Provision of logistical support for events and activities

This document outlines a call for tenders issued by the European Union Intellectual Property Office (EUIPO) for logistical support services related to events and activities. The tender is divided into two lots: Lot 1 pertains to provision of logistical support for events in Europe, valued at an estimated 16,000,000 EUR, while Lot 2 focuses on events outside Europe, with an estimated value of 10,000,000 EUR, making the total estimated value 26,000,000 EUR. The tender aims to award up to three framework contracts for each lot and is open for electronic submissions. The maximum duration of contracts is capped at 48 months.

Eligible applicants include companies or consortia with the capacity to provide robust logistical support. The tender highlights the necessity for tenderers to possess qualified staff, economic stability, and technical expertise. The geographic scope for Lot 1 is Europe, particularly events hosted at the EUIPO headquarters in Alicante, Spain, or other European locations.

The contract's funding mechanism is a procurement type, where beneficiaries will receive monetary compensation for services rendered as stipulated in the contract terms. The evaluation process will focus on the quality of proposals (60%) and pricing (40%), with a single-stage submission process requiring adherence to specific criteria and qualifications.

The tender also provides multiple avenues for detail clarification through a questions and answers section, indicating the importance of comprehensively reviewing the documentation before submitting proposals. Notably, the deadline for tender submissions has been extended to June 2, 2025, and public opening of tenders will occur on June 3, 2025.

Contract terms are expected to reflect the capacity to handle a range of events, including corporate activities and logistical needs for external guests. Successful contractors will be reimbursed for their services upon invoicing as per agreed terms, with no co-funding requirements indicated.

Overall, this tender highlights EUIPO's commitment to enhancing organizational efficiency through skilled service providers in event management and logistical support.

This is a call for tenders, reference number EUIPO/2024/OP/0004, issued by the European Union Intellectual Property Office (EUIPO). The purpose is to award a maximum of three framework contracts for each of two lots. Lot 1 concerns the provision of logistical support for events and activities in Europe, with an estimated value of 16,000,000 EUR. Lot 2 concerns the provision of logistical support for events and activities outside Europe, with an estimated value of 10,000,000 EUR. The estimated total value for both lots is 26,000,000 EUR. The procedure type is open, and the submission method is electronic. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio.

The deadline for receipt of tenders has been extended to Monday, 02/06/2025, at 13:00 (CEST). The public opening session will take place on Tuesday, 03/06/2025, at 11:00 (CEST). The contracting authority is not bound to reply to questions submitted after 23/05/2025 05:00 Europe/Madrid.

The main classification (CPV) code for this tender is 79952000 Event services.

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

Tenderers must submit their offers electronically to the address provided in the submission terms.

Available documents include:
Invitation to Tender Invitation letter (all lots, Version 1, published 01/04/2025).
Annex I Tender Specifications LOT 1 (Lot 1, Version 1, published 01/04/2025).
Annex II LOT 1 Technical specifications (Lot 1, Version 1, published 01/04/2025).
Annex III LOT 1 Draft contract (Lot 1, Version 1, published 01/04/2025).
Annex I Tender Specifications LOT 2 (Lot 2, Version 1, published 01/04/2025).
Annex II LOT 2 Technical specifications (Lot 2, Version 1, published 01/04/2025).
LOT 1 Annex IV Financial proposal CORRECTED (Lot 1, Version 1, published 24/04/2025).
Annex III LOT 2 Draft contract (Lot 2, Version 1, published 01/04/2025).
Annex IV Standard Submission Form LOT 2 CORRECTED (Lot 2, Version 2, published 20/05/2025).
CORRIGENDUM 1 (Lot 1, Version 1, published 04/04/2025).

