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.


Past calls for tenders-closed

Framework contract: Accounting, Tax and Counselling Services

Framework contract: Accounting, Tax and Counselling Services

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 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 3 April 2022 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 4 and 8 April 2022.

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.