The request is announced as part of the “Forest School Center” project, co-financed by the European Social Fund under the Knowledge Education Development Operational Programme 2014-2020.
The aim of the Forest School Center is to develop a new model of teacher training in forest pedagogy in cooperation with a transnational partner and to implement it.
The Cooperation Fund Foundation requests that you submit your offer, taking into account the following requirements:
I. Description of the subject of the contract:
Providing a service consisting in providing accommodation, meals and a place for group meetings for a total of 32 participants of three-day training workshops, including 16 participants of workshops organized on January 17-19, 2020 and 16 participants of training workshops organized on January 24-26, 2020.
Due to the need to ensure high quality of execution, the Order may only be awarded to a Contractor (Bidder) who meets all of the following conditions:
1) Accommodation:
The contractor is obliged to provide accommodation with breakfast for a total of 32 participants of training workshops, including: for 16 workshop participants
on January 17-19, 2020 (two nights) and 16 workshop participants
on January 24-25, 2020 (two nights), in accordance with the requirements:
a) accommodation with breakfast in double rooms and/or
multi-person rooms, with access to toilets, shower cabins/bathtubs, washbasins, with access to hot water; the rooms should be equipped with at least: single beds, bed linen, blankets, towels, clothes storage, overhead lighting, direct and easy access to at least one electrical socket per 4 people), vegetarian breakfast in the form of a buffet with at least 2 hot dishes to choose from.
b) during the training, all participants may be accommodated in different facilities but in the same area.
c) the accommodation facility should be located in the Warmian-Masurian Voivodeship
d) a facility located in an area surrounded by nature, away from expressways and the hustle and bustle of the city, conducive to peace and relaxation, suitable for conducting activities based on the resources of the natural environment.
e) the facility is located in close proximity to valuable natural areas, meadows, forests, marshes, orchards,
f) the facility is located no further than 5 km from a public transport stop, otherwise transport for participants is guaranteed.
2) Food:
The Contractor is obliged to provide meals for a total of 32 participants, including: 16 participants of training workshops on 17-19 January 2020 and 16 participants of training workshops on 24-26 January 2020, i.e. (for each participant: 2 lunches, 2 dinners and coffee breaks for 3 days of the training workshops) in accordance with the requirements of:
2.1. Meals for each participant include:
a) from 17 to 19 January 2020:
• on January 17, 2020 (Friday): coffee service and dinner,
• on January 18, 2020 (Saturday): coffee services, lunch and dinner,
• on January 19, 2020 (Sunday): coffee service and lunch;
b) from 24th to 26th January 2020:
• on January 24, 2020 (Friday): coffee service and dinner,
• on January 25, 2020 (Saturday): coffee services, lunch and dinner,
• on January 26, 2020 (Sunday): coffee service and lunch;
2.2. coffee service – available during training workshop hours, i.e. Friday 4:00 p.m. – 8:00 p.m., Saturday 9:00 a.m. – 7:00 p.m., Sunday 9:00 a.m. – 2:00 p.m., including at least: coffee, tea (at least 4 types), baked cake (at least 2 types), still water, sugar, juices (at least 2 types), milk, lemon, fresh fruit;
2.3. dinner – vegetarian option:
a) soup (min. 300 ml), the second vegetarian course includes: boiled/baked vegetables, 2 types of side dishes (potatoes, rice, pasta, groats, Silesian dumplings, potato dumplings, etc.), 2 types of salads,
b) drinks (minimum: coffee, tea, still water, sugar, cream, lemon),
c) the menu will be agreed with the Ordering Party at least 3 days before the service is to be provided.
2.4 dinner:
a) standard buffet, including 1 hot vegetarian dish, salad, bread, butter, cheese, vegetable spreads, vegetables, drinks (tea, coffee, cream/milk for coffee, sugar, lemon, juices, carbonated and still mineral water), fresh fruit
2.5 The Contractor is obliged to:
a) providing catering services using ceramic or porcelain tableware, plated or metal cutlery and paper napkins in quantities appropriate to the number of participants; the use of plastic cutlery and dishes is not permitted,
b) ensuring that all meals are absolutely fresh and of high quality in relation to the ingredients used,
c) preparing meals in accordance with legal provisions regarding the storage and preparation of food products (including the Act of 25 August 2006 on food and nutrition safety, i.e. Journal of Laws of 2010, No. 136, item 914, as amended) and to serve them aesthetically.
