Call for Quotations Venue and Refreshments for a Two-Day Seminar

Quotation Reference: QT/ 39/2015

Call for Quotations – Venue and Refreshments for a two-day seminar

Dear Sir/Madam,

The National Commission for the Promotion of Equality (NCPE) is requesting a quotation for the provision of a venue and partially organically sourced refreshments for a two-day seminar for the Project JUST/2012/PROG/AG/4733/VAW ‘Forms of Violence in Malta – a gender perspective’. The project is co-financed by the European Union Programme for the Employment and Social Solidarity - PROGRESS (2007 - 2013). This programme is implemented by the European Commission.

Target date: November 2015 (weekend) OR as indicated by NCPE.

The service provider will be responsible for the following services:

A seminar will be organised for youths and teenagers to sensitise them on violence against women and girls. This activity will be carried out over two (2) full days. For this activity, the service provider is requested to provide the following services:

 A professional and appropriate set up in a hotel of a minimum of four (4) stars or an appropriate venue with an equivalent standard, in the central part of Malta (centrally- located) of a capacity for a minimum of twenty-five (25) participants for the activity for a two-day seminar;  The venue chosen must have a meeting hall/conference room to be set up in a classroom style or as otherwise indicated by NCPE, to accommodate a minimum of twenty-five (25) seated individuals together with trainers and facilitators. In addition, the tenderer is requested to provide a per person charge for any additional attendees. NCPE will forward the final list of attendees by latest 24 hours (one calendar day) prior to the commencement of the activity.  The venue must also include: a covered top table suitable to seat three (3) persons with a laptop with free internet access already set up and connected with the PA system; a clicker, a screen, Maltese and EU flags on flagpoles, a flip chart with colored markers and a projector or as otherwise indicated.  The venue must be well lit but with provisions for appropriate dimming/shading so that all projections are clearly visible from all angles of the hall/room;  The venue must be fully accessible for persons with disabilities in line with KNPD’s “Access for All Guidelines” (available at www.knpd.org);  The venue must 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);  The venue must have use of internet and Wi-Fi (free of charge) or as indicated by NCPE.  The venue must have adequate air-conditioning or heating facilities as the case may be;  The hiring/leasing of equipment (including all necessary connections) subject to a request by NCPE of: a screen; a projector; a laptop with free internet access; a flip chart with coloured markers; and a PA system (which includes: one (1) roving microphone with

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. adequate range, two (2) fixed microphones for the top table and connections for all equipment for audio / visual purpose together with the facility to connect a laptop with PA system for audio/visual purposesincluding connections for all equipment). (Bidders are also to note that such equipment shall only be needed subject to the exigencies 1 of the event, venue and the needs of the training service provider);  Technical support during the entire activity, including the setting up and dismantling of all the equipment being requested;  The service provider must ensure that a one (1) breakout room is made available on both days of the training session. The breakout room must at least accommodate 15 seated individuals.  The provision of signage to indicate the location of the Training Room must be clearly displayed at the main entrance / foyer of venue and leading to the respective training room/s on both days of the training. This signage must include all project logos (which will be provided as soft copy by NCPE);  Ensure that adequate medical provisions are in place in case of emergencies and/or accidents that may need the attention of a doctor or first aid;  Ensure that all emergency exits and assembly points are easily accessible and clearly marked in accordance with the directives established by the Occupational Health and Safety Authority;  Ensure that all linen/felt used to cover all tables is laundered and ironed prior to the training;  Set up a felt-covered registration table and three chairs in a comfortable area adjacent to the hall/room used for training which is to act as a reception for the arriving participants, plus an additional table on which NCPE publications and other materials will be displayed and made available for the training attendees;  Ensure that adequate cloakroom and restroom facilities are provided for all attendees. The service provider must ensure that the restrooms made available are maintained clean all the time;  Ensure that adequate and easy accessible parking facilities are made available for trainers and NCPE staff. In cases where the hotel/venue offers parking facilities, such facilities will be offered at a cheaper price than the usual price. Hence parking vouchers at a reduced cost are to be made available at reception desk.

1 With regards to hiring and leasing of equipment, NCPE must be charged only on the amount of equipment requested 24 hours prior to the event at the latest.

