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DG INFORMATION SOCIETY AND MEDIA (INFSO) TENDER SPECIFICATIONS Call for Tenders (comprising 4 lots) for Multiple Framework Contracts for the Provision of Information and Communicating Services to DG Information Society and Media SMART 2009/0102 PART 1: TECHNICAL DESCRIPTION ........................................................................................................... 4 1 2 3 CONTEXT AND BACKGROUND TO THE CONTRACT ................................................................... 4 OBJECTIVE OF THE CONTRACT ........................................................................................................ 4 SUBJECT: SCOPE OF THE CONTRACT AND ITS SUBDIVISION INTO LOTS........................... 5 3.1 3.2 3.3 LOT 1: EVENTS MANAGEMENT ........................................................................................................... 6 LOT 2: EDITORIAL SUPPORT SERVICES ................................................................................................ 7 LOT 3: AUDIOVISUAL SERVICES (INCLUDING RELATIONS WITH RADIO AND TELEVISION COMPANIES AND WEB DISSEMINATION) ............................................................................................................................... 12 3.4 LOT 4: WEB SERVICES ...................................................................................................................... 27 3.4.1 WEBSITE CREATION, LAUNCH, RELAUNCH, PUBLISHING & MIGRATION .............. 30 3.4.2 ONLINE PROMOTION, ONLINE INTERACTION and MONITORING OF IMPACT ........ 34 4 5 NATURE OF THE CONTRACT ............................................................................................................ 37 DURATION AND PLACE OF PERFORMANCE OF THE FRAMEWORK CONTRACTS .......... 38 6 PROVISIONS CONCERNING ARRANGEMENTS FOR PAYMENT, CONTRACT PERFORMANCE, CONFLICT OF INTERESTS AND CONFIDENTIALITY ......................................... 38 6.1 6.2 QUALITY PLAN ................................................................................................................................... 38 QUALITY ASSESSMENTS ..................................................................................................................... 39 PART 2: ADMINISTRATIVE DETAILS ........................................................................................................ 40 7 8 ELIGIBILITY REQUIREMENTS ......................................................................................................... 40 ADMINISTRATIVE REQUIREMENTS .............................................................................................. 40 8.1 DIFFERENT WAYS TO SUBMIT AN OFFER ............................................................................................. 40 8.2 JOINT OFFERS AND SUBCONTRACTING ............................................................................................... 41 8.2.1 Joint tenders ................................................................................................................................. 41 8.2.2 Subcontracting ............................................................................................................................. 41 8.3 IDENTIFICATION OF THE TENDERER – LIST OF FORMS & EVIDENCES REQUIRED ................................ 41 9 10 SIGNATURE OF THE TENDER ........................................................................................................... 43 LAYOUT OF THE TENDER .................................................................................................................. 43 10.1 ADMINISTRATIVE SECTION................................................................................................................. 43 10.2 TECHNICAL SECTION .......................................................................................................................... 43 10.3 FINANCIAL SECTION ........................................................................................................................... 43 10.3.1 Price Offers for the Framework Contract ................................................................................ 43 10.3.2 Price Offers for the Specific Contracts .................................................................................... 43 10.3.3 Price Schedules ........................................................................................................................ 44 LOT 1: PRICE SCHEDULE - PLANNING AND MANAGEMENT OF EVENTS ............................................................. 46 LOT 2: PRICE SCHEDULE - EDITORIAL SUPPORT SERVICES .............................................................................. 51 LOT 3: PRICE SCHEDULE – AUDIOVISUAL SERVICES........................................................................................ 54 LOT 4: PRICE SCHEDULE - WEB SERVICES ....................................................................................................... 67 10.3.4 Price indexing .......................................................................................................................... 70 11 12 MAXIMUM VALUE OF THE FRAMEWORK CONTRACT ............................................................ 70 EVALUATION OF TENDERS ............................................................................................................... 70 12.1 EXCLUSION CRITERIA / GROUNDS FOR EXCLUSION OF TENDERERS.................................................... 70 12.2 ADMINISTRATIVE AND FINANCIAL PENALTIES .................................................................................... 72 12.3 SELECTION CRITERIA .......................................................................................................................... 74 12.3.1 Professional information .......................................................................................................... 75 Tender Specifications Framework Contract "Information and Communicating Services" Page 2 12.3.2 Economic and financial standing ............................................................................................. 75 12.3.3 Technical capacities ................................................................................................................. 75 12.4 QUALITY CRITERIA ............................................................................................................................. 76 12.5 FINANCIAL CRITERIA .......................................................................................................................... 78 13 14 15 16 17 18 19 CONTRACT AWARD ............................................................................................................................. 78 PAYMENT AND STANDARD SPECIFIC CONTRACT..................................................................... 79 VALIDITY OF THE OFFER .................................................................................................................. 79 ADDITIONAL PROVISIONS ................................................................................................................. 79 NO OBLIGATION TO AWARD THE CONTRACT ........................................................................... 79 RESULTS .................................................................................................................................................. 79 DISCLAIMER ........................................................................................................................................... 80 ANNEXES ........................................................................................................................................................... 81 ADMINISTRATIVE FORM N° 1: ADMINISTRATIVE IDENTIFICATION FORM ............................... 82 ADMINISTRATIVE FORM N° 2: LEGAL ENTITIES FORM .................................................................... 83 ADMINISTRATIVE FORM N° 3: BANK IDENTIFICATION FORM ....................................................... 83 ADMINISTRATIVE FORM N° 4: DECLARATION OF HONOUR WITH RESPECT TO THE EXCLUSION CRITERIA AND ABSENCE OF CONFLICT OF INTEREST ............................................ 84 ADMINISTRATIVE FORM N° 5: POWER OF ATTORNEY ..................................................................... 86 ADMINISTRATIVE FORM N° 6A: LETTER OF INTENT FOR SUB-CONTRACTORS ...................... 87 ADMINISTRATIVE FORM N° 6B: LETTER OF INTENT FOR EXTERNAL EXPERTS ..................... 88 Tender Specifications Framework Contract "Information and Communicating Services" Page 3 PART 1: TECHNICAL DESCRIPTION 1 CONTEXT AND BACKGROUND TO THE CONTRACT This open Call for Tenders aims to secure the external professional expertise and technical assistance required by the European Commission, and primarily by its Information Society and Media Directorate General, in order to pursue its information and communications activities. The intention is to select a range of specialised contractors (or consortia led by a main contractor), most suited for delivery of the wide variety of specialised support services sought. The Information Society and Media Directorate General (henceforth referred to as DG INFSO) seeks to enhance and extend its own capacity for conceiving, planning, coordinating, and implementing its information and communications activities, as well as its capacity to follow-up on and to evaluate the effectiveness and impact of these. Services provided as a result of this Call may in principle be delivered to any Directorate General of the Commission. In contracting and utilising such external support, the Commission service directly responsible for an initiative will in all cases perform the day-to day co-ordination necessary for every output being produced on its behalf, by the contractors. For its part, DG INFSO will retain overall responsibility for agreeing and for controlling the services requested of the contractors. The professional services sought through this Call for Tender are grouped as 4 specific Lots (work packages). These Lots are explained in some detail within these specifications, as are the rules and criteria by which the tenderers will be checked for eligibility and their tenders evaluated. To be successful, it is of crucial importance that tenders conform to the required structure, respond fully and clearly to the information requested, and respect the administrative rules governing submission. Tenderers are advised to read attentively both Part 1 and Part 2 of these specifications, before proceeding further. 2 OBJECTIVE OF THE CONTRACT Framework Contractors engaged as a result of this Call will be expected to contribute to the development and implementation of a coherent, well targeted long-term communications strategy for promoting the establishment of a user-friendly information society, underpinning the political, regulatory and research initiatives of DG INFSO. The overall communications strategy developed and maintained by DG INFSO aims to: enhance and/or (re)build the reputation and visibility of Commission activities in the ICT and media sectors raise the level of awareness and understanding amongst relevant target groups promote, and so contribute to the establishment of a user-friendly information society secure involvement of target audiences, allowing them to participate in and benefit from the Commission's activities build lasting relationships with target audiences based on an understanding of their needs strengthen the impact and effectiveness of activities managed by the Information Society and Media DG Tender Specifications Framework Contract "Information and Communicating Services" Page 4 3 SUBJECT: SCOPE OF THE CONTRACT AND ITS SUBDIVISION INTO LOTS This Call for Tenders has been divided into 4 separate Lots, each covering a broad but distinct area of professional expertise. The 4 Lots are as follows: Lot 1: Lot 2: Lot 3: Lot 4: Events Management Editorial Support Services Audiovisual Services Web Services A tender made for any specific Lot of this Call, must cover the entirety of the activities specified within that Lot, and will be evaluated as such. Any tender found not to adequately cover all of the tasks of a Lot will be discarded for the Lot concerned. Furthermore, the tender for each Lot must be self-sufficient and independent of any tenders submitted in response to other Lots of this Call. As such, the tender responses received for any given Lot will be evaluated independently from those received for other Lots. Tender Specifications Framework Contract "Information and Communicating Services" Page 5 3.1 LOT 1: Events Management The purpose of this lot is to provide the support and logistics services necessary to enable DG INFSO to participate in and/or to organise events. Such events will have been targeted as being particularly effective for communicating with specific audiences, or for increasing the visibility of research and promotional projects supported by the Union. The specifications of this Lot concern the planning and organisation of events (which will generally be held in the Member States but occasionally also outside the territory of the Union): The identification of events (conferences, fairs, exhibitions, etc.) which are best placed to support the Communications Strategy of DG INFSO. Creation of a data base of such events and compilation of sheets describing them (dates, location, topics, participants, etc.). The complete or partial organisation of events (information days, conferences, workshops, information visits, fairs, exhibitions, award ceremonies, networking activities, etc.) in conjunction with DG INFSO and other services of the Commission that they may ask for professional advice or support (in particular the Conference Organisation service of the DG SCIC). Such organisation will take into account aspects such as promotion, assistance in identifying the audiences to be invited, registration fees and payments, a secretariat, travel, hotel reservations, hiring of rooms, welcoming arrangements, all other logistics, etc. The creation, transportation, assembly/disassembly and maintenance of stands and mobile stands and all related furniture, equipment, fixtures and fittings necessary for taking part in fairs, exhibitions, etc. The creation, transportation, assembly, dismantling and disposal of custom made stands, in particular for major exhibitions. The creation of banners and signs, posters and display panels (in particular for fairs and exhibitions). Note: Tenderers may be asked to work closely with other INFSO contractors, such as those responsible for producing audiovisual coverage of events for journalists or on-line visitors. Tender Specifications Framework Contract "Information and Communicating Services" Page 6 3.2 LOT 2: Editorial Support Services This lot focuses on the need to support the editorial activities of the Commission. It includes advice on editorial content, the research of a subject and development of communication messages, the collection of specific contributions and raw material; the writing or editing necessary to address specific communication needs, the development and selection of pictures and graphics, where necessary the overall graphic design and page layout of the communication product, and the final preparation / checking of contents prior to publication, as well as distribution, and the evaluation of the impact of the final communication product. The main communication tools related to this lot are: print material, including books, brochures, reports, leaflets, flyers etc; articles, advertisements or messages to be placed on different types of media platforms (events, print press, websites, mobile media, audio or video); communication support tools (banners, signs, pull-ups, decorative items such as posters, door and room decorations, visual support etc.); images and visual identities. The main distribution channels: pan-European, national and regional media, including print press, television, radio and websites; events, including exhibitions and conferences; direct distribution of editorial material (e-mailing, direct mail, web based distribution); any other distribution channel that the contractor considers necessary to reach the defined target audience. Activity 2.1 Advice on the concept and preparation of editorial content for information and communication campaigns and actions The Commission identifies its own communication priorities and actions. In the course of the development of the communication priorities and actions or on specific themes, the contractor should be able to give advice on the communication strategy in terms of the editorial content (identification of target groups, messages, tools and distribution channels) of communication campaigns. The contractor should also be able to give advice to the Commission on general communication activities and priority actions necessary to reach certain segments of the general public and methodological assistance to support the development of communication and information products. This encompasses: various aspects of ex-ante evaluation, including problem analyses, need evaluations, feasibility studies, cost effectiveness analyses, risk analyses, impact evaluations etc; preparing and carrying out surveys and statistical analyses and any other methodological support; creating editorial guidelines in support of communication products/actions; pedagogical advice on editorial content in case communication products are targeted at children and young audiences; advice on promotion and marketing techniques (web based and others) any other type of specialised advice on editorial content. Tender Specifications Framework Contract "Information and Communicating Services" Page 7 The principal audience segments are the following: general public or particular segments of the citizens or economic actors identified as target group(s) for the specific action; political decision makers and administrations of the Member States; multipliers of information (press, stakeholder groups, NGOs); in certain cases, staff of the European institutions and other internal audiences. Activity 2.2. Development of messages and the production and management of editorial content The service envisaged here concerns the development of the concept and the production of specific information and communication products, including printed material, web pages, communication support tools (banners, pull-ups, decorative items, portable stands etc) and promotional material. The tasks include development and production of images or visual identities as well as the management of editorial content (moderating and/or animating web 2.0 platforms, discussion forums, blogs etc.) In the specific offer proposed by the contractor and co-ordinated with the Information and Communication Unit of the commissioning service, the contractor develops the messages (textual and/or visual) for the different target groups and for the different distribution channels selected for the campaign. The contractor, upon request, will coordinate with Representations of the European Commission or other multiplier networks at European level or in Member States. The Commission can suggest topics to the contractor according to communication priorities and can request advice on the key messages and distribution channels to reach the different target groups. The objective is to be able to conceive effective communication products suitable for the specific communication actions with the professional support of editorial staff and graphic designers. The final decision about the topic and the execution of the campaign rests with the Commission. The contractor should be able to execute the following tasks: Editorial tasks - Collection of information, including journalistic research, interviewing of experts (face to face or by telephone), requesting written contributions/pictures/graphics etc as a result; - Familiarisation with the background for the specific publication request, including review of other existing publications, confirmation of the line to take or tone to adopt, characteristics of the intended target audience etc.; - Marshalling the facts, photographs, figures, data and other information compiled, to assess whether or not this is sufficient; to identify specific additional needs and likely sources for such material. Proposing a structure and graphical treatment of the publication that is well adapted to the specified communications needs and target audiences, and in line with the Communications Strategy; - Editing, translation, revision and linguistic adaptations of the communication products, ensuring a high level of quality consistency across the various versions; - Rewriting existing texts; - Transcribing video and audio material, speeches, interviews etc. Tender Specifications Framework Contract "Information and Communicating Services" Page 8 - - - Writing and editing of the editorial content for different platforms (for example for web platforms, print material, communication support tools, conferences or for the media); Writing, editing and compiling of press packs; Editing and compiling electronic publications such as newsletters, pdf brochures etc.; Drafting advertisements, reports, press articles, interviews, slogans and any other editorial texts; Adaptation, editing and updating of texts/content for different communication tools; Drafting, editing and following up promotional and presentational material (slides, speaker's kits, press kits, conference kits, banners, pull-ups, advertisements etc) including correcting drafts (manuscripts and translations); Verifying communication products with the Commission and incorporating comments/corrections received from the Commission; Actively seeking further guidance from the Commission Services when necessary; Quality assurance. The main drafting languages required are English, French and German. Editorial staff engaged by Tenderers should have the