Framework Contract for the Provision of Services and Equipment in the field of Audio-visual and Conference Technology

The European Commission, specifically DG SCIC - Interpretation, has issued an invitation to tender (EC-SCIC2025OP0001) for services and equipment related to audio-visual and conference (AV&C) technology. This open procedure is structured as a framework contract valued at €284,000,000 and is segmented into four distinct lots. The contract duration is capped at 48 months, emphasizing delivery of consultancy, design, installation, maintenance, and rental services in the AV&C sector.

Lot 1 targets consultancy services including feasibility studies, conceptual design, functional analysis, project management, and quality control. It is valued at €29,000,000. Lot 2 addresses the acquisition of AV&C equipment and related services, estimated at €126,000,000. Lot 3 focuses on installation, maintenance, and repair of AV&C equipment for an estimated €79,000,000, while Lot 4 entails rental and operation of AV&C equipment with a value of €50,000,000.

Eligible applicants include large enterprises and consultancies, as there is a clear indication that SMEs are not suitable. The tender process is open to entities based in the EU/EEA. Applicants can submit their proposals electronically, with a deadline set for August 12, 2025, at 15:00 CEST. The evaluation will be based on a best price-quality ratio, with assessment criteria emphasizing suitability for professional activity, economic standing, and technical abilities.

No co-funding is required as the EU will cover the full costs associated with the services rendered. The tender does not explicitly state success rates. Participation requires obtaining a Personal Identification Code (PIC), which is mandatory whether applying as an individual or part of a consortium.

The contractor's responsibilities will include providing services that ensure high standards in AV&C technology usage across various EU institutions. The detailed documentation outlines submission requirements, evaluation criteria, and the necessary conditions for electronic tendering. Overall, this procurement opportunity seeks to establish long-term partnerships for efficient AV&C support across the EU's institutional framework.

The European Commission, DG SCIC Interpretation, has announced an invitation to tender EC-SCIC2025OP0001 for the provision of audio-visual and conference (AV&C) services and equipment. The tender was published on 21/05/2025. This is an open procedure with electronic submission. The TED reference is 97/2025 326067-2025.

The framework contract is inter-institutional and covers consultancy, design, installation, support, maintenance, and rental of AV&C services, along with the supply of AV&C equipment and associated software. The estimated total value of the contract is 284,000,000 EUR.

The tender is divided into four lots:

Lot 1: Consultancy, conceptual design, and quality control for audio-visual and conference installations. This includes consultancy services such as feasibility studies, conceptual design, functional analysis, security, and project management for defining AV&C strategies, describing work processes, creating conceptual designs, planning projects, and providing AV&C training. It also covers quality control of AV&C services, operations, maintenance, and installations, as well as security and risk evaluation. Acoustics studies and sound quality assessments are also included. The nature of the contract is for services, with a maximum duration of 48 months. The award method is best price-quality ratio, and the estimated value is 29,000,000 EUR. CPV codes include 71316000 Telecommunication consultancy services, 71313200 Sound insulation and room acoustics consultancy services, 71621000 Technical analysis or consultancy services, 72000000 IT services: consulting, software development, Internet and support, 72212730 Security software development services, 72225000 System quality assurance assessment and review services, 71320000 Engineering design services, 71350000 Engineering-related scientific and technical services, 72224000 Project management consultancy services, and 79314000 Feasibility study.

Lot 2: Acquisition of audio-visual and conference equipment and associated services. The nature of the contract is for supplies, with a maximum duration of 48 months. The award method is best price-quality ratio, and the estimated value is 126,000,000 EUR. CPV codes include 32321200 Audio-visual equipment, 32300000 Television and radio receivers, and sound or video recording or reproducing apparatus, 32320000 Television and audio-visual equipment, 32321300 Audio-visual materials, 32340000 Microphones and loudspeakers, 32350000 Parts of sound and video equipment, 32323300 Video equipment, 51310000 Installation services of radio, television, sound and video equipment, and 51300000 Installation services of communications equipment.

