National Commission for the
Promotion of Equality
(NCPE)
Gattard House, National Road, Blata l-Bajda HMR 9010
Telephone: (356) 2590 3850
Fax: (356) 2590 3851
Email: equality@gov.mt
Website: http://www.equality.gov.mt
Tender Reference:
DT-NCPE/05/2012
VENUES &REFRESHMENTS
TENDER
This Tender is free of charge
Date Published:
3rd August 2012
Closing Date:
27th August 2012
at 10:00 CET
This project is supported by the European Union Programme
for Employment and Social Solidarity PROGRESS (2007-2013)
This programme is implemented by the European Commission
IMPORTANT:
 No Bid Bond is requested for this tender
Clarification shall be uploaded and will be available to view/download from
www.equality.gov.mt
The information contained in this Tender Document does not necessarily reflect the opinion or the position of the European
Commission. This tender reflects the author’s view, and the Commission is not liable for any use that may be made of the
information contained therein.
Page 1
TENDER FOR THE PROVISION OF VENUES &
REFRESHMENTS
Table of Contents
Table of Contents ........................................................................................... 2
VOLUME 1 SECTION 2 – TENDER FORM .................................................................. 4
VOLUME 1 SECTION 3 - TENDERER’S STATEMENTS ................................................... 7
1. Statement on Conditions of Employment .......................................................... 7
Form 1a - Power of Attorney ............................................................................ 8
2. Experience as Contractor ............................................................................. 9
3.1 – Data on Joint Venture/Consortium (Where applicable) .....................................10
3.2 – Sub-Contracting (Where applicable / If Known) ..............................................11
4. List of Documents.....................................................................................12
VOLUME 3 SECTION 2 – ACTIVITY COMPLIANCE FORM ............................................. 13
Suppliers/Contractor’s details.......................................................................... 13
Venue Requirements ..................................................................................... 13
Equipment Specifications ............................................................................... 14
Table A: Cost of equipment for one (1) training session and additional requirements (in
Euro) as per above:....................................................................................... 14
Table B: Total cost of equipment for four (4) training sessions and additional
requirements (in Euro) as per above: ................................................................ 15
Hall Specifications ........................................................................................ 15
Table C: Price of hall /venue (in Euro for one (1) training session) as per above
requirements and specifications:...................................................................... 16
Table D: Price of hall /venue (in Euro for four (4) training sessions) as per above
requirements and specifications:...................................................................... 17
Table E: Final Price {Equipment (Table B) + Venues (Table D) for 4 training sessions} .... 17
Catering Requirements .................................................................................. 17
Catering is to be charged at a per person rate in accordance with the final number
confirmed by NCPE. ...................................................................................... 17
A total of one (1) coffee break adequate for the number of attendees will be needed
during each training session. The total number of attendees is to be estimated as 26 for
the purpose of this activity. ............................................................................ 17
Table F: Total cost of catering (in Euro for one (1) training session) per person as per
above requirements: ..................................................................................... 18
Table G: Total cost of catering (in Euro for the four (4) training sessions) per person as
per above requirements: ................................................................................ 18
Table H: Total cost of catering (in Euro for the four (4) training sessions) based on a
minimum of 26 participants as per above requirements: ........................................ 18
Table I: Final Price for Activity 1: {Venue and Equipment (Table E) + Catering (Table
H)}: .......................................................................................................... 18
Venue Requirements ..................................................................................... 19
Equipment Specifications ............................................................................... 19
Table J: Total cost of equipment and additional requirements (in Euro) as per above: ... 20
Hall Specifications ........................................................................................ 20
Table K: Price of hall /venue (in Euro) as per above requirements and specifications: .... 21
Table L: Final Price {Equipment (Table J) + Venue (Table K) for Final Conference}: ...... 21
