Official name: European Institute of Innovation and Technology (EIT)
National registration number: 04/2021/OP/PROC
Postal address: Infopark, Building E, Neumann Janos utca 1
Town: Budapest
NUTS code: HU110 Budapest
Postal code: 1117
Country: Hungary
E-mail: eit-procurement@eit.europa.eu
Internet address(es):
Main address: http://eit.europa.eu/
Address of the buyer profile: http://eit.europa.eu/collaborate/procurement

European institution/agency or international organisation

Other activity: Innovation and technology boosting activities by way of awarding EU grants

Provision of Communications and Event Organisation Services

Reference number: 04/2021/OP/PROC

Services

Communication services:

These tasks cover the design, preparation, implementation, monitoring and evaluation of integrated information and communication activities of the contracting authority in the field of their respective EU policies and programmes. The contracting authority may ask the contractor to provide the whole range of activities that make up an information and communication campaign activities or a single activity.

Events, conferences and training sessions:

These tasks cover support to the EIT in the organisation of physical and digital events, such as conferences, workshops, networking sessions, info days, exhibitions, press trips, press conferences and training sessions. Events may take place online, face to face or as a hybrid of both and this includes video conferences, webinars, small-scale and large digital conferences, workshops, networking sessions and other types of remote conferencing.

This contract is divided into lots: no

Value excluding VAT: 10 000 000.00 EUR

NUTS code: BE100 Arr. de Bruxelles-Capitale / Arr. Brussel-Hoofdstad

NUTS code: HU110 Budapest

Main site or place of performance:

The tasks are to be performed at the premises designated by the contractor in other Member States.

Services to be included in this call for tenders may consist of the following aspects of communications and event organisation services:

— research, analysis and design – research, definition of key performance indicators, defining and segmentation of the target audience(s), designing a communications strategy or plan including messages, target audience segmentation, localisation and the appropriate mix of communication channels as well as the timing for different stages of the project;

— implementation, content creation and dissemination – production and adaptation of the content and materials needed, dissemination as well as tracking the performance of the different actions and all other related activities that might be required;

— monitoring and evaluation – monitoring results and outcomes, including tracking metrics for social media as well as for the media and compiling all articles, links to TV/radio spots, analysing the impact of the actions, tracking agreed key performance indicators and cooperating with independent evaluators and all other related activities that might be required;

— management – overseeing the whole project(s), liaising with the EIT throughout the contract, ensuring timely and quality delivery, managing all involved parties including accounting.

As the EIT’s needs will differ from project to project, the contractor may be asked to deliver on all steps of a communication or event project or just a selection of it. This call for tenders is looking to find contractors who can supply support on all stages of communication and events projects, from single actions to complex communication and events projects.

Activities under this framework contract will mainly be conducted in EU Member States but may also be carried out in third countries all over the world. They can have a local, regional, national, multi-national, European or global dimension and local adaptation is therefore very important. Communication activities should be fully adapted, tailored and localised to meet the contextual needs of each target audience. Target audiences (non-exhaustive list) will include:

— particular audience groups (e.g. EIT Community beneficiaries (students, innovators, entrepreneurs, business), higher education, research centres, experts, policy and decision-makers, public administrations, EU-level associations and networks, stakeholders, etc.);

— information multipliers (journalists, press officers, bloggers, influencers, etc.);

— wider audiences (defined on geographical, socio-demographic or other relevant criteria).

Projects under this framework contract will vary in their complexity and duration. Projects will make use of a varying number of communication and events channels. In principle, a communication channel is understood as a distribution channel for communication. The principal communication channels are (non-exhaustive list):

— online communications channels, including media, platforms, apps, social networks and blogs, including social media advertising and promotion, websites, interactive tools, e-publications, and other online resources;

— media relations and public relations;

— events (e.g. conferences, webinars, digital conferences, delegation trips, press trips and meetings, festivals, trade fairs and exhibitions, etc.);

— audio and audio-visual media (radio, podcasts, videos, TV, cinema, etc.);

— advertising and media placement (television, radio, print, but also out-of-home advertising, such as street posters, billboards on busses, airports advertising, outside screens, cinema etc.);

— physical deliveries (printed materials (leaflets, brochures, booklets,) gadgets, promotional items, mailings, etc.);

— any other channels, including new distribution channels (e.g. mobile terminals) and techniques, deemed appropriate by the contractor and approved by the EIT for reaching specified target audiences.

Quality criterion - Name: Comprehensiveness of the tender with respect to the requested services / Weighting: 100

Quality criterion - Name: Management, allocation of human resources and organisation of work, composition of the team / Weighting: 100

Quality criterion - Name: Quality plan, monitoring and evaluation of efficiency / Weighting: 50

Quality criterion - Name: Quality of the management and allocation of human resources / Weighting: 30

Quality criterion - Name: Quality and creativity of the campaign strategy and plan / Weighting: 35

Quality criterion - Name: Quality of the localisation and adaptation of the campaign / Weighting: 30

Quality criterion - Name: Quality of the approach for monitoring and evaluation / Weighting: 30

Quality criterion - Name: Quality of the management and allocation of human resources / Weighting: 30

Quality criterion - Name: Quality and creativity of the roadshow concept and the implementation plan / Weighting: 50

Quality criterion - Name: Relevance of the methodology for identifying target countries and projects / Weighting: 25

Quality criterion - Name: Quality of the proposal with regard to social, environmental and legal requirements / Weighting: 20

Price - Weighting: 40

Options: no

The procurement is related to a project and/or programme financed by European Union funds: no

Within three years following the signature of the FWC, the contracting authority may use the negotiated procedure under point 11.1(e) of Annex to Reg.(EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union to procure new services from the Contractor up to a maximum of 50 % of the initial FWC ceiling.

Open procedure

The procurement is covered by the Government Procurement Agreement: no

Notice number in the OJ S: 2021/S 056-140305

Contract No: 04/2021/EITPROC

Provision of Communications and Event Organisation Services

A contract/lot is awarded: yes

19/03/2022

Number of tenders received: 9

Number of tenders received from SMEs: 8

Number of tenders received from tenderers from other EU Member States: 9

Number of tenders received from tenderers from non-EU Member States: 0

Number of tenders received by electronic means: 9

The contract has been awarded to a group of economic operators: no

Official name: ICF Next S.A.
National registration number: 0429 063 662
Postal address: Avenue Marnix 17
Town: Brussels
NUTS code: BE10 Région de Bruxelles-Capitale / Brussels Hoofdstedelijk Gewest
Postal code: 1000
Country: Belgium

The contractor is an SME: yes

Initial estimated total value of the contract/lot: 10 000 000.00 EUR

Total value of the contract/lot: 10 000 000.00 EUR

The contract is likely to be subcontracted

Value or proportion likely to be subcontracted to third parties

Proportion: 15 %

Short description of the part of the contract to be subcontracted:

Securing paid partnerships with media and third parties; map, negotiate, implement and conclude relevant paid promotions with media and/or third parties with a particular relevance for the target audience. Monitor, report and optimise set KPIs, monitor cost effectiveness in line with each campaign's strategy and objectives. Co-production and dissemination of paid native content with online media.

Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address: http://curia.europa.eu/

Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address: http://curia.europa.eu/

06/04/2022