The subject of the call for tender is an Inter Institutional Multiple Framework service contract for the rental of a voting system with technical assistance for face-to-face, hybrid and remote meetings together with technical assistance. It will be used: For the contracting authorities Plenary Sessions a total of fifteen Plenary Sessions (9 EESC, 6 CoR) are equally dispersed over one year, with the exception of the month of August during which no session takes place. For other statutory meetings of the contracting authorities requiring voting facilities, such as CoR's Commission meetings. or other exceptional events during the whole period of the framework contract.
Physical presence of contractor's team (project supervisor, junior project supervisor, assistant) required at plenary session venues in Brussels (European Parliament JAN/PHS buildings, European Commission Charlemagne building, JDE building, or any other place in Brussels) from D-1 through D+1 for set-up, testing, operation and dismantling of the voting system Physical presence of contractor's team (project supervisor and assistant) required at other meeting venues in Brussels, mostly within Committees premises in the JDE (Jacques Delors) building, for set-up, testing, operation and dismantling of the voting system Contractor must deliver all necessary equipment directly to the venue where each meeting takes place Vote via online application only (section 4.3): no dedicated hardware installed in a meeting room; assistance provided entirely off-site Off-site preparation work: one project supervisor must be available on a punctual basis during the 2 weeks preceding a plenary session (or 1 week before other meetings) to carry out necessary preparations — this work is explicitly described as off-site Remote/online component of hybrid meetings: remote participants vote via an integrated online application or videoconferencing platform without requiring contractor on-site presence for those remote participants
Tenderers must prove that they have the legal capacity to perform the contract and the regulatory capacity to pursue the professional activity necessary to carry out the work subject to this call for tenders. The legal and regulatory capacity shall be proven by the evidence listed below: · Proof of enrolment in a relevant trade or professional register · Proof of authorisation that the tenderer is authorised to perform the contract in its country of establishment · Proof that the tenderer is a member of a specific professional organisation · Or any other official document showing the registration number. For legal persons, a legible copy of the notice of appointment of the persons authorised to represent the tenderer in dealings with third parties and in legal proceedings, or a copy of the publication of such appointment if the legislation applicable to the legal person requires such publication. Any delegation of this authorisation to another representative not indicated in the official appointment must be evidenced.
Average yearly turnover of the last two financial years above EUR 200 000.
Civil and professional liability insurance covering damage to persons and property, indicating, among other things, the amount covered (minimum EUR 250 000), the duration, the date of maturity of the policy and the name of the insurer.
The tenderer must prove experience in the field of wireless interactive voting systems and technical assistance for assemblies with at least 200 participants (at international, national, regional or local level) meeting face to face.
The tenderer must prove experience in the field of wireless interactive voting systems and technical assistance for hybrid assemblies with at least 50 participants (at international, national, regional or local level).
The tenderer must prove experience in the field of wireless interactive voting systems and technical assistance for remote assemblies with at least 50 participants (at international, national, regional or local level).
The team delivering the service must include at least 1 project supervisor expert in voting systems management with relevant higher education degree or equivalent professional experience and at least five years' professional experience in the field.
The team delivering the service must include at least 1 project supervisor junior expert in voting systems management with relevant higher education degree or equivalent professional experience and at least two years' professional experience in the field.
The team delivering the service must include at least 1 assistant technician with relevant higher education degree or equivalent professional experience and at least two years' professional experience in the field.
All members of the team should have at least B2 level in the Common European Framework of Reference for Languages in English.
Published 25 June 2026 · rebuilt nightly from the official notice.