3) The Contractor will provide meeting places during the day and evening for 16 participants of the training workshops, on each of the dates mentioned above, outside on the premises and will provide a training room
with access to natural light on the floor of the building equal to the ground floor or first floor (the following areas are not allowed to be used as training rooms: basements, cellars, attics/garrets without windows, attics and rooms
where natural lighting does not meet the standard 90-110 cm from the floor level, height of at least 130 cm).
II. Access criteria:
• IIa – The Offer is addressed to entities meeting the criteria of a social enterprise, defined in Thematic Objective 9 of the Guidelines for the implementation of projects in the area of social inclusion and combating poverty using funds from the European Social Fund and the European Regional Development Fund for 2014-2020, Chapter 3 Glossary of terms, item 26. Appendix No. 2 to this request for proposals contains a definition of a social enterprise and a template of the declaration that should be signed and submitted with the Offer.
• IIb – The Bidder should demonstrate experience in providing commissioned services of a similar nature or organizing their own tasks, within the scope corresponding to the contract description – by demonstrating at least three similar projects for groups of 16 people in the last three years prior to the announcement of this request for proposals. The table should include a description of the service provided, the date of completion, and the target group. In the case of commissioned tasks, the table should be accompanied by references confirming proper execution of the order.
III. Other terms and conditions of order fulfillment:
1) Training workshops are planned from Friday 4:00 PM to Sunday 3:00 PM.
2) The workshop is scheduled for 17 participants for each date. The Ordering Party allows for changes in the number of participants. The Ordering Party will determine the final number of participants no later than two days (i.e., by January 14, 2020 and January 22, 2020, 4:00 PM) before the service commences. Payment for the service may also be based on the actual number of participants who ultimately participated in the training workshops.
3) The Contractor declares that he has the qualifications and authorizations required for the proper performance of the subject of the contract.
4) The Contractor will present in his offer 5 vegetarian lunch dish proposals and 4 hot dinner dish proposals (on the offer form constituting Appendix No. 1 – Offer Template)
IV. CPV code(s) and name:
55100000-1 Hotel services
55300000-3 Restaurant and food serving services.
V. Source of financing:
The “Forest School Center” project, project number POWR.04.03.00-00-0037/18-00, co-financed by the European Social Fund under the Knowledge Education Development Operational Programme 2014-2020.
VI. Place and date of order fulfillment:
– Implementation date: January 17-19, 2020 and January 24-26, 2020
– Place of implementation: Masovian Voivodeship
VII. Criteria for evaluation of offers:
No. Name of the criterion Importance of the criterion (%) Number of possible points
1. Price 50% 50
2. Terms of settlement for the service provided
(max 10 points):
10 points – settlement of the contract at the cost of using the service, in accordance with the actual number of people using it on a given day,
0 points – settlement based on email information from the Ordering Party regarding the number of people using the service, provided to the Contractor more than 48 hours before the service begins. 10% 10
3. Transport of participants from and to the nearest transport point (bus station/stop, railway station):
10 points – transport (if necessary) of more than 9 participants to the nearest transport point – railway station/bus station, within 2 hours before the start and after the end of the training workshops on a given date,
0 points – no possibility to guarantee participants transport to and from the nearest transport point railway station/bus station 10% 10
4. Exclusive availability of accommodation where participants will be accommodated during the training workshops. 20% 20
5 Free provision of drumming workshops and bread baking services 10% 10
Total 100% 100
Ad.1. Price (5o points)
The offer price expressed in Polish currency (PLN) should be specified individually
and entirely in gross amounts, as specified in the order description. The unit prices specified by the Bidder will remain constant throughout the contract period and will not be subject to change. Points for the "Price" criterion will be calculated using the following formula:
Price of the cheapest offer
——————————— x number of possible points = number of points
Price of the offer being examined
The calculated value will be rounded to two decimal places.
