Organisation and implementation of EUDA scientific conferences

The objective of this Framework Contract (FWC) is to purchase high-quality event management services for the organisation and implementation of EUDA scientific conferences, such as Lisbon Addictions Conference. Such management services need to cover the whole event lifecycle from logistics (for example venue selection, travel and accommodation arrangements) to the …

CPV: 98300000 Други услуги за населението
Краен срок:
Септ. 29, 2025, 5 след обяд
Вид на крайния срок:
Подаване на оферта
Място на изпълнение:
Organisation and implementation of EUDA scientific conferences
Издаващ орган:
European Union Drugs Agency
Номер на наградата:
EUDA/2025/OP/0006

1. Buyer

1.1 Buyer

Official name : European Union Drugs Agency
Legal type of the buyer : EU institution, body or agency
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : Organisation and implementation of EUDA scientific conferences
Description : The objective of this Framework Contract (FWC) is to purchase high-quality event management services for the organisation and implementation of EUDA scientific conferences, such as Lisbon Addictions Conference. Such management services need to cover the whole event lifecycle from logistics (for example venue selection, travel and accommodation arrangements) to the development of the scientific programme, the management of the event itself and its assessment. For the purposes of this FWC a ‘scientific conference’ is defined as a formally organised event aimed at the presentation and critical discussion of original research, theoretical advancements and scientific innovations, within a specific academic or professional field. It is typically structured around a peer-reviewed programme of oral and poster presentations, keynote lectures, panel discussions, and workshops. A scientific conference should provide a platform for disseminating knowledge, fostering networking and collaboration, and promoting advancements in the scientific community.
Procedure identifier : cefea74e-40cb-4f20-abac-64d0a9dabd27
Internal identifier : EUDA/2025/OP/0006
Type of procedure : Open
The procedure is accelerated : no

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 98300000 Miscellaneous services

2.1.2 Place of performance

Anywhere
Additional information : Please consult the procurement documents.

2.1.3 Value

Estimated value excluding VAT : 3 100 000 Euro

2.1.4 General information

Additional information : In case of unavailability or disruptions in the functioning of the electronic means of communication provided in Section 5.1.11 in the last 5 calendar days before the time limit for receipt indicated in Section 5.1.12, the contracting authority reserves the right to extend this time limit and publish the extension at the Internet address provided in Section 5.1.11, without a preceding publication of a corrigendum to this notice. Economic operators interested in this procurement are invited to subscribe to the call for tenders at the address in Section 5.1.11 in order to get notified when new information or documents are published.
Legal basis :
Regulation (EU, Euratom) 2024/2509

2.1.5 Terms of procurement

Terms of submission :
Maximum number of lots for which one tenderer can submit tenders : 4
Terms of contract :
Maximum number of lots for which contracts can be awarded to one tenderer : 4

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Venue booking, management and logistics
Description : The contractor will be responsible for the provision of comprehensive logistical and operational support essential to the successful planning and execution of scientific conferences varying scale and complexity. The services under this lot are intended to cover all venue-related and logistical aspects before, during, and after the event, ensuring a professional, efficient, and participant-focused experience. The contractor(s) selected for this lot will be expected to demonstrate flexibility, reliability, and adherence to high standards of quality, safety, and environmental responsibility.
Internal identifier : EUDA/2025/OP/0006-LOT-1

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 98300000 Miscellaneous services

5.1.2 Place of performance

Anywhere
Additional information : Please consult the procurement documents.

5.1.3 Estimated duration

Duration : 48 Month

5.1.5 Value

Estimated value excluding VAT : 2 250 000 Euro

5.1.6 General information

Reserved participation : Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no

5.1.10 Award criteria

Criterion :
Type : Quality
Criterion :
Type : Price
Description of the method to be used if weighting cannot be expressed by criteria : Please consult the procurement documents.

5.1.11 Procurement documents

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue : Not allowed
Deadline for receipt of tenders : 29/09/2025 17:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Information about public opening :
Opening date : 30/09/2025 10:30 +01:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Court of Justice of the European Union
Organisation providing more information on the review procedures : European Union Drugs Agency

5.1 Lot technical ID : LOT-0002

Title : Technological and content management
Description : The contractor will be responsible for the provision of modular and multifunctional software capable of managing all conference processes—a comprehensive event management solution that optimises every aspect of the organisation and enhances the attendee experience. All the platforms should work in an integrated manner but also as independent modules in case not all of them are required (e.g. small conferences).
Internal identifier : EUDA/2025/OP/0006-LOT-2

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 98300000 Miscellaneous services

5.1.2 Place of performance

Anywhere
Additional information : Please consult the procurement documents.