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. Catering

 Two (2) breakfasts must be served as welcome refreshments prior to the beginning of the session on the first and second day of training. For the welcome breakfasts, the service provider has to supply six (6) food items which should include a mixture of savoury and sweet refreshments together with fresh fruit cuts, tea, coffee, juices, and water. All food provided needs to be clearly marked and the service provider needs to cater for all food requirements such as gluten or lactose intolerance, vegetarian, vegan or as directed by NCPE;  Two (2) light lunches must be served half way through the session on the first and second day of training. For this light lunch the service provider has to supply six (6) types of savouries and two (2) types of sweet refreshments together with fresh fruit cuts, free flowing water and soft drinks for each person. All food provided needs to be clearly marked and the service provider needs to cater for all food requirements such as gluten or lactose intolerance, vegetarian, vegan or as directed by NCPE;  Two (2) 15-20 minute coffee breaks adequate for the number of attendees will be needed during the session around half-way between lunch and the end of the session on the first day and on the second day of training. Therefore, in total four (4) coffee breaks over two days would be served; two on the first day and two on the second day. The service provider has to provide drinks and food which should minimally include tea, coffee, juices, and water together with fresh fruit cuts and an assortment of sweet pastries. All food provided needs to be clearly marked and the service provider needs to cater for all food requirements such as gluten or lactose intolerance, vegetarian, vegan or as directed by NCPE;  Fresh fruit cuts, savouries, sweets and drinks may be either served by waitering staff or as self service. In the case of self service, all items must be placed on individual tables that are accessible to all attendees. Price should be at a per person rate and charged according to attendance confirmed;  Large bottles of still water together with non disposable glasses, mints or other such sweets should be available for the participants including facilitators throughout the entire event at the main hall and replenished when necessary. NB: NCPE must only be charged for water that is consumed during the event. Bottles of water that remain unopened cannot be billed to NCPE  An estimated number of participants will be given to the service provider at least 24 hours prior to the activity.

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. AT TENDER SUBMISSION BIDDERS ARE REQUESTED TO SUBMIT:

. A minimum of TWO (2) pictures of the meeting hall where they intend to host the seminar; . A minimum of TWO (2) pictures of the break-out room to be provided . A minimum of TWO (2) Coffee Break menus each including minimally: tea, coffee, juices, water, fresh fruit cuts and assortment of sweet pastries. Both menus must be provided at the same price per person quoted in the activity compliance form; . A minimum of TWO (2) Breakfast menus each including minimally SIX (6) food items (a mix of savoury and sweet items), fresh fruit cuts, tea, coffee, juices, water. Each menu must be provided at the same price per person as quoted in the activity compliance form; . A minimum of TWO (2) Light Lunch menus each including minimally SIX (6) types of savouries, TWO (2) types of sweet refreshments, fresh fruit cuts, free flowing water and one free soft drink for each person. Each menu must be provided at the same price per person as quoted in the activity compliance form;

N.B: Menus for special dietary requirements need not be submitted at tendering stage. However such menus must be made available upon request and at the same prices quoted in the Activity Compliance From.

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. 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: VAT no: Telephone Number: Mobile Number: Fax Number: E-mail address:

Requirements Specify if the requirement can be met

YES / NO Confirmation of hosting the seminar, including responsibility, coordination and logistics of all items described in the activity subject to specific instructions from NCPE.

Provision of a Venue and Refreshments Partially Produced from Organic Sources for the Seminar (live-in)

Length of activity: Two (2) full days.

Venue Requirements and Hall Specifications

Type Requirements Please add further Specify if comments/description requirement can be met

YES/NO Minimum Four (4) star hotel or conference hotel stars venue of equivalent standard with a minimum capacity of twenty-five (25) persons Venue Malta – Centrally located Location

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. Assistance Technical support must be available needed during the entire activity, including the setting up and dismantling of all the equipment being requested.

Accessibility Venue should have full accessibility and facilities to persons with a disability in line with the Guidelines set by the National Commission for Persons with a Disability (KNPD).

Thermal Air-Conditioning or heating facilities Comfort as the case may be

The meeting room must be set up in a classroom style or as otherwise indicated by NCPE, to accommodate at least a minimum of twenty-five (25) seated individuals together with trainers and facilitators.

A covered top table suitable to seat three (3) persons with a laptop with free internet access already set up and connected with the PA system, or as otherwise indicated Hall Set up Maltese and EU flags on flagpoles A felt-covered registration table and three (3) chairs needs to be set up in a comfortable area which is to act as a reception for the arriving participants

An additional table on which NCPE publications will be displayed at reception area

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. Well lit room providing for appropriate stage lighting and Lighting dimming/shading for clearly visible projections from all corners of the room Room/ venue is to be located away from any noise, especially if windows must be left open (this Location 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 Security separate and accessible storeroom for client’s own use which can be locked up Appropriate directional signage to the event (logos to be provided by Directions NCPE but artwork is to be developed and printed by the service provider)

Health & Easy accessible and clearly marked Safety emergency exits

The venue must have use of Internet internet and Wi-Fi (free of Charge for all participants) (1) Breakout room is to be made available for the (2) days of Breakout the seminar. The breakout room room must at least accommodate 15 seated individuals or as otherwise indicated by NCPE.

Table A: Price of venue in Euro for two (2) full day training sessions as per above requirements and specifications:

Net: €

Any discount: (specify rate) % €

Vat (specify rate): % €

Total: €

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. Equipment Specifications

Specify if Specify price per requirement training session (in Please add further Type Specifications can be met Euro and exclusive comments/description of VAT) or NA if Yes/NO not applicable

Provision of a screen €

Provision of a projector € Provision of a laptop with free internet connection already € connected with the PA system

Equipment Provision of a PA system (which includes: at (The least one (1) roving hiring/leasing microphone with adequate range, two (2) of equipment € subject to a fixed microphones for direct request the top table and by NCPE) connections for all equipment for audio/visual purpose.

