In order to obtain professional event management services for the EU Agency for Support for BEREC (BEREC Office) an open tender procedure is launched and published on the Official Journal of the EU
The objective of the framework contract is to purchase quality event management services. This includes video conferences, webinars, and other types of remote conferencing. The contractor is expected to assist the BEREC Office with coordinating and implementing logistics but also to accompany the BEREC Office in the creation of an event throughout its life cycle: from establishing a concept based on the objectives to be achieved, to implementing that concept and measuring the outcomes. The services may comprise a wide variety of tasks (non-exhaustive definition): from sending of invitations to participants, follow up of the attendance, invitations and contacts with speakers, moderators; up to the arrangement of all the travelling, booking of meeting rooms and connected services such as audio-visual systems, audio systems for participants, provision of catering services, and branded material, interpretation and accommodation for the participants.
Estimated total value excluding VAT: 3 000 000.00 EUR
Deadline to submit the offers is 28 October 2019 15:00 (Riga time).
The BEREC Office uses the specialized electronic edition of the Official Journal of the EU for procurement – TED e-Tendering, the BEREC website and social media, to ensure the transparency of its procurement procedures. TED eTendering is an EU institutions' eProcurement platform allowing free electronic access to call for tenders' documents such as contractual documentation, technical specifications, annexes, questions and answers etc., TED eTendering effectively represents an added-value extension to TED (Tenders Electronic Daily), the online version of the "Supplement to the Official Journal of the European Union".
e-Tendering is also used for the electronic exchange of information between the BEREC Office and the potential contractors, as well as for the electronic submission of documents in response to call for tenders. More details on the e-submission in the Quick Reference Guide.
One of the tasks of the BEREC Office as decentralised Agency of the EU is to bring the EU closer to the citizens. Therefore the BEREC Office, in close cooperation with the Latvian authorities and other EU Institutions, develops and implements projects in support to the local community in the host member state – the Republic of Latvia.
To establish sufficient capacity in the local businesses to submit high quality tenders to the BEREC Office and to enable the economic operators to understand the difference between the Latvian and EU rules on procurement, on 18 September 2019 the Agency organised together with the Ministry of Transport, Ministry of Economy and Procurement Monitoring Bureau a training for the economic operators on EU public procurement.
The training is supported by the European Commission and the Council of the EU and covers the following subjects:
- Introduction to the area of business of BEREC and the role of the BEREC Office – presentation by the BEREC Office Director;
- General overview of the legal framework of the Agency for Support for BEREC - presentation by the BEREC Office;
- Specificity of the procurement rules at EU Institutions and Agencies, with a focus on the specificities of the BEREC Office - presentation by the Secretariat General of the Council of the EU;
- Electronic exchange and submission of documents and use of TED eTendering by the economic operators – presentation by DG DIGIT, European Commission;
- Comparison of Latvian and EU public procurement – presentation by the BEREC Office and the Latvian Procurement Monitoring Bureau.
More information about the public procurement steps at the BEREC Office and respective guidelines, please find here.
Privacy statement for processing of personal data within the implementation of the public procurement procedures organised by the BEREC Office
- What personal data do we collect?
The following personal data are obtained from tenderers/candidates and contractors:
- Identification data e.g. name, nationality, gender, place and date of birth, title, function, department and company, passport number, ID number, bank account reference (IBAN and BIC codes);
- Contact details e.g. e-mail address, business telephone number, mobile telephone number, fax number, postal address, country of residence, internet address;
- Information relating to exclusion criteria e.g. declaration on honour, certificates for social security contributions and taxes paid, extract from judicial records;
- Information relating to selection criteria e.g. expertise, technical skills and languages, educational background, professional experience including details on current and past employment.
- For what purpose do we collect personal data and on which legal basis?
The processing of personal data is necessary to run procurement procedures and manage corresponding contracts in the context of the performance of a public interest task, namely the management and functioning of the BEREC Office and BEREC.
Therefore, the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the BEREC Office (Article 5(a) of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC).
The legal bases confirming the lawfulness of the respective data processing operations can be found in the following legal acts:
Regulation (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, amending Regulations (EU) No 1296/2013, (EU) No 1301/2013, (EU) No 1303/2013, (EU) No 1304/2013, (EU) No 1309/2013, (EU) No 1316/2013, (EU) No 223/2014, (EU) No 283/2014, and Decision No 541/2014/EU and repealing Regulation (EU, Euratom) No 966/2012 (‘Financial Regulation’) and in particular Article 38, 167, 198, 200.
The processing of data relating to offences and criminal convictions in the form of an extract from the judicial record or declaration of honour is justified in view of Article 11 of Regulation 2018/1725 since it is explicitly foreseen in the Financial Regulation
- Who may receive your personal data?
For the purpose detailed above, access to your personal data is granted to:
- the staff of the BEREC Office in charge of procurement procedures;
- experts from BEREC providing opinions and advice in specific cases;
- Members of the public: in case you are awarded a contract by the BEREC Office, in accordance with Article 38 of the Financial Regulation, the BEREC Office has the obligation to publish the information on the outcome of the procurement procedure (except for very low value contracts i.e. below EUR 15. 000). The information will concern in particular your name and address, the amount awarded and the name of the project or programme for which you are awarded a contract.
In compliance with Article 57 of the Financial Regulation, candidates and tenderers are informed that, for the purposes of safeguarding the financial interests of the Union, their personal data may also be communicated to internal audit services, to the Court of Auditors or to the European Anti-Fraud Office (OLAF) and to other EU institutions and bodies.
- How long are your personal data kept?
Your personal data are kept seven years as of the year following the last payment under the awarded contract. This retention period applies to both successful and unsuccessful tenderers/candidates as well as contractors.
Where personal data are published in compliance with Article 38 of the Financial Regulation, the information shall be removed two years after the end of the financial year in which the funds were legally committed. This shall also apply to personal data referring to legal persons whose official name identifies one or more natural persons.
- What are your rights?
You have the right to request from the controller access to and rectification or erasure of your personal data or restriction of processing.
You also have the right to object to processing of personal data.
The controller shall provide information on action taken on a request within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests.
- Who is the data controller and how to exercise your rights?
The BEREC Office shall exercise the tasks of the data controller for the purpose of these processing operations.
To exercise the mentioned rights, you can contact the controller as follows: firstname.lastname@example.org.
If you feel your data protection rights have been breached, you can always lodge a complaint with the BEREC Office’s Data Protection Officer (email@example.com) or with the European Data Protection Supervisor: firstname.lastname@example.org.