2. caiet de sarcini_en.docx

According to Annex no. 21 to the Standard Documentation,

approved by the Order of the Minister of Finance of the Republic of Moldova

no. 115 of 15.09.2021 (in force from 01.10.2021)

THE SPECIFICATIONS

Services

General informațion

Procuring Entity: National Bank of Moldova

Subject of the Procurement: Provision of event management services for an event aimed at highlighting the institutional contribution of the National Bank of Moldova to the Republic of Moldova`s European integration process, in Bruxelles.

CPV Code: 79900000-3

Concept of the event

Considering the progress achieved by the National Bank of Moldova (NBM) within its areas of competence in support of the European integration process of the Republic of Moldova and taking into account the objective of strengthening dialogue with European partners and exchange of experience, NBM intends to further enhance its institutional capacities in fulfilling its responsibilities related to the country`s accession to the European Union.

The NBM will cooperate with an independent partner organization to organize an experience-sharing and institutional development event in Bruxelles, Kingdom of Belgium, showcasing its role and contribution, within its areas of competence, to the European integration process of the Republic of Moldova.

The event will bring together representatives of the NBM, national and European institutions, as well as development partners, providing a platform for dialogue and the exchange of experience on the opportunities and challenges associated with the role of central bank in the European integration process.

The NBM intends to contract an independent economic operator that can act with full independence in developing the event concept, organizing and promoting the event, while serving as a trusted and impartial convener capable of bringing together relevant stakeholders and facilitating a constructive and effective dialogue.

Event format

The event will consist of two complementary components designed to facilitate both high-level institutional dialogue and the broader exchange of experience, while supporting the development of recommendations related to the European integration process, as follows:

Public discussion panel

The discussion panel will be the first part of the event. It will be moderated by an expert with relevant experience in the field and will bring together 4-6 high-level speakers representing European institutions, international organizations, European national authorities and the authorities of the Republic of Moldova, within the NBM's areas of competence. as well as relevant private sector and civil society representatives. The session will provide a platform for dialogue on the priorities and challenges of the EU accession process, facilitate the exchange of experience across different countries and sectors, and strengthen institutional cooperation. It will include a question-and-answer session to allow for exchanges also with those in the audience. This c

xperience across different countries and sectors, and strengthen institutional cooperation. It will include a question-and-answer session to allow for exchanges also with those in the audience. This component is expected to bring together up to 100 participants.

Closed dinner discussion

The second component of the event will take the form of a closed discussion in the format of a dinner debate, moderated by an expert with relevant experience in the field and will be dedicated to exploring in greater depth the topics addressed during the first session. This format will facilitate meaningful and interactive discussions among senior representatives of European Union institutions, including the European Commission, European Parliament, diplomatic missions, representatives of European national authorities and the authorities of the Republic of Moldova, within the NBM's areas of competence with the objective of identifying practical solutions and formulating recommendations for the subsequent stages of the European integration process. The session will promote the exchange of experience, strengthen institutional dialogue and cooperation among participants. The event will take place as a moderate dinner debate and up to 30 invited participants are expected to attend. The dinner debate will be preceded by a networking session.

Target audience

The event is intended for a high-level institutional audience, including:

representatives of the institutions of the European Union (including the European Commission and/or the European Parliament);

representatives of diplomatic missions;

representatives of national authorities;

representatives of partner authorities and institutions (including central banks and international organizations);

other relevant stakeholders from the business community and civil society.

Date of the event: September 2026

Requirements for services

3. SPECIAL CONDITIONS GOVERNING THE PERFORMANCE OF THE CONTRACT

In accordance with Annex 3 to the Terms of Reference, Part II – Model Contract.

