Invitation to Tender - Organization for a Large-Scale Marathon

Terms of Reference for

Organization for a Large-Scale Marathon

1. Background

“Strategic Communication and Support to Mass‐Media” is a four-year project launched on September 1^st, 2023. The overall objective of the project is to support the successful implementation of democratic reforms in the Republic of Moldova, through increased visibility of EU and EU assistance provided to the Republic of Moldova, thus ensuring a stable, prosperous, and democratic future for all its citizens. The communication and visibility activities undertaken in the framework of this project should be implemented in the context of the EU new candidacy role of the Republic of Moldova and make clear reference to the Association Agreement (AA) including the Deep and Comprehensive Free Trade Agreement (DCFTA) and Association Agenda 2021-2027.   

The overall purpose of the project is the development and delivery of a positive and impactful communication on EU support for the Republic of Moldova, via an overarching horizontal communication strategy and campaign activities, as well as provision of support to the mass media. During the project, a minimum of five communication campaigns shall be designed and implemented.   

2. Scope of the assignment

The scope of this assignment is to ensure the organization of a large-scale marathon expected to take place on 8 September 2024.

2.1 Objectives

The objectives of the Euro Marathon are the following:

• Raising public awareness regarding integration into the EU;
• Attracting all minorities in the country, regardless of ethnicity, language, or religion, to a common event where sports and shared values unite;
• Attracting the community to promote a healthy and active lifestyle.

2.2 Target audiences

The target groups of the initiative will cover the public at the national level, including:

• Athletes: experienced marathon runners aiming for a competitive race;
• Amateurs: people interested in jogging events or shorter distances alongside the marathon;
• Representatives of embassies from EU and non-EU countries;
• Representatives of ethnic and language minorities, cultural communities;
• Persons with special needs;
• Supporters of all communities, genders and ages;
• Children of all ages;
• The general public united by the common idea of EU integration, where sport and cultural values meet.

2.3 Services Required

List and describe at least the following events management services, including:

• Route Mapping and spectator area – the tenderer will recommend the most feasible route mapping and spectator area;
• Participant registration process – the tenderer will ensure online the registration process, including registration platforms and participant communication channels;
• Production of merchandise materials – the tenderer will develop and produce merchandise with the unique logo 'United for European Moldova' (t-shirts, backpacks, medals etc.). The full pack of materials will pe approved with all engaged partners;
• Event communication planning - the tenderer will develop a detailed communication plan, including communications channels, social media plan, media relations materials;
• Cultural and entertainment programme - the tenderer will ensure the organization of a traditional folk-dance group from the Republic of Moldova to support along the route, as well as national cultural ensemble; The tenderer will organize a concert as part of the event;
• Security and healthcare facilities – the tenderer will involve stakeholders and relevant institutions in order to organise facilities for car parking, traffic control, security, first aid, hospitality.
• Logistics and arrangements – the tenderer will ensure setting up booths for each embassy, featuring the culture and products of their respective countries and arrangements for food areas;
• Events execution - in order to ensure the smooth running of all aspects of the event, the tenderer will manage pre-event planning, during-event and post-event management, in strong coordination with all engaged partners;
• Post event reporting – the tenderer will provide a comprehensive post-event report and analysis.

3. Deliverables

• Concept plan: Detailed concept plan presenting the overall purpose of the event, the organizational stages, exhaustive budget and communications and audience targeting strategies;
• Full package with layouts of merchandise materials;
• Full package of communications materials;
• Post event report: Comprehensive post-event report and analysis;

4. Duration of services

Tentative schedule: 16 July - 30 October

5. Budget

The total value of the Financial Proposal must not exceed the sum of 50,000 EUR (fifty thousand Euros).

6. Proposal submission requirements

• Proposal of the Euro Marathon concept and detailed budget breakdown.
• Portfolio of previous work.
• Timeline for project completion.

The financial offer should include all costs and requirements for preparation and implementation of the assignment. Please note that the Project is subject to Value Added Tax (VAT) at 0%. Please present your prices accordingly. Offers should be priced in either Moldovan Lei or Euros.

7. Evaluation criteria

The evaluation of offers and selection of the service providers will be based on the best value for money principle. The most economically advantageous offer is selected on the basis of a 80/20 ratio between technical quality (creativity and alignment with project objectives, quality and relevance of the portfolio, proposed timeline for project completion) and the price (cost-effectiveness of the proposal).

For the technical score, points out of 100 will be given by the Evaluation committee.

The technical score is calculated using the following formula:

Technical score = (final points out of 100 of the technical offer in question / final points out of 100 of the best technical offer) x 100

Technical proposal weighing:

• Maximum 30 points - Proposal of the Euro Marathon concept;

• Maximum 30 points – Timeline for project completion;
• Maximum 40 points – Portfolio of works;

For the Financial score, points out of 100 will be given by the Evaluation committee for the lowest overall amount of deliverable costs. The financial score is established using the formula:

Financial score = (lowest overall amount of deliverable costs / overall amount of deliverable costs of the financial offer in question) x 100

8. Selection process

The selection process will be documented to ensure transparency and accountability. The Project reserves the right to negotiate aspects of the media plan prior to entering into a contract with the provider of the most advantageous offer. The Project also reserves the right to cancel this request for offers in certain circumstances, such as when no qualitatively or financially worthwhile offer has been received or there are insufficient responses.

Offers must reach the Project office at the address below by no later than 16:30 local time on Tuesday, 16 July. All offers shall be submitted in electronic format (Word or PDF) by e-mail to the following address: anastasia.chistol@eu4moldova.eu . Only offers received before this deadline will be considered.

All companies which submit offers will be informed if their offer has been accepted shortly after the selection of the most advantageous offer has been made.

For further information and delivery of offers:

Anastasia Chistol

E-mail: anastasia.chistol@eu4moldova.eu

9. Notification of award and signature of the framework agreement

The successful participant will be informed in written that their offer has been accepted in accordance with the instructions set out in the call for offers.

The other participants will be, at the same time as the notification of award of the successful participant is submitted, informed by email that their offers were not retained.

Within 5 days of receipt of the Agreement already signed by the Contracting Authority, the selected participant shall sign and date the Agreement and return it to the Contracting Authority.

Failure of the selected participant to comply with this requirement may constitute grounds for annulling the decision to award the Agreement. In this event, the Contracting Authority may award the framework to another framework participant or cancel the procurement procedure.