Support for the organisation of events and other communication and information activities of the European Parliament Liaison Office in Poland

Funding and value:Estimated total value €1,500,000 (total maximum for the contract). Framework contract initial duration 12 months, renewable up to 48 months (max).

Main administrative facts:procurement reference EP-COMM/2026/OP/0045. Procedure type: open; nature of contract: services (CPV 79416000, additional 79952000). Framework agreement without re-opening of competition; orders via specific order forms. Tender documents, annexes and model contract available on the Funding & Tenders Portal F&T Portal 1.

Title:Support for the organisation of events and other communication and information activities of the European Parliament Liaison Office in Poland. Reference: EP-COMM/2026/OP/0045. Type: Open call for tenders (framework agreement, without reopening of competition). Lead contracting authority: European Parliament, SG - Directorate-General for Communication, Directorate for Liaison Offices. Main CPV: 79416000 Public relations services (additional CPV: 79952000 Event services). Nature of contract: services. Estimated total value: €1 500 000 (maximum overall contract amount). Maximum contract duration: 48 months (initial 12 months, renewable up to 3 times). Submission method: electronic via eSubmission on the EU Funding & Tenders Portal. Deadline for receipt of tenders: 09/11/2026 00:00:59 Europe/Brussels. Public opening: 10/11/2026 10:00 Europe/Brussels. Award method: best price-quality ratio. Framework contract type: national framework contract for Poland executed by specific order forms. The contract is performed by order forms issued by the EP Liaison Office (EPLO) Warsaw and signed centrally in Brussels.

Purpose and scope:Purpose: provide support and technical assistance for organisation of events and other communication and information activities of the EPLOs in Poland. Geographic scope: activities located in Poland (capital and regions), with possible cross-border activities with neighbouring countries; provision of travel and accommodation for invited media/content creators to Brussels, Strasbourg or other EU Member States where required. Services cover event organisation, communication campaigns, content production, media relations, procurement and management of third-party suppliers, logistical and onsite support, accessibility and green event criteria, evaluation and reporting.

Eligible applicant types:natural persons and legal entities established in an EU Member State or third countries covered by applicable procurement agreements as described in the specifications. Typical eligible applicants: SMEs, large enterprises, event agencies, PR and communications consultancies, media production companies, NGOs, nonprofit organisations, professional associations, universities and research centres with communication capacity, and consortiums / groups of economic operators. Consortiums and groups of economic operators are allowed and common; groups must demonstrate joint and several liability and provide the group information sheet (Annex V) and, if requested, proof of legal form prior to signature of the framework contract.

Funding type and financial mechanism:This is a public procurement tender resulting in a framework service contract. The primary financial mechanism is a service contract (procurement) with reimbursement of third-party costs and payment of fees. The framework contract includes direct hourly-rate fees and reimbursement of invoiced third-party supplier costs. The contracting authority may prefinance up to 30% of specific order forms higher than €15 000. Payments are made by electronic invoicing (PEPPOL or Funding & Tenders Portal) and the EP pays invoices within 30 calendar days after receipt and acceptance. Prices must be quoted excluding VAT. Price revision formula uses HICP (euro area) index as set out in the draft framework contract.

Estimated contract value and duration:Estimated overall contract amount: €1 500 000 (including reimbursement of third-party services). Initial duration: 12 months; renewable three times (total maximum 48 months).

Procedure type:Open procedure with electronic submission only. Tenders must be submitted via eSubmission on the EU Funding & Tenders Portal using a Participant Identification Code (PIC). Tenderers may submit tenders in any official EU language and must follow system requirements (browsers, file sizes, formats). Questions must be submitted via the portal Questions & Answers area by the specified deadline. The contracting authority is not bound to reply to questions submitted after the deadline indicated in the contract notice.

Selection and exclusion checks:Tenderers must complete the Declaration on Honour (Annex III) addressing exclusion and selection criteria. Documentary evidence may be requested before award. Minimum financial capacity requirement: yearly turnover minimum €375 000 for each of the last two years, including at least €250 000 turnover in the area covered by the contract. Technical capacity required: at least three years’ experience in similar services; proposed core team must include at least one project manager (minimum 3 years proven experience) and two junior consultants; all team members must have excellent English (CEFR C1) and excellent command of the language(s) in which the EPLO operates (Polish C1).

Exclusion related to restrictive measures:Tenderers must submit Annex VIII declaration confirming compliance with restrictive measures related to Russia (Regulation 833/2014 and related rules). Tenders from persons or entities falling under the prohibitions shall be rejected unless a specific authorised exception applies.

Award basis:best price-quality ratio. Weighting: Qualitative component 70% (technical quality) and Price component 30%. Qualitative score maximum 100 points with pass marks per sub-criterion. Tenderers must achieve individual pass marks and a minimum total quality score of 60/100 to be considered. The price component uses the cheapest price formula; combined score determines the winner.

Core services:full range of communication, event management and information activities for EPLO Poland. Categories include: seminars, webinars, workshops, town-hall meetings, open-door activities, regional info tours, editorial projects and content production, participation and support for parliamentary sessions and other EP activities (including travel and hospitality for media), exhibition design and production, digital and social media support, press relations, production of photographic and audiovisual materials, interpretation of content rights, accessibility and environmental sustainability implementation, logistics, local staff and on-site support.

