Logistical support for International Environmental events during the Danish Presidency of the Council of the European Union in second half of 2025

This contract covers the management, coordination and smooth running of a Danish Environmental Logistic Team, hereafter “Danish Environmental Logistic Team” (DELT) for the Danish Ministry of Environment and Gender Equality, hereafter “contracting authority”. DELT includes the 2 coordinators that are the subject of these specifications and do not include persons …

CPV: 55120000 Hotel meeting and conference services, 75130000 Supporting services for the government, 75131000 Government services
Place of execution:
Logistical support for International Environmental events during the Danish Presidency of the Council of the European Union in second half of 2025
Awarding body:
The Danish Ministry of Environment and Gender Equality
Award number:
2025-137

1. Buyer

1.1 Buyer

Official name : The Danish Ministry of Environment and Gender Equality
Legal type of the buyer : Central government authority
Activity of the contracting authority : Environmental protection

2. Procedure

2.1 Procedure

Title : Logistical support for International Environmental events during the Danish Presidency of the Council of the European Union in second half of 2025
Description : This contract covers the management, coordination and smooth running of a Danish Environmental Logistic Team, hereafter “Danish Environmental Logistic Team” (DELT) for the Danish Ministry of Environment and Gender Equality, hereafter “contracting authority”. DELT includes the 2 coordinators that are the subject of these specifications and do not include persons from the contracting authority. The purpose of the DELT team is to provide logistical support for the Danish delegations in their activities during international environmental events (abroad) as part of the Danish presidency of the Council of the EU (EU Presidency) in 2025. The services covered by these specifications involves provision of 2 coordinators specializing in the organization and logistical support of international events and meetings abroad.See further description in the tender documents.
Procedure identifier : ce628d04-8348-4b4e-9d8a-da61abe89202
Previous notice : 9c68a27b-af10-4928-baab-51c820b7d749-01
Internal identifier : 2025-137
Type of procedure : Open
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure : The tender procedure is an open procedure.

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 75131000 Government services
Additional classification ( cpv ): 55120000 Hotel meeting and conference services
Additional classification ( cpv ): 75130000 Supporting services for the government

2.1.2 Place of performance

Country : Denmark
Anywhere in the given country
Additional information : The events to be organised under this contract are outside of Denmark. See the specification of requirements for further information.

2.1.4 General information

Call for competition is terminated
Additional information : The ocerall task has been divided into lots, see section 49(2) of the Danish Public Procurement Act. This contract is thus part of the necessary meassures to organize the international events. The tasks in this specific contract on coordination and support need to stick together to ensure an efficient and consistent coordination of the complete event organization. The contracting authority shall in accordance with section 134 a of the Danish Public Procurement Act exclude economic operators established in a country stated on the EU list of non-cooperative jurisdictions for tax purposes and which is not a party to the WTO Government Procurement Agreement or any other binding for Denmark free-trade agreement. The tenderer must complete and submit the ESPD as preliminary proof of compliance with the requirements set out in section 148(1)(i)-(iii) of the Danish Public Procurement Act. Prior to the decision on award of the contract, documentation of the information provided in the ESPD must be submitted, see sections 151 and 152 of the Danish Public Procurement Act. By way of documentation that a tenderer does not fall within the scope of one of the grounds for exclusion set out in section 135(1) and (3) and section 137(1)(ii), the following must be provided in accordance with section 153 of the Danish Public Procurement Act: - an extract from a relevant register or an equivalent document showing that the tenderer is not encompassed by section 135(1) and a certificate proving that the tenderer does not fall within section 135(3) and section 137(1)(ii); - where the country in question does not issue such documentation, or where these do not cover all the cases specified in section 135(1) or (3) and section 137(1) (ii), they may be replaced by a declaration on oath or, in countries where there is no provision for declarations on oath, by a solemn declaration made before a competent judicial authority etc. For Danish tenderers, documentation may be provided in the form of a service certificate. Where a tenderer, one or more members of a group or other entities are from another EU/EEA country, such entity must generally provide the types of documentation specified in e-Certis. The contracting authority can however request a tenderer for further documentation and examine such obtained documentation, if the contracting authority considers this being necessary for the correct conduction of the procurement procedure. The tenderer shall not provide documentation for not being subject to the mandatory ground for exclusion set out in section 134 a. For other grounds for exclusion in the Danish Public Procurement Act than stated above, the contracting authority must demonstrate or have sufficiently plausible indications to conclude that one of the grounds for exclusion applies to the tenderer. A tenderer to whom a ground for exclusion applies is excluded from participating in the procurement process, unless the tenderer has provided sufficient documentation of its reliability in accordance with section 138 of the Danish Public Procurement Act, except for the ground for exclusion in section 134 a, where the tenderer does not have the possibility to document reliability. The contracting authority may only exclude a tenderer, if the contracting authority has informed the concerned tenderer that it is subject to a ground for exclusion and if the tenderer has not within an appropriate time limit provided sufficient documentation of its reliability (self-cleaning), or if the provided documentation is not considered sufficient to document reliability. For information on what constitutes sufficient documentation, see section 138(3) of the Danish Public Procurement Act. The contracting authority shall also exclude economic operators, which are subject to EU sanctions in accordance with EU regulation 833/2014 with later amendments, Article 5k.
Legal basis :
Directive 2014/24/EU

