Legal Basis:
Regulation (EU, Euratom) No 2018/1046
Section I: Contracting authority
I.3)CommunicationAdditional information can be obtained from the abovementioned address
I.4)Type of the contracting authorityEuropean institution/agency or international organisation
I.5)Main activityGeneral public services
Section II: Object
II.1)Scope of the procurement
II.1.1)Title:
Framework Contract to Organise External Meetings and Events
Reference number: EMPL/2021/OP/0012
II.1.2)Main CPV code55120000 Hotel meeting and conference services
II.1.3)Type of contractServices
II.1.4)Short description:
DG EMPL organises around 220 meetings and small conferences each year on average to promote interaction between the main players who can help to achieve the European Union's strategic objective of making Europe the world's most competitive and dynamic knowledge-based economy. These events involve 10 to 80 participants on average. In rarer cases, some events may involve up to 500 participants.
It is looking for external contractors to coordinate tasks linked to the organisation and logistics management for meetings, workshops and other events in any place as defined by the European Commission. This may include the transportation and accommodation of participants to these events. The events will mainly take place in Belgium, any EU countries or EFTA countries.
II.1.5)Estimated total valueValue excluding VAT: 60 000 000.00 EUR
II.1.6)Information about lotsThis contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)55120000 Hotel meeting and conference services
79400000 Business and management consultancy and related services
63520000 Transport agency services
II.2.3)Place of performanceNUTS code: BE100 Arr. de Bruxelles-Capitale / Arr. Brussel-Hoofdstad
Main site or place of performance:
The contractor's premises or any other place indicated in the tender specifications.
II.2.4)Description of the procurement:
Framework contract to organise external meetings and events: DG EMPL organises around 220 meetings and small conferences each year on average to promote interaction between the main players who can help to achieve the European Union's strategic objective of making Europe the world's most competitive and dynamic knowledge-based economy. These events involve 10 to 80 participants on average. In rarer cases, some events may involve up to 500 participants.
It is looking for external contractors to coordinate tasks linked to the organisation and logistics management for meetings, workshops and other events in any place as defined by the European Commission. This may include the transportation and accommodation of participants to these events. The events will mainly take place in Belgium, any EU countries or EFTA countries. The safety measures in response to the Covid-19 outbreak as well as the target of the Commission to reduce its carbon footprint have created the need for alternative methods of carrying out meetings, seminars and workshops. Virtual conferencing, remote meetings, and online platforms either as standalone or as blended solutions are likely to continue to some extent in the future.
II.2.5)Award criteriaPrice is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing systemDuration in months: 24
This contract is subject to renewal: yes
Description of renewals:
The contract is renewable once for a duration of 24 months.
II.2.10)Information about variantsVariants will be accepted: no
II.2.11)Information about optionsOptions: no
II.2.13)Information about European Union fundsThe procurement is related to a project and/or programme financed by European Union funds: yes
Identification of the project:
Please consult the procurement documents available at the address indicated in section I.3).
II.2.14)Additional information
Please consult the procurement documents available at the address indicated in section I.3).
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 registersList and brief description of conditions:
Please consult the procurement documents available at the address indicated in section I.3).
III.1.2)Economic and financial standingSelection criteria as stated in the procurement documents
III.1.3)Technical and professional abilitySelection criteria as stated in the procurement documents
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
Please consult the procurement documents available at the address indicated in section I.3).
III.2.3)Information about staff responsible for the performance of the contractObligation 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 procedureOpen procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing systemThe procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 5
IV.1.8)Information about the Government Procurement Agreement (GPA)The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participateDate: 30/09/2021
Local time: 12:00
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 tenderDuration in months: 9 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tendersDate: 01/10/2021
Local time: 10:30
Place:
Tenders will be opened electronically on the date and time indicated in the contract notice.
Information about authorised persons and opening procedure:
Due to the current exceptional circumstances, no physical presence is allowed. Tenderers may send an information request to the contracting authority's e-mail address, indicated under heading I.1) of the contract notice, if they wish to be provided with the information announced during the opening.
Section VI: Complementary information
VI.1)Information about recurrenceThis is a recurrent procurement: yes
VI.2)Information about electronic workflowsElectronic payment will be used
VI.3)Additional information:
Please consult the procurement documents available at the address indicated in section I.3). In case of unavailability or disruptions in the functioning of the electronic means of communication provided in section I.3) in the last five calendar days before the time limit for receipt indicated in section IV.2.2), the contracting authority reserves the right to extend this time limit and publish the extension at the Internet address provided in section I.3), without a preceding publication of a corrigendum to this notice. Economic operators interested in this procurement are invited to subscribe to the call for tenders at the address in section I.3) in order to get notified when new information or documents are published.
VI.4)Procedures for review
VI.4.2)Body responsible for mediation proceduresOfficial name: European Ombudsman
Postal address: 1 avenue du Président Robert Schuman, CS 30406
Town: Strasbourg Cedex
Postal code: 67001
Country: France
Internet address:
http://www.ombudsman.europa.eu/home.faces VI.4.3)Review procedurePrecise information on deadline(s) for review procedures:
Please consult the procurement documents available at the address indicated in section I.3).
VI.5)Date of dispatch of this notice:03/08/2021