eight (28) days after the Service provider’s receipt of notice of termination shall be accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect:

(i)to have any portion completed and delivered at the Contract terms and prices; and/or

(ii)to cancel the remainder and pay to the Service provider an agreed amount for partially completed Goods and Related Services and for materials and parts previously procured by the Service provider

5. Fraud and Corruption

If the Purchaser determines that the Service provider and/or any of its personnel, or its agents, or its Subcontractors, consultants, service providers, Service providers and/or their employees has engaged in corrupt, fraudulent, collusive, coercive or obstructive practices, in competing for or in executing the Contract, then the Purchaser may, after giving 14 days notice to the Service provider, terminate the Service provider’s employment under the Contract and cancel the contract, and the provisions of Clause 4 shall apply as if such expulsion had been made under Sub-Clause 4.1.

Signature and seal of the Purchaser:
FOR AND ON BEHALF OF
the Ministry of Health, Labor and Social Protection of the Republic of Moldova
______ / Signature and seal of the Service provider:
FOR AND ON BEHALF OF
Name of Authorized Representative

FORM OF QUOTATION

______(Date)

To: Ministry of Health, Labor and Social Protection

Vasile Alecsandri Street, #2, MD-2009, Chisinau, Moldova

We offer to logistical support services for organization of the Workshop, in accordance with the Conditions of Contract accompanying this Quotation for the Contract Price of ______(amount in words and numbers) (______) (MDL)______. We propose to complete the delivery of the services according to the technical specifications.

This Quotation and your written acceptance will constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any Quotation you receive.

We hereby confirm that this Quotation complies with the Validity of the Quotation required by the proposal documents.

Authorized Signature:______

Name and Title of Signatory______

______

Name of Service provider:______

Address: ______

______

Phone Number ______

Fax Number, if any ______

Terms and Conditions of Supply

Purchaser: Ministry of Health, Labor and Social Protection of the Republic of Moldova

1. Prices and Schedules for Supply

No. / Services/
Deliverables / Measure unit / Quantity, units / Unit price, MDL / Total value, MDL / Term of delivery, days
1 / Cost of the services (company fee)[2] / Staff/day
2 / Reimbursable costs / n/a
2.1 / Office supplies
2.1.1 / Notebooks / Piece / 100
2.1.2 / Pens / Piece / 100
2.2 / Simultaneous interpretation / day / 1
2.3 / Moderation of the event / Person/day / 1
Total

1- The price shall not include VAT and other taxes.

{Note: In case of discrepancy between unit price and total derived from unit price, the unit price shall prevail}

1. Fixed Price: The prices indicated above are firm and fixed and not subject to any adjustment during contract performance.

1. Delivery Schedule: The delivery should be completed as per above schedule or the schedule agreed with MHLSP.

1. Applicable Law:The Contract shall be interpreted in accordance with the laws of the Purchaser's country.

1. Resolution of Disputes:The Purchaser and the Service provider shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute between them under or in connection with the Contract. In the case of a dispute between the Purchaser and the Service provider, the dispute shall be settled in accordance with the country procedures.

1. Delivery and Documents: Upon shipment, the Service provider shall notify the Purchaser. The Service provider shall provide the following documents to the Purchaser:

(i)Service provider’s invoice showing services’ description, quantity, unit price, and total amount;

(ii)Delivery documents duly filled in, signed.

(iii)Confirmation of payment of reimbursable costs.

(iv)List of actual participants and report.

1. Payment for your invoice will be made as follows:

100% of the Contract price paid within ten (10) days of after submission and approval of the Service Provider invoice and the report.

1. Force-Majeure: The Service provider shall not be liable for penalties or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force-Majeure.

For purposes of this clause, “Force-Majeure” means an events beyond the control of the Service provider and not involving the Service provider’s fault or negligence and not foreseeable. Such events may include, but not restricted to, act of Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

If a Force-Majeure situation arises, the Service provider shall promptly notify the purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Service provider shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by Force-Majeure event.

1. Required Technical Specifications

Logistical support for the organization of International workshop within of PA9 “People and Skills” of EU Strategy for Danube region

1)Background

The Ministry of Health, Labor and Social Protection coordinates implementation of Priority Area 9 “People and skills” (PA9) of the EU Strategy for Danube region (EUSDR) within the Priority Area Coordinators support project.