5. Lot

5.1 Lot technical ID : LOT-0000

Title : Logistical support for International Environmental events during the Danish Presidency of the Council of the European Union in second half of 2025
Description : This contract covers the management, coordination and smooth running of a Danish Environmental Logistic Team, hereafter “Danish Environmental Logistic Team” (DELT) for the Danish Ministry of Environment and Gender Equality, hereafter “contracting authority”. DELT includes the 2 coordinators that are the subject of these specifications and do not include persons from the contracting authority. The purpose of the DELT team is to provide logistical support for the Danish delegations in their activities during international environmental events (abroad) as part of the Danish presidency of the Council of the EU (EU Presidency) in 2025. The services covered by these specifications involves provision of 2 coordinators specializing in the organization and logistical support of international events and meetings abroad.See further description in the tender documents.
Internal identifier : 2025-137

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 75131000 Government services
Additional classification ( cpv ): 55120000 Hotel meeting and conference services
Additional classification ( cpv ): 75130000 Supporting services for the government

5.1.2 Place of performance

Country : Denmark
Anywhere in the given country
Additional information : The events to be organised under this contract are outside of Denmark. See the specification of requirements for further information.

5.1.6 General information

Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes

5.1.10 Award criteria

Criterion :
Type : Quality
Name : Experience and expertise
Description : For the purposes of the contracting authority’s evaluation in respect of the subcriterion Experience and expertise, a model is applied which translates the evaluation into one point. Accordingly, one point on the above-mentioned scale from 0-5 is awarded. As regards the subcriterion Experience and expertise, tenders are evaluated against an absolute standard, see the above-mentioned scale. Given the significant importance of the coordinators' experience and expertise on the execution of the contract, this will be evaluated as an award criterion. The specific experience and expertise of the personnel responsible for carrying out the contract is absolutely essential to ensure that the assignment runs smoothly. The bidder must specifically propose two people who will be responsible for carrying out the contract (two coordinators). The coordinators must have significant experience in the logistical aspects of event organization and logistics team coordination. If the coordinators have experience managing logistics for other EU presidencies, a description and preferably a reference for that assignment must be included in the tender. The tenderer must include in its tender: - The CVs of the two people it is proposing to carry out the assignment, including any relevant supporting documents demonstrating the knowledge and experience acquired by the proposed personnel relevant for the services described in the specifications. Each CV should be no longer than 3 pages excluding supporting documents, e.g. references, certificates etc. - For each proposed coordinator, a description of experience with relevant assignments relating to the coordination/organisation of events involving at least 70 participants, with a total cost per event of at least €10,000 (inclusive of VAT). The tenderer should include 1-5 relevant assignments. Each assignment should be briefly described, stating the amount, date and recipients (public or private entity) and the results delivered. For each assignment, supporting documents should ideally include a reference (contact person for the public or private purchaser) for the previous assignment, accompanied by a certificate or written statement of satisfactory performance, which is issued or countersigned by the public or private purchaser. Descriptions must