The gross price includes, in the case of Bidders conducting business activity: VAT, in the case of natural persons: tax and social security contributions due from both the employee and the employer.
Ad.2. Terms of settlement for the service provided (max 10 points)
This criterion will assess the method of settling the fee for the service specified in the contract, depending on the number of participants being billed. The contractor may receive:
10 points – settlement of the contract at the cost of using the service, in accordance with the actual number of people using it on a given day,
0 points – settlement based on e-mail information from the Ordering Party about the number of people using the service, provided to the Contractor more than 48 hours before the commencement of the service provision.
Ad. 3. Transport of participants to and from the nearest transport point (max 10 points)
The contractor will provide participants with transportation to and from the nearest public transport point (bus station/train stop) within two hours before and after the training workshop. The contractor should specify the type of transportation proposed and the number of people they can guarantee transportation. The contractor may obtain:
10 points – transport (if necessary) of more than 9 participants to the nearest transport point – bus station/train station, within 2 hours before the start and after the end of the recruitment workshops on a given date,
0 points – no possibility to guarantee participants transport to the nearest transport point – bus station/train station.
Ad.4. Exclusive access to the facility during the organisation of training workshops (max 20 points)
This criterion will assess the Contractor's willingness to provide exclusive use of the facility within the specified timeframe, only for the purposes related to
with conducting training workshops.
Ad.5. Providing free drumming workshops for participants
and baking bread (max 10 points)
The criterion will assess the possibility of providing participants with additional development workshops in the form of drumming and bread baking workshops, conducted by qualified staff with access for everyone
from participants to a musical instrument.
The Ordering Party will select the offer based on all the offer evaluation criteria.
The contract for the provision of services will be awarded to the Contractor who obtained the highest number of points.
VIII. Method of preparing the offer:
1) The offer should be submitted on the offer form constituting Annex No. 1 to this request for proposals.
2) The offer must be completed on a computer and in Polish. Prices quoted in the offer must include all costs related to order fulfillment and cannot change during the contract term.
3) Contractors are obliged to carefully read the information contained in the Request for Proposals and its attachments and prepare an offer in accordance with the requirements specified in this document.
4) Offers prepared contrary to the requirements of this request for proposals, submitted on a different form, incomplete or after the deadline will not be evaluated.
5) Contractors shall bear all their own costs related to the preparation and submission of the offer, regardless of the outcome of the procedure.
IX. Documents required from the Contractor:
Offer in accordance with Appendix No. 1 (containing a detailed summary of the Offer).
Contact person from FFW: Ms. Anna Szkiruc-Kostrzewa, e-mail: aszkiruc@cofund.org.pl, tel. 692 487 524
The offer must be submitted by: December 19, 2019, 11:59 p.m.
The offer can be:
1) send by post (including courier) to the following address: Fundacja "Fundusz Współpracy", ul. Górnośląska 4a, 00-444 Warsaw, with the note Forest School Center – 21/FSC – the date and time of receipt by the Foundation will be decisive.
2) send by e-mail to: aszkiruc@cofund.org.pl – entering 21/FSC in the message title, the date of displaying the message on the recipient's computer will be decisive.
3) deliver in person to the following address: Fundacja Fundusz Współpracy, ul. Górnośląska 4a, 00-444 Warsaw, with the note Forest School Center -21/FSC – the date and time of receipt by the Foundation will be decisive.
X. Information on planned supplementary orders; changes to the contract, termination, withdrawal from the contract, contractual penalties.
1) The Ordering Party allows for the possibility of supplementary orders, in an amount not exceeding 50% of the order value specified in the contract.
2) The Ordering Party allows for the possibility of amending the provisions of the contract in the event of a change in the guidelines regarding the eligibility of expenditure
under the European Social Fund to the extent that it affects the implementation of the contract.