Framework operation and order forms:The framework contract is executed through specific order forms. Process: EPLO issues written request for service; contractor must reply with a detailed offer within 14 calendar days unless otherwise specified. If third-party suppliers are required, the contractor must obtain competitive estimates according to thresholds (<= €15 000: 1–3 estimates; €15 001–60 000: 3 estimates; > €60 000: 5 estimates). EPLO approval is required for orders involving third parties. Once the final offer is accepted, EP signs order form within 10 calendar days (exceptionally longer). The order form becomes the binding contract for that service. The contractor submits timesheets and invoices and attaches third-party invoices for reimbursement.

The financial offer has two components:A) direct fees for contractor staff and services billed as hourly rates per profiles in Annex IX (project manager, PR support, press relations, junior consultants, media and digital specialists, technicians, reception stewards, photographer, camera operator, graphic designer); B) reimbursement of third-party supplier costs at actual invoiced cost (excluding VAT) plus a contractor management fee calculated as a number of junior consultant hours depending on order value (rules: < €5 000 -> max 10 hours; €5 000–15 000 -> max 25 hours; > €15 000 -> max 40 hours). Regular hourly rates apply for services between 07:00–22:00 weekdays; a 50% supplement may be invoiced for services outside these hours.

Payment and invoicing:Invoices must reference the order form and are submitted electronically via PEPPOL or the Funding & Tenders Portal. Invoices must include timesheets for consultancy hours and all third-party supplier invoices and original supporting documents for reimbursement. The EP may prefinance 30% for order forms exceeding €15 000 upon contractor request. Payment term: 30 calendar days from receipt and acceptance of invoice and report. Currency: euro. VAT: prices exclusive of VAT; VAT treatment according to Protocol on privileges and immunities and applicable tax law.

Accessibility:all services must comply with EU accessibility rules including the European Accessibility Act and Web Accessibility Directive; digital content must meet WCAG 2.1 AA where applicable; venues must be fully accessible; live-streams must include captions/subtitles and sign language where relevant. Environment: minimal green criteria apply for catering, transport, location accessibility by public transport, reusable badges, recycled paper, sustainable goodies and procurement preferences. Political neutrality: contractor and subcontractors must preserve political neutrality in all outputs. Data protection: processing of personal data is governed by Regulation (EU) 2018/1725; contractor acts as processor when processing on behalf of EP and must implement appropriate technical and organisational measures; servers must be located in EEA or in countries/sectors with EC adequacy decisions as required.

Templates and mandatory annexes:Tenderers must use and complete the procurement annexes provided in the documentation. Mandatory annexes and templates include: Annex I Technical specifications; Annex III Declaration on Honour (exclusion and selection); Annex V Group information sheet (if group); Annex VI Declaration subcontractors (if subcontracting); Annex VII Financial Data Sheet; Annex VIII Declaration regarding restrictive measures; Annex IX Price Schedule (financial offer form); Annex X Case study (award criterion). A Checklist for a complete tender is supplied. The draft Framework Contract and Draft Specific Order Form are provided and must be consulted for contractual terms. Tenderers should prepare evidence in advance (financial statements, register extracts, CVs, references) as documentation may be requested within short deadlines.

How the tender will be evaluated:Evaluation will proceed after electronic opening. Technical/qualitative evaluation (70%) is scored on the working method, supplier management, environmental approach, evaluation methodology and the case study; tenderers must pass designated pass marks per sub-criterion and obtain overall minimum quality score of 60/100. Price (30%) is scored relative to the cheapest compliant price. Documentary checks on exclusion and selection criteria will be carried out before award. The contracting authority reserves the right to request clarifications or missing documents during evaluation. The winning tender is the highest combined score (quality and price).

Official source:The authoritative notice and procurement documents are published on the Funding and Tenders Portal 11.

Core activities expected from the contractor:- Organising events, including hybrid formats, town halls, forums, visits, and information tours.1 - Supporting communication campaigns, editorial projects, and media content production.1 - Identifying, benchmarking, and managing third-party suppliers for services such as venues, catering, interpretation, audiovisual support, design, photography, and similar needs.1 - Providing progress updates, evaluation, reporting, and post event documentation for the EPLO.1 - Assisting with technical and administrative coordination, including offer preparation, invoicing, and final reporting.1

Commercial terms to note:- Prices must be quoted in euros, excluding VAT, and be all inclusive.1 - The price schedule combines direct consultant support hours and reimbursement of third party costs under prior approval.1 - Third party expenses are reimbursed against original supporting documents, and the contractor may not add a commercial margin beyond the agreed management fee.1 - Regular hourly rates apply between 07:00 and 22:00 on weekdays, with a 50 percent supplement for work outside those hours if requested by the contracting authority.1 - Reimbursement of travel and accommodation follows the technical specifications.1 - The contracting authority pays accepted invoices within 30 calendar days.1 - Variants are not permitted and financial guarantees are not applicable.1