REQUEST FOR QUOTATIONS [insert reference number: i.e Name of Entity/ DDMMYY (deadline date)]

Transcription

1 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 REQUEST FOR QUOTATIONS [insert reference number: i.e Name f Entity/ DDMMYY (deadline date)] Specificatins: [Insert title Eg: Prvisin f Outside Catering fr Infrmatin Sessins] [Insert date when request is being issued] [Observe Publicity. This shuld be amended accrdingly] General Prgramme Slidarity & Management f Migratin Flws External Brders Fund (EBF), Eurpean Refugee Fund (ERF), Eurpean Return Fund (RF), Eurpean Fund fr the Integratin f Third Cuntry Natinals (IF) Prject part-financed frm the Eurpean Unin C-financing rate: 75% EU Fund; 25% MT Funds Sustainable Management f Migratin Flws 1

2 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Sectin 1: Specificatins 1.0 General Backgrund [Give sme backgrund infrmatin n the activity] Example: (Name f Entity) is requesting qutatins fr the prvisin f utside catering service fr infrmatin sessins pen t registered participants. The cst f venue and relevant services will be part-financed by the Eurpean Unin under External Brders Fund (EBF) / Eurpean Refugee Fund (ERF) / Eurpean Return Fund (RF) / Eurpean Fund fr the Integratin f Third Cuntry Natinals (IF) The selectin f the successful bidder will take place in line with the Public Prcurement Regulatins (LN296 f 2010) and the cheapest technically cmpliant ffer will be selected. 2.0 Sessins dates, time and number f participants [Insert details as regards the number f sessins, dates, times and the apprximate number f participants] Example: A ttal f ne (1) full-day event with tw (2) sessins will be held n the dates and times stipulated belw and an average f 50 participants are envisaged t participate during each event. Nte: The final number f participants shall be cmmunicated t the service prvider nt earlier than 24 hurs befre the start f the event. The final expenditure shall be based n this number. T ensure flexibility and the smth running f the event, we wuld require the venue t be available at least ne hur befre the start and ne hur after each sessin finishes. Event Dates and Time Example: Full-day: tw (2) sessins Example; Tuesday, 12th May Sessin 1: Sessin 2: Venue [Insert specificatins f required venue] Example: Minimum htel stars Fur r cnference venue f equivalent standard Lcatin Malta / Gz Assistance needed Malta One technician n call at setting-up and dismantling and during actual event 2

3 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Parking Availability f free parking space fr all delegates Accessibility Venue shuld have full accessibility and facilities t persns with a disability in line with the Guidelines set by the Natinal Cmmissin Persns with a Disability. 4.0 Catering [Insert specificatins fr required catering if applicable] Example: Water One (1) large bttle f mineral water per tw (2) delegates which shuld be replaced after each sessin, including head table. A welcme tea, cffee and biscuits t be served at 08.00hrs. Cffee / tea One (1) cffee break which shuld include cffee/tea/water/juices, muffins r ckies t be served arund 10.15hrs. One (1) cffee break t be served arund 15.00hrs which shuld include cffee/tea/water/juices, and muffins r ckies. Stand up Lunch Lunch buffet fr guests t be served arund 12.30hrs, cnsisting f a selectin f eight (8) ht dishes, eight (8) cld dishes, dessert, cffee and a selectin f sft drinks, juices and mineral water. Nte that at least tw (2) f the ht and cld dishes shuld be suitable fr vegetarians. The lunch buffet shuld be held either utside (weather permitting sun umbrellas shuld be prvided) r inside (as back-up) 5.0 Meeting Rm Specificatins and [Insert specificatins required fr the meeting rm, including type f additinal equipment needed] Example: Specificatins Thermal Cmfrt Lighting Directins Lcatin Security Air-Cnditining Well lit rm but prviding fr apprpriate dimming/shading fr clearly visible prjectins frm all crners f the rm Apprpriate directinal signage stands t the meeting rm (artwrk t be prvided by (name f entity) but printed by the service prvider) Rm is t be lcated away frm any nise, especially if windws must be left pen (this includes nise emanating frm ther events, frm air cnditining r frm ther systems) Rm wuld require t be lcked when nt in use, r else, the service prvider is t prvide a separate and accessible strerm fr client s wn use which can be lcked up 3