Catering Requirements .................................................................................. 22
Catering is to be charged at a per person rate in accordance with the final number
confirmed by NCPE. ...................................................................................... 22
Page 2
A total of two (2) coffee breaks and one (1) light lunch adequate for the number of
attendees will be needed during the Final Conference. The total number of attendees is
to be estimated as 100 for the purpose of this activity. .......................................... 22
Table M: Total cost of catering (in Euro) per person as per above requirements: .......... 23
Table N: Total cost of catering (in Euro) based on 100 participants as per above
requirements: ............................................................................................. 23
Table O: Final Price for Activity 2: {Venue and Equipment (Table L) + Catering (Table
N)}: .......................................................................................................... 23
VOLUME 4 - FINANCIAL BID.............................................................................. 24
VOLUME 5 – OTHER DOCUMENTS ....................................................................... 25
List of documents attached ............................................................................25
~~~~~~~~~~~~~~~
Page 3
VOLUME 1 SECTION 2 – TENDER FORM
(A separate, distinct Tender Form must be submitted for EACH OPTION – if applicable - submitted)
Tender reference:
DT-NCPE/05/2012
Name of Tender: Tender for the provision of Venues & Refreshments for the Project
JUST/2011/PROG/AG/1902 I’m Not Racist, But…
A. TENDER
SUBMITTED BY:
(This will be included in the Summary of Tenders Received)
In case of a Joint Venture/Consortium:
Name(s) of Leader/Partner(s)
Leader 1
Partner
Nationality
Proportion
of
Responsibilities2
1
Etc …
1. Add/delete additional lines for partners as appropriate. Note that a sub-contractor is not considered to be a partner for the purposes
of this tender procedure. If this tender is being submitted by an individual tenderer, the name of the tenderer should be entered as
'leader' (and all other lines should be deleted)
2. Proposed proportion of responsibilities between partners (in %) with indication of the type of the works to be performed by each
partner (the company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of
the contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must
have the ability to carry out at least 10% of the contract works by its own means).
Service intended to be subcontracted
Name and details of
sub-contractors
Value of subcontracting as
percentage of the
total cost 3
Experience in
similar services
(details to be
specified)
1
2
(.)
3. The maximum amount of sub-contracting must not exceed 30% of the total contract value. The main contractor must have the ability
to carry out at least 70% of the contract works by his own means.
B
CONTACT PERSON (for this tender)
Name
Telephone
Surname
(____) ________________________
Fax
(____) ________________________
Address
...............................................................................................................
................................................................................................... ............
Page 4
E-mail
C
TENDERER'S DECLARATION(S)
To be completed and signed by the tenderer (including each partner in a consortium).
In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby
declare that:
1
We have examined, and accept in full and in its entirety, the content of this tender document
(including subsequent Clarifications Notes issued by the Contracting Authority) for invitation to tender
No [_________/_______] of [……/……/……]. We hereby accept the contents thereto in their entirety,
without reservation or restriction. We also understand that any disagreement, contradiction, alteration
or deviation shall lead to our tender offer not being considered any further.
2
We offer to provide, in accordance with the terms of the tender document and the conditions and time
limits laid down, without reserve or restriction, the following services:
Activity No [1]:[………………………………………………………….……] [description of services]
Activity No [2]:[………………………………………………………….……] [description of services]
3
The total price of our tender (inclusive of duties, VAT, other taxes and any discounts) is:
Activities no. 1and 2: [……………………………………………..]
4
This tender is valid for a period of 150 days from the final date for submission of tenders.
5
We are making this application in our own right and [as partner in the consortium led by < name of
the leader / ourselves >] for this tender. We confirm that we are not tendering for the same contract
in any other form. [We confirm, as a partner in the consortium, that all partners are jointly and
severally liable by law for the performance of the contract, that the lead partner is authorised to bind,
and receive instructions for and on behalf of, each member, and that all partners in the joint
venture/consortium are bound to remain in the joint venture/consortium for the entire period of the
contract's performance]. We are fully aware that, in the case of a consortium, the composition of the
consortium cannot be modified in the course of the tender procedure.
