RFP+206589.pdf

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Madrid, September 2026

Request (sent to Bidder's designated address) for presentation of a Bid

Negotiated award with a competitive tender “Digital Advent Calendar 2026” (in accordance with UVgO = the procurement and tender process by the German Ministry for Economic Affairs and Energy) (to remain with the bidder)

Appendix:

• Bid form with Description of Services

To whom it may concern,

The German National Tourist Office intends to outsource the services designated in the attached descrip- tion of services. We would be glad to receive a corresponding Bid from you.

1. Details of outsourced service

1.1. Description of subject of order

The German National Tourist Offices in the USA, Spain, France and Denmark would like to jointly develop a digital advent calendar for this year's Christmas market campaign.

• The central component is a landing page with interactive doors that offer new con- tent such as images, videos or competitions every day.

Development of a landing page for the digital Advent calendar and accompanying measures (in four languages: Spanish, English, French and Danish)

• Design of the landing page and all other assets (for banner advertising and social media) in the GNTB corporate design • Integration of interactive and multimedia elements (e.g. images, videos, competi- tions, animations). • Creation and adaptation of texts, images, videos and, where applicable, interactive modules for the doors.

1.2. Location of service:

Digital campaign: Denmark, USA, France and Spain

1.3. Completion deadline/Service period Service commences: After award the contract Service terminates: 31.12.2026

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2. Details of outsourcing procedure

2.1. Mode of outsourcing

Negotiated award with a competitive tender (in accordance with UVgO= the procurement and tender process by the German Federal Ministry for Economic Affairs and Energy). The contracting authority shall negotiate with the tenderers the initial and all subsequent ten- ders submitted by them, except for the final tenders, in order to improve the content thereof. The entire content of the tenders may be negotiated, except for the minimum requirements and the award criteria stipulated by the contracting authority in the procurement documents.

In the present procedure, the contracting authority reserves the right to award the con- tract on the basis of the initial offers.

2.2. Aw ards are granted by: Ge rman National Tourist Board Bee thovenstraße 69 60325 Frankfurt am Main, Germany

2.3 . En quiries

Please direct your questions on the campaign to:

German National Tourist Office Laura Perez Oficina Nacional Alemana de Turismo c/San Agustín, 2 - 1° derecha, puerta centro Plaza de las Cortes 28014 MADRID laura.perez@germany.travel

Questions about tender procedures should be addressed to:

German National Tourist Board Awarding Office Beethovenstraße 69 60325 Frankfurt E-Mail: vergabestelle@germany.travel

Bidders' questions concerning the outsourcing procedure or the documents of conditions should be sent in writing to the addresses indicated above no later than six days before expiry of the deadline for bids.

2.4. Instances of lack of clarity in outsourcing documents

If the Bidder finds that the outsourcing documents suffer from lack of clarity to such an extent as to affect the determination of pricing, then it is requested to send a note to that effect to the addresses indicated in clause 2.3 above.

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2.5. Opening of Bids

Bids are to be opened on the date October 16, 2026

2.6. Contract award criteria & assessment The contract will be awarded according to assessment of the most economical Bid. The following evaluation criteria has been determined: • Strategy & Project Management • Concept & Design • Campaign implementation (paid & organic), Reach • Bid price

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2.7. Provisions governing excluded Bids

Please note that the issuer of an excluded Bid will – upon request – be notified accordingly (UVgO).

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2.8. Data protection clause

The personal details which Bidders are requested to provide will be processed in the context of the outsourcing procedure, but never forwarded to third parties.

2.9. Notification if no Bid is issued

Prospective parties may decide not to issue any Bid in response to this request for bids. In that event, we would ask for a brief note to that effect to be sent to the address given in clause 2.3 above.

3. Bidding and application conditions

3.1. Form and content of Bids The bid needs to be submitted electronically.

3.1.1. External presentation No presentation required.

3.1.2. Amendments; Supplements; Explanatory notes

Amendments and supplements to the documents of contractual conditions are not permissi- ble. Where explanatory notes appeared necessary in the interests of approved assessment of the Bid, then they may be attached as a separate annex to the Bid. Any changes made by the Bidder to its documents must be unequivocal.

3.1.3. Signature

Bids must be signed; the name of the signatory must be indicated.

3.1.4. Prices

Prices must be indicated in EUR. Should there arise any contradiction – in respect of individ- ual service items – between the unit price indicated by the Bidder and the overall price which it has submitted, then the unit price shall be authoritative. All prices are indicated subject to addition of VAT at the statutory rate.

