Regarding the purchase of: event organization services for the North-West Regional Program Monitoring Committee Meeting 2021-2027

Purchase object: event organization services for the North-West Regional Program Monitoring Committee Meeting 2021-2027

Purchase object description (technical specifications): event organization services for the North-West Regional Program Monitoring Committee Meeting 2021-2027

location: Cluj-Napoca Municipality (accommodation unit with conference rooms)

Period: 04 – 06 December 2022

CPV codes: 79951000-5, 39222000-4, 55500000-5, 79952000-2, 55100000-1, 55300000-3

Purchase object description:

Organization of the meeting of the North-West Regional Program Monitoring Committee 2021-2027

Day 1 – 04.12.2022

Catering services for an estimated number of 70 people:

Festive dinner:

• Cold snack
• Hot snack
• Warm basic preparation
• Desert
• Still and mineral water (0.50 l/person)
• Natural and carbonated juices (0.50 l/person)
• ceramic/porcelain tableware, cutlery (stainless steel), ceramic, porcelain or glass glasses/cups/mugs
• The meal will be served in a separate room so that the festive dinner takes place in an intimate setting, for informal discussions.

Estimated value in lei without VAT: 250 lei/person

Day 2 – 05.12.2022

Conference room rental services:

• A conference room is requested starting at 9:00; no. estimated people: 70.
• Location of the hall: Municipality of Cluj-Napoca, preferably in the same building where the catering services will be provided
• Minimum equipment:
  • sound system
  • 18 desk microphones
  • 3 mobile microphones
  • 2 video projectors
  • 2 projection screens
  • tables covered with festive tablecloths, preferably white, long enough to not see the participants' feet
• The organization of the room (tables, chairs) will be established on site by mutual agreement with the contracting authority
• Space intended for the team that will ensure the simultaneous translation of the event (location for the translation booth and the technical desk)

Estimated value without VAT: 3,700 lei/day

Catering services for an estimated number of 70 people:

Coffee break containing the following:

• Coffee, milk, tea, glasses/cups, white/brown sugar, honey;
• Still and mineral water (0.50 l/person)
• Natural and carbonated juices (0.50 l/person)
• Sweet and savory pastry
• tableware (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Swedish buffet lunch containing the following:

• Cold snack with salad buffet
• Hot soup/soup
• Basic preparation with garnish
• Desert
• Coffee (with white/brown sugar, honey), Still and mineral water (0.50 l/person), Natural and carbonated juices (0.50 l/person) served in glass glasses/cups
• The meal will be served in a separate room so that the participants can have informal discussions.

Dinner containing the following:

• Cold snack
• Basic preparation
• Desert
• Still and mineral water (0.50 l/person)
• Natural and carbonated juices (0.50 l/person)
• ceramic/porcelain tableware, cutlery (stainless steel), ceramic, porcelain or glass glasses/cups/mugs
• The meal will be served in a separate room so that the participants can have informal discussions.

Estimated value in lei without VAT: 390 lei/pers

Day 3 – 06.12.2022

Conference room rental services:

• A conference room is requested starting at 9.00 no. estimated people: 70.
• Location of the hall: Municipality of Cluj-Napoca, preferably in the same building where the catering services will be provided
• Minimum equipment:
  • sound system
  • 18 desk microphones
  • 3 mobile microphones
  • 2 video projectors
  • 2 projection screens
  • tables covered with festive tablecloths, preferably white, long enough to not see the participants' feet
• The organization of the room (tables, chairs) will be established on site by mutual agreement with the contracting authority
• Space intended for the team that will ensure the simultaneous translation of the event (location for the translation booth and the technical desk)

Estimated value without VAT: 3,700 lei/day

Catering services for an estimated number of 70 people:

Coffee break containing the following:

• Coffee, milk, tea, glasses/cups, white/brown sugar, honey;
• The water flat and mineral (0.50 l/person)
• Juices natural and carbonated (0.50 l/person)
• Pastry sweet and salty
• tableware (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Swedish buffet lunch containing the following:

• Cold snack with salad buffet
• Hot soup/soup
• Basic preparation with garnish
• Desert
• Coffee (with white/brown sugar, honey), Still and mineral water (0.50 l/person), Natural and carbonated juices (0.50 l/person) served in glass glasses/cups
• The meal will be served in a separate room so that the participants can have informal discussions.

Estimated value in lei without VAT: 180 lei/person

The final number of participants will be confirmed by 28.11.2022 at the latest and it may be higher or lower compared to the initially estimated number.

The financial offer will be presented for each individual service.

Contract: YES

Term of delivery/performance/execution: 4-6 December 2022

Award criteria: the lowest price / total offer, subject to the full fulfillment of the requirements and technical specifications. 

Additional information can be obtained from the Contracting Authority: ADR Nord-Vest, secondary headquarters in Cluj-Napoca, Calea Dorobantilor no. 3, code 400118, phone +40264431550, fax: +40 264439222, email achizitii@nord-vest.ro, to the attention of the Public Procurement Office.

Deadline for submission of offers 24.11.2022 at 12:00