Tender procedure: Design and production of furniture for the Regional Awareness Centre

1. BACKGROUND

Association for Democratic Prosperity – Zid from Montenegro together with CEDRA from Croatia, Deli Center from Serbia, ARNO from Macedonia, Lens from Kosovo, Green Building Council from Bosnia and Hercegovina implementing project “EICEE – Western Balkan Eco Innovation and Circular economy Ecosystem” supported by European Union through call EU Civil Society Facility and Media Programme in favor of the Western Balkans and Turkey for 2021-2023 (IPA III).

Overall objective of this project is strengthening capacities and engagement of civil society organizations in policy development leading to green and digital transition in the WB region. The primary value of the action is set with a defined impact on the capacities of the social economy actors and the perception of the industry and the public sector on the use of resources in a sustainable way and based on the concept of eco-design. This action is perceived as a model that can provide solutions to the challenges within circular economy in project countries. This is set to be achieved by the following steps towards reaching defined specific objective, which is: to contribute to the active engagement of the network of social economy actors which endorses the creation of supportive ecosystem for green and circular economy development.

Sustainable economic development is one of the challenges which the entire social system is facing, not only a challenge for one of the WB countries. It includes integral economic, social, technological and cultural development, which are harmonized with the needs of environmental protection and improvement which enables the satisfaction of needs and the improvement of the quality of life for present and future generations. A number of steps have been recognized in the country, as well as in all WB countries, at the level of strategic planning and development of action plans, but also numerous challenges have been identified that need to be addressed and remedied.

The current economic model in the region is still based on “take-make-replace.” It depletes our resources, pollutes our environment, and damages biodiversity and climate. It also makes countries dependent on resources from elsewhere, for majority of the production process. To address these problems, the EU has the aim to move to a more circular economy model based on more sustainable products. Western Balkan has to follow that route. Addressing the environmental impact of products throughout their life cycle and extending their lifetime will lead to more sustainable, circular and more resource-efficient products. More sustainable products such as electronics, furniture and textiles will contribute to the resilience of the economy. Through research work, the regional research team will develop a set of recommendations as a response to identified challenges.

The key stakeholders have been identified primarily as middle-developed NGOs and social enterprises dealing in the circular and green economy sector. There is a significant number of actors in the civil sector who have developed ideas that encourage the development of the green and circular economy. But green technology is not available to most, as well as tools for prototyping, business plan development and sustainability plan for such production. In order to detect how individual waste can be managed, whether products can be sustainable and as such become part of strategic documents, market testing is needed and a group of people who believe in such a process is needed. But also the group of people who has the knowledge to make the process sustainable. With this action we replace the missing elements, support to services to help develop the production process and the knowledge of members that can help them make the process sustainable. The focus is on the business associations, clusters, and cooperatives within Chambers of commerce and SMEs interested in matchmaking the economy with social economy and community innovation as well as public, regional and local institutions working on the achievement of sustainable development, economy, and sustainable development of communities.

The beneficiaries of this project are: research community in the Western Balkans, which received additional findings and services for applying research work in the development of innovative products and the economy in general; social economy enterprises who will further use the developed project services and outcomes; and community representatives, citizens’ association and all interested in gaining support and using green technology, knowledge and services for the development of eco innovation and 3R products.

1. DUTIES AND RESPONSIBILITIES

Objectives of Assignment

Design and production of furniture for the Regional Awareness Centre (Repair Shop)

The tenderer is sought to develop a comprehensive design plan for the Regional Awareness Centre, including procurement of furniture according to the layout of the Centre. This includes creating functional and aesthetically cohesive furniture and planning efficient shelving systems for tools and machinery. The role also involves the procurement of materials and furniture based on the design plan, ensuring sustainability, eco-friendliness, and alignment with the project’s mission.

The tenderer will collaborate with the project team, local artisans, and stakeholders to ensure that the space is both functional and visually impactful, embodying the project’s goals of sustainability and community engagement. The Centre will act as a model of how interior spaces can be designed with eco-friendly materials, circular economy principles, and the community’s needs in mind.

Content of the Job

The responsibilities of the Tenderer will include:

• Furniture Design and Production: Design and produce custom furniture pieces that cater to the specific functional needs of the Centre. These pieces should reflect the project’s values of sustainability, durability, and repairability, with a focus on modularity , adaptability and safety for everyone that enters the Centre.
• Shelving Systems for Tools and Machines: Design efficient shelving and storage systems for tools, machines, and materials used within the Centre. These systems should maximize the use of space, be user-friendly, and align with the overall design concept.
• On-Site Supervision: Oversee the implementation of the design plan, ensuring that the installation of furniture, shelving systems, and other design elements is executed according to the plan and within the designated timelines and guarantee safety for the people that will be using the materials produced.

Methodology

The Tenderer will collaborate with the project team to define the scope of work, project deliverables, and deadlines. Regular meetings will be scheduled to provide feedback and ensure the design process stays aligned with the project’s objectives. The tenderer will need to adapt the design to any practical limitations or changes that arise during implementation. The tenderer will also need to coordinate with contractors, suppliers, and artisans to ensure that the design vision is faithfully executed.

1. QUALIFICATIONS, COMPETENCIES, AND EXPERIENCE

Qualifications and Competencies:

• Proven experience in interior design, particularly in designing functional and sustainable spaces.
• Expertise in designing and producing furniture, especially tailored to specific needs.
• Familiarity with circular economy principles and sustainable design practices is highly desirable.
• Strong organizational, communication, and time management skills.
• Ability to work independently, manage deadlines, and collaborate effectively with a multidisciplinary team.

1. WORK CONDITIONS

• Place of Work: Remote, with occasional on-site visits required for coordination and installation.
• Duration of Assignment: 1 month.
• Working Hours: Flexible, depending on project deadlines and milestones.

EXPECTED DELIVERABLES

The following deliverables are expected from the Tenderer:

• Custom Furniture Designs: Detailed designs and prototypes for all custom furniture pieces to be produced.
• Shelving Systems: Detailed designs for the shelving and storage systems to accommodate tools and machinery.
• On-Site Implementation: Supervision of the furniture and shelving installation, ensuring the design vision is implemented successfully.

1. APPLICATION PROCEDURE
   Detailed information about the Tender can be found in Part A_Documents for information.

The tenderers will submit their tenders using the:

• Declaration on honour on Exclusion and selection criteria;
• Statement of Exclusivity and Availability;
• Standard tender submission form and Technical offer (available in Part B) AND
• Financial offer (available in the Part C) of this tender dossier. The financial offer needs to be submitted in a separate envelope.

The tender will be submitted in 1 original. Any tenders not using the prescribed form might be rejected by the contracting authority.

In addition to the offer, the tenderer is required to provide the following supporting documentation:

• Copy of legal registration (not older than 6 months)
• Certificate of registered activity (not older than 6 months)
• Portfolio of designs – It must be submitted on a USB and/or in printed form in the same envelope with Technical offer (available in Part B)
• Bank account details to which the payments shall be made;

The written forms are submitted in sealed envelopes, with the label “DO NOT OPEN” and the Reference number: IPA/2022/441-412/ARNO-03. The exact address of ARNO should be indicated in the center of the envelope: “Bulevar VMRO” 1-2/7, 1000 Skopje (Municipality Centar). The name of the bidder is entered in the upper left corner.

Submission of original documentation (envelopes) must be carried out by hand delivery to the offices of Organization for social innovation ARNO at Bulevar VMRO 1-2/7 by 29 of January 2025 at 16:00.

Any documentation received after this deadline will be automatically rejected.