Provision of Event and Exhibition Organisation, Materials and Support Services

The grant opportunity is an invitation to tender issued by the European Union Agency for the Space Programme aimed at securing event and exhibition services. The total estimated value of this procurement is 4,000,000 EUR, with the contracts expected to have a maximum duration of four years, including potential renewals.

Entities eligible to apply include organizations capable of delivering event and exhibition organization services. Although the tender does not specifically prioritize SMEs, it is open to various entities including large enterprises. The funding is categorized as a public procurement contract that will be awarded through a framework agreement allowing for multiple contracts—up to three contractors may be selected.

Geographically, the eligibility spans EU member states, adhering to EU public tender rules. The tender specification details that the primary sector focus is on event management and related exhibition services, with the relevant CPV code being 79952000.

The application process is an open call, and submissions must be made electronically by the deadline of June 23, 2025, at 17:00 Prague time. A public opening of the tenders will take place on June 24, 2025. The evaluation will prioritize technical quality over cost, with a weighting of 70% for quality and 30% for price.

No co-funding is required for this contract. The application involves submission, evaluation, and awarding phases. The competitive nature of the tender suggests a moderate success rate, potentially between 10% to 39%, as multiple awards will be made from a larger pool of candidates.

The documentation includes various templates and administrative parts necessary for the submission process. Notable points include the requirement for a Participant Identification Code (PIC) for all submissions, a maximum file size for attachments, and detailed guidelines for using the eSubmission system efficiently.

In summary, this tender invites parties to provide essential services for EU events and exhibitions, focusing on quality while ensuring compliance with EU procurement standards.

The opportunity is an invitation to tender with the identifier ENEUSPA-OP-31-24, published on 16/05/2025, version 1. No translations are available. It is an invitation to tender (request for offer).

The tender includes the following annexes:
ENEUSPA-OP-31-24 Annex I to the ITT - Tender Specifications
ENEUSPA-OP-31-24 Annex I.A - Template Identification Sheet of the Tenderer (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex I.B - Template Declaration of Honour (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex I.C - Template Power of Attorney for Consortia (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex I.D - Template Subcontractor Letter of Intent (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex I.E - Financial Statements Selection Stage (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex I.F - Template Financial Tables of Answers (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex I.H - Evaluation Scenario (Tender specifications - adm. part)
ENEUSPA-OP-31-24 Annex II to the ITT - Draft FWC (Draft contract)

Submissions must be sent exclusively at the address for submission given below. The submission method is electronic.

There is also a call for tenders with procedure identifier EUSPA/PRG/2025/OP/0001, which is open for submission. The submission method is electronic. The TED reference is 94/2025 316179-2025.

The aim of the contract is the provision of services for the organisation of events and exhibitions, and provision of respective materials and support services as further described in the procurement documents. The objective of this procurement procedure is to conclude multiple framework contracts in cascade with maximum 3 (three) Contractors. The FWC shall have a maximum total duration of four years (including renewals). The procedure type is an open procedure. The estimated total value is 4000000 EUR. The TED publication date is 16/05/2025. The lead contracting authority is the European Union Agency for the Space Programme. The main classification (CPV) is 79952000 - Event services. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. It is a framework agreement without reopening of competition.

Selection criteria include:
Suitability to pursue the professional activity (Please consult the procurement documents).
Economic and financial standing (Please consult the procurement documents).
Technical and professional ability (Please consult the procurement documents).

Milestones:
TED publication date: 16/05/2025
Date and time of public opening: 24/06/2025 11:00 Europe/Prague
Deadline for receipt of tenders: 23/06/2025 17:00 Europe/Prague
Contracting authority is not bound to reply to questions submitted after: 13/06/2025 05:00 Europe/Prague

Documents available for download include:
ENEUSPA-OP-31-24 - Invitation to Tender
ENEUSPA-OP-31-24 Annex I to the ITT - Tender Specifications
ENEUSPA-OP-31-24 Annex I.A - Template Identification Sheet of the Tenderer
ENEUSPA-OP-31-24 Annex I.B - Template Declaration of Honour
ENEUSPA-OP-31-24 Annex I.C - Template Power of Attorney for Consortia
ENEUSPA-OP-31-24 Annex I.D - Template Subcontractor Letter of Intent
ENEUSPA-OP-31-24 Annex I.E - Financial Statements Selection Stage
ENEUSPA-OP-31-24 Annex I.F - Template Financial Tables of Answers
ENEUSPA-OP-31-24 Annex I.H - Evaluation Scenario
ENEUSPA-OP-31-24 Annex II to the ITT - Draft FWC

