Soporte técnico de equipos audiovisuales para eventos y salas de reuniones y suministro (compra o alquiler) de equipamiento audiovisual.

The European Union Intellectual Property Office (EUIPO) is tendering a framework contract for technical support and management, supply, rental, installation, commissioning and maintenance of audiovisual equipment for events and meeting rooms. The estimated total value is €5,000,000 and the framework may run for up to 48 months, with an initial 12 month period renewable up to three times; up to two framework contracts will be awarded. The procedure is open and award will be based on the best price quality ratio with a strong emphasis on technical quality, and electronic submission via the Funding and Tenders Portal is required. The deadline for submission is 23/09/2026 at 13:00 Europe Madrid and all tender documents and templates are published on the portal.

Objeto

Qué financia / contrata

Contratación de servicios de soporte técnico y gestión de equipos audiovisuales para eventos y salas de reuniones (soporte in situ y remoto, planificación, mantenimiento preventivo y correctivo, puesta en marcha), y suministro (compra o alquiler), instalación, mantenimiento y gestión de equipos audiovisuales y de equipos obsoletos/averiados para la sede de la EUIPO (Alicante) y, ocasionalmente, otras oficinas.

Importe estimado:Valor estimado total del procedimiento: €5 000 000; marco contractual máximo 48 meses (contrato marco inicial 12 meses, renovable hasta 3 veces) ¹.

1. 1Tipo de procedimiento: procedimiento abierto; se adjudicarán hasta 2 contratos marco (cascada).
2. 2Quién puede presentar oferta: operadores económicos establecidos en el ámbito de los Tratados y entidades de terceros países con acuerdos aplicables; se permiten ofertas únicas y ofertas conjuntas; subcontratación autorizada según pliego.
3. 3Criterio de adjudicación: mejor relación calidad precio (ponderación: calidad 70%, precio 30%).
4. 4Documentos clave: pliego de condiciones (Anexo I), especificaciones técnicas (Anexo II), ANS (Anexo V), formularios (Anexo IV) — disponibles en el portal.

Presentación electrónica obligatoria a través de eSubmission (EU Login y PIC requeridos). La oferta debe incluir la documentación administrativa, la propuesta técnica (mínimos y evaluación detallada en Anexo II) y la propuesta financiera (formulario Anexo IV).

Puntos de atención principales:Se exige seguro profesional, volumen de negocio y experiencia mínima (detalles en Anexo I). La garantía legal y las condiciones de servicio (niveles ANS, penalizaciones por incumplimiento) y criterios medioambientales y de reciclabilidad para equipos suministrados están especificados en los anexos ¹.

1. 1Oferta válida 9 meses desde la fecha límite.
2. 2Plazo de entrega y garantías contractuales de equipos deben detallarse; la garantía media ofertada para familias de equipos influye en la puntuación (hasta 15 puntos por plazo).
3. 3El presupuesto debe expresarse en euros, sin impuestos y con todos los costes incluidos; atención a detección de ofertas anormalmente bajas.

Footnotes

1. 1Documentos de licitación (Invitación, Anexos I–V, formularios y plantilla financiera) y presentación electrónica disponibles en el Portal Funding & Tenders: Expediente EUIPO/2025/OP/0031.

Reference:EUIPO/2025/OP/0031 (TED ref. 148/2026 540263-2026). Lead contracting authority: European Union Intellectual Property Office (EUIPO). Type: Open procedure, electronic submission via the EU Funding & Tenders Portal. Lot: LOT-0001 (single lot). Estimated total value: €5 000 000. Maximum framework duration: 48 months (initial 12-month contract, renewable up to 3 times to a maximum of 4 years). Nature of contract: supplies; framework agreement without reopening of competition; award based on best price-quality ratio (price weight 30%, quality weight 70%).

Objective and Scope

Object:Contract for technical support and management of audiovisual equipment for events and meeting rooms at EUIPO premises and, when required, elsewhere (Alicante campus primarily; occasional requests for Brussels and Luxembourg). Services include supply (purchase or rental), installation, commissioning, maintenance (preventive and corrective), management of obsolete/defective equipment (collection, transport and delivery to authorised waste managers), on-site and remote technical support for events (presential, virtual, hybrid), studio services, recordings, editing, and logistical coordination with EUIPO event logistics provider.

Estimated volume and budgets:Total estimated value (not binding): €5 000 000 over the framework. Indicative yearly breakdown in Tender Specifications: Year €1 1 150 000; Year €2 1 200 000; Year €3 1 300 000; Year €4 1 350 000 ¹.