6
We are not bankrupt or under an administration appointed by the Court, or under proceedings leading
to a declaration of bankruptcy. We also declare that we have not been convicted criminally, or found
guilty of professional misconduct. Furthermore, we are up-to-date in the payment of social security
contributions and other taxes.
7
We accept that we shall be excluded from participation in the award of this tender if compliance
certificates in respect of declarations made under Clause 6 of this declaration are not submitted by
the indicated dates.
8
We agree to abide by the ethics clauses of the instructions to tenderers and, in particular, have no
potential conflict of interests or any relation with other candidates or other parties in the tender
procedure at the time of the submission of this application. We have no interest of any nature
whatsoever in any other tender in this procedure. We recognise that our tender may be excluded if we
propose key experts who have been involved in preparing this project or engage such personnel as
advisers in the preparation of our tender.
9
We will inform the Contracting Authority immediately if there is any change in the above
circumstances at any stage during the implementation of the contract. We also fully recognise and
accept that any false, inaccurate or incomplete information deliberately provided in this application
may result in our exclusion from this and other contracts funded by the Government of Malta and the
European Communities.
10
Our tender submission has been made in conformity with the Instructions to Tenderers, and in this
respect we confirm having included in the appropriate packages as required, the following
documentation:
Page 5
(a)
(b)
(c)
General Information (Note 1)
o Statement on Conditions of Employment
Technical Capacity (Note 2)
● Experience as Contractor
Evaluation Criteria/Technical Specifications (Note 2)
● List of Documents
● Activity Compliance Form
(d)
Tender Form, and Financial Offer (Note 2)
Notes:
1.
2.
Tenderers will be requested to clarify/rectify any incorrect and/or incomplete
documentation, and/or submit any missing documents within two working days from
notification.
No rectification shall be allowed. Only clarifications on the submitted information may be
requested.
11
I acknowledge that the Contracting Authority shall request rectifications in respect of incomplete/nonsubmitted information pertinent to the documentation listed in Clause 11(a) of this Tender Form. We
understand that such rectification/s must be submitted within two (2) working days, and will be
subject to a non-refundable administrative penalty of €50, and that failure to comply shall result in
our offer not being considered any further.
12
We note that the Contracting Authority is not bound to proceed with this invitation to tender and that
it reserves the right to cancel or award only part of the contract. It will incur no liability towards us
should it do so.
Name and Surname:
_________________________________________
I.D. / Passport Number:
_________________________________________
Signature of tenderer:
_________________________________________
Duly authorised to sign this
tender on behalf of:
_________________________________________
Company/Lead Partner VAT No:
(if applicable)
_________________________________________
VAT status:
_________________________________________
Stamp of the firm/company:
_________________________________________
Place and date:
_____________________________________
Page 6
VOLUME 1 SECTION 3 - TENDERER’S STATEMENTS
1. Statement on Conditions of Employment
Tenderers are to ensure that self-employed personnel are not engaged on this contract.
Non-compliance will invalidate the contract
It is hereby declared that all employees engaged on this contract shall enjoy working conditions such as
wages, salaries, vacation and sick leave, maternity and parental leave as provided for in the relative
Employment Legislation. Furthermore, we shall comply with Chapter 424 of the Laws of Malta (Occupational
Health and Safety Authority Act) as well as any other national legislation, regulations, standards and/or
codes of practice or any amendment thereto in effect during the execution of the contract.
In the event that it is proved otherwise during the execution of the contract it is hereby being consented
that the contract is terminated with immediate effect and that no claim for damages or compensation be
raised by us.
I agree and commit to submit a copy of the monthly payslips of the employees being detailed to carry out the
services and also the copies of the FS3 forms at the end of the year if so requested.
Signature:
.............................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
.............................................................
Page 7
Form 1a - Power of Attorney
Please attach here the power of attorney empowering the signatory of the tender and all related
documentation.
Signature:
....................................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
....................................................................
