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Call for tenders

About the organisation

The Institute of European Democrats (IED) - ASBL, is a non-profit association based in Brussels and has been established in September 2007 as an independent Research Institute. The Institute of European Democrats is an innovative European political and cultural Research Institute that offers fresh political ideas as well as a strong and respected cultural background to the European Democratic Party (EDP) to which it is formally affiliated.


Current calls for tenders

Framework contract: Assistant to the President

Framework contract: Assistant to the President

Location: EU / Starting date: As soon as possible and for a period of 2 years

Pdf download

About the Organisation

The Institute of European Democrats (IED) - ASBL, is a non-profit association based in Brussels and has been established in September 2007 as an independent Research Institute. The Institute of European Democrats is an innovative European political and cultural Research Institute that offers fresh political ideas as well as a strong and respected cultural 

About the Call for Tenders

The IED is seeking a qualified individual to fill the position of Assistant to the President. The selected candidate will play a crucial role in supporting the IED through administrative and event-related tasks. We are looking for a dedicated and experienced professional to contribute to the success of our organization.

The framework contract will be awarded to a single contractor. The selected candidate for the position of Assistant to the President will bear key responsibilities, including providing comprehensive administrative support, managing events, and ensuring the efficient functioning of the President's office. The individual will collaborate closely with the President and other team members to enhance the overall effectiveness of the Institute.

The framework contract is intended to provide a solid foundation for ongoing collaboration and mutually beneficial partnerships. The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014. This call is also regulated under Article II.9 of the Funding Agreement between political parties and foundations and the European Parliament.

Evaluation Criteria

Candidates will be evaluated based on the following criteria:

  1. Years of Experience: The level of experience in relevant administrative roles will be a key factor in the selection process. Extensive experience exceeding 10 years will be given strong consideration during the evaluation process.

  2. Profile Alignment: The candidate's profile must align with the requirements outlined in the job offer.

  3. Price Proposal: Candidates are required to submit a monthly payment proposal. More experience for a lower price will be favorably considered. Payments will be processed on the 27th of each month and transferred to the bank account specified by the winner of the call.

Tendering Process

Interested candidates should submit their detailed CV and a cover letter no later than 23:59h (CET) on 27 November 2023 to:

procurements@iedonline.eu

with the subject line "Proposal_IED Call for tenders Assistant to President".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place between 27th November and 4th December 2023.


Past calls for tenders – closed

Framework contract: Content & Graphic Design

Framework contract: Content & Graphic Design

Location: EU / As Soon as possible and for a period of 3 years

Pdf download

About the Organisation

The Institute of European Democrats (IED) - ASBL, is a non-profit association based in Brussels and has been established in September 2007 as an independent Research Institute. The Institute of European Democrats is an innovative European political and cultural Research Institute that offers fresh political ideas as well as a strong and respected cultural background to the European Democratic Party (EDP) to which it is formally affiliated.

About the Call for Tenders

The IED is actively seeking a long-term partnership to provide comprehensive graphic and content design support. This includes services such as graphic design, publication and brochure creation, as well as video production. By establishing a framework contract, the IED aims to establish a structured mechanism for future purchases. This contract does not impose an obligation on the IED to enter into specific contracts with the framework contractor, nor does it require them to make purchases up to a predefined limit. Instead, it serves as a framework for potential future contracts. The framework contract will be awarded to a single contractor, and it covers various aspects of design and production.

Specifically, it includes:

  • Graphic design: This entails creating event posters, the IED Annual Report, illustrations for the IED website, and the conception of publications and brochures.

  • Video production: This involves producing high-quality videos for the IED's various needs.

  • Dedicated illustrations: The contractor will be responsible for creating illustrations specifically for the IED's website, social media platforms, and campaigns.

  • Printing and mailing: The contractor will also handle printing and mailing services as required.

The framework contract is intended to provide a solid foundation for ongoing collaboration and mutually beneficial partnerships.

The offer is for a framework contract. Based on this contract, specific contracts will precisely define quantities and times for deliveries when required. IED will contact the contractor at least two weeks before the event/project.

The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014.

This call is also regulated under Article II.9 of the Funding Agreement between political parties and foundations and the European Parliament.

Tender Requirements

  • Branded communication in line with the IED corporate identity & EU Parliament regulation

  • Strategic planning

  • In-contract coverage for support, analytics, and timely responsiveness

Evaluation Criteria

The elements we will consider determining the best value for money are:

  1. Contractor's references

  2. Technical and professional capacity

  3. Contractor's availability and technical capacity to react timely to requests

  4. Ability to communicate using different languages, especially English and French

  5. Time needed to provide requested deliverables

  6. Legal and regulatory capacity (Proof of enrolment in a relevant trade or professional register)

Tendering Process

Interested contractors/suppliers should submit their offer, together with their portfolio to show eligibility to the tender requirements and its Annex, no later than midnight (CET) on 25 August 2023 to:

procurements@iedonline.eu

with the subject line "Proposal_IED Call for tenders Content & Graphic Design".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place between 26 and 31 August 2023.

