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Event organization for the Estonian Environment Agency

Tender Overview

LOCATION

Estonia, Estonia

VALUE

€300,000

DEADLINE

February 12, 2026 at 10:00

CATEGORY

Special

CPV CODE

79952000-2

REFERENCE

301342

Project Timeline

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Contact Information

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View Original

Original Tender Description

Keskkonnaagentuur (KAUR) soovib leida partnerid, kes osutaks erinevate ürituste (konverentside, seminaride, infopäevade, vastuvõttude või kohtumiste) organiseerimisteenust ja ürituste korraldusega seotud teenuseid üle Eesti sh vajadusel meediavahendusteenust, et viia info üritusest ja ürituse korraldusega seotud tegevustest võimalikult paljude huvilisteni, aga ka catering teenust ürituste toitlustamiseks. Raamlepingu eeldatav algus on 01.03.2026.
⚠️

MANDATORY EXCLUSION GROUNDS

  • Bidders must meet the exclusion criteria outlined in the ESPD.
  • Bidders must adhere to general procurement procedure conditions; failure to do so may lead to rejection.
✓

ELIGIBILITY REQUIREMENTS

  • Bidders must meet the qualification criteria outlined in the ESPD.
  • For joint tenders, bidders must adhere to regulations for joint tenders and reliance on third-party resources.
  • Joint bidders must submit a power of attorney.
🔧

TECHNICAL CAPABILITY REQUIREMENTS

  • Ability to organize various events (conferences, seminars, info days, receptions, meetings) across Estonia.
  • Ability to cover logistics, catering, media services, and technical support for events.
  • Project manager must have at least two experiences in organizing similar events (conferences, seminars, info days, receptions, meetings) within the last 36 months.
  • Bidders must propose environmentally friendly solutions for event organization.
💰

FINANCIAL REQUIREMENTS

  • Bidders must demonstrate their pricing structure for future events.
  • Bidders must provide a project management hourly rate.
📋

SUBMISSION REQUIREMENTS

  • Submit a detailed description for organizing a sample 1-day hybrid conference for 100 people in Tallinn, covering all preparatory, on-site, and follow-up activities.
  • Submit a detailed cost breakdown for organizing the sample conference, covering venue rental, technical organization, catering, and project management.
  • Submit a project manager's CV demonstrating at least two experiences in organizing similar events (conferences, seminars, info days, receptions, meetings) within the last 36 months.
  • Submit consent from the project manager to participate and allow work experience verification.
  • Complete the ESPD electronically.
  • Adhere to general tender submission requirements, confidentiality, and language rules.
  • For joint bidders, submit a power of attorney.
  • Submit a declaration of business secrets.
  • Submit a confirmation of bid compliance.
  • Submit a cost structure.

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PDF
Vastavustingimused
Hanke Tingimused301342_vastavustingimused.pdf10.5 KB
Summary:
This document outlines the conditions for submitting a tender, including requirements for joint bidders' power of attorney, declaration of business secrets, confirmation of bid compliance, cost structure, and project manager qualifications.
XLS
Näidisürituse maksumuse vorm
Esitamise VormidNäidisürituse maksumuse vorm.xlsx20.5 KB
Summary:
Bidders must submit a detailed cost breakdown for organizing a sample conference for 100 people, covering venue rental, technical organization, catering, and project management, to demonstrate their pricing structure for future events.
DOC
Projektijuhi CV vorm
CVProjektijuhi CV vorm.docx28.5 KB
Summary:
Bidders must submit a project manager's CV demonstrating at least two experiences in organizing similar events (conferences, seminars, info days, receptions, meetings) within the last 36 months, along with consent to participate and allow work experience verification.
PDF
Hindamiskriteeriumid ja hinnatavad näitajad
Hindamiskriteeriumid301342_hindamiskriteeriumid.pdf4.3 KB
Summary:
This document details the tender evaluation criteria and their weightings, focusing on the quality of a sample event, environmentally friendly solutions, and the costs of the sample event and project management per hour.
PDF
Hankepass täiendatavate selgitustega
Kvalifikatsiooninõuded301342_hankepass_taiendavate_selgitusteg...69.4 KB
Summary:
This ESPD is an explanatory document outlining the contracting authority's qualification and exclusion criteria for bidders, which must be completed electronically and is not for direct submission.
DOC
Hankelepingu projekt
Lepingu MallHankelepingu projekt.docx31.5 KB
Summary:
This document is a draft contract for event organization services for the Environmental Agency, outlining the contract's subject, value, payment terms, and contact persons, based on a framework agreement and mini-competition results.
DOC
Hindamismetoodika
HindamiskriteeriumidHindamismetoodika.docx32.7 KB
Summary:
This document details the tender evaluation methodology, outlining criteria such as the description of a sample event, environmentally friendly solutions, total sample event cost, and project management hourly rate, which will be used to assess bids.
DOC
Hindamismetoodika minikonkurssidele
HindamiskriteeriumidHindamismetoodika minikonkurssidele.docx32.8 KB
Summary:
This document details the evaluation methodology for event organization mini-competitions, explaining how bids will be scored based on event description (40%), environmentally friendly solutions (20%), and total cost (40%), with a maximum of 100 points.
DOC
Lisateave
Hanke TingimusedLisateave.docx34.3 KB
Summary:
This document clarifies general procurement procedure conditions, including tender submission requirements, confidentiality, language rules, regulations for joint tenders and reliance on third-party resources, and the contracting authority's right to reject tenders or invalidate the procedure.
DOC
Näidisürituse kirjeldus
Tehnilised SpetsifikatsioonidNäidisürituse kirjeldus.docx32.1 KB
Summary:
Bidders must submit a detailed description for organizing a sample 1-day hybrid conference for 100 people in Tallinn, covering all preparatory, on-site, and follow-up activities, for bid evaluation.
DOC
Raamlepingu projekt
Lepingu MallRaamlepingu projekt.docx54.1 KB
Summary:
This document is a draft framework agreement for organizing events for the Environmental Agency, outlining the contracting parties, general terms, and integral contract documents.
DOC
Tehniline kirjeldus
Tehnilised SpetsifikatsioonidTehniline kirjeldus.docx37.0 KB
Summary:
This technical description outlines the Estonian Environment Agency's need to find partners for organizing various events (conferences, seminars, info days, receptions) across Estonia, covering logistics, catering, media services, and technical support, under a 36-month framework agreement with up to three bidders.

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75
Good

Tender Quality Score

This tender for event organization services is generally well-structured with clear requirements and a strong focus on sustainability, but it contains a critical error in the CPV code and some minor data inconsistencies.

Score Breakdown

Legal Compliance75/100

The tender provides a reasonable submission deadline and utilizes standard EU procurement tools like ESPD. However, the assigned CPV code '11011' is invalid, which is a significant compliance issue. The procedure type 'A' with 'Negotiation Allowed' also presents a slight ambiguity.

•Invalid CPV code '11011' assigned.
•Ambiguity regarding 'Procedure: A' (Open) and 'Negotiation Allowed' characteristic.
Clarity80/100

The tender description is clear, and requirements for technical capability, financial aspects, and submission are well-documented and understandable. Evaluation criteria for both the framework agreement and mini-competitions are clearly specified with weightings.

Completeness70/100

All basic information, deadlines, value, and duration are specified. A comprehensive set of 13 documents is provided, covering technical specifications, evaluation criteria, and draft contracts. However, the 'Type' and 'Procedure' codes are listed as N/A, and the AI could not process the XML ESPD content.

•Type and Procedure codes are listed as N/A.
•AI could not process the XML ESPD content, limiting full analysis of that specific document.
Fairness85/100

The tender demonstrates good fairness with a disclosed value, reasonable deadlines, and objective, transparent evaluation criteria. E-procurement is enabled, and requirements for project manager experience are generic. The justification for not dividing into lots, while limiting SME access, is provided.

Practicality65/100

Electronic submission is supported, and the contract start date and duration are clearly specified. Financing information (EU Funded) is available. However, a direct document URL was not provided in the tender information for immediate access.

•No explicit document URL provided in the tender information.
Data Consistency70/100

Dates are logical and consistent, and there are no detected disputes or suspensions. However, the CPV code is invalid, and the 'Type' and 'Procedure' codes are marked as N/A, indicating inconsistencies in key classification data.

•Invalid CPV code.
•Type and Procedure codes are listed as N/A.
Sustainability90/100

This tender scores highly on sustainability, explicitly incorporating Green Procurement, Social Criteria, and Innovation Focus. It is also EU Funded, which often implies higher sustainability standards, and environmental solutions are integrated into the evaluation criteria.

Strengths

Clear and detailed requirements, including a sample event for evaluation.
Comprehensive evaluation criteria with relative weightings for both initial tender and mini-competitions.
Strong focus on sustainability (Green Procurement, Social Criteria, Innovation Focus) and EU funding.
Electronic submission and e-procurement enabled for equal access.
Reasonable deadlines and transparent financial information.

Concerns

Invalid CPV code '11011' which is a significant classification error.
Type and Procedure codes are listed as N/A, reducing clarity and completeness of basic information.
Justification for not dividing the tender into lots, while plausible, may limit SME participation.
Slight ambiguity regarding the exact procurement procedure for the framework agreement award (Procedure 'A' vs. 'Negotiation Allowed').

Recommendations

1. Correct the CPV code to a valid and appropriate classification for event organization services.
2. Provide explicit codes for the 'Type' and 'Procedure' fields to enhance clarity and data completeness.
3. Consider providing a direct URL to the tender documents on the e-procurement platform for easier access.

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Tender Quality Score
75/ 100 · Good
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