Venue, catering, technical equipment, branding and logistics for the ECSEL Joint Undertaking symposium 2018.

Section I: Contracting authority

I.1) Name and addresses

Internet address(es)

Main address:   http://www.ecsel.eu

Address of the buyer profile:   -

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

Access to the procurement documents is restricted. Further information can be obtained at:   http://www.ecsel.eu/procurements

Tenders or requests to participate must be submitted

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

Other activity:   Electronics research.

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Venue, catering, technical equipment, branding and logistics for the ECSEL Joint Undertaking symposium 2018.

Reference number:   -

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 ECSEL Joint Undertaking will invite European industry and research communities, together with decision-makers to present and assess, over the years, progress of the projects funded by the ECSEL Joint Undertaking programme in relation to international developments in the electronics components and systems (ECS) field, and this to a broad audience (including press and other publicly visible instruments). The symposium is also an important communication channel to ensure transparency and openness of the ECSEL Joint Undertaking programme.

II.1.5) Estimated total value

Value excluding VAT:   200.000,00

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:   BE100 - Arr. de Bruxelles-Capitale / Arr. van Brussel-Hoofdstad

Main site or place of performance:   -

II.2.4) Description of the procurement

The symposium will have an average of 350 participants per day. This number should be the reference number for total price calculation of catering services. However, ECSEL Joint Undertaking will confirm the exact number prior to the event according to a mutually agreed deadline between the provider and ECSEL Joint Undertaking Office.

Services requested:

I. venue — spaces, furniture and technical equipment:

1) plenary session of the symposium;

2) welcome desk and cloak room;

3) exhibition/catering area;

4) press breakfast;

5) additional meeting rooms;

6) ECSEL Joint Undertaking staff room;

7) WiFi;

II. catering:

a. for 350 people (2 days of the symposium);

b. press breakfast for 20 people (second day of the symposium);

c. for 30 people — VIP dinner (night before the symposium);

d. for the social events;

III. technical team and event coordination services;

IV. stewardesses and cloak room attendant;

V. registration and badge;

VI. photographer and videographer;

VII. animation/entertainment;

VIII. decoration;

IX. lighting;

X. branding;

XI. social event and animation/entertainment.

II.2.5) Award criteria

Criteria below

II.2.6) Estimated value

Value excluding VAT:   200.000,00

Currency:   EUR

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

Duration in months:   8

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

-

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents:   no

-

-

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents:   no

-

-

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

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:   03-01-2018

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

EN

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

Duration in months:   8

IV.2.7) Conditions for opening of tenders

Date:   08-01-2018

Local time:   14:00

Place:   ECSEL Joint Undertaking, avenue Toison d'Or 56–60, 1060 Brussels, BELGIUM.

Information about authorised persons and opening procedure:   A maximum of 2 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 [email protected]

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

VI.4.2) Body responsible for mediation procedures

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

VI.4.5) Date of dispatch of this notice

18-10-2017