Page 8
2. Experience as Contractor
List of contracts of similar nature and extent performed between 2002 and 2012 (both years included):
Description of Services
Signature:
Period of Execution
Client*/
(mm/yy to mm/yy)
Contracting Authority*
....................................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
.............................................................
Page 9
3.1 – Data on Joint Venture/Consortium (Where applicable)
1
Name
…..................................................................
2
Managing Board’s Contact Details
Address: ….......................................................
…........................................................
Telephone: …..................... Fax: ….....................
Email: …..........................................................
3
Agency in the state of the
Contracting Authority, if any
(in the case of a Joint
Venture/Consortium with a
foreign lead partner)
Address: ….......................................................
…........................................................
Telephone: …..................... Fax: ….....................
Email: …..........................................................
4
5
Names of Partners
(i)
…....................................................
(ii)
…....................................................
(iii)
…....................................................
(iv)
…....................................................
Name of Lead Partner
….....................................................
6
Agreement governing the formation of the Joint Venture/Consortium
(Enclose Joint Venture/ Consortium Agreement)
Place of Signature:
Date of Signature:
…...............................................
7
…................................................
Proposed proportion of responsibilities between partners (in %) with indication of the type of the
works to be performed by each*
* The company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of the
contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must
have the ability to carry out at least 10% of the contract works by its own means
Signature:
….......................................... - …..%
….......................................... - …..%
….......................................... - …..%
….......................................... - …..%
…..........................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
…..........................................................
Page 10
3.2 – Sub-Contracting (Where applicable / If Known)
If the tenderer plans to sub-contract part of the works, he must provide the following details:
Service/s intended to be
sub-contracted
Signature:
Name and details of
sub-contractors
Value of sub-contracting
as percentage of the
total cost
Experience in similar
services (details to be
specified)
…..........................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
…..........................................................
Page 11
4. List of Documents
1. List of documents1 to be submitted with the tender:
Item
1
Power Of Attorney (If Applicable)
Reference in Technical
Specifications
Volume 1, Section 3
2
Data Venture/Consortium (IF Applicable)
Volume 1, Section 3
3
Sub-contracting (If Applicable)
Volume 1, Section 3
4
Section 4.2 of the Terms of Reference
9
Images of venue/s for the Training Sessions and Final
Conference
Three (3) Sample Menus for one (1) coffee break to be
used during all four (4) Training Sessions (Activity 1).
NB: Catering must accommodate African minority
dietary requirements
Three (3) Sample Menus to be used for the Final
Conference two (2) coffee breaks
Three (3) Sample Light Lunch Menus for the Final
Conference
Confirmation of hosting the four (4) Training Sessions
and the Final Conference. This includes the
responsibility, coordination and logistics of all items
described in the respective activities subject to specific
instructions from NCPE
Company profile
10
Other Documents (If Applicable)
5
6
7
8
Signature:
Description
Section 4.2 of the Terms of Reference
Section 4.2 of the Terms of Reference
Section 4.2 of the Terms of Reference
Section 4.2 of the Terms of Reference
Section 6 of the Instructions to
Tenderers
Volume 5
....................................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
....................................................................
1
Apart from the documents listed in “4. List of Documents”, the service provider also has to submit at tender submission stage all
documents listed in clause 16.1 of the Instructions to Tenders (Volume 1 Section 1).
Page 12
VOLUME 3 SECTION 2 – ACTIVITY COMPLIANCE FORM
ONLY OFFERS SUBMITTED IN THE BELOW STIPULATED FORMAT WILL BE CONSIDERED
OFFER DATE: _____________________
Suppliers/Contractor’s details
Company’s Name:
Contact Person’s Name and Surname:
Company’s Address:
Trading Licence no:
VAT no:
Telephone Number:
Mobile Number:
Fax Number:
E-mail address:
Valid to :
Lot 1 Activity 1: Venue and refreshments for Training Sessions to the
African minority
Venue Requirements
Type
Requirements
Minimum
hotel stars
Five (5) star hotel or conference
venue of equivalent standard with a
minimum capacity of 26 persons
together
with
trainers
and
facilitators.
