Rahmenvereinbarung zur Planung und Umsetzung von Veranstaltungen, Messen und Ausstellungen für das Bundesministerium für Forschung, Technologie und Raumfahrt

The contract is effective from January 1, 2027, and ends on December 31, 2028, without requiring termination. There is an option for the client to extend the contract twice, each for one year, until December 31, 2030, at the latest. The client must exercise this option in writing at least three months before the expiration of the original term.

The core scope of work for this tender involves a framework agreement for the planning and implementation of events, trade fairs, and exhibitions for the Bundesministerium für Forschung, Technologie und Raumfahrt (BMFTR).

The Statement of Work (Leistungsbeschreibung) details the following key areas:

• Contract Subject and Goal (Auftragsgegenstand und -ziel): This section defines the overall purpose of the agreement.
• Scope of Services (Leistungsumfang): This outlines the general extent of the services to be provided.
• Subject of Services (Leistungsgegenstand): This is divided into:
• Lump-sum Services (Pauschalleistungen):
• Meetings: Strategic meetings ("Status Call"), contract management meetings, and kickoff meetings for project initiation.
• Reports: Includes an overview of orders, an overview of call-offs, a list of purchased external services, and data collection for sustainability for the Koordinierungsstelle Klimaneutrale Bundesverwaltung (KKB).
• Controlling and Quality Management: Covers managing a list of contact persons, providing an extranet, offering support for inquiries, and handling budget control and accounting.
• Unit Services (Einheitsleistungen): These are individually defined services with specified billing units and estimated values.
• General Services (Allgemeine Leistungen): Include operative project meetings, event concept development, directing plans, production/disposition plans, claims management, exhibition stand/concept development, location concepts, room and furnishing concepts, planning, technical concepts, catering concepts, security and hygiene concepts, management of event venues (analog or digital), hotel management, participant and invitation management, design of registration pages, active participant management, creation/preparation of distribution lists, electronic dispatch of invitations, shipping of materials, storage of event modules/exhibition items, and design/production of name badges.
• Design and Text Services (Gestaltungs- und Textleistungen): Encompass design lines/key visuals, image research, image and graphic adaptation/editing/design/development, template creation, print/web file creation, accessible documents, creation of journalistic texts, editorial processing of supplied texts, text translation, and proofreading.
• Moving Image (Bewegtbild): Includes event trailers and interviews.
• Hourly Rates (Stundensätze): This section specifies hourly rates for various roles such as project management for events, trade fairs, and exhibitions (including conception), graphic design/typesetting and layout, on-site project management support, on-site project assistance support, and purchasing of external services.

The contractor is also required to estimate the cost of external services and present them separately in the offer, providing a total sum both with and without these external services. Additionally, the contractor must name a project lead for each project, and if requested by the client, a deputy project lead.