European Parliament
Contract notice

Implementation of the European Youth Event 2018.

Section I: Contracting authority

I.1) Name and addresses

Official name
European Parliament
National registration number
-
Postal address
rue Wiertz 60
Town
Brussels
Postal code
1047
NUTS code
BE1 - RÉGION DE BRUXELLES-CAPITALE / BRUSSELS HOOFDSTEDELIJK GEWEST
Country
BELGIQUE-BELGIË
Contact person
-
Telephone
-
E-mail
[email protected]
Fax
-

Internet address(es)

Main address:   http://europarl.europa.eu

Address of the buyer profile:   http://www.eye2016.eu

I.2) Joint procurement

The contract involves joint procurement:   no

In the case of joint procurement involving different countries, state applicable national procurement law:   -

The contract is awarded by a central purchasing body:   no

I.3) Communication

Additional information can be obtained from

the abovementioned address

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=2204

Tenders or requests to participate must be submitted

Official name
European Parliament — EYE Unit
National registration number
-
Postal address
rue Wiertz 60
Town
Brussels
Postal code
1047
NUTS code
BE1 - RÉGION DE BRUXELLES-CAPITALE / BRUSSELS HOOFDSTEDELIJK GEWEST
Country
BELGIQUE-BELGIË
Contact person
-
Telephone
-
E-mail
[email protected]
Fax
-
Main address
http://europarl.europa.eu
Address of the buyer profile
http://www.eye2016.eu

electronically via:   -

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: -

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

Implementation of the European Youth Event 2018.

Reference number:   COMM/DG/AWD/2017/139.

II.1.2) Main CPV code

Main CPV code:   79952000 - Event services

Supplementary CPV code:   -

II.1.3) Type of contract

Services

II.1.4) Short description

The European Youth Event (EYE) is an event initiated and hosted by the European Parliament biennially, since 2014, with the aim of stimulating active citizenship amongst young Europeans. Taking place at the European Parliament seat in Strasbourg, the EYE gathers thousands of young people, aged 16 to 30, and invites them to partake in discussions about topical issues with decision-makers and speakers with a wide range of professional expertise. It already took place twice, in 2014 and in 2016, with several follow-up hearings in the months after each edition. The third edition is scheduled for 25–26.5.2018. The contractor is asked to assist the EP with planning, organising and implementing all the logistical and organisational aspects of the EYE 2018, providing all the necessary know-how, services, logistics, materials, equipment, etc., in cooperation with the EYE project team, the internal EP services and the external partners.

II.1.5) Estimated total value

Value excluding VAT:   1.500.000,00

Currency:   EUR

II.1.6) Information about lots

This contract is divided into lots:   no

II.2) Description

II.2.1) Title

-

Lot No:   -

II.2.2) Additional CPV code(s)

Main CPV code:   -

Supplementary CPV code:   -

II.2.3) Place of performance

NUTS code:   FR - FRANCE

Main site or place of performance:   Strasbourg.

II.2.4) Description of the procurement

The contractor is asked to assist the EP with planning, organising and implementing all the logistical and organisational aspects of the event, providing all the necessary know-how, services, logistics, materials, equipment, etc., in cooperation with the EYE project team, the internal EP services and the external partners.

Not only the provision of this assistance will require a high level of commitment on the part of the contractor in terms of speed of delivery, but the team working on the project will also need to cover a wide range of skills in order to successfully carry out the contract.

The mandatory steps below can be completed with additional steps and elements that will be proposed by the EYE project team or the contractor in order to achieve the best performance of the tasks required. The outline below might remain flexible.

i. A series of briefings/workshops with the EYE project team and other relevant EP services if/when necessary to detail the tasks, specify the needs, constraints and expectations for the project. This is a phase where the contractor collects the information needed to elaborate the concept for each work package.

Period/deadline: June–December 2017.

ii. A concept for each of the work packages. Concepts should include, among others, a clear and detailed description of the process(es), the objectives of the work package, indicators, the coordinator of the work package and the full team, including subcontractors. The concepts should be based on the previous documentation phase.