Provision of a flip-chart € with coloured markers

The supply of Other pens/pencils and € Requirements writing pads for all participants

N.B. The equipment specifications must be supplied on both days of the seminar.

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. Table B: Cost of equipment for two (2) full day training session and additional requirements (in Euro) as per above:

Net: €

Total: €

Table C: The Price for two (2) full day training sessions {Venues (Table A) + Equipment (Table B)}

Net: €

Total: €

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. 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 two (2) light lunches adequate for the number of attendees will be needed during this full day training session. The total number of attendees is to be estimated as a minimum of twenty-five (25) attendees together with their facilitators and trainers, or as otherwise directed by NCPE up to 24 prior to the commencement of the activity.

Specify if Specify price requirement can be Please add further (in Euro) per Type Requirements met comments/ person Description exclusive of Yes/NO VAT)

One (1) large still mineral water per participant2 with non-disposable glasses plus mints or other such sweets for Water and all participants throughout € Mints the sessions served at the main hall and replenished when necessary for both days of the training.

2 NCPE must only be charged for water that is consumed during the event. Bottles of water that remain unopened cannot be billed to NCPE

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. Two (2) Breakfasts should be served at the beginning of the session on the first and second days of the seminar:

 six (6) types of food items (including a mix of savouries and sweet food items) and  two (2) types of sweet refreshments together with  fresh fruit cuts, Breakfast  free flowing water, tea, coffee and juices for each person.

All food provided needs to be clearly marked and the service provider may need to cater for all food requirements such as, gluten or lactose intolerance, vegetarian, vegan or as otherwise directed by NCPE;

Four (4) Coffee / tea breaks: Two (2) 15-20 minute coffee break should be served on the first and second days of the seminar, in between the light lunch at the end of the session on each day, for the € Coffee / number of attendees. tea breaks The service provider has to provide drinks and food which should minimally include tea, coffee, juices, and water together with fresh fruit cuts, and an assortment of sweet pastries.

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. Two (2) light lunches should be served half way through the session on the first and second days of the seminar.

For this light lunch the service provider has to supply:  six (6) types of savouries and  two (2) types of sweet refreshments together with € Light  fresh fruit cuts, Lunches  free flowing water and one free soft drink for each person.

All food provided needs to be clearly marked and the service provider may need to cater for all food requirements such as, gluten or lactose intolerance, vegetarian, vegan or as otherwise directed by NCPE;

Table D: Total cost of catering for two (2) full day training sessions in Euro for one (1) person as per above requirements:

Net: €

Total: €

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. Table E: Total cost of catering for two (2) full day training session in Euro based on a minimum of twenty-five (25) participants together with their trainers and facilitators as per above requirements:

Net: €

Total: €

Table F: Final Price for Seminar: {Venue and Equipment (Table C) + Catering (Table E)}:

Net: €

Total3: €

For all of the activities mentioned above, the Service Provider is to liaise with NCPE. This quotation will be awarded to the cheapest offer on the basis of the price and provision of all the services being requested.

Additional Requirements: 1. The price for catering (all food and beverages including water) is to be charged at a per person rate, depending on the number of participants booked by NCPE up to 24 hours prior to the event; 2. NCPE reserves the right to postpone the activity to a later date and/or cancel the activity giving –forty-eight (48) hours notice (equivalent to two calendar days). No cancellation fees are to be applicable; 3. NCPE will provide the Service Provider with an estimate number of attendees 24 hours prior to the activity; 4. NCPE reserves the right to add and/or decrease the number of persons attending the Activity within the above mentioned time periods; 5. Adequate provisions in case of emergencies or accidents that may need the attention of a doctor or first aid; 6. All linen/felt used to cover all tables must be laundered and ironed prior to the conference;

3 This total may vary due to per capita charge for catering

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. 7. It being assumed that in cases where the hotel / venue offers parking facilities, such facilities are made available for trainers and NCPE staff at a cheaper price than the usual price. Hence parking vouchers at a reduced cost are to be made available at reception desk.

Payment shall be made in the following manner: NCPE will only pay the full amount for the service provided once the activity is completed, upon receipt of an invoice and a short activity report which shall be submitted to NCPE and subsequently approved by NCPE. It is therefore important to note that no pre-financing payment / deposit will be effected prior to the aforementioned conditions being met.

MAXIMUM BUDGET FOR THIS QUOTATION: € 5,750 (Excl VAT)

N.B. The quotation will be awarded to the cheapest offer fulfilling the criteria set out in this document.

Any queries should be sent via email to [email protected], specifying the quotation reference and quotation title up to three (3) working days prior to closing date for this call for quotations (closing day included). The Contracting Authority reserves the right to issue clarifications and/or corrigenda up to two (2) working days prior to closing date for this call for quotations (closing day included).

Offers should reach NCPE by email on [email protected] by not later than Friday 30th October 2015 by 10.00am (CET). Late submissions will not be accepted.

Best regards,

Darren Chetcuti Project Coordinator

National Commission for the Promotion of Equality (NCPE) Gattard House, National Road, Blata l-Bajda HMR9010

Tel: +356 2590 3853 Fax: +356 2590 3851 Website: www.equality.gov.mt Email: [email protected]

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.