3) In addition:
a) The Ordering Party allows changes to the contract when this is justified by the Ordering Party's needs resulting from the project being carried out,
and in particular in connection with changes in the application for project funding or changes in the Contracting Authority’s partnership agreement;
b) The Ordering Party allows changes to the contract when it is necessary for the proper execution of the project by the Ordering Party, and in particular when the change to the contract is intended to prevent the risk of jeopardizing the Ordering Party’s material interest or is beneficial to the Ordering Party;
c) The Ordering Party allows changes to the contract regarding the deadline for the performance of the contract when, for reasons attributable to the Ordering Party or beyond the control of the Parties, the performance of the contract encounters significant obstacles;
4) If it is necessary to make changes to the contract, the Parties will enter into an appropriate Annex. If the Contractor refuses to enter into the Annex, the Ordering Party may withdraw from the contract with immediate effect by submitting a written declaration to the Contractor.
5) Termination, withdrawal from the contract:
The Ordering Party may charge the Contractor with contractual penalties:
a) if the contractor fails to fulfill the provisions of the contract or performs the contract
in an improper manner, despite the ordering party submitting written comments on the execution of the order, the ordering party is entitled to charge contractual penalties in the amount of 10% of the remuneration indicated in the contract for each improper execution thereof,
b) in the amount of 20% of the remuneration indicated in the offer/contract for withdrawal from the contract by the Ordering Party for reasons attributable to the Contractor,
c) The Ordering Party is entitled to claim compensation from the Contractor in excess of the amount of the stipulated penalty/contractual penalties indicated in this contract.
XI. Other provisions
a. The Ordering Party will select the offer based on the offer evaluation criteria.
b. This Request for Proposals does not constitute an obligation on the part of the Cooperation Fund Foundation to conclude a contract.
c. The implementation of the Request for Proposals is dependent on the provision of financial resources by the institution financing the project referred to in point III. Source of financing.
d. Offer validity period: 15 days from the end of the deadline for submission of offers.
e. The Ordering Party reserves the right to cancel the inquiry without giving any reason at any time, also after the submission and consideration of offers, and also reserves the right not to make a selection.
f. The Ordering Party may conduct price negotiations with the Bidder whose offer was selected.
g. After selecting the most advantageous offer, the Ordering Party will immediately call on the bidder who submitted the most advantageous offer to conclude the contract. If the bidder fails to conclude the contract within two days of being called to sign the contract, the Ordering Party may begin negotiations with the bidder whose offer was next in line.
h. The Ordering Party invites Contractors to participate in the procedure who will independently and personally complete the subject of the Order or entrust the execution of the subject of the Order to their employee, designating a specific person who will personally participate in the execution of the subject of the Order. The Ordering Party allows for the evaluation of offers in which the Contractor uses subcontractors in the execution of the Order.
i. There is no possibility of appeal against the selection made.
XII. Obligations of the Data Administrator related to the protection of personal data
a. The Controller of the personal data contained in the offer is the "Cooperation Fund" Foundation (hereinafter referred to as the "CONTROLLER"), with its registered office at ul. Górnośląska 4a, 00-444 Warsaw. The Controller can be contacted in writing, by traditional mail at ul. Górnośląska 4a, 00-444 Warsaw, or by e-mail at cofund@cofund.org.pl.
b. The Controller has appointed a Data Protection Officer who can be contacted at the following e-mail address: iodo@rt-net.pl.
c. Personal data referred to in paragraph 1 are processed on the basis of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to
with the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), i.e. based on the consent of the data subject.
d. Personal data are processed for the purposes necessary to carry out the public procurement process.
e. The processing of personal data is based on the legitimate interest of the controller or a third party.
f. Personal data does not come from third parties.
g. The Administrator does not intend to transfer data to a third country or an international organization.
h. The Administrator will transfer personal data to other entities only on the basis of legal provisions, including in particular: the Public Procurement Office, the Social Insurance Institution, the Tax Office.
i. Personal data will be processed by the Controller for up to 5 years from the time of selection of the contractor in the public procurement process.
j. The data subject has the right to request from the controller access to personal data, their rectification, erasure or restriction of processing, the right to object to the processing, as well as the right to transfer data.
k. A complaint about the Administrator's actions may be filed with the President of the Personal Data Protection Office.
l. Providing personal data is required to conduct the contractor selection process. Failure to provide it will result in the inability to submit a bid.
m. The Administrator does not envisage automated decision-making.
XIII. Attachments:
Appendix No. 1 – Offer template
Appendix No. 2 – declaration template
