Contract notice

Event Agency — EIT Digital Annual Conference, Partner Event and General Assembly

Section I: Contracting authority

I.1) Name and addresses

Official name
EIT Digital IVZW
National registration number
-
Postal address
rue Guimard 7
Town
Brussels
Postal code
B-1040
NUTS code
BE100 - Arr. de Bruxelles-Capitale / Arr. van Brussel-Hoofdstad
Country
BELGIQUE-BELGIË
Contact person
Sjors Apeldoorn
Telephone
-
E-mail
event_agency_tender@eitdigital.eu
Fax
-

Internet address(es)

Main address:   https://www.eitdigital.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

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://www.eitdigital.eu/about-us/calls-tenders/

Tenders or requests to participate must be submitted

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
-

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

Education

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Event Agency — EIT Digital Annual Conference, Partner Event and General Assembly

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

EIT Digital organizes the Conference, Partner Event and General Assembly (COPEGA) every year and it wishes to contract an (event) agency (for the duration of 5 years) which will take care of the execution including contract management for COPEGA. During the 2-day COPEGA event we expect to host up to 1 100 unique visitors. The services provided by the Event Agency will give the organizational Committee of Client the possibility to focus on content during this event.

II.1.5) Estimated total value

Value excluding VAT:   1.875.000,00

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:   79994000 - Contract administration services

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:   Brussels, Belgium.

II.2.4) Description of the procurement

The services that are to be expected from the event agency are (amongst others):
— handling of speakers and journalist travel- and accommodations bookings,
— Contractor has to make sure all visitors can log on and make use of a Wi-Fi network. Most of the visitors will use the Wi-Fi for “normal” purposes. However, there should also be enough bandwidth for heavy users like EIT Digital Staff that will upload videos and pictures of COPEGA during both days,
— Invoice handling of all suppliers,
— catering management of the entire day,
— management of venue and its logistics,
— venue booking — except for the first COPEGA on 9.9.2019 — 11.9.2019, while we already booked “the Egg” in Brussels, we do however expect Contractor to overtake the rights and obligations regarding the agreement with the egg,
— selecting, hiring and managing registration and hosting staff,
— selecting, hiring and managing Technical crew,
— managing all needs regarding security,
— managing washrooms/restrooms,
— management of signage and lights on site in alignment with EIT Digital Communications and event management lead,
— managing and coordinating building and dismantling of all event structures, including exhibition booths,
— supplying and handling of all technical equipment during the entire conference, including: plenary hall, side-stages, meeting rooms, press conference room and exhibition with necessary AV-equipment, screens, power cables, etc.,
— providing and managing a digital voting system (including voting devices) for the general assembly,
— evaluation of the event and reporting on, for example, visitor satisfaction and on key performance issues like: expenditure, number of visitors, cost per actual attendee, etc. All issues in consultation with client.

II.2.5) Award criteria

Criteria below

Price - Weighting:   25

Quality criterion - Name:   The quality of the dedicated project manager and his/her alternate  / Weighting:   20

Quality criterion - Name:   Added value with regard to the way tenderer will service client  / Weighting:   20

Quality criterion - Name:   Risk analyses and mitigation  / Weighting:   15

Quality criterion - Name:   Interview project manager and alternate (key staff members).  / Weighting:   20

II.2.6) Estimated value

Value excluding VAT:   1.875.000,00

Currency:   EUR

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

Start:   15-04-2019

End:   31-12-2019

This contract is subject to renewal:   yes

Description of renewals:   The agreement starts 15.4.2019 and ends 31.4.2019. If EIT Digital wishes so, it has the unilateral possibility to extend the Agreement four (4) times with one (1) year each time at the latest one month before expiry of the term.

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:   yes

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:

Tenderer has to be registered in the professional and/or trade register kept in their member state. Tenderer can proof this by supplying an extract from the commercial register (or similar).
Tenderer can prove its fulfilment of this and the other requirements by signing its declaration of honour (Appendix 3). EIT will exclude any tenderer that isn’t willing to sign the declaration of honour. Whenever EIT has proof or notice of non-compliance, EIT will give tenderer a chance to explain this before tenderer will be excluded or the agreement will be terminated. If a collaboration of parties enroll as 1 tenderer, all the parties have to meet
The requirements stated in this section and fill in Appendix 3 — Declaration of honour. The exclusion grounds are:
1) Exclusion grounds — excluded are parties that:
(a) were a subject of a conviction by final judgement for one of the following reasons:
(i) participation in a criminal organisation;
(ii) corruption;
(iii) fraud;
(iv) terrorist offences and/or offences linked to terrorist activities;
(v) money laundering;
(vi) child labour and/or other forms of trafficking in human beings;
(b) are in breach of their obligations relating to the payment of taxes or social security contributions (where this has been established by a judicial or administrative decision having final and binding effect in accordance with the legal provisions of the country in which the party is established).
2) Possible exclusion grounds: EIT Digital may exclude parties which are/were:
(a) bankrupt or the subject of insolvency or winding-up proceedings;
(b) guilty of grave professional misconduct which renders its integrity questionable;
(c) under sufficiently plausible conditions on which EIT Digital can conclude that they are into agreements with other economic operators aimed at distorting competition;
(d) involved in distortion of competition from the prior involvement of the economic operators in the preparation of a procurement procedure;
(e) showing significant or persistent deficiencies in the performance of a substantive requirement under a prior Agreement with EIT Digital and/or linked Third parties, which led to early termination of that prior Agreement, damages or other comparable sanctions;
(f) guilty of serious misrepresentation in supplying information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria, are withholding such information or are not able to submit the requested documents;
(g) undertaking actions to unduly influence the decision-making process of EIT Digital to obtain confidential information that may confer upon its undue advantages in the procurement or negligently providing misleading information that may have a material influence on decisions concerning exclusion, selection or award.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents:   no