be limited to 1 page pr. assignment with a maximum of 2 supporting documents pr. assignment. - Indication of high level of oral and written English. The tenderer will be evaluated against: - Demonstration of relevant skills, experience and expertise in logistical aspects of event organization and logistics team management. - Past relevant assignments. It is weighted positively, if the assignment is accompanied by a reference and certificate or written statement of satisfactory performance. In addition, it is weighted positively if the proposed coordinator has experience from a previous EU presidency or similar assignment. - Demonstration of excellent oral and written command of English (corresponding to at least level B2 of the Common European Framework of Reference for Languages - CEFR).
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40
Criterion :
Type : Quality
Name : Offer description
Description : For the purposes of the contracting authority’s evaluation in respect of the subcriterion Offer description, a model is applied which translates the evaluation into one point. Accordingly, one point on the above-mentioned scale from 0- 5 is awarded. As regards the subcriterion Offer description, tenders are evaluated against an absolute standard, see the abovementioned scale. The way in which the tenderer approaches the planning of logistics for international meetings including the efficient management of resources, both financial and human, is important for the smooth functioning of the Danish EU presidency. Therefore, the offer description will be evaluated as an award criterion. The tenderer must include in its tender: - Example of resource allocation plan for an EU coordination meeting for 70 people, including breakdown of logistical tasks, price estimate for each task and indication of which tasks would be delegated to a sub-supplier. - Description of measures proposed to ensure continuity of services (taking account of unforeseen circumstances, provision of back-up staff, etc.) The tenderer will be evaluated against: - Demonstration of adequate and efficient resource allocation planning for an EU meeting during an international event. - Measures to ensure continuity of services by guaranteeing the availability of qualified staff in the event of unforeseen circumstances (e.g. 2 experienced back-up personnel) and by describing a system for transmitting information relating to events to ensure optimum transfer of files in the event of unforeseen circumstances.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 20
Criterion :
Type : Price
Name : Price
Description : The tenderer must include in their offer a fixed price per month for the coordinators’ fee, for a maximum of 7,5 months (June 1st – January 15th). Be aware that the maximum budget is 135.000 EUR. Any tenders exceeding the maximum budget will not be evaluated. A linear points model is used for the purpose of the contracting authority’s evaluation of the subcriterion Price, where the tender with the lowest price will be awarded 5 points and 0 points will be awarded to tender with the lowest price + 50%. The points for each tender are calculated according to the following formula: Points = highest point on the scale – ((highest point on the scale – lowest point on the scale)/ 50%) * (the tender’s price – the lowest price of the tenders)/the lowest price of the tenders. The points for each tender are calculated according to the following formula: Points = lowest point on the scale + (highest point on the scale – lowest point on the scale) * (1-(the tender’s price – the lowest price, which results in the lowest point on the scale)/(the highest price, which results in the highest point on the scale - the lowest price, which results in the lowest point on the scale)) If the price of one or more of the tenders fall outside the range of lowest price + 50 %, the range will be adjusted with 10 percentage points at a time until all tenders can be contained within the range.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.12 Terms of procurement