ability to write texts in an accessible journalistic style, in these languages. Though individual writers will specialise in drafting in a single language, they should have sufficient fluency in at least one other language to be able to review the accuracy and suitability of final texts prepared for publication. When writing for websites and web pages, the Commission may ask for texts (including metadata, hyperlinks etc) to be directly submitted to the DG‘s pre-production web servers. The final proofreading of texts, indexes, captions etc following page layout and (in certain cases) translation of the texts is also to be undertaken. Note that following such proofreading, the Commission services will themselves be responsible for the verification (press proof) prepared in the original language; however, the contractor will be responsible for the final verification of subsequent language versions, and should be in a position to deliver press proofs and ready-to-publish web pages for those versions. Graphical tasks Please note that the creation and purchasing of original images is covered in Activity 2.3. - Development and execution of visual concept and layout design of communication products and tools in coherence with the editorial and visual guidelines, templates and logos of the European Commission; - Visual production of public announcements (for example signs and displays for conferences); - Adaptation of images for different communication products covered in this call; - Creating visual identities; - Creating graphical charts; - Creating graphical guidelines and templates; - Correcting page layouts and specific compositions in line with guidance given by the Commission services, for which a mock-up will have been submitted for approval; - Page setting (text and illustrations); - Ensuring quality and consistency of page setting with the original version in case documents are produced in multiple languages or when documents have been corrected; Tender Specifications Framework Contract "Information and Communicating Services" Page 9 - - - Providing to the Commission for approval, a set of colour proofs (printed, or as PDF files) of the final version of the mock-up; Preparing graphic design of promotional or presentational material (gadgets, special packaging, cardboard displays, posters, decoration for vehicles, doors and other surfaces, banners, conference kits, press kits, CD or DVD cover, book wrapping etc.); Adapting a graphic design for use in different media (reports, brochures, web templates, posters, letterheads etc), thereby supporting the evolution of the visual Identity of the DG; Compile and catalogue a variety of graphical resources (photographs, drawings, pictures, illustrations, etc.) which may be used to enhance the Commission's information products. Apart from supplying the final products, the contractor is always required to send to the Commission all source files to allow the Commission to re-use or modify these files for follow-up communication actions. Content management tasks - Updating editorial content of different communication tools (web, print material, communication support material etc); - Uploading editorial content onto web based platforms; - Managing editorial content on web platforms (including social networking, discussion forums, wiki and blog platforms). - Archiving editorial content; - Storing communication material produced under this framework contract; - Finding and hiring editorial and advertising space to place communication products such as articles, interviews, advertising, banners, posters etc. - Publishing and managing glossaries and indexes; - Promoting web platforms/pages/sites on the internet by various online marketing means; - Creating, publishing and managing online surveys; - Creating and managing online votes. The lists of tasks indicated in Activity 2.2 are not exhaustive. Activity 2.3 Developing, capturing, creating and purchasing images The contractor should be able to develop, capture, create and/or purchase images in connection with a communication product or at the request of the Commission if the product is being developed in-house or by another service provider. Images can be photos, illustrations, cartoons, animated images, pictograms or other forms of visual objects. The services include (this list is not exhaustive): - Suggesting and selecting images; - Collecting images from different sources (for example companies, research projects, private individuals etc.);Purchasing images for accomplishing the tasks required in the execution of the specific contract; Creation of artistic images and graphical elements like illustrations, cartoons, logos etc.; - Clearing copyright for images and providing legal advice on copyright; - Selecting photo providers; - Compiling photo banks; Tender Specifications Framework Contract "Information and Communicating Services" Page 10 - Preproduction of images (conceptual development, styling, drawing, recruiting and engaging photo models, hairdressing, make-up etc.); Production of images (capturing photographs, creating illustrations etc.); Creating photoreports; Postproduction of images (editing, chromatic corrections, image captioning etc.); Developing and/or modifying one or more images for a visual identity or for other purposes; Creating variations of images; Backing up and archiving images on digital data carriers (hard disc, CD-ROM, USB stick etc). The Commission might request as part of a specific offer draft sketches or samples of images from the contractor that should be provided free of charge to the Commission to aid decision making on the final selection/commissioning. Apart from supplying the final products in both bitmap and/or vector formats (when applicable), the contractor is always required to send to the Commission all source files to allow the Commission to re-use or modify these files for follow-up communication actions. Activity 2.4 Distribution The contractor should be able to distribute communication products via certain channels or directly to target groups or multipliers. These distribution activities include (this list is not exhaustive): - compiling and updating mailing lists related to media, specific target audiences and multipliers; - contacting media, target groups and multipliers; - developing relations with journalists; - setting up interviews; - sending out electronic newsletters, invitations, press information to target groups; - placing articles and/or advertisements in the media; - distribution of print material to networks of the European institutions or other multipliers; - mailing of communication products to specific recipients upon request of the European Commission; - creating web-based distribution channels such as download options for electronic publications. All distribution activities have to undergo prior approval of the Commission. Postage cost will be paid on actuality basis. Activity 2.5 Evaluation and follow-up of communication products The contractor should be able to assess the effectiveness of the communication products produced under this framework contract by reporting to the Commission on - the quantitative figures related to the distribution the communication products; - the feedback and comments received on the communication products by users and target groups; - the impact measurement of the concrete communication products that would allow an independent evaluation of the whole communication campaign. This measurement can be based on the survey and reactions of the target audience. Tender Specifications Framework Contract "Information and Communicating Services" Page 11 3.3 LOT 3: Audiovisual Services (including relations with radio and television companies and web dissemination) Television is the prime medium to inform the European public about DG INFSO policies such as research in information and communication technology, telecom reform, new developments in the field of the internet of things and on media policies. A DG promoting the information society must have a strong presence on the web and on TV. DG INFSO is a multi-facetted DG also hosting Units dealing with Telecom regulation and broader policy issues. Communicating on Information and Communication technologies is a true challenge, as it involves not only traditional video production, but production on film (35mm, HD), and animation. The main purpose of the planned audiovisual activities is to increase awareness of DG INFSO´s policies, programmes and activities among the general public and selected key audiences, through the production and dissemination of audiovisual and multimedia productions. The main target audiences for these activities will be: The EU "general public"1, who should be reached through mainstream national and pan-European broadcasters (radio and TV), as well as through local and regional television. The contractor will help the EC to refine its messages to fit the particular target group, the particular location, the age group, etc. The DG INFSO stakeholders, in particular EU research and science communities in the ICT field. Particular attention will be paid to science communicators and ―multipliers‖ from both the media and organisations in close contact with the DG. The contractor will be able to meet the demands of video productions for big stakeholder and general public events, including live video production for big conferences, graphic design for backdrops, re-broadcasting and video streaming. The Contractor will translate the technically complex subject matter into audiovisual products containing messages easily understood by a non-specialist audience. These will be of the highest broadcasting standard, imaginative, innovative, creative and compelling. Ideally, each video production will be based on a clear storyline, aimed at catching the attention of the audience and also, at times, aimed to provoke an emotional response in order to engage the audience. The text and voiceover of any audiovisual production should be free of EU-Jargon and clearly adapted to film and TV, it should be written and checked by a native speaker. It should be short, clear and precise and the audience should understand clearly what is being explained and said. All produced material should convey the beneficial impact of particular DG INFSO policies, activities and projects on the everyday lives of EU citizens. The Contractor will contribute to DG INFSO media planning processes by ensuring a regular two-way information flow between the Commission and audiovisual media in Europe (in particular specialised TV science programme producers, broadcasters, specialist editors as well as ―generalist‖ 1 The "general public" should always be targeted in a clearly defined way, and not as "the" general public. Any communication product should aim at a clearly defined section of the general public, to have more impact. Examples are "Film Lovers", "Students", "Internet adepts", "ICT Students", "Mobile phone users"). Tender Specifications Framework Contract "Information and Communicating Services" Page 12 broadcasters). This will include the precise identification of all key players in this area, the systematic exploitation of existing and emerging opportunities for broadcasting science news and information in the Member States, and an ongoing assessment of the actual needs and expectations of television and radio professionals. The Contractor will be able to provide the expertise for ensuring the participation of the EC in important international co-production in documentaries in the field of DG INFSO policies. A particularly important aspect will be to ensure that programmes produced through this contract are actually distributed and broadcast. This should be achieved by obtaining, wherever possible, broadcasters‘ guarantees of their intention to broadcast, as well as by careful tracking and confirmation of actual take-up and diffusion. The same tracking and analysis is to be applied for any AV material published on the intranet, for which the EC will receive an analysis of the number of viewers and, when applicable, their origin and the time they spend watching the material. The principal tasks required of the Contractor will be: to provide advice and media planning tools to the Commission for a communication strategy in relation to audiovisual communication to all target audiences and, in particular, to the general public through the medium of radio and television in the Member States, candidate countries and the countries associated to the Commission‘s research programmes; to produce audiovisual material (television, radio, multimedia, etc) in the fields covered by this contract. The subject and nature of the audiovisual products will be defined in advance jointly with the Commission, and may evolve with technological and market developments; to disseminate and market audiovisual productions to audiovisual media and to selected audiences, to be defined in advance with the Commission; to monitor the effectiveness of this strategy and report on the size of the audiences effectively reached. In view of the development of video on demand and other dissemination channels on the web, the contractor should be able to provide and disseminate content on the internet. He should advise on the most prominent and viable platforms and on productions aiming at an internet audience. The contractor will develop special, audiovisual web strategies for an internet-based audience in the course of the running of the contract. He will meet the challenges of being innovative for new platforms which will develop in the next few years, such as mobile content and gaming. The tenderer will need to demonstrate in a convincing manner that he possesses: an in-depth knowledge of EU policies, particularly of information society policies and programmes; a strong track record of creative and imaginative interpretation of difficult subjects, such as research and other DG INFSO policies an excellent knowledge of the EU production and broadcasting market, as well as a full portfolio of active contacts in the field covered by this contract; a forward- looking approach to new developments on the broadcasting market, in particular in the field of AV productions on the web. Tender Specifications Framework Contract "Information and Communicating Services" Page 13 a strong base of collaborators for the new dissemination channels on the web, including a team of marketing specialists and creative teams to meet the new demands for an effective dissemination of AV product on video platforms, social networking sites and to keep track of the latest developments for AV dissemination. a true pan-European structure and stature, including multilingual and multinational management and production teams, a strong network of partners or subcontractors in different Member States and a proven track record of successful projects with broadcasters of different countries and language areas. The time required for an activity will depend on its scope in a given case. The price schedule (section 10.3.3) provides for staff categories and costs in terms of person/days (―staff costs‖). However, some aspects of the activities planned are presented in the form of ―typical actions‖ for which the tenderer is required to state a flat-rate price (―services‖). A. Audiovisual communication strategy & market analysis A.1 Advice on media planning and strategy for audiovisual communication The Contractor will be required to provide to the Commission advice on media planning and strategy in relation to audiovisual production and coverage of the policies, activities and projects managed by DG INFSO. The principal target audiences will be: the general public, with particular emphasis on younger audiences; policy decision makers in the field of research and innovation; communicators and Information ―multipliers‖ (journalists, press officers, science centres, specialised web platforms, etc); an audience interested in developments in information and communication technology an audience interested in European Cinema EU research project participants, and EU research organisations; EU researchers and scientists Other stakeholders. Any other audience with a clear interest and link to a particular DG INFSO policy. The principal channels of distribution to be utilised will be: television and radio networks in Europe (including pan-European, national and regional media, as well as specialised channels); Internet sites and platforms including Social Networking sites. distribution and marketing of ―off line‖ audiovisual and multimedia material, such as DVDs; specialised events, such as conferences and exhibitions, targeting stakeholders involved in scientific and media issues (professional audiovisual events, as well as scientific events). any other channels, including new distribution channels, which the Contractor may suggest as appropriate for reaching specified target audiences. Tender Specifications Framework Contract "Information and Communicating Services" Page 14 The Contractor will maintain close contacts with the Information and Communication Unit of DG INFSO and, in close coordination with this Unit, with other relevant services of the DG, in order to gather information on the activities, events, policies and research projects. This information will contribute to the identification of suitable subjects for audiovisual productions (e.g. success stories with high visual potential) for different target audiences. The contractor will take the initiative and contact the DG on its own initiative, should he see a good possibility for a video production suitable for a large audience. The contractor will also make the DG aware of any new developments in the distribution and dissemination of audiovisual content, of new trends and tendencies in the methods of AV production. With regard to EU-funded research projects, the Contractor will actively help identify possible subjects for audiovisual productions by: maintaining dialogue with relevant services in the DG, in close coordination with the Information and Communication Unit; scanning and assessing available sources of information on projects; contacting research projects or other stakeholders directly to evaluate their suitability, media-friendliness and broadcasting potential. Based on the information gathered, the Contractor will propose to the Commission subjects and key messages for audiovisual productions targeted at various audiences and suitable for different distribution channels (TV, radio, internet, DVDs, etc). The Commission will also suggest topics to the Contractor based on its own priorities and may request advice on key messages and channels to be utilised for various target audiences. The contractor will make sure, in close cooperation with the Commission, that the topics covered are suitable for a truly "audio-visual" approach, that they are presenting results that can be made visual in an appealing way. The contractor is also requested to encourage other means of communication, should a simple "video" not be sufficient or not the right media: Animation, flash animation for the web, etc. The final decision on the subject and nature of audiovisual productions will be taken by the Commission. A.2 Coverage by national, regional and pan-European broadcasters and development of a strategy for web dissemination A key objective for the Contractor will be to help raise the visibility of DG INFSO policies and activities among the general public, particularly younger audiences, and to communicate their positive impact on the everyday life of European citizens. One of the main routes to the average citizen will be mainstream national and pan-European television channels, as well as local and regional broadcasters. The internet has developed into another important channel that should be used, in particular in relation to younger or specialised audiences. The Contractor will therefore specifically seek to achieve broadcast coverage of these policies and activities on generalist and specialised television channels by: Tender Specifications Framework Contract "Information and Communicating Services" Page 15 providing own-produced audiovisual footage for broadcasting, such as VNRs, documentaries, etc; making available to broadcasters any other suitable audiovisual material produced by DG INFSO and by research projects; developing innovative co-production projects, in particular news magazines, documentaries, TV fictions, involving several television producers and broadcasters from different Member States; encouraging TV stations to strengthen their coverage of DG INFSO related policies and activities, in particular ICT research, and facilitate this process; closely liaising with programmes covering the main policy issues of the DG, producers, broadcasters, distributors and other professionals, including European and international associations of broadcasters, EBU and other international AV associations and groups (ENEX, association of regional TV stations, etc.) to assess their needs, as well as opportunities to collaborate. Closely following developments on new dissemination channels on the internet and make proposals on how to target audiences via the web. The Contractor will ensure optimum collaboration with broadcasters by building strong relationships with TV and radio channels (see A.2.1, A.2.2 and C.1 below) and by using these relationships to help develop the Commission‘s media planning and strategy in relation to these media. A.2.1 Survey of broadcaster policies, editorial and technical requirements. TV broadcasters place a high value on their editorial independence. They may be resistant to using unsolicited films supplied by external agencies, particularly if seen as promotional, or in any way compromising the broadcaster‘s independence. To succeed in securing distribution and actual broadcasting of the material produced, it is essential to understand the broadcasting cultures, policies and technical requirements of TV channels, which