There are also some frequently asked questions (FAQ) related to the eSubmission system:
How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Use the latest versions of Google Chrome or Mozilla Firefox. Clear the cache and cookies on the Internet browser.
Which Internet browsers does eSubmission support? Use the latest versions of Google Chrome or Mozilla Firefox.
Is it possible to view the details of the submission after the deadline? No, the content is not accessible after submitting the tender as the system encrypts all attachments upon upload.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate.
Which size should attachments have? Less than 50 MB.
How should I name attachments in eSubmission? Follow the System Requirements.
Can I submit a video in eSubmission? Check the System Requirements.
I received an invitation from the F&T Portal but cannot view the procurement documents. Select an organisation in “My Invitations”.
Do I need to validate my PIC in order to submit a tender in eSubmission? Yes, the Personal Identification Code (PIC) is mandatory.
I have an issue uploading a file in eSubmission and it’s giving me an error. Follow the technical requirements of the system.
How many attachments can I upload per submission? The maximum is 200 files.
Why do tenderers need a PIC? It is mandatory to register for a PIC if you intend to submit a tender or a request to participate.
How do I register my organisation and get a Participant Identification Code (PIC)? Check if the organisation is already registered using the Search PIC tool.
What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.
How many languages does the system support? All 24 official EU languages.
Which is the character set encoding in the system? UTF-8.
Does the system use encryption to ensure the integrity and the confidentiality of the information? Yes, the system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism.
Which file types does the system support? The supported file types depend on the type of submission you want to make.
Can I view and edit my draft submission? Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted.
In the submission report, under the name of our entity, "Legal form: UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission? No, it is just a display issue.
I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent? No, this is an auto-generated notification.

In summary, this is an invitation to tender (ENEUSPA-OP-31-24) and a related call for tenders (EUSPA/PRG/2025/OP/0001) by the European Union Agency for the Space Programme (EUSPA) for the provision of event and exhibition organisation services, including materials and support. The aim is to establish framework contracts with up to three contractors for a duration of four years. The estimated total value is 4 million EUR. Submissions must be electronic, and the deadline for receipt of tenders is 23/06/2025. The tender documents and related annexes, including specifications, templates, and a draft contract, are available for download. A PIC (Participant Identification Code) is mandatory for participation. The eSubmission system supports multiple languages and encrypts uploaded documents.

Eligible Applicant Types: The eligible applicant types are not explicitly stated but can be inferred as organizations capable of providing event and exhibition organization, materials, and support services. This could include SMEs, large enterprises, and potentially other entities with relevant expertise. The tender specifications documents should be consulted for full eligibility details.

Funding Type: The funding type is procurement, specifically through multiple framework contracts (FWC) in cascade.

Consortium Requirement: The opportunity allows for both single applicants and consortia. Annex I.C provides a template power of attorney for consortia, indicating that consortia are eligible to apply.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated in the provided text. Given that the lead contracting authority is the European Union Agency for the Space Programme, it is highly likely that the eligibility extends to entities within the EU and potentially EEA, and possibly other countries depending on specific agreements. The tender documents should be consulted for full eligibility details.

Target Sector: The target sector is event services. Specifically, the provision of services for the organization of events and exhibitions, and the provision of respective materials and support services.

Mentioned Countries: Prague is mentioned as the timezone for the public opening and deadline for receipt of tenders. No specific countries are mentioned, but the lead contracting authority is the European Union Agency for the Space Programme, implying a focus on the EU.

Project Stage: The project stage is not directly applicable, as this is a procurement for services. The focus is on the capacity of the tenderer to deliver event and exhibition services.

Funding Amount: The estimated total value of the procurement is 4,000,000 EUR.

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 services rendered under the framework contracts.

Application Stages: The number of application stages is not explicitly mentioned, but the presence of documents related to selection criteria (suitability, economic/financial standing, technical/professional ability) and an evaluation scenario suggests a multi-stage evaluation process.

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 is an invitation to tender (EUSPA/PRG/2025/OP/0001) issued by the European Union Agency for the Space Programme (EUSPA). The purpose of this procurement is to establish multiple framework contracts with a maximum of three contractors to provide event and exhibition organization services, including related materials and support. The total estimated value of the framework contracts is 4,000,000 EUR, and the contracts will have a maximum duration of four years, including renewals. The procedure is an open call for tenders, and submissions must be made electronically. The deadline for receipt of tenders is June 23, 2025, at 17:00 Europe/Prague time. A public opening of the tenders will occur on June 24, 2025, at 11:00 Europe/Prague time. Tenderers must meet specific selection criteria related to their suitability to pursue the professional activity, economic and financial standing, and technical and professional ability, as detailed in the procurement documents. The award method is based on the best price-quality ratio. The documentation includes the invitation to tender, tender specifications, templates for administrative parts (identification sheet, declaration of honor, power of attorney for consortia, subcontractor letter of intent, financial statements), an evaluation scenario, and a draft framework contract. The eSubmission system supports multiple EU languages and encrypts uploaded documents. The maximum file size for attachments is 50 MB, and the maximum number of attachments per submission is 200. A Participant Identification Code (PIC) is mandatory for participation.