Information about review deadlines : Pursuant to Consolidated Act no. 593 of 2 June 2016 on the Complaints Board for Public Procurement as amended, the following time limits apply to the filing of requests for a review procedure: Complaints about procurement procedures or decisions falling within Part II of the Danish Public Procurement Act which are not covered by subsection 1 of the Act, must, according to section 7(2) of the Act, be filed with the Danish Complaints Board for Public Procurement within: (1) 45 calendar days of the contracting authority having published a notice in the Official Journal of the European Union to the effect that the contracting authority has entered into a contract. The time limit is calculated from the date after the date when the notice was published; (2) 30 calendar days, calculated from the date after the date when the contracting authority notified the affected tenderers that a contract based on a framework agreement with reopening of competition or a dynamic purchasing system has been entered into, if the notification contained a statement of the reasons for the decision. (3) six months of the contracting authority having entered into a framework agreement, counted from the date after the date when the contracting authority notified the affected candidates and tenderers, see section 2(2) of the Act, or section 171(4) of the Danish Public Procurement Act. (4) 20 calendar days calculated from the date after the contracting authority has announced its decision, see section 185(2), second sentence, of the Danish Public Procurement Act. If a contracting authority has complied with the procedure outlined in section 4 of the Act to ensure that a contract is not declared ineffective, see section 7(3) of the Act, an application for a review of whether the contracting authority has entered into a contract in contravention of the Public Procurement Directive without prior publication of a contract notice in the Official Journal of the European Union must be filed with the Danish Complaints Board for Public Procurement within 30 calendar days calculated from the date after the date when the contracting authority has published a notice in the Official Journal of the European Union stating that the contracting authority has entered into a contract, provided that the notice contains the reasons for the contracting authority’s decision to award the contract without prior publication of a contract notice in the Official Journal of the European Union. Not later than on the date of the filing of an application for a review procedure with the Danish Complaints Board for Public Procurement, the applicant must notify the contracting authority in writing that an application for a review procedure has been filed with the Danish Complaints Board for Public Procurement, see section 6(4) of the Act. Furthermore, the contracting authority must be informed of whether the application for a review procedure has been filed in the stand-still period, see section 3(1) or (2) of the Act, or during the period of 10 calendar days laid down in section 4(1)(ii). In cases where the application for a review procedure has not been filed in the above-mentioned periods, the applicant must also state whether the applicant has applied for a stay pending the outcome of the review procedure, see section 12(1) of the Act. The Danish Complaints Board for Public Procurement’s own review procedure guidelines are available on www.klfu.dk.

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Klagenævnet for Udbud - Nævnenes Hus -
Information about review deadlines : Pursuant to Consolidated Act no. 593 of 2 June 2016 on the Complaints Board for Public Procurement as amended, the following time limits apply to the filing of requests for a review procedure: Complaints about procurement procedures or decisions falling within Part II of the Danish Public Procurement Act which are not covered by subsection 1 of the Act, must, according to section 7(2) of the Act, be filed with the Danish Complaints Board for Public Procurement within: (1) 45 calendar days of the contracting authority having published a notice in the Official Journal of the European Union to the effect that the contracting authority has entered into a contract. The time limit is calculated from the date after the date when the notice was published; (2) 30 calendar days, calculated from the date after the date when the contracting authority notified the affected tenderers that a contract based on a framework agreement with reopening of competition or a dynamic purchasing system has been entered into, if the notification contained a statement of the reasons for the decision. (3) six months of the contracting authority having entered into a framework agreement, counted from the date after the date when the contracting authority notified the affected candidates and tenderers, see section 2(2) of the Act, or section 171(4) of the Danish Public Procurement Act. (4) 20 calendar days calculated from the date after the contracting authority has announced its decision, see section 185(2), second sentence, of the Danish Public Procurement Act. If a contracting authority has complied with the procedure outlined in section 4 of the Act to ensure that a contract is not declared ineffective, see section 7(3) of the Act, an application for a review of whether the contracting authority has entered into a contract in contravention of the Public Procurement Directive without prior publication of a contract notice in the Official Journal of the European Union must be filed with the Danish Complaints Board for Public Procurement within 30 calendar days calculated from the date after the date when the contracting authority has published a notice in the Official Journal of the European Union stating that the contracting authority has entered into a contract, provided that the notice contains the reasons for the contracting authority’s decision to award the contract without prior publication of a contract notice in the Official Journal of the European Union. Not later than on the date of the filing of an application for a review procedure with the Danish Complaints Board for Public Procurement, the applicant must notify the contracting authority in writing that an application for a review procedure has been filed with the Danish Complaints Board for Public Procurement, see section 6(4) of the Act. Furthermore, the contracting authority must be informed of whether the application for a review procedure has been filed in the stand-still period, see section 3(1) or (2) of the Act, or during the period of 10 calendar days laid down in section 4(1)(ii). In cases where the application for a review procedure has not been filed in the above-mentioned periods, the applicant must also state whether the applicant has applied for a stay pending the outcome of the review procedure, see section 12(1) of the Act. The Danish Complaints Board for Public Procurement’s own review procedure guidelines are available on www.klfu.dk.
Organisation providing more information on the review procedures : Konkurrence- og Forbrugerstyrelsen -
Organisation whose budget is used to pay for the contract : The Danish Ministry of Environment and Gender Equality
Organisation executing the payment : The Danish Ministry of Environment and Gender Equality
Organisation signing the contract : The Danish Ministry of Environment and Gender Equality

6. Results

Value of all contracts awarded in this notice : 134 250 Euro

6.1 Result lot ldentifier : LOT-0000

At least one winner was chosen.

