Event Facility 2025-2026 - FPI.1/2/3 NDICI

The European Commission's Service for Foreign Policy Instruments (FPI) has issued a tender, EC-FPI/2025/EA-RP/0015, for an event organization and logistical support contract, designated as "Event Facility 2025-2026." This procurement contract has a total estimated value of €1,200,000 and aims to facilitate various events throughout 2025 and 2026, supporting EU foreign policy initiatives. The contract duration is a maximum of 14 months, and it is structured as a restricted procedure requiring electronic submission.

Eligible applicants are likely service providers with experience in event management and logistical support, although the tender specifies that small and medium-sized enterprises (SMEs) are not explicitly prioritized. The opportunity is open internationally, as the specified beneficiary scope includes all countries, but there are requirements for some projects to be implemented outside the European Union.

The main focus of the tender is to provide services related to event management, including organizing seminars, trainings, workshops, and consultations aligned with the EU's foreign policy efforts. The technical nature of the tasks to be performed falls under the CPV code 79952000, which specifically pertains to event services.

The application process involves multiple stages, likely including a preliminary request to participate followed by a full proposal evaluation. The selection criteria are based on the best price-quality ratio, with 80% of the evaluation focused on quality and 20% on pricing. Applicants must demonstrate professional capability, economic standing, and technical ability through at least three contracts completed within the last four years, with a minimum individual contract value of €480,000.

Submissions must be completed electronically via the EU's Funding and Tenders Portal by the deadline of June 10, 2025, at 12:00 Brussels time. A Personal Identification Code (PIC) is mandatory for applicants, whether applying as a sole entity or as part of a consortium.

In summary, this tender seeks qualified contractors to provide extensive logistical and organizational services for a series of events aimed at supporting the FPI's mission. The emphasis is on quality service delivery with clear guidelines for application processes and participant requirements, ensuring compliance with EU procurement standards.

The European Commission, specifically the Service for Foreign Policy Instruments (FPI), has issued a call for tenders, EC-FPI/2025/EA-RP/0015, for an Event Facility spanning 2025-2026. This is a restricted procedure with an estimated total value of 1,200,000 EUR. The TED publication date is 13/05/2025, and the deadline for receipt of requests to participate is 10/06/2025 at 12:00 Europe/Brussels time. The TED reference is 91/2025 307878-2025.

The FPI's core business is to enact EU foreign policy rapidly and flexibly, focusing on conflict prevention, peace, and leveraging EU influence globally. To support this, the FPI plans to organize various events throughout 2025-2026 to inform intervention planning, enhance visibility, improve the efficiency and effectiveness of FPI actions, and strengthen stakeholder relationships.

The contract's objective is to provide organizational and logistical support for seminars, trainings, workshops, consultations, and similar events that support the FPI's work in implementing EU political priorities worldwide. The contractor will handle all logistical and administrative arrangements for these events.

The contract's nature is for services, with a maximum duration of 14 months. The award method will be based on the best price-quality ratio. There is no framework agreement associated with this tender.

The main classification (CPV) code is 79952000 - Event services. The place of delivery or performance is listed as 31085511 - All Countries, and the relevant program is 44995793 - Global Challenge.

Selection criteria include: Suitability to pursue the professional activity, Economic and financial standing, and Technical and professional ability. Detailed information on these criteria can be found in the procurement documents.

Submissions must be sent exclusively via electronic submission at the address provided.

Additional information is available in the document "ENa5f additional information contract notice Event Facility 2025Invitation to submit a request to participate," published on 13/05/2025, Version 1, with no translations available.

Clarifications regarding the tender have been addressed in the Questions and Answers section:

Question 65502, published on 27/05/2025 at 17:00, clarifies that the candidate must have completed services under at least 3 contracts implemented at any moment during the last four years before submission. The minimum value for each contract is EUR 480,000, and any kind of contract is acceptable, not only framework contracts.

Question 65500, published on 27/05/2025 at 16:53, clarifies that the minimum of two projects implemented outside the European Union are included in the minimum required three contracts, as per Technical Capacity, Point 3 (page 4).

Question 65499, published on 27/05/2025 at 16:51, explains that this is a preliminary call for tenders where interested companies express their interest in participating. The tender documents, including Terms of Reference and Admin Docs Templates, are not available at this stage, as this phase focuses on the minimum conditions for participation.

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In summary, this is a call for tenders by the European Commission's Service for Foreign Policy Instruments (FPI) to secure a contractor for providing event organization and logistical support for events planned throughout 2025 and 2026. These events are crucial for supporting the FPI's mission of implementing EU foreign policy initiatives. The tender is a restricted procedure, meaning that only candidates who meet specific selection criteria and are invited by the contracting authority can submit a full tender. The estimated value of the contract is 1.2 million EUR, and the contract duration is 14 months. Interested parties must submit their requests to participate electronically by the specified deadline. The selection will be based on a best price-quality ratio, and applicants must demonstrate their suitability, economic stability, and technical capabilities as detailed in the procurement documents. The tender also provides detailed guidance on using the eSubmission system, including file size limits, naming conventions, and troubleshooting tips.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that companies or organizations with experience in event management and logistical support are eligible.

Funding Type: Procurement, specifically a service contract.

Consortium Requirement: The text mentions that a Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium), so either a single applicant or a consortium is acceptable.

Beneficiary Scope (Geographic Eligibility): The place of delivery or performance is listed as "All Countries," suggesting that the opportunity is open internationally. However, a clarification mentions that at least two projects implemented outside the European Union are included in the minimum required three contracts, implying that some projects should be within the EU.

Target Sector: Event services, foreign policy, international relations, and logistics.

Mentioned Countries: The European Union is mentioned as well as Vienna and Kyiv. The Americas, West and Central Africa, East and Southern Africa, the Middle East, and the Asia and Pacific regions are also mentioned.

Project Stage: The project stage involves the implementation of events, so it is at the implementation or execution stage.

Funding Amount: The estimated total value of the contract is 1,200,000 EUR.

Application Type: Open call for tenders, specifically a restricted procedure.

Nature of Support: Non-monetary services. The contractor will receive payment for providing event organization and logistical support services.

Application Stages: The procedure type is "Restricted procedure," which typically involves at least two stages: a request to participate and a full proposal.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: Co-funding is not explicitly mentioned, so it is likely not required.

Summary:

This is a call for tenders by the European Commission's Service for Foreign Policy Instruments (FPI) for an "Event Facility 2025-2026" contract. The FPI aims to organize a series of events throughout 2025 and 2026 to support its mandate of putting EU foreign policy into action. The objective of the contract is to provide organization and logistical support for seminars, trainings, workshops, consultations, and similar events globally. The estimated total value of the contract is 1,200,000 EUR, and the maximum contract duration is 14 months. This is a restricted procedure, meaning there are multiple stages to the application process. Submissions must be sent electronically. The deadline for receipt of requests to participate is June 10, 2025, at 12:00 Europe/Brussels time. To be eligible, candidates must demonstrate their suitability to pursue the professional activity, economic and financial standing, and technical and professional ability, as detailed in the procurement documents. A Personal Identification Code (PIC) is mandatory for participation, whether as a single candidate or as part of a consortium. The tender is open to international applicants, but there is a requirement for some projects to have been implemented outside the European Union. The selected contractor will be responsible for all logistical and administrative arrangements related to the organization of the events.