may vary from company to company and from country to country. To this end, the Contractor may be called upon to survey a selection of national television broadcasters from each EU Member State and each candidate country and associated state, as well as regional channels, pan-European broadcasters and satellite broadcasters with extensive audiences in Europe (international and/or European). The Contractor will collect data on: the extent to which externally-produced, non-commercial audiovisual productions are accepted for broadcast; criteria for selection and broadcasting of externally-produced AV material; programme slots likely to broadcast material in the fields covered by this contract; key decision makers for these programmes (commissioning editors, etc); policy towards co-production and co-financing with external non-commercial partners, particularly as regards copyright; policy towards outsourcing of programme production to external suppliers; technical requirements for delivery of AV material from external suppliers; interest in science and research subjects; Tender Specifications Framework Contract "Information and Communicating Services" Page 16 attitude to stories regarding the European Union and its policies. national and international web-platforms and networking sites for video distribution Additional monitoring tasks (e.g. analysing emerging programme trends and coproduction opportunities and advisory services may be required of the Contractor. A.2.2 Media planning targeting TV and radio broadcasters To develop and inform media strategy and planning relating to television broadcasters, the Contractor will develop a two-way information flow with audiovisual media which will: a) identify upcoming themes, events, discussions and debates in all EU countries to act as news ―hooks‖ which will inform the strategic choice of the nature and subject of audiovisual material to be produced for general distribution to broadcasters; b) alert the European audiovisual media and journalists about forthcoming activities and events of the EU in the fields covered by this contract, which could serve to stimulate broadcasters‘ interest in covering such issues. To ensure optimum information and dissemination to audiovisual media, the Contractor should develop standard marketing tools such as regularly updated mailing lists of: science journalists and journalists specialising in Information and Communication Technology, including radio and television journalists and science magazine editors; independent science TV producers; science commissioning editors; science TV and film festivals. Specialist journalists dealing with developments in the Telecommunication Sector and the Internet Journalists dealing with topics of the audiovisual industry and the film sector. Cinemas and film festivals for the promotion of the MEDIA Programme. Developments and trends on the internet, in order to target specialised sites dealing with DG INFSO issues and in order to ensure an effective and broad dissemination to an internet audience. Given the high degree of mobility in the profession, these mailing lists will need to be regularly updated. The lists thus set up and updated will be the property of the European Commission. Tender Specifications Framework Contract "Information and Communicating Services" Page 17 B. Production of Audiovisual Material In accordance with media planning and strategy decisions taken by the Commission, the Contractor may be called upon to produce audiovisual material on various subjects and for different target audiences, as agreed with the Commission. The objective of having audiovisual material broadcast by mainstream television networks should underpin most production projects. Audiovisual material should therefore be produced to the highest production standards, conceptually, editorially and technically. The target audiences for each product will need to be determined in advance and an appropriate communication strategy defined, also in advance, by the Contractor in consultation with the Commission. Each audiovisual production will be the subject of a validation process with the Commission and the DG INFSO Communication Unit before the green light is given to the Contractor to start production. Production of audiovisual material may involve travel and shooting on location. The Contractor will be responsible for the travel arrangements required under this contract. Travel and subsistence costs will be paid as detailed in Part 2 point 10.3.2. Some of the services listed in the price schedule (section 10.3.3) already include travel costs and do not allow for an additional reimbursement. B.1 Production of video news releases (“News” and VNRs) and B-roll material The Contractor may be called upon to produce TV news reports (―News‖) and video news releases (―VNRs‖) designed for distribution to audiovisual news media on the projects, programmes and policies of the Union in the areas covered by this tender specifications, in the following formats: a) raw footage, for editing by audiovisual media (no language, no voiceover), to be accompanied by shotlists, scripts and background information in English; b) edited news reports: these are to be ―finished products‖ with voiceover, interviews, etc, accompanied by shotlists, scripts, background information. These news reports may be required in a number of languages, to be defined in advance with the Commission, depending on the subject matter. The Commission will inform the Contractor of the subject matter of the required VNRs, based on their own priorities, on the advice of the Contractor and on the media planning mechanism described under A1. The Contractor will be responsible for ensuring the widest possible distribution of these VNRs, through a number of channels. This should include marketing and distribution to individual TV channels, as well as general distribution by satellite through the EbS systems, as well as through commercial networks (e.g. APTV network) and via relevant platforms on the internet The Contractor will be responsible for providing a precise tally of the stations which have effectively picked up and broadcast the material, as well as a full summary of the actual use of the material (time of broadcasting, nature of use, etc) (see D.2). Tender Specifications Framework Contract "Information and Communicating Services" Page 18 B.2 Production of documentaries The Contractor may be called upon to produce audiovisual documentaries, or series of documentaries, on the projects, programmes and policies of the EU in the areas covered by this contract. The prime objective of these documentaries, which will use standard TV formats, is to be effectively broadcast on television across Europe. Ancillary uses should include inter alia: distribution to the press, at conferences or events organised by the Commission, or for information and training activities. In addition to highest production standards and broad public appeal, which are necessary to ensure broadcasting, these programmes should be able to be ―re-versionised‖ into DVDs and other channels of electronic distribution. The purpose and subject of each documentary will be determined in consultation with the Commission, based on the media planning mechanisms defined under A.1 and A.2. The Contractor will be required to: a) develop original concepts, ideas, scripts and storylines for audiovisual productions to effectively describe ongoing research policies and scientific breakthroughs to a nonspecialist audience in the areas covered by this contract; b) use all audiovisual means and techniques necessary to convey difficult abstract concepts and processes in the areas covered by this contract to a general or nonspecialised audience, including, if appropriate, animated graphics or fiction and dramatisation; c) secure the support of high level partners or subcontractors reflecting the diversity of the European audiovisual industry. In order to develop programmes of European interest, designed to reflect the trans-border nature of research and appeal to a wide variety of European audiences, the Contractors will be required to use advisers, writers, directors, producers and broadcasting partners from different Member States and language areas, and build partnerships with a wide variety of media organisations. Scripts, scenarios, general approach and key messages will be fully discussed with the Commission at each stage of the production process. In the specific case of coproductions, the Contractor will take special care that the Commission‘s editorial rights, as well as its copyrights (e.g. for further distribution), will be preserved, and that the visibility of the Commission is guaranteed, particularly in the credits (see B). The language, or languages, of the documentaries will be agreed in advance with the Commission. The Contractor will produce or subcontract the production of animated graphics for incorporation into audiovisual productions. The need for animated graphics will be determined by target audience, subject matter, and type of production. B.3 Co-productions with European television networks In order to ensure optimum coverage of DG RTD policies and research activities, the Contractor may be called upon to approach producers and television channels across Europe with the objective of co-producing and broadcasting programmes on European research. This activity should be based on the information obtained in the survey defined under A.2.1 and on a continuous assessment of partnership opportunities. In all cases, preference should be given to projects involving several producers and broadcasters from different Member States and language areas. Tender Specifications Framework Contract "Information and Communicating Services" Page 19 Contractual negotiations will be conducted by the Contractor, while keeping the Commission (responsible service and Information and Communication Unit) fully informed. All contractual relationships arising from such agreements will be between the Contractor and the broadcaster. The Contractor may neither represent the Commission nor behave in any way that would give such an impression. The Contractor shall inform third parties that he does not belong to the European public service, but that he is providing services on behalf of the European Community. The nature and subject of such co-productions will be agreed in advance with the Commission. Financial arrangements (such as the percentage of the Commission participation in the co-production) as well as editorial and copyright questions will similarly be the subject of a preliminary agreement from the Commission. In no case can such an agreement provide for the transfer of Commission funds to third parties. In all cases, the Contractor will have to secure guarantees of effective distribution and broadcasting, to preserve the copyright of the Commission, and to ensure the full visibility of the Commission as co-producer, particularly in credits and all promotional material. B.4 Audiovisual coverage of events (“media support”) The Contractor may be called upon to provide audiovisual coverage of EU research events, such as media briefings, major conferences and exhibitions, EU research project results, etc. This will include inter alia: filming of press briefings (including shooting of interviews, research installations, etc); filming of conferences, exhibitions and special events; preparation of audiovisual dossiers (DVDs and broadcast quality cassettes) with copies of available footage, to be distributed to the audiovisual media; preparation and distribution of ―News‖ and ―VNRs‖, including the use of satellite distribution networks; preparation and distribution of television documentaries, and other programmes; auditing of effective use and broadcasting of such material, and detailed report (see D.2); provision of videoconferencing facilities, including via satellite, where necessary; invitations of audiovisual journalists, on-site support and follow-up (see also C). Preparation of targeted films for the purpose of engaging the conference audience at different levels, for instance the production of a highly elaborate conference opener video. The Commission will inform the Contractor before each event of the exact number, length and subject of VNRs or documentaries to be produced, of the subjects to be filmed, and of the videoconferencing facilities required. The process of selection and invitation of audiovisual journalists and professionals will be carried out in close cooperation with the Commission. The Contractor may be called upon to collaborate with the Commission‘s web contractors in order to provide audiovisual material for streaming sites as well as to permit live streaming online. Tender Specifications Framework Contract "Information and Communicating Services" Page 20 B.5 Audiovisual viral marketing campaigns and advertising campaigns on the web and on TV The contractor will be asked for designing specific campaigns on subjects pre-defined by the DG. AV spots for viral marketing campaigns should be viral in the sense that they incite the audience to spread the spot on the web, via Email and/or social networking sites. The contractor will Provide a clear storyboard and dissemination plan with an analysis of how to best reach the target audience Adapt the style of the video to the end of making it viral, interesting and appealing to the audience Provide the expertise on how to adapt viral videos to a web audience using the latest available know-how and technology and, if asked, create special widgets, making it adaptable/changeable/personalise it on a hosting site. Host the video in a well-defined context or on a video platform Seed the video For TV campaigns, enter in negotiations with major broadcasters about airing time B.6. Production of promotional and explanatory video material with the help of 2D and 3D animation. The contractor will be able to provide 2D and 3D animation in order to Facilitate the explanation of complex, non-filmable issues to the target audience (e.g. data packages streaming through optic fibres…) Facilitate the presentation/style of a particular video, whenever requested. The contractor will suggest animation style whenever he thinks it to be the most adapted manner to present a complex subject to a broader audience. B.7 Support to scientific film production and distribution The Contractor will be actively involved in the marketing to broadcasters and other organisations of the portfolio of DG INFSO productions and co-productions. The Contractor will maintain and update on a regular basis a full catalogue (hard copy and e-version) of all the VNRs, documentaries, and co-produced programmes supported by DG INFSO. This may include in particular localising additional material from audiovisual or scientific organisations; Tender Specifications Framework Contract "Information and Communicating Services" Page 21 digitising and indexing such material and storing it- for instance on the AthenaWeb server or other servers. maintaining and updating the technical facilities; editing, indexing, and translating audiovisual and related material (including scripts and shotlists); editing related supporting material (news, thematic dossiers, forum, etc); marketing any such services to target audiences, including publication of newsletters and promotional material, and securing new professional users from both the audiovisual and scientific communities; securing new strategic partners and preparing for future developments (including synergies with other initiatives, future legal status; business plan). B.8 Re-editing The Contractor will supply to the Commission on request, in addition to the original edited production and raw footage, any re-edits which may be necessary to re-use parts of one or more productions for additional communications activities. In addition, the Commission may require the Contractor to re-edit audiovisual material not produced by the Contractor (for example, videos supplied by research projects). The Commission will inform the Contractor of the nature and purpose of any re-edits required. B.9 Support for any other audiovisual production Delivery formats In addition to the delivery of audiovisual productions to target audiences through the distribution activities described in section C below, the Contractor will make available to the Commission masters of the edited material, cut raw footage and full rushes of the audiovisual products described under B.1-B.9 above. The master tape will always contain the ready-to-broadcast version, a clean feed version, a version in International Sound and any source material as well as any composed music on different tracks, so that the Commission can use and re-use all different versions. Streaming versions and animation will be delivered together with any source files, which the EC will be able to use for any further productions. Formats and numbers of copies required will be determined by the Commission during the term of the contracts. VNRs will be distributed directly to audiovisual press using channels described under C. The Contractor may be required to upload audiovisual productions to one of the websites managed by the Commission or its web contractors In addition, the Contractor will deliver all edited productions in formats adapted for web distribution, including high definition and low definition streaming formats, suitable for viewing with widely available end-user tools such as Real Media or Windows Media Player (for example: MPEG 4). Tender Specifications Framework Contract "Information and Communicating Services" Page 22 For uploading and streaming, the material will have to be in line with the DG INFSO streaming specifications (Annex VI) unless other formats are required. The DG INFSO streaming specifications may be updated during the course of the contract. All deliveries belong to the European Commission. Upon the end of this contract, the contractor will be asked to hand over all tapes and all delivery sources, including electronic files and all material in association with the deliveries (for instance music) to the European Commission. All sources files produced by the contractor are the property of the European Commission and can be used and altered by the EC. Copyright The Commission will own the full copyright of all productions undertaken under this framework contract and is the owner of all files associated with any such production, including source files. The Contractor must take note of the extent of rights pertaining to audiovisual documents produced for the Commission. The Contractor will ensure compliance with all legal copyright requirements for distributing non-exclusive or exclusive (in the case of co-productions) rights to broadcast any material produced under this contract. In the specific case of co-productions with other audiovisual partners (see B.3), the Contractor will have to secure guarantees to preserve the copyrights and editorial rights of the Commission, and to ensure the full visibility of the Commission as co-producer. The Contractor will also be responsible for depositing documentaries in the Commission‘s audiovisual library for archiving. It should be noted that such archiving is generally required when a document of this kind is produced. In order to ensure the distribution via the audiovisual services of the European Commission, the contractor has the responsibility to make sure that he fulfils all the requirements of the EC Audiovisual Service and the EC Mediatheque in terms of copyright and copyright forms. For any audiovisual production, all relevant copyright forms will be filled out by the contractor and delivered together with the deliveries. This includes in particular copyright release forms for persons and children that are visible on the filmed material. Any library items and any material produced under this contract and kept by the contractor should, by the end of the contract be delivered either to the EC or the next Framework Contractor with a delay of four weeks, complete with a catalogue and shotlists. C. Marketing and dissemination of audiovisual productions Material to be distributed and marketed The Contractor will actively engage in marketing activities needed to ensure optimum distribution of audiovisual productions to target audiences. The prime objective should Tender Specifications Framework Contract "Information and Communicating Services" Page 23 be the actual broadcasting of material by television channels. Material to be marketed may be produced by: a) the Contractor under this contract; b) other actors involved in the activities covered by this contract (for example, by research projects). The Contractor will actively engage in finding suitable material produced by EU-funded projects, advise on the quality of this material, acquire the copyright and develop distribution strategies. The Contractor will be responsible for advising the Commission as to the suitability for broadcasting of such third-party material. C.1 Marketing of audiovisual productions to audiovisual media The Contractor will be responsible for building strong relationships with audiovisual media throughout Europe with the aim of developing the media planning activities described in A.2 and to promote distribution of AV material as described above, often also in connection with the organisation of events. The Contractor should supply all essential information on the audiovisual material offered to audiovisual journalists, producers and editors, including: details/description of the audiovisual production in question; background information on the topic covered; shotlists, scripts and any other technical information which should accompany the audiovisual production. The Contractor should base his marketing activities on standard marketing tools such as regularly updated mailing lists (see A.2) of: science journalists in the fields covered by this contract, including radio and television