Framework contract: Website & External Communications Management

Framework contract: Website & External Communications Management

Location: EU / As Soon as possible and for a period of 4 years

Pdf download

About the Organisation

The Institute of European Democrats (IED) - ASBL, is a non-profit association based in Brussels and has been established in September 2007 as an independent Research Institute. The Institute of European Democrats is an innovative European political and cultural Research Institute that offers fresh political ideas as well as a strong and respected cultural background to the European Democratic Party (EDP) to which it is formally affiliated.

About the Call for Tenders

The IED is actively seeking a long-term partnership to provide Website, External Communications and Events management. This includes services such as website design and continuous update, social media accounts management.

By establishing a framework contract, the IED aims to establish a structured mechanism for future purchases. This contract does not impose an obligation on the IED to enter into specific contracts with the framework contractor, nor does it require them to make purchases up to a predefined limit. Instead, it serves as a framework for potential future contracts.

The framework contract will be awarded to a single contractor, and it covers various aspects of design and production. Specifically, it includes:

1. Website Development and Continuous Updates:

  • Designing and creating the IED website to ensure an attractive and user-friendly interface.

  • Regularly updating and maintaining the website to keep it current and relevant.

  • Providing timely assistance and support whenever necessary to ensure optimal website performance.

2. Social Media Account Management:

  • Collaborating on the conception and planning of effective social media campaigns.

  • Managing and maintaining the IED's social media accounts across platforms such as LinkedIn, Twitter, Facebook, and Instagram.

  • Posting engaging and relevant content to increase audience engagement and brand visibility.

3. Event Livestream Support:

  • Assisting the IED with livestreaming events on the aforementioned social media networks.

  • Ensuring seamless execution of livestreams and resolving any technical issues that may arise.

  • Enhancing the overall streaming experience to deliver professional and engaging content.

4. Technical aspects of running a website:

  • Set-up of a hosting space, technical updates like e.g., PHP updates (operational software on a webserver).

  • Set-up of a content management system, providing regular updates to it.

  • Speed & performance checks like Google Page Speed etc.

  • 24/7 live monitoring of a website.

  • Backup and security procedures.

5. Other aspects that will be considered:

  • SEO - Search Engine Optimization.

  • Legal requirements of the GDPR (Cookies, etc.).

  • Indexing of the content of the Website via XML Sitemaps e.g., in the Google Search Console.

The framework contract is intended to provide a solid foundation for ongoing collaboration and mutually beneficial partnerships.

The offer is for a framework contract. Based on this contract, specific contracts will precisely define quantities and times for deliveries when required. IED will contact the contractor at least two weeks before the event/project.

The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014.

Tender Requirements

  • Branded communication in line with the IED corporate identity & EU Parliament regulation

  • Strategic planning

  • In-contract coverage for support, analytics, and timely responsiveness

Evaluation Criteria

The elements we will consider determining the best value for money are:

  1. Contractor's references

  2. Technical and professional capacity

  3. Contractor's availability and technical capacity to react timely to requests

  4. Ability to communicate using different languages, especially English and French

  5. Time needed to provide requested deliverables

  6. Legal and regulatory capacity (Proof of enrolment in a relevant trade or professional register)

Tendering Process

Interested contractors/suppliers should submit their offer, together with their portfolio to show eligibility to the tender requirements and its Annex, no later than midnight (CET) on 25 August 2023 to:

procurements@iedonline.eu

with the subject line "Proposal_IED Website & External Communications Management".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place between 26 and 31 August 2023.

Framework contract: Accounting, Tax & Counselling Services

Framework contract: Accounting, Tax & Counselling Services

Location: EU / As Soon as possible and for a period of 3 years

Pdf download

About the Organisation

The Institute of European Democrats (IED) - ASBL, is a non-profit association based in Brussels and has been established in September 2007 as an independent Research Institute. The Institute of European Democrats is an innovative European political and cultural Research Institute that offers fresh political ideas as well as a strong and respected cultural background to the European Democratic Party (EDP) to which it is formally affiliated.

About the Call for Tenders

The IED is seeking to engage in a long-term partnership for Accounting, Tax and Counselling Services to support the operational activities of the Institute.

The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014.

This call is also regulated under Article II.9 of the Funding Agreement between political parties and foundations and the European Parliament.

Tender Requirements

The call for tenders shall cover point 1 (Accounting and tax missions) and point 3 (Counselling). An optional offer for point 2 (Control missions) may also be considered in addition to the offer for point 1 and 3.