6.1.2 Information about winners

Winner :
Official name : Kavando BV
Tender :
Tender identifier : 1
Identifier of lot or group of lots : LOT-0000
Value of the tender : 134 250 Euro
The tender was ranked : no
The tender is a variant : no
Contract information :
Identifier of the contract : 1
Title : Contract for Logistical support for International Environmental events during the Danish Presidency of the Council of the European Union in second half of 2025
Date on which the winner was chosen : 30/04/2025
Date of the conclusion of the contract : 02/06/2025
Organisation signing the contract : The Danish Ministry of Environment and Gender Equality

6.1.4 Statistical information

Received tenders or requests to participate :
Type of received submissions : Tenders from micro tenderers
Number of tenders or requests to participate received : 1
Range of tenders :
Value of the lowest admissible tender : 134 250 Euro
Value of the highest admissible tender : 134 250 Euro

8. Organisations

8.1 ORG-0001

Official name : The Danish Ministry of Environment and Gender Equality
Registration number : 12854358
Postal address : Frederiksholms Kanal 26
Town : København K
Postcode : 1220
Country subdivision (NUTS) : Extra-Regio NUTS 3 ( DKZZZ )
Country : Denmark
Contact point : Morten Jacobsen
Telephone : +45 38142142
Internet address : https://mim.dk/
Roles of this organisation :
Buyer
Organisation signing the contract
Organisation whose budget is used to pay for the contract
Organisation executing the payment

8.1 ORG-0002

Official name : Klagenævnet for Udbud - Nævnenes Hus
Registration number : 37795526
Postal address : Toldboden 2
Town : Viborg
Postcode : 8800
Country subdivision (NUTS) : Vestjylland ( DK041 )
Country : Denmark
Telephone : +45 72405600
Fax : +45 33307799
Internet address : http://www.naevneneshus.dk
Roles of this organisation :
Review organisation

8.1 ORG-0003

Official name : Konkurrence- og Forbrugerstyrelsen
Registration number : 10294819
Postal address : Carl Jacobsens Vej 35
Town : Valby
Postcode : 2500
Country subdivision (NUTS) : Byen København ( DK011 )
Country : Denmark
Telephone : +45 41715000
Fax : +45 41715100
Internet address : http://www.kfst.dk
Roles of this organisation :
Organisation providing more information on the review procedures

8.1 ORG-0004

Official name : Kavando BV
Registration number : 1005682241
Postal address : Willamekaai, 33
Town : Halle
Postcode : 1500
Country subdivision (NUTS) : Arr. Halle-Vilvoorde ( BE241 )
Country : Belgium
Contact point : Kavando BV
Telephone : +32475734661
Roles of this organisation :
Tenderer
Winner of these lots : LOT-0000

8.1 ORG-0005

Official name : Mercell Holding ASA
Registration number : 980921565
Postal address : Askekroken 11
Town : Oslo
Postcode : 0277
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Contact point : eSender
Telephone : +47 21018800
Fax : +47 21018801
Internet address : http://mercell.com/
Roles of this organisation :
TED eSender

11. Notice information

11.1 Notice information

Notice identifier/version : 7e56d70c-3166-4b9c-9c4d-2fd08df2b3ca - 01
Form type : Result
Notice type : Contract or concession award notice – standard regime
Notice dispatch date : 23/06/2025 07:47 +00:00
Notice dispatch date (eSender) : 23/06/2025 07:53 +00:00
Languages in which this notice is officially available : English

11.2 Publication information

Notice publication number : 00408027-2025
OJ S issue number : 119/2025
Publication date : 25/06/2025