ANNEX 1 TECHNICAL SPECIFICATIONS The DG SCIC wishes to acquire the services described below. Please note that at this stage, the number of participants is not definitive and it may be necessary to revise the quantities and to adapt your offer. The exact number of participants will be communicated to you at the latest one week before the event. The structure of the program will be as follows (the exact schedules will be transmitted at a later stage by DG SCIC): Experts meetings Monday 15/10/2018 during all day: experts meeting; Tuesday 16/10/2018 during all day: experts meeting; Wednesday 17/10/2018 during all day: experts meeting; Conference "Digital Transformation of the Public procurement Thursday, 18/10/2018: conference during all day; 1. CONFERENCE VENUE The "venue" should be adequate to hold a high level international meeting, it should be located downtown, and it should be easily accessible by public transports from the airport and/or the train station. It should also be close to one or two hotels where the participants could be accommodated. Please clearly indicate in your offer what is included in the rental price (furniture, technical equipment, etc.) as well as the services to be inevitably planned for the good progress of the conference. Should some of the material listed below already be included in the room rental, please quote is as zero 0 in the Price Quotation Table (see Annex 2). In case you have exclusive services, please include in your offer a document specifying which services are under exclusivity of the conference centre. All rooms and spaces should be located within easy reach of each other so that a concentrated atmosphere can be created. Participants should not have to cross other events or cover long distances in order to get from one space to another. 1.1. MEETING ROOM FOR EXPERTS A meeting room for 80 participants is needed on 15, 16 and 17/10/2018 during all day. This room should be configured in U shape or classroom (to be confirmed). The maximal capacity of the room will have to be mentioned in the offer. Specific technical requirements for the Experts room include: enough table(s) and chairs to accommodate 80 participants; Commission européenne/europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111 Office: VM-18-1/36 - Tel. direct line +32 2 299 57 04
1 beamer/video projector with remote control; 1 mobile microphone; a stable WiFi connection with sufficient capacity for 80 participants; technical assistance during these 3 meeting days should be foreseen 1.2. THE PLENARY ROOM The plenary room must be able to welcome 350 people in theatre style / auditorium. The maximal capacity of the room must be mentioned in your offer. A lectern has to be either on the podium or next to the speakers' table and should be equipped with fix or mobile microphones. During the plenary sessions 3 interpretation languages are planned: EN/FR/PT. The plenary room should include 3 interpretation booths, for two persons each, with the relevant material following ISO standards or sufficient space to install mobile ones (see Annex 1A). In this case, the mobile interpretation booths should be installed and contracted by the venue and quoted in your offer. The provision of 350 headsets with infrared receivers allowing the participants in the room to listen to the interpreted languages is also necessary. All material, including the headsets and the receivers must be insured against damage, loss and/or theft during the entire duration of the event, including the set-up and the dismantling. Please indicate if this insurance is included in the price of rent of the equipment. If it is not included, please indicate it in the price quotation table (Annex 2). The specific technical requirements for the plenary room include: - one presidency (speakers) table equipped with at least 6 fixed or mobile microphones; - one lectern with a fix or mobile microphone. It should also be possible for speakers to plug their own laptops and have a wired internet connection near or within the lectern; - a laptop with remote control placed on the lectern (or in the technical room) for computer originated presentations. A wireless remote control should be included (delivered with it so speakers can pass this to each other to show their presentation); - a big screen to be able to display 2 different images or 2 separate screens (PiP). The screen should be visible to all participants; - a beamer able to project 2 images at the same time. The capacity of the beamer should be adapted to the size of the room; - two return monitors for the speakers' to see their presentations; - an audio system adapted to the size of the room with a proper and accurate sound level; - two mobile microphones for Q & A; - WiFi connection with sufficient capacity for 350 participants; - the audio recording of the conference; - the technical assistance during the whole conference. 2
The plenary room and related services should be available from Wednesday, 17/10/2018 afternoon, for the set-up and rehearsal, to Thursday 18/10/2018 until the dismantling of the material at the end of the event. 1.3. REGISTRATION AREA A registration area/welcome desk should be located near the entrance of the plenary room. This area should be equipped with 4 chairs, and minimum 3 tables permitting the installation of the accreditation material, a printer, and the participants' kit (a small bag with documentation). The fast wired internet connection to plug in laptop(s) and 1 B/W printer with paper and toner for at least 1000 pages. This space should be available from 17/10/2018 late afternoon for the set-up until 18/10/2018. 1.4. CLOAKROOM It is necessary to foresee a dedicated place with sufficient space and material (tickets and coat hangers ) for coats and small luggage. This space should be available from 15/10/2018 to 17/10/2018 for a maximum of 80 participants and on 18/10/2018 up to 350 participants. 