Organisation de la réception annuelle pour la remise de médailles aux membres du personnel de la Commission européenne

The European Commission, specifically the Human Resources and Security Directorate (DG HR), has announced a call for tenders (reference EC-HR/2025/OP/0337) for the organization of their annual reception to award medals to staff who have served for 20 years. The total estimated value of the tender is €464,000, divided into five lots with varying values.

Lot 1 is for venue rental and associated services, valued at €120,000. Lot 2 covers catering services for approximately 1,500 attendees, with an estimated value of €300,000, making it the largest lot. Lot 3 is for musical performances during the ceremony, estimated at €8,000. Lot 4 is for floral decorations, also valued at €8,000. Finally, Lot 5 is for specialized technical support, including sound, video, lighting, and broadcasting, estimated at €28,000. Each lot has a maximum contract duration of 48 months.

The procurement process is a framework agreement that will not reopen competition after the contract is awarded, with the selection based solely on price. The deadline for tender submission is November 10, 2025, at 16:00 CET, with a public opening scheduled for November 11, 2025, at 11:00 CET. Tenders must be submitted electronically through the EU’s Funding and Tenders Portal, and a Personal Identification Code (PIC) is required for participation.

The tender is open to any legal entity capable of fulfilling the service requirements outlined in the lots, although each lot is marked as not suitable for small and medium-sized enterprises (SMEs), indicating an expectation for bidders to have substantial capacity or expertise. All submissions must be encrypted, comply with a file size limit of 50 MB, and allow for a maximum of 200 documents per tender.

Applicants may submit tenders for one or multiple lots, and while specific eligibility criteria are generalized for EU operators, this procurement opportunity suggests a preference for organizations with a strong track record in event management and hospitality services.

The European Commission, DG HR Human Resources and Security, has issued a call for tenders EC-HR/2025/OP/0337 for the organization of the annual reception for awarding medals to the staff of the European Commission for their 20 years of service. The TED reference for this tender is 192/2025 655123-2025. The estimated total value of the procedure is 464,000 EUR. The TED publication date is 07/10/2025. The deadline for receipt of tenders is 10/11/2025 at 16:00 Europe/Brussels. The date and time of the public opening is 11/11/2025 at 11:00 Europe/Brussels. The contracting authority is not bound to reply to questions submitted after 31/10/2025 07:00 Europe/Brussels. Submissions must be sent exclusively via electronic submission.

The tender is divided into five lots:

Lot 1: Location of a reception hall (and associated services). The description involves organizing the reception for the award of medals to the staff of the European Commission. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is the lowest price. The estimated value is 120,000 EUR. The main classification (CPV) is 70200000 and the additional classification (CPV) is 79952000. This is a framework agreement without reopening of competition.

Lot 2: Catering service for the medal awarding ceremony. The description involves providing catering during the medal awarding ceremony for approximately 1500 people. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is the lowest price. The estimated value is 300,000 EUR. The main classification (CPV) is 55520000 and the additional classification (CPV) is 15000000. This is a framework agreement without reopening of competition.

Lot 3: Musical performances. The description involves providing musical performances during the medal awarding ceremony for the staff of the European Commission. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is the lowest price. The estimated value is 8,000 EUR. The main classification (CPV) is 92300000 and the additional classification (CPV) is 79952000. This is a framework agreement without reopening of competition.

Lot 4: Floral decorations for the reception hall of the medal awarding ceremony for the staff of the European Commission. The description involves providing floral decorations for the reception hall for approximately 1500 people. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is the lowest price. The estimated value is 8,000 EUR. The main classification (CPV) is 77330000 and the additional classifications (CPV) are 79952000 and 03121210. This is a framework agreement without reopening of competition.

Lot 5: Specialized technical support (sound/video/lighting/broadcasting). The description involves providing specialized technical support (sound/video/lighting/broadcasting) for the medal awarding ceremony for the staff of the European Commission. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is the lowest price. The estimated value is 28,000 EUR. The main classification (CPV) is 92370000 and the additional classifications (CPV) are 79952000 and 32330000. This is a framework agreement without reopening of competition.

