(RFP)/ Request for price Proposal 03/11

N(N)LE Georgian Heritage Crafts Association announces the call for price proposals for the provision of services for the Meetups for Social Enterprises in the framework of the project  “Greenhouse for Social Innovators” taking place on April 1-6, 2025. The event is implemented by Georgian Heritage Crafts Association in the framework of the EU funded program „EU4Youth phase III Youth Employment and Entrepreneurship”

The request for price proposal is implemented in the framework of the grant contract External Actions of the European Union - ENI/2021/423-431-01-0011)

The Purchaser: Georgian Heritage Crafts Association

Contact Person: Irina Mania,

Irina_mania@yahoo.com

Date of the implementation: March 31st- April 6th, 2025

Scope of Services

The service provider is expected to deliver the following services as part of the “Greenhouse for Social Innovators” initiative, organized by the Georgian Heritage Crafts Association:

1. Transportation Services

From March 31 to April 6, the provider shall ensure safe, timely, and reliable transportation across Tbilisi and the regions of Georgia. Specific directions include:

• March 31: Transport of event equipment for the April 1 meetup (Tbilisi-based).
• April 3: Roundtrip – Tbilisi → Tserovani → Dusheti → Gori → Tbilisi (minibus, approx. 18 participants).
• April 5: Roundtrip – Tbilisi → Oni Municipality → Tbilisi (minibus, 18 participants).
• April 6: Roundtrip – Tbilisi → Kutaisi → Tbilisi (car for max. 2 persons).
• March 31: Roundtrip – Tsalka → Tbilisi → Tsalka (transportation for social enterprise participants).
• March 31: Roundtrip – Borjomi → Tbilisi → Borjomi (2 persons).

All vehicles must be insured, comfortable, and equipped with working air conditioning/heating.

2. Technical Equipment Provision

For the event taking place on April 1, the following equipment must be provided and installed at the venue:

• Minimum 2 projectors (with supporting screens if required)
• 1 wireless microphone with a functioning sound system

Equipment should be tested on March 31 to ensure functionality prior to the event.

3. Catering Services

Catering is required for events between April 1 and April 6 in both Tbilisi and regional locations. Technical specifications include:

General Requirements (All Locations):

• Service must include delivery, setup, and cleanup.
• Food must be freshly prepared, hygienically packaged, and served at appropriate temperatures.
• Menus should accommodate dietary restrictions (vegetarian, vegan, gluten-free, allergies).
• Use of biodegradable or eco-friendly serving materials is preferred.
• Timely delivery aligned with the event schedule is essential.
•  

Detailed Breakdown by Location:

1. Lunch – April 1 (Tbilisi, Max. 50 people):

• Full-course meal (starter, main with vegetarian option, side, dessert)
• One soft drink and bottled water per person
• Coffee and tea service
• Buffet or served format with optional onsite staff
• Setup in designated lunch area by requested time

2. Lunch – Dusheti (Max. 18 people):

• Two-course meal (main + dessert), with emphasis on local cuisine
• Water, soft drinks, and coffee

3. Lunch – Oni (Max. 18 people):

• Similar format as Dusheti, regional dishes encouraged

4. Lunch – Kutaisi (Max. 7 people):

• Light two-course meal (e.g., salads, wraps, baked goods)
• Regional products encouraged

5. Coffee Break (Max. 48 people):

• Coffee (including milk and alternative options), black/green tea
• Small pastries, cookies, or fresh fruit
• Setup should include thermoses or machines and waste bins

6. Light Snacks (Max. 18 people):

• Variety of snacks such as nuts, fruit, sandwiches, energy bars
• Bottled water or juice

Required Documentation

• Completed price proposal form indicating costs in GEL (excluding VAT)

Selection Criteria

Proposals will be evaluated based on the following criteria:

1. Cost-effectiveness – The lowest total amount for implementation of services.
2. Experience and capacity – Proven ability to deliver multi-component logistics (transport, catering, technical setup) across regions.

The price offer must be submitted no later than March 20, 2025, to the email address irina_mania@yahoo.com.

Form for Price Proposal: https://rb.gy/lvhdbd

Other terms:

• The conditions of service will be defined in the agreement
• Payment terms will be defined based on the agreement
• The requested price proposal should  not include VAT

The final results of the bidding will be announced no later then March 22th, 2025

The purchaser of the services  is N(N)LE Georgian Heritage Crafts Association