Brussels, 17/06/2016 ARES(2016)2836087)

Brussels, 17/06/2016
ARES(2016)2836087)

Dear Sir/Madam,

Subject: Framework Contract in cascade to organise events, conferences, seminars and meetings in the European Union, mainly in the context of trade policy activities

The European Commission is planning to award the contract referred to above. The procurement documents consist in the contract notice, this invitation letter, the tender specifications with their annexes and the draft contract.

If you are interested in this contract, you should submit a tender in one of the official languages of the European Union.

You must submit your tender exclusively on paper, in one original and two copies.

The tender must be placed inside two closed envelopes addressed as indicated below. Both envelopes should be marked as follows: "INVITATION TO TENDER RELATED TO TRADE 2016/A1/28. The inner envelope should be marked as follows: "CALL FOR TENDERS – NOT TO BE OPENED BY THE INTERNAL MAIL DEPARTMENT".

The inner envelope must also contain two closed envelopes, one containing the technical tender and the other the financial tender. Each of these envelopes must clearly indicate the content ("Technical" and "Financial").

The time limit for receipt of the tender is31 August 2016. You must use one of the means of submission listed below. Receipt is understood as the time at which the tenderer hands over the tender to the post office or courier service or central mail department.

Mail can be received from 07.30 to 17.30 Monday to Fridays. The service is closed on Saturdays, Sundays and official holidays of the Contracting Authority.

Tenders must be:

-signed by an authorised representative;

-perfectly legible so that there can be no doubt as to words and figures;

-drawn up using the model reply forms in the tender specifications.

The period of validity of the tender, during which tenderers may not modify the terms of their tenders in any respect, is indicated in Heading IV.2.6 of the contract notice.

Submission of a tender implies acceptance of all the terms and conditions set out in the procurement documents and, where appropriate, waiver of the tenderer's own general or specific terms and conditions. The submitted tender is binding on the tenderer to whom the contract is awarded for the duration of the contract.

All costs incurred for the preparation and submission of tenders are to be borne by the tenderers and will not be reimbursed.

A maximum of two representatives per tender can attend the opening of tenders as provided in Section IV.2.7 of the contract notice. For organisational and security reasons, the tenderer must provide the full name and ID or passport number of the representatives at least 3 working days in advance to: . Failing that, the Contracting Authority reserves the right to refuse access to its premises.

Contacts between the Contracting Authority and candidates or tenderers are prohibited throughout the procedure save in exceptional circumstances and under the following conditions only:

Before the date of receipt indicated above:

Upon request, the Contracting Authority may provide additional information solely for the purpose of clarifying the procurement documents.

Any request for additional information must be made in writing only through the eTendering website at the "questions and answers" tab, by clicking "create a question".

The Contracting Authority is not bound to reply to requests for additional information received less than six working days before the date of receipt of tenders indicated above.

The Contracting Authority may, on its own initiative, inform interested parties of any error, inaccuracy, omission or any other type of clerical error in the text of the procurement documents.

Any additional information including that referred to above will be posted on the eTendering website indicated above. The website will be updated regularly and it is your responsibility to check for updates and modifications during the submission period.

After the opening of tenders:

If obvious clerical errors in the tender need to be corrected or confirmation of a specific or technical element is necessary, the Contracting Authority will contact the tenderer provided this does not lead to substantial changes to the terms of the submitted tender.

This invitation to tender is in no way binding on the Contracting Authority. The Contracting Authority's contractual obligation commences only upon signature of the contract with the successful tenderer.

Up to the point of signature, the Contracting Authority may cancel the procurement procedure without the candidates or tenderers being entitled to claim any compensation. This decision must be substantiated and the candidates or tenderers notified.

Once the Contracting Authority has opened the tender, it becomes its property and it shall be treated confidentially.

You will be informed of the outcome of this procurement procedure (award decision) by e-mail only. It is your responsibility to provide a valid e-mail address together with your contact details in your tender and to check this e-mail address regularly.

