212822-2014: Belgium-Brussels: Preparation, promotion and support of the implementation process of the ‘European Development Days’ event for the Directorate-General for Development and Cooperation — EuropeAid


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Section I: Contracting authority

I.1)Name, addresses and contact point(s)
I.2)Type of the contracting authority

European institution/agency or international organisation

I.3)Main activity

Other: Development and cooperation.

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Preparation, promotion and support of the implementation process of the ‘European Development Days’ event for the Directorate-General for Development and Cooperation — EuropeAid.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Belgium.
NUTS code

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Following the Commission Communication entitled ‘EU Aid: Delivering more, better and faster’ (COM(2006)0087), and the Conclusions of the General Affairs and External Relations Council dated 11.4.2006, the European Commission launched the first edition of the ‘European Development Days’ in November 2006. ‘European Development Days’ became an annual event enhancing public awareness on development and cooperation issues and a landmark event of the European Commission.

‘European Development Days’ event:

— facilitates meetings and networking among stakeholders and VIPs,

— takes stock of ongoing research in the development field,

— facilitates multi-stakeholder debates,

— encourages media interest in the key role played by the European Commission on development issues.

DG EuropeAid wishes to draw on the services of an external contractor in order to prepare, promote and support the implementing process of the ‘European Development Days’ (EDD) event. The objectives of the present contract are:

— to design the scenario of the 2-day forum and to assist the European Commission in the planning, programming, organisation and implementation of the high-level panels, meetings, and other side-events,

— to design and implement a promotion campaign around the event for which the contractor will propose a communication strategy, including logistical aspects before, during and after the event,

— to rent and coordinate the set-up of the venue,

— to operate the technical and logistical aspects of the venue,

— to prepare and manage the invitations and logistics (travel arrangements included) for the VVIPs.

The contractor will be expected to work in close coordination with the EDD team of the European Commission — DG EuropeAid.

II.1.6)Common procurement vocabulary (CPV)

79952000, 79416000, 79340000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Service contract of an expected value of 3 000 000 EUR per year. The contracting authority may, within the framework of Article 134(1)(f) of Commission Delegated Regulation (EU) No 1268/2012, extend the contract in duration and subject to the availability of funding. That procedure may be used only during the execution of the original contract and at the latest during the 3 years following its signing.

Details: the initial contract will have a duration of 12 months. It may be renewed 3 times within the 36 months following the signature of the initial contract, each time for a duration of 12 months.

Estimated value excluding VAT:
Range: between 3 000 000 and 12 000 000 EUR

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 12 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As specified in the tender file which will be sent only to the shortlisted candidates.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As specified in the tender file which will be sent only to the shortlisted candidates.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Participation is open to all legal and natural persons (participating either individually or in a grouping (consortium) of candidates) which are eligible under point VI.3 of this contract notice. However, the applicant entity or, in the case of a consortium, the leader of the applicant consortium must be established in a Member State of the European Union.

A consortium may be a permanent, legally-established grouping or a grouping which has been constituted informally for a specific tender procedure. All members of a consortium (i.e., the leader and all other members) are jointly and severally liable to the contracting authority.

No more than 1 application can be submitted by a natural or legal person whatever the form of participation (as an individual legal entity or as a leader or member of a consortium submitting an application). In the event that a natural or legal person submits more than 1 application, all applications in which that person has participated will be excluded.

III.1.4)Other particular conditions

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: 1. Candidates shall be excluded from participation in procurement procedures if:
a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
b) they or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgment of a competent authority of a Member State which has the force of ‘res judicata';
c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify including by decisions of the EIB and international organisations;
d) they are not in compliance with their obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;
e) they or persons having powers of representation, decision-making or control over them have been the subject of a judgment which has the force of ‘res judicata’ for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such illegal activity is detrimental to the Union’s financial interests;
f) they are subject to an administrative penalty referred to in Article 109(1) of Regulation No 966/2012 of the European Parliament and of the Council of 25.10.2012 on the financial rules applicable to the general budget of the Union.
Points b) and e) shall not apply where the candidates can demonstrate that adequate measures have been adopted against the persons having powers of representation, decision-making or control over them, who are subject to a judgment as referred to in point b) or e).
2. A contract shall not be awarded to candidates who, during the procurement procedure for that contract:
i) are subject to a conflict of interest;
ii) are guilty of misrepresenting the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply that information;
iii) find themselves in one of the situations of exclusion, referred to in Article 106(1) of Regulation No 966/2012, for the procurement procedure.

