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Call For Tender: Venue(s) for the European Green Academy
The Green European Foundation is glad to invite economic operators to submit a tender for the procurement of a venue/combination of venues.
About the Green European Foundation
The Green European Foundation (GEF) is a European-level political foundation funded by the European Parliament. GEF is affiliated to but independent from the European Green Party and Green movement in Europe. Our mission is to encourage European citizens to participate in European political discussions and in particular when it comes to envisioning what a Green Europe would look like. As a forum for cooperation at the European level, we work closely with our national member foundations and thereby aim to strengthen the Green political movement and green ideas in Europe.
Purpose of Tender
GEF is seeking a venue, or a combination of venues, to host its European Green Academy, taking place on 22-23 November 2024, and associated networking events (with date to be confirmed) in Brussels.
In the possibility of the event taking place on an annual basis in Brussels, GEF would like to establish a continuative relationship with the venue(s) for the potential organisation of future European Green Academies in the same space(s).
Mission
The GEF partner venue(s) shall provide the best quality per price for the venue needs of the Green European Foundation’s partners and guests.
Technical Specifications
The selected venue(s) will be contracted via a framework agreement to host GEF’s European Green Academy taking place on 22-23 November 2024 in Brussels, with the possibility to renew the collaboration for up to 4 years, depending on GEF’s venue needs.
A flat rate for this year’s edition shall be offered. This flat-rate will provide the contractual basis for any possible future events in the following 4-year period listed above. Any possible need for indexation of the prices in the future will be negotiated in good faith.
The framework agreement will include the pricing for the services broken down in daily fees.
In case more tenderers are to be awarded the framework agreement, the assignment of contracts will take into account the function and possible uses of the venue, the price, and a first come first served basis, in this order of importance.
GEF reserves the right to not proceed if no reasonably priced tenders are received (or for any other objective reason).
Exclusion Criteria
Please find as follows criteria to fulfill in order to not be excluded by the tendering procedure.
- The tender and tenderer do not incur in any exclusion criteria as per art 136 FR 2018/1046, and any kind of conflict of interest.
- Only offers submitted via the application form will be evaluated.
- Minimum requirements that all tenderers shall meet in order to be considered for evaluation include compliance with applicable environmental, social and labour law obligations established by Union law, national law, collective agreements or the applicable international social and environmental conventions listed in Annex X to Directive 2014/24/EU.
Selection and Award Criteria
Selection Criteria:
The selection criteria are assessed with comply or fail questions. The tenderers that comply with the criteria are going to be further examined and considered for award. The tenders that do not shall be rejected.
The selection criteria for this tender are:
| Dates | · Availability on Friday 22 November and Saturday 23 November 2024, from 9h00 to 22h00 on both days. |
| Capacity | · 200-300 people. |
| Accessibility | · Accessible for people with reduced mobility. |
| Location | · The venue is situated in Brussels. |
| Format | The venue offers:
· Foyer space that can host a welcome desk. · Stage/large space for plenary sessions with a capacity for 200-300 people (seated). · At least 2 smaller rooms with a minimum capacity of 50 people each (seated) to host parallel sessions/workshops/meetings/training. · Ample networking space with a capacity of 200-300 people standing. |
| Technological needs | · Can facilitate livestreaming in the plenary/large space.
· Rooms are equipped with tech, sound, projectors/screens. · Good internet connection is essential. |
| Catering | · Onsite catering with vegan and vegetarian options or possibility to host an external catering provider.
· Space for catering set up and for participants to eat. A sitting down option is not required for everyone but necessary for some. |
| Offer | · Only complete offers, that are tailored to the technical specifications of the tender and are not a generic price listing will be evaluated.
· Only offers in English will be evaluated. |
Award Criteria:
The award criteria for this tender is the one of the best value for money.
The following criteria will be evaluated according to the listed weight:
| Format | · A 3rd room with a minimum capacity of 40 people (seated) to host parallel sessions/workshops/meetings/trainings, will be scored with the grade “3”.
· A 3rd room with a minimum capacity of 30 people (seated) will be scored with grade “2”. |
Weight of this criteria: 10% |
| Location | · The venue is situated in Brussels with proximity to public transport. Being situated within 30 minutes walking distance, or less, to Parc Royal is an asset that will be evaluated with the highest score for this category: “3”. Any other distance to Parc Royal will be evaluated with the score: “1”.
· The venue is situated near accommodation options. Being situated within 30 minutes walking or with public transport to hotel or accommodation options is an asset that will be evaluated with the highest score for this category: “3”. Any other distance to these facilities will be evaluated with the score: “1”.
|
Weight of this criteria: 15% |
| Price | · Competitiveness of fees for one full day of event (from 09h00 to 22h00).
Please specify the breakdown of the costs in your offer and include a total estimate of the cost. |
Weight of this criteria: 30% |
| Cancellation Policy | · A cancellation policy that allows for 100% free cancellation up to one month before the start of the event will be evaluated with the grade “3”, the maximum grade.