The following documents are available for download:

FRFR-Invitation to tender EC-HR2025OP0337 Reception pour les 20 ans de service Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRCahier des charges Partie 1 Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 1-Liste des documents à joindre Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 2 - Déclaration exclusion-sélection Contrôle absences Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 3-AccordProcuration si offre conjointe Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 4-Liste des sous-traitants désignés Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 5.1-Lettre engagement du sous-traitant désigné Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 5.2 Lettre engagement entité tierce Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 6 LOT 1 Bordereau financier - lot 1 Tender specifications Published on 07/10/2025 All lots Version 1 No translations available
FRAnnexe 6 LOT 2 Bordereau financier - lot 2 Tender specifications Published on 07/10/2025 All lots Version 1 No translations available

The eSubmission system supports the latest versions of Google Chrome or Mozilla Firefox. For attaching files to your tender submission, eSubmission accepts files that are less than 50 MB in size. The maximum number of documents the system will allow you to upload per tender is 200 files. The 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). The system is multilingual and supports all 24 official EU languages. The character set encoding is UTF-8. The system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism. Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted.

In summary, this is a call for tenders by the European Commission, DG HR, for services related to the organization of their annual reception to honor staff members with 20 years of service. The tender is divided into five lots covering venue, catering, musical performances, floral decorations, and technical support. Companies can bid for one or more lots. The submissions must be electronic, and the deadline is November 10, 2025. The contract will be awarded based on the lowest price.

Eligible Applicant Types: The opportunity is open to various types of applicants capable of providing the services described in the lots. This includes organizations that can provide reception venues, catering services, musical performances, floral decorations, and technical support (sound, video, lighting, and broadcasting). The specific eligible applicant types are not explicitly defined but can be inferred based on the nature of the services required.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The European Commission is seeking service providers through a tender process.

Consortium Requirement: The tender documents include an "AccordProcuration si offre conjointe," suggesting that joint offers or consortia are permitted. The opportunity is therefore open to both single applicants and consortia.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is a European Commission tender, it is likely open to entities within the EU and potentially the EEA.

Target Sector: The target sector is event management and related services. This includes venue provision, catering, entertainment, decoration, and technical support for events.

Mentioned Countries: No specific countries are mentioned, but the opportunity is from the European Commission, implying that it is at least open to EU member states. Brussels is mentioned as the location for the public opening, suggesting that the event, or at least part of the management, may be based there.

Project Stage: The project is at the implementation stage. The European Commission is looking for service providers to execute a specific event, the annual reception for awarding medals to staff with 20 years of service.

Funding Amount: The estimated total value of the procurement is 464,000 EUR. Individual lots have varying estimated values: Lot 1 (Location d’une salle de réception) is estimated at 120,000 EUR, Lot 2 (Service traiteur) is estimated at 300,000 EUR, Lot 3 (Prestations musicales) and Lot 4 (Décorations florales) are each estimated at 8,000 EUR, and Lot 5 (Support technique spécialisé) is estimated at 28,000 EUR.

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

Nature of Support: Beneficiaries will receive money in exchange for providing services. This is a service contract.

Application Stages: The application process involves submitting a tender electronically. The exact number of stages is not explicitly mentioned, but it would typically involve submission, evaluation, and contract award.

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

Co-funding Requirement: There is no mention of a co-funding requirement.

Summary:

This is a call for tenders (EC-HR/2025/OP/0337) issued by the European Commission, DG HR - Human Resources and Security, for the organization of the annual reception to award medals to its staff members who have completed 20 years of service. The estimated total value of the tender is 464,000 EUR. The tender is divided into five lots: Lot 1 for the rental of a reception hall and associated services (estimated value 120,000 EUR), Lot 2 for catering services (estimated value 300,000 EUR), Lot 3 for musical performances (estimated value 8,000 EUR), Lot 4 for floral decorations (estimated value 8,000 EUR), and Lot 5 for specialized technical support (sound, video, lighting, broadcasting) (estimated value 28,000 EUR). The maximum contract duration is 48 months. The award method is based on the lowest price. The deadline for receipt of tenders is November 10, 2025, at 16:00 Europe/Brussels time. The public opening of the tenders will take place on November 11, 2025, at 11:00 Europe/Brussels time. Submissions must be sent electronically. Tenderers must register for a PIC (Personal Identification Code) to participate. The system supports 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents. The maximum number of documents that can be uploaded per tender is 200, and the maximum file size is 50 MB. The contracting authority is not bound to reply to questions submitted after October 31, 2025, at 07:00 Europe/Brussels.