tender notice_eng.docx

Public Notice

Regarding the procurement of the organization of the event “Wine of Moldova” in London, United Kingdom, (relaunched)

through the: Open Tender procurement procedure.

Name of contracting authority: PI “National Office for Vine and Wine

IDNO: 1013620012945

Address : RM. mun. Chișinău, str. Sfatul Țării, 59

Telephone number :+373 22 105 560

E-mail address: [email protected], www.wineofmoldova.com

The e-mail address or the official web page from which access to the award documentation can be obtained: the award documentation is attached within the procedure in SIA RSAP

Type of contracting authority and main object of activity (if applicable, mention that the contracting authority is a central purchasing authority or that the procurement involves another form of joint procurement):

The buyer invites interested economic operators, who can satisfy his needs, to participate in the procurement procedure regarding the delivery/provision of the following goods/services:

n the case of preselection procedures, the minimum number of candidates shall be indicated and, where applicable, the maximum number of candidates.________________________________

Where the contract is divided into lots, an economic operator may submit a tender (to be selected):

a) For all lots;

Admission or prohibition of alternative tenders: Not permitted.

(indicați se admite sau nu se admite)

Required delivery/performance terms and conditions:

Contract validity period:_____________31.12.2026_________________

Procurement contract reserved for sheltered workshops or to be performed exclusively under sheltered employment programmes (where applicable): NO

Performance of the service is reserved to a particular profession pursuant to laws or administrative provisions (where applicable): NO._____________________________________________________________________

(se menționează respectivele acte cu putere de lege și acte administrative)

Brief description of the eligibility criteria for economic operators that may result in their exclusion and of the selection/preselection criteria; the minimum level(s) of requirements, if any; indication of the information and documents required (ESPD, supporting documentation):

Brief description of the eligibility and selection criteria applicable to economic operators, which may lead to their exclusion, including the minimum requirements and the documents to be submitted (ESPD, supporting documentation):

The Tenderer shall submit its Financial Proposal, indicating the prices for the requested services in Moldovan Lei (MDL), expressed with two decimal places.

In the event that calculation discrepancies (arithmetical errors or similar inconsistencies) are identified, including discrepancies between the sum of the unit prices and the total amount indicated in Annex No. 23 of the Standard Tender Documentation, the unit prices excluding VAT shall prevail, and the total amount shall be corrected accordingly, subject to prior consultation a

amount indicated in Annex No. 23 of the Standard Tender Documentation, the unit prices excluding VAT shall prevail, and the total amount shall be corrected accordingly, subject to prior consultation and agreement with the Tenderer.

Should the Tenderer refuse to accept the correction of such arithmetical errors, its financial proposal shall be rejected.

Pursuant to Article 19(3)(d) of Law No. 131/2015 on Public Procurement of the Republic of Moldova, the National Office of Vine and Wine (ONVV) shall exclude from the procurement procedure any Tenderer that submits false information and/or fails to provide the information requested by the Contracting Authority for the purpose of demonstrating compliance with the qualification and selection requirements set out in the procurement documentation.

Tender guarantee, where applicable: YES; amount: 1%.

Performance guarantee for the contract, where applicable: YES; amount: 1%

Justification for the use of the accelerated procedure (in the case of open, restricted, or negotiated procedures), where applicable: Pursuant to Article 47(6) of Law No. 131/2015 on Public Procurement, the entire procurement documentation is available in electronic format through the SIA RSAP (MTender) platform (MTender ID: ocds-b3wdp1-MD-1783668858989) or on the achizitii.md platform (ID: 21649523), ensuring direct, full and unrestricted access to the procurement documents.

Specific procurement techniques and instruments (where applicable, specify whether a framework agreement, a dynamic purchasing system or an electronic auction will be used):

Not applicable. No framework agreement, dynamic purchasing system or electronic auction will be used within this procurement procedure.

Tenders shall be submitted electronically via the SIA RSAP (MTender) electronic procurement platform, in accordance with the requirements set out in the procurement documentation.Specific award techniques and instruments (where applicable, please specify whether a framework agreement, a dynamic purchasing system, or an electronic auction will be used): ____

Special conditions governing the performance of the contract (where applicable):_____________________________________________________

Tenders shall be submitted in the following currency(ies): The Financial Proposal shall be submitted in MDL (Moldovan Lei) or EUR (Euro). Where the Financial Proposal is submitted in EUR, it shall be converted into MDL for evaluation purposes, using the official exchange rate published by the National Bank of Moldova and applicable on the deadline for submission of tenders.

Award criterion applied for the contract award: lowest price.

Evaluation factors for determining the most economically advantageous tender, as well as their respective weights:

Deadline for submission/opening of tenders:

– in accordance with SIA RSAP / by: [exact time] __________________________

– on: [date] _______________________________________

Address to which tenders or requests to participate shal

ng of tenders:

– in accordance with SIA RSAP / by: [exact time] __________________________

– on: [date] _______________________________________

Address to which tenders or requests to participate shall be submitted:

Tenders or requests to participate shall be submitted electronically via the SIA RSAP system.

Tender validity period: 30 days

Place of opening of tenders: ocds-b3wdp1-MD-1783668858989

(SIA RSAP or address of opening)

Late tenders shall be rejected.

