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Services - 109054-2017

24/03/2017    S59    European Parliament - Services - Contract notice - Open procedure 

Belgium-Brussels: Implementation of the European Youth Event 2018

2017/S 059-109054

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: European Parliament
Postal address: rue Wiertz 60
Town: Brussels
NUTS code: BE1
Postal code: 1047
Country: Belgium
E-mail: eye-public-procurement@europarl.europa.eu

Internet address(es):

Main address: http://europarl.europa.eu

Address of the buyer profile: www.eye2016.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=2204
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the following address:
Official name: European Parliament — EYE Unit
Postal address: rue Wiertz 60
Town: Brussels
Postal code: 1047
Country: Belgium
E-mail: eye-public-procurement@europarl.europa.eu
NUTS code: BE1

Internet address(es):

Main address: http://europarl.europa.eu

Address of the buyer profile: www.eye2016.eu

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:

Implementation of the European Youth Event 2018.

Reference number: COMM/DG/AWD/2017/139.
II.1.2)Main CPV code
79952000
II.1.3)Type of contract
Services
II.1.4)Short description:

The European Youth Event (EYE) is an event initiated and hosted by the European Parliament biennially, since 2014, with the aim of stimulating active citizenship amongst young Europeans. Taking place at the European Parliament seat in Strasbourg, the EYE gathers thousands of young people, aged 16 to 30, and invites them to partake in discussions about topical issues with decision-makers and speakers with a wide range of professional expertise. It already took place twice, in 2014 and in 2016, with several follow-up hearings in the months after each edition. The third edition is scheduled for 25–26.5.2018. The contractor is asked to assist the EP with planning, organising and implementing all the logistical and organisational aspects of the EYE 2018, providing all the necessary know-how, services, logistics, materials, equipment, etc., in cooperation with the EYE project team, the internal EP services and the external partners.

II.1.5)Estimated total value
Value excluding VAT: 1 500 000.00 EUR
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: FR
Main site or place of performance:

Strasbourg.

II.2.4)Description of the procurement:

The contractor is asked to assist the EP with planning, organising and implementing all the logistical and organisational aspects of the event, providing all the necessary know-how, services, logistics, materials, equipment, etc., in cooperation with the EYE project team, the internal EP services and the external partners.

Not only the provision of this assistance will require a high level of commitment on the part of the contractor in terms of speed of delivery, but the team working on the project will also need to cover a wide range of skills in order to successfully carry out the contract.

The mandatory steps below can be completed with additional steps and elements that will be proposed by the EYE project team or the contractor in order to achieve the best performance of the tasks required. The outline below might remain flexible.

i. A series of briefings/workshops with the EYE project team and other relevant EP services if/when necessary to detail the tasks, specify the needs, constraints and expectations for the project. This is a phase where the contractor collects the information needed to elaborate the concept for each work package.

Period/deadline: June–December 2017.

ii. A concept for each of the work packages. Concepts should include, among others, a clear and detailed description of the process(es), the objectives of the work package, indicators, the coordinator of the work package and the full team, including subcontractors. The concepts should be based on the previous documentation phase.

Deadline: end of December 2017.

iii. A detailed implementation plan, structured in work packages according to each element of the event, i.e. management of participants, indoor logistics, indoor and Agora/parvis signposting, opening and closing ceremonies, accreditation and welcome of participants, welcome and technical assistance of partners, contributors, organisers of activities, welcome and management of speakers, organisation of transport for participants, management of volunteers, security and safety, etc. A risk assessment report shall also be prepared for each of the work packages. The implementation plan must be accompanied by a detailed budget to cost all the work packages, activities and tasks outlined in the plan plus a timetable of deliverables.

Deadline: end of January 2018.

iv. Validation of the implementation plan.

Deadline: end of February 2018.

v. Implementation.

vi. Reporting: provide the project team with a brief report of the ‘lessons learned’ type, analysing the strengths and weaknesses of the event and what could be done differently/in a more effective manner for future occurrences of the same event.

Deadline: together with the final report.

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: 1 500 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 18
This contract is subject to renewal: no
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
List and brief description of conditions:

See tender documents.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
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
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: 02/05/2017
Local time: 17:00
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:
English, Bulgarian, Danish, German, Greek, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Latvian, Lithuanian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish, Czech
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: 12/05/2017
Local time: 10:00
Place:

See tender documents.

Information about authorised persons and opening procedure:

See tender documents.

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
Official name: European Parliament — Directorate General for Communication
Town: Brussels
Country: Belgium
VI.4.2)Body responsible for mediation procedures
Official name: The European Ombudsman
Postal address: 1 avenue du Président Robert Schuman — B.P. 403
Town: Strasbourg
Postal code: 67001
Country: France
Telephone: +33 388172313

Internet address: http://www.ombudsman.europa.eu/

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:
14/03/2017