1. Accounting and tax missions

a) Coding and follow-up of the accounting

  • Periodic coding of accounting information; purchases invoices, banks statements, petty cash, salaries, depreciations, loans, etc.

  • Set up of a control process of the accounting and reconciliation of accounts; projects, contracts, subcontractors, current accounts, salaries, loan, etc.

b) Year-end closing

  • Establishment of year-end accounting bookings (reconciliation, provisions, accruals, etc.)

  • Establishment of annual accounts for publication

  • Legal books maintenance

c) Establishment and follow-up of association tax returns

  • Establishment of association tax returns and relevant attachments

  • Introduction of complaints or ruling to the tax authorities

d) Preparation and assistance during audits

  • Preparation of circularisation

  • Preparation of various reconciliations

  • Assistance during the annual audit (BE GAAP and IFRS) conducted by external Auditors contracted by the European Parliament

  • Assistance during account closure and verification of documents conducted by the Authority for European Political Parties and European Political Foundations and the Financial Department of the European Parliament

2. Control missions

a) Preparation and follow-up of reporting

  • Establishment and follow-up of periodic financial reporting

b) Setting-up of analytical accounting

  • Analysis of needs in terms of cost centre and projects

  • Creation of analytical chart of accounts

c) Assistance during the establishment of budgets

  • Assistance in the preparation of budgets

  • Assistance in the set up and the follow-up of internal control process

  • Follow-up of budgets

  • Set up of a comparison between budgets and reality

3. Counselling

a) Assistance in fulfilling the entity's obligations regarding the UBO register

  • Fulfilment of the entity's obligations regarding the UBO register as an agent:

  • Updating of the information in case of any subsequent changes,

  • Any other related duties

Evaluation Criteria

The elements we will consider determining the best value for money are:

  • Contractor's references

  • Technical and professional capacity

  • Contractor's availability and technical capacity to react timely to requests

  • Ability to communicate using different languages, especially English and French

  • Time needed to provide requested deliverables

  • Legal and regulatory capacity (Proof of enrolment in a relevant trade or professional register)

  • BE GAAP expertise

  • IFRS expertise

  • Familiarization or experience with the European Parliament' funding rules

  • Price and economic advantage

Tendering Process

Interested contractors/suppliers should submit their offer, together with their portfolio to show eligibility to the tender requirements and its Annex, no later than midnight (CET) on 25 August 2023 to:

procurements@iedonline.eu

with the subject line "Proposal IED Call for tenders Accounting, Tax and Counselling Services".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place between 26 and 31 August 2023.

Framework contract: Podcasts

Framework contract: Podcasts

Location: EU / Starting date: As Soon as possible and for a period of 3 years

Pdf download

About the Organisation

The Institute of European Democrats (IED) - ASBL, is a non-profit association based in Brussels and has been established in September 2007 as an independent Research Institute. The Institute of European Democrats is an innovative European political and cultural Research Institute that offers fresh political ideas as well as a strong and respected cultural background to the European Democratic Party (EDP) to which it is formally affiliated.

About the Call for Tenders

The IED is seeking to engage in a long-term partnership for the production of Podcast episodes of approx. 12 minutes length, on a bimonthly basis (6 per year) and in 2 languages (English and French). It includes conceptualization, interviews, production, scriptwriting, recording, postproduction, broadcasting of the podcasts.

A framework contract establishes a mechanism for future repetitive purchases by the IED to be awarded in the form of specific contracts. The signature of a framework contract does not impose an obligation on the IED to conclude specific contracts with a framework contractor and to purchase up to the established following ceiling. The framework contract will be concluded with one contractor.

The framework contract concerns up to, yearly:

  • 8 regular Podcast episodes in English and French

  • 2 Special episodes in English, French, German if the circumstances would require it

The offer is for a framework contract. Based on this contract, specific contracts will define precisely quantities and times for deliveries when required. IED will contact the contractor at least two weeks before the event.

The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014.

This call is also regulated under Article II.9 of the Funding Agreement between political parties and foundations and the European Parliament.

Tender Requirements

  • In line with the current concept of the IED “European Democracy Lab Podcast”

  • Conceptualization & Scriptwriting

  • Interviews

  • Production

  • Recording

  • Postproduction

  • Broadcasting on all major platforms

  • Promotion and communication of each episode

  • Impact and statistics of the audience measurements

Evaluation Criteria

The elements we will consider determining the best value for money are:

  1. Contractor's references

  2. Technical and professional capacity

  3. Contractor's availability and technical capacity to react timely to requests

  4. Ability to communicate using different languages, especially English and French

  5. Time needed to provide requested deliverables

  6. Legal and regulatory capacity (Proof of enrolment in a relevant trade or professional register)

Tendering Process

Interested contractors/suppliers should submit their offer, together with their portfolio to show eligibility to the tender requirements and its Annex, no later than midnight (CET) on 7 March 2022 to:

procurements@iedonline.eu or info@iedonline.eu

with the subject line "Proposal_IED Call for tenders PODCASTS".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place between 7 and 11 March 2022.

