Accommodation, catering and conference services for the 21st International Winter Medical Rescue Championships

Summary

The procurement covers accommodation, catering and conference services for participants, organisers and guests of the 21st International Winter Medical Rescue Championships, taking place from 12 to 14 January 2027 in Bielsko County or the city of Bielsko-Biała. Services must be provided at a hotel rated at least four stars and accessible by a paved road. Accommodation must cover up to 200 people per night, with at least 70 single rooms, 50 double rooms and 10 triple rooms; bunk beds are not permitted. Breakfast is included in the accommodation price. The contract includes catering and conference facilities. The meal schedule is buffet breakfast for 200 people on 13 and 14 January; buffet lunch for 200 people on 12 and 13 January; coffee service for 70 people on those same days; a buffet dinner for 120 people on 12 January; and a formal dinner for 120 people on 12 January and 250 people on 13 January. Menus must be submitted for selection by 21 December 2026 and must include meat and vegetarian dishes. On 12 and 13 January, conference rooms must accommodate 150, 70 and 300 people respectively, and include air conditioning, presentation equipment, technical support and the required seating arrangement. The hotel must provide free parking for 50 ambulances with external 230 V power and 100 passenger cars, a lockable room of at least 6 m² with three tables and six chairs, and access for guests to a swimming pool and gym. The bid must identify the hotel by name and exact address, state the prices and the discount offered on hotel services outside the contract scope, and indicate whether the conference rooms have daylight and can be fully darkened. Award criteria are price (80%), the discount (10%), and the availability of daylight with full blackout capability (10%). The bidder must itself provide accommodation and conference rooms and their day-to-day service. Other parts, including catering, may be subcontracted, but the bidder remains responsible for contract performance. Staff performing reception duties, cleaning and preparing rooms, and preparing and serving food must generally be employed under employment contracts. Payment is based on the actual number of overnight stays, meals and services used; the authority guarantees at least 50% of the maximum contract value. The bid, required declaration and evidence of authority to represent the bidder must be submitted electronically in Polish by 7 October 2026 at 10:00.