Organisation of national and corporate events: Awareness raising events support to EU-OSHA network of Focal Points at national level (lot 1) and organisation of corporate events (lot 2)

The European Agency for Safety and Health at Work (EU-OSHA) has released a call for tenders, known as OSHA/2025/OP/0004, focused on organizing national and corporate events to enhance awareness of occupational safety and health. The submission method is electronic and open for applications.

This tender includes two lots: Lot 1 is for organizing national-level events to support the EU-OSHA network of Focal Points in EU and EEA countries, while Lot 2 aims to support EU-OSHA in organizing corporate events and facilitating participation in external events. The selected companies will be responsible for ensuring smooth coordination and enhancing the impact of these activities.

The estimated total budget for this tender is 6,500,000 EUR, with Lot 1 valued at 5,000,000 EUR and Lot 2 at 1,500,000 EUR. The contract period for each lot can last up to 48 months. The tender targets companies with the necessary professional, financial, and technical capacity to provide high-quality event management services.

Eligible applicants must be companies or economic operators capable of delivering these services, and the selection criteria will include their suitability for the activity, financial standing, and technical capability. The evaluation will emphasize a balance between quality (60-70%) and price (30-40%).

The deadline for receipt of tenders is June 4, 2025, with the public opening scheduled for June 5, 2025. Interested parties must properly adhere to the submission guidelines and may refer to the future Q&A documents for clarification on the tender requirements. There is no co-funding requirement specified.

Overall, this call aims to strengthen EU-OSHA's outreach efforts through professional event management, ensuring that health and safety awareness is effectively promoted across regions.

The European Agency for Safety and Health at Work (EU-OSHA) has published a call for tenders, OSHA/2025/OP/0004, for the "Organisation of national and corporate events: Awareness raising events support to EU-OSHA network of Focal Points at national level (lot 1) and organisation of corporate events (lot 2)". The procedure identifier is OSHA/2025/OP/0004. The submission method is electronic and open for submission.

The procedure aims to select companies to provide high-quality professional services for event organization. Lot 1 focuses on national-level events in EU and EEA countries, providing support to EU-OSHA’s main stakeholders. Lot 2 focuses on event management services to support EU-OSHA in organizing corporate events and facilitating the Agency’s participation in external events. The selected contractor will play a key role in ensuring the smooth coordination of these activities, enabling the Agency to enhance the quality, reach, and impact of its events. The procedure type is an open procedure.

The estimated total value of the tender is 6,500,000 EUR. The TED publication date was 10/04/2025. The lead contracting authority is the European Agency for Safety and Health at Work (EU-OSHA). The main classification (CPV) code is 79952000 - Event services.

The call for tenders is divided into two lots:

Lot 1: Organisation of national events: Awareness raising events support to EU-OSHA network of Focal Points at national level. This lot aims to select a company to provide high-quality professional services at the national level in EU and EEA countries to EU-OSHA’s main stakeholders in the organization of events. The nature of the contract is for services, with a maximum contract duration of 48 months. The award method is based on the best price-quality ratio. The estimated value for this lot is 5,000,000 EUR. The framework agreement is a framework agreement without reopening of competition. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The main classification (CPV) code is 79952000 - Event services.

Lot 2: Organisation of corporate events. This lot aims to select a company to provide event management services, specifically to support EU-OSHA in organizing corporate events and facilitating the Agency’s participation in external events. The selected contractor will play a key role in ensuring the smooth coordination of these activities, enabling the Agency to enhance the quality, reach, and impact of its events. The nature of the contract is for services, with a maximum contract duration of 48 months. The award method is based on the best price-quality ratio. The estimated value for this lot is 1,500,000 EUR. The framework agreement is a framework agreement without reopening of competition. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The main classification (CPV) code is 79952000 - Event services.

Key milestones for both lots include a TED publication date of 10/04/2025, a date and time of public opening on 05/06/2025 at 15:00 Europe/Madrid, a deadline for receipt of tenders on 04/06/2025 at 15:00 Europe/Madrid, and a contracting authority that is not bound to reply to questions submitted after 27/05/2025 at 05:00 Europe/Madrid.

The available documents include:

EN1.0 Invitation to tender 20250004 Invitation letter, published on 10/04/2025, applicable to all lots, Version 1, with no translations available.
EN3.0 Draft Framework Contract OSHA2025OP0004 Draft contract, published on 10/04/2025, applicable to all lots, Version 1, with no translations available.
EN2.1 Editable annexes OSHA2025OP0004 final Tender specifications, published on 10/04/2025, applicable to all lots, Version 1, with no translations available.
EN2.0 Tender specifications OSHA2025OP0004 final Tender specifications, published on 10/04/2025, applicable to all lots, Version 1, with no translations available.
ENNew version Annex 6 lot 2 Financial offer form, published on 14/05/2025, applicable to Lot 2, Version 1, with no translations available.