3.2. Documents to be attached

3.2.1. Bid form (pages 5 incl. Description of Services), Cost Breakdown, Evaluation Documents.

The contracting authority may, in compliance with the principles of transparency and equal treatment, ask the tenderer to complete, send on or correct incomplete, missing or incorrect business-related documents, particularly self-declarations, statements, certificates or other forms of proof, or to complete or send on any incomplete or missing documents related to the performance.

Follow-up requests for performance-related documents concerning the economic evaluation of tenders using the award criteria are excluded! This shall not apply to pric- ing, provided only non-essential individual entries are involved, the individual prices of which do not change the overall price or adversely affect the evaluation sequence and the compe- tition.

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3.3. Reimbursement of expenditures

The process of preparation of the Bid is not reimbursed. No costs of duplication for the dis- patch of these contract-award documents are reimbursed.

3.4. Copyrights

Should the Bidder intend to exploit information from its Bid for the registration of a commercial protected right, then it must indicate this in its Bid.

3.5. Issuance of bids

Bids must be electronically received no later than October 16, 2026, 10:00 am.

To submit an bid electronically, you have to use the federal government's tendering platform via the link below.

https://www.evergabe-online.de/awardingAuthorityDetails.html?8&id=1092 The digital submission of the bid must be made via the above-mentioned e-tendering platform (e-tendering app!). It is imperative that you submit the bid using the "Submit offer" function. Otherwise the offer cannot be considered! If you experience problems with starting the eVergabe-App, try to start the application via Windows.

No Bids arriving later than October 16, 2026, 10:00 am can be entertained!

3.6. Changes, corrections and withdrawal of Bids

Any changes or corrections to be applied to the Bid must be submitted – in a form corre- sponding to the Bid itself – by the end of the Bid deadline mentioned in clause 3.5. The Bid may be withdrawn by written notice by the end of the bidding deadline. Thereafter, the Bidder will be held to its Bid until expiry of the binding deadline.

3.7. Bidders associations

Industrial associations and other associated Bidders are subject to joint & several liability for the fulfilment of the services offered, and all of the members of the Bidders association must be mentioned in the Bids, and one of their members must be designated as the authorised representative for the contract-award procedure and for the negotiation and execution of the contract.

3.8. Passing-out of services to subcontractors

The Bidder must indicate the nature and extent of the services which it intends to transfer to subcontractors, and must indicate their names. The Bidder must prove that the necessary resources from these subcontractors are available. In the securing of offers from subcontrac- tors, the Bidder is under obligation to involve smaller and medium-sized companies (to a reasonable extent) and to issue subcontracted orders to small and medium-sized companies to the extent consistent with contractually-compliant execution of the service, and to abide by the criteria of fair competition in its transfer of part-services and, furthermore, not to place the subcontractor subject to less favourable conditions – with particular reference to the mode of

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payment and the deposit payments – than those negotiated under the contract awarded to the Bidder itself. The passing-out of services to subcontractors is subject to the Client's ap- proval, which will only be withheld in well-justified exceptional cases.

3.9. Language

Bids and all declarations to be issued, together with any further correspondence, must be written in English. Any document which is written in any other language must be accompanied by a certified translation or one which has been produced by a publicly appointed or affiliated translator or interpreter.

3.10. Declaration obligation

After Bids have been opened, Bidders may be requested to provide clarification and additional information in order to clear up any doubts regarding the Bids or the Bidders themselves.

3.11. Anti-corruption Directive

In line with the Federal Governmental of Germany Directive on the prevention of corruption as issued in the Federal Government of Germany on 30 July 2004, the Bidder declares its willing- ness to bind over its employees who will be collaborating in the provision of the services to fulfil the mandatory regulations governing the expert fulfilment of their obligations arising from the order.

4.0. Payment conditions

Payments are made, hand-in-hand with progress in the completion of services, within 30 days of the presentation of invoicing; payments in instalments are possible.

5.0. Binding deadline

The binding deadline ends on the date of December 31, 2026

6.0. Special contract conditions The contractual relationship is based on the following order:

• The Letter of Award;
• The Agency Contract;
• The RFP;
• The Offer (Bid Form including Description of Services) signed by you;
• The provisions of VOL/B (General Terms of Contract for the Provision of Supplies and Services) and
• The provisions of the BGB (German Civil Code)

Yours sincerely German National Tourist Office

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