Tenders of Udenrigsministeriet

Denmark – Tents – Udbud Af Kontrakt Om Leje Af Midlertidige Konferencefaciliteter Til Danmarks Eu Formandskab 2025

In connection with the Danish EU Presidency 2025, the Ministry of Foreign Affairs is to have produced and printed three different module-based exhibitions that are part of the international public diplomacy effort aimed at disseminating relevant Danish narratives on green transition, democracy and security. The exhibitions are to be set up partly at conference venues in Denmark and partly under the direction of selected Danish embassies in Europe. The exhibitions are designed by the Ministry of Foreign Affairs with help from the Ministry of Foreign Affairs' other suppliers, and the Ministry of Foreign Affairs will use this contract to purchase 50-80 pieces of production/printing of the various exhibitions/exhibition modules. In addition, there will be printing of approximately 100-160 pieces of separate/removable EU logos for use across the three exhibitions.

Denmark will hold the rotating Presidency of the Council of Ministers of the European Union (EU Presidency) from 1 July to 31 December 2025. In this context, Denmark will hold a high-level political meeting (summit). The summit will be held on 1 October 2025 (the “settlement day”), at a yet-to-be-announced location in Copenhagen (confidential location). The existing buildings at the location will form the framework and house the meeting itself. The temporary facilities covered by this contract will include a media centre, covered arrival area for VIPs, press accreditation area, mixed zone rooms, press conferences, press briefings, remote interpretation rooms, cloakrooms, toilet facilities, catering kitchen and covered walkways. The service also includes flooring in existing buildings. The temporary facilities shall be scaled according to an expected number of participants of 1200 people distributed in the temporary facilities. The supplier shall cooperate with the customer's other suppliers, including the catering supplier, host broadcaster, AV supplier, PCO, etc., as well as with the police and other relevant authorities. The contract will specifically cover (1) preparation, construction, operation and dismantling of temporary conference facilities, including accommodation, including in particular electrical wiring, functional fixtures, furniture and lighting of all areas, (2) provision of services prior to and during the holding of the summit (the day of the holding) and (3) dismantling of temporary facilities. The services are divided into seven phases: 0. Planning phase: Collaboration organization meetings and planning meetings with the customer's site manager and health and safety plan coordinator, including with a view to obtaining the necessary building permit(s). 1. Preparation phase: Site prep and laying of railway platforms. 2. Construction phase: Construction of the external frames of the temporary facilities. Inspection of structures. At the end of the phase, the structures are reported completed to the municipality. 3. Operation phase: Establishment of the internal frames of the facilities, including furnishing, etc. Setup of equipment from the customer's other subcontractors, including host broadcaster and AV suppliers. 4. Commissioning phase: Cleaning tasks and presence of technical personnel. Technical tests for the customer's AV and host broadcast suppliers. 5. Completion day: Cleaning and technical personnel throughout the day. 6. The dismantling phase: Removal of the internal frames for furniture, etc., as well as dismantling of the external frames of the temporary facilities. The content of the overall task is specified in more detail in the tender documents, including in particular the requirements specification in Annex 1. The timetable is given in Annex 4.