Contract award 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
eye-public-procurement@europarl.europa.eu
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.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.1.6) Information about lots

This contract is divided into lots:   no

II.1.7) Total value of the procurement (excluding VAT)

Value:   1.499.250,00

Currency:   EUR

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

Criteria below

Price - Weighting:   40 %

Quality criterion - Name:   Quality of the team and the management of human and budgetary resources for the entire project  / Weighting:   35

Quality criterion - Name:   Quality of the concepts submitted  / Weighting:   25

Quality criterion - Name:   Quality of the methodology and project management  / Weighting:   25

Quality criterion - Name:   Significant previous experience in implementing projects and organising large-scale events (at least 1 000 participants) with and for a young public (maximum 30 years of age)  / Weighting:   15

II.2.11) Information about options

Options:   no

Description of options:   -

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 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

A dynamic purchasing system was set up:   no

IV.1.6) Information about electronic auction

An electronic auction has been used:   no

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:   2017/S 059-109054

IV.2.8) Information about termination of dynamic purchasing system

The notice involves the termination of the dynamic purchasing system published by the above contract notice:   no

IV.2.9) Information about termination of call for competition in the form of a prior information notice

The contracting authority will not award any further contracts based on the above prior information notice:   no

Section V: Award of contract

Contract No:   COMM/DG/AWD/2017/139

Lot No:   -

Title:   Implementation of the European Youth Event 2018

A contract/lot is awarded:   yes

V.2) Award of contract

V.2.1) Date of conclusion of the contract

18-07-2017

V.2.2) Information about tenders

Number of tenders received:   3

Number of tenders received from SMEs:   0

Number of tenders received from tenderers from other EU Member States:   0

Number of tenders received from tenderers from non-EU Member States:   0

Number of tenders received by electronic means:   0

The contract has been awarded to a group of economic operators:   no

V.2.3) Name and address of the contractor

Official name
ProPager SA
National registration number
-
Postal address
70 boulevard de Reuilly
Town
Paris
NUTS code
FR
Postal code
75012
Country
FRANCE
Telephone
-
E-mail
-
Fax
-
Internet address
-
The contractor is an SME
no

V.2.4) Information on value of the contract/lot

Initial estimated total value of the contract/lot:   -

Total value of the contract/lot:   1.499.250,00 EUR

Lowest offer:   -

Highest offer:   -

V.2.5) Information about subcontracting

The contract is likely to be subcontracted:   yes

Proportion:   49%

Short description of the part of the contract to be subcontracted:   -

Section VI: Complementary information

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, BP 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

14-08-2017

Annex D1 – General procurement: Justification for the award of the contract without prior publication of a call for competition in the Official Journal of the European Union

1. Justification for the choice of the negotiated procedure without prior publication of a call for competition in accordance with Article 32 of Directive 2014/24/EU

No tenders or no suitable tenders/requests to participate in response to:

open procedure:   no

restricted procedure:   no

The products involved are manufactured purely for the purpose of research, experiment, study or development under the conditions stated in the directive:   -

The works, supplies or services can be provided only by a particular economic operator for the following reason:

absence of competition for technical reasons:   no

procurement aiming at the creation or acquisition of a unique work of art or artistic performance:   no

protection of exclusive rights, including intellectual property rights:   no

Extreme urgency brought about by events unforeseeable for the contracting authority and in accordance with the strict conditions stated in the directive:   no

Additional deliveries by the original supplier ordered under the strict conditions stated in the directive:   no

New works/services, constituting a repetition of existing works/services and ordered in accordance with the strict conditions stated in the directive:   -

Service contract to be awarded to the winner or one of winners under the rules of a design contest:   -

Procurement of supplies quoted and purchased on a commodity market:   -

Purchase of supplies or services on particularly advantageous terms:

from a supplier which is definitively winding up its business activities:   -

protection of exclusive rights, including intellectual property rights:   -

2. Other justification for the award of the contract without prior publication of a call for competition in the Official Journal of the European Union

The procurement falls outside the scope of application of the directive:   no

3. Explanation

-

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