Fakta om udbudet

2019/S 175-427099



Full-service Eventpartner in Tokyo


Social and other specific services – public contracts

Contract award notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1) Name and addresses
Islands Brygge 43, 3.
Copenhagen S
Contact person: Lars Schaldemose
E-mail: lcs@visitdenmark.com
NUTS code: DK01

Internet address(es):

Main address: http://www.visitdenmark.com/

I.2) Information about joint procurement
I.4) Type of the contracting authority
National or federal agency/office
I.5) Main activity
Recreation, culture and religion

Section II: Object

II.1) Scope of the procurement
II.1.1) Title:

Full-service Eventpartner in Tokyo

II.1.2) Main CPV code
II.1.3) Type of contract
II.1.4) Short description:

Denmark has been granted permission to use Tokyo's Hibiya Park as a platform for a major Danish export initiative during the Olympic Games 2020. A spectacular Danish pavillion will be erected with the aim of presenting the best Denmark has to offer, reaching out to the world press, the many visitors to the Olympic Games and Danish B2B contacts.

VisitDenmark is searching for a full-service event partner with a speciality in planning, management and implementation of B2C and B2B events. The task is to align, plan, liaison and manage the Danish Tokyo venue in collaboration with VisitDenmark during the Olympic Games in Tokyo 2020 and to assist with the practicalities of the promotional activities in Tokyo, including catering, security, fire safety and first aid, lightning, sound and water supply, waste management, liaison with authorities, etc.

The contract is expected to be awarded to one single supplier.

The time schedule for the tender proces is stated on the website, cf. section 1.1).

II.1.6) Information about lots
This contract is divided into lots: no
II.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: 80 658 960.00 JPY
II.2) Description
II.2.1) Title:
II.2.2) Additional CPV code(s)
II.2.3) Place of performance
NUTS code: 00
Main site or place of performance:

Tokyo, Japan

II.2.4) Description of the procurement:

Interested parties must submit an expression of interest to the website stated in section 1.3). The expression of interest must be of maximum one A4 page.

The expression of interest has to address:

1) Your company's fulfillment of the following requirements:

— License to operate as a business in Japan,

— Office in Tokyo,

— English speaking contact persons,

— Experience in working with large events and international clients.

2) Short description of your company and a description of how your company covers the scope of work described below.

Scope of work - key information:

— A joint Danish marketing platform during the Tokyo 2020 Olympics and Para Olympics,

— Location: Hibiya Park, Tokyo,

— Showcase for Danish culture, industry, sports and tourism in an interactive format,

— Target group: International journalists, visitors to the Olympic Games and B2B contacts,

— Purpose: To create awareness and to brand Denmark,

— Project owner: VisitDenmark,

— Mounting/assembly period: 1-20.7.2020,

— VIP Opening: 22 or 23.7.2020,

— Event period: 23.7.2020 – 9.8.2020 (period 1) and 25.8.2020 – 6.9.2020,

— Opening Hours: Open all days from approx. 11:00 am – 10:00 pm.

Project management and operations of the project:

— One continuous and permanent project manager that has the overall project responsibility and is VisitDenmark's primary contact at the agency,

— One daily onsite project manager ('24/7') throughout the pavilion opening period

— Design and overview of project deliverables including step by step timelines, actions required and resources necessary,

— Production of a clear project operations and communication plan for the entire project period,

— Guidance, recommendations, planning and execution on all events.

Financial management:

— Develop a detailed project budget in consultation with VisitDenmark,

— Maintain the project budget and manage payments to all relevant sub-suppliers,

— Provide VisitDenmark total transparency in relation to all costs, including copy of all invoices from sub-contractors,

— Provide a monthly budgetary reporting schedule to VisitDenmark.

Supplier management:

VisitDenmark will assume no contractual relationship with subcontractors and the event agency will maintain full responsibility of ensuring that the tasks assigned to subcontractors are executed on time and to the agreed quality.

The event agency is responsible for identification and sourcing, contracting and management of relationships with a number of suppliers required to deliver the project.

Security, Safety and Regulations:

— Assistance and advisory about necessary insurances for the operation of the pavilion,

— Managing an 24/7 security set-up,

— Risk management plan for the entire period of operation at the Danish Pavilion,

— Managing of all required regulations – e.g. making sure that we are compliant with all applicable regulations (e.g. waste management, tech systems etc.),

— Daily technical assistance to handle all AV, hotspot, sound, tech, lights, etc.,

— Daily cleaning, waste management and maintenance of the pavilion,

— Daily security guards and/or system for crowd control and flow of people in the pavilion.