journalists and science magazine editors; science TV independent producers; science commissioning editors; science TV and film festivals. Specialised ICT journalists and programmes Journalists covering film and cinema The Contractor should also make maximum use for distribution purposes of: Eurovision and other collaborative exchange systems (i.e. CIRCOM, EBU, ENEX, …); distribution systems and mechanisms established by DG COMM; commercial providers such as APTV, Reuters, etc. new evolving web platforms for content distribution. (Hulu, Joost, YouTube, Dailymotion, etc.) Any established list with contacts will, at the end of this contract, be handed either to the European Commission or to the next contractor. The EC can ask the contractor for any information on lists and contacts at all times during the course of this contract. Tender Specifications Framework Contract "Information and Communicating Services" Page 24 C.2 Online distribution The contractor will be required to come up for an Online distribution strategy whenever this is requested. The Contractor may be required to collaborate and negotiate with the big players in the internet (social networking sites, video distribution sites) and may be asked to cooperate with the Commission‘s web contractors to facilitate online distribution of audiovisual material. Distribution of audiovisual productions online will serve the following functions: to enhance the communications potential of the websites; to serve as a reference point for journalists in respect of audiovisual materials available to them. To engage a young audience which might prefer the web to the traditional audiovisual media To explore the potential of audiovisual communication on the web To conduct a viral marketing campaign Similar collaboration is expected with the operators of the special AV distribution platforms such as, for instance, the AthenaWeb project , whose objective is to facilitate the localisation, indexing, on-line screening, and excitation of a whole range of television and radio material in Europe. The Contractor will also provide to the web contractors, to accompany all audiovisual productions delivered, the same informative data on each production listed under C.1, together with all necessary information and contact details for obtaining broadcast quality reproductions of each audiovisual production. C.3 Reproductions and edits In addition to the copies of audiovisual productions delivered to the Commission, the Contractors will also supply reproductions of audiovisual products on request to: audiovisual professionals validated by the Commission; third parties validated by the Commission to receive reproductions. The Commission will be responsible for validating the credentials of journalists and authorising requests for reproductions. The format of the reproduction to be supplied will be determined by the client making the request from within a list of specified possibilities. D. Monitoring of take-up and broadcasting The Contractor will closely monitor and report to the Commission the take-up and actual usage of audiovisual productions produced and disseminated in the context of this contract. This will include: qualitative assessment (e.g. analysis of the comments and reactions from broadcasters to material produced by DG INFSO); quantitative monitoring of the actual take-up and broadcasting of such material. Tender Specifications Framework Contract "Information and Communicating Services" Page 25 D.1 Pre-transmission monitoring In this respect, the Contractor will provide the Commission with the following figures for each of the planned broadcast channels prior to transmission: list of countries or regions the channel is reaching (―universe‖); latest available daily market share in % during the last available semester for each of these countries or regions. D.1 Post-transmission monitoring After transmission the Contractor will automatically provide the Commission with a precise evaluation of the actual transmission of each audiovisual production. This evaluation will include: identification of channel; transmission slot; nature of use of material provided (partial or full use); type of programme in which it was transmitted; transmission date and time (prime time or not), duration; actual audience figures for that particular broadcast (ratings and market share). Tender Specifications Framework Contract "Information and Communicating Services" Page 26 3.4 LOT 4: Web Services INTRODUCTION AND OVERVIEW General points All web content produced by external contractors should respect the relevant information providers guides relating to the different publishing environments described below. All web developments created under this contract for any of the publishing platforms described below must be compatible with the relevant platform's existing technologies. Introduction to INFSO’s websites and servers DG INFSO runs several websites on three servers: EUROPA: the Information Society Website2, is published using a ‗hybrid‘ publishing system developed by DG INFSO‘s internal web support team, the IS Website consists of: ● A homepage, top level thematic pages and navigation system managed centrally by the Communications Unit of DG INFSO; ● a series of ‗subwebs‘ focusing on different INFSO policies and activities, published in a decentralised manner by various Units and Directorates of DG INFSO ● a ‗Portal Newsroom‘ database of ‗Newsroom Items‘ (news, events, publications and funding opportunities), which are published in relevant thematic pages and subwebs, and in the ‗Newsroom HomePage‘4. Newsroom items are also sent to subscribers by email and are available by RSS Sites and applications may be developed either for ● DG INFSO‘s web team, who will be directly responsible for their maintenance and exploitation on Europa. In this case, web projects are more likely to target a wider public than the traditional stakeholder groups. ● DG INFSO local unit publishers, who will be chiefly responsible for their maintenance and further exploitation. In general, the local publishers are more oriented towards stakeholder communication. In these cases, however, the INFSO web team must nonetheless be involved in general technical and editorial planning at certain stages in the project's development All developments must be compatible with the current publication system used to publish the Information Society Website, described in detail below. Static content The architecture of the Information Society Portal for static HTML content requires one folder to be created for each page, containing all linguistic versions of the page itself. For each language version, one ‗container‘ page (index_xx.htm, where xx is the language code) is composed of a number of FrontPage ‗include‘ pages. All these included pages are incorporated into the index_xx.htm page before publication towards the staging server and subsequent transfer into the live production server of Europa. 2 http://europa.eu.int/information_society/index_en.htm Tender Specifications Framework Contract "Information and Communicating Services" Page 27 The included pages vary from shared, centrally stored files with common elements (banner, global navigation, etc.) to dedicated files, stored in the folder of the container itself, containing elements that are specific to the page (the content, contextual links, language navigation, etc.). The editor‘s work is to write and update the content in the local files. The web team maintains the general site and page architecture, including the shared files used at sub site level. In addition, it generates part of the contextual links column from the newsroom database and, sometimes, the local menus. This architecture is designed to allow editors to fully concentrate on writing the content, which is automatically inserted into standard templates managed by the web team. As a result, the web site‘s templates can evolve with minimal impact on publisher‘s content. The contractor may be asked to connect to INFSO‘s publishing environment in order to design and develop websites. Technical access will be provided by the web team. INFSO Intranet: published using a system similar to that used for the EUROPA Information Society Website, described above, in that it is a decentralised publishing system based on FrontPage, with web applications developed in Coldfusion and Oracle. The Intranet features a number of additional tools for internal communication and management purposes. There are also some applications based on Microsoft database technologies. DG INFSO external line: DG INFSO has an external Internet line (4Mb). This means that INFSO can, under certain circumstances, explore technologies which are not supported by the ‗core‘ Europa infrastructure and technologies based in Luxembourg. DG INFSO currently has a number of streaming servers attached to this external line, as well as websites hosted outside the Europa infrastructure, for example: European Regulators Group: (http://Erg.eu.int ) and Radio Spectrum Policy Group (http://rspg.groups.eu.int/ ) Support for existing and new websites within DG INFSO The contractor will provide support for improving existing websites of DG INFSO and for developing and designing new sites as required. The sites concerned will be either external (hosted on Europa: http://ec.europa.eu ) or internal (INFSO intranet). DG Infso is currently responsible for the following internet sites on Europa: ● Information Society site (http://ec.europa.eu/information_society ) ● DG INFSO website (http://ec.europa.eu/infso/ ) ● Commissioner Viviane Reding's site: http://ec.europa.eu/commission_barroso/reding/ . Tasks will include: ● analysis, assessment and improvement of existing websites and subsites, both editorially and technically; ● development of new web content for specific audiences, including design of information architecture, creation of ergonomic user interfaces, production of editorial content ; ● graphic conception and design (or redesign) of new or existing sites; ● conception and creation of audiovisual and interactive web material. Audiences for DG INFSO websites include 1. DG INFSO staff (DG Intranet), 2. specialised stakeholder groups (ICT researchers, Media and Telecommunications industries, European and National decision makers) Tender Specifications Framework Contract "Information and Communicating Services" Page 28 3. 4. Multipliers in press and media; a broader public affected by DG INFSO policies (consumers, Internet users, mobile phone users, etc.). DG INFSO is aware that "own-produced" websites on Europa currently attract mainly stakeholder audiences and to an extent, the media (audiences 2 & 3). In future, DG INFSO aims to extend its reach to the broader audiences mentioned under audience 4. This goal presents a challenge to the contractor to identify suitable approaches adapted to the new audiences and to develop well-targeted, attractive and innovative content for non-traditional Europa users. Online promotion of DG INFSO content and messages to wider web audiences In addition to improving or producing own website content for DG INFSO, the contractor will be required to develop a general web marketing strategy. This will include promotion of specific INFSO sites but also the development of strategies promoting a DG INFSO presence on the wider Internet, beyond Europa. Reflecting the current trends towards greater interactivity and participation by internet users in the development of online content and discourse, the contractor will be required to develop online communications strategies to increase DG INFSO's interaction with and contribution to popular external websites and platforms. The contractor will advise on and support DG INFSO's communication actions in areas such as, for example, blogging and social networking. General points The contractor will be expected to keep pace with technological developments in the sector during the validity of this contract. As a general rule, the contractors will have to comply with the European Commission's information technology policy, as well as all rules set out for the EUROPA server upon which INFSO external sites are published. (See Europa Information Provider's Guide: http://ec.europa.eu/ipg) The services of the contractor may be required in any of the web publishing environments described in Section 4.3. Where tasks relate only to a particular publishing environment, this is stated in the description of tasks. Web content produced by the contractor is expected to be of the highest editorial quality, reflecting widely accepted best practices for writing for the web. High quality is also expected in therms of html code, semantics, separation of content from presentation, accessibility, standards compliance, cross-browser compatibility and maintainability, and should adhere to high standards of user interface and application design. The architecture of web pages should completely isolate the content and separate it from presentation. Full documentation must be provided to the Commission, on a regular and agreed schedule, on all products developed under this contract, as well as at the end of the contract. The contractor should transfer intellectual property rights to the Commission of whatever material (scripts, texts, graphics, programs, source files etc.) is produced under the contract to allow its subsequent service providers to continue developing and using the tools developed by the contractor. Any specific limitation to this (e.g., copyright issues) should be clearly stated in the tender. Tender Specifications Framework Contract "Information and Communicating Services" Page 29 Structure of this Lot The sections below deal with specific tasks with which the contractor may be charged and are presented under the following headings: 3.4.1 Website creation, launch, relaunch, publishing & migration 3.4.2. Online promotion, online interaction and monitoring of impact 3.4.1 WEBSITE CREATION, LAUNCH, RELAUNCH, PUBLISHING & MIGRATION 184.108.40.206 Editorial support for website revision and improvement or for new site development Tasks include: ● Production of website audits for existing sites, based on quantitative and qualitative metrics (for example, site traffic analysis, goal conversion measurement). Recommendations based on audits may include improving, closing or consolidating existing sites or replacing with new sites; ● Development or revision of information architecture for new or radically revised websites, following analysis of content and target audiences. This should be taken to include proposals for accurate and non-ambiguous labelling, headings, menu terms, etc. ● Editorial reworking of existing content, to improve findability of information by, for example, optimising texts for search engine retrieval (SEO), by adding metadata, etc. ● Comprehensive editorial quality checks and correction where necessary of new or existing websites to produce writing style appropriate to the web as a communications medium and to ensure editorial consistency; ● Comprehensive technical quality checks and correction where necessary of new or existing websites to ensure high technical quality, including, for example, correct html coding, WAI compliancy, and general conformity with Commission web publishing standards as provided for in the Europa Information Provider's Guide (http://ec.europa.eu/ipg); ● Checking and correcting hyperlinks to ensure link consistency, including that hyperlinks in specific language versions always point to the corresponding language version of the linked page, where it exists; ● Writing new web textual content in a style appropriate to the web as a communications medium, and adapted for agreed audiences, following consultation on the site‘s overall purpose, target audience, structure, etc. This task could apply to creating new INFSO web sites or pages or to generating content for interactive web platforms outside Europa; ● Writing "news" items or features for online news services, which may include background research, interviews, and production of output as high quality online journalism. This task could apply to contributing to INFSO sites or to news services beyond Europa; Tender Specifications Framework Contract "Information and Communicating Services" Page 30 ● Conception and elaboration of Interactive web content for various audiences, such as: o Online games, quizzes o Social networking sites (The production of games and quizzes is covered under point 220.127.116.11). ● Conception and elaboration of web animations (in Flash, or other similar technology which may obtain high web penetration during the validity of this contract). This will include the development of concept, storyboard and scripts. (The production of the animations is covered under point 18.104.22.168). Subjects for interactive content and animations may include material for stakeholder audiences, such as animations to illustrate difficult technical or abstract concepts. Alternatively, interactive material aimed at non-traditional audiences, such as young people, may be primarily intended to arouse interest in DG INFSO's activities through an innovative or fun approach. The contractor may be asked to propose suitable subjects for animations or interactive content for particular target audiences as part of developing a website or a an element of an online promotional campaign. Alternatively, DG INFSO may itself request the contractor to produce animations for specific target audiences or for specific purposes. Note: major editorial projects for DG INFSO may be carried out under Lot 2 of this framework contract (Editorial Support Services). In such cases, the contractor for lot 4 may be required to collaborate with the contractor for Lot 2 in adapting editorial content for the web. Note: all material produced editorially under this contract will become the copyright of the European Commission, and will be freely available for download and re-use by third parties, as stated in Europa's general copyright statement: (http://ec.europa.eu/geninfo/legal_notices_en.htm). 22.214.171.124 Graphic design/redesign for specific sites or subsites DG INFSO sites are usually produced in-house, using pre-defined graphic templates. A similar look and feel will be used for certain families of INFSO sites, but, depending on audiences and the nature of the site in question, individual customised designs will sometimes be required. The contractor will therefore develop visual identities for entire websites, or for families of websites, and create templates based on the visual identity for use by in-house INFSO publishers. (For more information on INFSO website architecture, see section 3.4.3). Tasks will include: ● Consulting on the site‘s overall purpose, target audience, structure, editorial policy, etc. ● Making suggestions for appropriate illustrations and graphic enhancement for new or existing websites; ● Defining and developing ergonomic user interfaces and navigation methods for websites (such as sitemaps, indexes, in-page navigation, etc) and information systems, for new or existing websites; Tender Specifications Framework Contract "Information and Communicating Services" Page 31 ● Development of graphic concepts for a visual identity for new (or revamped) websites, including creation and incorporation of necessary graphic elements to support the design concept. For some major communications actions, the visual identity may be developed by other contractors, and the Lot 4 contractor will adapt it for use on related websites; ● Transforming visual identity of a website into page mock-up for approval of the Commission, and development of approved page mock-ups into graphic templates for each type of page. ● Designing individual high-value pages, such as the Home Page. ● Creation of static web illustrations, banners and buttons, either as part of new site development or to embellish existing sites; ● Producing templates for e-newsletters or producing completed e-newsletters, including provision of graphics and generation of texts, in consultation with DG INFSO units. E-newsletters should be tested for correct coding and display in leading e-mail systems, such as Hotmail, Gmail, Yahoo, etc.. DG INFSO maintains in-house facilities for automatic distribution (including subscribe/unsubscribe facilities) of e-newsletters so the contractor will not be required to provide such facilities. Note: Major design project for DG INFSO, such as the development of a visual identity for a campaign or for an Event, may be carried out under Lot 2 of this framework contract (Editorial Support Services). In such cases, the contractor for Lot 4 may be required to collaborate with the contractor for Lot 2 in adapting agreed branding elements developed under Lot 2 for websites created under Lot 4. 126.96.36.199 Usability testing of websites and web applications ● The contractor will conduct usability tests of websites or web applications and will use test results to propose improvements to the user interface through an iterative process of testing and redesign. The contractor will select test subjects, observe and record user interaction with the site(s) or application(s) in question and propose redesign as a result of analysing user difficulties. Repeat testing will continue until site or application design reaches a convincing level of usability. 188.8.131.52 Web animation and interactive content ● Conception and creation of animated illustrations, buttons and banners; either as part of new site development or to embellish existing sites; ● Creation of interactive web content, such as online quizzes, games, etc, either as part of new site development or to embellish existing sites. Quizzes and games are intended to provide fun and interest for various non-typical audiences, including children of different ages. (See also, conception/editorial aspects, 184.108.40.206); Tender Specifications Framework Contract "Information and Communicating Services" Page 32 ● Creation of online animations, either as part of new site development or to embellish existing sites. Animations may be of varying length, intended either to illustrate difficult technical ideas, or to provide fun and interest for various non-typical audiences, including children of different ages. (See also, conception/editorial aspects, 220.127.116.11); Note: When creating online animations, quizzes, games, etc., collaboration with the contractors of Lot 2 (Editorial Research Services) may be required. All material supplied to the Commission will be owned by the Commission and will therefore be available for re-use by third parties, as provided for in the general Europa copyright notice (http://ec.europa.eu/geninfo/legal_notices_en.htm). If this is impossible for any reason, the Commission must be informed and the copyright owner must be indicated in image captions or other suitable locations. All material must at least have copyright clearance for indefinite use on the Europa website. 18.104.22.168 Multimedia adaptation for online distribution ● Encoding audiovisual material for online distribution; ● Audiovisual content editing and meta-tagging. 22.214.171.124 Web streaming and hosting facilities for audiovisual material Note: actual audiovisual production will be carried out under Lot 3 of this framework contract. Occasionally, the contractor for Lot 4 may be required to collaborate with the contractor for Lot 3 in streaming or adapting for the web material which has been produced under Lot 3. 126.96.36.199 Live streaming from events ● Managing live web streaming from events such as conferences. 188.8.131.52 Interactive live events (Webinars) ● Management of virtual events (e.g., webinars) combining broadcasts of presentations with interactive services such as live chat. 184.108.40.206 Publishing tasks ● Providing technical support to INFSO web publishers for the development of new websites. This would involve liaising with the INFSO web publishers, providing helpdesk functions for routine publishing tasks, checking and correcting code, ensuring optimal display of content on different browsers, etc.; ● Publication of selected content in mobile/PDA format. The contractor will be required to advise on suitable distribution channels for specific material and on suitable content for mobile distribution. The contractor may be required either to Tender Specifications Framework Contract "Information and Communicating Services" Page 33 reformat content as required or to advise on content production for mobile distribution and to provide technical advice on mobile publication processes. ● Managing news services, for example, collections of articles on results of research projects and emerging technologies. This should include news archives with search facilities and display of latest news items; ● Installation/customisation of existing interactive tools enabling multidirectional communication; ● Creation of online database systems for the INFSO Intranet, for example, to manage communications products lists and allow internal ordering, through a "shopping cart" function; ● Revamp of the DG INFSO Intranet page structure, currently based on frames, which should be restructured as flat pages; ● Hosting websites. DG INFSO normally hosts its external websites on Europa. However, on occasions, the contractor may be required to host a site on behalf of DG INFSO. Normally this will be relatively small-scale, ad-hoc projects. 220.127.116.11 Technical Writing and Editing ● Drafting technical documents dealing with information systems or applications in a number of languages; ● Drafting user manuals and training materials for the information systems or applications; ● Writing/Editing other short texts as required for online instructions. 3.4.2 ONLINE PROMOTION, ONLINE INTERACTION and MONITORING OF IMPACT DG INFSO seeks to engage in online discourse on matters relating to DG INFSO's field of activities with wider web audiences. Accordingly, we require the contractor to help develop strategies to increase our interaction with internet users wherever they are. This will involve running web-based marketing campaigns which either attract visitors to existing or specially-created DG INFSO sites, or which require proactive engagement with popular external internet sites and platforms. The contractor will therefore be required to develop strategies promoting a wider DG INFSO presence on the Internet beyond its own sites on Europa. He should advise on the most prominent and viable platforms and on appropriate types of internet content for specific audiences. He will meet the challenges of being innovative and alert to the appearance of new platforms which may develop during the lifetime of this contract. 18.104.22.168 Audiences and surveys As part of any online communications campaign, the contractor will discuss with DG INFSO the nature of the audiences to be targeted and the chief messages to be conveyed. The contractor will be expected to be proactive in this area, suggesting appropriate Tender Specifications Framework Contract "Information and Communicating Services" Page 34 audiences for particular INFSO themes and activities or proposing suitable messages for the intended audiences. To support this function, the contractor will be expected to analyse the target public and their typical web activity, using such methods as: ● Production of statistical reports based on Google Analytics and/or the Commission's internal statistical tools (currently SAS) ● Creation of reports on web user activity (e.g., user path analysis) ● Audience analysis and surveys (web behaviour, relevant attitudes to subject of the campaign, etc.) 22.214.171.124 Online promotion of INFSO content and messages ● The contractor will conduct online campaigns to promote DG INFSO's communications messages, using, for example, search engine advertising, reciprocal linking, promotion of viral marketing clips, etc. ● The contractor may be required to contact e-mail lists (which will be compiled by DG INFSO). DG INFSO also maintains in-house facilities for automatic distribution (including subscribe/unsubscribe facilities) of e-newsletters. 126.96.36.199 Online interaction with wider web audiences This activity concerns editorial and promotional activities to promote DG INFSO's messages across the wider web, beyond its own Europa space. Activities will involve creating an online presence for DG INFSO and participation in online discourse, in collaboration with the INFSO communication unit as well as INFSO operational units, in web platforms such as: ● news services and sites ● blogs ● social networking groups The contractor will be required to ● advise DG INFSO on strategies, methods and web products intended to inform, debate, influence opinion and collect feedback from the wider web community in INFSO's sphere of activities; ● produce suitable written, graphic, animated or interactive content for existing external sites, such as news services, wikis, blogs and social networking sites, depending on the audiences targeted and the goals of the campaign; ● to create, monitor and moderate blogs for specific INFSO topics. 188.8.131.52 Monitoring web impact The contractor will be required to analyse the impact of specific websites or online campaigns, highlighting successes and weaknesses, and making concrete proposals for improvements. The contractor should use whatever quantitative and qualitative data is necessary, such as: Tender Specifications Framework Contract "Information and Communicating Services" Page 35 ● Web traffic statistics, e.g., from Google Analytics or from the Commission's own web statistical package; ● Google rankings ● links to INFSO sites from external sites; ● online citations of INFSO material, e.g., in blogs, online news, networking sites, etc. Tender Specifications Framework Contract "Information and Communicating Services" Page 36 4 NATURE OF THE CONTRACT This contract is based on the system of multiple Framework Contractors in competition. For each lot, one Framework Contract will be concluded with each contractor, up to a maximum of 5 contractors per lot, setting out the general contractual terms (legal, financial, technical, administrative, etc.) that apply during their period of validity and govern commercial relations between the Commission and the contractors. The model Framework Contract applicable is provided in Annex I to these Tender Specifications. Tenderers must declare their acceptance of it (including its annexes) and must take it into account in drawing up their tender. Attention is drawn to the fact that the Framework Contract does not constitute placement of an order but is merely designed to set the legal, financial, technical and administrative terms governing relations between the contracting parties during the contract term. Orders can only be placed using the specific contract model contained in Annex III to the Framework Contract in Annex I to these Tender Specifications. Signature of the Framework Contract does not commit the Commission to placing orders and does not give the contractor any exclusive rights to the services covered by the Framework Contracts. In any case, the Commission reserves the right, at any time during the Framework Contract, to cease placing orders without the contractor thereby having the right to any compensation. Administrative arrangements for the management of the contract at Commission level DG Information Society and Media's Information and Communication Unit (INFSO-S3) will be the overall manager for each of the Framework Contracts defined in this Tender Specifications. It will be in charge of providing assistance to individual INFSO services, will be the only contact point as regards the overall Framework Contract, will draft and handle the work plan for each of the Framework Contracts and will decide on the renewal of the contract. Moreover, in compliance with section 8.2 of these Tender Specifications and article II.13 of the Framework Contract, the Information and Communication Unit will have the final decision as regards subcontracting of services within any specific contract. Procedure for specific contracts When DG INFSO wishes to procure services under the Framework Contract, it will send all the contractors for the Lot concerned a request for services by mail or e-mail. The request will set out the terms of reference for the task, including the estimated or maximum price including all expenses and the performance deadlines in keeping with the contract terms. Within 5 working days, the contractors shall express in writing, by mail or e-mail, their availability to carry out the services required. Within 15 working days after the date of sending the request for services, the contractors will provide the Commission with a written offer for the tasks required, including an outline of the methodologies proposed, a work programme and a price for the service, based on the unit prices included in the contractor's tender submitted in accordance with Part 2 section 10.3.2. Tender Specifications Framework Contract "Information and Communicating Services" Page 37 DG INFSO will examine the offers received. The specific contract will be awarded to the economically most advantageous offer, on the basis of the award criteria established in Annex II of these Tender Specifications. 5 DURATION AND PLACE OF PERFORMANCE OF THE FRAMEWORK CONTRACTS The duration of each Framework Contract will be one year from the date of signature. The Contract shall be renewed automatically up to 3 times under the same conditions, unless written notification to the contrary is sent by one of the contracting parties and received by the other, in accordance with the provisions set out in the model Framework Contract in Annex I of these Tender Specifications. As a general rule, the services that may be placed with contractors under this procedure will, by their nature, be rendered on the contractor's premises and, occasionally, on the Commission's premises in Brussels (Belgium) and Luxembourg (Luxembourg). 6 PROVISIONS CONCERNING ARRANGEMENTS FOR PAYMENT, CONTRACT PERFORMANCE, CONFLICT OF INTERESTS AND CONFIDENTIALITY When preparing their tender, the tenderers should pay attention to the provisions of the Framework Contract in Annex I, particularly those on prices (Article I.3), payments (Article I.5), conflict of interests (Article II.3) and confidentiality (Article II.9). In particular, the contractor must perform this contract to the highest professional standards and will comply with the quality plan defined in accordance with section 6.1 below. If the contractor fails to do so, the Commission may terminate the contract, in accordance with Article II.15.1 of the Framework Contract. The contractor will have sole responsibility for complying with all legal obligations incumbent on him, notably those arising from employment law, tax law and social legislation. The Contractor may neither represent the Commission nor behave in any way that would give such an impression. The Contractor must inform third parties that he does not belong to the European public service, but is performing a service to the benefit of the European Community. The Contractor will be solely responsible for the staff carrying out the work, who may not be placed in a position of dependency in relation to the Commission. 6.1 Quality plan The tenderers for each lot of the Framework Contract must define in their tender a quality plan that they propose to adopt for the purposes of providing the services covered by the lot(s) for which they are submitting a tender. In their proposed quality plan, tenderers must specify how they intend to control and ensure high quality and effective monitoring of the services they may be required to supply to the Commission in execution of the contract. Tender Specifications Framework Contract "Information and Communicating Services" Page 38 The proposed quality plan must specify, among other things: the procedures the tenderer intends to implement and the indicators to be used to ensure the quality and monitoring of the services rendered; personnel policy, management and training, including the mechanisms for notification to the Commission, and timely and full replacement of any reduction in capacity, in order to ensure the committed level of expertise and resources throughout the whole duration of the contract; in the case of consortia, the structure set up for coordinating the tasks between the different members of the consortium, including working criteria for the distribution of assignments between the members of the consortium and the composition of ad hoc teams; the procedures the tenderer intends to use for quality control, assurance of client satisfaction and complaint management; the procedure for updating and adapting the quality plan, taking into account that any such updating and adaptation must have the Commission's prior approval. - - 6.2 Quality assessments When relevant and in accordance with the Commission's evaluation standards, the output of each specific contract (evaluation reports, assistance tasks, methodological support, etc.) might be subject to a written quality assessment according to a grid elaborated by the Commission. Tender Specifications Framework Contract "Information and Communicating Services" Page 39 PART 2: ADMINISTRATIVE DETAILS 7 ELIGIBILITY REQUIREMENTS All requirements related to the submission of a tender, as below listed, are detailed in the invitation to tender (see sections 2, 4 and 8 of the invitation to tender): 8 Address and deadline for submission of the tender Presentation of the offer and Packaging Opening of the Tenders ADMINISTRATIVE REQUIREMENTS Tenderers may submit a tender for one or more lots. A separate tender must be submitted for each lot and each tender must cover all the tasks of the lot to which it refers. Bidding for only part of the tasks in a lot is explicitly forbidden and will lead to the exclusion of the tender. A service provider may consider submitting an offer as a single entity or decide to collaborate with other service providers to present a tender: either by submitting a joint offer or through subcontracting. Offers may also combine both approaches. 8.1 Different ways to submit an offer Please pay attention to options 1 to 4 below, which describe the different ways of submitting a tender, and make sure that all the documents and evidences required with respect to YOUR tender are submitted. Option 1: Option 2: Submission by one tenderer: Private / Public entity / Individual. Submission by partners as defined under section 8.2 below. One must be designated as lead partner/contractor. Submission by one tenderer with subcontractors as defined under section 8.2 below Submission by partners (one must be designated as lead partner/contractor) with subcontractors as defined under section 8.2 below Option 3: Option 4: 8.2 Joint Offers and Subcontracting 8.2.1 Joint tenders In case of a joint tender submitted by a group of tenderers, these latter will be regarded as partners. If awarded the contract, they will have an equal standing towards the contracting authority in the execution of the contract. The partnership may take the form of: a) a new legal entity which will sign the contract with the Commission in case of award or b) a group of partners not constituting a new legal entity, who via a power of attorney (Administrative Form N° 5), signed by an authorised representative of each partner, designate one of the partners as lead partner, and mandate him as lead contractor to sign the contract with the Commission in case of award. In both cases, all partners shall be considered as tenderers and shall assume joint and several liability towards the European Commission for the performance of the contract. 8.2.2 Subcontracting Subcontracting is a situation where a contract is to be established between the Commission and a service provider and where this service provider, in order to carry out the contract, enters into legal commitments with other legal entities for performing part of the tasks foreseen in the contract. The tenderer submitting the offer, if awarded the contract, shall become the sole contractor and shall assume full liability toward the European Commission for the performance of the contract as a whole. The other service providers will be regarded as subcontractors. Subcontracting is subject to the provisions of Article II.13 of the model Framework contract in Annex I to these Tender Specifications. Subcontracting parts of the tasks to be performed under a specific contract implementing a lot of the Framework Contract shall require the previous written agreement of DG INFSO's Information and Communication Unit (INFSO-S3). DG INFSO may authorise subcontracting in duly justified cases, such as: need for highly specialised methodologies or very restricted field of expertise, special linguistic needs. 8.3 Identification of the tenderer – List of Forms & Evidences Required Options 1/2/3/4: Documents to be provided by the single tenderer or lead partner: Administrative Form N° 1: Administrative identification form (filled in and signed by an authorised representative) Tender Specifications Framework Contract "Information and Communicating Services" Page 41 Administrative Form N° 2: Legal Entities form3 (filled in, signed by an authorised representative, and supported by relevant evidences according to the entity concerned, i.e. private/public/individual) Administrative Form N° 3: Financial Identification form4 (filled in and signed by an authorised representative of the tenderer and his banker) Administrative Form N° 4: Declaration of honour with respect to the Exclusion Criteria and absence of conflict of interest (filled in and signed by an authorised representative) Legible copy of the statutes of the company (for public/private entities) Legible copy of an official document indicating the name of the authorised representatives empowered to sign contracts on behalf of the tenderer. Options 2 and 4: documents to be provided by each partner Administrative Form N° 1: Administrative identification form (filled in and signed by an authorised representative) Administrative Form N° 2: Legal Entities form5 (filled in, signed by an authorised representative, and supported by relevant evidences according to the entity concerned, i.e. private/public/individual) Administrative Form N° 4: Declaration of honour with respect to the Exclusion Criteria and absence of conflict of interest (filled in and signed by an authorised representative) Administrative Form N° 5: Power of attorney (filled in and signed by an authorised representative of each partner) Legible copy of the statutes of the company (for public/private entities) Legible copy of an official document indicating the name of the authorised representatives empowered to sign contracts on behalf of the tenderer. Options 3 and 4: Documents to be provided by each subcontractor Administrative Form N° 1: Administrative identification form (filled in and signed by an authorised representative) Administrative Form N° 4: Declaration of honour with respect to the Exclusion Criteria and absence of conflict of interest (filled in and signed by an authorised representative) Administrative Form N° 6a: Letter of intent from each subcontractor (signed by an authorised representative) to confirm their willingness and availability to perform the tasks. Individual external experts, not part of the tenderer's staff, foreseen to execute a part of the work are also to be considered subcontractors. Individual external experts will have to provide only the letter of intent in Administrative form N° 6b. 3 A standard template in each EU language is available at: http://ec.europa.eu/budget/execution/legal_entities_en.htm 4 A standard template in each EU language is available at: http://ec.europa.eu/budget/execution/ftiers_en.htm 5 A standard template in each EU language is available at: http://ec.europa.eu/budget/execution/legal_entities_en.htm Tender Specifications Framework Contract "Information and Communicating Services" Page 42 9 SIGNATURE OF THE TENDER The signature of the tenderer's authorised representative or representatives (preferably in blue ink) on the administrative identification form (Administrative Form N° 1) will be considered as the signature of the tender, binding the single tenderer or the group of partners to the terms included in the tender. 