Event Management Services

Event Management Services The following Event Management Services are the subject matter of the procurement procedure: - Provide advisory and consulting services on event management for in-person, sponsored, and online events. - Manage from planning to delivery several large-scale events, including inperson, hybrid and virtual events such as RawMaterials Summit …

CPV: 79400000 Servicios de consultoría comercial y de gestión y servicios afines, 79000000 Servicios a empresas: legislación, mercadotecnia, asesoría, selección de personal, imprenta y seguridad, 79340000 Servicios de publicidad y de marketing, 79342000 Servicios de marketing, 79410000 Servicios de consultoría comercial y en gestión, 79413000 Servicios de consultoría en gestión de marketing, 79994000 Servicios de administración de contratos, 79952000 Servicios de eventos
Plazo:
23 de septiembre de 2024 a las 12:00
Tipo de plazo:
Presentación de una oferta
Lugar de ejecución:
Event Management Services
Organismo adjudicador:
EIT RawMaterials GmbH
Número de premio:
EITRM-EMS

1. Buyer

1.1 Buyer

Official name : EIT RawMaterials GmbH
Legal type of the buyer : Organisation awarding a contract subsidised by a contracting authority
Activity of the contracting authority : Economic affairs

2. Procedure

2.1 Procedure

Title : Event Management Services
Description : Event Management Services
Procedure identifier : eda15f15-1f50-4f55-a557-a2697d3bbca1
Internal identifier : EITRM-EMS
Type of procedure : Open
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 79400000 Business and management consultancy and related services
Additional classification ( cpv ): 79000000 Business services: law, marketing, consulting, recruitment, printing and security
Additional classification ( cpv ): 79340000 Advertising and marketing services
Additional classification ( cpv ): 79342000 Marketing services
Additional classification ( cpv ): 79410000 Business and management consultancy services
Additional classification ( cpv ): 79413000 Marketing management consultancy services
Additional classification ( cpv ): 79994000 Contract administration services
Additional classification ( cpv ): 79952000 Event services

2.1.2 Place of performance

Town : Berlin
Country subdivision (NUTS) : Berlin ( DE300 )
Country : Germany

2.1.4 General information

Additional information : Bekanntmachungs-ID: CXP4Y9PH8V7 1) Tenderers may refer to the capacities of third parties under the conditions of section 47 of the Procurement Ordinance (Vergabeverordnung - VgV). 2) It is admissible to participate as a bidding consortium. A bidding consortium is treated legally like a single tenderer. Insofar as tenderers are mentioned in this contract notice or in the procurement documents, this refers to both individual tenderers and bidding consortia. In the request to participate, members of the consortium must name an authorised representative. The authorised representative is available as contact person for the consortium in this procurement procedure. The eligibility review shall be carried out taking into account all documents submitted by the bidding consortium. The suitability to pursue the professional activity and the absence of grounds for exclusion under section 123 ARC and section 124 ARC must be proven individually for each member of a bidding consortium. With regard to the other eligibility criteria, the bidding consortium as a whole is subject of the eligibility review. For this reason, each member completes the declaration on eligibility only to the extent that it applies to that member. If and insofar as members refer to third parties' capacities, the declaration on third parties' capacities must also be completed and submitted. The eligibility review shall take into account all documents submitted by the bidding consortium. 3) The language of this procurement procedure shall be in English. All communication shall be conducted in English. In addition to copies of originals documents in other languages than English (also German), simple translations into English must also be enclosed for information and proof which are not in English. Services will have to be provided exclusively in English, as the working language at EIT RawMaterials is exclusively English. However, the conract to be awarded in this procurement procedure as the procurement procedure itself will be subject German law exclusively. Therefore, the successful tenderer will be asked to provide a full translation into German of his tender.
Legal basis :
Directive 2014/24/EU
vgv -

2.1.6 Grounds for exclusion

Analogous situation like bankruptcy under national law :
Corruption :
Participation in a criminal organisation :
Agreements with other economic operators aimed at distorting competition :
Breaching of obligations in the fields of environmental law :
Money laundering or terrorist financing :
Fraud :
Child labour and other forms of trafficking in human beings :
Insolvency :
Breaching of obligations in the fields of labour law :
Assets being administered by liquidator :
Guilty of misrepresentation, withheld information, unable to provide required documents and obtained confidential information of this procedure :
Conflict of interest due to its participation in the procurement procedure :
Direct or indirect involvement in the preparation of this procurement procedure :
Guilty of grave professional misconduct :
Early termination, damages or other comparable sanctions :
Breaching of obligations in the fields of social law :
Payment of social security contributions :
Business activities are suspended :
Payment of taxes :
Terrorist offences or offences linked to terrorist activities :