Key Dates and Submission

1. 1Call published on Funding & Tenders Portal: 04/08/2026 (TED publication 04/08/2026).
2. 2Deadline for receipt of tenders: 23/09/2026 at 13:00 (Europe/Madrid, UTC+02 in summer).
3. 3Public opening date (virtual): 24/09/2026 at 11:00 (Europe/Madrid).
4. 4Deadline to submit questions: 15/09/2026 23:59 (Europe/Madrid) — contracting authority not bound to reply after this date.
5. 5Advertised documents available (all published 04/08/2026): Invitation to tender, Annex I Tender specifications, Annex II Technical specifications and appendices, Annex III Draft framework contract, Annex IV Standard presentation form, Technical response form, Financial offer form (English/Spanish versions), Annex V Service Level Agreement.

Submission method:Electronic submission only via the Funding & Tenders Portal eSubmission tool. EU Login and Participant Identification Code (PIC) required. No paper copies. File restrictions and system requirements stated in portal system requirements ¹.

Who can apply and eligibility

Participation is open under EU procurement rules to any natural or legal person established within the scope of the EU Treaties and certain third countries if applicable. Applications may be submitted by a single tenderer or by a consortium (joint tender). Subcontracting is allowed; subcontracts exceeding 20% or where the tenderer depends on the subcontractor to meet selection criteria must identify the subcontractor and include commitment letters. The award is suitable for companies able to provide audiovisual systems, rental and maintenance services and qualified technical personnel.

Eligible applicant types:SMEs and large enterprises offering audiovisual equipment and services, equipment suppliers (manufacturers and resellers), event AV rental companies, system integrators, technical production houses, audiovisual studios, third-country companies where permitted by procurement rules, consortia (joint ventures), subcontractors (identified where applicable), and companies providing maintenance, recycling and WEEE management services.

Procurement model and contractual details

Framework agreement, no reopening of competition. Up to two contractors will be selected and a cascading mechanism will be used to award specific contracts/purchase orders under the framework. The initial framework period is one year and can be tacitly renewed three times (total maximum 4 years). The award method: best price-quality ratio with 70% weighting for quality (technical evaluation) and 30% weighting for price (financial evaluation).

Maximum contract duration and renewals:Maximum contract duration 48 months. Framework initial 12 months, renewable up to 3 times (each renewal 12 months).

Selection, Exclusion and Award Criteria

Selection criteria include economic and financial capacity (minimum annual turnover thresholds, minimum professional indemnity insurance), technical and professional capacity (experience: at least three similar contracts in last 3 years each ≥ €250 000; qualified personnel), legal capacity (registration in commercial/professional register). Exclusion criteria: standard EU withholding / exclusion (criminal convictions, non-payment of taxes/social security) — declaration on honour required.

1. 1Economic and financial capacity: Minimum annual turnover last 3 financial years > €2 000 000; minimum in the area covered by contract > €1 000 000; professional indemnity insurance minimum €1 000 000.
2. 2Technical capacity: At least three similar contracts performed in the last 3 years in EU bodies, international organisations or large private companies (>600 employees), each contract value at least €250 000.
3. 3Personnel: ability to provide required staff profiles as per Annex II.I (at least 2 persons per profile available).
4. 4Certifications: quality management ISO 9001 (or equivalent) and environmental management EMAS/ISO14001 (required for the lead/tenderer).

Evaluation methodology (quality and price)

Technical evaluation (quality) maximum 100 points; tender must achieve at least 60% of each individual quality criterion and at least 70% of the total technical score to be considered. Financial evaluation is based on a detailed financial proposal including: day/month or hourly rates for personnel profiles, discounts on unit prices per equipment family, and a case study calculation. Price and quality combined using the formula: Final score = Price indicator * 30% + Quality indicator * 70%.

1. 1Technical criteria and weights: Criterion 1 Assistance technical (60 points) — work plans, contingency/stock management, on-site and remote support, incident response; Criterion 2 Equipment and preventive maintenance (20 points) — preventive maintenance plan with at least 4 tasks per equipment type, checklists and quality control methodology; Criterion 3 Manufacturer warranty periods for equipment (15 points) — scoring: ≥5 years = 15 pts, ≥4 years = 7.5 pts, ≥3 years = 0 pts; Criterion 4 Environmental impact and end-of-life management (5 points).
2. 2Financial criteria: Criterion 1 Cost of human resources (case study); Criterion 2 Discounts on unit prices per 15 equipment families. Lowest price receives 100 indicator points; others proportional.

