08.07.2024. » 14:54

TENDER FILE / TERMS OF REFERENCE - In progress

NGO ACDC Request for Tender (RFT) for Accommodation Services for Youth Camp in The Western Balkans region.

tender-file-terms-of-reference

NGO ACDC Request for Tender (RFT) for Accommodation Services for Youth Camp in The Western Balkans region.

Project: Multiethnic summer camps: “linking through languages and culture”.

Date Issued: July 08, 2024
Closing Date for Submission: July 19, 2024

1. Introduction

We are seeking proposals from qualified hotels or companies to provide accommodation and associated services for a youth camp in region during August 2024. The camp will host 80 youths (40 participants per camp) aged 13-18 years for two sessions of 12 days each (total 24 days). Additionally, accommodation is needed for 6 assistants and trainers. The purpose of this tender is to ensure a comfortable and safe environment for all participants with full board, refreshments, and necessary amenities.

The camps will empower youth to promote tolerance and diversity and build social connections between and within communities, increasing mutual understanding and making communities more resilient to conflict and hate speech narratives in Kosovo.

Two camps will be organized, each consist of 12-day sessions, 40 youth participants per camp, totaling 80, and 6 trainers and assistants.

The camps will include: learning Albanian and Serbian languages; art and culture workshops; sport activities; creative thinking; trust-building and cooperation across ethnic lines; gender equality and initiative development.

2. Scope of Services

The services required are as follows:

2.1. Accommodation

  • Accommodation for 80 youth in two or three-bed rooms with separate beds.
  • Accommodation for 6 assistants and trainers in single rooms.

2.2. Duration

  • Each camp session will last 12 days, totaling 24 days for both sessions.

2.3. Board and Refreshments

  • Full board (breakfast, lunch, and dinner) for all participants.
  • Refreshments and snacks available throughout the day.

2.4. Facilities

  • A hall or conference room for daily indoor activities.
  • Space for organizing outdoor activities (swimming pool, a pitch or a sports ground, etc.)

3. Requirements

  • The accommodation must be in region and available during August 2024.
  • Rooms must be clean, safe, and equipped with necessary amenities.
  • Dining facilities must fulfill hygiene and safety standards.
  • Hall/conference room must be adequately equipped for presentations and group activities.
  • Outdoor space must be safe and suitable for youth activities.

4. Submission Requirements

Interested parties are requested to submit the following:

  • Company profile including experience in hosting similar events.
  • Detailed proposal including:
    • Room configurations and capacities.
    • Meal plan details and sample menus.
    • Description of the hall/conference room and outdoor facilities.
    • Pricing breakdown.
  • References from previous clients.
  • Any additional services or facilities offered.

5. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

  • Compliance with the requirements outlined in this document.
  • Experience and reputation in organizing youth events.
  • Quality and safety of the facilities.
  • Cost-effectiveness.
  • References from previous clients.

6. Submission Instructions

Proposals must be submitted by July 19, 2024, via email to aleksandar.rapajic@acdc-kosovo.org . Please use the subject line "Tender Submission for Youth Camp Accommodation – NGO ACDC".

 

7. Contact Information

For any question or further information, please contact:

Aleksandar Rapajic
NGO ACDC
aleksandar.rapajic@acdc-kosovo.org

+38349232607

We look forward to receiving your proposals and thank you for your interest in supporting our youth camp initiative.