As part of its marketing and communication tasks, VBB GmbH needs a qualified, experienced and professional full-service agency with an agency focus in accordance with the services listed under point 3 "Service description" for the consulting, conception, production and implementation, support and follow-up of events, events (internal and external), trade fairs and promotion in Berlin and the state of Brandenburg.
a) Professional advice and support in the planning, conception, implementation, production, support and follow-up of events, events, trade fairs and promotion, taking into account the regional and political framework conditions in the context of 2 federal states, 14 districts, four independent cities and around 40 transport companies. The VBB performs at various events. Deployed personnel must be able to respond to different target groups and address them accordingly. Existing experience in the public transport industry is also desirable. The type of customer approach and the required outfit vary and are defined in advance for each individual order. The range of possible services includes, among other things, proposing, selecting, renting and/or providing personnel, location, decoration, catering, logistics, moderators, artists, event technology and event modules, as well as the establishment and dismantling of VBB's presence on site.
b) The Agency shall ensure that the staff (hostesses, promoters and other staff) participate in the training courses provided by VBB GmbH on the VBB tariff and passenger information on a mandatory basis (at least 2 times a year, in any case before the first assignment after the award of the contract to the respective tenderer) and that the special knowledge and skills imparted in the context of event management are reliably used for specific, events agreed in advance in terms of content and organisation (events with an informational character, e.g. day for passengers). The training courses take place in the VBB building or in the agency. The trained personnel must be able to work for VBB GmbH repeatedly throughout the entire year of the event. In an event year, around 40 events including trained staff deployment can be realised (in addition, there are still events with staff deployment without specific prior knowledge of collective bargaining agreements (catering, accreditation, etc.)).
The service of the staff must be provided in German.
c) Provision of catering and appropriate equipment for events, events, trade fairs and promotions, including the provision of suitable personnel for the coordination, decoration, presentation and distribution of catering. The range of possible services ranges from sandwiches to cold appetizers and salads, finger food, soups, hot dishes, desserts and large buffets including cold and hot drinks, dishes, equipment, decoration and/or just staffing.
d) Agency's own editing and design (typesetting, layout, graphics) as well as commissioning and printing support for print media such as flyers, posters and advertisements as well as advertising banners in prior coordination with VBB GmbH as part of event management. For example, the editing and printing of event flyers, posters, programmes or signposts in individual cases.
e) Consulting, conception and production of presentation and event modules (such as exhibition walls and displays, trusses, among others), promotional items, corporate giveaways and promotional outfits.
f) Provision of a basic storage area for materials and equipment (including information products, equipment modules, tents) of at least 300 square meters. Furthermore, it must be possible to provide VBB GmbH with more storage space up to a maximum of 1,000 sqm within 3 months upon request. The agency must demonstrate in a concept whether and how the criteria of flexible and optimal warehousing and logistics can be guaranteed. It also answers the question of how to ensure short-term and responsiveness within 3 hours for appointments at VBB GmbH as well as delivery of equipment modules at events. A comprehensible reduction in short-term and reaction time is positively taken into account in the evaluation. Once a year, the agency must provide VBB GmbH with an inventory list of VBB GmbH's current stock.
g) The Agency's task is also to commission third parties with services that are customary in the event sector, which must be used by VBB GmbH for the provision of services, but are not part of the Agency's own service portfolio. This includes, among other things, services relating to moderation, photography, event equipment for special occasions (children's parties, courtyard party of the Governing Mayor, etc.) and the rental of the usual products for this purpose (e.g. bouncy castle, photo mirror, etc.). For its efforts, the agency receives a handling fee in accordance with the bill of quantities (LV) as remuneration. There will be no additional remuneration for these services beyond the handling fee. Which services are required in this respect depends on which types of events are to be realized, to what extent, with which specific equipment and which needs during the service period. This is currently not fully predictable, but will be discussed in detail in advance for each individual order.