Malta – Centrally located
A minimum of one (1) technician is
required to be available on site at
all times;
Specify
if
requirement can
be met
Please add further
comments/description
YES/NO
Location
Assistance
needed
Parking
Availability of free parking space
for
organizers,
trainers
and
participants
Accessibility
Venue should have full accessibility
and facilities to persons with a
disability in line with the Guidelines
set by the National Commission
Persons with a Disability.
Page 13
Equipment Specifications
Type
Specify
if
requirement
can be met
Specifications
Please add further
comments/description
Yes/NO
Provision of a flip chart
Specify price per
training session (in
Euro and exclusive
of VAT) or NA if
not applicable
€
€
Provision of a laptop
Provision of a projector
€
Provision of a screen
€
Provision
player
€
Equipment
(The
hiring/leasing
of equipment
subject to a
direct
request by
NCPE
of
a
DVD
Provision of a PA system
(which
includes:
at
least two (2) roving
microphones
with
adequate range, two (2)
fixed microphones for
the
training
panel
together
with
the
facility
to
connect
laptop and DVD player
with PA system for
audio/visual purposes)
including
connections
for all equipment.
€
Table A: Cost of equipment for one (1) training session and additional requirements (in Euro) as per
above:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Page 14
Table B: Total cost of equipment for four (4) training sessions and additional requirements (in Euro) as
per above:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Hall Specifications
Type
Specifications
Thermal
Comfort
Air-Conditioning
or
thermally comfortable
Hall Set up
Lighting
Directions
Location
Security
The Hall must be set up
in a Classroom style or
as otherwise indicated by
NCPE. On one side of this
classroom style, four
chairs and a table are to
be reserved for the
training panel. Moreover
A registration table with
three chairs must be
provided
Well
lit
room
but
providing for appropriate
stage
lighting
and
dimming/shading
for
clearly visible projections
from all corners of the
room
Appropriate directional
signage to the event
(artwork to be provided
by NCPE but printed by
the service provider)
Room/ venue is to be
located away from any
noise,
especially
if
windows must be left
open (this includes noise
emanating from other
events,
from
air
conditioning
or
from
other systems)
Room / venue
would
require to be locked
when not in use, or else,
the service provider is to
provide a separate and
accessible storeroom for
client’s own use which
can be locked up
Specify
if
requirement
can be met
Yes/NO
Please
add
further
comments/description
Specify price per
training session (in
Euro and exclusive
of VAT) or NA if not
applicable
€
€
€
€
€
€
Page 15
Special
Requirements
Reserved seats for person
requiring a Sign Language
Interpreter2 and spaces
in
aisle
to
fit
wheelchairs.
€
Health
Safety
Easy Accessible Fire Exits
€
&
Other
Requirements
Child
care
facility room
Supply of pens and
writing pads for all
participants
of
the
training
A child caring room must
be provided on the same
floor the training sessions
will occur.
The room must be fully
accessible for persons
with disabilities in line
with KNPD’s “Access for
All Guidelines” (available
at www.knpd.org);
€
€
€
The room must be safe
for children/infants and
must feature health and
safety
regulation
in
relation to child caring
rooms.
€
The room must have
adequate
airconditioning or heating
facilities as the case may
be;
€
Table C: Price of hall /venue (in Euro for one (1) training session) as per above requirements and
specifications:
Net:
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
2
€
€
Sign Language Interpreter provided by NCPE if required.
Page 16
Table D: Price of hall /venue (in Euro for four (4) training sessions) as per above requirements and
specifications:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table E: Final Price {Equipment (Table B) + Venues (Table D) for 4 training sessions}
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Catering Requirements
Catering is to be charged at a per person rate in accordance with the final number confirmed by NCPE.
A total of one (1) coffee break adequate for the number of attendees will be needed during each training
session. The total number of attendees is to be estimated as 26 for the purpose of this activity.
