NGO “Agency of Local Initiatives” announces a tender for the purchase of services of individual entrepreneurs related to the general project activity, namely the organization and logistical support of a one-day regional conference in the city. Kharkov.
Procurement is carried out within the project “Sustainable recovery of Kharkiv region: from cases to procedural standards”implemented by NGO “Agency of Local Initiatives” with the support of the International Renaissance Foundation.
List of purchased services
The procurement envisages a comprehensive organization and logistical support of the conference, in particular:
- search, selection and rental of premises for a one-day event in the city. Kharkov;
- providing the premises with the necessary conditions for the safe conduct of the event, including the availability of available shelter;
- preparation of the premises for the conference and organization of space for the work of participants;
- rental and technical support of the necessary equipment: sound equipment, microphones, screen/projector or other presentation equipment, equipment for the demonstration of materials and other technical means in accordance with the program of the event;
- providing technical support during the conference;
- organization of catering of the participants of the event in accordance with the approved program and the actual number of participants;
- provision of catering for participants;
- organization of the registration zone of participants;
- placement of information and working materials of the conference;
- organizational support of participants on the day of the event;
- coordination of the work of the involved technical and service workers;
- prompt resolution of organizational and technical issues during the event;
- if necessary — provision of backup technical solutions in case of interruptions with power supply or communication.
Terms of service
- Form of cooperation:agreement on the provision of services with an individual entrepreneur.
- Venue:m. Kharkov.
- Format:one-day regional conference.
- Approximate date:in the period from 10 to 30 October 2026. The specific date will be agreed with the winner of the tender.
- Estimated number of participants:90 — 110 persons.
- Duration:1 day.
- Period of organizational preparation:before the event and direct support on the day of the conference.
The tenderer must take into account that the event will be held in conditions of martial law. The location must meet security requirements and provide available shelter. The project also provides for access control, secure routes and backup organizational solutions.
The premises and organizational solutions should ensure the possibility of holding a full-fledged conference with presentations, moderated discussions and digital collection of proposals.
Qualification requirements for participants
Individual entrepreneurs are invited to participate, having:
- experience in organizing and logistical support of conferences, forums, trainings, seminars or other public events;
- experience in organizing events with a number of participants from 50 people;
- the opportunity to provide rental of the corresponding premises in the city. Kharkov;
- the ability to provide technical equipment and its support;
- the opportunity to organize meals for participants;
- the ability to provide comprehensive organizational and logistical support of the event;
- experience working with NGOs and/or international donor projects preferably.
Requirements for tenderers
Tender participants Do NOT have to:
- be in the process of liquidation or have open bankruptcy proceedings;
- be on sanctions lists;
- have arrears on taxes and other mandatory payments;
- have officials convicted of fraud, corruption offenses, participation in a criminal organization or money laundering;
- have a conflict of interest with representatives of the NGO “Agency of Local Initiatives” involved in the procurement.
To participate in the tender, you must submit
- information about individual entrepreneurs and registration documents;
- a brief description of the experience of organizing similar events;
- portfolio or list of events held indicating the customer, format, number of participants and year of holding;
- description of the proposed format for organizing the conference;
- information about the proposed premises, indicating the address, capacity, technical capabilities and information about the availability of shelter;
- a list of technical equipment that will be available during the event;
- description of the proposed food;
- detailed price offerwith a breakdown of the main components of services: rental of premises, technical support, food, logistics and organizational support and other costs;
- letter of conformity— confirmation of the participant's compliance with the requirements of the tender and the absence of a conflict of interest;
- if available — recommendations or feedback from previous customers.
Criteria for evaluating proposals
- compliance with the technical task and procurement requirements - 25%;
- experience in organizing similar events and ability to provide comprehensive support - 25%;
- quality of the proposed organizational solution, location and technical support - 20%;
- optimal price/quality ratio - 30%.
Procedure for consideration of proposals
The tender proposals will be considered by the Tender Committee of the NGO “Agency of Local Initiatives”.
The decision of the Tender Committee is formalized by a protocol.
If necessary, additional negotiations can be held with participants whose proposals meet the established requirements, regarding the organizational format, location, list of services and cost.
All participants will be notified of the results of the tender by e-mail.
Timeframes
Deadline for submission of proposals: September 10, 2026, 11:59 p.m.
Consideration of proposals and determination of the winner: no later than September 20, 2026
Approximate period of the conference: 10—30 October 2026.
Venue:m. Kharkov.
Contact for proposals: info@initiativeslocal.com.ua
Subject of the letter: “Tender — organization and logistics support of the conference”
Additional questions regarding the terms of the tender can be sent to the specified email address.
Important
An incomplete package of documents may be the basis for rejecting a tender offer.
Submission of a bid means the participant's consent to the terms of the tender.
The costs of preparing the tender offer are not reimbursed.
The customer reserves the right to:
- reject all offers;
- request additional information or documents from participants;
- to negotiate with the participants on the terms of the offer;
- change the date of the event within the specified period;
- cancel the tender until the conclusion of the contract.