Clarifications provided in the Questions and Answers section include:
For the selection criterion “Qualified staff for the required services”, tenderers are required to submit only 6 CVs for the Event Management Coordinators that match the tender specifications (published 27/05/2025).
Annex IV Standard Submission Form should be included in the additional documents folder (published 23/05/2025).
Due to a formatting issue, the criterion “Availability of suitable partners or teams in the different regions of the world” is wrongly presented over two separate lines (published 22/05/2025).
Only pages of Annex IV that need to be filled in by tenderers (pages 1, 2 and 5) are required (published 22/05/2025).
No remuneration fee is foreseen for these services. As specified in Annex 2 under each of the services, these will be reimbursed upon presentation of an invoice based on prices specified (published 21/05/2025).
Documentation that is equivalent to the proposed template can be submitted, as long as all the information requested in the template is provided (published 21/05/2025).
Each Event Management Coordinator must have, as a minimum requirement, both of these language levels: C1 in English and B2 in either French or Spanish (published 21/05/2025).
Refer to Corrigendum 5 (published 21/05/2025).
As per the evidence section of this criteria, the tenderer must only present the relevant Curricula Vitae(s) for the proposed profiles, presenting their qualifications (published 20/05/2025).
A corrigendum has been published (Corrigendum 4) and an error-free document added to the documents' library regarding the Excel file for the financial offer (published 20/05/2025).
Refer to Corrigendum 1 regarding contract implementation officers (published 16/05/2025).
For criteria 2 and 3, the tenderers should consider category III face-to-face or hybrid events (between 10.0001 and 50.000) and not online (internal meetings, etc.) for Lot 1 (published 16/05/2025).
The estimated distribution per region of the total volume of events (i.e. approx. 700 events for 4 years) is as follows: approx. 30% to be held in Africa, approx. 15% to be held in South and Central America, approx. 15% to be held in Asia, and approx. 40% to be held in Europe (published 14/05/2025).
“Inspection points foreseen” under criterion 3 should be understood within the context of the quality assurance plan to be presented by the tenderers and the respective quality checks (published 08/05/2025).
Both lots must be considered as distinct procurement procedures. Tenderers wishing to tender to both lots must present a distinct tender documentation for each lot, including the evidence (published 08/05/2025).
The minimum requirements refer to the different services to be provided as described in Annex II (e.g., but not limited to: software, catering, personnel, documentation etc.) (published 08/05/2025).
The Office reserves the right to request additional documentation/information on any tenderer, including partners and subcontractors, at any stage of the procurement procedure (published 07/05/2025).
Tenderers are free to organize their partnership with natural/legal persons participating in the tender as they see fit (published 07/05/2025).
A tenderer may rely on the capacities of other entities, regardless of the legal nature of the links it has with them (e.g. subcontractors, companies belonging to the same group) (published 07/05/2025).
The economic operator must demonstrate the equivalence of the EcoVadis certificate, for example providing information on what it entails (published 28/04/2025).
The services requested are to be provided for any of the EUIPO facilities (in Alicante, Luxembourg or Brussels) (published 25/04/2025).
The question regarding staffing requirements is addressed in Question 62862 (published 25/04/2025).
The VAT is not considered a reimbursable cost, and therefore is not to be included in the financial offer submitted to EUIPO for validation (published 24/04/2025).
This is a clerical error. A corrigendum has been published (Corrigendum 2) and an error-free document added to the documents' library regarding the fee for DSA reimbursement calculation per attendee (published 24/04/2025).
The use of the template is not compulsory. However, any other evidence should be equivalent to that template, as in, providing all the requested information regarding service satisfaction certificates (published 24/04/2025).
Contracts used as references may have been concluded with any type of entity as long as the requirements of the criterion are met (published 24/04/2025).
Undergoing a certification process cannot be deemed equivalent to holding the required certificate, which must be valid at the deadline for submission of offers regarding ISO 9001 certification (published 24/04/2025).
In 2023, 18 Verbatim and 12 Summaries of main ideas were requested; In 2024, 5 Verbatim and 19 Summaries of main ideas were requested (published 24/04/2025).
Lot 1: In 2023, DSA were required for 20 events for a total of 176,571.74€; In 2024, DSA were required for 24 events for a total of 235,678.00€ (published 24/04/2025).
The services included in paragraph 7.5 Organisation of live events (webinars) are to be considered as reimbursable costs (published 24/04/2025).
Failure to comply with the requirement to have an office located 30-40 minutes from the EUIPO headquarters (Annex II - P.9.1) is penalized in Appendix II.IV, page 8 (Item Arrival at ... (published 17/04/2025).
Tenderers must undertake to maintain their offer for the period specified in the Invitation to Tender: “Tenders will remain valid for a period of at least 9 months from the date for ... (published 17/04/2025).
The first contractor in the cascade carried out all the events in 2024, given that the cascade was not activated (published 17/04/2025).
As per the evidence section of this criteria, the tenderer must present the relevant Curricula Vitae(s) for the proposed profiles, presenting their qualifications (published 17/04/2025).
LOT 1: As stated in Appendix II.I “Contractor’s Human Resources”, «The successful tenderer (contractor) must appoint a service manager for the framework contract. (…) Additionally, t... (published 17/04/2025).
Please note that as per the evidence section of this criteria the tenderer must provide “during the whole duration of the contract” the requested profiles. They do not need to be par... (published 17/04/2025).
As indicated in the Evidence section the following is required: “Contracts, certificates or statements signed by the respective clients indicating satisfactory completion of work pro... (published 14/04/2025).
The criterion stipulates that the required volume relates to ‘the combined turnover’ over the last three financial years. This means that the requirement will be assessed against the... (published 11/04/2025).
As specified in the criterion: "In the event of projects still ongoing, only the portion completed during the reference period will be considered." (published 10/04/2025).
For Lot 2 the requested data is: Cat 1 – 2 events Cat 2 – 9 events Cat 3 – 58 events Cat 4 – 63 events Total: 132 events (published 08/04/2025).
Yes, ISO 20121 is specifically designed for the event industry and incorporates BOTH quality management and environmental management (published 08/04/2025).
For face-to-face and hybrid events in 2024, the breakdown of events held by location and category is the following: In EUIPO Alicante: 0 events for Category I; 3 events for Category ... (published 07/04/2025).
As regards Annex I - Tender Specifications - LOT 1, an error has been detected in point 6.2.2 - Technical and professional capacity, under criterion ‘Qualified staff for the required... (published 04/04/2025).

