Are you an ambitious procurement expert with recent publications? Check out the TED Ambassador award, our competition that aims to identify and reward research in the field of public procurement. Apply here by 28 April 2023.

Dodávky - 170072-2016

19/05/2016    S95

Belgium-Brussels: Provision of a booking/ticketing system with product development/customisation, full hosting services, maintenance and support service, and the acquisition of supporting hardware

2016/S 095-170072

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: European Parliament, Directorate-General for Communication
Postal address: rue Wiertz 60
Town: Brussels
Postal code: 1047
Country: Belgium
Internet address(es):
Main address:
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the following address:
Official name: Directorate-General for Communication, Finance Unit
Postal address: MOY 05T072
Town: Brussels
Postal code: 1047
Country: Belgium
Internet address(es):
Main address:
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

Provision of a booking/ticketing system with product development/customisation, full hosting services, maintenance and support service, and the acquisition of supporting hardware.

Reference number: COMM/DG/AWD/2016/148.
II.1.2)Main CPV code
48000000 Software package and information systems
II.1.3)Type of contract
II.1.4)Short description:

The contractor will be responsible for providing a functioning booking system to the European Parliament, either through a direct sale and/or a licensing agreement. The European Parliament will have full ownership of this booking system, including the source codes.

The contractor will be responsible for the customisation and development of the booking system to meet the needs of the Parliament. The contractor will work in close collaboration with the EP project leader and relevant services to finalise requirements (analysis) and carry out the necessary development and customisation in cooperation with the EP project leader.

The contractor will organise training sessions to the staff of the visitor services (adapted to the various user profiles) ahead of the go-live for each phase or following any major software updates. System administrators will need additional training to allow them to fulfil their roles. Some or all system administrators should also be trained in simple troubleshooting for any hardware purchased. System administrators could be trained as trainers, allowing them to run periodic training courses for new staff members. The contractor will also be responsible for providing up-to-date user manuals in English covering the full functionality of the booking system and any hardware acquired with targeted sections for different user profiles. The manuals will be updated following any changes.

The delivery of the booking system will be done in phases/modules.

II.1.5)Estimated total value
Value excluding VAT: 650 000.00 EUR
II.1.6)Information about lots
This contract is divided into lots: no
II.2.3)Place of performance
II.2.4)Description of the procurement:

The European Parliament is looking to acquire an online booking and ticketing service to facilitate the more than 500 000 visits it receives each year (estimated to increase to over 1 000 000 in the near future) across its different bookable visitor services. The EP needs a flexible system with an online booking platform available in all EU official languages (currently 24 languages) that automates communications in all the EU languages, is able to deliver global booking confirmations and tickets specific to each facility, has a back office that allows for the booking/management of rooms and resources, allows for the creation of events, helps EP staff manage visitor flows and building/venue capacity, and offers a strong reporting functionality. The contract will cover all the necessary development and customisation needed for the booking system to fulfil the needs described in this document as well as any additional needs that may arise during the lifetime of the contract. The contract will also include the acquisition of hardware needed to support the booking system, which could include dedicated ticket printers and possibly badge printers and ticket scanners for each venue. Finally, the contract will include the hosting of the booking system and its data, and the ongoing support and maintenance of both the system and the hardware.

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: 650 000.00 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:

This contract shall enter into force on the date on which it is signed by the last contracting party, and shall run for a period of 12 months. The contract shall be renewed tacitly on an annual basis, but its duration may not exceed 4 years from the date of its entry into force as specified in the preceding paragraph, unless one of the parties objects thereto.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
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 specifications.

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

Section IV: Procedure

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 a single operator
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.2.2)Time limit for receipt of tenders or requests to participate
Date: 28/06/2016
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: 11/07/2016
Local time: 10:00

rue Montoyer 75, 1047 Brussels, BELGIUM.

Information about authorised persons and opening procedure:

Tenderers wishing to attend the opening of the tenders are asked to notify the department responsible for managing this procurement procedure, no later than 2 working days before the tender opening date, by e-mail at Only 2 representatives may attend. Tenderers failing to give notification will automatically be refused access to the opening.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: European Parliament
Town: Brussels
Country: Belgium
VI.4.2)Body responsible for mediation procedures
Official name: The European Ombudsman
Town: Strasbourg
Country: France
VI.5)Date of dispatch of this notice: