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Services - 410654-2021

13/08/2021    S156

Belgium-Brussels: Framework Contract to Organise External Meetings and Events

2021/S 156-410654

Contract notice

Services

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

Section I: Contracting authority

I.1)Name and addresses
Official name: European Commission, Directorate-General for Employment, Social Affairs and Inclusion (EMPL), Unit G.4
Postal address: Rue Joseph II 27
Town: Brussels
NUTS code: BE100 Arr. de Bruxelles-Capitale / Arr. Brussel-Hoofdstad
Postal code: B-1049
Country: Belgium
E-mail: EMPL-VT-2020-040@ec.europa.eu
Internet address(es):
Main address: http://ec.europa.eu/info/departments/employment-social-affairs-and-inclusion_en
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=9137
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=9137
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:

Framework Contract to Organise External Meetings and Events

Reference number: EMPL/2021/OP/0012
II.1.2)Main CPV code
55120000 Hotel meeting and conference services
II.1.3)Type of contract
Services
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 value
Value excluding VAT: 60 000 000.00 EUR
II.1.6)Information about lots
This 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 performance
NUTS 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 criteria
Price 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 system
Duration 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 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: 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 registers
List 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 standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection 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 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
The 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 participate
Date: 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 tender
Duration in months: 9 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 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 recurrence
This is a recurrent procurement: yes
VI.2)Information about electronic workflows
Electronic 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.4.1)Review body
Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: GC.Registry@curia.europa.eu
Telephone: +352 4303-1
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, CS 30406
Town: Strasbourg Cedex
Postal code: 67001
Country: France
Internet address: http://www.ombudsman.europa.eu/home.faces
VI.4.3)Review procedure
Precise 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