Services - 526273-2017

30/12/2017    S250

Spain-Alicante: Event management

2017/S 250-526273

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: European Union Intellectual Property Office (EUIPO)
National registration number: V-03965324
Postal address: Avenida de Europa, 4
Town: Alicante
NUTS code: ES521 Alicante / Alacant
Postal code: 03008
Country: Spain
Internet address(es):
Main address:
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
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
General public services

Section II: Object

II.1)Scope of the procurement

Event management

Reference number: AO/014/17
II.1.2)Main CPV code
79900000 Miscellaneous business and business-related services
II.1.3)Type of contract
II.1.4)Short description:

The underlying objective of this framework contract is to ensure the highest-quality design of institutional event activities and impeccable organisation and logistic support to guarantee their success.

The contractor shall have the capacity to meet the needs of the EUIPO in terms of event organisation and coordination and to develop and manage a network of partners/subcontractors that perform the complete package of activities of any event. The contractor shall also have at its disposal such resources from the EUIPO, such as travel agency, copying services, cleaning, security, as may be detailed in Annex II Technical Specifications.

II.1.5)Estimated total value
Value excluding VAT: 16 000 000.00 EUR
II.1.6)Information about lots
This contract is divided into lots: no
II.2.3)Place of performance
NUTS code: ES521 Alicante / Alacant
Main site or place of performance:

Avenida de Europa, 4, 03008 Alicante, Spain

II.2.4)Description of the procurement:

In addition to the provision of operational services, the scope of the contract includes the provision of specific services and support services related to event management.

Operational services are those rendered customarily and are described in detail in the Technical Specifications. They include event management, quality management and control of conference rooms, webinar organisation, management of the EUIPO’s services.

In terms of specific services that may be requested by the EUIPO in certain events, the following are included, without limitation: event design, manufacturing and assembly of exhibition stands, external speaker or moderator services, external catering services, translation and interpretation services, administrative support, stewardess/host services, logistic support (placement and lease of furniture, etc.) at sites located outside the headquarters of the EUIPO (if not included in the event venue lease), provision and handling of audiovisual equipment and voting system, in sites located outside the headquarters of the EUIPO, technical support to the conference rooms in sites located outside the headquarters of the EUIPO (if not included in the equipment lease), cleaning in the sites located outside the Spanish peninsula (if not included in the event venue lease), broadcasting material, event-related activities, uniforms, promotional materials.

Event support services include such activities as may enable to comply with any request or provide any service required by the EUIPO within the scope of comprehensive event management.

They include economic and financial management services, maintenance and assembly services, training services, IT services, technical consultancy services, and other additional services.

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: 16 000 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: 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

A site visit/briefing is planned for 15 January 2018, at 11.00, at Avenida de Europa, 4, 03008 Alicante.

Each tenderer may send up to two representatives. Representatives' names and ID document numbers must be sent to the EUIPO by email ( by 12 January.2018.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure

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: 2
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: 05/02/2018
Local time: 13:00
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: 07/02/2018
Local time: 11:00

Avenida de Europa, 4, E-03008 Alicante, Spain

Information about authorised persons and opening procedure:

Each tenderer may send up to two representatives. Representatives' names and ID document numbers must be sent to the EUIPO by email to by 5 February 2018.

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:

The invitation to tender documents will be available for download at the address stated in point I.3. The website will be updated periodically and it is the responsibility of tenderers to check for updates, amendments or answers to questions during the tender period.

VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court
Postal address: Rue du Fort Niedergrünewald
Town: Luxemburgo
Postal code: 2925
Country: Luxembourg
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address:
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Within 2 months of the notification to the plaintiff, or, in absence thereof, of the day on which it came to knowledge.

VI.5)Date of dispatch of this notice: