Call for Expression of Interest
Event Management Services for the Council of Europe Office in Tbilisi

The Council of Europe (CoE) is an intergovernmental organisation with 47 member countries and has its headquarters in Strasbourg (France). Further information is available at: http://www.coe.int/

The Council of Europe is aiming to select a pool of eligible and qualified suppliers for provision of event management services to cover the organisation and technical management of different events of the Council of Europe Office in Tbilisi (conferences, training seminars and various other types of official meetings, events and visits, including study visits abroad) for a period of 2 years, with the possibility of renewal for one more year. The scope of activities is currently estimated to represent around 200 events in Georgia and about 20 study visits abroad to be held during 2014 and 2015.

The object of the contract concerns the provision of the below listed services, which are divided into 5 (five) lots:

Lot 1: Meeting room packages, including logistical/conference technology support services:

• Availability and seating capacity of meeting rooms
• Sending out invitations
• Help desk services (registration of participants, verifying attendance, etc.)
• Preparation of the conference facilities

Lot 2: Accommodation - Provision of board and lodging services according to the suggested requirements.

Lot 3: Catering services - Coffee breaks, meals, lunches and dinners shall be provided to meetings' participants.

Lot 4: Printing services - Photocopies and visibility materials in a variety of possible options.

Lot 5: Domestic and international travel:

• Return rail/bus tickets for participants (including experts and staff)
• Transfer of participants from their duty stations/residences to the airport/rail station/bus station terminals and vice versa
• Transfer of participants from the airport/rail station/bus station terminals to the meeting venues/hotels and vice versa in Georgia and abroad

Please note that interpretation related services (interpreters, interpretation equipment and translations) will be provided by a separate service provider with whom the Council of Europe has concluded a framework agreement.

Bidders can submit their offers in respect of one or all of the presented lots, based on the provided technical specifications. The bidder must offer the whole of the items and/or quantities indicated for each lot. Under no circumstances must bidders be considered for part of the items and/or quantities required. A preference will be given to the bids covering all lots or several lots.

The selected pool of suppliers will be awarded Framework Contracts for the provision of event management services.

To receive the complete tender file, please send an e-mail to: cdm@coe.int by mentioning the reference in the subject of the message: 2014AO30/ODGPROG - Event management services for the Council of Europe Office in Tbilisi.

Your e-mail must reach us by 20 June 2014 and must include the following details: e-mail address, postal address and telephone number of the person(s) to contact.