Organisation of Events Services to Conduct the European Higher Education Fair 2026

Introduction

The contracting authority is the European Union (hereinafter referred to as "contracting authority"), represented by the Head of the Delegation of the European Union in the Philippines or its duly authorized representative.

These tender specifications and the tender submitted by the awardee of the contract will be annexed to the contract and therefore be binding on the contracting parties during the implementation of the contract. 

In addition, the instructions as stipulated in the document called "Instructions applicable to negotiated procedure for (very)low and middle-value contracts", available at the following link, are applicable to this tender unless otherwise mentioned in these tender specifications.

Subject of the Contract

The EU Delegation to the Philippines will conduct a European Higher Education Fair to generate higher appreciation for the EU as a seat of excellence for higher education.   

The contractor must provide the human and material resources necessary to undertake organisation of event services for the European Higher Education Fair;

The place of performance is in Metro Manila.

Joint Tender 

The provisions are detailed in the document called "Instructions applicable to negotiated procedure for (very)low and middle-value contracts" as mentioned under point 1 above.

Subcontracting 

Tenderers must give an indication of the tasks that they intend to subcontract and are required to identify all subcontractors whose share of the contract is above 10%. 

Eligibility of economic operators

5.1 Access to public procurement

In addition to the provisions at point 4.1 of the document called "Instructions applicable to negotiated procedure for (very)low and middle-value contracts", this tender is also exceptionally open on equal terms to all natural and legal persons in the Philippines.

5.2 Non-exclusion and selection of economic operators

Tenderers shall provide a declaration on exclusion and selection criteria attached to these tender specifications dully filled in, signed and dated by the legally authorised representative.

The declaration on exclusion and selection criteria shall be provided by each member of the group in case of joint tenders and by an entity on whose capacity it intends to rely on whose share of the contract is above 10%.

At the stage of the tender submission, the tenderers are not requested to submit the supporting documents/evidence on exclusion and selection criteria in the declaration on their honour. However, the contracting authority may decide to request them at any time during the procedure.

The tenderers shall meet the selection criteria listed here below. 

5.2.1. Legal and regulatory capacity criteria

The economic operators are required to have the following: 

a) Authorisation to provide the services at the place of performance of the contract.

Minimum capacity level required:

The tenderer shall be authorised to provide the services being subject to this contract at the place of performance of this contract. The relevant certificate must be valid on the date of the deadline for the submission of tenders. 

Supporting document(s)/evidence requested:

1. Evidence on enrolment in a relevant professional or trade register, except for international organisations.

The criterion is applied and the evidence pertains to:

The tenderer. In case of joint tenders, to each member individually. 

2. The certificate of Business Name Registration proving that the economic operator is authorised to perform the contract (subject to this tender) in the Philippines, in respect of pursuant to the provisions of Act 3883, as amended by Act 4147 and Republic Act No. 863, and in compliance with the applicable rules and regulations prescribed by the Department of Trade and Industry.

The criterion is applied and the evidence pertains to:

The economic operator who will perform the task for which the authorisation is necessary. 

Before the signature of the contract, the validity of the certificate may be verified again. 

5.2.2. Economic and financial capacity criteria and evidence

Tenderers must prove the financial and economic capacity to perform this contract by meeting the following criterion: 

a) Turnover

Minimum capacity level required:

1. The average annual turnover for the last two financial years for which accounts have been closed must be at least PHP 2,000,000.

The exchange rate used to convert the turnover into PHP will be the rate of December of the year of the financial statement as published at http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm

Supporting document(s)/evidence requested:

      Completed tender form, section 4 Evidence on selection criteria

    Profit and loss accounts (Income statement) for the last two financial years for which accounts have been closed. 

The criterion is applied to:

Tenderer. In case of joint tenders, the minimum capacity level required will be applied to the group as a whole.

The evidence shall pertain to:

At least one economic operator provided that the minimum capacity level is met.

