IMPORTANT NOTEIf you would like our assistance in bidding for this tender, please contact us using the form at the end of this post.
Section I: Contracting authority
European Commission, Joint Research Centre, Directorate A ‘Policy support coordination’, Task force Expo 2015
TP 582, via Enrico Fermi 2749
For the attention of: Valentina Menegon
21027 Ispra VA
General address of the contracting authority: http://ec.europa.eu/index_en.htm
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
European institution/agency or international organisation
Other: Scientific research and advice to policy.
The contracting authority is purchasing on behalf of other contracting authorities: no
Section II: Object of the contract
Logistics and events organisation for the EU at the World Expo 2015.
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Milan and surroundings.
NUTS code ITC4
The notice involves the establishment of a framework agreement
Duration of the framework agreement
Duration in months: 18
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:
Range: between 4 000 000 and 6 000 000 EUR
The purpose of this procurement is to identify a contractor that will deal with several logistic needs associated to the EU participation at the Universal Exposition 2015 in Milan. In particular, the contractor will follow: events organisation (such as fully equipped conference room reservation, translation service, hostess service, reception service, coffee break, etc.), hotel reservation and purchase of accommodation, travel tickets, transfers, catering, clerical assistance, VIP service.
The contractor will have to provide hotel booking/accommodation, transfer to and from the main airports to the Expo area and chosen hotels, Expo entry tickets, lunch tickets, and VIP management. Furthermore, he shall organise events at the EU Pavilion at the Expo and in other venues at the Expo site or in Milan (scientific and policy seminar, communication events), including catering services.
79952000, 39220000, 55100000, 55120000, 55520000, 63000000, 63520000
The contract is covered by the Government Procurement Agreement (GPA): no
This contract is divided into lots: no
Variants will be accepted: no
II.2)Quantity or scope of the contract
The framework contract will be signed for a duration of 18 months, and will foresee the organisation of a currently estimated 75 events/conferences during the whole duration of the Expo exhibition (1.5.2015–31.10.2015) and the purchase of a currently estimated 20 000 Expo entry tickets. Each event/conference foresees the participation of 200 persons ca. Detailed information concerning the required services will be provided in the tender documents (available at the second phase of the restricted call).
This contract is subject to renewal: no
Duration in months: 18 (from the award of the contract)
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
As stated in tender documentation at disposal of the selected candidates in the second phase of the procedure.
As stated in tender documentation at disposal of the selected candidates in the second phase of the procedure.
1) Tenders may be submitted by groupings of economic operators who will not be required to adopt a specific legal form prior to the contract being awarded. However, a grouping of economic operators must identify a sole representative who must be duly authorised to submit the tender in the name of and on behalf of the other members of the grouping.
2) If awarded the contract, the representative must also be explicitly tasked with being responsible for the receipt and processing of payments for members of the grouping, for administrative management of the service, and for coordination and safety, and must have the related powers of representation.
3) All grouping members will become part of the contract and be jointly and severally liable vis-à-vis the contracting authority both during the procurement stage and performance of the contract, if awarded it.
4) Where a tender is submitted by a grouping:
(a) the documents and information in points III.2.1, III.2.2(a) and III.2.2(b) of the contract notice must be provided by each member;
(b) the criteria in points III.2.2(c), III.2.3 should be taken as a whole and may be met by adding together the resources of grouping members;
(c) the criteria in point III.2.3(d) must be met by at least 1 grouping member, who must ensure, by means of a declaration, that all other grouping members comply with the identical or equivalent quality standards.
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: An economic operator may rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It shall, in that case, prove to the contracting authority that it will have at its disposal the resources necessary for contract performance, for example by producing an undertaking by those entities to put the necessary resources at the disposal of the economic operator. If an economic operator makes use of other entities, in the event that the contract is awarded to him, the contracting authority may request that those entities also sign the contract, thus becoming jointly and severally liable together with the main tenderer. Any entity that the economic operator makes use of, shall submit the documents required in the following point III.2.1.
III.2)Conditions for participation
Information and formalities necessary for evaluating if the requirements are met: A) Tenderers should note that, in accordance with Articles 106 and 107 of the Financial Regulation (EU, Euratom) No 966/2012 currently in force, economic operators will be excluded from participating in this procurement procedure if they are in any of the situations contained therein. Tenderers must submit a solemn declaration stating that they are not in any of these situations (solemn declaration regarding the exclusion criteria, available on the contracting authority’s website http://web.jrc.ec.europa.eu/callsfortender).