List and brief description of selection criteria:

1) Tenderer needs to be able to make prepayments on behalf of Client, therefore it has to be creditworthy. It can prove this by submitting a Dun and Bradstreet (or similar) report that indicates a low risk profile (score of 2 or better in a Dun and Bradstreet report).
2) Tenderer has a sufficient insurance or will be sufficiently insured (starting 15.4.2019) against occupational/professional risks and legal liability. To prove this, Tenderer must submit an insurance policy that provides cover for at least 2 500 000 EUR,- per claim and 5 000 000 EUR,- per year. When it doesn’t possess such an insurance yet, a statement from the insurance company, in which the insurance company declares that such an insurance will be concluded at the latest 15.4.2019, is sufficient.

Minimum level(s) of standards possibly required:

-

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents:   no

List and brief description of selection criteria:

Tenderer must be technically and professionally able to perform the required services. It proofs this by adding a maximum of 3 suitable references (please use Appendix 4) to its Tender. Tenderer must demonstrate the following competences:
(a) ability to organize all necessary activities (including contract management) for a multiple day event (at least two days), with a budget of at least 100 000 EUR,- per event;
(b) ability to organize a high-end event for an organization similar to EIT Digital (European funded and/or otherwise governmental and/or science and/or innovation driven);
(c) ability to organize a multiple day event for at least 700 or more visitors a day.

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

The minimum requirements for Contractor are (amongs others stated in the RFP):
1) Contractor has or will establish a permanent or temporarily office in Brussels during (at least) 4 months prior to the event;
2) Contractor should be answering within 24 hours, during Working days and within 12 hours (all days) during the last 2 months prior to the Event;
3) Contractor has to provide us with a dedicated project manager as well as an alternate. This project manager is allowed to be active on other projects as well, as long as he or she is able to respond on questions in person within the term mentioned in the previous provision;
4) The project manager should be able to attend weekly meetings (preferable in person) within 24 hours after the request;
5) Contractor needs to manage all contracts with subcontractors and we expect Contractor to make prepayments if necessary.
Etcetera: All other minimum requirements are stated in Section 4.5 of the RFP.

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:   yes

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:   26-02-2019

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

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

Duration in months:   3

IV.2.7) Conditions for opening of tenders

Date:   26-02-2019

Local time:   18:00

Place:   -

Information about authorised persons and opening procedure:   -

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:   yes

Electronic invoicing will be accepted:   yes

Electronic payment will be used:   yes

VI.3) Additional information

-

VI.4) Procedures for review

VI.4.1) Review body

Official name
Rechtbank Brussel
Postal address
-
Town
Brussel
Postal code
-
Country
BELGIQUE-BELGIË
Telephone
-
E-mail
-
Fax
-
Internet address
-

VI.4.2) Body responsible for mediation procedures

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

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:   Complaints with regard to the procedure must be send to: procurement_complaint@eitdigital.eu Please note that filing a complaint does not automatically suspend the tender procedure. EIT Digital isn’t obligated to suspend the procedure after receipt of questions and/or complaints. If the complaint procedure is not satisfactory to the complaining party, Tenderer has the right to address the (remaining) complaints to the competent court seated in Brussels (Belgium). Belgium law applies on this procurement procedure and the Agreement. Tenderers convinced that they have been harmed by an error or irregularity during the award process can ask for clarification and/or file a complaint in order to prevent EIT Digital from signing the Agreement. EIT Digital will with this regard respect a “standstill period” of 10 days starting from the day the Award notification was send by email to the Tenderers, during which Tenderer can address its complaints to the court seated in Brussels (Belgium). EIT Digital will not conclude the Agreement following the decision to award the Agreement before the expiry of the “Standstill period”. Please make sure to notify EIT Digital in case of a lawsuit.

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

14-01-2019

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