Chair of the Working Group:

Petru ROTARU

First Deputy Governor

(electronic signature)

(Electronic signature) _________________ Name, Surname:_______________________________ In the capacity of: ________________

Bidder: _______________________ Address: _________________________

(Electronic signature) _________________ Name, Surname:_______________________________ In the capacity of: ________________

Bidder: _______________________ Address: _________________________

Annex nr.1

to the Specifications

Technical specification

[This table will be completed by the bidder in columns 2, 3, 4, 6, 7,

and by the NBM in columns 1, 5,]

Procurement procedure number______________from _________

Subject of the Procurement: Provision of event management services for an event aimed at highlighting the institutional contribution of the National Bank of Moldova to the Republic of Moldova’s European integration process, to be held in Bruxelles.

1. Venue for the public discussion panel:

Capacity: 100 persons;

The room shall allow theatre/classroom-style seating arrangements, without elements obstructing direct visibi

the Kingdom of Belgium:

1. Venue for the public discussion panel:

Capacity: 100 persons;

The room shall allow theatre/classroom-style seating arrangements, without elements obstructing direct visibility between participants, and shall include a speaker area visible from all parts of the room.

The venue shall allow the placement of posters and roll-up banners containing event information.

The venue shall be clean and shall provide a sufficient number of seats corresponding to the expected number of participants.

2. Venue for the closed dinner discussion:

capacity: 30 persons;

layout: flexible (allowing modifications according to the requirements), and shall include a speaker area visible from all parts of the room;

The venue shall be clean and shall provide a sufficient number of seats corresponding to the expected number of participants.

The venue shall provide a space allowing the organisation of both the dinner and the discussion panel, or shall be located in the immediate vicinity of another venue where the dinner will be organised.

Design development and production of all event materials for the event, including the concept for the public discussion panel and closed dinner discussion.

identify and prepare a list of speakers and participants;

prepare and distribute official invitations,

communicate with invited participants via email;

monitor and maintain records of speaker`s and participants` confirmations;

send the event agenda and logistical information to participants and speakers;

provide confirmed speakers with a detailed pre-event briefing on the practicalities and objectives of the event;

submit and update list of confirmed participants to the Contracting Authority.

A dedicated speaker area with an estimated size of 18 m² (6x3);

At least one LED screen with Full HD resolution (7680 x 3240 pixels);

Video animation services, including animation of materials displayed on the LED screen;

Technical equipment, including: professional audio equipment (including at least one screen, minimum three microphones, minimum two speakers, etc.);

Lighting equipment if needed;

Livestreaming services (minimum one operator; minimum two cameras; minimum one tripod; necessary accessories, lenses, and related equipment);

Event management and production services.

Provision and management of technical equipment for the closed dinner discussion, including:

Technical equipment;

Lighting equipment if needed;

Event management and pro

ement and production services.

Provision and management of technical equipment for the closed dinner discussion, including:

Technical equipment;

Lighting equipment if needed;

Event management and production services.

Event venue setup;

Participant registration area;

Seating area for participants (100 persons);

Panel discussion stage accommodating (5-6 participants, 4 chairs arranged in a straight line, with 3 tables placed between the chairs, equipped with water, glasses and microphones);

Technical control area required for the operation of audiovisual equipment throughout the event;

Installation of at least two roll-up banner (according to the approved design concept);

Dedicated media area for journalists representatives;

Coffee break and welcome coffe area.

Upon submission of the proposal, the bidder shall specify the materials and quantities to be used for the setup, decoration, and branding of the areas listed above.

2.Venue setup/ decoration/ branding for the the closed dinner discussion room, includes the minimum setup of the following areas:

Event venue setup;

Dinner venue setup;

Upon submission of the proposal, the bidder shall specify the materials and quantities to be used for the setup, decoration, and branding of the areas listed above.

Provision of photography services throughout the event;

Profesional or in-house event photographer;

Professional or in-house videographer;

Livestreaming services.

Deliverables:

Digital group photo taken on the day of the event;

Provision of an online folder containing event photos made available no later than 24 hours after the event conclusion;

Full event video recording published online within 24 hours.