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

There are several questions and answers (Q&A) available, addressing various aspects of the tender. Some key points from the Q&A include:

Reimbursement of expenses in Lot 2 will be organized using the European Commission tool AGM.
Actual costs for services (e.g., venue, catering, equipment) should be included in the financial offer for Lot 2.
The "extra lines" in Annex 6.Lot 2 (table 3) are for any management fees that would miss above (line 10 to 38) and that would be needed for you.
Table 4 - fee/person profiles are needed for contractual reasons and potentially useful for any additional service that could arise during the implementation of the contract.
The Contracting Authority is not bound to answer questions submitted after 27/05/2025.
For Lot 2, from the six events organised within the EU, three should be organised in three different EU countries. No proof of transnational events is required.
For Lot 1, “decentralised events in EU and EEA countries” are events that will be organised at the national level by the awarded company’s national network of companies.
Services out of the price list will not be ordered, and table 5 of annex 6 must be completed.
The line “overall management at national level” is what the national partner in each country would receive for the organisation of a specific event, as a management fee.
It is possible to present the same projects in T1 and T2 of selection criteria for lot 2.
Q&A 64108 refers only to Lot 1.
The list of requested services under the scenario for the organisation of an Hybrid half day event for 300 pax (50 on-site) must be respected.
For the planned event in Romania (a film screening and debate for 50 pax on-site), no speaker should be added.
For Scenario Development for Lot 1, activity codes/packages should use dummy text (e.g., abbreviation for the country name, the number of the activity, and the year), and the package should refer to the type of event.
A new version of Annex 6/lot 2 has been uploaded under documents to correct a typo regarding on-site coordination pricing.
The scenario development for Cyprus, workshop for 75 pax is for a full day.
For Lot 2, the page limit for the case study should be maintained and should include in the 18 pages the possible mocks-ups and Excel tables.
There is no pre-selected date for the Lot 2 Case Study (Organisation of the Healthy Workplaces Campaign Good Practices Exchange meeting).
Events must be organised by a local company operating in the same country as EU-OSHA’s network of Focal Points.
The minimum requirements have to be addressed in the offer, referring to section 3.3.
For criterion T1, a list is requested: "A list of relevant projects including specific services provided in the past 5 years and corresponding to all areas described in Section 1.4."
There is no specific template for criterion F2 for Lot 2.
Proof of enrolment in a relevant trade or professional register proving compliance with the requirements of Article 94 of Directive 2014/24/EU.
No technical visit is scheduled as part of the procurement process.
There are no page or word limits for the descriptions of A. Project Management and Quality Assurance, and B. Scenario of Lot 1.
The volume of the number of events of the Framework Contract 2022-2025 represents a total of 650 events.
Presentations of the national event managers of the 27 EU Member States and 3 EEA countries are expected, with at least 3 years of experience in organising events – B3 level.

For eSubmission-related questions, it is recommended to use the latest versions of Google Chrome or Mozilla Firefox. Attachments should be less than 50 MB in size, and the maximum number of documents allowed per tender is 200 files. A Personal Identification Code (PIC) is mandatory to participate in the call for tenders. The system supports all 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents.

In summary, this call for tenders aims to establish framework contracts for event organization services to support EU-OSHA's activities. It is divided into two lots: one focusing on national-level awareness-raising events and the other on corporate event management. The total estimated value is 6.5 million EUR, and the contracts will have a duration of 48 months. Tenderers must submit their proposals electronically, adhering to specific technical requirements and deadlines. The evaluation will be based on the best price-quality ratio, considering the tenderer's professional activity, economic and financial standing, and technical and professional ability. Interested parties should carefully review the tender specifications and Q&A documents for detailed requirements and clarifications.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the tender specifications, it can be inferred that eligible applicants are companies or economic operators capable of providing event management services. This includes entities with the professional, economic, financial, and technical capacity to organize events at a national and corporate level. The tender specifies requirements such as proof of enrolment in a relevant trade or professional register, indicating that legally established companies are targeted.

Funding Type: The funding type is procurement, specifically a framework service contract. The procedure aims at selecting companies to provide event management services, and the selected entities will be contractors providing services to EU-OSHA.

Consortium Requirement: The tender does not explicitly state whether a single applicant or a consortium is required. However, the tender specifications mention the possibility of national networks of companies, suggesting that both single applicants and consortia may be eligible. For Lot 1, the requirement for event managers in each EU Member State and EEA country suggests that a consortium with a presence in multiple countries might be advantageous, if not required.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility for applicants includes the EU and EEA countries. Lot 1 specifically mentions the provision of services at the national level in EU and EEA countries.

Target Sector: The target sector is event management, with a focus on organizing awareness-raising events and corporate events related to safety and health at work. The tender targets companies that can provide high-quality professional services for event organization, including venue management, catering, equipment, and logistical support.

Mentioned Countries: The opportunity explicitly mentions EU Member States, EEA countries, Romania, Cyprus, and Estonia.

Project Stage: The expected maturity of the project for this opportunity is commercialization and implementation. The tender seeks companies that can provide event management services, indicating that the focus is on executing and implementing events rather than research or development.

Funding Amount: The estimated total value of the tender is 6,500,000 EUR. Lot 1 has an estimated value of 5,000,000 EUR, and Lot 2 has an estimated value of 1,500,000 EUR.

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

Nature of Support: The beneficiaries will receive money in exchange for providing event management services. This is a service contract where the selected contractors will be paid for their services.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there are multiple stages, including submission of the tender, evaluation of suitability, economic and financial standing, and technical and professional ability.

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.

Summary: This opportunity is a call for tenders by the European Agency for Safety and Health at Work (EU-OSHA) to select companies for a framework contract to provide event management services. The tender is divided into two lots: Lot 1 focuses on organizing national events to support EU-OSHA's network of Focal Points in EU and EEA countries, while Lot 2 focuses on organizing corporate events and facilitating EU-OSHA's participation in external events. The total estimated value of the tender is 6,500,000 EUR, with Lot 1 valued at 5,000,000 EUR and Lot 2 at 1,500,000 EUR. Eligible applicants are companies or economic operators with the professional, economic, financial, and technical capacity to organize events. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The submission method is electronic, and the deadline for receipt of tenders is June 4, 2025. The selected contractors will play a key role in ensuring the smooth coordination of EU-OSHA's events, enhancing their quality, reach, and impact. The framework agreement has a maximum duration of 48 months.