Service Level Agreement and penalties:Annex V contains the Service Level Agreement (SLA) with Key Performance Indicators (ICR/KPIs). Penalties apply monthly and are automatic upon verification: anomalies classified as very grave, grave or minor trigger penalties on the monthly invoice for the affected services. Penalty rules include monthly aggregation and a cap of 50% of the monthly invoicing for affected services.

Technical requirements and deliverables

The tender documents (Annex II Technical specifications and appendices) set out comprehensive technical requirements covering: staffing profiles and minimum qualifications, on-site and remote support obligations, typology of services for events and webinars, inventory and families of equipment (15 families listed), preventive maintenance schedules, corrective maintenance and repair timelines, commissioning requirements, storage and spare parts stock management, recycling and WEEE compliance, environmental and energy efficiency obligations, participation in audits and IMS (ISO 9001, EMAS/ISO14001, ISO 45001, ISO 27001 where applicable).

Application process and templates

Applicants must complete the Annex IV Standard Presentation Form (SSF), Annex IV Technical Response Form (technical evaluation, Criterion 3 warranty table), and Annex IV Financial Offer Form (Excel file). Each evaluation criterion has a dedicated eSubmission folder; supporting documents must be uploaded in the specified order. Signed declarations, legal and financial evidence, insurance certificates, technical CVs, references, and any commitment letters (for subcontractors or entities whose capacities are relied upon) must be included.

1. 1Annex IV Standard Presentation Form: company identification, contact, declaration on validity (9 months), signature and list of administrative documents to include (declaration on exclusion, criminal records, tax/social security certificates, powers of attorney).
2. 2Annex IV Technical Response Form: required technical answers and warranty table per equipment family for Criterion 3 (warranty durations).
3. 3Annex IV Financial Offer Form: mandatory Excel workbook with instructions; fill all yellow-shaded cells; prices in EUR, net of taxes; include hourly/monthly rates per profile, discounts per equipment family, and case study calculation (do not modify template).

Application stages and process flow

Single-stage tender submission via eSubmission. Evaluation will follow administrative checks, exclusion check, selection (capacity checks), technical evaluation (quality), financial evaluation (price), identification of possibly abnormally low offers and requests for justification, then final ranking and award. After provisional award, selected tenderer(s) must provide requested documentary proofs; contract signature follows. There is a one-month transitional overlap period with the outgoing contractor for knowledge transfer when the first specific contract is executed.

Application stages count:Number of stages: 1 main submission stage (single stage), followed by post-submission clarification and verification steps during evaluation (administrative/selection/technical/financial). Overall staged interactions: 2–3 (submission, clarifications/requests for documents, award/contracting).

Geographic eligibility and locations

Beneficiaries must be established in the scope of the EU Treaties or eligible third countries as permitted by EUIPO rules. Main place of performance: Alicante campus, Spain. Occasional services may be requested at EUIPO offices in Brussels and Luxembourg. Tender documents are published in Spanish; offers may be submitted in any official EU language.

Mentioned countries:Spain (Alicante) explicitly mentioned as the main location. EU-wide eligibility and EUIPO offices in Belgium (Brussels) and Luxembourg mentioned for occasional service.

Contract management, reporting and governance

The contract includes a Contract Manager (EUIPO) and a Service Manager (contractor) as single points of contact. Monthly reports due by day 5 of the following month with executive summary, statistics, KPIs/ANS performance, autocontrol data, proposals for improvement, audit participation. Annual report due before 15 January. Participation in internal and external audits and IMS compliance (ISO 9001, EMAS/ISO14001, ISO45001) is required.

Nature of support provided to beneficiaries:The contract provides monetary compensation to the contractor for supplies and services via purchase orders under the framework. Beneficiaries (EUIPO) receive non-monetary services (technical support, equipment supply, maintenance), while contractors receive monetary payments for provided services and supplies.

Other practical information

1. 1Tender language: documents published in Spanish; in case of discrepancies Spanish version prevails; submissions may be in any official EU language.
2. 2Validity of tender: 9 months from submission deadline.
3. 3Maximum number of framework participants to be selected: 2.
4. 4Electronic ordering and payment will be used; framework without reopening of competition.
5. 5Applicants must register in the EU Participant Register and obtain a PIC; EU Login required to submit questions or tenders.