3. Candidates must complete the standard application form, referred to, in this document, as the ‘Application form’, available at the following address: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome&nbPubliList=15&orderby=upd&orderbyad=Desc&searchtype=RS&aofr=135718

4. In order to certify their situation of non-exclusion, each legal entity forming the candidate must:
— complete the declaration referred to in point 5 of the ‘Application form’, and
— attach as part of the application the evidence proving that the exclusion cases mentioned under points a), b), d) and e) of paragraph 1 do not apply in its case.
5. As satisfactory evidence that the candidate, tenderer or applicant is not in one of the situations described in:
— a), b) or e) of paragraph 1, the contracting authority will accept a recent extract from the judicial record or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin showing that the requirements are satisfied,
— for d) of paragraph 1, the contracting authority will accept a recent certificate issued by the competent authority of the State concerned. Where no such document or certificate is issued in the country concerned, it may be replaced by a sworn/solemn statement made before a judicial or administrative authority, a notary or a qualified professional body in the country of origin.
Whenever a candidate, due to its nature (for instance public administrations), cannot fall into some of the categories above and/or cannot provide the documents indicated above, a simple signed declaration explaining their situation will suffice.
The documents may be originals or copies; however originals must be made available to the contracting authority upon request. The date of issuing of the documents provided must be no earlier than 1 year before the date of submission of the application.
If the supporting documents are not written in one of the official languages of the European Union, a translation into English or French must be attached. Where the documents are in an official language of the European Union other than English or French, they have to be accepted. It is, however, strongly recommended that a translation into the language of the procedure be provided, in order to facilitate the swift evaluation of the application.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Same criteria for legal and natural persons. The following selection criteria will be applied to candidates. In the case of applications submitted by a consortium, these selection criteria will be applied to the consortium as a whole.
Candidates must provide:
a) financial statements for the last 3 years for which accounts have been closed;
b) a statement of overall turnover of the candidate for the last 3 financial years.
In the case of the applicant being public body equivalent information should be provided. Candidates must provide documentary evidence showing that they reach the sums required in point b). The figures of the financial statements allowing the reconciliation of the figures mentioned in the statement of overall turnover must be clearly shown.
Minimum level(s) of standards possibly required: The average annual turnover of the candidate must exceed 6 000 000 EUR (twice the annual contract amount) over the period of the last 3 financial years (2011, 2012, 2013).

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

The following selection criteria will be applied to candidates. In the case of applications submitted by a consortium, these selection criteria will be applied to the consortium as a whole.

The candidates must demonstrate their experience in organising and implementing high-level international events. If the candidate is a consortium, the event must have been organised and implemented by the leader of the consortium.

Experience should be attested through submission of a description of projects recently implemented. To this end, candidates must fill out the standard application form with a maximum of 15 eligible projects (‘eligible event’). The description of each project must not exceed 2 pages.

Minimum level(s) of standards possibly required:

To be selected the candidate must have organised and implemented during the past 3 years (2011, 2012, 2013) at least 1 eligible event which must be finalised at the date of the application.

The term ‘eligible event’ means:

— event at a very high level: participation of at least 1 head of State and/or president of the Commission/council, minister, EU commissioner,

— with a large participation of minimum 3 000 attendees,

— with an international dimension: more than 5 countries represented in terms of speakers, delegates involved in the programme,

— with English or French as the event language,

The terms ‘organised and implemented’ mean that the entity, or in the case of a consortium the leader of the consortium, has assumed the responsibility of the delivery of all the following services:

— logistical and technical management: including setting up of rooms, accreditation and registration process, interpretation, audiovisual and editorial coverage facilities and resources, stakeholder database management and catering,

— VVIP management (head of States and ministers level): including security, protocol, transport, liaison officers,

— designing event programme, communication strategy and implementation of communication campaigns: including Web, press and social media and editorial capacity.

‘Assumed responsibility of the delivery’ means that under the contract for the eligible event, the candidate (or in case of a consortium, the leader of the consortium) was solely responsible vis à vis its client for the delivery of all the key services listed in point III.2.3 of the contract notice. If the candidate subcontracted the services, this will not preclude the event from being eligible, as long as the legal responsibility for organisation and delivery of the key services under the contract remained with the candidate.

For each project reference, candidates should provide evidence of their performance with a certification by the client organisation (signature and stamp) on the project fiche included in the standard application form clearly mentioning the references (name, position, address, phone and e-mail address) of the signatory. If not possible, at least a reference letter issued by the client organisation.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: On the basis of the applications received, at least 5 and maximum 10 candidates will be invited to submit detailed tenders for this contract. If the number of eligible candidates meeting the selection criteria is less than the minimum of 5, the contracting authority may invite the candidates who satisfy the criteria to submit a tender. If more than 10 eligible candidates meet the selection criteria, the relative strengths and weaknesses of the applications of these candidates will be re-examined to identify the 10 best applications for the tender procedure. The only factors which will be taken into consideration during this re-examination are in the following order:
1) the highest number of ‘eligible event(s)’ carried out by the candidates during the last 3 years; and, if there are still more than 10 applications:
2) the highest total value of the contracts of the ‘eligible event(s)’ carried out by the candidates.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

EuropeAid/135718/DH/SER/BE.

