Contract notice

Support in organising the European Parliament’s Open Days

Section I: Contracting authority

I.1) Name and addresses

Official name
European Parliament, Directorate-General for Communication
National registration number
-
Postal address
60, rue Wiertz
Town
Brussels
Postal code
1047
NUTS code
BE - BELGIQUE-BELGIË
Country
BELGIQUE-BELGIË
Contact person
Events and Exhibitions Unit
Telephone
+322 2841484
E-mail
DGCOMM-Events@europarl.europa.eu
Fax
-

Internet address(es)

Main address:   https://www.europarl.europa.eu/

Address of the buyer profile:   http://www.europarl.europa.eu/visiting/en/brussels/welcome

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

Official name
-
National registration number
-
Postal address
-
Town
-
Postal code
-
NUTS code
-
Country
-
Contact person
-
Telephone
-
E-mail
-
Fax
-
Main address
-
Address of the buyer profile
-

Access to the procurement documents is restricted. Further information can be obtained at:   https://etendering.ted.europa.eu/cft/cft-display.html?cftId=4164

Tenders or requests to participate must be submitted

Official name
European Parliament — Official Mail Unit
National registration number
-
Postal address
Altiero Spinelli Building — Office 00F256
Town
Brussels
Postal code
1047
NUTS code
BE - BELGIQUE-BELGIË
Country
BELGIQUE-BELGIË
Contact person
Directorate-General for Communication Events and Exhibitions Unit
Telephone
-
E-mail
DGCOMM-Events@europarl.europa.eu
Fax
-
Main address
http://www.europarl.europa.eu/visiting/en/brussels/welcome
Address of the buyer profile
-

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

Support in organising the European Parliament’s Open Days

Reference number:   COMM/AWD/2018/941

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 Open Days are one of the biggest recurring events that the European Parliament organises on an annual basis. The Bureau decision of 2.7.2018 adopted the dates of the Open Days in 2019. A framework contract for the Open Days/events was part of the programming exercise. The contractor will be requested to provide support and expertise in the organisation of the Brussels Open Days and the transportation, installation, dismantling of several stands in Strasbourg.
Due to the scale and scope of the event it is necessary to seek an external service provider, which is an experts in the organisation of events.

II.1.5) Estimated total value

Value excluding VAT:   800.000,00

Currency:   EUR

II.1.6) Information about lots

This contract is divided into lots:   yes

Tenders may be submitted for:   all lots:

Maximum number of lots that may be awarded to one tenderer:   -

The contracting authority reserves the right to award contracts combining the following lots or groups of lots:   -

II.2) Description

II.2.1) Title

-

Lot No:   -

II.2.2) Additional CPV code(s)

Main CPV code:   79951000 - Seminar organisation services

Supplementary CPV code:   -

II.2.3) Place of performance

NUTS code:   BE - BELGIQUE-BELGIË

Main site or place of performance:   Brussels and Strasbourg

II.2.4) Description of the procurement

The contract will cover support in organising the European Parliament’s Open Day events in Brussels and Strasbourg.
Every year around 9 May, the European Parliament (EP) celebrates Europe Day by organising numerous activities in its places of work, as well as in the Member States. Citizens are invited to visit the premises of the institution to better understand the role and activities of the Union and its Parliament. They also have the opportunity to discuss European issues with Member of the European Parliament and staff.

II.2.5) Award criteria

Criteria below

II.2.6) Estimated value

Value excluding VAT:   800.000,00

Currency:   EUR

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

Duration in months:   12

This contract is subject to renewal:   yes

Description of renewals:   The contract shall be renewed tacitly on an annual basis, unless one of the parties objects thereto by registered letter sent at least three months before the expiry of the initial duration or before each annual renewal date, but its duration may not exceed 4 years from the date of its entry into force as specified in the preceding paragraph. Such renewal shall not entail any modification

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:

The tenderer is required to fulfil the following condition:
(a) be enrolled in a relevant professional or trade register, except for international organisations;
In the case of groups of economic operators, each member will furnish proof of its legal and regulatory capacity.

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

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:   20-12-2018

Local time:   10:00

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

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

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

Duration in months:   9

IV.2.7) Conditions for opening of tenders

Date:   07-01-2019

Local time:   15:00

Place:   European Parliament WIM building

Information about authorised persons and opening procedure:   Tenderers wishing to attend the opening are asked to notify the department responsible no later than 3 working days before the tender opening date, by e-mail at DGCOMM-Events@europarl.europa.eu. Only 2 representatives per economic operator may attend. Tenderers failing to give notification will automatically be refused access to the opening. The names of the persons attending must be given.

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
Court of Justice of European Union (CJEU)
Postal address
-
Town
Luxembourg
Postal code
2925
Country
LUXEMBOURG
Telephone
-
E-mail
generalcourt.registry@curia.europa.eu
Fax
-
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
Town
Strasbourg
Postal code
67001
Country
FRANCE
Telephone
-
E-mail
-
Fax
-
Internet address
https://www.ombudsman.europa.eu/start.faces

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
Court of Justice of European Union (CJEU)
Postal address
-
Town
Luxembourg
Postal code
2925
Country
LUXEMBOURG
Telephone
-
E-mail
generalcourt.registry@curia.europa.eu
Fax
-
Internet address
https://curia.europa.eu/

VI.4.5) Date of dispatch of this notice

07-11-2018

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