Regarding the acquisition of: Seminar organization services

Purchase object: Seminar organization services, POCA 659/2/1, mysmis code 150753

Purchase object description (technical specifications): Accommodation and meal services for training course 1 within the POCA 569/2/1 project, mysmis code 150753

location: Zalău municipality

Period: November 15-17, 2022

CPV codes: 79951000-5

The event's agenda

1. Minimum specifications for accommodation, course activities and meals

• Accommodation is requested for each participant for 2 nights, single, with breakfast included (November 16 and 17), three lunches included (November 15, 16 and 17) and 2 dinners (November 15 and 16), in a single structure accommodation classified according to the legislation in force, with recommendations: minimum grade 8.0 on booking.com. Accommodation services will also provide conference room rental services for a fee. For accommodation services, the accommodation chart will be presented, signed and stamped by the accommodation unit. This will include the names of the people who have benefited from the accommodation, so as to reflect the provision of accommodation for the participants with the correct highlighting of the number of charged rooms and the period of accommodation.
• The accommodation structure will have a restaurant with a capacity of approximately 30 people for breakfast, lunch and dinner.
• The offer will be presented considering the price for each service/participant for an estimated number of approximately 29 people according to the requirements of point 4. The final number of participants will be announced at least three days before the event.

• The final number of participants will be announced at least three days before the event.

2. Menu

• Day 1

– Lunch will be served in the same location as the accommodation unit in Zalău Municipality. The restaurant/dining room will have a capacity of at least 30 people. The offer will include a composite menu: soup, main course, side dish for main course, bakery products, plain/mineral water. A fasting/vegetarian menu option will also be included.

• Coffee Break 1 buffet, set up in the area designated for the course activity, for 29 people:
  • Coffee, milk, glasses/cups, white/brown sugar;
  • Still and carbonated mineral water; 1 pc/person, at your choice
  • Sweet (jam or chocolate) and salty (ham and cheese) puff pastry, 2 pcs/person
  • Salted pastry with salted nuts: 2 pieces of salted pastry/person, 20 g of hazelnuts/person
  • Napkins, spoons or plastic accessories for mixing the contents of sweetened beverages
• The dinner will take place in the same location as the accommodation unit in the Municipality of Zalău. The restaurant/dining room will have a capacity of at least 30 people. The offer will include a menu consisting of: main course, garnish for main course, dessert, bakery products, plain/mineral water. A fasting/vegetarian menu option will also be included.

• Day 2

– Lunch will be served in the same location as the accommodation unit in Zalău Municipality. The restaurant/dining room will have a capacity of at least 30 people. The offer will include a menu consisting of: soup, main course, garnish for main course, bakery products, still/mineral water. A fasting/vegetarian menu option will also be included.

• Coffee Break 2 buffet, set up in the area designated for the course activity, for 29 people:
  • Coffee, milk, glasses/cups, white/brown sugar;
  • Still and carbonated mineral water; 1 pc/person, at your choice
  • Sweet (jam or chocolate) and salty (ham and cheese) puff pastry, 2 pcs / person
  • Salted pastry and salted peanuts: 2 salty pastries/person, 20 gr hazelnuts/person
  • Napkins, spoons or plastic accessories for mixing the contents of sweetened beverages.

– The dinner will take place in the same location as the accommodation unit in the Municipality of Zalău. The restaurant/dining room will have a capacity of at least 30 people. The offer will include a menu consisting of: main course, garnish for main course, dessert, bakery products, plain/mineral water. A fasting/vegetarian menu option will also be included

• Day 3

     – Lunch will be served in the same location as the accommodation unit in Zalău Municipality. The restaurant/dining room will have a capacity of at least 30 people. The offer will include a full menu: soup, main course, garnish for main course, bakery products, still/mineral water. A fasting/vegetarian menu option will also be included.

• Coffee Break 3 buffet, set up in the area designated for the course activity, for 29 people:
  • coffee, milk, glasses/cups , white/brown sugar;
  • Still and carbonated mineral water; 1 piece/person, at your choice
  • Sweet (jam or chocolate) and salty (ham and cheese) puff pastry, 2 pcs/person
  • Salted pastry and salted nuts: 2 pieces of salted pastry/person, 20 gr of hazelnuts/person
• Napkins, spoons or plastic accessories for mixing the contents of sweetened beverages

Depending on the number of requests, a vegetarian/fasting menu option will be provided.

The number of participants will be announced at least three days before the event. The value of the services actually provided (meals, accommodation, conference room) will be paid, based on the signed list of participants.

3. Conference room rental

• The conference room equipped with video projector, projection screen, with a capacity of at least 30 people.
• Tariffing starts from the entry of the organizers into the hall until the end of the event.
• Sockets and extension cords, round tables, space for coffee breaks in the hall or in the hallway will be provided

4. The financial offer will contain the costs grouped as follows:

• Cost of accommodation with breakfast/person with and without VAT
• Cost per meal / person with and without VAT
• Cost of coffee break/person with and without VAT
• Room rental cost/ 24 hours/3 days with and without VAT
• Total cost with and without VAT

The menu options are sent in detail for all days.

Estimated value in lei without VAT: accommodation services with breakfast = 219.05 lei/person/night, lunch and dinner = 95.24 lei/person, coffee break = 38.10 lei/person, room rental = 4201.68 lei/24 hours /Three days

Number of participants = approximately 29 people

Source of funding: budget project POCA 659/2/1, mysmis code 150753

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

Offer submission deadline 02.11.2022, 12 O'clock

Offers are sent by email to the address achizitii@nord-vest.ro

The language of the offer is Romanian.

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.