Services - 444695-2019

23/09/2019    S183    Agencies - Services - Contract notice - Open procedure 

Latvia-Riga: Professional Event Management Services

2019/S 183-444695

Contract notice

Services

Legal Basis:

Regulation (EU, Euratom) No 2018/1046

Section I: Contracting authority

I.1)Name and addresses
Agency for Support for BEREC (BEREC Office)
Z.A.Meierovica Bulvaris 14, 2nd Floor
Riga
LV-1050
Latvia
E-mail: procurement@berec.europa.eu
NUTS code: LV006

Internet address(es):

Main address: www.berec.europa.eu

I.2)Information about joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=4910
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=4910
I.4)Type of the contracting authority
European institution/agency or international organisation
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Professional Event Management Services

Reference number: BEREC/2019/05/OT
II.1.2)Main CPV code
79950000
II.1.3)Type of contract
Services
II.1.4)Short description:

The objective of the FWC is to purchase quality event management services. This includes video conferences, webinars, and other types of remote conferencing. The contractor is expected to assist the BEREC Office with coordinating and implementing logistics but also to accompany the BEREC Office in the creation of an event throughout its life cycle: from establishing a concept based on the objectives to be achieved, to implementing that concept and measuring the outcomes.

The services may comprise a wide variety of tasks (non-exhaustive definition): from sending of invitations to participants, follow up of the attendance, invitations and contacts with speakers, moderators; up to the arrangement of all the travelling, booking of meeting rooms and connected services such as audio-visual systems, audio systems for participants, provision of catering services, and branded material, interpretation and accommodation for the participants.

II.1.5)Estimated total value
Value excluding VAT: 3 000 000.00 EUR
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description
II.2.1)Title:

Complex Event Management Services Following Reopening of Competition

Lot No: 1
II.2.2)Additional CPV code(s)
55100000
55300000
55400000
55500000
79800000
79500000
92000000
32300000
22000000
II.2.3)Place of performance
NUTS code: BE1
NUTS code: LV
Main site or place of performance:

All EU member states.

II.2.4)Description of the procurement:

The contractor shall be prepared to provide the contracting authority with the full range of services, such as: event management, venue selection and reservation, selection and block-booking of accommodation, organization of catering, coffee breaks and meals, hiring the necessary technical equipment if not available at the venue, selection and organization of transport/transfer services, selection and hiring of speakers, moderators and/or trainers for the events, selection and organization of translation and/or interpreting services (including sign interpretation), selection and organization of note taking services, services for drafting event documents, proofreading and collecting, compiling and distribution of documents, provision of temporary service staff for the event organization, and any other support services related to the events organized by the BEREC Office.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 2 519 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 12
This contract is subject to renewal: yes
Description of renewals:

The duration of the FWCs is 12 months renewable automatically up to 3 times for further period of 12 months each, with a total maximum duration of 48 months.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Simple Event Management Services Using Cascade Mechanism

Lot No: 2
II.2.2)Additional CPV code(s)
55300000
55400000
55520000
22000000
19000000
15000000
79550000
II.2.3)Place of performance
NUTS code: BE
NUTS code: LV
Main site or place of performance:

Brussels and Riga.

II.2.4)Description of the procurement:

The contractor shall be prepared to provide the contracting authority with the full range of services listed in the financial offer form (Annex IV of the tender specifications), such as provision of branded material (pens, gift bags, USB keys, etc.), provision of editing/proofreading of texts in English language, provision of catering services, provision of beverages and snacks, etc.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 481 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 12
This contract is subject to renewal: yes
Description of renewals:

The duration of the FWCs is 12 months renewable automatically up to 3 times for further period of 12 months each, with a total maximum duration of 48 months.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 28/10/2019
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 30/10/2019
Local time: 11:00

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
General Court of the European Union
rue du Fort Niedergrünewald
Luxembourg
2925
Luxembourg
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
16/09/2019