Compliance requirements
In the ESPD, the bidder must confirm that neither the bidder nor its management or supervisory body members, procurists or other persons representing or controlling it have been finally convicted within the last five years of participation in a criminal organisation, corruption, fraud, terrorist offences, money laundering or terrorist financing, illegal child labour or human trafficking-related offences. If an exclusion ground applies, the required details must be provided and, where applicable, measures taken to restore reliability must be described.
The bidder must confirm compliance with tax and social security payment obligations. There must also be no national exclusion grounds relating to enabling an unlawfully staying foreign national to work, including paying wages below the legally required rate, or to breaches of international or national sanctions.
For verification purposes, the bidder must also identify authorised or other persons who may represent, make decisions for or control the company but are not visible to the contracting authority in the commercial register. The declarations and any supporting evidence in the ESPD must be provided upon request by the contracting authority. The bidder must additionally confirm that it will not use, for more than 10% of the contract value, subcontractors or suppliers connected to the Russian Federation as described in the tender documents, and must not involve a subcontractor subject to mandatory replacement under the applicable procurement rules.
Qualification criteria and exclusion grounds
The bidder must have completed at least two contracts for organising large events during the 24 months preceding the start of the procurement. Both events must have taken place in the Republic of Estonia, must not have been virtual or hybrid events, and each must have had at least 300 participants. Where services were provided under a framework agreement, the experience must be demonstrated through contracts concluded and completed under that framework agreement.
The ESPD must include a list of at least two reference contracts, with the event dates, number of participants, the other contracting party and, where applicable, the procurement reference number. The contracting authority may request confirmations from the other parties to verify the information provided. The requirement also applies to consortium members and entities whose capacity is relied upon; the successful bidder must provide supporting qualification documents upon request.
The tender must include the completed team members’ CV form, a description of the sample event, a description of the sample event’s technical solution and a detailed sample event budget. The technical solution must address the registration and information environment, sound, video, streaming and lighting solutions, internet network security and reliability, and the organisation of the technical team, including technical support and supervision throughout the event. The budget must include all costs related to the services and products described; prices must reflect actual market conditions, and the contracting authority may request evidence to verify this.
The bidder must confirm compliance with the procurement documents and provide details of the contract signatory and the contact person responsible for contract performance. Conditional tenders are not permitted. Consortium bidders must submit a power of attorney. If the tender contains trade secrets, they must be identified and justified; the tender price and numerical figures related to the award criteria may not be classified as trade secrets.