5.2.3. Technical and professional capacity criteria

Tenderers must prove the technical and professional capacity to perform this contract by meeting the following criteria: 

a) Previous contracts

Minimum capacity level(s) required:

1. At least two contracts in the fields related to the organisation of events services indicated in point 2 managed by the economic operator during the last two calendar years.   

2. The cumulative value during the past two calendar years of the above-mentioned listed contracts must be at least PHP 2,000,000.

Supporting document(s)/evidence requested:

1. Completed tender form, section 4 Evidence on selection criteria.

2. In order to meet the minimum capacity levels required mentioned above, the tenderer must supply for each contract listed in the corresponding table of the tender form a client's reference letter relevant to organisation of events services contracts performed during the past two calendar years specifying whether the contract has been carried out in a professional manner in compliance with the contractual terms 

Contracts without reference letters shall not be included in the list of the contracts as they will not be accepted. The reference letters provided for the contracts which are not in the list will not be accepted either.

The criterion is applied to: 

The tenderer. In case of joint tender this selection criterion will be applied to the group as a whole.

The evidence pertains to:

At least one of the economic operators who will perform organisation of events services.

b) Manpower

Minimum capacity level(s) required:

The tenderer must currently employ at least four personnel in the fields related to organisation of events services as described under point 2 at the date of deadline for submission of tenders.

Supporting document(s)/evidence requested:

Completed tender form, section 4 Evidence on selection criteria.

The criterion is applied to:

The tenderer. In case of joint tender this selection criterion will be applied to the group as a whole.

The evidence pertains to:

At least one of the economic operators who will perform organisation of events services.

a) Tenderer's personnel

Supporting document(s)/evidence requested:

CVs of the tenderer's personnel

[The criterion is applied to:

The tenderer. In case of joint tender this selection criterion will be applied to the group as a whole.

The evidence pertains to:

At least one of the economic operators who will perform organisation of events services. 

Evaluation of tenders on the basis of the award criteria 

6.1. Technical compliance

The technical compliance will be evaluated based on the "Table of compliance with the requirements in the procurement documents" (refer to the "Tender form"). The tenderers shall return the table duly completed, dated and signed.

The technically compliant tenders are evaluated in order to award the contract to the tender offering the lowest price. In other words, the contract is awarded to the lowest tender that satisfies the minimum requirements set in the technical specifications.

6.2. Financial tender

Only the financial tenders submitted by those tenderers who have submitted technically compliant tenders meeting the minimum technical requirements will as indicated above will be considered for the award.

The prices for the tender must be tendered:

in PHP;

free of all duties, taxes and other charges, including VAT, as the European Union is exempt from such charges under the Vienna Convention and BIR Ruling No. ITAD-001 dated 01 February 2018;

all inclusive. This means that, unless otherwise mentioned in these tender specifications, prices tendered for shall include all the costs to be incurred by the tenderers to fully implement the contract;

using the unit price schedule (Annex A).  

6.3. Calculation of the total contract value

When awarding the contract, the contracting authority will calculate the maximum amount of the Contract by adding to the total amount of the successful financial tender. 

The resulting maximum amount of the Contract cannot be higher than PHP 2,240.000

If the resulting amount is higher, the tender will be considered unacceptable. 

Content of the tender

The tenderer shall duly complete and sign the "Tender form" annexed to these tender specifications and submit all the documents requested in it.

The contracting authority reserves the right to decide whether to request or not any missing documents not provided by the tenderers. 

Annexes

Annex I:  Technical specifications

Annex II: Tender form

  Section 1:  Presentation of the tenderer

  Section 2:  Legal entity form and Financial Identification Form

  Section 3:  Declaration on honour on exclusion and selection criteria

  Section 4:  Evidence on selection criteria

  Section 5: Technical tender – Table of compliance with the requirements in the procurement documents

  Section 6:  Financial tender

  Section 7:  Power of Attorney, commitment letter by an identified subcontractor, commitment letter by an entity on whose capacities is being relied