Editing and production of a 4-5 minute Full HD post-event video bassed on the recorded footage within 5 working days.

Photo and video services during the closed dinner discussion

Digital group photo taken on the day of the event;

Provision of an online folder containing event photos made available no later than 24 hours after the event conclusion;

Deliverables:

Digital group photo taken on the day of the event;

Provision of an online folder containing event photos made available no later than 24 hours after the event conclusion.

Preparation and coordination of the event implementation work plan,

preparation and coordination of the delivery/service provision schedule,

participation in periodic working meetings with the contracting authority;

coordination of all organizational matters related to the public discussion panel and the closed dinner discussion, with the Contracting Authority, etc.;

Designation of

th the contracting authority;

coordination of all organizational matters related to the public discussion panel and the closed dinner discussion, with the Contracting Authority, etc.;

Designation of a dedicated Point of Contact.

Event moderation services

Moderation of the public panel discussion.

Moderation of the closed dinner discussion.

Provision of Technical and Support Personnel

Technical staff responsible for installation/dismantling of stage structures and setup/operation of technical equipment;

Provision of support staff (cleaning services, loaders/handlers, etc.).

Logistics services

Transportation of equipment, materials required for organizing the public discussion panel and the closed-format discussion dinner, as well as technical and support staff.

This could include: coffee, tea, still water, mineral water, milk, juice, savory biscuits and crackers, chocolates, sugar, fresh fruits for 100 participants.

Upon submission of the proposal, the bidder shall specify the products and their respective quantities.

2. Provision of the official dinner for participants at closed dinner discussion

The dinner will be held in a private room, in a sit down format with three courses: appetizer, main course, and dessert. for 30 participants.

Upon submission of the proposal, the bidder shall provide examples of at least two menus.

Annex no.2

to the Specifications

Price specification

[This table will be completed by the bidder in columns 5,6,7,8 and 11 if necessary,

and by the contracting authority – in columns 1,2,3,4,9,10]

Procurement procedure number no.  _____________from ___ 2026

Object of the acquisition: Organization services for the event dedicated to the institutional contribution of the NBM in the European integration process of the Republic of Moldova, in Bruxelles

* The beneficiary reserves the right to set another date if the signing of the purchase contract within a

ut by the Provider, on 10.09.2026*, based on the written request (e-mail) of the Beneficiary.

Annex no.3

to the Specifications

CONTRACT

privind achiziţia de ____________ / for procurement of ________________

I. PARTEA GENERALĂ / I. GENERAL PART

Mun./City Chișinău

Cod CPV / CPV code: ____

II. CONDIŢIILE  SPECIALE ALE CONTRACTULUI

II. SPECIAL CONDITIONS OF THE CONTRACT

RECHIZITELE JURIDICE, POŞTALE ŞI DE PLĂŢI ALE PĂRŢILOR

LEGAL, POSTAL AND PAYMENT DETAILS OF THE PARTIES

to the Specifications

CONTRACT

privind achiziţia de ____________ / for procurement of ________________

I. PARTEA GENERALĂ / I. GENERAL PART

Mun./City Chișinău

Cod CPV / CPV code: ____

II. CONDIŢIILE  SPECIALE ALE CONTRACTULUI

II. SPECIAL CONDITIONS OF THE CONTRACT

RECHIZITELE

________

I. PARTEA GENERALĂ / I. GENERAL PART

Mun./City Chișinău

Cod CPV / CPV code: ____

II. CONDIŢIILE  SPECIALE ALE CONTRACTULUI

II. SPECIAL CONDITIONS OF THE CONTRACT

RECHIZITELE JURIDICE, POŞTALE ŞI DE PLĂŢI ALE PĂRŢILOR

LEGAL, POSTAL AND PAYMENT DETAILS OF THE PARTIES

SEMNĂTURILE PĂRŢILOR / SIGNATURES OF PARTIES