Services - 260329-2019

05/06/2019    S107

Denmark-Copenhage: Support Services Related to Participation to or Organization of Events and Exhibitions for the European Environment Agency (2 Lots)

2019/S 107-260329

Contract notice

Services

Legal Basis:
Regulation (EU, Euratom) No 2018/1046

Section I: Contracting authority

I.1)Name and addresses
Official name: European Environment Agency
Postal address: Kongens Nytorv 6
Town: Copenhagen K
NUTS code: DK011 Byen København
Postal code: 1050
Country: Denmark
E-mail: procurement@eea.europa.eu
Internet address(es):
Main address: http://www.eea.europa.eu
Address of the buyer profile: https://www.eea.europa.eu/about-us/tenders
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=4897
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=4897
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
European institution/agency or international organisation
I.5)Main activity
Environment

Section II: Object

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

Support Services Related to Participation to or Organization of Events and Exhibitions for the European Environment Agency (2 Lots)

Reference number: EEA/COM/19/002
II.1.2)Main CPV code
79956000 Fair and exhibition organisation services
II.1.3)Type of contract
Services
II.1.4)Short description:

The EEA seeks to establish framework service contracts for each of the 2 lots with service providers that will provide support to the EEA in the areas of organizing events and exhibitions, with a view to reaching the objectives formulated in the communication framework.

II.1.5)Estimated total value
Value excluding VAT: 400 000.00 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:

Support on Participation to or Organization of Events

Lot No: 1
II.2.2)Additional CPV code(s)
79952000 Event services
79956000 Fair and exhibition organisation services
II.2.3)Place of performance
NUTS code: DK011 Byen København
Main site or place of performance:

At the contractor’s premises, at conference/exhibition venues, in most cases in one of the EEA member countries, or occasionally at the EEA premises in Copenhagen.

II.2.4)Description of the procurement:

The future contractor will normally be involved in planning meetings for upcoming events, give creative input and advice and propose alternative technical/logistical solutions, if needed, accompanied with cost and time estimates.

The preparatory activities related to event participants may include preparation and dispatch of invitations and background material such as meeting programme, conference papers, pre-submitted presentations, merchandise material, etc., and assistance with pre-registration and associated activities.

As for tasks related to events venues, these may include booking and technical preparations, and in some cases it will comprise contact and follow-up with subcontractors like providers of audio-visual, catering and security services. The contractor may be requested to assist the EEA in providing staff for on-site registration and information points for the duration of the event and, if needed, assisting participants on practical matters. The contractor should also be able to assist the EEA with the evaluation of the event, using surveys and other tools.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Understanding of the objectives of the contract and the work to be carried out / Weighting: 35
Quality criterion - Name: Management approach in terms of organisation, flexibility and service orientation / Weighting: 20
Quality criterion - Name: Risks and obstacles and quality assurance and control / Weighting: 15
Price - Weighting: 30
II.2.6)Estimated value
Value excluding VAT: 200 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The successful tenderer(s) will be awarded a framework service contract for an initial period of 12 months, starting from the date of signature, with the possibility of maximum 3 (three) renewals for a period of 12 (twelve) months each.

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
II.2)Description
II.2.1)Title:

Support on Participation to or Organization of Exhibitions

Lot No: 2
II.2.2)Additional CPV code(s)
79952000 Event services
79956000 Fair and exhibition organisation services
II.2.3)Place of performance
NUTS code: DK011 Byen København
Main site or place of performance:

At the contractor’s premises, at conference/exhibition venues, in most cases in one of the EEA member countries, or occasionally at the EEA premises in Copenhagen.

II.2.4)Description of the procurement:

The future contractor may be requested to take part in planning meetings for future exhibitions, give creative input and advice and propose alternative technical/logistical solutions, if needed, accompanied with cost and time estimates.

The preparatory tasks of the contractor will include preparing creative proposals and preparation of posters and other forms of displays, flyers, hand-outs and other material, transport to the venue and mounting there; likewise, to dismantle displays and organise return transport of material after the exhibition.

Preparations for exhibitions will also include contact with the technical organisers, booking of exhibitions space, rental of furniture, computer and audio-visual equipment, electricity, catering, insurance and other services as needed.

At exhibitions, staffing assistance may include providing support personnel that can deal with practical and maintenance tasks. However, the support staff provided by the contractor will not be expected to answer more in-depth questions from stand visitors on the EEA and its products. The contractor should also be able to assist the EEA with evaluation of the exhibition, using surveys and other tools.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Understanding of the objectives of the contract and the work to be carried out / Weighting: 35
Quality criterion - Name: Management approach in terms of organisation, flexibility and service orientation / Weighting: 20
Quality criterion - Name: Risks and obstacles and quality assurance and control / Weighting: 15
Price - Weighting: 30
II.2.6)Estimated value
Value excluding VAT: 200 000.00 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 successful tenderer(s) will be awarded a framework service contract for an initial period of 12 months, starting from the date of signature, with the possibility of maximum 3 (three) renewals for a period of 12 (twelve) months each.

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:

As specified in Section 2.2.1 of the tender 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)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 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: 05/07/2019
Local time: 14:00
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: 08/07/2019
Local time: 10:00
Place:

EEA premises located at Kongens Nytorv 6, 1050 Copenhagen K, DENMARK.

Information about authorised persons and opening procedure:

Representatives of tenderers (1 per tenderer) are allowed to participate in the opening session. They are requested to inform the EEA's procurement services in advance and at the latest by 5.7.2019 (16:00), CET by e-mail at procurement@eea.europa.eu

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic invoicing will be accepted
VI.3)Additional information:

Tenderers can download the procurement documents and any additional information from the e-tendering website: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=4897

This website will be updated regularly and it is the tenderer's responsibility to check for updates and modifications during the tendering period.

During the 3 years following the entry into force of the original contract the EEA reserves the right to exercise the option of conducting a negotiated procedure without prior publication of a contract notice for new services with the future contractor in accordance with point (e) of the second subparagraph of point 11.1 and point 11.4 of Annex I to the Financial Regulation.

VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address: http://curia.europa.eu
VI.4.2)Body responsible for mediation procedures
Official name: European Ombudsman
Postal address: 1 avenue du Président Robert Schuman
Town: Strasbourg
Postal code: 67001
Country: France
E-mail: eo@ombudsman.europa.eu
Telephone: +33 388172313
Fax: +33 388179062
Internet address: http://www.ombudsman.europa.eu
VI.4.4)Service from which information about the review procedure may be obtained
Official name: General Court
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address: http://curia.europa.eu
VI.5)Date of dispatch of this notice:
24/05/2019