Persons authorized to attend the opening of tenders:

Tenderers or their authorized representatives shall have the right to attend the opening of tenders, except where tenders have been submitted via the SIA RSAP system.

Language(s) in which tenders or requests to participate shall be drawn up: English (ENG) and/or Romanian (RO).

Does the contract relate to a project and/or programme financed by European Union funds?: _______________________n/a_________________________________________

(se specifică denumirea proiectului și/sau programului)

Name and address of the body responsible for review procedures:

National Agency for the Settlement of Complaints

Address: 124 Ștefan cel Mare și Sfânt Boulevard (4th floor), Chișinău, MD-2001

Tel/Fax/E-mail: +373 22 820 652, +373 22 820 651, [email protected]

Date(s) and reference(s) of previous publications in the Official Journal of the European Union concerning the contract(s) to which this notice relates (where applicable): _____________________________________________

In the case of recurrent procurement, the estimated timetable for the publication of future notices:______________________________________________________________

Date of publication of the prior information notice or, where applicable, indication that no such notice has been published: Yes

Date of dispatch for publication of the contract notice: In accordance with SIA RSAP.

Within the public procurement procedure, the following shall be used/accepted:

Does the contract fall under the scope of the World Trade Organization (WTO) Agreement on Government Procurement (applicable only to notices published in the Official Journal of the European Union): NO

(se specifică da sau nu)

Other relevant information: In case of any inconsistency between language versions, the Romanian version shall prevail.

Head of the Working Group: ______________________________ .

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 coord

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 acti

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.

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

Capa

s, 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 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 public

t 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, 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 (t

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 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.

1.

cture 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, 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.

r (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.

f the event, including 1 main video (hero video) adapted for Instagram and LinkedIn platforms. Video duration: maximum 30 seconds. The service includes the production of a recap-style aftermovie video, video editing, and a maximum of 2 rounds of revisions/modifications.

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.

The form is mandatory at the time of submission of the tender, no later than the deadline established within the tender procedure, in accordance with SIA RSAP (M-Tender).

Failure to comply with this requirement shall result in rejection of the tender, in accordance with the applicable legal provisions.

The form is mandatory at the time of submission of the tender and shall be submitted no later than the deadline established within the tender procedure, in accordance with SIA RSAP (M-Tender).

Failure to comply with this requirement shall result in the rejection of the tender, in accordance with the applicable legal provisions.

In the case of non-resident economic operators who do not hold a qualified electronic signature recogni

hall result in the rejection of the tender, in accordance with the applicable legal provisions.

The form is mandatory at the time of submission of the tender and shall be submitted no later than the deadline established within the tender procedure, in accordance with SIA RSAP (M-Tender).

Failure to comply with this requirement shall result in the rejection of the tender, in accordance with the applicable legal provisions.

1) Bank transfer to the bank account of the Contracting Authority (the file with bank detalies are provided within SIA RSAP platform), in accordance with the details attached to the procedure. Proof of payment/transfer shall be submitted/uploaded through platform SIA RSAP (M-tender), to confirm the requirement.

2) Alternatively, by means of a bank guarantee issued by a banking institution. In this case, the economic operator shall be required to upload a scanned copy of the bank guarantee to the electronic platform, together with the other requested documents, duly signed with an electronic signature.

The amount of the tender guarantee shall be equal to 1% of the tender price, excluding VAT.

NB! All bank charges and transfer fees shall be borne by the Tenderer. The Tenderer shall ensure that the Contracting Authority receives the tender guarantee in the minimum required amount.

Proof of the tender guarantee shall be submitted mandatorily together with the tender, no later than the deadline established in accordance with SIA RSAP (M-Tender). Failure to comply with this requirement shall result in rejection of the tender, in accordance with the applicable legal provisions.

In the case of non-resident economic operators who do not hold a qualified electronic signature recognized in the Republic of Moldova, the documents shall be submitted in accordance with the provisions of the legislation app

The performance guarantee may be provided by one of the following means:

1) By bank transfer to the bank account of the Contracting Authority, in accordance with the bank details attached to the procedure. Proof of payment/transfer shall be submitted.

2) Alternatively, by a bank guarantee issued by a banking institution. In this case, the economic operator shall upload a scanned copy of the bank guarantee to the electronic platform, together with the other requested documents, duly signed with an electronic signature.

NOTE:

The original bank guarantee shall also be submitted in hard copy (sealed envelope) to the premises of the Contracting Authority by the deadline specified.

The amount of the performance guarantee shall be equal to 1% of the contract value, excluding VAT.

The economic operator shall provide evidence of at least two (2) fully performed contracts, accompanied by duly certified copies (signed and, where applicable, stamped), confirming the provision of similar services on the United Kingdom (UK) market during the period 2022–2026. The value of each contract (for each similar event implemented on the UK market) shall be at least EUR 40000,00 (excluding VAT), or the equivalent amount in USD or GBP, calculated at the official exchange rate of the National Bank of Moldova applicable on the date of signing of the respective contract.

NOTE: This form shall be submitted only by the tenderer declared successful(awarding), within a period of three (3) days.

DECLARATION

n/a

Depunerea electronică a ofertelor sau a cereri

n/a

Sistemul de comenzi electronice