4 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Dimensins Ceiling height must be higher than 2.5 metres Shape Sund Visual U-shaped set-up. Extra chairs must be als allcated n the side shuld mre participants attend. One (1) PA System, tw (2) table micrphnes n the head table, and tw (2) rving micrphnes. One (1) prjectin screen t be set-up in the empty space between the ends f the U- shaped set-up. Cnnectivity Availability f internet access thrugh a prt r wireless, and telephne cnnectin in rm (internet cnnectin fees are t be quted separately as these are ptinal and will be nly utilized, and subsequently billed, if required by the client n the day). Other requirements One (1) head-table with three (3) chairs; One (1) flip-chart with functining permanent markers and additinal paper; One (1) writing pad and pen/s r pencil/s per persn per sessin; Maltese and EU Flags n flagples in rm set-up n right-hand side f the screen; One (1) registratin desk and tw (2) chairs t be manned by the client t be set at the entrance t the rm; 6.0 Other infrmatin [List here any ther infrmatin yu may want t submit t the bidder, any ther additinal requests and any ther additinal bligatins] Example: Prir t selecting the service prvider, an initial meeting may be called by the client t view the prpsed rm/s in rder t cnfirm the requirements as per specificatins. The service prvider might be requested t set up the prpsed rm/s fr viewing by the client as per layut requirements, and t ensure functinal technical requirements. Once a service prvider is cnfirmed, members f staff frm the service prvider shuld be available t meet (name f entity) fficials in the mrning/afternn befre the start f the event t ensure that the set-up is in place and that the equipment is functining prperly. All layuts and preparatins require t be apprved by the client befre being finalized. The client will be als delivering material fr use during the sessin/s which wuld require t be stred within the rm r in the prvided strerm, if necessary. 7.0 Submissin and Cntact Details [List here details n hw the bidders shuld submit their qutatins, including which items shuld be quted separately, the cntact details f where the submissins shuld be made, deadline and any ther essential infrmatin ] Example: It is imprtant t nte that submissin f qutatins will be nly accepted directly frm htels r cnference venues and nt thrugh intermediaries. Negtiatins will be cnducted directly with the htel r cnference venue. Interested service prviders are t prvide the fllwing in the specified tables in sectin 2: A cmplete qutatin with separate prices fr the fllwing: price fr the hiring f the rm/s; price-list fr the hiring f the equipment and services requested; and price per persn fr the catering under pint 4. 4

5 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 The invice related t the event is t reach ur ffices by nt later than [Specify date]. All prices must qute VAT separately and in full, which must nt be added t the price r shwn as a percentage. With reference t pints 3, 4 and 5 interested service prviders are requested t prvide the fllwing items with their ffer: Descriptin f the venue and meeting rm/s, and pictures/phts f them in full-clur; A chice f at least tw different buffet menus f the catering t be prvided as per pint 3.2; and A prpsed layut sketch f hw the rm and seating will be set up. Clarificatins and further infrmatin are t be sught thrugh the cntact details mentined hereunder by [insert date 2 days prir t the qutatin s submissin deadline]. Any clarificatins received after this deadline will nt be cnsidered. The cheapest technically cmpliant bidder will be chsen. Qutatins are t be submitted by [insert date] at nn by pst, hand and/r by t the fllwing cntact details: [insert details] ONLY QUOTATIONS SUBMITTED IN THE STIPULATED FORMAT WILL BE CONSIDERED 5

6 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Sectin 2: T be filled in by interested service prviders ONLY QUOTATIONS SUBMITTED IN THE STIPULATED FORMAT WILL BE CONSIDERED Qutatin date: Suppliers/Cntractr s details Cmpany s Name: Cntact Persn s Name and Surname: Cmpany s Address: Telephne Number: Mbile Number: Fax Number: address: Venue Specify if requirement can be met YES/NO Please add further cmments/descriptin Minimum htel stars Fur r cnference venue f equivalent standard Lcatin Malta / Gz Malta Assistance needed One technician n call at setting-up and dismantling and during actual event Parking Availability f free parking space fr all delegates Accessibility Venue shuld have full accessibility and facilities t persns with a disability in line with the Guidelines set by the Natinal Cmmissin Persns with a Disability. 6