10 LAYOUT OF THE TENDER All tenders must be clear, complete and consistent with all the requirements laid down in the tendering documents and presented in 3 sections as follows: 10.1 Administrative Section The documentary evidence required in accordance with part 2 section 8, section 9, section 12.1.3 and section 12.3 of the Tender Specifications must be included in the administrative section of the tender. Tenders not including the necessary evidence may be rejected. 10.2 Technical Section This section must address all the requirements laid down in Part 1 - Technical description of the tender specifications. Information included here will be used to conduct the qualitative assessment of the tenders on the basis of the quality criteria listed in section 12.4 below. 10.3 Financial Section 10.3.1 Price Offers for the Framework Contract For the purpose of awarding these Framework Contracts, the tenderers are requested to complete the table here below (see "Price Schedules" in Section 10.3.3), and to submit a price offer in EUR, based on the hypothetical simulation in Annex V. Prices shall be firm and not subject to revision. However, they can be subject to price indexing according to the rules outlined below. Under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities of 8 April 1965 (OJ L 152 of 13 July 1967), the Communities are exempt from all charges, taxes and dues, including value added tax; such charges may not therefore be included in the calculation of the price quoted; the VAT amount must be indicated separately. Exemption is granted to the Commission by the governments of the Member States, either through refunds upon presentation of documentary evidence or by direct exemption. Prices shall be subject to the terms set in Article I.3 of the model Framework contract attached. 10.3.2 Price Offers for the Specific Contracts For each specific contract, tenderers will be requested to submit a price offer which will include the following elements: Tender Specifications Framework Contract "Information and Communicating Services" Page 43 A total fixed price expressed in EUR, which shall be broken down into: A) Fees for personnel and individual items: as determined in accordance with the Price Schedule submitted with the tender and annexed to the Framework Contract (see Section 10.3.3 below). The price offer should be based on the terms of reference of the specific contract. B) Travel and subsistence cost: costs of all travel & subsistence costs considered necessary for the execution of the tasks of the specific contract according to the terms of reference. Contractors must also indicate how many trips are planned and to what destinations. The travel and subsistence costs will be paid as a lump-sum as part of the total price of the specific contract. In determining the amount of this type of expenses, the candidate(s) shall consider the Commission rules on reimbursable expenses (Annex VII) and the provisions of article II.7 of the Model Framework Contract (Annex I of these specifications). The total fixed price (A+B) will be used to calculate the quality/price ratio in order to determine the economically most advantageous offer for each specific request for services. Under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities of 8 April 1965 (OJ L 152 of 13 July 1967), the Communities are exempt from all charges, taxes and dues, including value added tax; such charges may not therefore be included in the calculation of the price quoted; the VAT amount must be indicated separately. Exemption is granted to the Commission by the governments of the Member States, either through refunds upon presentation of documentary evidence or by direct exemption. Prices shall be subject to the terms set in Article I.3 of the model Framework contract attached. The type of costs included in each price offer must fall within the scope of each specific request for services and terms of reference. The part of each specific contract that the tenderer intends to subcontract shall be precisely indicated and detailed. 10.3.3 Price Schedules The Price Schedule, to be filled in by the tenderers, will constitute the future contractual basis for the pricing for the ―specific contracts‖. In this regard, it will be integral part of the Annex II (Contractor‘s Tender) to the Framework Contract. Accordingly, the financial section must be completely filled in. Any incomplete tender will be excluded from the evaluation procedure. Tenderers must provide the fees for each professional profile as included in the price schedule. The personnel fees must be fixed and all inclusive, with the exception of travel and subsistence costs as indicated in section 10.3.2 above. All references to prices for additional costs of co-ordination, general administration, etc will be ignored – such costs must be included as part of the unit prices in the Price Schedule. Tender Specifications Framework Contract "Information and Communicating Services" Page 44 Tenderers must leave the presentation of this price schedule unchanged. If the table is reproduced using word-processing facilities one must ensure that all the fields from the original schedule are included in this reproduction. Omissions or changes to the original table may lead to elimination, except for adding items in the category "Others". Price schedules for the different lots: Tender Specifications Framework Contract "Information and Communicating Services" Page 45 Lot 1: Price Schedule - Planning and management of events Company:___________________________________________________________ Date: ______________________________________________________________ Signature: __________________________________________________________ Important: The rates quoted are to include all the general expenses and those linked to providing the services, without prejudice to the Annex VII ―Daily Subsistence Allowances for EU Countries‖. 1. Conference 1.1 Description Labour costs for each category of Staff - Strategic planning and content expert - Account manager - Architect - Art Director - Project manager - Copywriter - Graphic designer - Project assistant - Audiovisual support - Technician - Handyman - Bilingual Hostess - Bilingual Hostess with uniform - Trilingual Hostess - Trilingual Hostess with uniform Listing and selecting events of interest for the Information Society and Media Directorate General, including the creation and updating of a database of exhibitions and events and the compilation of a sheet for each event (dates, location, topics, participants, etc.) 1.2 Goods and services Registration of Participants Online registration (with online secure payment) for event delegates Registration statistics Networking activities Implement networking facilities database On-line facility that allows participants to maintain / publicise their personal profiles. Printing of Documents with Visual identity of the event Unit price in € Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day /over six months Unit per participant per participant per participant per participant Unit price in € Tender Specifications Framework Contract "Information and Communicating Services" Page 46 Badges up to 300 pcs up to 500 pcs up to 1500 pcs up to 3500 pcs up to 7000 pcs up to 11000 pcs Preliminary programme (six A4 pages) up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies Event guide - programme & exhibition - (cover + 100 recto/verso B5 pages) up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies up to 5000 copies Event guide – electronic version - programme & exhibition - delivered on USB Stick (cover + 200 pages with 30 hyperlinks per page on average for interactive use + programme) Master version up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies up to 5000 copies Programme (16 A4 pages) up to 100 copies Tender Specifications Framework Contract "Information and Communicating Services" Page 47 up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies up to 5000 copies Envelopes (A4) up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies up to 5000 copies Advertisements (two A4 pages) up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies up to 5000 copies up to 10.000 up to 20.000 up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies up to 5000 copies Posters A1 Conference letterheads and envelopes Tender Specifications Framework Contract "Information and Communicating Services" Page 48 Lists of participants 100 participants 300 participants 500 participants 1000 participants 2500 participants 4000 participants 5000 participants Badge holders (as worn by participants) Badge holders with clip or pin Hiring of rooms6 Cost of a room with up to 100 participants Cost of a room with up to 300 participants Cost of a room with up to 500 participants Cost of a room with up to 1000 participants Cost of a room with up to 2500 participants Cost of a room with up to 4000 participants Room equipment Package Rostrum and microphone, light and sound, speakers desk and microphones, wireless microphones for Q/A sessions, podium, table for PC, Hi-spec PC (with latest MS-Office software, DVD, sound system connected to the one of the meeting room, Internet connection and latest PowerPoint version), beamer, laser pointer, IR receivers Room equipment Microphones Wireless microphones for Q/A sessions Beamer PC with internet connection and latest MS office package Laptop PC with internet connection and latest MS office package DVD Screen 42" Screen bigger than 42" (please specify) Screen 17" Podium 6 up to 100 copies up to 300 copies up to 500 copies up to 1000 copies up to 2500 copies up to 4000 copies Up to 5000 copies Per unit One room One room One room One room One room One room Package Per unit Per unit Per unit Per unit Per unit Per unit Per unit Per unit Per unit Per unit Since such costs vary considerably according to the style of room required and the place (country/town) where the conference is to take place, they will be regarded as estimates and will have to be the subject of an agreement with the Commission on a case by case basis. For the price schedule, a standard room in Brussels should be taken. Tender Specifications Framework Contract "Information and Communicating Services" Page 49 Walkie-talkie or other internal communication system (please specify) IR receivers Conference Sessions Rapporteurs 1-3 pages report per 90 minutes session: introduction, issues raised, conclusions and future. Recording of conference sessions Simultaneous interpretation Hiring of interpreters‘ booths Booth must comply with specification : ISO 4043-1998 for mobile cabins Other material DVD engraver Scanner Photocopies Photocopier with sorter 100 copies/min. Copies Messaging system Electronic messaging system Plasma screen to display the messages Video Conferences Expenses for video conferences with another country Insurance Third party liability insurance Decoration Plants and floral decoration Flag without post Flag with post Security Security guards (day) Security guards (night) Firemen Fireman Medical assistance Doctor First aid Other Services (please specify) Per unit Per unit Report per session 90 min. session Booth/day Device/day Device/day Machine/day 100 copies system screen hour Per event unit unit unit Person/hour Person/hour Person/hour Person/hour Person/hour Tender Specifications Framework Contract "Information and Communicating Services" Page 50 Lot 2: Price Schedule - Editorial Support Services Company:___________________________________________________________ Date: ______________________________________________________________ Signature: __________________________________________________________ Important: The rates quoted are to include all the general expenses and those linked to providing the services, without prejudice to the rules in the Annex VII ―Daily Subsistence Allowances for EU Countries‖. Description Project director Project manager Project assistant Researcher/information gatherer Statistician Senior analyst Junior analyst Strategic consultant Editorial advisor Specialist advisor Legal advisor Artistic director Administrative assistant Editing of original texts Editing/re-writing of existing texts Proofreader Page setter Typist/transcriber Unit euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day Unit price in € Tender Specifications Framework Contract "Information and Communicating Services" Page 51 Writer (original drafting of texts) Translator Linguistic reviewer Co-ordinator of contacts/networks Artistic director/visual concept developer Graphic designer Graphic artist/illustrator Graphic creator (charts, tables etc.) Chromist (colour specialist) Content manager Moderator Technical assistant Archivist Storage Media buyer/online marketing manager Photo researcher Stylist Photographer (art, thematic) Photographer (photoreports) Assistant photographer Illustrator Cartoonist Make up artist Hairdresser Photo model Image editor Archivist euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day day/m³ euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day euros/person/day Tender Specifications Framework Contract "Information and Communicating Services" Page 52 Driver Distribution manager Researcher (media contact, multipliers etc) euros/person/day euros/person/day euros/person/day Contact person for the media and multipliers euros/person/day Distribution assistant Web developer Web publisher Web application operator Delivery charges – by road Delivery charges – by air Other Services (please specify) euros/person/day euros/person/day euros/person/day euros/person/day euros/km euros/km Tender Specifications Framework Contract "Information and Communicating Services" Page 53 Lot 3: Price Schedule – Audiovisual Services Company:___________________________________________________________ Date: ______________________________________________________________ Signature: __________________________________________________________ Important: The rates quoted are to include all the general expenses and those linked to providing the services, without prejudice to the Annex VII ―Daily Subsistence Allowances for EU Countries‖. 1. Staff costs Unit price in € Per DAY (8 hours) Unit price in € Per Half DAY (4 hours) Unit price in € Overtime (per 1 hour) 1 Category of personnel The minimum professional qualifications of the personnel to be employed in each category have to be specified in the technical part of the offer. 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 Director Assistant director Director for production of Viral Marketing Spots Journalist Junior Journalist (less than 3 years full time professional experience) Producer Junior Producer (less than 3 years full time professional experience) Marketing specialist Researcher 1.10 Stringer 1.11 Production Supervisor 1.12 Location Manager/Floor Supervisor/Stage Director 1.13 Production assistant 1.14 Production secretary 1.15 Script assistant 1.16 Documentalist Tender Specifications Framework Contract "Information and Communicating Services" Page 54 1.17 Video engineer 1.18 Assistant video engineer 1.19 Light engineer 1.20 Assistant light engineer 1.21 Sound engineer 1.22 Assistant sound engineer 1.23 Photographer 1.24 Assistant Photographer 1.25 Photographic Postproduction 1.26 Video cameraman 1.27 Cameraman for 35 mm production 1.28 Steadicam operator 1.29 Videojournalist (Journalist operating a camera and sound system) 1.30 Graphic Designer for Animations (2D and 3D) 1.31 Graphic Designer for still animations and slates 1.32 Web Developer 1.33 Web Technician 1.34 ENG crew (cameraman & sound engineer) in Belgium 1.35 ENG crew (cameraman & sound engineer) in EU27 except Belgium 1.36 ENG crew (cameraman & sound engineer) outside EU27 1.37 Director of photography 1.38 Assistant video cameraman 1.39 Video editor cut/cut 1.40 Video editor multi machines, linear or non-linear editing 1.41 Video editor 35 mm 1.42 Sound editor 1.43 Chief electrician/ chief technician 1.44 Electrician/technician Tender Specifications Framework Contract "Information and Communicating Services" Page 55 1.45 Studio production assistant 1.46 Make up artist 1.47 Senior Actor (Talent) 1.48 Actor 1.49 Extra 1.50 Aid 1.51 Speaker (Voiceover) 1.52 Presenter 1.53 Project Manager 1.54 Assistant Project Manager 1.55 Music Composer 2. Services 7 Unit price in € (each field needs to be filled in, one price per field) Description 2 2.1 Project leader (general coordination), man/day Briefings, planning and preparation, set-up of teams, project follow-up in all phases, administrative follow-up. 2.2 2.3 Advice on media strategy (A.1), man/day Survey of broadcaster policies (A.2.1), per survey Information gathering, analysis and report in English. Including communication and translation costs. 2.4 2.5 3 3.1 3.2 3.3 Media planning service (A.2.2), man/day Legal advice in the field of copyright and co-production, man/day Incorporation of contacts supplied by the Commission in electronic format, cost per 10 contacts Encoding of contacts supplied by the Commission in paper format, cost per contact Search for new contacts, cost per 10 new contacts Price for searching for and encoding new contacts not yet in the database. 7 Additonal Services for 35 mm production are foreseen. These will include 35 mm production equipment, film material and costs for development. Tender Specifications Framework Contract "Information and Communicating Services" Page 56 Description Unit price in € (each field needs to be filled in, one price per field) 3.4 4 4.1 Maintenance, flat-rate cost per 100 contacts/year Verification of contacts / continuous updating. Pre-production of video news releases (B.1) / raw footage, cost per minute of video Analysis of needs, information gathering, script writing, co-ordination, one co-ordination meeting in Brussels. 4.2 Pre-production of video news releases (B.1) / edited, cost per minute of video Analysis of needs, information gathering, script writing, co-ordination, one co-ordination meeting in Brussels. 4.3 Pre-production of documentaries (B.2), cost per minute of video Analysis of needs, information gathering, script writing, co-ordination, two co-ordination meetings in Brussels. 4.4 Post-production of video news releases (B.1) / raw footage, cost per minute of video Including provision of shotlist, script and background information in English 4.5 Post-production and editing of video news releases (B.1) / edited, cost per minute of video Including provision of shotlist, script and background information in English 4.6 Post-production and editing of documentaries (B.2), cost per minute of video Including provision of shotlist, script and background information in English 4.7 4.8 4.9 4.10 4.11 Re-editing (B.6), cost per minute of video Voice-over per language, cost per minute Subtitling per language, cost per minute Including translation costs Digitisation of audiovisual material (MPEG-4), cost per minute Indexing of content, cost per minute Listing of content description and keywords in English language, for example for use on AthenaWeb (see B.5) 5 5.1 Writing of an announcement/media release Information gathering, writing and revision after comments of an announcement/release to the AV media of 2500 to 3000 characters in English or French. 5.2 Translation of documents, cost per page8 From EN or FR into EN, FR, DE, IT, ES or NL. Translation and proofreading within 72 hours after finalisation of original document. 5.3 Identification of contacts, flat-rate cost per event Specification of media targeted (in geographical terms and in terms of specialisation) and creation of a contacts list specific to the event, to be approved by the Commission. 8 One page = +/- 1 500 characters (excluding spaces) Tender Specifications Framework Contract "Information and Communicating Services" Page 57 Description Unit price in € (each field needs to be filled in, one price per field) 5.4 Inviting journalists to an event (email or fax), cost per 50 contacts “Mass mailing”: sending a standard text (and annexes) agreed with the Commission and in its name. 5.5 Liaising with/inviting journalists, cost per journalist Flat-rate cost covering personal contact with targeted journalists, replying to requests for information, sending a personalised invitation (email or fax), agreed with the Commission and in its name. 5.6 Management and follow-up of journalists, cost per journalist Flat-rate cost per journalist, including: IT management (entering inscriptions in a database), writing and sending confirmations after verification, production of participants lists and sending them to the Commission, management of all correspondence by mail, email and telephone, assistance to participants on practical matters, liaison with the Commission. 5.7 Internet Seeding, including identification of relevant video communities, concept development, content development, content translation, optimisation of tag words, evaluation. Cost per Day per Producer/Marketing specialist- (plus tracable costs). 5.8 Internet Seeding of AV and animated content on Social Media Platforms Cost per Day per Marketing Specialist 5.9 Internet Seeding of AV and animated content on Social Media Platforms Cost per Day per Producer 5.10 Internet Seeding of AV and animated content on Social Media Platforms Cost per Day per Web Developer 5.11 For developing and encoding micro sites hosting videos and for developing animations, gadgets and widgets for online strategies on targeted websites and social media sites. Costs per Day per Web Developer Tender Specifications Framework Contract "Information and Communicating Services" Page 58 6 6.1 Sending an electronic press pack, flat-rate cost per event Writing an email and proposing documents to be attached, sending the email on the day of the event, with all its attachments, to the journalists who were present at the event and/or had expressed an interest. 