Type
Requirements
Specify if
requirement can be
met
Yes/NO
Water and
Mints
Coffee /
tea breaks
One (1) large still mineral water
between two (2) participants
including facilitators with nondisposable glasses plus mints or
other such sweets for all
participants
throughout
the
sessions
One (1) 15-20 minute coffee
break adequate for the number
of attendees will be needed
during the training, to be held in
a space adequate for the number
of people present. Here, the
service provider has to provide
drinks which should minimally
include tea, coffee, juices, and
water together with fresh fruit
cuts, two (2) types of savouries
and one (1) type of sweet
refreshments NB: Catering must
accommodate African minority
dietary requirements.
Please add further
comments/descriptio
n
Specify
price (in
Euro) per
person
per item
€
€
Page 17
Table F: Total cost of catering (in Euro for one (1) training session) per person as per above
requirements:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table G: Total cost of catering (in Euro for the four (4) training sessions) per person as per above
requirements:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table H: Total cost of catering (in Euro for the four (4) training sessions) based on a minimum of 26
participants as per above requirements:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table I: Final Price for Activity 1: {Venue and Equipment (Table E) + Catering (Table H)}:
Net:
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total3:
3
€
€
THIS TOTAL MAY VARY DUE TO PER CAPITA CHARGE FOR CATERING
Page 18
Lot 1 Activity 2: Venue and refreshments for a Final Conference
Venue Requirements
Type
Requirements
Minimum
hotel stars
Five (5) star hotel or conference
venue of equivalent standard with a
minimum capacity of one hundred
(100)
persons
together
with
trainers/speakers and facilitators.
Malta – Centrally located
A minimum of one (1) technician is
required to be available on site at
all times;
Specify
if
requirement can
be met
Please add further
comments/description
YES/NO
Location
Assistance
needed
Parking
Availability of free parking space
for organizers, trainers/speakers/
VIP guests and participants
Accessibility
Venue should have full accessibility
and facilities to persons with a
disability in line with the Guidelines
set by the National Commission
Persons with a Disability.
Equipment Specifications
Type
Specify
if
requirement
can be met
Specifications
Provision of a flip chart
Equipment
(The
hiring/leasing
of equipment
subject to a
direct
request by
NCPE)
Please add further
comments/description
Specify price (in
Euro and exclusive
of VAT) or NA if
not applicable
Yes/NO
€
Provision of a laptop
€
Provision of a projector
€
Provision of a screen
€
Provision
player
€
of
a
DVD
Provision of a PA system
(which
includes:
at
least two (2) roving
microphones
with
adequate range, three
(3) fixed microphones
for the top table, one
(1) fixed microphone on
podium together with
the facility to connect
laptop and DVD player
with PA system for
audio/visual purposes)
including
connections
€
Page 19
for all equipment.
Table J: Total cost of equipment and additional requirements (in Euro) as per above:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Hall Specifications
Type
Specifications
Thermal
Comfort
Air-Conditioning
or
thermally comfortable
Hall Set up
Lighting
Directions
The Hall must be set up
in a Theatre style/
Classroom
Style/
Workshop Style or as
otherwise indicated by
NCPE, to accommodate
a minimum of one
hundred (100) seated
individuals. The venue
must also include: a
long covered top table
suitable to seat six (6)
persons; a professional
podium with laptop
already set up and
connected with the PA
system; a screen set up
behind the top table
and a projector (or as
indicated by NCPE).
Moreover A registration
table with three chairs
must be provided
Well lit room but
providing
for
appropriate
stage
lighting
and
dimming/shading
for
clearly
visible
projections from all
corners of the room
Appropriate directional
signage to the event
(artwork to be provided
by NCPE but printed by
the service provider)
Specify
if
requirement
can be met
Please add further
comments/description
Specify price (in
Euro and exclusive
of VAT) or NA if
not applicable
Yes/NO
€
€
€
€
Page 20
Location
Security
Special
Requirements
Health
Safety
&
Other
Requirements
Room/ venue is to be
located away from any
noise,
especially
if
windows must be left
open
(this
includes
noise emanating from
other events, from air
conditioning or from
other systems)
Room / venue would
require to be locked
when not in use, or
else,
the
service
provider is to provide a
separate and accessible
storeroom for client’s
own use which can be
locked up
Reserved
seats
for
person requiring a Sign
Language Interpreter4
and spaces in aisle to fit
wheelchairs.
