Supplier to assist with conducting a conference at Westminster Foundation for Democracy

Summary

WFD seeks to engage a Supplier to assist with with organizational matters required to conduct a conference for approximately 150 people. The “Conference: Inclusive policy planning for Recovery” (name TBD) will aim to support a dialogue between political actors and other stakeholders to promote democratic development of Ukraine. Preliminary the conference is planned for February 2025 (exact Date TBD).

Quote submission

All proposals or quotes should be submitted by December 22^nd, 2024 in writing and include:

• The supplier’s name, status, company number, and registered office address
• An overview of the supplier’s relevant experience, expertise, capability and capacity
• A description of the good(s) or service(s) to be provided and clear explanation as to how this meets the specification in this RFQ
• A transparent quotation of the charge for the good(s) or service(s), in UAH, to include: a clear breakdown of all costs; any proposed discount applied for WFD as a not-for-profit organisation; and a separate identification of any VAT charges (and/or any other applicable tax, excise or other charges).

The proposal or quote should be sent electronically.

WFD’s standard terms and conditions for tendering and key policies are found at WFD, General Terms and Conditions for Tendering and you can find a copy of WFD’s Code of Conduct at https://www.wfd.org/policy/code-conduct.

Scope of work and Deliverables

1. Finding and securing the conference venue for approximately 150 people that has a shelter on-site
2. Accommodation booking for conference participants, preferably at the same location as the conference itself. In the price quote, please mention price per person for 1 room per night in UAH.
3. Reimbursement of travel expenses for the conference participants
4. Provision of catering options on-site for conference participants (3 coffee breaks, and 1 lunch)
5. Provision of photo / video services during the event
6. Provision of translation services during the event (to be confirmed)
7. Assistance with printing materials/supplies
8. Technical support for the conference venue (laptops, screens, sound etc.)
9. Assistance with location branding (banners, flags etc.)

Timeline

Timelines below list the tentative dates for submission of assignment related deliverables (the exact dates and timelines will be agreed during the contract signing).

Reporting

No additional reporting is needed other than the submission of deliverables as indicated in the timelines section above.

Payments

The total amount of the proposal should not exceed £15,000 (including taxes). Payments will be aligned to the deliverables above. Please note that the financial proposal will be taken into account together with the technical proposal on deciding the best bidder, thus bidders are encouraged to submit competitive financial offers.

2024-12-13T14:02:30.000 2024-12-22T23:59:59.000 TELECOMMUTE Україна Westminster Foundation for Democracy