Event Management Services

Event Management Services The following Event Management Services are the subject matter of the framework agreement: - 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: 79000000 Servicios a empresas: legislación, mercadotecnia, asesoría, selección de personal, imprenta y seguridad, 79340000 Servicios de publicidad y de marketing, 79342000 Servicios de marketing, 79400000 Servicios de consultoría comercial y de gestión y servicios afines, 79410000 Servicios de consultoría comercial y en gestión, 79413000 Servicios de consultoría en gestión de marketing, 79952000 Servicios de eventos, 79994000 Servicios de administración de contratos
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 : af8951e1-bda6-46cc-a5ff-47d69f6e8ebf
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: CXP4Y9P5H2F 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.
Legal basis :
Directive 2014/24/EU
vgv -

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 framework agreement: - 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

Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes

5.1.7 Strategic procurement

Aim of strategic procurement : No strategic procurement

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 : Illustration of the tenderer"s understanding of the importance of events for EIT RawMaterials and its mission; specification of the tenderer"s approach with a proposal on how and with which strategies and instruments the tenderer will achieve the contractual objectives; recommendations for identifying and prioritising key stakeholders and target groups; proposal for innovative ideas for stakeholder and target group engagement. 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 develop 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. For further details please see section 6.4 c) of the Inivtation to Tender.
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 :

5.1.12 Terms of procurement

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
Information about the dynamic purchasing system :
No dynamic purchase system

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)

6. Results

6.1 Result lot ldentifier : LOT-0001

At least one winner was chosen.

6.1.2 Information about winners

Winner :
Official name : JCHP s.r.o.
Tender :
Tender identifier : ---
Identifier of lot or group of lots : LOT-0001
The tender is a variant : no
Subcontracting : Not yet known
Contract information :
Identifier of the contract : 1
Date on which the winner was chosen : 05/11/2024
Date of the conclusion of the contract : 13/12/2024
The contract is awarded within a framework agreement : no

6.1.4 Statistical information

Received tenders or requests to participate :
Type of received submissions : Tenders
Number of tenders or requests to participate received : 1
Type of received submissions : Tenders submitted electronically
Number of tenders or requests to participate received : 1
Type of received submissions : Tenders from micro, small or medium tenderers
Number of tenders or requests to participate received : 1
Type of received submissions : Tenders from tenderers registered in other European Economic Area countries than the country of the buyer
Number of tenders or requests to participate received : 1
Statistics about strategic procurement :

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 : JCHP s.r.o.
Size of the economic operator : Micro
Registration number : 24194701
Postal address : Vlastina 850/36
Town : Prague
Postcode : 16100
Country subdivision (NUTS) : Hlavní město Praha ( CZ010 )
Country : Czechia
Telephone : +420602286533
Roles of this organisation :
Tenderer
Group leader
Beneficial owner
Nationality of the owner : Germany
Winner of these lots : LOT-0001

8.1 ORG-0004

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 : 9caf0528-bf1d-4c94-b52a-5762726f8aa4 - 01
Form type : Result
Notice type : Contract or concession award notice – standard regime
Notice dispatch date : 18/12/2024 16:43 +01:00
Languages in which this notice is officially available : English

11.2 Publication information

Notice publication number : 00784573-2024
OJ S issue number : 248/2024
Publication date : 20/12/2024