Before signing a contract, the contracting authority will require the successful tenderer to submit the documentary evidence attesting to the veracity of said declarations.
B) The tenderer must provide proof that he has been on the trade register for the past 3 years by providing a certificate stating that he has performed an activity related to that in this invitation to tender, in accordance with conditions stipulated in the State in which he resides. The tenderer must provide an original certificate or certified copy issued by a public official; self-certification will not be accepted.
C) The tenderer must submit a solemn declaration stating that he knows and undertakes to respect the protocol of transparency, better described in the Expo website (http://www.expo2015.org/en/transparency/legal-notes). Furthermore, at the moment of contract signature, the winning tenderer could be requested to specifically sign these documents for approval.
Information and formalities necessary for evaluating if the requirements are met: The tenderer must:
(a) provide suitable bank references, issued by at least 1 banking establishment, attesting economic and financial stability;
(b) provide the financial statements for 2013–2012–2011, if publication of financial statements is required under law in the tenderer’s country of residence, or a suitable declaration if publication of financial statements is not required;
(c) submit a statement as to overall turnover and turnover relating to services similar to those in this procedure realised during the last 3 financial years referred to in point III.2.2(b).
Minimum level(s) of standards possibly required: (b) with regard to point III.2.2(b), at least 2 of the financial statements shall not demonstrate economic losses;
(c) with regard to point III.2.2(c), the average yearly turnover required must not be less than 10 000 000 EUR.
Information and formalities necessary for evaluating if the requirements are met:
The tenderer must provide:
(a) CVs of the service provider or events coordinator or managerial staff in charge showing experience in the organisation of similar events, preferably with international or governmental high-level authorities comparable to the EU;
(b) a list of the persons (in addition to those presented under III.2.3(a)), who will be responsible for providing the services requested in the present call for tender together with their relevant CVs bearing evidence of the experience in the services requested by this call for tender;
(c) a list of the main services provided in 2013–2012–2011 for international events, similar to those referred to in this procedure, indicating a short description, the budget, dates and customers, public or private, accompanied by at least 2 certificates per year of satisfactory performance of the service issued by the recipients (original or certified true copy of the original with the signature of the tenderer’s legal representative);
(d) demonstrate the possession of ISO 9001:2008, or equivalent certification, or if these are not available the tenderer shall demonstrate that he has a quality system in place.
Minimum level(s) of standards possibly required:
(b) with reference to points III.2.3(a) and (b), the tenderer shall declare that he will have at his disposal at least 12 persons with the relevant experience for the execution of the present contract;
(c) with regard to point III.2.3(c), the list shall demonstrate that in the years requested, the tenderer has provided services equal to those referred to in the present tender for at least 1 major event for more than 250 persons.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1)Type of procedure
Justification for the choice of accelerated procedure: The procedure could not be launched earlier because the planning of the events by the different Commission services has only very recently been defined. Based on the current planning (75 events with the participation of ca. 200 persons each), the contracting authority needs a significant number of hotel rooms for accommodation as well as conference rooms for these events. Therefore, the accelerated procedure is justified by the need to ensure the availability of the appropriate infrastructure for these events taking into account that the availability of hotel rooms in the Milan area appears to be inferior to the expected demand of accommodation during the Expo period.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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
An electronic auction will be used: no
Time limit for receipt of requests for documents or for accessing documents: 5.9.2014
Payable documents: no
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
VI.2)Information about European Union funds
(a) The candidature specifications are available for download directly from the contracting authority’s website: http://web.jrc.ec.europa.eu/callsfortender/ by clicking on the link for this invitation to tender JRC/BRU/2014/A/0008/RC. Access to the document is free and open in this phase of the procedure. Further access to tender documents will only be possible to selected candidates. Please note that supplementary information (e.g. replies from the Commission to questions received) will be available only on this website, which will be continuously updated. It is the tenderer’s responsibility to regularly check during the procedure for any additional information and updates regarding this tender procedure. The European Commission will send written notification to each candidate regarding the outcome of his candidature.
(b) Pursuant to Article 134(3) of Commission Regulation (EU) No 1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union, the Commission reserves the right to use a negotiated procedure with the successful economic operator for this contract in the cases stated in Article134(1)(f) of said regulation.
VI.4)Procedures for appeal
Precise information on deadline(s) for lodging appeals: Within 2 months of the petitioner being notified or, failing this, of the day on which it became known to them. A complaint to the European Ombudsman neither suspends this period nor opens a new period for lodging appeals.