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Event Management Services
Description : The following Event Management Services are the subject matter of the procurement procedure: - Provide advisory and consulting services on event management for in-person, sponsored, and online events. - Manage from planning to delivery several large-scale events, including inperson, hybrid and virtual events such as RawMaterials Summit (400 - 1000 people) (see www.eitrmsummit.eu) , Expert Forums (300 p) and Brokerage Events (200 to 500 participants) on behalf of EIT RawMaterials. This will include but is not limited to the following areas: scouting for venues, dealing with organisers on behalf of EIT RawMaterials, offering consulting services, concept creation, AV services, marketing and experience booth planning and event banner design and production/building/transport, event website and app, online payment registration, sponsorship management, customer service, sales, ticketing, refund management, speaker management, logistics, merchandise/giveaways, selection/storage/production/shipping and wrap up (re-shipment of unused material). - Manage from planning to delivery virtual and hybrid events, proposing and managing successful ways to broadcast and where applicable develop audience interaction via online platforms. - Organisational and logistical support of small and medium-size events (c. 20 to 100 participants). - Digital marketing for large-, medium- and small-size events (from 100 to 500 people). - Sign and manage contracts with third parties to undertake services and supplies under this contract (such as sponsored events) on behalf of EIT RawMaterials; will act as the primary contact for EIT RawMaterials liaising with the third party in a day-to-day basis and as the contact for issue management and resolution; will ensure that deliverables and deadlines are set and met; and will convene and attend meetings with EIT RawMaterials and the third party in all phases of work. - Prepare, submit for approval, execute and report on event budget. - Identify and manage sub-contractors. - Ensure adherence and application of EIT RawMaterials Styleguides and Brandbooks etc throughout all marketing and communication material including but not limited to relevant event materials such as pop-ups, brochures and merchandise. - Media coordination, press event organization. - Running digital event marketing campaign. - Producing final event reports and digital campaign analytics.
Internal identifier : EITRM-EMS

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 79400000 Business and management consultancy and related services
Additional classification ( cpv ): 79000000 Business services: law, marketing, consulting, recruitment, printing and security
Additional classification ( cpv ): 79340000 Advertising and marketing services
Additional classification ( cpv ): 79342000 Marketing services
Additional classification ( cpv ): 79410000 Business and management consultancy services
Additional classification ( cpv ): 79413000 Marketing management consultancy services
Additional classification ( cpv ): 79994000 Contract administration services
Additional classification ( cpv ): 79952000 Event services

5.1.2 Place of performance

Town : Berlin
Country subdivision (NUTS) : Berlin ( DE300 )
Country : Germany
Additional information :

5.1.3 Estimated duration

Duration : 24 Month

5.1.4 Renewal

Maximum renewals : 2
The buyer reserves the right for additional purchases from the contractor, as described here : EIT RawMaterials has the unilateral right to extend the contract twice for twelve months each. For further details regarding the contractual framework reference is made to the framework agreement.

5.1.6 General information

The names and professional qualifications of the staff assigned to perform the contract must be given : Tender requirement
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes
This procurement is also suitable for small and medium-sized enterprises (SMEs)
Additional information : #Besonders auch geeignet für:freelance#, #Besonders auch geeignet für:selbst#

5.1.7 Strategic procurement

Aim of strategic procurement : No strategic procurement

5.1.9 Selection criteria

Criterion :
Type : Suitability to pursue the professional activity
Name : Commercial Register
Description : In order to prove their qualifications and authorisation to pursue the professional activity, tenderers must declare whether they are registered in the commercial register, under which number and with which court or authority, if applicable, using form "Declaration on Eligibility". If there is no obligation to be registered in the commerical register (e.g. due to the legal form of the tenderer), a declaration must be made accordingly. For the Member States of the European Union, the respective professional or rade registers are set out in Annex 11 to Directive 2024/24/EU.
Criterion :
Type : Economic and financial standing
Name : Total turnover
Description : Annual turnover in EUR (net), based on the last three completed financial years before the time limit for tenders, for which figures are already available. Declarations must be made by using the form "Declaration on eligibility".
Criterion :
Type : Economic and financial standing
Name : Business liability insurance
Description : Evidence must be provided of the existence of business liability insurance for activities that are the subject of the tendered contract. Minimum requirement (exclusion criterion): The business liability insurance to be proven must include the following minimum coverage: - Personal injury, property damage and financial losses: EUR 1 million sum insured per claim and limited to EUR 2 million sum insured for all claims in an insurance year. Declarations must ne made by using the form "Declaration on eligibility".
Criterion :
Type : Technical and professional ability
Name : References
Description : Tenderers have to make proof of suitable references in the form of a self-declaration in a list of the main supplies and services delivered or performed over the last three years before the deadline for submission of tenders. For the purpose of this procurement procedure, a reference is defined as a contractual relationship between the candidate and a client covering services which are comparable to those subject of the tendered contract. By the means of references it has to be made proof of the following (minimum requirements): - Experience with clients in complex organizational structures (e.g. multiple legal entities). - Experience in providing event management services to industry type clients (e.g. energy sector, financial services, research and knowledge organization, science foundations, min-ing metals companies, geological surveys, tech universities / science schools). - Experience in working in an international environment. - Experience in organizing and managing events with 500+ participants and 30+ speakers. Declarations must ne made by using the form "Declaration on eligibility".
Criterion :
Type : Technical and professional ability
Name : Number of employees
Description : Declaration showing the tenderer's average annual number of permanent employees over the last three completed fiscal years before the deadline for submission of tenders. Declarations must ne made by using the form "Declaration on eligibility".
Criterion :
Type : Technical and professional ability
Name : Subcontracting
Description : Tenderers have to declare which parts of the contract the tenderer intends to subcontract, where such a declaration is already possible. Declarations must ne made by using the form "Declaration on eligibility".
Criterion :
Type : Other
Name : Exclusion grounds
Description : Tenderers must declare the absence of the exclusion grounds stated in sections 123 et seq. of the Act agaist Restraints of Competition (ARC). In addition, tenderers shall, for the purpose of implementing Art. 5k (1) of Regulation (EU) No 833/2014 as amended by Art. 1 No. 23 of Council Regulation (EU) 2022/576 of 8 April 2022, declare that they are not a person with relations to the Russian Federation within the meaning of Art. 5k (1) of Regulation (EU) No 833/2014 and will not subcontract services to such a person. For this purpose the form "Declaration on the absence of grounds for exclusion" must be used.

