Contract notice: Event services Tender, Germany - 24631973

Procurement Summary

Country : Germany

Summary : Contract notice: Event services

Deadline : 31 Jul 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 24631973

Document Ref. No. : 283196-2018

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : MAX-PLANCK-GESELLSCHAFT Z. F. D. W. GENERALVERWALTUNG;
Office Name: Max-Planck-Gesellschaft z. F. d. W. Generalverwaltung;
Address: Hofgartenstraße 8
Town: Munich
Postal Code: 80539
Contact Point: Sachgebiet Vergabemanagement



Germany
Email :vergabe@gv.mpg.de
URL :www.mpg.de

Tender Details

Object of the contract
Event services

Description: Contract notice: Event services

Authority Type: Other
Contact Nature: Services
Procedure: Competitive procedure with negotiation
Document: Contract notice
Regulation: European Union
Award criteria: Not applicable
CPV code: 79952000, 79952000, 79952000
CPV Description: Event services.

Event Organization

Reference Number: 8407090222/2017 / Event Organizations

The awarding process is carried out with the aim of providing a competent and experienced provider of comprehensive services in connection with effective organization, implementation and, if necessary, media design (presentations, trailers, cinematic documentation) by rto find eponymous events in the field of science (in particular the regular annual meetings as well as ceremonies for jubilees, award ceremonies and others) on a small and large scale. The subject of this contract award procedure is therefore a framework contract with one (1) economic operator for the organization and implementation of MPG events. WesentPart of the service is the organization and implementation of the Annual General Meeting (annual meeting), which takes place annually after 2020.

Main Site: Budesweit, alternate locations (Germany)

The MPG holds an annual general meeting, framed by various sub-events, by. Part of the contractstands is the organization and implementation of individual appraisals during the contract period (for the first time for the annual meeting 2021). The annual meeting is the largest and most important event of the MPG. The event has about 500 600 participants (in particular members and employees of the MPG as well as high-ranking guests from science, politics, businessft and company). The annual meeting takes place in principle at changing venues and every year in a different federal state, but every four to five years the venue is the conference center of the Max Planck Society in Berlin-Dahlem. The annual meeting consists of various committee meetings for a limited number of participants with gesonaccess authorization as well as supporting programs and evening events for all guests. The conclusion of each annual meeting is the celebration and subsequent reception, to which high-ranking speakers from state and federal politics as well as from the international science community are invited.

The preparation and execution of the annual meeting includes in particularthe following tasks:

Creation and hosting of an event homepage,

Provision and support of an online registration and resulting tasks for invitation management,

Design and production of printed products (invitation, program, program cards, tickets, banners, etc.) and, if necessary, enveloping and Assembly;

recommendation of a suitable-Graphic designer for the work involved,

research and booking of hotel contingents in various categories, research and booking of suitable premises,

organization of all technical requirements,

organization and briefing of personnel for technical construction and support on site,

organization of all necessary catering according to the Catering rules of the public-Service,

organization of other infrastructure, e.g. Bus transfers, sanitary service, security measures or flower decoration,

design and technical and organizational support for evening events, e.g. Booking of moderators and music ensembles, creation of films, slideshows etc., clarification of protocol questions,

planning, design and production of an exhibition with information-site planning, commitment and supervision of auxiliary personnel, support of the entire annual meeting on site, including the maintenance of a conference office, commissioning and control of all subcontractors, budget management and billing.

Outside the annual meeting, more can be arranged on call Events are pending. In such a case are in particularThe following tasks include:

Creation of a concept for the organization of the respective event

Research and booking of appropriate premises

Organization of technology, catering, other equipment Provision of an event homepage and an online registration and if necessary a possibility for telephone registration

Planning, organization and care von artistic performances planning, organization and control of possibly required transfers or bus shuttles planning, engagement and support of additional staff;

if required commissioning of subcontractors budget and billing of the respective event on-site support

all services, in particular electronically supported services such as. the invitation management, are uconsideration of the relevant data protection provisions.

For details of the performance of the Annual General Meeting and other events, cf. Chapters 5.4 and 5.5 of the tender document (VU)

All tasks have to be done in close consultation with the project management of the MPG.

I. Procedure of Procurement and Selection

Interested companies are invited to join in the-first stage by submitting an application for participation in accordance with these Conditions for further participation in the procurement procedure. At the end of the participation period (see IV 2.2), the applications submitted in due time will be subjected to an aptitude test and assessed on the basis of the selection criteria (see Chapter 3.4 of the VU).

Objective criteria for the selection of the begnumber of candidates:

The required company references will be assessed on compliance with the minimum requirements. (see also chapter 3.3.5.3 of the VU)

A comparative evaluation of the references presented by the applicants is carried out. The references are compared with 0 to 4 points based on the rating system (see chapter 3.4.2.2.) Equivalent representationseach receive the same number of points. The applications will then be ranked according to the individual results of the assessment.

At the beginning of the second stage, at least the top 3 candidates (1st to 3rd place) will be invited to submit a first offer (see Chapter 4 VU).

After timely receipt and thenThe opening of the initial offers will be / will be - if necessary, several - negotiation round (s). Upon request and request for final tenders, the award decision will be taken on the basis of the evaluation method shown in the tender document (see 4.4 VU).

II. Required minimum standards:

1) Number of annual employees:

In view of the here existingThe contract requires a minimum average annual average number of employees of the company in the last 3 years (2015, 2016, 2017) of at least 15 employees (in full-time equivalents, VZAe).

2) Sums insured:

Requests or degrees are required a professional or public liability insurance in appropriate height. The insurance companyThe total amount must be: - at least € 2 million (2 times maximized per year) for personal injury and property damage and - for property damage at least € 500, 000 (2 times maximized per year)

conduct.

3) Company references:

Required the designation of:

a) at least 3 references for the execution of central events including invitation management, concept creation and organization(b) at least 1 reference of an event in terms of tasks, scope and size in the performance profile (in particular more than 500 international participants and several sub-projects within the session) As close as possible to the awarding projectIf applicable, a reference cited by the applicant can also be used to substantiate the minimum requirements from the aforementioned lit. a) as well as for the minimum requirements of lit. b) Applicants must meet these minimum requirements in order to be suitable. Failure to meet the minimum requirements will exclude the candidate as inappropriate-mentioned references may not have been completed before 27.6.2012 (minimum condition for the value of a reference); the project start may be before this deadline.

III. Cancellation options

After expiry of the 24-month basic contract period, calculated from the date of commencement of services (1.1.2019), the client is entitled to a regular annual cancellation right.-If the client does not use his notice option, the contract shall continue () and shall end no later than the expiry of the maximum contract period of 72 months to 31.12.2024, calculated from the date of commencement of services 1.1.2019.


Internet address (URL): www.mpg.de
Directive: Classical Directive (2014/24/EU)

Documents

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