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Appendix I. Terms of Reference

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Appendix I. Terms of Reference Appendix I. Terms of Reference I.1. Description and scope of services Logistic services purchased under this procurement cover several areas of NIRAS’ activities defined below. Specific lists and scope of services to be provided will be indicated in a specific logistic request (call-off notice), prepared for each order. The quality of services shall meet the general and specific requirements defined in paragraph I.2 and I.3. As the part of tender, the tenderer shall confirm compliance of services to be provided with general and specific requirements by submitting Form-6. Compliance with service quality requirements. Failure to comply with the requirements or failure to provide true and relevant information by the tenderer will cause rejection the submitted tender. The documents and business processes services provision are described under section "I.4. Business processes of services". Logistic services to be provided on the whole territory of Ukraine, including villages and remote areas. List of partners (paragraph I.5) will give an overview of the possible geographical coverage of service provision. I.1.1. Business trips and activities for NIRAS team (app. 15% of the contract). To provide support to Hromadas, members of NIRAS’ team may have business trips to Hromadas or participate in events organised for NIRAS’ team countrywide. Logistic services to be provided for such activities are described in Table A1. Table A1. Logistic services to be provided for business trips and events for NIRAS’ team Type of services Upper limits (excl. events in Upper limits (for events in Kyiv) Kyiv) Transportation services by public Not higher than 2nd class Not higher than 2nd class transport Transportation services – Transfers: Cars (4 passenger seats) UAH 12 per km UAH 12 per km Minibus (minimum 19 seats) UAH 24 Per km UAH 24 Per km Waiting time UAH 300 Per hour UAH 300 Per hour Accommodation: Accommodation in Kyiv UAH 1500 per night per pax UAH 1500 per night per pax Accommodation in oblast centres (except UAH 1000 per night per pax - Kyiv) Accommodation (other locations) UAH 800 per night per pax - Catering services during events: Lunch in Lunch-box UAH 80,00 per pax UAH 100,00 per pax Lunch in café UAH 110,00 per pax UAH 110,00 per pax Coffee-break UAH 75,00 per pax per break UAH 90,00 per pax per break Dinner UAH 170,00 per pax UAH 200,00 per pax Rent of premises for event UAH 800,00 per hour UAH 800,00 per hour I.1.2. Trainings delivered by NIRAS to Hromadas (app. 85% of the contract) NIRAS delivers trainings for representatives of all partner Hromadas (staff, decision-makers, civil society and other stakeholders) on creation of proper Administrative Service Centers. Trainings to be delivered either in Hromadas or in nearby settlements /rayon centers/oblast centers. The list of Hromadas for which trainings are to be delivered is defined under the Chapter I.5 of the ToR. There are four types of trainings (table A2) each with different scope of logistic services to be provided – see table A2, A3). Table A2. Type and main characteristics of training Average Estimated total Number of number of Training Duration (days) number of trainings* trainers per participants training Module 1-2** 1 (fixed) 130 1 2 490 Module 3** 1 (fixed) 130 1 2 391 Module 4 2 (fixed) 90 1 1 234 Module 5 3 (average, may vary from2 to 5) 90 2 3874 *Number of trainings is estimated. Actual number of trainings may differ by joining or splitting participants from several Hromadas in larger/smaller groups. **Module 1-2 and Module 3 is usually delivered by one trainer during two days in a row. The estimated total number of participants of all trainings is 9989 persons. Table A3. List of services provided for each training: Type of services Upper limits Comment on scope Transportation Transportation services: travel by Not higher than 2nd class Provided for each trainer public transport Accommodation of trainer UAH 1500 per night Provided for each trainer (Accommodation in Kyiv) UAH 1000 per night (Accommodation in oblast centres (except Kyiv)) UAH 800 per night (Accommodation (other locations)) Catering Provided for training participants and trainers Lunch, one of: 1 lunch per training day. One type of lunch should be used Lunch-box UAH 80,00 per pax Lunch in café UAH 110,00 per pax Coffee-break UAH 75,00 per pax per break 2 coffee breaks per training day Rent of premises for events* Rent of premises for events UAH 800,00 per hour UAH 800,00 per hour * services to be provided occasionally on demand I.2. General requirements for the Services Table C1. General Requirement Code General requirements Загальні вимоги Offered services must meet all quality Запропоновані послуги мають відповідати всім C1.1 