283574-2014: France-Strasbourg: Event Management Services for The Council of Europe Office in Kyiv


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


The Council of Europe is aiming to select a pool of eligible and qualified suppliers for the provision of event management services to cover organisation and technical management of different events through the Council of Europe Office in Kyiv, such as: conferences, seminars, round tables, trainings, negotiations, donor meetings, forums, Steering Committee meetings, visits of official delegations, study visits abroad, other events and activities throughout Ukraine for the period of 2 years, with the possibility of renewal for one more year. The scope of activities is currently estimated to represent around 300 events in Ukraine and 9 study visits abroad to be held during 2014-2016.

The object of the services 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;

– Registration of participants;

– Preparation of 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 Ukraine and abroad.

Please note that interpretation related services (interpreters and interpretation equipment) 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 bids covering all lots or several lots.

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

The aggregate duration of the Contract entered as a result of this tender shall not exceed 2 years starting from the date of its signature, with the possibility of renewal for one more year.

To receive the complete tender file, please send an e-mail to the following address: cdm@coe.int, mentioning the reference in the subject of the message: 2013AO63 / ODGPROG – Event management services for the Council of Europe Office in Kyiv.

Your e-mail must reach us by 29 August 2014 and must include the following details: e-mail address, postal address and telephone number of the person(s) to contact. The deadline for the submission of bids is 26 September 2014. Pursuant to an award, all applicants will be informed of the outcome of their application.

The procurement for the contract will be conducted in accordance with the Council of Europe procedures as set out in tender documents and applicable internal legal instruments of the Council of Europe. No other procurement procedures will apply. In submitting this form, the Council of Europe does not waive the privileges and immunities granted to it by virtue of the General Agreement on Privileges and Immunities of the Council of Europe and its Protocols, and in particular Article 21 – Disputes – of the General Agreement.

Tenders or requests to participate shall be drawn up in English.


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