Lot 3: Installation, maintenance, and repair of audio-visual and conference equipment. This includes implementation specifications, consumables, temporary replacement of equipment during repair, repair outside warranty, transport of equipment between EU institutions, AV&C programming, operating fixed AV&C installations, managed services including reporting, installation, monitoring, and maintenance, training on fixed installations, and dismantling/moving installations. The nature of the contract is for services, with a maximum duration of 48 months. The award method is best price-quality ratio, and the estimated value is 79,000,000 EUR. CPV codes include 50300000 Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment, 32350000 Parts of sound and video equipment, 71320000 Engineering design services, 71350000 Engineering-related scientific and technical services, 72000000 IT services: consulting, software development, Internet and support, 72212730 Security software development services, 45314000 Installation of telecommunications equipment, 50340000 Repair and maintenance services of audio-visual and optical equipment, and 51310000 Installation services of radio, television, sound and video equipment.

Lot 4: Rental and operation of audio-visual and conference equipment. This includes rental of AV&C equipment and services for events and conferences, installation/de-installation of rented equipment, AV content/communication before/during/after events, assessment of AV&C equipment and services, and provision of a remote meeting platform with interpretation. The nature of the contract is for services, with a maximum duration of 48 months. The award method is best price-quality ratio, and the estimated value is 50,000,000 EUR. CPV codes include 79952000 Event services, 48515000 Video conferencing software package, 64224000 Teleconferencing services, 92111310 Entertainment film production, 92312110 Theatrical producer entertainment services, 32351000 Accessories for sound and video equipment, and 32321200 Audio-visual equipment.

The milestones include a TED publication date of 21/05/2025, a public opening date of 18/08/2025 at 15:00 Europe/Brussels time, a deadline for receipt of tenders on 12/08/2025 at 15:00 Europe/Brussels time, and a deadline for the contracting authority to reply to questions submitted after 04/08/2025 at 05:00 Europe/Brussels time.

Selection criteria include suitability to pursue professional activity, economic and financial standing, and technical and professional ability. Detailed information can be found in the procurement documents.

The available documents include the invitation to tender, tender specifications (Parts I and II), declaration on honour, draft service framework contracts for Lots 1, 3, and 4, a draft supply framework contract for Lot 2, and annexes regarding security provisions and security baselines for Lot 1.

Submissions must be sent electronically via the address provided in the submission terms.

Some frequently asked questions (FAQ) are answered, including how to proceed if the system is slow, which internet browsers are supported (Google Chrome or Mozilla Firefox), whether it is possible to view submission details after the deadline (no, due to encryption), where to find submissions in the Funding & Tenders portal, the maximum size of attachments (50 MB), how to name attachments, whether video submissions are allowed (check system requirements), how to view procurement documents after receiving an invitation, the necessity of a PIC code (mandatory), what to do if there is an issue uploading a file, the maximum number of attachments (200), why tenderers need a PIC, how to register for a PIC, the validity period of a PIC (unlimited), the number of languages supported (24 EU languages), the character set encoding (UTF-8), whether the system uses encryption (yes), which file types are supported (check system requirements), whether draft submissions can be viewed and edited until the deadline (yes), and whether a legal form of "UNKNOWN" in the submission report is a problem (no, it is a display issue).

In summary, this tender is for establishing an inter-institutional framework contract for a wide range of audio-visual and conference services and equipment. It is broken down into four distinct lots covering consultancy, equipment acquisition, installation/maintenance, and rental/operation. Companies specializing in these areas can bid for one or more lots, keeping in mind the specific requirements and evaluation criteria for each. The European Commission is seeking to establish reliable partnerships to support its AV&C needs across various institutions. The electronic submission process and the detailed documentation ensure a transparent and well-managed procurement.

Eligible Applicant Types: The eligible applicant types are not explicitly stated but can be inferred to be organizations or companies capable of providing the services and equipment described in the tender lots. This likely includes SMEs, large enterprises, and potentially research institutions or other entities with relevant expertise. The selection criteria mention "Suitability to pursue the professional activity," "Economic and financial standing," and "Technical and professional ability," suggesting a broad range of organizations could be eligible if they meet these criteria.

