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

The contract starts on January 1, 2027, and is initially set to end on December 31, 2028. There is an option for the client to extend the contract twice, each time by one year, prolonging the contract until December 31, 2030.

Key milestones related to the procurement process include:

• Deadline for questions: August 25, 2026, 12:00 PM
• Answering questions: September 10, 2026, 3:00 PM
• End of offer period: September 22, 2026, 12:00 PM
• Announcement of the intended award decision: presumably November 3, 2026
• Contract award: presumably November 19, 2026
• Offer validity period: December 31, 2026

Regarding the contract's operational phases, in the first year of the contract, there will be approximately 12 monthly meetings for contract management. From the second contract year onwards, these meetings will occur bi-monthly. An initial meeting at the start of each project is also foreseen.

The core scope of work for this tender is the planning and implementation of events, trade fairs, and exhibitions for the Federal Ministry for Research, Technology, and Space (BMFTR).

The statement of work summary and core deliverables include:

Pauschalleistungen (Lump-sum services):

• Meetings: Strategic meetings, contract management meetings, and kick-off meetings at project start.
• Reports: Order overviews, call-off overviews, lists of purchased external services, and data collection for sustainability reporting for the Coordination Office for Climate-Neutral Federal Administration (KKB).
• Controlling and Quality Management: Providing a list of contact persons, maintaining an extranet, offering support for inquiries, and managing budget control and accounting.

Einheitsleistungen (Unit services):

• General Services: Operative project meetings, event concept development, production and disposition planning, claim management, exhibition stand/display concept creation, location concept development, room and furnishing concept design, layout planning, technology concept development, catering concept creation, safety and hygiene concept development, management of event venues (analog or digital), hotel management, participant and invitation management, conception of a registration page, attendee management, creation/preparation of distribution lists, electronic invitation dispatch, shipping of materials as packages, storage of event modules and exhibition exhibits, and design and production of name tags.
• Design and Text Services: Design line/key visual development, image research, image and graphic adaptation, image and graphic editing, image and graphic design, creative image and graphic development, template creation, print/web file creation, development of barrier-free documents, creation of journalistic texts, editorial processing of supplied texts, text translation, and proofreading (Lektorat).
• Motion Picture: Production of event trailers and interviews.

Stundensätze (Hourly Rates) for services such as:

• Project management for events, trade fairs, and exhibitions (including conception).
• Graphic design, typesetting, and layout.
• On-site project management and project assistance support.
• Procurement of external services.

Additionally, the tender involves annual lump-sum prices based on contract duration and extension options, which account for calculated person-days across various employee categories including management, project control, project management, and other staff. Daily rates are also specified for contract changes across different employee categories.