If processing your reply to the invitation to tender involves the recording and processing of personal data (such as your name, address and CV), such data will be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, your replies to the questions and any personal data requested are required to evaluate your tender in accordance with the specifications of the invitation to tender and will be processed solely for that purpose by Ms. Sofia Munoz Albarran – Head of Unit A1 – Resources and Strategic Planning. Details concerning the processing of your personal data are available on the privacy statement at:

Your personal data may be registered in the Early Detection and Exclusion System (EDES) if you are in one of the situations mentioned in Article 106 of the Financial Regulation[1]. For more information, see the Privacy Statement on

17/06 /2016,
Peter Sandler,
Director Resources, Information and Policy Coordination [signed]

CALL FOR TENDERS

N° TRADE 2016/A1/28

Framework Contract to organise events, conferences, seminars and meetings in the European Union, mainly in the context of trade policy activities

TENDER SPECIFICATIONS

1

TABLE OF CONTENTS

TABLE OF CONTENTS

1.Information on tendering

1.1. Participation

1.2. Contractual conditions

1.3. Compliance with applicable law

1.4. Joint tenders

1.5. Subcontracting

1.6. Structure and content of the tender

1.7. Identification of the tenderer

2.Technical specifications

2.1. Background information or mission statement of the Directorate General for Trade (DG Trade):

2.2. The project focus or content

2.3. Objectives of the project

2.4. Work to be carried out/services to be rendered

2.5. Management of the Framework Contract

3.Evaluation and award:

3.1. Verification of non-exclusion

3.2. Selection criteria

3.3. Award criteria

3.4. Ranking of tenders

ANNEX 1. Tender submission form, declaration on honour on exclusion and selection criteria, statement of exclusivity and availability, banking references form, legal entities form.

Annex 2.Quotation form for price

Annex 3.Model Framework Contract

Annex 4. Daily subsistence allowances and accommodation rates in the European Union

1.Information on tendering

1.1.Participation

Participation in this procurement procedure is open on equal terms to all natural and legal persons coming within the scope of the Treaties, as well as to international organisations.

It is also open to all natural and legal persons established in a third country which has a special agreement with the Union in the field of public procurement on the conditions laid down in that agreement. Where the plurilateral Agreement on Government Procurement[2] concluded within the World Trade Organisation applies, the participation to this procedure is also open to all natural and legal persons established in the countries that have ratified this Agreement, on the conditions it lays down.

1.2.Contractual conditions

The tenderer should bear in mind the provisions of the draft contract which specifies the rights and obligations of the contractor, particularly those on payments, performance of the contract, confidentiality, and checks and audits.

1.3.Compliance with applicable law

The tender must comply with applicable environmental, social and labour law obligations established by Union law, national legislation, collective agreements or the international environmental, social and labour conventions listed in AnnexX to Directive 2014/24/EU[3].

1.4.Joint tenders

A joint tender is a situation where a tender is submitted by a group of economic operators (natural or legal persons). Joint tenders may include sub-contractors in addition to the members of the group.

In case of joint tender, all members of the group assume joint and several liabilitiestowards the Contracting Authority for the performance of the contract as a whole, i.e. both financial and operational liability. Nevertheless, tenderers must designate one of the economic operators as a single point of contact (the leader) for the Contracting Authority for administrative and financial aspects as well as operational management of the contract.

After the award, the Contracting Authority will sign the contract either with all members of the group, or with the leader on behalf of all members of the group, authorised by the other members via powers of attorney.

1.5.Subcontracting

Subcontracting is permittedbut the Contractor will retain full liability towards the Contracting Authority for performance of the contract as a whole.

Tenderers are required to identifysub-contractors whose capacity is necessary to fulfil the selection criteria.

During contract performance, the change of any sub-contractoridentified in the tender or additional subcontracting will be subject to prior written approval of the Contracting Authority.

1.6.Structure and content of the tender

The tenders must be presented as follows:

Part A: Identification of the tenderer (see section 1.7)

Part B: Verification of non-exclusion (see section 3.1)

Part C: Selection criteria (see section 3.2)

Part D: Technical offer

The technical offer must cover all aspects and tasks required in the technical specifications and provide all the information needed to apply the award criteria. Offers deviating from the requirements or not covering all requirements may be rejected on the basis of non-compliance with the tender specifications and will not be evaluated.

Part E: Financial offer

The budget of the contract, including all costs is estimated not to exceed 6.000.000 Eurofor its total duration of 4 years.

Prices for the tender must be quoted in euro. The price quoted may not be revised in line with exchange rate movements. It is for the tenderer to bear the risks or the benefits deriving from any variation.

Prices must be quoted free of all duties, taxes and other charges, including VAT, as the European Union is exempt from such charges under Articles 3 and 4 of the Protocol on the privileges and immunities of the European Union. The amount of VAT may be shown separately.

1.7.Identification of the tenderer

The tender must include the tender submission form (see annex 1) signed by an authorised representative presenting the name of the tenderer (including all entities in case of joint tender) and identified sub-contractors if applicable, and the name of the single contact point (leader) in relation to this procedure.

