1. Purpose of the contract

The European Labour Authority (ELA, the Authority) is a Union body established by Regulation (EU) 2019/1149. Its aim is to ensure that EU rules on labour mobility and social security coordination are enforced in a fair, simple and effective way and to make it easier for citizens and businesses to reap the benefits of the internal market.

The objective of the contract is to enable all ELA to ensure an up to date and sufficient stock of good quality custom-made and personalised conference and promotional materials and to other most commonly used custom-made and personalised items (flags, badges, pennants, mugs, business cards etc.), as well as protective and identification items (helmets, jackets, vests, armbands etc.) delivered in a timely manner. The subject matter of the contract is the provision of custom-made conference and personalised promotional materials and other custom-made items for internal and external use, and related services (such as gift wrapping and direct delivery service).

2. Price and duration

The maximum amount for this contract is EUR 120,000. The maximum duration of the framework contract is 36 months (initial duration of 12 months with automatic renewals of 12 months each).

3. Description of the process

Economic operators interested in the subject of this publicity are asked to note that this is not a call for tenders. It is a publication to announce ELA’s intention to launch a negotiated procedure for the award of a middle value contract and allow interested economic operators to express their interest.

Under Article 176 of the EU Financial Regulation participation is open on equal terms to all natural and legal persons coming within the scope of the EU treaties  or established in a third country which has a special agreement with the European Union in the field of public procurement on the conditions laid down in that agreement. Entities established in a country that has access to the procurement can express interest to participate in the planned procedure until 16/03/2023 at 14:00 in writing to ela-procurement@ela.europa.eu with reference to the procedure “ELA/2023/MVP/0017”.

It is possible to express interest as an individual organisation or a consortium.

An expression of interest shall not convey any legal right or create a legitimate expectation of award of contract.

The documentation of the actual call for tenders (invitation letter, tender specifications and draft contract) will be provided only to invited candidates.

ELA reserves the right not to launch the planned procedure or to cancel or abandon it, without any right to compensation,

4. Who will be invited to submit a tender?

Only invited candidates having received an invitation to tender from ELA may participate in the planned procedure.

Consequently, any tender received from a legal or natural person not invited to tender, even if in a consortium with an invited candidate, will be rejected. Therefore, if it is the case, please express your interest as a consortium. As an alternative, you may freely use subcontracting when submitting an offer.

If you have expressed interest in this publicity and you have access to the procurement, you will be invited to submit a tender. ELA reserves the right to invite also other economic operators than those having expressed interest following this ex-ante publicity.

Invited candidates can submit a joint tender with other economic operators only if they have expressed interest in the planned procedure as a consortium.

Subcontracting is permitted.

5. Protection of personal data

If processing your expression of interest involves the recording and processing of personal data (such as name, address and CV), this data will be processed pursuant to Regulation (EC) No 2018/1725. Unless indicated otherwise, any personal data will be processed solely for evaluation purposes under the negotiated procedure by the Executive Director of ELA. Details concerning the processing of personal data are available in the privacy statement https://www.ela.europa.eu/sites/default/files/2022-03/ela-ps-procurement-0003.pdf. The tenderer's personal data may be registered in the Early Detection and Exclusion System (EDES) if the tenderer is in one of the situations mentioned in Article 136 of the Financial Regulation. For more information, see the privacy statement.