Service for organization of a regional forum for investments in tourism

Дополнителни информации

Part II. Appendix 1 — Technical Specifications For part 1

1.Subject of the procurement:

Engaging of a marketing company for organization of a regional forum for investments in the area of tourism which includes complete project management, consulting, realization and logistics.

The public procurement contract shall be in duration of 9 months upon the signing thereof.

2.Purpose:

The forum aims to promote investment opportunities in tourism in the Republic of Macedonia and the benefits offered to investors by addressing high-profile corporate executives and key decision makers in the process of initiating new investment projects.

3.Location and period when the forum will take place:

The forum subject to the procurement will be held in the City of Skopje.

The period (date and time) will be determined by the contracting authority by submitting an order for delivery, but not less than 30 days before the start of performance of the contract in accordance with the minimum deadlines set out in item 5 of the technical specification.

4.Main features:

The main features of the forum include but are not limited to:

— Focus on tourism in Macedonia and investment opportunities offered;

— Contact with multinational key decision makers, i.e. companies in the area of tourism that are likely to expand their capacities with a new investment in Macedonia;

— Providing participants from targeted multinational companies in the area of tourism;

— Building connections for future cooperation;

— PR campaign for the conditions on investing in the tourism in RM.

5.Services to be provided by the economic operator:

— Consultation related to the programme;

— Market research;

— Ensuring the participation of selected audience- minimum 50 participants in the forum with 100 % key decision makers and management in the area of tourism, that will be previously approved by the contracting authority;

— Providing visibility at IHIF 2016 through promotional material and print media;

— Setting up a banner for the forum in a minimum of 6 newsletters for a period of at least 12 weeks;

— Providing visibility of the forum in minimum 3 newspapers in the Republic of Macedonia for a period of at least 6 weeks;

— Ensuring the promotion of the event at IHIF 2016 in order to ensure the presence of relevant stakeholders as part of the selected audience (50) forum participants;

— Management and logistics of the event itself;

— Audio and video support to the event;

— Reports on the successfulness and accomplishment after the completion of the forum;

— Providing of a forum moderator.

6.Project management:

The procurement holder is obligated to perform the subject of the procurement as set out in the technical specification. The procurement holder is obligated to manage the organization of the forum at every level and make final decisions upon prior approval by the contracting authority from the date of signing of the contract until its expiration.

The forms for the documents to be exchanged in connection with the performance of the contract shall be adopted no later than two weeks upon signing the contract.

7.Communication and notification procedures:

The spoken language of communication shall be Macedonian and/or English. The channels of communication shall be formal (a system for keeping errors/requests, official reports, minutes, e-mails) and informal (telephone, informal discussions) depending on the importance and urgency of the information to be exchanged. For the formal communication, forms for status reports, minutes, change requests, error reports, etc. shall be used, which shall be subject to agreement between the procurement holder and the contracting authority.

8.Reports and control:

In the course of the contract performance, representatives of the contracting authority and/or other external experts, authorized by the contracting authority,shall be entitled to inspect the ongoing work of the procurement holder, related to the subject of the public procurement contract.

The procurement holder is obliged to submit a report on its performance to the contracting authority following the completion of the forum in written and/or electronic form.

Part II. Appendix 1 — Technical Specifications For part 2

1.Subject of the procurement:

Engaging of a marketing company for organization of a regional forum for investments in the area of tourism which includes transport of participants in the forum and complete logistics during the forum.

The public procurement contract shall be in duration of 9 months upon the signing thereof.

2.Purpose:

The forum aims to promote investment opportunities in tourism in the Republic of Macedonia and the benefits offered to investors by addressing high-profile corporate executives and key decision makers in the process of initiating new investment projects.

3.Location and period when the forum will take place:

The forum subject to the procurement will be held in the City of Skopje.

The period (date and time) will be determined by the contracting authority by submitting an order for delivery, but not less than 30 days before the start of performance of the contract in accordance with the minimum deadlines set out in item 5 of the technical specification.

5.Services to be provided by the economic operator:

— Selection and reservation of a hall in a hotel with a class of minimum 5 stars or other type of space on an equivalent level with a minimum capacity of 200 participants;

— Providing a stage with a size of min. 4x6 metres and its branding (10 people should be able to sit there);

— Providing a led screen with a size of minimum 3x3 metres (for a presentation);

— Providing of a boot;

— Providing appropriate lighting and sound system which is adequate to the size of the hall;

— Providing a person for technical support;

— Providing transport for the participants from the airport Alexander the Great to the venue of the forum and vice versa

— Providing transportation during the forum for a sightseeing tour around Skopje;

— Providing a sightseeing tour of the central city area with a professional tourist guide;

— Providing a tour in the VMRO Museum, Archaeological Museum,......

— Consultation related to the programme;

— Design and printing of promotional material (brochure) related to the event in 2 formats;

— Design of a forum logo;

— Management and logistics of the event itself;

— Simultaneous translation from English into Macedonian and vice versa;

— Branding of the event.

6.Project management:

The procurement holder is obligated to perform the subject of the procurement as set out in the technical specification. The procurement holder is obligated to manage the organization of the forum at every level and make final decisions upon prior approval by the contracting authority from the date of signing of the contract until its expiration.

The forms for the documents to be exchanged in connection with the performance of the contract shall be adopted no later than two weeks upon signing the contract.

7. Communication and notification procedures:

The spoken language of communication shall be Macedonian and/or English. The channels of communication shall be formal (a system for keeping errors/requests, official reports, minutes, e-mails) and informal (telephone, informal discussions) depending on the importance and urgency of the information to be exchanged. For the formal communication, forms for status reports, minutes, change requests, error reports, etc. shall be used, which shall be subject to agreement between the procurement holder and the contracting authority.

8. Control:

In the course of the contract performance, representatives of the contracting authority and/or other external experts, authorized by the contracting authority,shall be entitled to inspect the ongoing work of the procurement holder, related to the subject of the public procurement contract.

2.4.1 To qualify as capable of performing the contract for public procurement in terms of their technical or professional ability, the economic operator should meet the following minimum requirements:

— At least five (5) contracts for performance of services for the organization of conferences for investments in the hotel industry of which at least three (3) in Europe in the last three (3) years. The services should be performed for minimum one contracting authority and one economic operator from the private sector (applicable to part 1).

— The economic operator must provide experienced and competent team members who will be engaged to implement the subject of the contract in accordance with the defined services, consisting of at least twenty (20) members, of whom at least three (3) with the following qualifications:

b) To have a university degree, with at least 3 years working experience in hotel investments (applicable to part 1).

Техничка и професионална способност

— Statement on engaged team members, regardless of whether they belong directly to the economic operator, with an addition: Chart of persons and their obligations in the execution of the subject of the contract in accordance with the defined technical specifications and CV used as proof to determine the required experience (applicable to part 1).