5.1.10 Award criteria

Criterion :
Type : Price
Name : Total Price List
Description : Total Price List
Weight (percentage, exact) : 30
Criterion :
Type : Quality
Name : Concept of Approach
Description : Description of the tenderer's general approach of working with different types of clients and needs, problem-solving strategies, measures and instruments for a transfer of knowledge and experience gained during the cooperation with clients.
Weight (percentage, exact) : 20
Criterion :
Type : Quality
Name : Team Presentation
Description : - Full profile for each team member - Qualification (education and professional background) of each team member - Knowledge and understanding of EU institutions and policies which are relevant for EIT RawMaterials and its mission, stakeholders, partnerships and joint actions etc., illustrated by appropriate case studies
Weight (percentage, exact) : 20
Criterion :
Type : Quality
Name : Creative Task
Description : Tenderers dvelop a detailed concept for the RawMaterials Summit that showcases the company's creativity, understanding of the industry, and ability to create an engaging and memorable experience for attendees.
Weight (percentage, exact) : 30
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Languages in which the procurement documents are officially available : English
Deadline for requesting additional information : 16/09/2024 00:00 +02:00
Ad hoc communication channel :

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Not allowed
Variants : Not allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of tenders : 23/09/2024 12:00 +02:00
Information that can be supplemented after the submission deadline :
At the discretion of the buyer, some missing tenderer-related documents may be submitted later.
Additional information : Cf. section 56 (2) to (5) VgV
Information about public opening :
Opening date : 23/09/2024 12:01 +02:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Required
Electronic ordering will be used : no
Electronic payment will be used : yes
Information about review deadlines : According to section 160 (3) sentence 1 No 4 ARC a review procedure is inadmissible, if more than 15 calendar days have expired since receipt of notification from the contracting authority that is unwilling to redress the objection.

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system
Electronic auction : no

5.1.16 Further information, mediation and review

Review organisation : Vergabekammer Berlin - Senatsverwaltung für Wirtschaft, Technologie und Forschung
Organisation providing additional information about the procurement procedure : EIT RawMaterials GmbH
TED eSender : Datenservice Öffentlicher Einkauf (in Verantwortung des Beschaffungsamts des BMI)

8. Organisations

8.1 ORG-0001

Official name : EIT RawMaterials GmbH
Registration number : DE301692026
Town : Berlin
Postcode : 10557
Country subdivision (NUTS) : Berlin ( DE300 )
Country : Germany
Contact point : LUTZ | ABEL Rechtsanwalts PartG mbB
Telephone : +49 30 206 443-0
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure

8.1 ORG-0002

Official name : Vergabekammer Berlin - Senatsverwaltung für Wirtschaft, Technologie und Forschung
Registration number : UST-ID DE296830277
Postal address : Martin-Luther-Straße 105
Town : Berlin
Postcode : 10825
Country subdivision (NUTS) : Berlin ( DE300 )
Country : Germany
Telephone : +49 3090138316
Fax : +49 3090137613
Roles of this organisation :
Review organisation

8.1 ORG-0003

Official name : Datenservice Öffentlicher Einkauf (in Verantwortung des Beschaffungsamts des BMI)
Registration number : 0204:994-DOEVD-83
Town : Bonn
Postcode : 53119
Country subdivision (NUTS) : Bonn, Kreisfreie Stadt ( DEA22 )
Country : Germany
Telephone : +49228996100
Roles of this organisation :
TED eSender

11. Notice information

11.1 Notice information

Notice identifier/version : c4f8170e-1a9e-4874-b937-4f4ab04d8e1e - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 11/09/2024 23:26 +02:00
Languages in which this notice is officially available : English

11.2 Publication information

Notice publication number : 00551067-2024
OJ S issue number : 179/2024
Publication date : 13/09/2024