Categorisation answers (structured)

1. 1Eligible Applicant Types: startups (if meeting selection criteria), SMEs, large enterprises, system integrators, equipment manufacturers/resellers, rental companies, studios, research institutes not typical but possible if commercial, public-private partnerships and consortia (joint offers allowed), subcontractors (identified), NGOs only if they meet requirements; individuals not appropriate as prime contractors.
2. 2Funding Type: procurement (tender) — supplies contract under a framework agreement. Primary financial mechanism: contract for supplies (payments for services and goods), not a grant or loan.
3. 3Consortium Requirement: Other — single tenderer allowed or consortium (joint bid) allowed. Subcontracting permitted. If joint bid, Model A or Model B commitment required and group members assume joint and several liability.
4. 4Beneficiary Scope (Geographic Eligibility): EU (primary), EUIPO locations include Spain (Alicante), occasional services in Brussels and Luxembourg. Third-country bidders allowed only if procurement rules permit (as per Treaties/agreement).
5. 5Target Sector: ICT / AudioVisual / Events / Facilities services — thematic sectors: ICT, audiovisual technology, event production, maintenance services, equipment supply, environment (end-of-life/WEEE), facilities management.
6. 6Mentioned Countries: Spain (Alicante) explicitly; Belgium (Brussels) and Luxembourg mentioned as additional office locations. Region: EU (EUIPO is EU agency).
7. 7Project Stage: implementation and operations — provision of services, supply, installation, commissioning and maintenance (service delivery and operations), including possible studio production and recordings.
8. 8Funding Amount: Estimated total contract value €5 000 000 (framework maximum). Indicative annual buckets Year1–Year4 as above.
9. 9Application Type: Open call for tenders via electronic submission (eSubmission) — single submission deadline; not rolling; questions via portal Q&A until cutoff date.
10. 10Nature of Support: Beneficiaries (EUIPO) receive non-monetary services and supplies; contractors receive monetary payments for delivered supplies/services. The opportunity is a paid contract.
11. 11Application Stages: 1 main submission stage with follow-on evaluation steps and possible clarifications (effectively 2–3 evaluation stages: administrative/selection checks, technical evaluation, financial evaluation and award).
12. 12Success Rates: Not published. Competitive open tender with maximum two framework awards; success rates dependent on competing bidders and quality/price. No explicit historic success rate provided.
13. 13Co-funding Requirement: No co-funding required from tenderer. All prices to be net of taxes; contractor bears costs of service delivery and must include all costs in pricing (no co-financing).

Templates and application structure (what to upload and format)

Mandatory templates and structure are provided in Annex IV and must be used without modification. The financial proposal is an Excel workbook (Annex IV Financial Offer Form) with yellow-shaded cells to complete. The technical response uses the Annex IV Technical Response Form for Criterion 3 and other technical submissions should follow Annex I/II requirements. Administrative documents, declarations and evidence must be uploaded in the designated eSubmission folders as specified in Annex IV.

1. 1Annex IV — Formulario de presentación estándar: identification, legal and contact details, signed declaration of honor, powers of attorney, company documentation, PIC.
2. 2Annex IV — Formulario respuesta técnica: mandatory technical responses per evaluation criteria including warranty table per equipment family for Criterion 3.
3. 3Annex IV — Financial Offer Form (Excel): complete all yellow cells, provide unit rates and discounts per equipment family, fill case study section as instructed; prices in EUR net of taxes.
4. 4Supporting evidence: insurance certificate, accounts or bank statements to prove turnover, list and certificates of similar contracts, CVs for staff, quality and environmental certificates (ISO 9001, EMAS/ISO 14001), subcontractor letters of commitment where applicable.
5. 5Administrative and exclusion proofs: criminal record certificate, tax and social security certificates, declaration on honour (available template).

How would you explain this opportunity? (Summary)

This is an EUIPO open tender to award up to two framework contracts for comprehensive audiovisual technical support, equipment supply (purchase or rental), commissioning, preventive and corrective maintenance, studio and event AV production services, and end-of-life equipment management for EUIPO facilities (mainly Alicante campus). The framework has an estimated ceiling of €5 million and will run up to four years. Applicants must submit a full electronic tender (technical and financial) using standard templates provided (Annexes I–V). Award will be on best price-quality ratio with a strong emphasis on technical quality (70%) and price (30%). The tender specifies strict selection and exclusion criteria, minimum insurance and turnover thresholds, technical experience, personnel profiles, environmental and WEEE requirements, an SLA with KPIs and penalties, and a transition plan with the outgoing contractor. Submissions must be made by the stated deadline via the Funding & Tenders Portal and must include all required signed declarations and supporting documents. The contracting authority is EUIPO and the principal place of performance is Alicante, Spain, with occasional work in Brussels and Luxembourg.