requirements regardless of where they are визначеним вимогам щодо якості незалежно від provided. місця їх надання Tenderer must be ready to provide services Учасник повинен бути готовим надати послуги на C1.2 countrywide according to logistic requests території всієї країни відповідно до логістичних received from NIRAS. заявок, отриманих від NIRAS Tenderer must be ready to handle at least 80 Учасник повинен бути готовий опрацьовувати C1.3 logistic requests per month and provide щонайменше 80 логістичних заявок на місяць та services according to them надавати послуги відповідно до них. Tenderer must be ready to appoint a Учасник повинен бути готовий призначити responsible manager for handling of each менеджера, відповідального за опрацювання C1.4 logistic request. кожної логістичної заявки. Tenderer must be ready to provide services Учасник повинен бути готовий надавати послуги according to Business processes described in відповідно до бізнес-процесів, описаних у розділі C1.5 chapter I.4.: to use documents templates, I.4: використовувати шаблони документів, meet all deadlines, etc. дотримуватись визначених термінів та ін. Provision of services is accompanied by Всі послуги супроводжуються наданням супутніх related services: послуг: - 24/7 support to NIRAS and/or travelers - підтримка NIRAS та/або подорожуючого у by phone during a period of service режимі 24/7 через телефон впродовж періоду C1.6 provision; надання послуги; - Elaboration of routes and service details - розробка маршруту та детальної інформації for each logistic request; щодо кожної логістичної заявки; - Preparation of itinerary for every traveller - підготовка маршрутних листів для кожного подорожуючого Services shall be provided considering cost Послуги повинні надаватись з урахуванням лімітів limits indicated in tables A1, A3. If no limits вартості, вказаних у таблиці А1, А3. Якщо для C1.7 are defined for services in the above- вищезазначених послуг не вказано ліміт вартості, mentioned tables, the limits may be stated in він може бути встановлений NIRAS у запиті на the logistic request by NIRAS. логістичні послуги. Services shall be provided according to the Послуги надаються в асортименті та кількості, які C1.8 scope and range, indicated in the logistic вказуються у запиті на логістичні послуги. request. Services shall be provided in time. Services Послуги повинні надаватись вчасно. Послуги, не C1.9 provided with delay will not be accepted and надані вчасно не будуть прийняті та оплачені paid by NIRAS. NIRAS. I.3. Specific requirements for Services Specific requirements, depending on the type of services, are defined below. I.3.1. Accommodation services Accommodation services refers to the provision of overnight accommodation in appropriately equipped rooms. Minimum quality requirements for accommodation: − one room per person, i.e no shared rooms (unless otherwise stated in the logistics request); − availability of a single or double bed in the room; − the room has its own bathroom (shower or bath) and toilet; − availability of hot water in the bathroom; − presence of a window in the room; − availability of working heating (during the heating season) and air conditioning in the room; − availability of a set of bedding and bed linen: mattress and mattress pad, pillow, blanket, extra blanket, bed cover, sheet, duvet cover, pillowcase; at least 2 towels per guest; − clean rooms without a sharp unpleasant smell; Restrictions: − bookings in motels and hotels for truckers is not allowed. I.3.2. Transportation services by public transport Transportation services by public transport refers to booking and/or purchasing of tickets and their delivery to travellers Minimum quality requirements for transportation services by public transport: − travel by land transport not higher than 2nd class should be used (other options should be always agreed with NIRAS before booking/purchasing); − only transport operators with appropriate license for passenger transportation services should be involved for services provision; − the fastest route with not more than 2 changes; − tickets booked/purchased should not include any additional services (as meals, drinks etc). Bed linen in train tickets is an exemption; − any third-party commission for tickets buying services cannot be included in price of tickets. If possible, following options should be chosen: − transport connection without night changes (24:00-05:00); − transport connection with no more than one change; − arrival to destination not later than 9 pm. Other terms of transportation services by public transport provision: − Contractor (hereinafter Contractor refers to Successful Tenderer who will be contracted to provide services under this Tender) may communicate with a traveler on travel options; − all tickets available for online payment should be purchased; − if some
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