Request for Offers for Technical Support Services for the Organization of EU Caravan Events 2025

REQUEST FOR OFFERS

Technical Support Services for the Organization of EU Caravan Events 2025

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 make clear reference to the Association Agreement (AA) and the Deep and Comprehensive Free Trade Agreement (DCFTA). 

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.  

In 2025, StratCom Project will launch a series of gross roots events under a EU Caravan organized throughout the country. The EU Caravan 2025 seeks to:

• Address myths: Counter stereotypes about the EU in an engaging manner.
• Showcase success: Highlight EU-funded local success stories and investment opportunities.
• Foster connections: Emphasize shared cultural and societal values between Moldova and the EU.
• Build networks: Create grassroots networks of EU promoters and change-makers.
• Promote trust: Foster trust and understanding between Moldovan citizens and the EU.

2. objectives

The contractor will provide comprehensive technical, logistical support to ensure the smooth organization and promotion of six EU Caravan events across Moldova.

3. scope of work

Locations (the name of the locations to be presented at a later stage):

• North: 2 districts
• Center: 2 districts
• South: 2 districts

Timeline:

• Preparations: February – March 2025
• Pre-events communication campaign: April, May, June 2025
• Events: May – June 2025
• Post-events communication campaign: May – July 2025

Specific dates to be selected out of these options: May (12-15, 18-20, 22, 26-29), June (2-5, 8-12, 16, 18)

The contractor will ensure the delivery of the following:

1. Event Management:
   • Development of the event concept and agenda
   • Ensure the effective implementation of the event agenda and scenario.
   • Coordination of event schedules, including site setup and dismantling.
   • Venue arrangements, ensuring accessibility and safety.
   • Identify and contract local artists (minimum two) and at least one nationally popular artist or singer for each event.
   • Managing on-site staff, volunteers, and support teams.
2. Community Mobilization

• Collaborate with local public authorities to ensure extensive promotion of the event at both district and neighborhood levels.
• Encourage strong local participation to achieve a significant and impactful turnout at the organized events.
• Design and implement engaging activities such as interactive games, quizzes, and community-focused initiatives to actively involve local participants.

3. Technical Support:
   • Provision of technical equipment (audio-visual systems, projectors, microphones, LED screens, etc.).
   • Technical setup and real-time troubleshooting during events.
4. Logistical Support:
   • Transportation of equipment, materials, and personnel to event locations.
5. Promotion & Communication:
   • Development of a general communications plan and a detailed social media plan for each event (pre-event, during the event and post-event promotion).
   • Elaboration of the Key Visual Package of the promo campaign (main visual, resizes, frames, etc.)
   • Production of engaging reels, graphics, visuals, and event summaries.
   • Coordination with local & national media outlets for coverage.
   • Partnership with influencers (micro & macro)
6. Reporting & Feedback:
   • Submission of event reports, including attendance data, media coverage summaries, social media impact data

4. deliverables

• A total number of 6 EU Caravan events successfully organized
• A pre, during and post events communication campaign implemented

5. timeline for implementation

May-July 2025

6. Budget

The maximum available budget for the implementation of this activities is 120,000 EUR.

7. proposal submission requirements

Interested contractors must submit the following:

• A detailed proposal outlining their approach to fulfilling the assignment.
• A portfolio of similar national wide previous projects, including Caravans, gross roots big events, cooperation with artists.
• CVs of key team members.
• A budget proposal with a breakdown of costs.
• Timeline for project completion.

Please note that the Project is subject to Value Added Tax (VAT) at 0%. Please present your prices accordingly. Offers should be priced in Euros.

8. 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 35 points - Proposal outlining the approach to the scope of work;
• Maximum 35 points – Portfolio of works;
• Maximum 30 points – Timeline for project completion

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

9. selection process

The selection process will be documented to ensure transparency and accountability. The Project reserves the right to negotiate aspects of the video production (content, cost, timing, etc.) 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 07.02.2025. 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 (by e-mail – any supporting materials such as copies of videos should be delivered to the address below by the same deadline):

Anastasia Chistol

E-mail: anastasia.chistol@eu4moldova.eu

10. 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.