15052004 S96 COMMUNITY INSTITUTIONS EC INSTITUTIONS OPEN

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Invitation to tender

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Awarding authority:  European Training Foundation, Mr Ian Fowden, viale Settimio Severo 65, I, 10133, Torino, 39 011 630 22 22, 39 011 630 2200, [email protected], http://www.etf.eu.int,

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Category of service and description, CPC reference number, quantity, options:  91120000.
Framework contract. Service category: 27.
Name given to contract: Professional Conference Organisers (PCOs) to assist the European Training Foundation in the organisation of events and visits.
Reference number attributed: CFT/04/ETF/0021.
Description of contract:
Throughout the year the ETF organises many international conferences, meetings, seminars, visits and other events at its headquarters in Turin, in the city of Turin and surroundings, in other EU countries, as well as in its partner countries. These meetings range in size from 5 to 300 participants and can have a duration ranging from 1 to 7 days.
The objective of the present call for tender is to engage the services of one or more Professional Conference Organisers (PCOs) to support the ETF in the organisation of its events and visits, wherever they may be held. The PCOs will provide advice, knowledge and administrative support to ETF for the full implementation of all aspects of event management, and will implement ETF decisions.
Total quantity or extent:
Estimated expenditure of 4 700 000 EUR over 3 years.
This estimated budget can be split between the following groups of countries:
Lot 1: EU Member States - 2 700 000 EUR.
Lot 2: enlargement and south eastern Europe countries (ESEE) - 500 000 EUR.
Lot 3: eastern Europe and central Asia countries (EECA) - 500 000 EUR.
Lot 4: Mediterranean region countries (Med) - 1 000 000 EUR.
Options: Contract will be of initial duration 1 year with the possibility of renewal up to 3 years.
Lot 1, 2, 3 and 4.
Short description: All information about the lots is contained in the tender specifications.

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Delivery to:  NUTS: IT111.

4.(a)

Reserved for a particular profession:  No.

(b)

Law, regulation or administrative provision

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Obligation to mention the names and qualification of personnel:  Yes.

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Division into lots:  Yes.
Tenders may be submitted for several lots.

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Variants:  No.

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Time limits for completion or duration of the contract, for starting or providing the service:  12 months.

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Documents from:  European Training Foundation, Att: Mr Ian Fowden, viale Settimio Severo 65, I-10133 Torino. Tel.: +39 011 630 22 22. Fax: +39 011 630 2200. E-mail: [email protected]. URL: http://www.etf.eu.int/website.nsf/pages/procurement.

(b)

Requests not later than

(c)

Fee:  No cost for tender documentation which can also be found at the following URL: http://www.etf.eu./website.nsf/pages/procurement.

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Deadline for receipt of tenders:  14.6.2004 (17:00 hours).

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Address:  European Training Foundation, Att: Mr Ian Fowden, viale Settimio Severo 65, I-10133 Torino. Tel.: +39 011 630 22 22. Fax: +39 011 630 2220. E-mail: [email protected].

(c)

Language(s)

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Opening of tenders (persons admitted):  One representative of each tenderer. Tenderers are requested to inform in advance the ETF they wish to attend the opening session.

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Date, time and place:  22.6.2004 (14:30 hours).
ETF, Torino, Italy.

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Deposits and guarantees

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Financing and payment

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Legal form in case of group bidders:

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Qualifications:  Legal status:
Requirements:
the tenderer must be registered in relevant commercial or trade register(s).
Evidence:
certificate of professional or commercial registration declaration under oath or certificate imposed by the Member State in which the applicant is established;
membership of recognised international professional associations.
Financial capacity:
Requirements:
the tenderer must be able to prove that he is in a stable financial position.
Evidence:
a statement of the undertaking's overall turnover and its turnover in respect of the services to which the contract relates for the previous three financial years.
Technical capacity:
Requirements:
proven experience in international conference management. Ability to work with up-to-date IT technology and tools;
ability to provide high-quality services.
Evidence:
a certified list of the principal services provided in the past three years including the value, venues, date and recipients, public or private, of the services provided;
a description of service provider's measures for ensuring quality;
a statement of the service provider's average annual manpower and the number of managerial staff for the last three years;
a statement of the tools and IT equipment available to the service provider for carrying out the services;
an indication of the proportion of the contract which the service provider may intend to subcontract.

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Tenders may lapse after:  6 months.

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Award criteria:  The most economically advantageous tender as stated below:
compliance of the other with the specifications (10); methodology for the implementation of the assignment (40); price (50).

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Other information:  Address from which further information can be obtained: European Training Foundation, Att: Mr Ian Fowden, viale Settimio Severo 65, I-10133 Torino. Tel.: +39 011 630 22 22. Fax: +39 011 630 2200. E-mail: [email protected]. URL: http://www.etf.eu.int/website.nsf/pages/procurement. Contract relates to a project/programme financed by EU funds.
ETF is an agency of the EU.
Type of procedure: Open procedure.

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Date of pre-information publication

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Notice postmarked:  22.4.2004.

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Notice received on:  22.4.2004.

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Covered by the GPA agreement:  Yes.