The main objective of the project is to support the governance and implementation of EUSDR PA 9 through:

• Establishing and maintaining the network of national counterparts relevant to the Priority Area Coordinators (Steering Group); enlarging the network of stakeholders through concrete activities like Stakeholder Conferences, Thematic Workshops;
• Providing information (about financing possibilities, relevant stakeholders and partners in the EUSDR-Countries, existing projects etc.) for initiating new projects and initiatives in the related policy areas;
• Raising public awareness and informing stakeholders about ongoing activities of PA9 through PA9 Website, PA9-Folders, PR-Material etc.

Within the framework of the PA9, Ministry of Health, Labor and Social Protection is going to organize an international workshop “Creating more efficient labor market in Danube region”. The event will take place on 22ndof May 2018 in Chisinau and is expected to involve 100-120 participants.

The workshop will offer opportunity to discuss the ways of making labor market in the Danube region countries more efficient. The workshop will bring together actors from fourteen Danube Region countries and beyond in order to share best practices, to address common challenges of the future, to develop innovative projects and to create networks for policy development of efficient educational and labour market systems.

To ensure effective and efficient organization of the workshop, MHLSP is going to select a company that will provide logistical support in preparation and implementation of the event.

2)Description of services

The Service provider is required to provide logistical support services for organization of the workshop.

The logistical services will include the following:

I.Production of printing materials, based on the Purchaser’s requirements

II.Organization of the event and collaboration with workshop venue provider.

III.Moderation of the event.

IV.Simultaneous interpretation during the event.

V.Drafting a short report on the event

3)Requirements for services and deliverables

The Services provider shall delegate qualified personnel for organization of the event, designate a single contract point and insure timely provision of the services. All the deliverables are to be coordinated and agreed in advance with the Client.

Tab.1 Detailed requirements for the services and deliverables

Services/ Deliverables / Requirements
Printing materials / -Spring notebook, size A5; cover: color 4+0, 250g/m2; offset paper 70-80 g/m2 with squares; 100 pages (50 sheets). The cover will containing DTP project logo, logo of Ministry of Health, Labor and Social Protection, logo of Ministry of Education, Science and Research, and funding mention. Quantity – 100 pieces.
-Pen: Push action blue ink pen, plastic corpus, writing thickness – 0,5 mm. DTP project logo is to be printed on the pen. Quantity – 100 pieces.
More information about size of logo and colors and funding mention can be found accessing link:

DTP project logo can be downloaded accessing link:

Notebooks, agenda and pen are to be arranged in folders and provided to participants on registration.
Service provider must follow the logo requirement (size and colors). The Purchaser will provide examples that must be followed by the Service provider. Samples of the printing materials are to be agreed with the Client before printing.
Organization of the event / The Services provider shall delegate qualified personnel for organization of the event, designate a single contract point and insure timely provision of all the deliverables. Service provider shall delegate sufficient staff for the event day and ensure appropriate management and supervision of the event activities, registration of the participants, distribution of office supplies, preparation and functionality of the translation and other equipment, organization on time and according to the menu of coffee breaks and lunch, etc. Service provider will be in permanent contact with the Client and venue provider to avoid any risks related to the event and ensure high level of organization of the workshop.
Moderation / The Service Provider will provide a professional moderator with proven experience in moderation of conferences and seminars. The proposed expert shall have at least 5 years of professional experience in moderation of large-scale events (conferences, seminars, round tables) involving national and international participants. The proposed candidate shall be fluent in Romanian, Russian and English and meet the requirements stated in this technical specifications.
The moderator will be responsible for opening and closing addresses, moderation of event and panel discussions, drawing conclusions of the event, ensure following the agenda of the event by the participants and speakers.
Interpretation / The Service provider shall ensure 2 translators for simultaneous interpretation (English-Romanian and vice versa).
Requirement for translators:
- At least 3 years of professional experience in simultaneous translation from English-Romanian and vice versa.
- Professional diploma or certificate that attest professional level of English.
- Knowledge of the terminology in the field of labor market and education.
The proposed candidates are to be coordinated with the Client.
Report on the event / The Service provider will develop and submit a short report on the event (up to 15 pages) including the main activities, conclusions and outputs within the main session and group activities, with photo. The report is to be drafted in English.

4)Contract period

The services are to be commenced in April 2018 and completed in June 2018, after the implementation of the workshop and submission of the report.

5)Inputs provided by the Client

The Client will provide necessary information about the event and facilitate collaboration with venue provider.

The Client will designate a contact person for the assignment.

6)Requirements for the Service provider

(i)Requirements for the company

(a)A legal status enabling the organization to provide the services.

(b)At least 5 years of proven experience in organization of official events, including national and international conferences and seminars.

(c)At least 2 large scale events (involving similar or higher number of participants) organized during the last 3 years