Storitve - 542777-2018

11/12/2018    S238

Belgium-Brussels: Event Management Services

2018/S 238-542777

Contract notice

Services

Legal Basis:
Regulation (EU, Euratom) No 966/2012

Section I: Contracting authority

I.1)Name and addresses
Official name: European Commission, Directorate General for Interpretation
Postal address: Street Van Maerlant 18
Town: Brussels
NUTS code: BE1 RÉGION DE BRUXELLES-CAPITALE / BRUSSELS HOOFDSTEDELIJK GEWEST
Postal code: 1040
Country: Belgium
E-mail: SCIC-CALL-FWC-PCO-2018@ec.europa.eu

Internet address(es):

Main address: https://ec.europa.eu/info/departments/interpretation_en

I.2)Information about joint procurement
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=4106
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the following address:
Official name: European Commission, Directorate General for Interpretation
Postal address: Avenue du Bourget 1
Town: Brussels
Postal code: 1140
Country: Belgium
Contact person: Patricia Lambert
E-mail: SCIC-CALL-FWC-PCO-2018@ec.europa.eu
NUTS code: BE1 RÉGION DE BRUXELLES-CAPITALE / BRUSSELS HOOFDSTEDELIJK GEWEST

Internet address(es):

Main address: https://ec.europa.eu/info/departments/interpretation_en

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:

Event Management Services

Reference number: SCIC/C1/2018/FWC/02
II.1.2)Main CPV code
79950000 Exhibition, fair and congress organisation services
II.1.3)Type of contract
Services
II.1.4)Short description:

The purpose of this call for tenders is to contract professional event organisation services for supporting the European Commission and other EU bodies and agencies in the organisation of their conferences and events with an external communication dimension. Events to be managed by the future contractors may take place in all EU Member States, all EFTA Member States, as well as in present or future EU candidate countries, and the United Kingdom of Great Britain and Northern Ireland.

All services are described in the tender specifications and can be requested in full or in part for each event.

The call for tenders is divided into 3 lots. The division is based on the number of participants as estimated at the moment of the initial request for offer by the European institution.

II.1.5)Estimated total value
Value excluding VAT: 120 000 000.00 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:

Lot 1 — Events with 50-200 participants

Lot No: 1
II.2.2)Additional CPV code(s)
79952000 Event services
79950000 Exhibition, fair and congress organisation services
II.2.3)Place of performance
NUTS code: BE BELGIQUE-BELGIË
Main site or place of performance:

All EU Member States, all EFTA Member States, as well as in present or future EU candidate countries, and the United Kingdom of Great Britain and Northern Ireland.

II.2.4)Description of the procurement:

Organisation of events with 50-200 participants.

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: 12 000 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The contracts will be concluded for an initial duration of 1 year from the date of their signature. The contracts can be renewed in writing up to 3 times under the same conditions.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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:

Lot 2 — Events with 201-650 participants

Lot No: 2
II.2.2)Additional CPV code(s)
79952000 Event services
79950000 Exhibition, fair and congress organisation services
II.2.3)Place of performance
NUTS code: BE BELGIQUE-BELGIË
Main site or place of performance:

All EU Member States, all EFTA Member States, as well as in present or future EU candidate countries, and the United Kingdom of Great Britain and Northern Ireland.

II.2.4)Description of the procurement:

Organisation of events with 201-650 participants.

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: 36 000 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The contracts will be concluded for an initial duration of 1 year from the date of their signature. The contracts can be renewed in writing up to 3 times under the same conditions.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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:

Lot 3 — Events with more than 650 Participants

Lot No: 3
II.2.2)Additional CPV code(s)
79952000 Event services
79950000 Exhibition, fair and congress organisation services
II.2.3)Place of performance
NUTS code: BE BELGIQUE-BELGIË
Main site or place of performance:

All EU Member States, all EFTA Member States, as well as in present or future EU candidate countries, and the United Kingdom of Great Britain and Northern Ireland.

II.2.4)Description of the procurement:

Organisation of events with more than 650 participants.

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: 72 000 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The contracts will be concluded for an initial duration of 1 year from the date of their signature. The contracts can be renewed in writing up to 3 times under the same conditions.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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:

Please refer to the tender specifications, Points 2.1 Eligibility of the tenderers and 2.2 Legal form of the tenderer.

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.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

As stated in the procurement documents

III.2.3)Information about staff responsible for the performance of 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
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
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.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 04/02/2019
Local time: 23:59
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
Tender must be valid until: 04/08/2019
IV.2.7)Conditions for opening of tenders
Date: 11/02/2019
Local time: 14:00
Place:

European Commission, Directorate General for Interpretation — Van Maerlant 18 street, 1040 Brussels, BELGIUM

Information about authorised persons and opening procedure:

A maximum of two representatives per tender can attend the opening of tenders. For organisational and security reasons, the tenderer must provide the full name and ID or passport number of the representatives at least 3 working days in advance to the email address indicated in Section I.1 of this notice. Failing that, the contracting authority reserves the right to refuse access to its premises.

Section VI: Complementary information

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

Requests for additional information must be submitted exclusively via the TED eTendering system at https://etendering.ted.europa.eu/cft/cft-display.html?cftId=4106.

The Contracting Authority is not bound to reply to requests for additional information received less than 6 working days before the date of receipt of tenders.

VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court of the Court of Justice of the European Union
Postal address: Boulevard Konrad Adenauer
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: cfi.registry@curia.europa.eu
Telephone: +352 43031

Internet address: https://curia.europa.eu/

VI.4.2)Body responsible for mediation procedures
Official name: European Ombudsman
Postal address: 1 avenue du Président Robert Schuman, PO Box 403
Town: Strasbourg
Postal code: 67001
Country: France
E-mail: eo@ombudsman.europa.eu
Telephone: +33 388172313

Internet address: http://ombudsman.europa.eu

VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
30/11/2018