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Brussels, 10/07/2012

Minutes of the optional briefing and visit following the invitation to submit a tender with reference COMM/04DGCOMM/2012/222/103"Feasibility study for an environmental graphic design project "External visitors' pathway" in Brussels"

The first part of the meeting took place on 10/07/2012 at the following venue:

European Parliament

DG Communication

Rue Montoyer 75

BE - 1000 Brussels

Lists of participants

Representatives of DG Communication:

Nastja KLEMENCIC SCHMIDTPolicy Unit

Typhaine MORILLONDirectorate for Relations with Citizens

Stéphane Van WASSENHOVEDirectorate for Relations with Citizens , Visitors' Centre

Bogdan PRUNDURELDirectorate for Resources, Finance Unit

Representative of DG for Infrastructure and Logistics:

Florence DECROPBrusselsBuilding Projects Unit

Representatives of the consortia:

1) Espaces- Mobilites

Alix van CAUWENBERGHE

2) Holmes Wood

Lucy HOLMES

Amanda MORRISON

3) Mijksenaar

Herbert SEEVINCK

Roel JANSSEN

The meeting began at 14:10.

Nastja KLEMENCIC SCHMIDT opened the meeting by greeting everyone. She introduced the representatives of the European Parliament and their role in the project. She then explained the scope of the meeting, briefing and visit.

The contractors were then invited to introduce themselves.

Nastja KLEMENCIC SCHMIDT gave a brief presentation of the tender, explaining the purpose, the needs and requirements, the main points of interest (Parlamentarium, Esplanade, House of European History, Info Point). She made an overview of the present state and the expectations and insisted on the difference between the documents to be provided by the tenderers as part of the offer (in the technical specifications under the award criteria) and the actual work to be performed by the winning tenderer once the contract is signed (in the technical specifications under Tasks and Deliverables).

Nastja KLEMENCIC SCHMIDTopened the questions and answers session.

Question: What is the exact perimeter of intervention?

Answer:The principal perimeter of intervention is the "campus of the European Parliament" - a selection of maps showing in more detail the different buildings of the EP is included. However, tenderers might consider recommending a lower level of intervention (for example only wayfinding), extending towards other institutions and/or public transport stations.

Question: Do you intend to work with different EU institutions for the matter of visitors?

Answer: Yes, we already cooperate inter-institutionally. However,it is the EP that receives the most significant numbers of visitors and is therefore the lead in this domain. Since the opening of the Parlamentarium in particular, other institutions have become even more interested in collaborating more closely with the visitor services of the EP.

Question: Does an audit of existing signage on the EP campus exist?

Answer: No. It is part of the tasks of the tender.

Question: On page 10 of the Specifications it is mentioned that data will be collected and analysed. Whose role is to do that?

Answer: It is the task of the contractor. Everything will be done in close collaboration with DG Communication and DG for Infrastructure and Logistics.

Question: Is the time schedule fixed/strict?

Answer: Yes. Flexibility is however needed on both sides, in the EP context the services always follow the parliamentary rhythm (for example monthly Strasbourg sessions).

Question: Are there any guidelines for the total duration of the contract? (final report)

Answer: Depending on the date of signature, the timetable will be adapted accordingly. See also previous question and answer.

Question: How far should we go in proposing the actual realisation of supports? (is it a plus in the offer?)

Answer: The type and placement should be mentioned, but not the level of detail such as design for example etc. At this point, we are interested in a complete overview and possible strategic solutions taking into account all the issues at stake, the current and the future visitor circulation, etc.

Nastja KLEMENCIC SCHMIDTclosed the questions and answers session by thanking everyone.

The first part of the meeting ended at 14:40.

The second part of the meeting consisted in a tour of the Brussels EP buildings.

Lists of participants - same as for the briefing

The tour began at 14:45.

The objective of the tour was to show potential contractors all visitor-related serviceson the EP campus in Brussels. The tour began near Parlamentarium, then went on towards the visitors' coaches drop off/pick up zone across theEsplanade Solidarność 1980,with explanations concerning the Esplanade and the Sakharov Lounge just across the Parlamentarium entranceIt then continued towards the Visitors entrance (visit of the hemicycle) and via the Leopold Park to the House of European History. It finished on the Agora Simone Veil after having visited the Info Point premises.

The Parlamentarium offers a citizens' exhibition accessible in 23 languages and is the largest visitors' centre in Europe with 6,000 m2. It provides citizens with understandable and engaging information through simulations and multimedia installations on the history, functioning and daily activities of the EP, and thus promotes active citizenship.The annual audience expected is 450,000 visitors.

The European Parliament in Brussels also hosts around 220,000 visitors every year, coming from the EU and beyond, to visit the hemicycle. Most of these visitors come in groups (7,000 groups per year), the majority of which are invited by Members of the European Parliament. In most cases their visit includes an information briefing and exchange with an EP member of staff,a meeting with a Member of the European Parliament, and a visit to the plenary chamber (and a multimedia guided tour). There are also individual visitors attending the twice-daily multimedia guided visits (using plenary chamber gallery).This Visitor Service addresses and engages with citizens in all the 22 official languages

The House of European History will soon be a modern exhibition and documentation centre of European history, offering permanent, temporary and travelling exhibitions, a collection of objects related to Europe, publications, a variety of different events and educational programmes in all European Union languages.The future House of European History is located in a historicalbuilding, next to the European institutions in the LeopoldPark. Its surface, when renovated, will be roughly 10.000 m2 with exhibition area of approximately 4.800 m2. The opening is planned for spring 2014.

Nastja KLEMENCIC SCHMIDT, Typhaine MORILLON and Stéphane Van WASSENHOVE made clarifications concerning the ownership and the event management of the Esplanade, and presented the roles of the different parties involved (The European Parliament, Région de Bruxelles, Commune d'Ixelles, the SNCB, etc).

Further clarifications were made by Nastja KLEMENCIC SCHMIDT, Florence DECROP and Typhaine MORILLON about the need for adequate access for persons with disabilities, the drop-off / pick-up zone for visitors'buses, about the importance of adequate wayfinding system and the language constraints (obligation to have most information available in all languages of the European Union, with exceptions).

At the House of European History, Florence DECROP explained the future plans of development for the building and area.

Question: Do the visitors go first to the Parliament to visit the hemicycleor to the Parlamentarium?

Answer: At the moment, only 10-15% of visitors visit both places, therefore visitor circulation should be organised in such a way that visitors would be able to visit both or at least be aware of both (including differences and added-value of both). In the future the House of European History should be added to this. Clear visitor circulation strategy is needed.

Question: What kind of events are organised in the Esplanade?

Answer: All sort of public events of European interest: concerts open days, awareness-raising events etc.

The EP team thanked everyone and officially closed the tour at 15:50.

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