Easy
Exits
Accessible
€
€
€
Fire
€
Supply of pens and
writing pads for all
participants
of
the
Conference
Supply of fresh low
flower arrangement for
the top table
€
€
Table K: Price of hall /venue (in Euro) as per above requirements and specifications:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table L: Final Price {Equipment (Table J) + Venue (Table K) for Final Conference}:
Net:
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
4
€
€
Sign Language Interpreter provided by NCPE if required.
Page 21
Catering Requirements
Catering is to be charged at a per person rate in accordance with the final number confirmed by NCPE.
A total of two (2) coffee breaks and one (1) light lunch adequate for the number of attendees will be needed
during the Final Conference. The total number of attendees is to be estimated as 100 for the purpose of this
activity.
Type
Requirements
Specify if
requirement can be
met
Yes/NO
Water and
Mints
Coffee
tea
breaks5
5
/
One (1) large still mineral water
between two (2) participants
including facilitators with nondisposable glasses plus mints or
other such sweets for all
throughout the sessions.
Please add further
comments/descriptio
n
Specify
price (in
Euro) per
person
per item
€
Coffee Break 1: 15-20 minute
coffee break adequate for the
number of attendees will be
needed around mid morning
during the conference, to be
held in a space adequate for the
number of people present. Here,
the service provider has to
provide drinks which should
minimally include tea, coffee,
juices, and water together with
fresh fruit cuts, two (2) types of
savouries and one (1) type of
sweet refreshments
€
Coffee Break 2: 15-20 minute
coffee break adequate for the
number of attendees will be
needed between lunch and the
end of the conference, to be
held in a space adequate for the
number of people present. Here,
the service provider has to
provide drinks which should
minimally include tea, coffee,
juices, and water together with
fresh fruit cuts, two (2) types of
savouries and one (1) type of
sweet refreshments.
€
Given that for both coffee breaks we will be choosing from the same three (3) sample menus, both coffee breaks have to
be equally priced .
Page 22
Lunch
One (1) light lunch including the
supply of six (6) types of
savouries and two (2) types of
sweet refreshments together
with fresh fruit cuts, free
flowing water and one free soft
drink for each person, should be
served half way during the
conference. All food provided
needs to be clearly marked and
the service provider need cater
for all food requirements as,
gluten or lactose intolerance,
vegetarian, vegan
Table M: Total cost of catering (in Euro) per person as per above requirements:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table N: Total cost of catering (in Euro) based on 100 participants as per above requirements:
Net:
€
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total:
€
Table O: Final Price for Activity 2: {Venue and Equipment (Table L) + Catering (Table N)}:
Net:
Any discount: (specify rate)
%
€
Vat (specify rate):
%
€
Total6:
6
€
€
THIS TOTAL MAY VARY DUE TO PER CAPITA CHARGE FOR CATERING
Page 23
VOLUME 4 - FINANCIAL BID
(GLOBAL PRICE CONTRACTS)
Global price for Venues & Refreshments Services as outlined in the Tender Document
Ref: DT-NCPE/05/2012
Description
Price inclusive of all
taxes but excluding
VAT
VAT
Amount in Euro (€)
Amount in Euro (€)
€..........................
€..........................
€..........................
Amount in Words:
Amount in Words:
Amount in Words:
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
............................
Total inclusive of VAT
Amount in Euro (€)
[insert
Description]
This final price for these activities is subject to the actual equipment requested and the actual number of
participants confirmed by latest 24 hours (equivalent to one calendar day) prior to each event
Page 24
VOLUME 5 – OTHER DOCUMENTS
List of documents attached
No
Name
Document No
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Page 25