In case of a joint tender, the cover letter must be signed either by an authorised representative for each member, or by the leader authorised by the other members with powers of attorney. The signed powers of attorney must be included in the tender as well. Sub-contractors that are identified in the tender must provide a letter of intent signed by an authorised representative stating their willingness to provide the services presented in the tender and in line with the present tender specifications.

All tenderers (including all members of the group in case of joint tender) must provide a signed Legal Entity Form with its supporting evidence. The form is available on:

Tenderers that are already registered in the Contracting Authority’s accounting system (i.e. they have already been direct Contractors) must provide the form but are not obliged to provide the supporting evidence.

The tenderer (or the leader in case of joint tender) must provide a Financial Identification Form with its supporting documents. Only one form per tender should be submitted. No form is needed for sub-contractors and other members of the group in case of joint tender. The form is available on:

2.Technical specifications

2.1.Background information or mission statement of the Directorate General for Trade (DG Trade):

The European Commission's Directorate-General for Trade develops and implements the EU's trade policy in order to help secure prosperity, solidarity and security in Europe and around the globe. Trade policy must deliver growth, jobs, investment and innovation while seeking to improve conditions for citizens, consumers, workers and self-employed, small, medium and large enterprises, and the poorest in developing countries. It shall do so in line with the principles and objectives of the Union's external action, and with the external objectives of EU internal policies, as well as in consistency with the European social model and values.

DG Trade is in charge of developing and implementing the common trade policy of the European Union in accordance with the objectives set out in Article 207 of the Treaty on the Functioning of the EU (TFEU). The common commercial policy as it is referred to in the Treaty is one of the exclusive competences of the European Union mandated to the European Commission in accordance with article 3 of the TFEU.

DG Trade supports the EU's Trade Commissioner in shaping a trade environment that is good for European citizens, workers, business and consumers and helping world trade and development, thereby boosting competitiveness, jobs and growth in the process. The current Commission has placed this among its top political priorities. As trade is one of the few instruments available for improving the economy without burdening state budgets, it contributes to the achievement of a number of the ten priorities identified by the Juncker Commission, in particular to giving a "New Boost to Jobs, Growth and Investment". At the same level, the Commission has recognised that concluding trade agreements with the world's trade partners, and in particular with the US, is a prime objective and has spelled this out in its priority for a "A Reasonable and Balanced Free Trade Agreement with the US". Finally, success in the EU is inextricably bound up with the success of our trading partners, both in the developed and developing world, which links our policy closely with the Commission's priority "EU as a Stronger Global Actor".

Whilst defining trade policy, we must embrace the reality of the changing economic system of the world, looking at all the ways EU companies interact with the rest of the world. Today’s global and digital system is based on international value chains that see conception, design and production happen in a series of steps across many countries.

In recent years, the debate about trade has intensified and broadened. We are aware of the high and legitimate expectations from our stakeholders to follow and influence how trade policy is made. We are therefore putting increased emphasis on transparency.

Public concerns cover substantive issues such as the way regulation and investment will be dealt with in trade agreements and the consistency of EU trade policy with broader European and international values. These issues remain at the core of our negotiation positions.

All these elements have been set out in the trade and investment policy strategy Communication "Trade for All", adopted by the College of Commissioners on 14 October 2015 (

See also: en.htm

2.2.The project focus or content

In the context of its activities, DG Trade organises negotiation rounds, events, seminars, conferences and meetings in countries of the European Union. For this reason it needs different services.

Such services will consist of providing full logistical support to organise these events and meetings, mainly in the context of trade policy activities. These services will be provided in the European Union.Because of the nature of some meetings, in particular those concerning trade negotiations round organised by the Commission, the Contractor should be able to book meeting rooms for several events at short notice.

In general, an event has a length of between 3 to 5 working days, exceptionally going up to 10 with an average number of around 60 invited participants and a main focus on Brussels for the organisation of trade negotiating rounds.

2.3.Objectives of the project

The objectives of the current project, which is tendered by DG Trade, are:

a)To draw on the services of companies specialising in the organisation and planning of events, conferences and seminars in the European Union and, particularly, in Brussels;

b)To assist the Contracting Authority to enhance the effective coordination of activities in question, where appropriate to expand and improve them;

c)To draw on the capacity of these companies and in particular to mobilise a network of local suppliers within the European Union.

2.4.Work to be carried out/services to be rendered

The Contractors will be responsible for the organisation, logistics and management of planned events, conferences, seminars and meetings taking place in the European Union mainly in the context of trade policy activities.