The Council of Europe Project “Towards More Humane Detention Conditions and Reduced Reoffending in Ukraine (DECOPRIS)”, implemented under the framework of the Council of Europe Action Plan for Ukraine “Resilience, Recovery and Reconstruction” 2023-2026, is launching a competitive bidding procedure for the purchase of event management services for the organisation of a study visit on the application of a rehabilitation-oriented approach in penitentiary systems (23-27 March 2026, Madrid, Kingdom of Spain).
The study visit requires the provision of comprehensive logistical support for a group of participants, including the organisation of transfers, accommodation and other necessary services, in accordance with the requirements set out in the tender documents.
The full list of expected deliverables and service requirements is provided in the Act of Engagement below.
Deadline for submission of tenders: 25 February 2026 at 23:59 (Kyiv time).
Tenders must be submitted electronically (with attachments) to the following email address: [email protected] with the subject line: Tender – 9197/2026/01.
Tenders sent to any other email address will not be considered.
All questions concerning this tender must be submitted no later than 3 working days before the tender deadline to the email address: [email protected] with the subject line: Questions – 9197/2026/01.
Documents to be submitted
- A completed and signed copy of the Act of Engagement.
- For tenderers subject to VAT: a Pro-Forma Invoice in line with the requirements of the Tender File.
- Description of the company’s experience (up to 5 A4 pages).
- Detailed description of the proposed services, including:
- suggested travel routes indicating timing and type of transport (with photos of vehicles);
- hotel accommodation proposal, including a link to the official website;
- clear cancellation policy for all types of services.
- Registration documents.
- List of owners and executive officers (for legal persons).
- Profile of a maximum of one natural person proposed to be assigned to the contract (for legal persons or consortia).
All documents shall be submitted in English, except for registration documents (which may be submitted in Ukrainian).
All documents must be duly completed, signed, and scanned in full (i.e. including all pages). It is recommended to submit scanned documents in PDF format.
Documents may be submitted via file-sharing services (such as WeTransfer, Dropbox, OneDrive, etc.), provided that the link remains active for at least 30 days after the deadline for submission.
If any of the mandatory documents are missing, the Council of Europe reserves the right to reject the tender.
Detailed information about the tender is provided in the documents below:
