Call for tenders' details
Cost to be covered for the participants of the conference
Dear madam/sir, On page 9 of the tender specifications, Task 2 explains the organisation of a two day conference in Brussels. Following a previous published clarification we would kindly like to ask, will the selected contractor have to cover the costs (travels, accomodation, per diems, etc) of all invited participants? Or is it the decision of the contractor to invite a number of participants sponsored (all costs covered) and some not sponsored? Thank you in advance for your answer.
It is up to the tenderer to propose the structure of potential participants of the Conference and to decide how to budget it in the financial offer. As stated in the answer 2 the Commission will only offer (then cover) the premises (EC premises) and interpreters (SCIC interpreters). All other costs incurred by the invited participants to the Conference (transport, accommodation, catering, etc.) will be at the successful tenderer’s charge. According to the Section 1.4 of Tender Specifications (TS) the Conference plays a very important role in the whole project, as it is aimed at agreeing on the recommendations and on the future action plan. Therefore, it is important to ensure the most appropriate and efficient representation of stakeholders in the event (number of participants disaggregated by specific groups is also to be proposed as quantitative indicators – see Section 1.6 of TS). The above should be taken under consideration by the tenderers in the methodology and in the financial offer.