279500-2014: Italy-Ispra: Logistics and events organisation for the EU at the World Expo 2015


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Section I: Contracting authority

I.1)Name, addresses and contact point(s)

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
E-mail: jrc-a6-procurement@ec.europa.eu

Internet address(es):

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)

I.2)Type of the contracting authority

European institution/agency or international organisation

I.3)Main activity

Other: Scientific research and advice to policy.

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

Logistics and events organisation for the EU at the World Expo 2015.

II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Milan and surroundings.

NUTS code ITC4

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement
Framework agreement with a single operator

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

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

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.

II.1.6)Common procurement vocabulary (CPV)

79952000, 39220000, 55100000, 55120000, 55520000, 63000000, 63520000

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

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


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:

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).

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

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

III.1.1)Deposits and guarantees required:

As stated in tender documentation at disposal of the selected candidates in the second phase of the procedure.

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

As stated in tender documentation at disposal of the selected candidates in the second phase of the procedure.

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

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.

III.1.4)Other particular conditions

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

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: 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.

III.2.2)Economic and financial ability

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.

III.2.3)Technical capacity

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

IV.1.1)Type of procedure

Accelerated restricted
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

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:


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


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

Time limit for receipt of requests for documents or for accessing documents: 5.9.2014
Payable documents: no

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


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

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

VI.2)Information about European Union funds

VI.3)Additional information

(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

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 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.

VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:



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