Tenders

TERMS OF REFERENCE
Association of Regional Development Agencies (ARDA) is a network of five Regional Development Agencies operating throughout Kosovo. ARDA Network is funded by the European Union Office in Kosovo, and currently is seeking an 

EVENT MANAGEMENT COMPANY: organization of Regional Fair 2016 ‘in Gracanica’)

Background
The Association of Regional Development Agencies (ARDA) is a network for the implementation of Kosovo and EU policies and is an independent, non-governmental organization established in January 2013 by the five Regional Development Agencies (North, East, West, South and Centre) in Kosovo. ARDA’s mission is to coordinate and promote regional and rural development in Kosovo. In carrying out its objectives, the organization promotes cooperation and complementarity with relevant central and local authorities in Kosovo, association of municipalities, EU Office in Kosovo and other donors, as well as other relevant stakeholders.

ARDA intends to outsource services to a local providers for organization of the Winter Fair. This Terms of Reference describes the requested services.

Description of assignment
Purpose and objectives
Regional Fair is a traditionalevent organized by RDA Centre every year in Pristina region. This year municipality of Graçanicë/Gračanica will host the event, which is designed as an opportunity to sustain efforts of small & medium enterprises and startup businesses throughout the Economic Region Centre in promoting their products and in advancing their communication & marketing initiatives. Also, the event serves to institute B2B exchanges between participating businesses.For one day around 30 local businesses distinguished for high-quality domestic products wilL exhibit their goods ranging from food in dustry to crafts and artistries.

Scope of service
Provide a decent atmosphere for participating businesses to exhibit and sale their products following a setup similar to festive events - The event management company is expected to come up with an innovative proposal for the whole one-day program of the Regional Fair hosting around 30 businesses. The company is expected to ensure all logistic aspects of the event, including booths (stands) for participating business with access to electricity and heating, stage for inauguration and sound system, visibility items (banners, entrance doors, etc.) and nametags of participating business, as well as security and cleaning.

Offeror package
The offer must comprise the following documents:

a.     Event concept and implementation dynamics
Offerors should present the proposed concept, preferably with visuals for venue settings, such as type and order of booths accommodating participating businesses, placement of visibility items, entertaining parts of the event etc. Also, the offerors are expected to submit the draft plan of activities (work dynamics) for the last 5 days before the event date.

b.    Technical/professional capacities
Offerors should provide documentary evidence of areas of specialization, examples of similar experiences (preferably with visuals or links to company’s website, Facebook, and/or relevant accounts) developed and implemented by them, and a short resume of core staff highlighting professional experience.

c.     Financial offer
The offerors should propose the overall cost for required services, preferably with the budget breakdown for all activities, items and personnel.  


Type of contract
Service contract

Negotiations
ARDA reserves the right to negotiate with pre-selected offerors in order to amend their original offers.

Event Date
10 November 2016

Offer evaluation criteria
Offers will be evaluated in accordance with the criteria and weighting presented below.

Concept and implementation dynamics 30%
Technical/professional capacities 20%
Financial offer 50%


Submission of offers
Offers should be submitted in any of official languages in Kosovo or in English to the following addresses no later than Monday, 31 October 2016 at 16:00.(In sealed envelopes)

Association of Regional Development Agencies (ARDA)
Rr. Perandori Dioklecian №72
10000, Pristina
Attn: Event Management offer for Regional Fair

or, via e-mail at:

This email address is being protected from spambots. You need JavaScript enabled to view it.
Subject: Event Management Offer for Regional Fair


Operational language
All written communication and contract with selected offeror shall be in English.

Management
The selected service provider will work closely with ARDA PR Officer under the supervision of ARDA CEO.



-----------------------------------

eu eng

This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of ARDA and can in no way be taken to reflect the views of the European Union Office in Kosovo.