The submitted expression of interest must be received before the 25.4.2019, 5:00 PM Tokyo time / 10:00 AM CET.

If there are more interested parties than three (3), the contracting authority will select the three companies who fulfill the requirements, cf. section III.1.4) and scope of Work, cf. above, best according to the described in the expression of interest.

Any questions should be send via the system Ethics, cf. the website stated in section 1.3). Please be aware, that it is a Danish public holiday the 18 – 22.4.2019 - any received questions in this period will be answered the 23.4.2019.

II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14) Additional information

When the selection has been made, VisitDenmark will send the result of the selection to all interested companies. The selected 3 will receive an invitation to participate in the tender process including a complete package of documents containing the RFP instructions and a contract which also will be available at the websites stated in section I.1) and I.3).

Section IV: Procedure

IV.1) Description
IV.1.1) Form of procedure
Restricted procedure
IV.1.3) Information about framework agreement
IV.1.10) Identification of the national rules applicable to the procedure:
IV.1.11) Main features of the award procedure:

The Consultant is selected on the basis of the award criterion: the financially most advantageous tender.The evaluation of the financially most advantageous tender will be based on the sub-criteria below with the stated weighting:

— Price (25 %),

— Quality (75 %).

The sub-criterias are described in the tender material.

IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S: 2019/S 073-173811
IV.2.9) Information about termination of call for competition in the form of a prior information notice

Section V: Award of contract

Contract No: 1

Full-service eventpartner in Tokyo

A contract/lot is awarded: yes
V.2) Award of contract
V.2.1) Date of conclusion of the contract:
V.2.2) Information about tenders
Number of tenders received: 3
V.2.3) Name and address of the contractor
Sakura International Inc
Kamei No. 2 Bldg., SF, 17-13 Kiba 2-Chome
Koto-ku, Tokyo 135-0042
NUTS code: 00
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: 85 000 000.00 JPY
Total value of the contract/lot: 80 658 960.00 JPY
V.2.5) Information about subcontracting

Section VI: Complementary information

VI.3) Additional information:

These supplies are a service covered by the rules of social and other specific services and therefore the procurement is completed according to the rules of the Danish Public Procurement Act part 16.

VI.4) Procedures for review
VI.4.1) Review body
Complaint Board of Public Procurement
Nævnenes Hus, Toldboden 2
Telephone: +45 72405708
E-mail: klfu@naevneneshus.dk

Internet address: https://www.erhvervsstyrelsen.dk/klagenaevnet-for-udbud

VI.4.2) Body responsible for mediation procedures
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:

Pursuant to Section 3 of the Danish Consolidation Act no. 593 of 2.6.2016 on the Complaints Board for Public Procurement (available at www.retsinformation.dk), the following time limits for filing a complaint apply:

Complaints regarding a candidate not being prequalified (selected) must be filed with The Complaints Board for Public Procurement within 20 calendar days starting the day after the contracting authority has sent notification to the candidates involved, cf. § 7(1) of the Act on The Complaints Board for Public Procurement, provided that the notification includes a short account of the relevant reasons for the decision.

Other complaints must in accordance with § 7(2) of the Act on The Complaints Board for Public Procurement be filed with The Complaints Board for Public Procurement within 45 calendar days after the contracting authority has published a contract award notice in the Official Journal of the European Union (with effect from the day following the publication date).

The complainant must inform the contracting authority of the complaint in writing at the latest simultaneously with the lodge of the complaint to The Complaints Board for Public Procurement stating whether the complaint has been lodged in the standstill period, cf. § 6(4) of the Act on The Complaints Board for Public Procurement.If the complaint has not been lodged in the standstill period, the complainant must also state whether it is requested that the appeal is granted delaying effect, cf. § 12(1) of the said Act.

The e-mail of The Complaints Board for Public Procurement is stated in section VI.4.1.

The Complaints Board for Public Procurement’s own guidance note concerning complaints is available at the internet address stated in section VI.4.1.

VI.4.4) Service from which information about the review procedure may be obtained
Danish Competition and Consumer Authority
Carl Jacobsens Vej 35
Telephone: +45 41715000
E-mail: kfst@kfst.dk

Internet address: http://www.kfst.dk

VI.5) Date of dispatch of this notice:

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