TENDERE, ACHIZIȚII ȘI CONTRACTĂRI ÎN MOLDOVA

1. Background and purpose

The Friedrich-Ebert-Stiftung (FES) Moldova, acting as contracting authority on behalf of the conference organisers, seeks a contractor to provide the technical equipment, technical staff and related logistics for the Annual EU Enlargement Conference, 9–10 November 2026, at Palatul Republicii, Chișinău.

The conference is organised by a partnership of national institutions, civil society organisations and international partners. It gathers high-level government, EU, parliamentary, civil society and media participants.

The organisers will provide all design files, visual content and communication. Live streaming and simultaneous interpretation equipment are covered by other partners. The contractor is responsible for sound, video, lighting, stage, screen content management and on-site technical operation.

2. Event overview

Two full conference days, 08:30–17:30 on Day 1 and 08:30–16:00 on Day 2, in a hybrid format, with live streaming provided by Privesc.eu. Set-up must be completed and tested before 08:00 on 9 November.

• Main Hall (plenary, ~300 seats): on Day 1, the opening plenary, a high-level panel (up to 9 speakers), Session A and parallel sessions B1 and C1; on Day 2, all sessions from opening to closing.
• Hall B (~70 seats): parallel sessions B2 and C2 on Day 1, 14:30–17:30.
• Hall C (~40 seats): parallel sessions B3 and C3 on Day 1, 14:30–17:30.
• Foyer: registration and coffee breaks on both days.

The final agenda will be shared with the selected contractor. Session times and hall allocation may change slightly before the event.

3. Scope of services

Bidders propose the equipment and configuration they consider best suited to the venue and format. Indicative sizes are given for guidance; equivalent solutions are accepted.

3.1 Main Hall – both days

• Video: a large high-resolution indoor LED screen as the stage backdrop (indicatively around 40 m²), with support structure, mounting and dismounting; floor confidence monitors/prompters for speakers, synchronised with the main screen; playback of presentations and video messages.
• Sound: a professional sound system suited to the size and acoustics of the hall for ~300 participants; digital mixing console; at least 6 wireless microphones and a lectern microphone; stage monitors.
• Lighting: stage lighting suitable for camera and streaming, with control console, and ambient lighting of the hall.
• Stage and furniture: a stage platform (indicatively 13 × 3 m) with covering, side elements framing the LED screen, a lectern, and panel furniture for up to 9 speakers.

3.2 Halls B and C – Day 1, 14:30–17:30

• Sound system adapted to each room, with table and/or wireless microphones for up to 6 speakers.
• Projection or screen for presentations.
• Basic ambient lighting.

3.3 Screen management and hybrid participation

• Management of all content on the main LED screen and additional displays (vMix or equivalent): presentations, video messages, speaker and session graphics, transition slides, all provided by the organisers.
• Live integration of speaker name captions (lower thirds) on the main screen.
• A clean sound feed from the mixing console, including the interpretation audio, plus power and connection points for the streaming partner, Privesc.eu, which films and transmits the event itself. On-site coordination with their team.
• Hybrid participation for remote speakers via an online platform, with sound and image fed into the hall.
• Audience interaction tool (e.g. Slido or equivalent) for live Q&A, set up and operated on site.

3.4 Additional displays

• Several LED or digital screens in the foyer and at hall entrances to display the agenda and partner logos (content provided by the organisers).

3.5 Technical staff

• On-site technical team for the full duration of both days, including set-up and tests: at minimum a sound engineer, a lighting operator, a video operator for the screens and an electrician responsible for power distribution and safety.

3.6 Logistics

• Transport, loading, unloading, installation and dismantling of all equipment, coordinated with the venue.
• Printing and installation of the stage covering and a main event banner in the foyer, from print-ready files provided by the organisers.
• One technical coordinator as the single contact point for the organisers before and during the event.

3.7 Optional item (to be priced separately)

• Photo coverage of both days.

4. Responsibilities

The organisers provide:

• Final agenda and speaker list.
• All design files: key visual, screen graphics, lower thirds, print-ready files.
• Presentations and video messages, no later than the day before each session.
• Filming and live streaming (Privesc.eu) and interpretation equipment, through partners.
• Coordination with the venue.
• A single contact person for the contractor.

The contractor provides:

• All technical equipment, cables and accessories.
• Installation, testing, operation and dismantling.
• Qualified technical staff on site for both days.
• Sound feed and connection points for the streaming partner.
• Printing of the stage covering and main banner from the organisers' files.
• Backup equipment for critical items (microphones, playback, screen control).

5. Timeline and deliverables

• Within 5 days of contract signature: technical plan (equipment list, stage and screen layout, staffing).
• Early November (date to be agreed): site visit with the organisers and the venue.
• 8 November: installation and full technical rehearsal, including tests with the streaming partner.
• 9–10 November: operation of all equipment.
• 10 November, after closing: dismantling.

6. Offer requirements and evaluation

Bidders submit:

• A short technical proposal describing the proposed equipment and set-up for each space.
• A financial offer in MDL, itemised by the sections of chapter 3, with optional items priced separately.
• At least two references for events of similar scale and format (hybrid conferences, 200+ participants).

Offers are evaluated on best value for money, considering technical quality, relevant experience and price.

Deadline for submission: 01.10.2026

Address for bid submission: fes.moldova@fes.de