5.1.3 Estimated duration

Duration : 48 Month

5.1.5 Value

Estimated value excluding VAT : 360 000 Euro

5.1.6 General information

Reserved participation : Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no

5.1.10 Award criteria

Criterion :
Type : Quality
Criterion :
Type : Price
Description of the method to be used if weighting cannot be expressed by criteria : Please consult the procurement documents.

5.1.11 Procurement documents

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue : Not allowed
Deadline for receipt of tenders : 29/09/2025 17:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Information about public opening :
Opening date : 30/09/2025 10:30 +01:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Court of Justice of the European Union
Organisation providing more information on the review procedures : European Union Drugs Agency

5.1 Lot technical ID : LOT-0003

Title : Marketing design and communication strategy
Description : The contractor shall be responsible for the development and implementation of a comprehensive marketing and communication strategy to support the promotion, visibility, and participant engagement of the scientific conferences covered by this framework contract. The strategy must ensure consistency in messaging, branding, and outreach efforts across all platforms and phases of the conference lifecycle. The communication activities must be designed to reflect the specific objectives and target audiences of each conference and must align with institutional communication guidelines and values.
Internal identifier : EUDA/2025/OP/0006-LOT-3

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 98300000 Miscellaneous services

5.1.2 Place of performance

Anywhere
Additional information : Please consult the procurement documents.

5.1.3 Estimated duration

Duration : 48 Month

5.1.5 Value

Estimated value excluding VAT : 410 000 Euro

5.1.6 General information

Reserved participation : Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no

5.1.10 Award criteria

Criterion :
Type : Quality
Criterion :
Type : Price
Description of the method to be used if weighting cannot be expressed by criteria : Please consult the procurement documents.

5.1.11 Procurement documents

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue : Not allowed
Deadline for receipt of tenders : 29/09/2025 17:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Information about public opening :
Opening date : 30/09/2025 10:30 +01:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Court of Justice of the European Union
Organisation providing more information on the review procedures : European Union Drugs Agency

5.1 Lot technical ID : LOT-0004

Title : Guidance, support and assessment of the scientific programme of the conference.
Description : The contractor will be responsible for the provision of scientific guidance on the scientific programme of the conference, on-site support and assessment of the scientific programme of the conference. The contractor should provide assistance to the scientific programme content-related matters.
Internal identifier : EUDA/2025/OP/0006-LOT-4

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 98300000 Miscellaneous services

5.1.2 Place of performance

Anywhere
Additional information : Please consult the procurement documents.

5.1.3 Estimated duration

Duration : 48 Month

5.1.5 Value

Estimated value excluding VAT : 80 000 Euro

5.1.6 General information

Reserved participation : Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no

5.1.10 Award criteria

Criterion :
Type : Quality
Criterion :
Type : Price
Description of the method to be used if weighting cannot be expressed by criteria : Please consult the procurement documents.

5.1.11 Procurement documents

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue : Not allowed
Deadline for receipt of tenders : 29/09/2025 17:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Information about public opening :
Opening date : 30/09/2025 10:30 +01:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Court of Justice of the European Union
Organisation providing more information on the review procedures : European Union Drugs Agency

8. Organisations

8.1 ORG-0001

Official name : European Union Drugs Agency
Registration number : EUDA
Postal address : Praça Europa 1, Cais do Sodré
Town : Lisbon
Postcode : P-1249-289
Country subdivision (NUTS) : Grande Lisboa ( PT1A0 )
Country : Portugal
Telephone : +351 21 121 02 00
Roles of this organisation :
Buyer
Organisation providing more information on the review procedures

8.1 ORG-0002

Official name : Court of Justice of the European Union
Registration number : CURIA
Postal address : Rue du Fort Niedergrünewald
Town : Luxembourg
Postcode : L-2925
Country subdivision (NUTS) : Luxembourg ( LU000 )
Country : Luxembourg
Telephone : +352 4303-1
Internet address : http://curia.europa.eu
Roles of this organisation :
Review organisation

8.1 ORG-0003

Official name : European Commission
Registration number : EUCOM
Postal address : Mondrian (CDMA), Rue du Champ de Mars 21
Town : Brussels
Postcode : B-1050
Country subdivision (NUTS) : Arr. de Bruxelles-Capitale/Arr. Brussel-Hoofdstad ( BE100 )
Country : Belgium
Telephone : +32 2 299 11 11
Roles of this organisation :
TED eSender

Notice information

Notice identifier/version : 0ebe59a2-28a4-45d3-91d1-62174b9ed3ab - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 07/08/2025 20:04 +02:00
Languages in which this notice is officially available : English
Notice publication number : 00525446-2025
OJ S issue number : 152/2025
Publication date : 11/08/2025