Organisation and coordination of citizens' forums in Austria and event-related services — catering, media and public relations.
European Parliament, Information Office in Austria | Published September 27, 2012 - Deadline November 23, 2012
55520000, 79340000, 79951000, 79961000, 92100000
Extract from the specifications:
The object of the contract consists of services to be provided in relation to the organisation of events, not the content and design of the events.
These are in particular discussion panel events for around 100–150 guests, with a duration of around 90–120 minutes; panellists are generally members of the European Parliament, among others. The panellists are selected by the contract authority.
The services may also be requested in relation to all manner of events, e.g. within the framework of cultural events such as film screenings, concerts and readings.
The events shall take place either at the European Union House, Wipplingerstraße 35, 1010 Vienna, AUSTRIA, or at other sites in Austria. Various services related to the organisation, execution and follow-up work of events. This also includes services provided by third parties and/or external services from suppliers which must be included in the price proposed. This mainly involves the following services:
4 types of catering will be provided: coffee and cakes, savoury snacks, sandwiches and hot food. The proposed price is for a buffet intended for 100 people. For each event, the contracting authority shall announce the expected number of visitors, either 50, 100, 150 or 200 people. The price shall be calculated depending on the specified number of visitors (e.g. for 50 people half of the price proposed in the tender will be charged, and double for 200 people). The price proposed must include the following: transport to and from the venues, assembly and dismantling, any accessories, all food and drink, the necessary staff, as well as clearing up and disposal of waste. Tendering for the respective types of catering shall include the following or equivalent:
coffee and cakes
2 hot drinks (coffee, tea), 1 cold non-alcoholic drink (mineral water, fruit juice), 2 pieces of cake per person. At each event various drinks and cakes (such as small pastries or tartlets) will be available.
Savoury snacks (e.g. 100 lye pretzels), 20 l of mineral water, a total of 20 l of various fruit juices, 20 bottles each of medium-quality red and white wine.
Sandwiches with at least 5 different spreads (e.g. egg mayonnaise, tuna, curry, ham, Liptauer cheese spread, Gorgonzola, pumpkin seed spread) and fillings (e.g. ham, Alpine cheese, Brie, bacon, mozzarella, trout), finger food (e.g. mini-sandwiches, mini-schnitzels), 20 bottles each of medium-quality red and white wine, 20 l of mineral water, a total of 20 l of various fruit juices.
1 starter, main course and dessert per person, at least 3 different starters, main courses and desserts, 20 l of mineral water, a total of 20 l of various fruit juices, 20 bottles each of medium-quality red and white wine, 40 bottles of beer, 1 coffee per person.
— media services
The event shall be documented by a cameraman. A film of approximately 5 minutes will be produced, suitable for both distribution on the internet and broadcasting on television. The European Parliament may make use of the films without restrictions and with no extra costs.
The event shall be documented by a photographer. Under this contract digital files (jpg — at least 300 dpi/5 Megapixel) are to be provided on CD Rom, including the right of use related thereto. At least 15 good photographs from a range of at least 50 pictures suitable for printing and processing. Within 3 working days of the event, the contracting authority shall receive these pictures for unrestricted use and with no extra costs.
— public relations services
The contractor shall research and create a distribution list with addresses (e-mail and postal addresses) of a target group for an event according to the specifications of the contracting authority (e.g.: addresses of stakeholders in a particular region interested in a particular subject). The distribution list shall contain up to 200 addresses. The distribution list shall be forwarded to the contracting authority in a format technically suitable for further processing (e.g. in Excel file format).
The layout and printing of the posters (DIN A0, 150 g/m
, 4/0-colour) shall be carried out according to the contracting authority's specifications. The proposed price is for a supply of 20 posters.