Provision of Communication Services

Item Description:

The European Union Aviation Safety Agency (“EASA”, “the Agency” or “the contracting authority”) is planning to award the contracts resulting from the above procurement procedure. The procurement documents consist ofthe contract notice (Supplement to the Official Journal ofthe EU, OIS) and present procurement documents (I. Invitation to Tender, II. Tender Specifications and its annexes & III. Draft Contract). All documents are available in the attached ZIP File.

Description of the Subject and Scope of the Contract

Lot 1: Event Management services

The objective of the contemplated framework contract for Lot 1 is to enable EASA to effectively acquire on-demand a range of high-quality external services in support of the Agency’s activities in the areas of event management.

The scope of this lot may include the conceptual planning, design, organisation, set up and management of events such as, but not limited to, conferences, exhibitions, trade fair stands, seminars, workshops or any other kind of event (e.g. press conferences, high-level dinners, anniversary celebrations etc.) in virtual or physical format. The Contractor might also be requested to deliver only a part of the event organisation, e.g. catering, invitation management, location scout, etc. Such events are considered to be an effective means of dialogue with stakeholders and citizens.

To further raise the visibility of EASA, the Agency would like to broadcast some conferences and make them available online, live and recorded. This would enable the widest possible audience to “attend” major conferences and therefore increase the general awareness of what EASA does.

The vast majority of events are likely to be held in the Cologne area. Two or three events per year may also take place elsewhere within Germany or within the EASA Member States. Exceptionally inauguration events in one of our future permanent representations should be also considered.

Due to the changed environment as a result of the Covid-19 pandemic, virtual event solutions are to be included for this tender. Pre-recordings, recordings or live streaming may be done from the EASA premises or also elsewhere in Europe.

Lot 2: Supply of branded material

The Agency regularly produces various branded items which are subsequently distributed to various types of audiences for promotional/marketing purposes: the general public (during public visits, exhibitions etc.), special visitors or guests (for example National Aviation Authorities, journalists, etc.) or internally to the EASA Staff. The contract for this lot covers the design, production and delivery of various types of items, including textile19, print20 and “gadget”21 branded material.

The Communications Department expects to receive creative and innovative proposals for the production and delivery of branded goods which thematically fit to the Agency’s scope of work – aviation. The contractor should be capable of proposing and producing branded material which responds to the quality standards of the Agency, in particular, in terms of ecological standards, design, aesthetics, materials and make, originality and practicality. The contractor will have access and guidance to the EASA corporate colours and corporate brand book related to the production of branded items.

The contractor should strive to be eco-friendly and use reusable/recyclable materials. As far as possible, products should meet the requirements laid down in EU Ecolabel, Blauer Engel or other comparable norms. The eco-friendliness will be assessed as part of the award criteria (see Section 3.3.1 Assessment of Technical Quality).

The contemplated Framework Contract shall enable EASA to effectively acquire on-demand a variety of standard and high-level branded material and a range of top-quality ancillary services in support of both the Agency’s internal and external communication activities.

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