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Denmark-Copenhage: Support Services Related to Participation to or Organization of Events and Exhibitions for the European Environment Agency (2 Lots)
Section I: Contracting authority
Section II: Object
Support Services Related to Participation to or Organization of Events and Exhibitions for the European Environment Agency (2 Lots)
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.
Support on Participation to or Organization of Events
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.
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.
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.
Support on Participation to or Organization of Exhibitions
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.
Section III: Legal, economic, financial and technical information
As specified in Section 2.2.1 of the tender specifications.
Section IV: Procedure
EEA premises located at Kongens Nytorv 6, 1050 Copenhagen K, DENMARK.
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 firstname.lastname@example.org
Section VI: Complementary 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.