· A cancellation policy that allows for 100% free cancelation up to two months before the start of the event will be evaluated with the grade “2”. · A cancellation policy that allows for 100% free cancelation up to three months before the start of the event will be evaluated with the grade “1”. · Any cancellation policy that demands cancellation prior to three months before the event for free cancellation will be evaluated with the grade “0”. |
Weight of this criteria: 10% |
| Technological aspects | · Tech support provided onsite in the form of staff member(s) taking care of the technological equipment and the technical needs of the event is going to be evaluated with the maximum score for this category “3”. | Weight of this criteria: 10% |
| Sustainability | · Adherence to sustainability principles regarding fair working conditions, food procurement and waste, energy procurement and use, and waste management via submitting proof of subscription to an environmental certification or disclosing an environmental and social report, or any sustainability action plan, represents an asset (the submission of a certification or report will be scored with the grade “3”the maximum grade.
Tenderers who do not submit such documentation will score “0” in this category.) |
Weight of this criteria: 10% |
| Aesthetic considerations | · A community and welcoming space is preferred over a corporate/business environment.
A tenderer that is in the first category will be evaluated with the grade “3”. A tenderer that is in the second category will be evaluated with the grade “2”. · This criterion will be evaluated via the pictures submitted and the description of the venue, and via the link to the portfolio and/ or examples of previous events hosted at your venue. |
Weight of this criteria: 10% |
| Outside space | · The presence of an outside space, such a garden or terrace, is evaluated with the grade “2”. | Weight of this criteria: 5% |
The methodology for ranking the tenderers is a numerical scoring system with weighting.
Each criterion will be evaluated with a score ranging from 0 (lowest score for the criteria) to 3 (highest score for the criteria). These values will be multiplied by the weight associated with each criterion.
The tenderer ranking the highest after the evaluation shall be selected for the award.
Practical Information
All tenders should be submitted by ***extended deadline*** 20 May 2024 at 10h00 am 15 May 2024, at 09h00 am via the application form.
The selection committee reserves the right to schedule short exchanges to clarify unclear information.
Tender(s) selection: 27 May.
Start of the service provision agreement: as soon as possible once selected.
Please submit your application by providing a detailed proposal in English, following the structure of the application form, encompassing the following elements:
- A short description /introduction of the venue and the available spaces/rooms
- A proposal including prices and cancelation policy for the dates presented by the Green European Foundation, by filling in this application form.
- Information regarding the location of the venue as well as on its sustainability practices – with a preference for a complete social and environmental report.
- Application without these elements will not be considered. Applicants will be contacted once all eligible submissions have been reviewed.
We actively encourage tenderers from diverse backgrounds, including those from underrepresented and marginalised communities, to apply.
Please ensure that your proposal addresses each of these elements comprehensively. Incomplete submissions affect the evaluation of your proposal. Thank you for your interest in providing services to The Green European Foundation (GEF).
A rolling Q&A document is available at this link . Please, make sure to write anonymous questions and to not write above other questions.
Confidentiality
Tenderers accept to not disclose nor communicate in any way and at any time confidential information regarding their relationship and work with GEF. This commitment remains valid after the termination of the service, permanently.
The winning tenderer will commit to sign a declaration to certify the absence of conflict of interest in relation to the tasks and mission contracted by GEF and will make sure to inform the organization of any changes in this status.
Terms and Conditions
The collection of the tenders, the first screening, selection, and award procedures shall be conducted by distinct members of the GEF team and an appointed selection committee, with the aim of guaranteeing adherence to standards concerning conflicts of interest.
GEF retains the right to reject any or all proposals, either wholly or partially, initiate a new call for proposals if deemed necessary, cease the requirement for services, or amend or terminate this call for tender before the written contract is finalized. Moreover, GEF maintains the discretion to waive certain formalities in the tender process.
GEF is not bound to reply to requests for additional information made less than 6 working days before the deadline for receipt of tenders.
The completion of the tendering process does not oblige GEF to grant the contract.
If the tender encompasses multiple items or lots, GEF maintains the right to award a contract for only a portion of them. GEF will not be held responsible for compensating tenderers whose proposals have not been accepted, nor will it be liable if it chooses not to award the contract.
By submitting an offer, the tenderers authorize GEF to safely and privately archive the offers received for auditing purposes and agrees to not advance any claim or cause of action against GEF based on any misunderstanding on the information provided relatively to the tender, or any eventual failure to provide pertinent information as intended by this call for tender.
The tenders will remain confidential until opening and archived accordingly to GDPR.
Submission of a tender implies acceptance of the terms and conditions set out in the procurement documents and that such submission binds the contractor to whom the contract is awarded, if any, during the performance of the contract.
Submission of a tender implies acceptance of receiving notification of the outcome of the procedure by electronic means.
Contracting Party
Green European Foundation (GEF)
Legal and billing address: Rue du Fossé 3, 1536 Luxembourg, Luxembourg.
VAT: LU24419770
Headquarters: Avenue des Arts 7-8, 1210 Brussels, Belgium.
Contacts
For any questions regarding this call for tender, please refer to antoine.preel-dumas@gef.eu.