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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:
1) Economic and financial capacity of candidate (based on item 3 of the application form). In the case of the candidate being a public body, equivalent information should be provided:
a) the annual turnover of the candidate must have exceeded 2 000 000 EUR for the last 3 completed accounting years.
2) Professional capacity of candidate (based on items 4 and 5 of the application form):
a) the candidate has at least 5 permanent staff members on 1.6.2015;
b) permanent staff of the candidate includes at least 3 experienced event organisers on 1.6.2015.
3) Technical capacity of candidate (based on items 5 and 6 of the application form):
a) the candidate organised the logistics of at least 45 events: conferences, seminars, meetings, training, workshops, round-tables, symposia, fora and study tours over the period running from 1.6.2012 until 1.6.2015, with a minimum of 10 events per year (year 1 is considered from 1.6.2012 to 31.5.2013; year 2 is considered from 1.6.2013 to 31.5.2014; year 3 is considered from 1.6.2014 to 1.6.2015). References covering the period after 1.6.2015 will not be taken into consideration.
The list of events from above is a non-exhaustive list of events that the future contractor may be requested to organise.
However, for the evaluation of the technical capacity, this list of events is exhaustive;
b) at least 15 events (minimum 3 events per year) eligible under criterion 3(a) had a logistics budget of at least 100 000 EUR.
I. the candidate must give a description of the logistics tasks carried out for each event;
II. every event should be presented as 1 reference, several events presented as reference in the application form may be part of the same contract. Any conference/seminar/meeting/training/workshop/round-table/symposium/forum/study tour should be counted as 1 reference;
III. the dates that will be taken into consideration for the selection are the dates of the specific events and not the dates of the contract(s) in the framework of which the events may have been performed: contracts do not have to be completed;
IV. only completed events are eligible;
V. each reference must include at least 5 of the tasks listed in Section 7 above (contract description). For the purpose of the selection, the list contained in Section 7 is considered exhaustive;
VI. each task listed in Section 7 above must appear at least once in the 15 eligible references. For the purpose of the selection, the list contained in Section 7 is considered exhaustive;
VII. for selection criterion 3(b), the budget presented for each event shall include only costs of the tasks listed in Section 7 above. For the purpose of the selection, the list contained in Section 7 is considered exhaustive;
VIII. a maximum of 60 references can be included in the application form (the template in the application form must be adapted accordingly);
IX. events and tasks performed by subcontractors cannot be used as references under the present tender procedure.
Previous experience which caused breach of contract and termination by a contracting authority shall not be used as reference.
An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal. Such entities, for instance the parent company of the economic operator, must respect the same rules of eligibility and notably that of nationality, as the economic operator.
If more than 8 eligible candidates meet the above selection criteria, the relative strengths and weaknesses of the applications of these candidates must be re-examined to identify the 8 best candidates. The only factors which will be taken into consideration during this re-examination are listed below. Upon completion of the first re-examination factor, the second re-examination factor would be examined; and upon completion of the second re-examination factor, the third re-examination factor would be examined, until the list is reduced to 8 eligible candidates.
— 1: the total number of events eligible under selection criterion 3(a).
— 2: the total number of events with a budget of at least 100 000 EUR (selection criterion 3(b)).
— 3: the number of events carried out in the following countries: Armenia, Azerbaijan, Belarus, Georgia, Iceland, Moldova, Norway, Russia, Turkey and Ukraine. 2 countries at least must be covered.
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