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Office space for 40 people Bucharest

March 7, 2025

CALL FOR EXPRESSION OF INTEREST AND PRE-QUALIFICATION EXERCISE Subject: Short-term office space rental in Bucharest, Romania Following an official invitation from the Romanian authorities, our institution proposes to send a limited election observation mission to Romania for the upcoming presidential elections scheduled for 4 May 2025 and 18 May in the event of a second round. In this regard, our institution requests expressions of interest from qualified suppliers for the rental of office space, in accordance with the requirements indicated below. Description of needs: Office space for up to 40 people during the period 20 March - 27 May 2025 (inclusive) – 73 days. IMPORTANT: If a candidate wins the elections in the first round, the office rental contract will terminate on 13 May. The agreement must include a provision for this earlier termination date. Additional rooms: Up to 2 additional rooms may be required for a short period of time (approximately 2 weeks) during possible election periods; April 28 – May 8 and May 12 – May 22. Exact dates and no. of rooms to be confirmed. Please include in the offer the plan of the building or the floor plan offered with the indication of the net size of each room in m2 (excluding bathroom and corridor). Technical requirements: Prequalification process:
a) Sellers are requested to express their interest by completing the information below (Compliance (Yes/No/Additional Information/Alternatives), confirming that the proposed location meets the indicated technical requirements. The completed and signed form (together with the supporting technical documentation, if any) must be sent to the e-mail address and by the indicated deadline. Please note that only technical information is required at this stage. Financial details may be included at the offeror’s own initiative, for information purposes only. b) Our team will visit suitable proposed locations and conduct pre-qualification exercises by verifying compliance with our requirements. Proposals/locations assessed as technically suitable will be requested to submit the Offer. Suppliers may be asked to prepare their offers to the adjusted requirements identified by our team. Site visits are planned for 17-18 March 2025. c) The request for quotation will be issued with a short deadline for the delivery of the quotation (usually the same day). d) The comparison of quotations and the award of the contract will take place immediately after the deadline. Layout: • Preferably: Approximately 15 - 17 rooms in total, depending on the size and layout. In case the rooms are larger, a smaller number of rooms may be offered. • Dedicated and separate office space, with the possibility of placing physical security at the entrance, for example, if a floor/wing is offered, no other guests or tenants are allowed on the floor or wing. • Preferably: The offices should be fully furnished with: o Desks with drawers (1 per person);
o Ergonomic office chairs with armrests (1 per person); o Visitor/conference chairs (1 per room); o Cabinets/shelves (1 per room); o Filing cabinets (1 per room); o Coat racks (1 per room); o Adequate ceiling lighting or desk/floor lamps that provide sufficient light. • All rooms should be located next to each other, without other clients/guests. • Each room should have locks and/or keys/card • Physically separate meeting room for up to 18 people, equipped with a round/rectangular table and chairs. High-speed internet should also be present. The meeting room should be an integral part of the office, if possible or can be provided on an hourly basis if located separately. • Adequate provisions to enable people with disabilities to access and use the building safely and independently. • Provision of commercial office space. • Preferably: Fully equipped and furnished kitchen or kitchenette with running water and electricity or, in the case of a hotel, kettle and coffee maker in each room. • Toilet in each room (in the case of hotels) or separate toilets for men and women with daily supply of soap and toilet paper and disposable towels. • Air conditioning/heating of the entire office area. Possibility to open windows for ventilation purposes is preferable. • Elevator if the premises are located on the 3rd floor of the building or above. • Dedicated parking space in the immediate vicinity of the office for at least 4 (four) vehicles.
• The possibility of increasing and/or reducing the number of office rooms should be included in the proposal. • Separate secure lockable storage room on the same floor (preferably part of the office) of minimum 30 sq m for storing mission equipment or a dedicated office room (CCTV installed or option to install should be considered). Security: • Provision of fire and safety evacuation plans. • Fire and smoke alarm systems. • Provision of emergency evacuation (fire exits and escape routes). • Provision of closed circuit television (CCTV) systems. • Provision of physical access control systems (24/7 physical security presence in the building and main entrances). • Provision of automatic fire sprinkler systems. • Provision of access control systems. • Provision of alternative routes/exits. • Preferably: A self-starting power generator should be installed for uninterrupted power supply in case the public grid goes out. Office space condition: • Lightly used or refurbished/new. • The spaces should be ready for standard office use from the first day of rental. • Preferably: Provision of daily cleaning services in the spaces offered. Location: • Within the city of Bucharest • Preferably: within a reasonable driving distance and time to the city center (approx. 20 minutes maximum/5 km) Internet facilities and connection:
• Local area network throughout the office space or, alternatively, high-speed wireless network for a minimum of 50 users (24/7 technical support); • High-speed internet connection; a dedicated fiber optic cable with a minimum download traffic of 1 Gb/s and unlimited traffic; • TV: A stable connection and a signal format that allows the reception and recording of all major national TV channels are required. At least 2 rooms (depending on their size and location) should be equipped with access to TV channels. In addition, if the existing connection is not adequate, access to the roof or possibly balcony for the installation of an antenna must be possible at the expense of the provider. Additionally: • Possibility of placing a roll-up banner at the entrance to the office. • Possibility of placing sanitary/disinfectable stations around the office and in each room (at the expense of the tenant if not provided by the tenant). • Trash cans with removable plastic bags must be located in areas of regular use. • Door stops for each room. Disclaimer: Our institution reserves the right to accept or reject any prequalification documentation and to cancel or suspend the prequalification process and the subsequent request for quotation process and to reject all requests at any time and without reason before the date of award of the contract, without thereby incurring any liability or responsibility towards the affected participants of this process. Proposals must be valid at least 10 calendar days after the deadline for submission.

If you express your interest in participating in this procurement process, we will schedule an on-site visit of our representatives to your premises during March 17-18, 2025. Offices/spaces that will pass the technical evaluation of the proposed office space after the meeting with our representatives will have the chance to submit their final bid after receiving a request for bid document. To participate, please complete the requested information - the attachment (our standard form), sign it and send back the requested documents, scanned copies by email before March 14, 2025 at 15:00 Bucharest time. Company name: Address: Name and signature of the authorized representative: Email and contact number:

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