Services - 252222-2022

13/05/2022    S93

Belgium-Brussels: Technical Assistance and Support Services Required for the Organisation of the European Youth Event 2023

2022/S 093-252222

Contract notice

Services

Legal Basis:

Regulation (EU, Euratom) No 2018/264

Section I: Contracting authority

I.1)Name and addresses
Official name: European Parliament
Town: Brussels
NUTS code: BE1 Région de Bruxelles-Capitale / Brussels Hoofdstedelijk Gewest
Country: Belgium
Contact person: Guillaume Frison
E-mail: eye@europarl.europa.eu
Internet address(es):
Main address: http://www.europarl.europa.eu/european-youth-event/en/home/home.html
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=10992
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=10992
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:

Technical Assistance and Support Services Required for the Organisation of the European Youth Event 2023

Reference number: COMM/AWD/2022/6
II.1.2)Main CPV code
79950000 Exhibition, fair and congress organisation services
II.1.3)Type of contract
Services
II.1.4)Short description:

The European Youth Event (EYE) is a biennial event that brings together at the European Parliament in Strasbourg and online thousands of young people from all over the European Union and beyond, to shape and share their ideas on the future of Europe. It is a unique opportunity for 16 to 30 years old people to interact in-person and online, inspire each other and exchange their views with experts, activists, influencers and decision-makers, right in the heart of European democracy.

Following the event, the ideas, concerns, and hopes from young people are presented in a report distributed to all Members of the European Parliament (MEPs). Some participants will also be able to further develop the most impactful ideas and present these directly to the MEPs in the parliamentary committees during youth hearings.

The EYE has been organised by the European Parliament in 2014, 2016, 2018 and 2021. The next edition is planned for June 2023.

II.1.5)Estimated total value
Value excluding VAT: 2 200 000.00 EUR
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.3)Place of performance
NUTS code: FRF11 Bas-Rhin
Main site or place of performance:

Strasbourg.

II.2.4)Description of the procurement:

The contractor is asked to assist the European Parliament 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 European Parliament’s services and the external partners (see Annex I, technical specifications).

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: 2 200 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 01/09/2022
End: 31/10/2023
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.2.13)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:

The tenderer is required to be enrolled in a relevant professional or trade register, except for international organisations, in accordance with the national legislation.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

— Minimum yearly turnover of EUR 1 600 000 for at least two of the last three financial years (2019, 2020 and 2021);

— A quick liquidity ratio higher than 1.0;

— Minimum level of professional risk indemnity insurance established with due regard to the amount of the contract and the risk analysis made by the tenderer.

(See Section 15.2 of the specifications)

III.1.3)Technical and professional ability
List and brief description of selection criteria:

— At least five-year experience in event management;

— A team of at least 7 experts in the field of event management in general and in the fields detailed in Annex I Technical specifications - among whom at least the project coordinator must have ten years proven experience in the field covered by the invitation to tender; the coordinators of work packages must have a minimum of seven years proven experience in the field covered by the work package; the other members of the team will have at least five years of experience;

— An expert in the field of ISO 20121 standard and sustainability with at least three years' proven experience in the organisation of sustainable events. At least one of these events must have been organised following the requirements of the ISO 20121 standard;

— Having organised at least one event in the last three years with minimum 1 000 participants coming from at least five different countries;

— Having organised at least one event in the last three years with and/or for young people.

(see Section 15.3 of the specifications)

III.2)Conditions related to the contract
III.2.3)Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing 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.1.8)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: 17/06/2022
Local time: 16:00
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: 20/06/2022
Local time: 10:00
Place:

European Parliament, 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, not later than two working days before the tender opening date, by e-mail at eye@europarl.europa.eu. Only two 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: yes
Estimated timing for further notices to be published:

Every two years.

VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court of the European Union
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
E-mail: GeneralCourt.Registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 433766
Internet address: https://curia.europa.eu/jcms/jcms/Jo1_6308/
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Please contact the body responsible for appeals for information concerning the deadline(s) for lodging appeals’ (http://curia.europa.eu).

VI.4.4)Service from which information about the review procedure may be obtained
Official name: General Court of the European Union
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
E-mail: GeneralCourt.Registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 433766
Internet address: https://curia.europa.eu/jcms/jcms/Jo1_6308/
VI.5)Date of dispatch of this notice:
03/05/2022