Regarding the purchase of: Organization services for the launch event of the Northwest Regional Program 2021-2027

Purchase object: Organization services for the launch event of the North-West Regional Program 2021-2027

Purchase object description (technical specifications): Organization of the launch event of the Northwest Regional Program 2021-2027

location:

• for 28.11.2022: Cluj-Napoca Municipality (accommodation unit with conference rooms)
• for 29.11.2022: Cluj-Napoca municipality, Casino building - Cluj Urban Culture Center

Period: November 28-29, 2022

CPV codes: 79951000-5, 39222000-4, 55500000-5, 79540000-1, 79952000-2, 55100000-1, 55300000-3, 79961000-8, 92100000-2

Purchase object description:

Organization of the launch event of the Northwest Regional Program 2021-2027 during November 28-29, 2022

Simultaneous translation and interpretation services for November 28 and 29

Services and amenities will include (but not be limited to) the following:

• Translator(s) for Romanian-English, English-Romanian interpreting;
  • translation console;
  • soundproof cabin;
  • sound recording (including the full recording of the event/discussions that will be translated);
  • transmission stations;
  • 20 receivers;
  • Technicians
  • Full recording of the event/discussions to be translated and provision of the recording in audio format (CD/DVD/USB stick or link where the recording can be downloaded) within 5 consecutive working days from the date of service provision
  • on November 28, the services will be provided at the location of the accommodation unit with conference rooms
  • on November 29, the services will be provided in the following locations:
    • Accommodation unit with conference rooms (between 9.30 a.m. and 1.30 p.m.)
    • Casino Building – Cluj Urban Culture Center (between 2:00 p.m. and 6:00 p.m.)

Estimated value without VAT: 11,000 lei/package

Hotel services:

• Hotel room reservations for 4 people are requested as follows: 3 rooms for 3 nights (27 Nov – 30 Nov) and 1 room for 2 nights (28 – 30 Nov), single regime, with breakfast included in a single structure accommodation in Cluj-Napoca classified according to the legislation in force, with recommendations: minimum grade 8.9 on booking.com, which is located in the Municipality of Cluj-Napoca.
  • It is preferable that the reservations be in the accommodation unit with conference rooms where the translation and interpretation services will be provided

Estimated value without VAT: no value

Conference room rental services for November 28 and 29, in an accommodation unit equipped with conference rooms

• A conference room is requested for a maximum of 8 hours, starting at 9:30 a.m.; on 28.11.2022, no. estimated people: 20.
• A conference room is requested for a maximum of 4 hours, starting at 9:30 a.m.; on 29.11.2022, no. estimated people: 20.
• Location of the room: preferably in the hotel where the accommodation mentioned in the hotel services will be provided.
• Minimum equipment: sound system and microphones (mobile and fixed), video projector and projection screen.
• The organization of the room (tables, chairs) will be established on site by mutual agreement with the contracting authority.
• Catering services for coffee breaks and lunches will be provided inside the conference room or in its immediate vicinity.

Estimated value in lei without VAT: 1,800 lei (for both days)

Day 1 – 28.11.2022

Food service for an estimated number of 20 people:

Coffee break

• 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 (min. 100 g/person).
• Tables for serving food, crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Cocktail lunch

• Swedish buffet lunch
• 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);
• Tables for serving food, crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Coffee break

• 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 (min. 100 g/person).
• Tables for serving food, crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Working dinner

• Cold snacks and hot snacks
• Gaskets
• Desert
• Still and mineral water (0.50 l/person);
• Natural and carbonated juices (0.50 l/person);
• Tables for serving food, crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Estimated value in lei without VAT: 480 lei/person

DAY 2 – 29.11.2022

Catering services for an estimated number of 20 people, location: in the accommodation unit equipped with conference rooms (11.00 a.m.)

Coffee break

• 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 (min. 100 g/person).
• Tables for serving food, crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Estimated value in lei without VAT: 50 lei/person

Catering services for an estimated number of 150 people at the location: Casino Centrul de Cultură Urbană, Municipality of Cluj-Napoca

Coffee break

• 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 (min. 100 g/person).
• 40 high, cocktail/stand-up tables, covered (preferred colors for covers are: white or black), crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Cocktail lunch

• Swedish buffet lunch consisting of the following: cold buffet with 2 types of main course (of which one option must be vegetarian) and 2 types of dessert (of which one option must be chocolate);
• 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);
• 40 high, cocktail/stand-up tables, covered (preferred colors for covers are: white or black), crockery (ceramic/porcelain), cutlery (stainless steel), glasses/cups/mugs (ceramic, porcelain or glass).

Estimated value in lei without VAT: 170 lei/person

Photo-video services at the location: Casino Centrul de Cultură Urbană, Cluj-Napoca Municipality (between the hours: 15.00 – 18.00):

• The presence of at least one professional photographer (for the requested photo services) and the filming team (for the audio-video services) will be ensured.
• The contracting authority will provide the information at its disposal regarding the conditions under which the event is held, to facilitate the provider's decision regarding the equipment to be used. The final responsibility for ensuring the quality of the deliverables belongs exclusively to the provider.
• The team that will perform the photo-video services will have this indicative list of equipment, but not limited to this:
  • at least one High Definition video camera (1920×1080) and its complementary accessories: tripod, lighting equipment necessary for filming in dimly lit spaces and/or in situations where the intensity of ambient light is reduced, high-fidelity accessories for recording sound and suitable memory media with large storage capacity;
  • at least one high-performance camera (eg DSLR) accompanied by fixed and variable focal length lenses (ultra wide and telephoto lens) and accessories (flash or other additional light source, tripod, stabilizer, filters, batteries and appropriate memory media etc.).
• Sufficient photographs will be taken to ensure the delivery of at least 200 raw (unedited) photographs/event and a minimum of 100 edited photographs.
• The set of photographs delivered to the contracting authority shall contain at least, but not be limited to, the following elements:
  • one image with the key moments of the event (for example, registration of guests, giving presentations, addressing questions from the audience, etc.);
  • a close-up and a medium shot (or tight medium shot, as the case may be) of each speaker;
  • an outline of the speaker(s);
  • an overall plan;
• The video recordings of the event will be performed with professional equipment, so that video files can be made and delivered in High Definition resolution (1920×1080). At the end of the event, a presentation film (aftermovie) will be delivered with a duration between a minimum of 1 minute and a maximum of 2 minutes.
  • depending on the situation, different types of frames will be recorded, such as: overall plan, general plan, whole plan, American plan, medium plan, detail plan, connecting plan - with the role of ensuring the transition from one sequence to another ;
  • panning and zooming should be avoided;
  • frames with moving (shaken), tilted, dark (without sufficient light), blurry or blurred images, with defective frames are not accepted;
  • after the completion of the filming, the provider will carry out the editing and graphic editing of the recording material by:
    • combining filmed frames;
    • inserting some graphic elements;
    • adding a soundtrack and voiceover, if applicable;
    • inserting a subtitle, if necessary;
    • the transition between frames will be made by simple cuts (cut-cut).
• the resulting file must be relevant to the filmed event, coherent, sequences in logical sequence, and image, sound (soundtrack) and graphics in sync.
• the resulting file will be delivered on a storage medium (CD/DVD, USB stick) within a maximum of 10 consecutive working days from the moment the services are provided

Estimated value without VAT: 9,000 lei

Event organization and monitoring/coordination services:

• Supervise the smooth running of Day 1 + Day 2 activities/services
• Organizing and allocating the necessary resources for the good organization and subsequent running of the event;
• Maintaining a constant link with the Contracting Authority to ensure the smooth running of all activities within the event;
• Making a trip to the chosen location before the event in order to establish the organizational details;
• Checking the equipment in the room and the presence of the Internet connection;
• Preparing and checking the room, in order to comply with the technical conditions necessary for the smooth running of the event;
• Organization of coffee break and lunch;
• Monitoring the progress of the event;
• The distribution and collection of photos and the presentation film taken at the event which will later be made available to the Contracting Authority; The presence of at least one person from the Provider available for the entire duration of the event (Day 1 + Day 2) for aspects related to the organization and logistics;
• The economic operator will nominate the technical coordinator or coordinators, with experience in organizing events, who will supervise the services provided during the event, including the good provision of catering services, who will constantly maintain contact with the representatives of the Contracting Authority and those of the other suppliers of services - catering, interpreting, photo-video, hotel services.

Estimated value without VAT: 7,000 lei

The final number of participants will be confirmed one business day before the events on 11/28/2022 and 11/29/2022, and may be higher or lower than the initial estimated number.

The financial offer will be presented for each individual service.

Contract: YES

Term of delivery/performance/execution: 28-29 November 2022

Award criteria: lowest price/total offer, subject to full fulfillment of technical requirements and 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 25.11.2022 at 10:00