Extended Deadline - Request for Quotations for Hotel and venue services

The OPTIM Project – “Opportunities through Technologies and Innovation in Moldova” – is a market systems development (MSD) project aiming at contributing towards the creation of improved economic opportunities for Moldovan women and men, with particular focus on excluded groups, through addressing the constraints of the economy in a sustainable and inclusive manner. OPTIM is a project of the Swiss Agency for Development and Cooperation, implemented by HELVETAS Swiss Intercooperation Zurich Sucursala Chisinau.

OPTIM project is part of HELVETAS Regional Advocacy Network (RAN). In 2025, RAN is focusing on International Advocacy in Changing Times: Strategies for Policy Influence and Impact. In this regard, RAN is planning to organize a series of webinars and online training sessions, as well as a face-to-face event in Chisinau, Republic of Moldova, in cooperation with HELVETAS Swiss Intercooperation Zurich Sucursala Chisinau/OPTIM Project and implementing partners.

The events in Chisinau will consist of:

• 9-10 September: two days training on policy influencing and advocacy.
• 11 September: International Forum: Policy Dialogue - a Catalyse for Sustainable Growth.

In this regard, HELVETAS Swiss Intercooperation Zurich Sucursala Chisinau/OPTIM Project would like to contract accommodation and venue services for above mentioned events, including coffee breaks and lunch services.

The overall objective of this initiative is to contract a company that provides hotel and venue services.                  

Requirements / Profile / Qualifications

Eligibility criteria:

• The company/organization is registered in RM.
• VAT number.
• The total turnover of the company/organisation over the past 3 years.
• The company/organization has no open disputes, execution procedures, reorganization, bankruptcy, or insolvency proceedings.
• All taxes have been paid.

Accommodation:

• The accommodation must be officially classified as a 4- or 5-star property, in accordance with national or international standards.
• Located in the historical city center, within 15 min. of walking distance (about 1.5 km) to the Government building.
• Availability of 25 single rooms or double rooms for single use to host the participants.

Conference Room:

• Meeting/conference room availability and capacity to accommodate approximately 30 participants.
• Ensure that conference room is equipped with necessary technical equipment (including microphone, projector/screen, flipcharts).
• Adequate fire-safety measures in place (emergency exits, fire alarms, fire extinguishers on all floors etc.).

Catering Services:

• Provide coffee breaks and lunch services close to the conference room, but in a separate designated area.
• Submit the menu options. The menus should offer a variety to cater to diverse tastes and dietary requirements such as vegan and gluten-free diets.

Financial offer 

• Financial offer must be presented in MDL. The fees proposed in this offer should be all inclusive. 

HELVETAS Swiss Intercooperation Zurich Sucursala Chisinau is not a payer of value added tax (VAT). VAT Exemption Confirmation Letter will be provided. 

Time frame of the assignment

The contractor will be expected to carry on all services between the 8^th September 2025 and 12^th September 2025.

We strongly encourage interested bidders to express their written interest to the email address: procurement@optimproject.md.

Please mention in the email subject line “Request for Quotations for Hotel and venue services”.

Submission of offers:

Offers must be submitted via e-mail procurement@optimproject.md.    

Offer shall contain:    

1. Eligibility documents – as per eligibility criteria table above;  

2. Technical and Financial offer – as per Criteria for evaluation of the Technical and financial offer.    

Deadline for offer submission is 22.06.2025, 16:00 (Chisinau local time).

You can download Request for Quotations for Hotel and venue services dossier, including the Request for Quotations (RFQ) and Terms of reference from the following links:  

Request for Quotations (RFQ)

Terms of reference