Events Organisation and Meeting Management services

The contract timeline details are as follows:

Contract Start Date:

• Framework Service Contract (FWC): The FWC enters into force on the date the last party signs it.
• Specific Contract: A specific contract enters into force on the date the last party signs it. The provision of services can start on this entry into force date, or on the later of the signature date and a specified date (DD-MM-YY), or on a date notified by the Contracting Authority (with at least 7 days' notice, no sooner than entry into force, and no later than 3 months after signature).

Contract End Date:

• Framework Service Contract (FWC): The maximum duration of the FWC is 48 months from its entry into force.
• Specific Contract: The maximum period for the provision of services, including all phases and renewals, must not exceed a specified number of days/months/years or must end on or before a specified date (DD-MM-YY). This period may only be extended with express written agreement.

Total Duration:

• Framework Service Contract (FWC): The maximum duration is 48 months from the date of its entry into force. It is initially a one-year contract, tacitly renewable up to three times, for a maximum total duration of four years.
• Specific Contract: The maximum period for the provision of services, encompassing all phases and renewals, is not to exceed a predetermined duration.

Key Milestones or Phases:

• Phases (for specific contracts): The performance of a specific contract can be divided into phases. The duration of the first phase is specified. The commencement of subsequent phases depends on fulfilling certain conditions (such as the successful completion of the preceding phase and the availability of funding) and requires written consent from the contracting authority, which will specify the start date, duration, and maximum amount for that phase.
• Renewals (for specific contracts): A specific contract can be established for an initial period and then renewed. Renewals can be automatic (a specified number of times for a specified duration each, unless formally notified otherwise) or contingent on the written consent of both parties. Renewal does not alter or defer existing obligations.

The core scope of work and statement of work summary for this tender primarily revolves around comprehensive event management services. Key deliverables and tasks include delegate management, encompassing participant registration (both external and internal) preferably through online tools, creating dynamic registration paths, monitoring registrations, generating attendance reports, and producing certificates of attendance.

The contractor is also responsible for an event management list and online platform, which includes a web portal, event management software, and engagement tools for creating and monitoring online registration processes.

Further responsibilities involve coordination activities and day-to-day project management, from contract signing to delivery, including operational planning, developing service catalogues with milestones and deadlines, and general administration such as budgeting, contract management, and invoicing. The tender also covers identifying, briefing, coordinating, and supervising subcontractors, as well as market research for services not directly supplied by the contractor.

Additionally, the scope includes post-event and reporting services, as well as providing customer support with user-friendly interfaces, prompt availability (within 24 hours), and user guidelines. All communication, documentation, and deliverables must be in English, with activities primarily conducted remotely from the contractor's premises using virtual collaboration tools. Specific details for individual assignments will be outlined in dedicated briefs and order forms.