1.5. VIP ROOM This room should have a size of approximately 25/30 m² and dispose of a board table, 2 fast wired internet connections and a cosy corner with at least 4 armchairs and a coffee table. This room should be available on 18/10/2018 during all day. 1.6. ORGANISERS' OFFICE A room should be available for maximum 10 persons (25/30 m²) and equipped with fast wired Internet connection to plug in laptop(s); 1 computer or laptop with Internet connection connected to the rented printer; 1 B/W printer with paper and toner for at least 1000 pages connected to the computer/laptop; 1 B/W photocopy machine with sorting and stapling possibilities for at least 1000 pages with paper and toner included. This room should be available from 17/10/2018 afternoon to 18/10/2018. 1.7. CATERING AREA FOR COFFEE BREAKS & BUFFET LUNCHES The area proposed for the coffee breaks and lunch should be located close to the meeting rooms, and permit a maximum of 350 participants to circulate freely while continuing discussions. The standing lunches will be served in buffet style. Some lounge corners for some people to sit and eat would be an asset. This space should allow the installation of enough high tables to serve either 80 or 350 participants at the same time, and have at least two buffets for food and drinks. This area should be available from 15/10/2018 to 17/10/2018 for a maximum of 80 participants and on 18/10/2018 up to 350 participants. 2. CATERING Where buffet tables are used, they should be covered by tablecloths down to the floor. The tablecloths should be clean and ironed. The plates, glasses, cups and cutlery must be of hard material (glass, porcelain, stainless steel). The equipment must be clean and identical for all guests. 3
The food and drinks are consumed standing at high tables all around the catering areas. Chairs are not needed. The high tables should also be dressed with tablecloths unless their design does not request it. Buffet and table decoration have to be provided by you (no fresh flowers). Please recommend the number of high tables which could be used. There should be enough waiters to serve and help the participants in each day. The setup plan of the catering area will need to be approved by the European Commission. Please indicate in your offer the deadline to communicate the final number of participants in order to adapt the quantities. The following services should be provided during the event: Experts meetings - 15-16 & 17/10/2018: 1 welcome coffee each day from 08:30 to 09:00: coffee, tea, still and sparkling water, juices, and variety of biscuits, cookies and mini pastries (50 participants). 1 coffee break each day from 10:00 to 10:30: coffee, tea, still and sparkling water, juices, and variety of biscuits, cookies and mini pastries (80 participants). It should be different from the welcome coffee. 1 coffee break each day from 16:00 to 16:30: coffee, tea, still and sparkling water, juices, and variety of biscuits, cookies and mini pastries (80 participants). It should be different from the welcome coffee and the coffee break in the morning. mineral water (still and sparkling) for all participants in the meeting room to be served in glass glasses. 1 warm/cold standing buffet lunch each day from 12:00 to 14:00 (80 participants). The proposed menu for the lunches should be composed of a selection of simple cold and warm dishes and desserts, finger food and other easily consumable food; drinks should include red and white wines, water (sparkling and still), soft drinks and coffee and tea. Vegetarian options as well as fish from sustainable fisheries and organic/locally source should be available in the menu. Vegetarian options should be clearly identified as such. If possible gluten and lactose free dishes could be included as well, and should be seen as an added value for the evaluation of your offer. Please include in your offer a detailed description of the proposed menus. It should be a different menu for each day. Main conference on "Digital Transformation of the Public Procurement" - 18/10/2018 1 welcome coffee from 8:30 to 09:00 (200 participants): typically coffee, tea, still and sparkling water, juices, and variety of biscuits, cookies and mini pastries. 1 coffee break from 10:30 to 11:00 (350 participants): typically coffee, tea, still and sparkling water, juices, and variety of biscuits, cookies and mini pastries. It should be different from the welcome coffee. 1 coffee break from 16:00 to 16:30 (350 participants): typically coffee, tea, still and sparkling water, juices, and variety of biscuits, cookies and mini pastries. It should be different from the welcome coffee and the coffee break in the morning. mineral water (still and sparkling) for all speakers in the Plenary room and for the interpreters inside the interpretation booths. Speakers and interpreter's water has to be served in glass glasses. permanent drinks buffet in the VIP room for 10 people (coffee, tea, juices, water, biscuits and fresh fruits). 4
1 warm/cold standing lunch buffet from 12:30 to 14:00 (350 participants). The proposed menu for the lunch should be composed of a selection of simple cold and warm dishes and desserts, finger food and other easily consumable food; drinks should include red and white wines, water (sparkling and still), soft drinks and coffee and tea. Vegetarian options as well as fish from sustainable fisheries and organic/locally source should be available in the menu. Vegetarian options should be clearly identified as such. If possible gluten and lactose free dishes could be included as well and should be seen as an added value for the evaluation of your offer. Please propose three different menus at the same price. 3. COORDINATION Please appoint one general coordinator and one backup for this function who will be responsible for the contacts between the conference venue and the European Commission (Annex 6). 4. GENERAL REMARKS The toilets should preferably be located at the same floor as the conference/ experts rooms, and close to the catering area. They must be cleaned regularly, especially on 18/10/2018 taking into account the number of participants expected. Please provide a secure space allowing storage of conference material and equipment prior to the arrival of the event organisers. 5