External Communications Services & Event Management

Framework contract external communications services & event management

Location: EU / Starting date: As Soon as possible and for a period of 2 years

Pdf download

About the Call for Tenders

The IED is seeking to engage in a long-term partnership for providing Communication support to IED, including Graphic & content design, publication, campaign & event management, video production.

A framework contract establishes a mechanism for future repetitive purchases by the IED to be awarded in the form of specific contracts. The signature of a framework contract does not impose an obligation on the IED to conclude specific contracts with a framework contractor and to purchase up to the established following ceiling. The framework contract will be concluded with one contractor.

The framework contract concerns up to, yearly:

  • Graphic design : event posters, social media posts, illustrations for the IED website, conception of publications & brochures

  • video production

  • Provide dedicated illustrations (website, Social media, Campaigns)

  • Printing and mailing

  • Conception & planning of social media campaigns

  • Conception & planning of physical events

The offer is for a framework contract. Based on this contract, specific contracts will define precisely quantities and times for deliveries when required. IED will contact the contractor at least two weeks before the event/project.

The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014.

This call is also regulated under Article II.9 of the Funding Agreement between political parties and foundations and the European Parliament.

Tender Requirements

  • branded communication in line with the IED corporate identity & EU Parliament regulation

  • strategic planning

  • in-contract coverage for support, analytics and timely responsiveness

Evaluation Criteria

  1. The elements we will consider determining the best value for money are:

  2. Contractor's references

  3. Technical and professional capacity

  4. Contractor's availability and technical capacity to react timely to requests

  5. Ability to communicate using different languages, especially English and French

  6. Time needed to provide requested deliverables

  7. Legal and regulatory capacity (Proof of enrolment in a relevant trade or professional register)

Tendering Process

Interested contractors/suppliers should submit their offer, together with their portfolio to show eligibility to the tender requirements and its Annex, no later than midnight (CET) on 31 March 2021 to:

procurements@iedonline.eu

with the subject line "Proposal_IED Call for tenders Communication".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place during the first week of April 2021.

Organization of Digital Conferences and Events

Framework contract organization of Digital Conferences and Events

Location: EU / Starting date: As Soon as possible and for a period of 2 years

Pdf download

About the Call for Tenders

The IED is seeking to engage in a long-term partnership for the organization of Digital Conferences and Events, including broadcasting services, remote interpretation, pre-and post event communication, secured registration platform, participants interaction platform, video recording and post event video production.

A framework contract establishes a mechanism for future repetitive purchases by the IED to be awarded in the form of specific contracts. The signature of a framework contract does not impose an obligation on the IED to conclude specific contracts with a framework contractor and to purchase up to the established following ceiling. The framework contract will be concluded with one contractor.

The framework contract concerns up to, yearly:

  • 15 Public Digital Conferences (as defined in the following "tender requirements")

  • 5 Internal meetings (technical support and interpretation only)

The offer is for a framework contract. Based on this contract, specific contracts will define precisely quantities and times for deliveries when required. IED will contact the contractor at least two weeks before the event.

The IED is funded by the European Parliament and is being regulated under the Regulation (EU, Euratom) No 1141/2014.

This call is also regulated under Article II.9 of the Funding Agreement between political parties and foundations and the European Parliament.

Tender Requirements

  • definition of the Event concept and best suited format

  • branded communication (pre-and post event) including planning

  • technical support and management of the event

  • audiovisual & Social Media broadcasting

  • remote interpretation (original English + 1 other language),

  • secured registration platform

  • participants interaction platform,video recording and post event video production

Evaluation Criteria

  1. The elements we will consider determining the best value for money are:

  2. Contractor's references

  3. Technical and professional capacity

  4. Contractor's availability and technical capacity to react timely to requests

  5. Ability to communicate using different languages, especially English and French

  6. Time needed to provide requested deliverables

  7. Legal and regulatory capacity (Proof of enrolment in a relevant trade or professional register)

Tendering Process

Interested contractors/suppliers should submit their offer, together with their portfolio to show eligibility to the tender requirements and its Annex, no later than midnight (CET) on 31 March 2021 to:

procurements@iedonline.eu

with the subject line "Proposal_IED Call for tenders digital events".

Your personal data will be processed solely by IED and only for the purpose specified in this call. It will be stored safely and securely following the GDPR laws. To ensure GDPR compliance please include the following sentence to the body of your email confirming your consent: "I agree to the IED processing my data for the purpose of the Call for Tenders procedure".

Review of the offers and tenders is scheduled to take place during the first week of April 2021.

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