tehnical specifications f 22.docx

Annex no. 22

To Standard Documentation

approved by the Order of the Minister of Finance

no. 115 as of 15.09.2021

Technical specifications

[This table shall be filled in by the tenderer in columns 2, 3, 4, 6, 7, and by the contracting authority - in columns 1, 5]

Signed: ____________________

Name, Surname: _______________________

As: __________________

Tenderer: ___________________________

Address: ______________________________________________

Stamp:

Procurement procedure number: The information can be found in SIA RSAP.

Purpose of the purchase: The organization of the event “Wine of Moldova” in London, United Kingdom

required by the contracting

specification proposed by

standards

Goods/services

Note: The service provider shall ensure the planning, organization, and full execution of the “Wine of Moldova” event in London, United Kingdom, including the coordination of all logistical, operational, and promotional activities required for the successful implementation of the event.

The service provider will be responsible for managing the venue, equipment, suppliers, participants, branding and communication activities, as well as coordinating all related services throughout the entire preparation, execution, and closing phases of the event. All activities and deliverables shall be carried out in coordination with and subject to the prior approval of ONVV.

VV.

The venue must meet all of the following minimum requirements:

-Capacity to host minimum 70 standing guests (trade tasting) and minimum 70 guests (evening event)

Flexible layout allowing separate functional zones, including:

-dedicated trade tasting area for minimum 25 producers (20 wineries + 5 spirits brands)

-a masterclass / presentation space

Dedicated masterclass space equipped with LED screen or projection system, professional sound (microphone + speakers), and seating capacity for approximate 30 guests

Full venue privatization for exclusive use during setup, event and breakdown

Suitable infrastructure for wine service including tasting stations, refrigeration or ice access, and spittoon setup

Adequate logistics access for loading/unloading wine and equipment, including storage capacity for event materials

Permission for external wine suppliers, branding installations, catering, and entertainment setup

Technical infrastructure including lighting suitable for wine tasting, power distribution, Wi-Fi access, and AV capability for presentations and announcements

Capability to transform from daytime trade tasting setup to evening networking format within the same venue

The venue must be located in Central London (Zone 1–2), with good transport accessibility for international trade guests and logistics operations.

Tentative event date: 21, 22, 23, or 24 September 2026, subject to venue availability. The final date will be confirmed by ONVV.

Continuous glassware washing must be ensured throughout the event.

The supplier shall submit a minimum of three (3) venue proposals meeting all requirements set out in this specification, including capacity, layout, technical infrastructure, accessibility, and operational suitability for both the daytime trade tasting and evening networking event. The final venue shall be selected and approved by ONVV.

The equipment provision shall be sufficient to support the following event formats:

Walk-around trade tasting for approximately 70–100 guests, including 25 producers (20 wineries and 5 spirits brands) across 2 tasting zones;

Masterclass session for approximately 30 seated guests, featuring up to 9 wines per participant;

Evening networking event for approximately 70–150 guests in standing reception format.

The equipment shall include all necessary items to ensure full event functionality, including professional wine glassware, spittoons, ice buckets (frappes), continuous food-grade ice supply, palate cleansing biscuits, tasting tables, service counters, and other operational fur

ality, including professional wine glassware, spittoons, ice buckets (frappes), continuous food-grade ice supply, palate cleansing biscuits, tasting tables, service counters, and other operational furniture required for the proper execution of the event.

The supplier shall ensure full compatibility of equipment with both daytime and evening event formats and shall clearly confirm all final quantities and operational assumptions included in the offer.

The service shall include all cleaning-related fees, staff, equipment, and consumables required for the event.

The service shall include:

-Support in developing the guest list and targeted recruitment of professional (trade) participants;

-Support in managing and promoting the online event registration page;

-Management of participant registration;

-Preparation and publication of a post-event editorial article.

The supplier shall clearly specify:

-The deliverables to be provided;

-The implementation timeline/schedule.

Daytime: canapés / finger food.

Evening: canapés and/or sharing platters in a standing reception format.

The supplier shall ensure:

Vegetarian options (mandatory) and ability to accommodate dietary requirements;

Supplier to specify menu concept, portion planning.

The service will include:

A minimum of 60 tasting booklets for the walk-around tasting session, intended for 80–100 participants;

A minimum of 25 producer identification signs, one for each participating producer;

A minimum of 30–50 tasting sheets for the masterclass session;

2. Event Signage and Branding (Minimum Requirements)

1 large roll-up banner, customized with the event’s visual identity, with approximate dimensions of 100 × 200 cm;

A complete set of directional and wayfinding signage to guide participants throughout the venue (minimum 2 units placed in key locations), with approximate dimensions of 60 × 160 cm each;

Application of logos and visual identity elements on venue surfaces and other branding supports installed in the main event areas, including the display of the logos of the 25 participating companies (approximately 20 × 20 cm each) on panels, stickers, printed materials,

other branding supports installed in the main event areas, including the display of the logos of the 25 participating companies (approximately 20 × 20 cm each) on panels, stickers, printed materials, or other signage and branding elements.

The Supplier Shall Provide:

A detailed list of all proposed materials, branding, and decorative elements;

Exact quantities, dimensions, and production specifications for each item;

A clear placement plan indicating the locations where branding and decorative elements will be installed;

Sustainable production practices and eco-friendly materials where possible.

The service shall include:

Development and adaptation of one (1) creative concept and one visual direction for the event, subject to prior approval by ONVV;

Design and artwork development for, at a minimum:

Tasting booklets;

25 producer signage elements;

1 roll-up banner;

A minimum of 2 directional signs;

At least 1 central panel or display system featuring the logos of partners/producers;

Materials intended for tastings and masterclasses (tasting notes, tasting mats, tasting sheets, etc.);

Adaptation and integration of the visual identity for the display of the logos of the 25 participating companies across all relevant materials;

Preparation of final print-ready and production-ready files following ONVV’s final approval;

A minimum of two (2) rounds of revisions for each main category of material, or until ONVV approval is obtained;

All creative concepts, design proposals, layouts, final materials, and branding elements shall be submitted to ONVV for review and approval prior to production, printing, and installation. No material may be produced or installed without ONVV’s prior approval.

The supplier shall provide:

A complete list of all creative deliverables included in the scope of work;

The approval process and development timeline for all materials;

The number of revisions included and the procedure for managing amendments and feedback;

All final materials shall be delivered to ONVV in editable formats, ready for production and/or printing, together with the final versions in PDF format.

The service shall include:

Full operational coordination of both masterclass sessions;

Room setup and seating arrangement for approximately 30 participants;

Provision of all required tasting materials and equipment;

Preparation and distribution of tasting sheets and supporting materials;

Service and pouring support during the sessions;

Audio-visual and technical support, including LED screen or projector, microphone, sound system, presentation clicker, laptop connectivity, and on-site technical assistance throughout the sessions;

Setup and dismantling of the

support, including LED screen or projector, microphone, sound system, presentation clicker, laptop connectivity, and on-site technical assistance throughout the sessions;

Setup and dismantling of the masterclass area before and after each session;

Engagement and coordination of a qualified wine expert, sommelier, wine educator, or other relevant industry professional to moderate and deliver the masterclass sessions;

Provision of a minimum of two (2) operational support staff members who will assist during the masterclasses, including preparation of materials, serving, pouring, and logistical coordination throughout the sessions.

The supplier shall provide:

A minimum of three (3) proposed sommeliers, wine educators, or wine industry experts qualified to lead the masterclasses, accompanied by short biographies, relevant experience, and professional qualifications, for prior review and approval by ONVV;

The proposed operational setup for the delivery of the masterclasses;

The structure of the team involved and their responsibilities;

A detailed list of the technical equipment included in the offer.

All proposed experts/sommeliers shall be subject to prior approval by ONVV.

The service shall include:

Overall event concept coordination and operational planning;

Venue coordination and scheduling for all event formats;

Development and management of detailed event timeline and production schedule;

Coordination of catering and food service options in line with event requirements;

Support in recruitment and coordination of trade and consumer attendees;

Cross-coordination of all stakeholders and operational parties involved in the event delivery.

A minimum of four (4) on-site staff members shall be present throughout the setup, event execution, and breakdown phases.

The service shall include:

Pre-event venue inspection and operational planning support;

Supervision of event setup and breakdown activities;

On-site coordination of suppliers, stakeholders, and event personnel;

Support for the walk-around tasting sessions and evening networking event;

Guest reception and assistance;

Coordination of event logistics and operational requirements throughout the event;

Real-time operational management during the full duration of the event.

The service shall include:

Professional sommeliers with minimum 3 years wine industry experience;

Support to producers during wine service, pouri

walk-around trade tasting and masterclass sessions.

The service shall include:

Professional sommeliers with minimum 3 years wine industry experience;

Support to producers during wine service, pouring, and guest interaction;

Assistance during masterclass delivery and guest engagement;

Coordination support for tasting flow and service standards.

The supplier shall specify:

Number of sommeliers proposed;

Professional profiles and relevant experience;

Allocation of sommeliers across event formats (trade tasting, masterclass, evening event where applicable).

The service shall include:

Corkage handling and service fees for all wines and beverages served during the event;

Provision of still water (0.5L bottles), minimum 70 bottles.

The service shall include:

Van hire for transport of event materials, equipment, and supplies;

Logistics coordination for deliveries, pickups, and on-site distribution;

Staff travel costs and local transport expenses required for event operations;

Coordination of loading/unloading activities at venue locations.

Must have experience in international corporate or wine industry events.

Supplier to specify profile and relevant experience. The supplier shall provide a minimum of 3 candidate proposals (3 host options) for ONVV selection.

The service shall include:

DJ performance for approximately 3 hours during the evening event;

Full sound system and technical equipment (including speakers, DJ console, and basic lighting if required for performance);

Setup, operation, and breakdown of all DJ and sound equipment.

The service shall include an entertainment concept, such as live musicians or other cultural/experiential performances

The service shall include full setup, installation, and removal of all photo activation elements.

Includes handling, insurance, and short-term storage in London, delivery to venue prior to event setup, and on-site delivery support.

Supplier to specify storage process, insurance, and delivery workflow.

Photography ser

surance, and short-term storage in London, delivery to venue prior to event setup, and on-site delivery support.

Supplier to specify storage process, insurance, and delivery workflow.

All photo and video materials will be delivered in digital format, with unlimited usage rights granted to ONVV for promotional and communication purposes.

The report shall include:

Number and profile of participants;

List of participating companies and products;

Estimated wine and beverage consumption;

Summary of event activities and results;

Key conclusions and recommendations;

Minimum 10 relevant event photographs.

The report shall be based on attendance records, exhibitor information, event team inputs, communication activities, and available sales or consumption data.

Submission deadline: Within 10 working days after the event.

Submission method: By email, with online presentation available upon request by ONVV.