Funding Type: The funding type is procurement, specifically a framework contract. This means the European Commission is seeking to establish a long-term agreement with one or more contractors to provide specific services or equipment as needed over a defined period.

Consortium Requirement: The opportunity does not explicitly state whether a single applicant or a consortium is required. However, the FAQ 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). This implies that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated in the provided text. However, given that this is an EU tender, it is highly likely that the primary geographic eligibility is for entities within the EU and potentially the EEA. Further details would be available in the tender documents.

Target Sector: The target sector is audio-visual and conference technology (AV&C). This includes a wide range of services and equipment related to consultancy, design, installation, support, maintenance, rental, and supply of AV&C solutions.

Mentioned Countries: No specific countries are mentioned. The opportunity is from the European Commission, so it is implied that it relates to the EU.

Project Stage: The project stage is focused on the provision of established services and equipment. This is not about research, development, or demonstration, but rather about the ongoing supply and maintenance of AV&C solutions. Therefore, the project stage is commercialization and operational support.

Funding Amount: The estimated total value of the framework contract is 284,000,000 EUR. This amount is divided across four lots:
Lot 1: 29,000,000 EUR
Lot 2: 126,000,000 EUR
Lot 3: 79,000,000 EUR
Lot 4: 50,000,000 EUR
This suggests that individual contracts awarded under the framework could vary significantly depending on the specific services or equipment required.

Application Type: The application type is an open call for tenders, with electronic submission.

Nature of Support: The beneficiaries will receive money in exchange for providing services and equipment. This is a service contract.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there will be at least two stages: submission of the tender and evaluation of the tender. Further stages might involve negotiation or clarification.

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

Co-funding Requirement: The co-funding requirement is not mentioned in the provided text. As this is a procurement contract, co-funding is unlikely.

Summary:
This is an invitation to tender (EC-SCIC2025OP0001) issued by the European Commission, DG SCIC - Interpretation, for an inter-institutional framework contract concerning the provision of services and equipment in the field of audio-visual and conference technology (AV&C). The estimated total value of the contract is 284,000,000 EUR. The contract is divided into four lots: consultancy, acquisition of equipment, installation/maintenance/repair, and rental/operation of equipment. The maximum contract duration is 48 months. The procedure type is an open procedure, and submissions must be electronic. The deadline for receipt of tenders is 12/08/2025 at 15:00 Europe/Brussels. The contract will be awarded based on the best price-quality ratio. The lead contracting authority is the European Commission, DG SCIC - Interpretation. The TED reference is 97/2025 326067-2025.

Lot 1 focuses on consultancy services in the field of audio-visual and conference (AV&C), including feasibility studies, conceptual design, functional analysis, security, project management, AV&C training, quality control, security and risk evaluation, and acoustics study. The estimated value for Lot 1 is 29,000,000 EUR.

Lot 2 focuses on the acquisition of audio-visual and conference (AV&C) equipment and associated services. The estimated value for Lot 2 is 126,000,000 EUR.

Lot 3 focuses on the installation, maintenance, and repair of audio-visual and conference equipment. This includes implementation specifications, consumables, temporary replacement of equipment, repair outside warranty, transport of equipment, AV&C programming, operating of fixed installations, managed services, training on fixed installations, and dismantling/moving installations. The estimated value for Lot 3 is 79,000,000 EUR.

Lot 4 focuses on the rental and operation of audio-visual and conference equipment. This includes rental of equipment and services for events and conferences, installation/operation/de-installation of rented equipment, AV content/communication, assessment of equipment and services, and provision of a remote meeting platform solution. The estimated value for Lot 4 is 50,000,000 EUR.

To participate, tenderers must submit their proposals electronically through the designated eSubmission system. A Personal Identification Code (PIC) is mandatory for participation, whether as a sole candidate or as part of a consortium. The system supports all 24 official EU languages and encrypts uploaded documents to ensure integrity and confidentiality. The maximum number of documents that can be uploaded per tender is 200, with a maximum file size of 50 MB per attachment.