6.2 Relations with the journalists, flat-rate cost per journalist Flat-rate cost per journalist actually present at the event, covering follow-up contacts with journalists for coverage of the event, response to requests for information (including from journalists who did not take part). 7 8 9 10 11 Sending by courier (within EU), cost per consignment Sending audio/video copies. Sending by courier (outside EU), cost per consignment Sending audio/video copies. Monitoring data before transmission (D1), cost per AV product Including analysis and report. Monitoring data after transmission (D2), cost per broadcaster Contact, follow-up and data collection. Monitoring data after transmission (D2): final report Qualitative and quantitative analysis and final report (see D), flat rate cost per marketed AV product.. 3. Equipment910 Unit price in € (each box to be filled in, only one price per box) Description Details to be provided in the technical part of the tender. Prices for both options: 4:3 or 16:9. 12 12.1 12.2 12.3 12.4 12.5 ENG equipment complete for 1 crew, cost per day, Beta SP ENG equipment complete for 1 crew, cost per day, Digi-Beta ENG equipment complete for 1 crew, cost per day, Beta XP ENG equipment complete for 1 crew, cost per day, Beta IMX ENG equipment complete for 1 crew, cost per day, P2 ENG equipment complete for 1 crew, cost per day, DVC Pro 9 Additional Technical Equipment may be added to the price list, if the conditions of production should require it. Prices will be compared to current market prices by the European Commission and will have to be approved by the EC. 10 All videostreaming and formats for videostreaming must precisely follow the technical specifications provided by DG INFSO (see Annex VI). The contractor must be able to rapidly deploy and use any new emerging technologies which might potentially become the defacto standard technology in the market. Tender Specifications Framework Contract "Information and Communicating Services" Page 59 Description Details to be provided in the technical part of the tender. Prices for both options: 4:3 or 16:9. Unit price in € (each box to be filled in, only one price per box) 12.6 12.7 12.8 12.9 12.10 12.11 12.13 13 13.1 13.2 13.3 13.4 14 15 16 17 18 19 20 21 22 23 24 25 ENG equipment complete for 1 crew, cost per day, Mini-DV HD ENG equipment complete for 1 crew, cost per day-Digi Beta HD ENG equipment complete for 1 crew, cost per day-HD Cam HD ENG equipment complete for 1 crew, cost per day-HDV HD ENG equipment complete for 1 crew, cost per day-P2 HD ENG equipment complete for 1 crew, cost per day-IMX HD ENG equipment complete for 1 crew, cost per day-XD Cam Camera beta digital + accessories, cost per day Camera HD + accessoires, cost per day Mini-DV Camera + accessoires, cost per day Mini-DV Camera and sound equipment for videojournalist, cost per day Camera plateau, incl. cabling and accessoires, cost per day Sound equipment / microphones, cost per day Portable computer with modem and Wifi capability, cost per day Betacam SX recorder/player, cost per day Betacam IMX recorder/Player Betacam DIGI recorder/player, cost per day Betacam SP recorder/player, cost per day DVC Pro 25 recorder/player, cost per day Betacam SP office player, cost per day DVC Pro player, cost per day DVC Pro player, cost per day DAT recorder + microphone 3 Machine editing table, digital, with character generator, digital video effects, sound mixer, lip microphone, without editor, usable also for conference coverage and videostreaming output, in line with the DG INFSO streaming specifications (see Annex VI). cost per day non -linear Tender Specifications Framework Contract "Information and Communicating Services" Page 60 Description Details to be provided in the technical part of the tender. Prices for both options: 4:3 or 16:9. Unit price in € (each box to be filled in, only one price per box) 26 3 Machine editing table, digital, with character generator, digital video effects, sound mixer, lip microphone, without editor , cost per day – linear 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 Camera for 35mm film production, cost per day Editing table for 35mm film production, cost per day Studio time for cinematic production, cost per day Monitor, broadcast quality, 10 inch, cost per day Monitor, broadcast quality, 14 inch, cost per day Monitor, broadcast quality, 20 inch, cost per day Screen for connection to a PC or video/DVD player, Plasma or LCD, 42" or bigger, cost per day Screen for CCTV, 42´´ or bigger, per day, including connection and set-up boxes SNG Truck with operator, in Belgium, cost per 10h operational transmission day SNG Truck with operator, inside EU, cost per 10h operational transmission day 12 input sound mixer, 4 groups, 6 aux, cost per day Lighting kit, cost per day Videoconferencing facilities, cost per day Video projector for large screens, costs per Day Videostream equipment: simple DV Cameras, pre- installed, unmanned, per day Live Internet streaming broadcasting server facility, multicast, One feed11 at 500 Kb/Sec, per Day, per Channel 43 Live Internet streaming broadcasting server facility, multicast, One feed12 at 500 Kb/Sec, per ½ Day, per Channel 11 12 One Feed is one Internet Channel One Feed is one Internet Channel Tender Specifications Framework Contract "Information and Communicating Services" Page 61 Description Details to be provided in the technical part of the tender. Prices for both options: 4:3 or 16:9. Unit price in € (each box to be filled in, only one price per box) 44 Live Internet streaming broadcasting server facility, multicast, One feed13 at 1 Mb/Sec, per Day, per Channel 45 Live Internet streaming broadcasting facility, multicast, One feed14 at 1 MB/Sec, Per ½ Day, per Channel 46 Video on Demand Internet Streaming hosting facility with file donwloadable function, multicast, per feed at 500 Kb/sec per month per 25 concurrent users 47 Video on Demand Internet Streaming hosting facility, with file donwloadable function, multicast, per feed at 500 Kb/sec per month per 100 concurrent users 48 Video on Demand Internet Streaming hosting facility, with file donwloadable function, multicast, per feed at 500 Kb/sec per month per 200 concurrent users 13 14 One Feed is one Internet Channel One Feed is one Internet Channel Tender Specifications Framework Contract "Information and Communicating Services" Page 62 Description Details to be provided in the technical part of the tender. Prices for both options: 4:3 or 16:9. Unit price in € (each box to be filled in, only one price per box) 49 Video on Demand Internet Streaming hosting facility ,with file donwloadable function, multicast, per feed at 1 Mb/sec per month per 25 concurrent users 50 Video on Demand Internet Streaming hosting facility ,with file donwloadable function, multicast, per feed at 1 Mb/sec per month per 100 concurrent users 51 Video on Demand Internet Streaming hosting facility ,with file donwloadable function, multicast, per feed at 1 Mb/sec per month per 200 concurrent users 4. Supplies Unit price in € (each box to be filled in, only one price per box) Description 52 53 54 55 56 57 20' Betacam SP cassette, unit cost 30' Betacam SP cassette, unit cost 60' Betacam SP cassette, unit cost 90' Betacam SP cassette, unit cost 20' Betacam Digi cassette, unit cost 30' Betacam Digi cassette, unit cost Tender Specifications Framework Contract "Information and Communicating Services" Page 63 Description Unit price in € (each box to be filled in, only one price per box) 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 60' Betacam Digicassette, unit cost 90' Betacam Digi cassette, unit cost 20' Betacam IMX or SX cassette, unit cost 30' Betacam IMX or SX cassette, unit cost 60' Betacam IMX or SXcassette, unit cost 90' Betacam IMX or SX cassette, unit cost 20' DV Cam cassette, unit cost 30' DV Cam cassette, unit cost 60' DV Cam cassette, unit cost 90' DV Cam cassette, unit cost 20' VHS cassette, unit cost DVD glass mastering, unit cost DVD, unit cost DVD (120 min), unit cost Blue Ray DVD , unit costs 20' DAT cassette, unit cost 30' DAT cassette, unit cost 60' DAT cassette, unit cost USB Stick (2.0 and above) Production of Still images from AV material, price per 5 still images, Photo Pro quality. Tender Specifications Framework Contract "Information and Communicating Services" Page 64 5. Duplication15 (personnel and editing costs included) PAL>PAL video copies, cost per copy Cost according to video duration and minimum copies ordered. Including supplies. 78 ≤ 10’ No. of copies ordered ≤ 20’ Unit price in € ≤ 30’ Unit price in € ≤ 45’ Unit price in € ≤ 60’ Unit price in € ≤ 90’ Unit price in € ≤ 120’ Unit price in € Unit price in € 78.1 ≥ 1 78.2 ≥ 5 78.3 ≥ 10 78.4 ≥ 20 78.5 ≥ 50 78.6 ≥ 100 78.7 ≥ 500 78.8 ≥ 1000 79 Betacam ( and any other format)>DVD copies, cost per copy Cost according to video duration and minimum copies ordered. ≤ 10’ No. of copies ordered ≤ 20’ Unit price in € ≤ 30’ Unit price in € ≤ 45’ Unit price in € ≤ 60’ Unit price in € ≤ 90’ Unit price in € ≤ 120’ Unit price in € t Unit price in € 79.1 ≥ 1 79.2 ≥ 5 79.3 ≥ 10 79.4 ≥ 20 79.5 ≥ 50 79.6 ≥ 100 79.7 ≥ 500 79.8 ≥ 1000 15 Any standard broadcasting format emerging during the duration of this framework contract can be added to this price list and to the duplication price list. Tender Specifications Framework Contract "Information and Communicating Services" Page 65 80 Copies Betacam SP, cost per copy Cost according to video duration. Unit price in € 80.1 80.2 80.3 80.4 15’ 30’ 60’ 90` 81 Copies Betacam DIGI, cost per copy Cost according to video duration. Unit price in € 81.1 81.2 81.3 81.4 15’ 30’ 60’ 90` 82 Betacam (any format)>Blue Ray copies, cost per copy Cost according to video duration and minimum copies ordered. ≤ 10’ No. of copies ordered ≤ 20’ Unit price in € ≤ 30’ Unit price in € ≤ 45’ Unit price in € ≤ 60’ Unit price in € ≤ 90’ Unit price in € ≤ 120’ Unit price in € Unit price in € 82.1 ≥ 1 82.2 ≥ 5 82.3 ≥ 10 82.4 ≥ 20 82.5 ≥ 50 82.6 ≥ 100 82.7 ≥ 500 82.8 ≥ 1000 Tender Specifications Framework Contract "Information and Communicating Services" Page 66 Lot 4: Price Schedule - Web Services Company:___________________________________________________________ Date: ______________________________________________________________ Signature: __________________________________________________________ Important: The rates quoted are to include all the general expenses and those linked to providing the services, without prejudice to the rules in the Annex VII ―Daily Subsistence Allowances for EU Countries‖. PRICE LIST: LOT 4: WEB SERVICES Service 4.1.1 Editorial support for site creation, update and management Web analyst/auditor (including SEO consultant) Web production project manager Information architect (structure of content) Web writer / editor (including Search Engine Optimization) Senior online journalist (research, interview, drafting online Articles, possibly overseeing junior journalists) Junior online journalist (research, interview, drafting online articles) Website editorial quality control (restructuring for web writing and presentation, proofreading, link checks) Storyboard designer (animations) Scriptwriter (animations) Online Games designer Website technical quality control: checking html code, metadata, Accessibility compliance Other (specify) 4.1.2 Website design / redesign for sites and subsites Project manager Systems analyst Senior web developer Junior web developer Web designer Web graphic artist Technical writer / editor Other (specify) 4.1.3 Usability testing Project manager Test facilitator Test observer Unit Unit price in € Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Tender Specifications Framework Contract "Information and Communicating Services" Page 67 Report writer Other (specify) 4.1.4 Animations, interactive content Project manager Senior animator Junior animator Encoder Other (specify) 4.1.5 Multimedia online Audiovisual content editing and appropriate meta-tagging (EXIF) Transcode of content to appropriate format following given specifications Content delivery to EC on DVD support and/or via FTP server 4.1.6 Webstreaming of audiovisual material Webstreaming infrastructure for single or multiple channels with single or multiple embedded languages) delivery (setup according to given specifications). Transcode of content to appropriate format following given specifications Content archiving and delivery to EC 4.1.7 Live streaming from events Onsite Infrastructure setup and coordination with local provider External platform for single live channel delivery. External platform for multiple live channels (or multiple embedded languages) delivery External platform for VOD hosting. Transcode of content to appropriate format following given specifications. Live streaming monitoring operator Content archiving and delivery to EC 4.1.8 Interactive live events (Webinars) Selection of external platform for single live channel delivery + specific software proposition Topics selection (new presentations) + potential speakers proposition Moderator Broadcasting server setup with adapted bandwidth and concurrent users possibilities Webinar Feedback analysis tool or report 4.1.9 Publishing tasks Project manager Systems analyst Person/day Person/day Person/day Person/day Person/day Person/day Person/day Per task Chanels/time Per feed/time Person/hour Person/day Per task Per task Per feed/time Person/day Person/feed(s) Per task Per task Per task Per task Per task Per task Person/day Person/day Tender Specifications Framework Contract "Information and Communicating Services" Page 68 Senior web developer Junior web developer Web designer Web graphic artist Website hosting 4.1.10 Technical writing and editing Technical writer/editor Other (specify) 4.2.1 Audiences and surveys Survey designer Data collector Data analyst (reporting on websites) Survey report writer Other (specify) 4.2.2 Online Promotion of INFSO content & messages Project manager Online marketing strategist Promotion/advertising placement Other (specify) 4.2.3 Online Interaction with wider web audiences Project manager Online strategist Community manager (writer/blogger/social networker, etc) Other (specify) 4.2.4 Monitoring website impact Project manager Web data analyst Report writer Other (specify) OTHER OPTIONS (SPECIFY) Person/day Person/day Person/day Person/day Per day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Person/day Tender Specifications Framework Contract "Information and Communicating Services" Page 69 10.3.4 Price indexing Unit prices must be fixed and not subject to revision for orders placed during the first year of performance of the Framework Contract. From the beginning of the second year of duration of the Contract, price revision may be applied in accordance with Article I.3.3 of the model Framework contract in Annex I to these Tender Specifications. 11 MAXIMUM VALUE OF THE FRAMEWORK CONTRACT The maximum cumulative value of all the specific contracts to be concluded under each lot during the total maximum duration of each Framework Contract (i.e. maximum four years) shall not exceed the following amounts: Lot 1: maximum value of € 4.000.000 Lot 2: maximum value of € 2.000.000 Lot 3: maximum value of € 4.000.000 Lot 4: maximum value of € 4.000.000 These amounts were estimated on the basis of the likely needs of DG INFSO services and of past experience. 12 EVALUATION OF TENDERS The evaluation of the tenders will be done in accordance with the following subsequent steps: Once the Commission has verified that the tenderer is not in one of the situations covered by the exclusion criteria (first step, see point 12.1 below) and that he has the appropriate capacity to perform the contract on the grounds of the selection criteria (second step, see point 12.3 below), it will assess the offer on the basis of the quality criteria (third step, see point 12.4 below). 12.1 Exclusion Criteria / Grounds for exclusion of Tenderers 12.1.1: Pursuant to Article 45(2) of Council Directive 2004/18/EC and to Article 93(1) of the Financial Regulation, the Commission will exclude tenderers from participation in the procurement procedure if: (a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; (b) they have been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata; (c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify; Tender Specifications Framework Contract "Information and Communicating Services" Page 70 (d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed; (e) they have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests; (f) they are currently subject to an administrative penalty referred to in Article 96(1) of the Financial Regulation. Points (a) to (d) of the first subparagraph shall not apply in the case of purchase of supplies on particularly advantageous terms from either a supplier which is definitively winding up its business activities, or from the receivers or liquidators of a bankruptcy, through an arrangement with creditors, or through a similar procedure under national law. For the purpose of the correct application of the above paragraph, the candidate or tenderer, whenever requested by the contracting authority, must: a) b) where the candidate or tenderer is a legal entity, provide information on the ownership or on the management, control and power of representation of the legal entity, where subcontracting is envisaged, certify that the subcontractor is not in one of the situations referred to in paragraph 1 of Article 93 of the Financial Regulation. 12.1.2: Pursuant to Article 45(2) of Council Directive 2004/18/EC and Article 94 of the Financial Regulation, a contract shall not be awarded to candidates or tenderers who, during the procurement procedure for this contract: (a) are subject to a conflict of interest; (b) are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply this information; (c) find themselves in one of the situations of exclusion, referred to in Article 93(1) of the Financial Regulation, for this procurement procedure. 12.1.3: Tenderers – including sub-contractors if any - shall provide a declaration on their honour (see Administrative Form N° 4), duly signed and dated, stating that they are not in one of the situations referred to in Article 93(1) or 94 of the Financial Regulation. The tenderers must undertake to inform the Commission, without delay, of any changes with regard to these situations after the date of submission of the tender. 12.1.4: In addition, ONLY the tenderer to whom the contract is to be awarded shall, within a time-limit defined by the contracting authority and preceding the signature of the contract, provide the following evidence supporting the declaration on the honour (if the tender is proposed by a partners, this evidence must be submitted by each partner): 1) The contracting authority shall accept as satisfactory evidence that the candidate or tenderer to whom the contract is to be awarded is not in one of the situations described in point (a), (b) or (e) of Article 93(1) of the Financial Regulation, a recent extract from the Tender Specifications Framework Contract "Information and Communicating Services" Page 71 judicial record or, failing that, an equivalent document, issued less than 12 months before the date of the letter informing of the contract award by a judicial or administrative authority in the country of origin or provenance showing that those requirements are satisfied. The contracting authority shall accept, as satisfactory evidence that the candidate or tenderer is not in the situation described in point (d) of Article 93(1) of the Financial Regulation, a certificate by the competent authority of the State concerned, issued less than 12 months before the date of the letter informing of the contract award. 2) Where the document or certificate referred to in the first subparagraph is not issued in the country concerned and for the other cases of exclusion referred to in Article 93(1) of the Financial Regulation, it may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance. Depending on the national legislation of the country in which the tenderer is established, the documents referred to in paragraphs 1) and 2) shall relate to legal persons and/or natural persons including, where considered necessary by the contracting authority, company directors or any person with powers of representation, decision-making or control in relation to the candidate or tenderer. In case of doubt on the declaration on the honour provided by the subcontractor(s) in accordance with the indications of point 12.1.3 above, the contracting authority shall request the evidence referred to in points 1) and 2) of 12.1.4 above from the subcontractor(s). 