Deadline: end of December 2017.

iii. A detailed implementation plan, structured in work packages according to each element of the event, i.e. management of participants, indoor logistics, indoor and Agora/parvis signposting, opening and closing ceremonies, accreditation and welcome of participants, welcome and technical assistance of partners, contributors, organisers of activities, welcome and management of speakers, organisation of transport for participants, management of volunteers, security and safety, etc. A risk assessment report shall also be prepared for each of the work packages. The implementation plan must be accompanied by a detailed budget to cost all the work packages, activities and tasks outlined in the plan plus a timetable of deliverables.

Deadline: end of January 2018.

iv. Validation of the implementation plan.

Deadline: end of February 2018.

v. Implementation.

vi. Reporting: provide the project team with a brief report of the ‘lessons learned’ type, analysing the strengths and weaknesses of the event and what could be done differently/in a more effective manner for future occurrences of the same event.

Deadline: together with the final report.

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:   1.500.000,00

Currency:   EUR

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months:   18

This contract is subject to renewal:   no

Description of renewals:   -

II.2.9) Information about the limits on the number of candidates to be invited

Objective criteria for choosing the limited number of candidates:   -

II.2.10) Information about variants

Variants will be accepted:   no

II.2.11) Information about options

Options:   no

Description of options:   -

II.2.12) Information about electronic catalogues

Tenders must be presented in the form of electronic catalogues or include an electronic catalogue:   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

-

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 selection criteria:

See tender documents.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents:   yes

List and brief description of selection criteria:

-

Minimum level(s) of standards possibly required:

-

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents:   yes

List and brief description of selection criteria:

-

Minimum level(s) of standards possibly required:

-

III.1.5 Information about reserved contracts

The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons:   no

The execution of the contract is restricted to the framework of sheltered employment programmes:   no

III.2) Conditions related to the contract

III.2.1) Information about a particular profession

Execution of the service is reserved to a particular profession:   -

Reference to the relevant law, regulation or administrative provision:   -

III.2.2) Contract performance conditions

-

III.2.2) 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:   no

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:   no

In the case of framework agreements, provide justification for any duration exceeding 4 years:   -

The procurement involves the setting up of a dynamic purchasing system:   no

The dynamic purchasing system might be used by additional purchasers:   no

IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated:   no

IV.1.5) Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations:   no

IV.1.6) Information about electronic auction

An electronic auction will be used:   no

Additional information about electronic auction:   -

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.2.1) Previous publication concerning this procedure

Notice number in the OJ S:   -

IV.2.2) Time limit for receipt of tenders or requests to participate

Date:   02-05-2017

Local time:   17:00

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

EN, BG, DA, DE, EL, ET, FI, FR, GA, HR, HU, IT, LV, LT, MT, NL, PL, PT, RO, SK, SL, ES, SV, CS

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months:   6

IV.2.7) Conditions for opening of tenders

Date:   12-05-2017

Local time:   10:00

Place:   See tender documents.

Information about authorised persons and opening procedure:   See tender documents.

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement:   no

Estimated timing for further notices to be published:   -

VI.2) Information about electronic workflows

Electronic ordering will be used:   no

Electronic invoicing will be accepted:   no

Electronic payment will be used:   no

VI.3) Additional information

-

VI.4) Procedures for review

VI.4.1) Review body

Official name
European Parliament — Directorate General for Communication
Postal address
-
Town
Brussels
Postal code
-
Country
BELGIQUE-BELGIË
Telephone
-
E-mail
-
Fax
-
Internet address
-

VI.4.2) Body responsible for mediation procedures

Official name
The European Ombudsman
Postal address
1 avenue du Président Robert Schuman — B.P. 403
Town
Strasbourg
Postal code
67001
Country
FRANCE
Telephone
+33 388172313
E-mail
-
Fax
-
Internet address
http://www.ombudsman.europa.eu/

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:   -

VI.4.4) Service from which information about the review procedure may be obtained

Official name
-
Postal address
-
Town
-
Postal code
-
Country
-
Telephone
-
E-mail
-
Fax
-
Internet address
-

VI.4.5) Date of dispatch of this notice

14-03-2017