📋 Tender Overview
Contract awarded for Transportation and material handling services lot-0001, title: transportation and material handling services, description: execution of domestic and international road transport necessary for the rehearsals, concerts, and other events of the budapest festival orchestra (bfz), as well as for the operation of the bfz rehearsal room, warehouse, and office, including material handling and loading tasks, and the completion of related organizational and administrative tasks. the contractor's responsibilities within the framework of transportation and material handling services: 1. general information the bfz concert calendar is tight, and it may happen that the orchestra performs in different cities/countries on two consecutive days. the obligations of the bfz are regulated by strict contractual conditions (dress rehearsals, concerts). adherence to deadlines and schedules is critically important. the instruments to be transported are of high value, and special attention must be paid to the appropriate transport conditions (secure fastening, tempering) and the proper guarding of the vehicle. the expected number of concerts per year with a large orchestra of 90-120 performing artists includes: o 55-60 concerts in budapest o 8-10 concerts in the countryside o 8-10 tours o 40-45 foreign tour locations other concerts o 65-70 concerts in budapest o 20-25 concerts in the countryside the types of other events include press conferences, sponsorship/support events, family days, and participation in other events (e.g., bratislava picnic). 2. transportation • for budapest concerts, the task includes: transportation of instruments, orchestral equipment, stage elements, decorations, costumes, props, lighting and sound technical equipment. the transports must primarily adapt to the orchestra's concert calendar and rehearsal schedule, as well as the expectations of the event venues. therefore, transportation tasks may occur anytime between 6:00 am and 2:00 am. at regular budapest concert venues (müpa, academy of music), the orchestra gives large concerts on several consecutive days. in such cases, after unloading, the transport vehicle may leave the event venue. return transport is possible after the last concert (1-4 days after delivery). at other budapest venues and events, loading and unloading can typically be solved on the same day. a few times a year, the orchestra also gives night concerts. in such cases, loading and unloading also occurs during nighttime hours. • for countryside concerts, the task includes: transportation of instruments, orchestral equipment, stage elements, decorations, costumes, props, lighting and sound technical equipment. typically, loading and unloading occurs within 1 day (20-400 km distance). after morning departure, unloading is followed by a longer on-site waiting time (4-9 hours). after the event, nighttime return transport occurs. • for foreign tours (typically involving multiple cities/countries): transportation of instruments, orchestral equipment, stage elements, decorations, costumes, props, lighting and sound technical equipment. typically, 1 vehicle (truck + trailer - if necessary), but occasionally 2 trucks with 2 drivers + occasionally 1-2 substitute drivers. provision of a replacement vehicle if necessary. • occasional transports • transport necessary for the operation and maintenance of the rehearsal room (furniture, machines, equipment, office tools, materials, instruments, orchestral equipment, stage elements, decorations, costumes, props, lighting and sound technical equipment) • transport related to storage: furniture, machines, equipment, office tools, instruments, orchestral equipment, stage elements, decorations, costumes, props, lighting and sound technical equipment, archived documents • transport necessary for office operation and maintenance (furniture, machines, equipment, office tools, advertising materials, printed products, materials) • transport related to other events: furniture, office tools, advertising materials and printed products, materials • unique transport requests (e.g., piano transport, special instruments, large decorations, heavy objects, hydraulic lifts) 3. loading/material handling • in cooperation with the technical staff of the bfz and the event venues, loading and unloading of trucks, as well as occasionally setting up the individual event venues based on previously agreed artistic concepts and plans. • for the transportation of instruments and orchestral equipment, the bfz has appropriate storage devices, and their packing is done by bfz staff. for other items to be transported, the contractor proposes a safe method of packing and occasionally participates in the packing of these items. • provision of temporary storage for a maximum of 48 hours, minimum 40 m3 (preferably in the truck's cargo space, in safe, guarded, closed conditions). 4. organization, administration, coordination • preparation of a transport plan containing occasional preliminary cost estimates per assignment, typically 6-12 months before the expected task. • detailed planning of routes, obtaining highway, tunnel, bridge, ferry, and other tickets. • obtaining permits for periods and territorial restrictions affecting road transport (12-15 countries per year where this may be necessary), e.g., obtaining permits for night, weekend, and other restricted periods according to the expected vehicle category for the task, obtaining entry permits for individual target areas: weight-restricted city areas, inner and old town destinations. • customs administration for border crossings outside the eu, knowledge and handling of ata carnet with full authority, based on authorization. • visa administration • mapping and booking of secure closed parking lots during tours. • booking accommodation for possible stops along the way. • preliminary technical coordination, which includes consultation with individual concert venues regarding accessibility, safe parking options, and unloading environments. estimated value excluding vat: 34166763.00 huf.Transportation and material handling services
