Tender for the procurement of services relating to the organisation and delivery of events

The Chernivtsi Association ‘Zahyst’ invites tenders for the provision of services relating to the organisation and delivery of events.

Objective: To select a service provider to deliver a range of services for the organisation and delivery of events in the Chernivtsi region in accordance with the schedule of the ‘Social Protection for Inclusion, Resilience, Innovation and Transformation (SPIRIT)’ project in 2026.

Tender Information

One successful tenderer will be selected to provide services for the organisation and delivery of events.

The NGO ‘Chernivtsi Association “Zahyst”’ reserves the right to accept or reject any bid or to cancel the tender at any time prior to the conclusion of the contract with the service provider and shall not be held liable for doing so.

A participant may, at any time, but no later than 1 (one) working day before the deadline for submission of tender proposals, may contact the NGO “Chernivtsi Association ‘Zahyst’” for clarifications or further details regarding the subject of the procurement by sending a letter of enquiry to the email address: info@cvzakhyst.org

Scope of services: Procurement of 4 events within the project. The contracting authority reserves the right to amend the scope of services.

Period of service provision: April 2026 – July 2026

Requirements for the submission of tenders

The tender must be drafted in Ukrainian and must contain:

– a completed Tender Proposal in the prescribed format (the ‘Tender Proposal Form’ file, valid for at least 30 working days – https://drive.google.com/drive/folders/1Mhfem8inbN3ezNBLFB52PzJ7M3CS_O_x?usp=sharing);

– Constitutive documents:

1.1. For legal entities (limited liability companies, joint-stock companies, etc.):

a. Extract from the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organisations

b. Extract from the VAT register (if applicable)

c. Articles of association in their current version, certified by the legal entity

d. Order appointing the director (or another person with signing authority), or a power of attorney granting signing authority

e. Licences (if the type of activity is subject to licensing)

f. Current bank account statement

1.2. For sole traders (FTs):

a. Extract (statement) from the Unified State Register of Legal Entities, Sole Traders and Public Organisations

b. For sole traders who are single tax payers: Extract from the register of single tax payers

c. For sole traders who are VAT payers: Extract from the register of VAT payers

d. Licences (if the type of activity is subject to licensing)

e. Current bank account statement

Please send your proposal to info@cvzakhyst.org no later than 23:59 on 31 March 2026.

When sending proposals by email, please ensure they are signed and legible, and do not contain viruses or corruption.

Proposals received after this deadline or sent to a different address will not be considered.

IMPORTANT!

The organisation reserves the right to check participants in the procurement procedure, as well as their affiliated persons, against public and international registers, including sanctions lists, registers of legal entities, court registers and other available sources.

The organisation has the right to reject a bid at any stage of the procedure if any of the following circumstances are identified:

a conflict of interest is identified;

the inclusion of a participant or persons associated with them on sanctions lists (in particular SAM.gov or other international sanctions registers);

the submission of inaccurate, incomplete or misleading information;

non-compliance with the requirements of the tender documentation;

refusal to provide additional information or documents at the Organisation’s request.

By submitting a tender proposal, the participant consents to the processing, storage and use of personal data by the Legal Entity for the purposes of conducting the tender, concluding and performing the contract, as well as reporting to donors in accordance with the requirements of personal data protection legislation.

Terms of cooperation

Legal entities and sole traders may submit tenders. Sole traders must hold the relevant KVED codes for organising events, namely:

KVED 82.30 Organisation of congresses and trade fairs

KVED 93.29 Organisation of other recreational and entertainment activities

KVED 56.21 Catering services for events

KVED 56.29 Other catering services

The service provider must also be registered under the general or simplified taxation system (Group 3).

A mandatory condition for tender submission is that the service provider ensures barrier-free access to the premises where the services will be provided.

A tender participant is a company or sole trader submitting a bid to participate in the tender.

All payments shall be made in the national currency of Ukraine (hryvnia) by bank transfer on the basis of the concluded contract. Payment may be made in part as an advance payment. Details regarding the amount, terms and other conditions of payment for the Contractor’s services are subject to agreement between the parties and will be set out in the contract.

List of main tasks

To organise four events in the Chernivtsi region.

To arrange accommodation and catering for participants.

To prepare the premises, provide additional equipment where necessary, ensure that the equipment is in good working order, and check the availability and accessibility of shelter.

Evaluation of tenders

The evaluation of tender proposals will consist of 40% technical requirements and 60% price proposals.

The tender committee will review and evaluate tender proposals within 3 working days of the deadline for submission. The results of the tender will be communicated separately. The contract will be awarded to the participant who receives the highest overall score.

The Chernivtsi Association ‘Zahyst’ may, at its discretion, extend the deadline for submitting tender proposals, announcing this on its website info@cvzakhyst.org and in a mailing to potential participants.

Please also note that the participant’s costs associated with the preparation and submission of the tender proposal will not be reimbursed, including in the event of the procurement being cancelled or the tender being declared void.

This procurement is being carried out as part of the ‘Social Protection for Inclusion, Resilience, Innovation and Transformation (SPIRIT)’ project, implemented by the NGO ‘Chernivtsi Equipment “Zahyst”’ with the support of the UK Government, in cooperation with the Ministry of Social Policy, the Ministry of Social Policy, Family and Unity of Ukraine, the Social Protection Fund for Persons with Disabilities and UNICEF Ukraine, administered by ISAR Unity.