Germany - General public administration services

Description

The Landeszentrale für politische Bildung Nordrhein-Westfalen (in the further course: Landeszentrale, LZpB or Auftraggeber) is a non-party educational institution. It has the task of promoting democratic awareness and political participation. The Landeszentrale provides information across party lines and on a wide range of important social and political topics.The Landeszentrale's offering also includes numerous digital and analogue event formats on various topics of political education. These include both established event formats as well as new formats that are prepared, implemented and followed up for the first time. The formats include classic, digital or analogue event formats such as meetings, seminars, further training, simulation games, conferences, meetings, etc., but also unusual event formats such as theatre performances, festive events, tours, flash mobs or sessions. The mission of the State Agency to inspire people in the state for democracy and to promote democratic coexistence is also increasingly shifting to the digital space for various reasons. Recently, due to the pandemic situation in Germany, online events were increasingly designed and offered.For their numerous digital or analogue actions that have an impact on the public, the units of the Landeszentrale need the support of a professional event agency. In previous years, a professional event agency was already commissioned to manage all event-related activities under a framework agreement. This framework contract ends on 30 June 2021. It is particularly important for the Landeszentrale to be able to use agency services without interruption in time so that the various event formats can be offered as planned.At the time of this procurement procedure, the exact nature, scope and timing of the services to be provided cannot be described in concrete terms. A framework contract will therefore be put out to tender, from which services can be called off successively at agreed rates for reimbursement of expenses. The client will commission each individual service by means of an individual order. For this purpose, the Client and the Event Agency (hereinafter referred to as the Contractor) shall agree in text form (usually by e-mail) prior to the provision of a service which service is to be provided in detail and at what expense. All calculations must include all ancillary costs.The Client shall receive the exclusive, irrevocable, transferable rights of use to all work results within the meaning of the Copyright Act, as well as rights of use that are unrestricted in terms of space, time and content.The assignment is not an exclusive agency assignment for the State Head Office in the Ministry of Culture and Science of the State of North Rhine-Westphalia.It is assumed that the required services are the overall responsibility of the bidder, even if partial services can be subcontracted to third parties. The service contract will contain appropriate provisions.For the concrete description of services and tasks as well as the period of performance and remuneration, reference is made to the document "2021-04-22 Leistungsbeschreibung_Agenturleistungen" as part of the award documents.
With this award, the Client intends to commission a contractor to provide agency services in the form of a framework agreement from which services that are required for the success of the various event formats can be called up successively and on an ad hoc basis.The following services are to be provided:- Event organisation: The preparation, implementation and handling of digital or analogue events, meetings, seminars, sessions, events and campaigns is the task of the contractor. In close consultation with the client, the contractor provides all the usual services of an agency. For example, it supports the client in developing formats and concepts in the run-up to activities. Event organisation includes;- participation in regular planning meetings in Düsseldorf: the Client may specify meetings at its office in Düsseldorf at any time;-- conception and concept development,-- contribution of ideas, suggestions and concepts for the implementation of the respective event format,-- support in programme development,-- contribution of current trends and approaches in the context of various event formats,-- planning of dates and routes or locations, in particular in the case of mobile event series;-- preparation;-- commissioning, procurement or rental of all materials required for the respective event format or room rental. The Contractor shall be obliged to comply with the procurement regulations of the State of North Rhine-Westphalia in all activities;-- site inspections and checking whether all specified safety, hygiene and distance regulations can be complied with. This also includes consultation with safety-relevant offices and authorities, if necessary,-- If required: Inquiry of suitable speakers or participants in the event,-- Organization of invitation and registration management in accordance with the client's ideas,-- Organization of application measures (e.g. coordination of design and production of flyers, posters, etc.);-- Set-up and dismantling:-- Arrangement of the event itself (e.g., coordination of the design and production of flyers, posters, etc.));- Set-up and dismantling:-- Transport of all necessary materials and all necessary technical equipment to the event location,-- Set-up and dismantling according to the client's ideas,-- Careful handling of all materials and equipment owned by the client,-- If required: Test runs in the run-up to the event implementation.- (Co-)implementation:-- If required: presence on site during the entire event,-- Support in the implementation of the event format,-- If required: technical direction;- Event documentation (if required): If requested by the client, the contractor must be able to document the respective event format in writing (e.g. by transcribing lectures and debates) or digitally (e.g. by video recording).- Follow-up (if required): If requested by the client, the contractor must be able to follow up the respective event format (e.g. in the form of support in the implementation of the event format). Personnel support: The Contractor shall provide the necessary personnel for the event organisation of all orders placed,-- Material and technical support: The Contractor shall provide the necessary material and technology for all orders to be prepared, carried out and completed. This shall be done in consultation with the client by means of rental or purchase,-- Infrastructure: The contractor shall provide the necessary infrastructure required for the execution of the order placed. This can have very different requirements depending on the order;-- Analogous events or activities:-- Rental of event rooms: In connection with events or activities that take place in presence, the rental of a suitable room or venue is required in particular,-- Site inspection appointments: The preparation of any on-site operations (e.g. site planning, approval, application, safety and/or hygiene concepts, registration management, etc.) shall be handled by the Contractor,-- Transport and means of transport: In addition, the Contractor shall ensure that all materials required for the event or activity reach the venue. Upon request, the Contractor shall provide the Client with a modern and well-maintained, lockable transport vehicle in neutral livery or, if required, also in a branded design with driver on individual days (e.g. "Mercedes Sprinter van Standard" or equivalent with at least 3.25 m x 1.50 m loading area and maximum insurance cover);- Transport: On request, the Contractor shall also ensure that at least one employee or representative of the State Head Office and the State Head Office's materials can be transported to the event locations;- Digital events:-- The Contractor must be able to provide and use the necessary infrastructure, i.e. all necessary technology, for digital event formats,-- All necessary services required for the success of the digital event formats must be able to be provided,-- This includes development, conceptualization and technical implementation of the event formats in addition to offering suitable digital platforms.The exact nature, scope and timing of the services to be provided are not yet fully foreseeable and describable at the time of this award procedure.

Opportunity closing date

27 May 2021

Value of contract

to be confirmed