355837-2015: Germany-Frankfurt-on-Main: ECB – Provision of event agency services for the annual ECB Forum on Central Banking (held in Sintra, Portugal)


IMPORTANT NOTE

If you would like our assistance in bidding for this tender, please contact us using the form at the end of this post.

Directive 2004/18/EC

Section I: Contracting authority

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

European Central Bank
Sonnemannstraße 22
Contact point(s): Central Procurement Office
For the attention of: Miklos Karoly
60314 Frankfurt-on-Main
GERMANY
Telephone: +49 6913440
E-mail: procurement@ecb.europa.eu
Fax: +49 6913447110

Internet address(es):

General address of the contracting authority: http://www.ecb.europa.eu

Electronic access to information: http://www.ecb.europa.eu/ecb/jobsproc/tenders/html/index.en.html

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

Economic and financial affairs

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:

Provision of event agency services for the annual ECB Forum on Central Banking (held in Sintra, Portugal).

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: Lisbon, Portugal.

NUTS code PT17

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: 48

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 600 000 and 1 200 000 EUR

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

The European Central Bank (ECB) is seeking a supplier for the provision of event agency services for the annual ECB Forum on Central Banking (EFCB), currently held in Sintra, Portugal. The winning supplier will be required to perform project management and monitoring activities (e.g. invitation and registration management, on-site coordination and control), consultancy services (e.g. communication strategy, event concept) and any other related tasks (e.g. organising transport services, security, audiovisuals, etc.).

II.1.6)Common procurement vocabulary (CPV)

79952000, 79952100, 63000000, 32321200, 32232000, 55120000

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:

Approx. 150 000 EUR–250 000 EUR annually.

Estimated value excluding VAT:
Range: between 600 000 and 1 200 000 EUR

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: 48 (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:

No deposit required.

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

Payment arrangements in line with the terms and conditions of the contract. Please see the details in the tender documentation to be requested from the contact point indicated in Sections I.1 and VI.4.

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

The establishment of a temporary grouping of companies is allowed under the conditions laid down in the application/tender documentation. Temporary groupings do not need to have a specific legal form but will be jointly and severally liable for all obligations under the contract. Please see the details in the application/tender documentation to be requested from the contact point indicated in Sections I.1 and VI.4.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

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: Please see the details in the application/tender documentation to be requested from the contact point indicated in Sections I.1 and VI.4.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see the details in the application/tender documentation to be requested from the contact point indicated in Sections I.1 and VI.4.
Minimum level(s) of standards possibly required: Please see the details in the application/tender documentation to be requested from the contact point indicated in Sections I.1 and VI.4.
Minimum of 500 000 EUR annual turnover of the bidder is required (in the case of a temporary grouping, one of the members shall have achieved on its own 60 % of the above amount).

III.2.3)Technical capacity

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

(a) The tenderers’ experience which will be assessed on the basis of reference contracts. Tenderers (and possible subcontractors for technical services and/or transportation services) shall have performed during the last 3 financial years at least 3 contracts comparable to the EFCB regarding the scope and size (i.e. with a minimum number of 150 high-level international participants, conference conducted in English, similar technical requirements).

(b) Tenderers (and possible subcontractors for technical services and transportation services) shall be in a position to propose 1 main responsible project manager and 1 back-up with English skills level C1 or above and Portuguese skills level C1 or above.

(c) The tenderer (or the subcontractors for audiovisual services and transportation services) shall have a warehouse in the vicinity of the current venue (Sintra, Portugal).

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: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

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:

PRO-000163.

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

no

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: 25.11.2015 – 18:00
Payable documents: no

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

25.11.2015 – 18:00

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

English.

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 26.11.2015
Persons authorised to be present at the opening of tenders: no

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: no

VI.3)Additional information
The documentation for this procurement can be downloaded from an Internet platform. If you are interested in participating in the procurement procedure please register via the Internet platform using the following Internet address, user name and password:

Internet address: https://www.ecb.europa.eu/secure/procurement/

User name: 000163/DGC/OTR/2015

Password: 102F6F

After you have registered, an e-mail will be sent to you with a new user name and password. The Internet address will remain the same. Please use the new user name and password to download the application/tender documentation.

However, your mere registration and downloading the documentation does not constitute an application/tender. You must submit your application/tender in hard copy version to the ECB, on time, in the format requested and including the content as further instructed in the application/tender documentation.

Should you experience any problems in accessing the Internet platform for registration and/or downloading the application/tender documentation please do not hesitate to contact the ECB under the following e-mail address: procurement@ecb.europa.eu quoting the procurement number and problem experienced.

The ECB shall endeavour to answer all queries concerning access as quickly as possible but cannot guarantee a minimum response time. The ECB shall not be bound to reply to queries received less than 7 calendar days before the time limit for the submission of tenders.

The tender procedure shall be open on equal terms to all natural or legal persons resident or located in the European Union and to all natural and legal persons resident or located in a country which has ratified the World Trade Organisation Agreement on Government Procurement or has concluded with the European Union a bilateral agreement on procurement under the conditions laid down in the said agreements.

The tender procedure is conducted in accordance with Decision of the European Central Bank of 3.7.2007 laying down the Rules on Procurement (ECB/2007/5) (as amended), available on the ECB website at http://www.ecb.europa.eu (please look for the link ‘for suppliers’).

During the tender procedure tenderers shall not contact any other ECB staff members or organisations/persons working for the ECB with regard to this tender procedure other than the person indicated in Section I.1). Tenderers shall also not contact potential competitors unless they intend to form a temporary grouping with them or to involve them as subcontractors. Any violation of this communication rule may lead to the exclusion of the tenderer in question.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Procurement Review Body of the European Central Bank, c/o Legal Advice Team
Sonnemannstraße 22
60314 Frankfurt-on-Main
GERMANY
Telephone: +49 6913440
Internet address: http://www.ecb.europa.eu
Fax: +49 6913446886

Body responsible for mediation procedures

European Ombudsman
1 avenue du Président Robert Schuman
67001 Strasbourg
FRANCE

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: 15 days from the receipt of the information specified in Article 28(3) of Decision of the European Central Bank of 3.7.2007 laying down the Rules on Procurement (ECB/2007/5) or, if no information is requested, 15 days from the receipt of the notification to unsuccessful tenderers. Further requirements are outlined in Article 33 of this Decision. A complaint to the European Ombudsman does not affect the deadline for lodging appeals.

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

Central Procurement Office
Sonnemannstraße 22
60314 Frankfurt-on-Main
GERMANY
Telephone: +49 6913440
Fax: +49 6913446886

VI.5)Date of dispatch of this notice:

30.9.2015



IMPORTANT NOTE

Please contact us on this specific tender using this form.

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