Regarding technical issues with the eSubmission system:
Ensure the latest versions of Google Chrome or Mozilla Firefox are used.
Clear the cache and cookies on the Internet browser.
The system 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.
The supported file types depend on the type of submission.
Submissions in draft status can be edited, viewed, and deleted until the deadline.
The maximum number of documents allowed per tender is 200 files.
The maximum file size for attachments is 50 MB.
It is mandatory to register for a PIC if you intend to submit a tender or a request to participate.
A PIC is unique and its validity is not limited in time.

In summary, this tender opportunity is for event management and logistical support services for the European Union Intellectual Property Office (EUIPO). The tender is divided into two lots: one for events within Europe and another for events outside of Europe. Companies can bid on one or both lots. The EUIPO is seeking to establish framework contracts with a maximum of three providers per lot. The tender documents outline the specific requirements, selection criteria, and submission procedures. Several corrigenda and clarifications have been issued to address questions from potential tenderers, covering aspects such as staffing requirements, financial offer templates, and technical specifications. The deadline for submissions is June 2, 2025. The EUIPO is looking for experienced and qualified service providers to support its event management needs for the next four years.

Eligible Applicant Types: The eligible applicant types are not explicitly stated but can be inferred to be economic operators, companies, or consortia capable of providing logistical support for events and activities. The tender specifications mention the need for qualified staff, economic and financial standing, and technical and professional ability, suggesting that eligible applicants are organizations with the capacity to meet these criteria. Subcontractors and partners are also mentioned, indicating that tenderers can rely on the capacities of other entities.

Funding Type: The funding type is procurement, specifically a call for tenders to award framework contracts. The selected tenderers will be contracted to provide services, and payments will be made based on the terms outlined in the contract.

Consortium Requirement: Both single applicants and consortia are eligible to apply. The documentation mentions that tenderers can rely on the capacities of other entities, such as subcontractors or companies belonging to the same group, implying that consortia are permitted.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility varies depending on the lot. Lot 1 is for the provision of logistical support for events and activities in Europe, while Lot 2 is for events and activities outside Europe. Therefore, applicants must be capable of providing services in the specified geographic areas for each lot.

Target Sector: The target sector is event services, specifically the provision of logistical support for the management of events and corporate activities. This includes a full range of support services for events held for the Office's staff and external guests.

Mentioned Countries: The opportunity details mention Alicante (Spain), Luxembourg, and Brussels (Belgium) as locations where the services might be required. The regions mentioned are Europe (for Lot 1), Africa, Asia, and Central and Southern America.

Project Stage: The project stage is operational. The tender seeks service providers to deliver logistical support for existing and future events.

Funding Amount: The estimated total value for both lots is 26,000,000 EUR. Lot 1 has an estimated value of 16,000,000 EUR, and Lot 2 has an estimated value of 10,000,000 EUR. These values represent the total estimated expenditure over the maximum contract duration of 48 months.

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

Nature of Support: The beneficiaries will receive money in exchange for services rendered, as specified in the framework contracts. The services will be reimbursed upon presentation of an invoice based on prices specified in Annex 2.

Application Stages: The application process involves multiple stages, including:Reviewing the tender documents and specifications,Preparing the technical and financial offers,Submitting the tender electronically,Evaluation of the tenders by the contracting authority,Potential clarification requests from the contracting authority,Award of the framework contracts to the successful tenderers.

Success Rates: The success rates are not explicitly mentioned, but the call for tenders indicates that a maximum of three framework contracts will be awarded for each lot. This suggests that the success rate will depend on the number of tenders received and the quality of the offers.

Co-funding Requirement: There is no explicit mention of a co-funding requirement. The tenderers are expected to submit a financial offer, but there is no indication that they need to contribute additional funds to the project.

Summary: This is a call for tenders issued by the European Union Intellectual Property Office (EUIPO) to secure framework contracts for the provision of logistical support for events and activities. The tender is divided into two lots: Lot 1 focuses on events within Europe, with an estimated value of 16,000,000 EUR, and Lot 2 covers events outside Europe, valued at 10,000,000 EUR. A maximum of three framework contracts will be awarded per lot. The contracts will have a maximum duration of 48 months.

The tender is open to economic operators, companies, or consortia capable of providing a full range of support services for event management. Tenderers must demonstrate their suitability to pursue the professional activity, as well as their economic and financial standing, and technical and professional ability. The selection criteria are detailed in the procurement documents.

The submission method is electronic, and the deadline for receipt of tenders is June 2, 2025. The public opening of the tenders will take place on June 3, 2025. Potential tenderers should carefully review all the tender documents, including the invitation letter, tender specifications, technical specifications, draft contract, and corrigenda. They should also pay attention to the questions and answers (Q&A) section, which provides clarifications on various aspects of the tender.

To participate, tenderers must register for a Participant Identification Code (PIC) and ensure that their eSubmission follows the technical requirements of the system, including file size limits and naming conventions. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.

The selected contractors will be responsible for providing logistical support for events held for EUIPO staff and external guests, either at the Office's headquarters in Alicante or at other locations worldwide. The services will be reimbursed based on invoices, as specified in the contract.