7 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Meeting Rm Specificatins Specificatins Specify if requirement can be met Yes/NO Please add further cmments/descriptin Thermal Cmfrt Air-Cnditining Lighting Well lit rm but prviding fr apprpriate dimming/shading fr clearly visible prjectins frm all crners f the rm Directins Lcatin Security Apprpriate directinal signage stands t the meeting rm (artwrk t be prvided by (name f entity) but printed by the service prvider) Rm is t be lcated away frm any nise, especially if windws must be left pen (this includes nise emanating frm ther events, frm air cnditining r frm ther systems) Rm wuld require t be lcked when nt in use, r else, the service prvider is t prvide a separate and accessible strerm fr client s wn use which can be lcked up Dimensins Ceiling height must be higher than 2.5 metres Price f meeting rm (in Eur) as per abve requirements and specificatins: Net: Any discunt: (specify rate) % Vat (specify rate): % Ttal: 7

8 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Catering Specify if requirement can be met Yes/NO Please add further cmments/descriptin Specify price (in Eur) per persn per item Water One (1) large bttle f mineral water per tw (2) delegates which shuld be replaced after each sessin A welcme tea, cffee and biscuits t be served at 08.00hrs. Cffee / tea One (1) cffee break which shuld include cffee/tea/water/juices, muffins r ckies t be served arund 10.15hrs. One (1) cffee break t be served arund 15.00hrs which shuld include cffee/tea/water/juices, and muffins r ckies. Stand Up Lunch Lunch buffet fr guests t be served arund 12.30hrs, cnsisting f a selectin f eight (8) ht dishes, eight (8) cld dishes, dessert, cffee and a selectin f sft drinks, juices and mineral water. Nte that at least tw (2) f the ht and cld dishes shuld be suitable fr vegetarians. The lunch buffet shuld be held either utside (weather permitting sun umbrellas shuld be prvided) r inside (as back-up) Ttal cst f catering (in Eur) per persn as per abve requirements: Net: Any discunt: (specify rate) % Vat (specify rate): % Ttal: 8

9 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Ttal cst f catering (in Eur) based n 50 participants as per abve requirements: Net: Any discunt: (specify rate) % Vat (specify rate): % Ttal: Meeting Rm Specify if requirement can be met Yes/NO Please add further cmments/descriptin Specify price (in Eur) r NA if nt applicable Shape U-shaped set-up. Extra chairs must be als allcated n the side shuld mre participants attend. Sund One (1) PA System, tw (2) table micrphnes n the head table and tw (2) rving micrphnes. Visual One (1) prjectin screen t be set-up in the empty space between the ends f the U-shaped set-up. Cnnectivity Availability f internet access thrugh a prt r wireless, and telephne cnnectin in rm (internet cnnectin fees are t be quted separately as these are ptinal and will be nly utilized, and subsequently billed, if required by the client n the day). One (1) head-table with three (3) chairs; Other requirements One (1) flip-chart with functining permanent markers and additinal paper; One (1) writing pad and pen/s r pencil/s per persn per sessin; Maltese and EU Flags n flagples in rm set-up n right-hand side f the screen; One (1) registratin desk and tw (2) chairs t be manned by the client t be set at the entrance t the rm. 9

10 Template fr Request f Qutatins fr the rganisatin f seminars, cnferences and ther events financed frm SOLID Funds Issued by the Respnsible Authrity - May 2012 Ttal cst f equipment and additinal requirements (in Eur) as per abve: Net: Any discunt: (specify rate) % Vat (specify rate): % Ttal: Final Price (Meeting Rm + Catering + Equipment) 1 : Net: Any discunt: (specify rate) % Vat (specify rate): % Ttal: Cmpany Rubber Stamp: Signature: Name and Surname: 1 Evaluatin will be made n the net price. 10