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

24.7.2014 – 23:59

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

8.8.2014

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

Any EU official language

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): DG EuropeAid work programme relating to information, communication and awareness-raising activities in the area of EU development policy.
Budget line 21.080200 — ‘Coordination and promotion of awareness on development issues’.

VI.3)Additional information
1. In accordance with point IV.1.1 of this contract notice, the contracting authority draws the attention of the candidates that this procurement procedure is the restricted procedure with 2 successive and distinct phases:

— first a selection phase within which the eligible candidates are selected on the basis of the criteria mentioned under Section III of this contract notice;

— second an award phase: only the selected candidates receive an invitation to tender with the tender documents attached (e.g. terms of references, draft contract, other documents). Then the tenders received are assessed by the Commission on the basis of the award criteria which will be defined in the tender documents.

2. Only legal entities which are registered in the following eligible countries can take part in the present procedure: an EU Member State or one of the following countries: Albania, Chile, Colombia, former Yugoslav Republic of Macedonia, Honduras, Iceland, Iraq, Liechtenstein, Mexico, Montenegro, Nicaragua, Norway, Panama, Peru, and Serbia (in the case of a consortium, this applies to all the legal entities of the consortium). Should an ineligible legal entity take part this will result in the application concerned (or the consortium as a whole, should said party belong to a consortium) being disqualified immediately. Subcontracting is allowed as long as subcontractors are not under an exclusion situation.

3. Candidates may submit questions only in writing to the e-mail address specified in point I.1 of this contract notice. The deadline for information requests is 5 working days before the time limit for receipt of requests to participate (please see point IV.3.4). Information requests received after this deadline will not be processed. Clarifications as well as information requests will be published on the EuropeAid website under the following address: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome&nbPubliList=15&orderby=upd&orderbyad=Desc&searchtype=RS&aofr=135718

4. Candidates must complete the standard application form available at the following address: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome&nbPubliList=15&orderby=upd&orderbyad=Desc&searchtype=RS&aofr=135718

The application form is only published in English.

5. Any request to participate received after the deadline specified in Section IV.3.4 will not be considered. For point IV.3.4, the time limit for receipt of requests to participate is the day indicated under this point at midnight, Brussels (Belgium) time.

Applications must be submitted to the contracting authority:

a) by recorded delivery by official postal service (date of stamp) or courier services (date of dispatch) to: European Commission, Directorate-General for Development and Cooperation — EuropeAid, attention: Jean-Hervé Ramat, Unit R.5, L-41 3/30, 1049 Brussels, BELGIUM; or

b) hand delivered directly to the contracting authority in return for a signed and dated receipt to: European Commission, Directorate-General for Development and Cooperation — EuropeAid, attention: Jean-Hervé Ramat, Unit R.5, L-41 3/30, avenue du Bourget 1, 1141 Evere, BELGIUM. This department is open from 8:00 to 17:00 from Monday to Thursday and from 8:00 to 16:00 on Friday; it is closed on Saturdays, Sundays and Commission holidays.

6. The contract title and the publication reference must be clearly marked on the envelope containing the application. The indication ‘Not to be opened before the opening session’ must also be indicated on the envelope. Each application must be submitted in 1 original and 6 copies marked as such.

7. In accordance to point 2 ‘Contact person’ of the application form, the contracting authority reminds that it is the responsibility of the candidates to provide a valid e-mail address and to check it regularly, as the contact person may be contacted in the course of this procurement procedure

8. If processing your reply to this contract notice involves the recording and processing of personal data (such as name, address and CV), such data will be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, replies to the questions and any personal data requested are required to evaluate your application in accordance with the contract notice and will be processed solely for that purpose by the contracting authority mentioned in heading I.1. Details concerning the processing of your personal data are available on the privacy statement at: http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf

Your personal data may be registered in the early warning system (EWS) only or both in the EWS and the central exclusion database (CED) by the Accounting Officer of the Commission, should you be in one of the situations mentioned in:

— the Commission Decision 2008/969 of 16.12.2008 on the early warning system (for more information see the privacy statement on http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm), or the Commission Regulation 1302/2008 of 17.12.2008 on the central exclusion database (for more information see the privacy statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm#BDCE).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Within 2 months of the notification to the plaintiff, or, in absence thereof, of the day on which it came to the knowledge of the plaintiff. A complaint to the European Ombudsman does not have as an effect either to suspend this period or to open a new period for lodging appeals.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

16.6.2014


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