Footnotes

1. 1Procurement documentation, submission portal and system requirements are available on the Funding & Tenders Portal: ec.europa.eu

La EUIPO licita un contrato marco para soporte técnico de equipos audiovisuales en eventos y salas de reuniones, junto con el suministro, alquiler, puesta en marcha y mantenimiento del equipamiento audiovisual necesario. El procedimiento es abierto, el valor estimado es de €5.000.000, el plazo máximo es de 48 meses y la adjudicación se basa en la mejor relación calidad-precio.[1] La Oficina prevé adjudicar dos contratos marco.

Datos clave

Qué se contrata

El alcance incluye la prestación de soporte técnico y gestión de equipos audiovisuales para eventos y salas de reuniones, así como la compra o alquiler, puesta en marcha, mantenimiento y, cuando proceda, la gestión de equipos obsoletos o averiados que deban ser sustituidos. El expediente se centra en equipamiento audiovisual para múltiples familias de producto, incluyendo vídeo, sonorización, conferencias, iluminación, sistemas de control, pantallas digitales, equipamiento especial de salas de reuniones, estudio multimedia y material fotográfico y de vídeo.

Quién puede presentar oferta

La participación está abierta a operadores económicos que entren en el ámbito de aplicación de los Tratados y, cuando corresponda, a operadores de terceros países cubiertos por acuerdos aplicables en materia de contratación pública. Se admiten ofertas individuales, ofertas conjuntas y subcontratación; en una oferta conjunta debe designarse un único responsable y los miembros asumen responsabilidad conjunta y solidaria.

• Se requiere cuenta EU Login para suscribirse, presentar preguntas y enviar la oferta por vía electrónica.
• El código PIC es obligatorio para el licitador individual y para cada miembro de una oferta conjunta.
• Las ofertas deben presentarse exclusivamente a través del sistema eSubmission del portal.
• Los documentos de contratación están publicados en español y, en caso de discrepancia, prevalece la versión española.
• La oferta debe permanecer válida durante al menos 9 meses desde la fecha límite de presentación.

Condiciones financieras y de elegibilidad

La oferta económica debe expresarse en euros, sin impuestos, y presentar precios fijos. Los costes generales y todos los costes directamente vinculados a la ejecución del contrato deben estar incluidos en el precio ofertado, y no se admiten expresiones ambiguas ni referencias a circunstancias externas. Los documentos de oferta indican que los porcentajes de descuento cero o en blanco se interpretan como ausencia de descuento.

• No se exige garantía provisional de licitación.
• El contrato marco inicial se firma por 12 meses y puede renovarse 3 veces, hasta un máximo total de 48 meses.
• La EUIPO prevé adquirir nuevos servicios similares hasta un 50 por ciento del límite inicial del contrato marco mediante procedimiento negociado, dentro del plazo indicado en los pliegos.
• La visita in situ está fijada para el 07/09/2026 a las 11:00 en Alicante, con un máximo de dos representantes por licitador y aviso previo de al menos dos días hábiles.
• La apertura de ofertas será pública y virtual el 24/09/2026 a las 11:00.

Evaluación de la oferta

Los documentos de la licitación combinan una evaluación técnica y financiera. En la propuesta financiera, el formulario pide precios para recursos humanos en horario diurno y fuera de horario laboral, descuentos sobre precios unitarios por familias de equipos y una justificación del plazo de garantía del fabricante para el equipamiento adquirido.

• En el criterio de garantía, 3 años de garantía legal reciben 0 puntos, 4 años reciben 7,5 puntos y 5 años o más reciben 15 puntos.
• La plantilla financiera distingue perfiles como técnico coordinador del contrato, técnico de apoyo audiovisual, técnico especialista en sonido, vídeo y postproducción.
• Los documentos exigen que las justificaciones de precio sean coherentes, completas y no dependan de sinergias no incluidas en la oferta.
• La oferta puede requerir acreditación de seguro de responsabilidad civil profesional, volumen de negocio, experiencia en contratos similares, personal cualificado, sistemas de calidad y gestión ambiental, e inscripción registral.

Documentación que normalmente debe presentarse

• Invitación a licitar.
• Pliego de condiciones.
• Especificaciones técnicas y apéndices.
• Borrador de contrato marco.
• Acuerdo de nivel de servicio.
• Formulario de respuesta técnica.
• Formulario de presentación estándar.
• Formulario de propuesta financiera.

Lectura práctica para el licitador

Se trata de una oportunidad de suministro y servicios audiovisuales de tamaño medio-alto, con una duración amplia y una estructura de contrato marco que favorece la disponibilidad operativa más que una entrega puntual. El expediente es especialmente relevante para empresas con capacidad de soporte en sitio, inventario de equipos, mantenimiento, integración audiovisual y gestión de precios por familias de producto.