17809

ToR – Procurement of Logistics Services for the Training

May 1–31, 2025
Academic Section Event - Past

TERMS OF REFERENCE (ToR)

Procurement of Logistics Services for the Training

“If only it were History… Why Roma Holocaust Education Matters”

 

  1. Context and Background

The European Roma Institute for Arts and Culture (ERIAC), within the framework of the Joint Programme “Roma Memory” – a joint initiative of the European Commission and the Council of Europe – is implementing the project “Equality and Freedom from Discrimination for Roma: Roma Holocaust Remembrance and Education.” As part of this project, ERIAC will organize a training entitled “If only it were History… Why Roma Holocaust Education Matters” in Krakow, Poland. The training aims to strengthen Roma Holocaust remembrance and education, while promoting equality and combating antigypsyism through dialogue and learning.

To ensure the successful implementation of the event, ERIAC seeks to contract a service provider to deliver comprehensive logistical organization services.

 

  1. Objective

The objective of this procurement is to engage a qualified service provider to organize and coordinate all logistical aspects of the Krakow training, including participant travel, accommodation, venue arrangements, catering, and local transportation.

 

  1. Scope of Services

The service provider shall be responsible for the organization and delivery of the following:

  1. Airfare

Purchase and coordination of up to 24 return air tickets for training participants. The maximum total cost for airfare shall not exceed EUR 8,400.

  1. Hotel Accommodation

Reservation and coordination of 24 hotel rooms for participants in Krakow. The hotel should be within easy reach of the training venue and meet international mid-range standards (minimum 3★).

  1. Coffee Breaks

Organization of 2 coffee breaks for approximately 31 participants (during the training day). To include coffee, tea, water, juices, and light snacks.

  1. Meals

Provision of 4 meals per participant (approximately 116 meals in total, including 2 lunches and 2 dinners). Meals should reflect diverse dietary needs (vegetarian, halal, etc.). The maximum total cost for meals shall not exceed EUR 6,000.

  1. Conference Room Rental

Provision of a suitable conference room for the training (with projector, sound system, and necessary materials).

  1. Guided Tour and Transportation

Organization of a guided tour to Auschwitz for 27 participants, including a round-trip bus transfer between Krakow and the Auschwitz-Birkenau Memorial and Museum.

  1. Commemorative Flower Wreath

Procurement of one flower wreath to be placed during the Auschwitz visit ceremony.

 

  1. Deliverables

The service provider shall ensure:

  • Timely booking and confirmation of all logistical arrangements listed above;
  • Provision of all tickets, vouchers, and confirmations prior to the training;
  • On-site coordination and availability during the event;
  • Delivery of all services to professional standards, in line with ERIAC’s and the Council of Europe’s event quality requirements;

 

  1. Duration and Location

Location: Krakow, Poland

Event dates: 31.07. – 02.08.

 

  1. Financial Ceiling

The maximum total budget available for all services covered by this ToR is EUR 20,000 (twenty thousand euros), inclusive of all applicable taxes and fees. Any offer exceeding this amount will not be considered. Within this ceiling, the following indicative caps apply:

Airfare: up to EUR 8,400

Meals: up to EUR 6,000

 

  1. Eligibility and Selection Criteria

Service providers must demonstrate:

  • Proven experience in organizing international trainings or events;
  • Capacity to manage travel, accommodation, and logistics for up to 30 participants;
  • Familiarity with EU or Council of Europe project standards (an asset);
  • Financial and administrative capacity to pre-finance arrangements pending reimbursement.

 

  1. Proposal Submission Requirements

Interested service providers are invited to submit:

  • A technical offer describing the proposed organization of the services listed above;
  • A financial offer, presented as a detailed budget in EUR (inclusive of all taxes), not exceeding EUR 20,000;
  • Proof of legal registration and VAT number;
  • Description of relevant previous experience in event logistics or training organization.

 

  1. Evaluation of Offers

Proposals will be evaluated on the basis of the following criteria:

Criterion                                                                  Weight

Technical quality and experience                      60%

Financial competitiveness                   40%

The most economically advantageous offer, considering value for money, will be selected.

 

  1. Contract and Payment Terms

The selected service provider will enter into a service contract with ERIAC under the JP Roma Memory project framework.

Payment will be made in two instalments:

  1. First instalment: upon submission and approval of confirmed arrangements (services 1–5).
  2. Final instalment: upon full completion of the training and submission of all supporting documentation.

 

  1. Timeline of the Call

Call for offers opens                                                                            May 1, 2025

Deadline for submission of offers                                                  May 31, 2025

Evaluation and selection process completed by                       June 10, 2025

Contract signature                                                                        June 20, 2025

 

 

  1. Submission Details

Proposals must be sent electronically to:

European Roma Institute for Arts and Culture (ERIAC) eriac@eriac.org

Subject line: “Offer – Krakow Training Logistics 2025”