12.2 Administrative and financial penalties 1. By returning the Administrative Form N° 4, duly signed, tenderers confirm that they have been notified of the following points: Each institution has a central database containing information on tenderers who have been in one of the situations described under 12.1.1 and 12.1.2 above. The sole purpose of this database is to ensure, in compliance with Community rules on the processing of personal data, that the above-mentioned cases of exclusion are applied correctly. Each institution has access to the databases of the other institutions. Tenderers and, if they are legal entities, persons who have power of representation, decisionmaking or control over them, are informed that, should they be in one of the situations mentioned in: - the Commission Decision of 16.12.2008 on the Early Warning System (EWS) for the use of authorising officers of the Commission and the executive agencies (OJ, L 344, 20.12.2008, p. 125), or - the Commission Regulation of 17.12.2008 on the Central Exclusion Database – CED (OJ L 344, 20.12.2008, p.12), their personal details (name, given name if natural person, address, legal form and name and given name of the persons with power of representation, decision-making or control, if legal person) may be registered in the EWS only or both in the EWS and CED, and communicated to the persons and entities listed in the above-mentioned Decision and Regulation, in relation to the award or the execution of a procurement contract or a grant agreement or decision. Tender Specifications Framework Contract "Information and Communicating Services" Page 72 2. In accordance with Article 96 of the Financial Regulation the contracting authority may impose administrative or financial penalties on the following: (a) candidates or tenderers in the cases referred to in point (b) of Article 94 of the Financial Regulation; (b) contractors who have been declared to be in serious breach of their obligations under contracts covered by the budget. In all cases, however, the contracting authority must first give the person concerned an opportunity to present his observations. 3. The penalties referred to in paragraph 2 shall be proportionate to the importance of the contract and the seriousness of the misconduct, and may consist in: (a) exclusion of the candidate or tenderer or contractor from the contracts and grants financed by the Community budget for a maximum period of ten years; and/or (b) the payment of financial penalties by the candidate or tenderer or contractor up to the value of the contract in question. 4. In accordance with Article 133 of the Regulation laying down the rules for the implementation of the Financial Regulation, the cases referred to in point e) of 12.1.1. above shall be the following: (a) cases of fraud as referred to in Article 1 of the Convention on the protection of the European Communities' financial interests drawn up by Council Act of 26 July 1995 (OJ C 316, 27.11.1995, p. 48); (b) cases of corruption as referred to in Article 3 of the Convention on the fight against corruption involving officials of the European Communities or officials of Member States of the European Union, drawn up by the Council Act of 26 May 1997 (OJ C 195, 25.6.1997, p. 1); (c) cases of involvement in a criminal organisation, as defined in Article 2(1) of Joint Action 98/733/JHA of the Council (OJ L 351, 29.12.1998, p. 1); (d) cases of money laundering as defined in Article 1 of Council Directive 91/308/EEC (OJ L 166 of 28 June 1991, p. 77). 5. Pursuant to article 133a of the Regulation laying down the rules for the implementation of the Financial Regulation, in order to determine duration of exclusion and to ensure compliance with the principle of proportionality, the institution responsible shall take into account in particular the seriousness of the facts, including their impact on the Communities‘ financial interests and image and the time which has elapsed, the duration and recurrence of the offence, the intention or degree of negligence of the entity concerned and the measures taken by the entity concerned to remedy the situation. When determining the period of exclusion, the institution responsible shall give the candidate or tenderer concerned the opportunity to express their views. Where the duration of the period of exclusion is determined, in accordance with the applicable law, by the authorities or bodies referred to in Article 95(2) of the Financial Tender Specifications Framework Contract "Information and Communicating Services" Page 73 Regulation, the Commission shall apply this duration up to the maximum duration laid down in Article 93(3) of the Financial Regulation. 6. The period referred to in Article 93(3) of the Financial Regulation is set at a maximum of five years, calculated from the following dates: (a) from the date of the judgment having the force of res judicata in the cases referred to in points (b) and (e) of Article 93(1) of the Financial Regulation; (b) from the date on which the infringement is committed or, in the case of continuing or repeated infringements, the date on which the infringement ceases, in the cases referred to in Article 93(1)(c) of the Financial Regulation. That period of exclusion may be extended to ten years in the event of a repeated offence within five years of the date referred to in points (a) and (b), subject to paragraph 5. 7. Candidates and tenderers shall be excluded from a procurement and grant procedure as long as they are in one of the situations referred to in points (a) and (d) of Article 93(1) of the Financial Regulation. 8. Pursuant to article 134b of the Regulation laying down the rules for the implementation of the Financial Regulation, without prejudice to the application of penalties laid down in the contract, candidates or tenderers and contractors who have made false declarations, have made substantial errors or committed irregularities or fraud, or have been found in serious breach of their contractual obligations may be excluded from all contracts and grants financed by the Community budget for a maximum of five years from the date on which the infringement is established as confirmed following an adversarial procedure with the contractor. That period may be extended to ten years in the event of a repeated offence within five years of the date referred to in the first subparagraph. 9. Tenderers or candidates who have made false declarations, have committed substantial errors, irregularities or fraud, may also be subject to financial penalties representing 2% to 10% of the total estimated value of the contract being awarded. Contractors who have been found in serious breach of their contractual obligations may be subject to financial penalties representing 2% to 10% of the total value of the contract in question. That rate may be increased to 4% to 20% in the event of a repeat infringement within five years of the date referred to in the first subparagraph of paragraph 8. The institution shall determine the administrative or financial penalties taking into account in particular the elements referred to in Article 133a(1) of the Regulation laying down the rules for the implementation of the Financial Regulation. 12.3 Selection criteria The following criteria will be used to select the tenderers for each lot. The following selection criteria will be used to select the tenderers. Tender Specifications Framework Contract "Information and Communicating Services" Page 74 If the tender is submitted by partners (as defined under section 8.2 above) the selection criteria in respect of financial and economic capacity (see point 12.3.2 below) are to be considered as setting minimum standards which must be fulfilled by each partner; the selection criteria in respect of technical capacity (see 12.3.3 below) will be assessed in relation to the combined capacities of all the members of a partnership as a whole (including subcontractors) Documentary evidence of the tenderers‘ claims in respect of the selection criteria is required as indicated below. The tender should also include any other document that the tenderer(s) wish(es) to include by way of clarification. 12.3.1 Professional information Criterion: Enrolment in one of the professional or trade registers in the country of establishment Documentary Declaration or certificate of enrolment in one of the professional or trade evidence: registers in the country of establishment 12.3.2 Economic and financial standing Tenderers must demonstrate that they have been financially sound during the last three years. Proof of financial and economic standing may be furnished by one or more of the following references: annual accounts, balance sheet or extracts there from where publication of the balance sheet is required under company law in the country of establishment; - statement of the undertaking‘s overall turnover and its turnover in respect of the services to which the contract relates for the previous three financial years. If, for some exceptional reason which the Commission considers justified, a tenderer is unable to provide one or other of the above documents, he or she may prove his or her economic and financial capacity by any other document which the Commission considers appropriate. In any case, the Commission must at least be notified of the exceptional reason and its justification in the tender. The Commission reserves the right to request any other document enabling it to verify the tenderer's economic and financial capacity. 12.3.3 Technical capacities Criterion: Tenderers and other applicants, including subcontractors if any, must possess the necessary experience in order to fulfil the requirements of the concerned lot and at least three years experience of direct relevance to the tasks concerned by the lot for which they submit a tender. Tenderers and subcontractors if any, must have sufficient knowledge of the development and challenges of the branches of the information and communication sectors in Europe and worldwide. List of studies, research, previous projects and contracts in the field covered by the concerned lot performed in the past three years, or currently being - Documentary evidence: Tender Specifications Framework Contract "Information and Communicating Services" Page 75 performed, with their respective values; Criterion: Experience, technical knowledge and credibility of proposed team Tenderers and other applicants, including subcontractors if any, must demonstrate that they have the human resources needed to provide the services required. Concise but informative curricula vitae of team members, demonstrating professional experience in the field covered by the lot (European CV model in Annex III to be used) of at least 3 years. Documentary evidence: Criterion: Management capability Documentary List of contracts of a value of at least 60.000 euros each, performed by the evidence: tenderer(s) (including subcontractor(s), if any) in the last 3 years.16 12.4 Quality criteria Tenderers are required to prepare costed scenarios for each covered Lot as specified in Annex IV. The purpose of the scenarios is to allow the tenderer to demonstrate in concrete terms how he would propose to handle specific briefs typical of DG INFSO's requirements, assuming a stated budget limit. The scenarios are designed to elicit realistic proposals while allowing the tenderer maximum freedom to be innovative and inventive and to display his understanding of the issues typically faced by DG INFSO. The tenderer's response to these scenarios will be used in assessing qualitatively his overall understanding of INFSO tasks and the added value he could offer in terms of proposing practical solutions. These scenarios are entirely hypothetical, though they do reflect the type of project the tenderer will be required to undertake. The tenderer is allocated a maximum budget which he is not obliged to use in its entirety. Note that the costs of the tenderer's scenario proposal will not form part of the assessment of the tenderer's price bid (in the sense of 12.5) for the contract overall. These scenarios should illustrate the tenderers understanding of the work required, and illustrate how their price schedules might be applied in practice. As such, these scenarios will play a key role in the evaluation of tenders received by the Commission. For each scenario in the Lot covered, tenderers should set out, in addition to the replies to the questions specified in each scenario: 16 If the tenderer(s) or subcontractor(s) participated as a partner in a consortium, the total value of the contract should be mentioned along with the value corresponding to the work executed by the partner. Tender Specifications Framework Contract "Information and Communicating Services" Page 76 in a succinct summary, how their proposed solution will meet needs of the Commission, demonstrating their understanding of the requirements, any potential pitfalls, and how these will be overcome a brief outline of how the work will be organised and managed (e.g. major phases or milestones) what will be delivered (if appropriate also - where and how) a total price scenario for the prescribed scenario, based on an calculation of the quantities deemed necessary and the unit price schedules specified Q1 General approach to work to be performed, of which: o Understanding of the overall assignment understanding of the individual tasks – 15 points and Max. points 30 o Degree to which all relevant issues are covered – 15 points Q2 Proposed methodology and tools for each of the tasks defined for Max. each lot in section 3.2. points o Clarity, credibility, quality and feasibility of the tender (i.e. project description, and functionality of the approach) – 20 points o Completeness and soundness of the technical approach in respect of work and services requested – 10 points o Added value of the tender (measured against existing inhouse resources of the Commission) and degree of innovation and creativity of the approach – 10 points Q3 Approach proposed for the management of the tasks, of which : o Coordination inside the team including realistic planning of time scales and allocation of resources for the costed scenarios, including the choice of subcontractors – 20 points o Arrangements for ensuring quality control of the services delivered – 10 points Max. points 30 40 Minimum score per criterion (threshold): Tenders scoring less than 50% of the maximum score for any quality criterion will be considered of insufficient quality and rejected. Minimum total score (threshold): Tender Specifications Framework Contract "Information and Communicating Services" Page 77 Tenders with a total score of less than 60 points at the end of the evaluation process will be considered of insufficient quality and rejected. The following sections provide requirements for each quality criterion, which will be applied in the assessment of the tenders submitted for each lot. Q1 - General approach to work to be performed In order to demonstrate their understanding of the overall assignment and understanding of the individual tasks, the tenderers should provide a brief overview of the main issues, challenges and market developments in the information and communication sector. Q2 - Proposed methodology and tools for performing the tasks Tenderers should provide a thorough description of the methodologies and multidisciplinary approaches proposed for undertaking the tasks (see Part 1 section 3). They should list in particular the tools and methods they envisage to use for these tasks. This description must be as precise as possible. They must also explain the key indicators and the approach that will be used to guarantee the quality of the services and/or the products requested. They should also give a broad description of the way in which they intend to handle the various requirements for the lot concerned. Q3 - Approach proposed for the management of the tasks Tenderers should briefly describe the approach they propose in this regard. They should pay particular attention to the adequacy of the mechanisms for assuring a continuous service, rapid response and timely availability of the specific expertise required for covering the services to be implemented under the concerned lot. In addition, they should explain how the work inside the team(s) and between the team(s) and the project leader will be coordinated, as well as the allocation of tasks to the team members and with subcontractors or partners in relation with the methodology and tools proposed. Tenderers should also provide a detailed planning of time scales and allocation of resources for the costed scenarios (see Annex IV). 12.5 Financial criteria For each lot, the value of the tender taken into account in order to determine the most economically advantageous tender will be the total price of the hypothetical simulations specified in Annex V to carry out a work calculated exclusively on the basis of the Price Schedule in 10.3.3 above. Tenderers should pay attention to the fact that the sole objective of each hypothetical simulation is to provide a fair, non-discriminatory basis for comparing the tenders. Consequently, these simulations cannot under any circumstances be considered to constitute a commitment on the part of the Commission to conclude specific contracts for the related services and quantities, and cannot give rise to any right or legitimate expectation on the part of the contractor. 13 CONTRACT AWARD For each lot, the contract will be awarded to up to five contractors, selecting the most economically advantageous tenders. This will be determined on the basis of the price of the hypothetical simulation (Annex V) and the quality of the tender as specified in section 12.4. Tender Specifications Framework Contract "Information and Communicating Services" Page 78 The ranking of tenders for each lot in order to determine their relative economic advantage will be based on the quality/price ratio of each tender, calculated by dividing the total number of points obtained following the assessment of the quality criteria specified in section 12.4, by the total price of the hypothetical simulation specified in section 12.5. 14 PAYMENT AND STANDARD SPECIFIC CONTRACT Payments under the contract shall be made in accordance with articles I.5 and II.4 of the model Framework Contract attached. Depending on the financial solidity of the tenderer, payment of the pre-financing for a specific service contract may be made conditional upon the furnishing by the Contractor of a financial guarantee. In any case, a financial guarantee shall be required for the payment of pre-financing exceeding EUR 150.000.The guarantee shall be supplied by a bank or an authorised financial institution. The guarantee shall be denominated in Euro. The guarantee shall be released as and when the pre-financing is deducted from interim payments or payments of balances to the contractor in accordance with the terms of the specific contract. 15 VALIDITY OF THE OFFER Period of validity of the tender shall be 12 months from the closing date given above. 16 ADDITIONAL PROVISIONS Variants are not allowed. Changes to tenders will be accepted only if they are received on or before the final date set for the receipt of tenders. Expenses incurred in respect of the preparation and presentation of tenders cannot be refunded. No information of any kind will be given on the state of progress with regard to the evaluation of tenders. All documents submitted by tenderers will become property of the Commission and will be regarded as confidential. 17 NO OBLIGATION TO AWARD THE CONTRACT Initiation of a tendering procedure imposes no obligation on the Commission to award the contract. Should the invitation to tender cover several items or lots, the Commission reserves the right to award a contract for only some of them. The Commission shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted. Nor shall it be so liable if it decides not to award the contract. 18 RESULTS The results of the service resulting from a specific contract must be forwarded to the Commission of the European Communities in Brussels. The copyright will belong to the Commission; the Commission will in particular have the right to publish the results. Tender Specifications Framework Contract "Information and Communicating Services" Page 79 19 DISCLAIMER The following sentence is to be prominently displayed on the cover of each working paper and the final report resulting from a specific contract. The disclaimer should also be incorporated into the introduction of each working paper and final report. The opinions expressed in this report are those of the authors and do not necessarily reflect the views of the European Commission. Tender Specifications Framework Contract "Information and Communicating Services" Page 80 ANNEXES: I. II. III. IV. V. VI. VII. Model Framework Contract (including Model specific contract) Award criteria for individual specific contracts Model CV for the presentation of experts Description of costed scenario and template that must be used to prepare the costed scenario. Template (hypothetical simulation) that must be used to present the financial offer. DG INFSO streaming specifications. Daily Subsistence Allowances for EU Countries Tender Specifications Framework Contract "Information and Communicating Services" Page 81 ADMINISTRATIVE FORMS: ADMINISTRATIVE FORM N° 1: ADMINISTRATIVE IDENTIFICATION FORM TENDERER'S ID Name Legal form Date of registration Country of registration Registration number VAT number Address of registered office Contact address different) URL AUTHORISED REPRESENTATIVE(S)17 (if CONTACT PERSON Name Forename Position Telephone Fax Email DECLARATION BY THE AUTHORISED REPRESENTATIVE(S): I, the undersigned, certify that the information given in this tender is correct and that the tender is valid. Place and date: Name (in capital letters) and signature: 17 Please include the names of the legal representative(s) whose contract signature is required in accordance with the statutes of the organisation and the official document to be provided under section 2.3 Tender Specifications Framework Contract "Information and Communicating Services" Page 82 ADMINISTRATIVE FORM N° 2: LEGAL ENTITIES FORM As required in PART II under section 8 of the tender specifications. A standard template in each EU language is available at: http://ec.europa.eu/budget/execution/legal_entities_en.htm ADMINISTRATIVE FORM N° 3: BANK IDENTIFICATION FORM As required in PART II under section 8 of the tender specifications. A standard template in each EU language is available at: http://ec.europa.eu/budget/execution/ftiers_en.htm Tender Specifications Framework Contract "Information and Communicating Services" Page 83 ADMINISTRATIVE FORM N° 4: DECLARATION OF HONOUR WITH RESPECT TO THE EXCLUSION CRITERIA AND ABSENCE OF CONFLICT OF INTEREST The undersigned [name of the signatory of this form, to be completed]: in his/her own name (if the economic operator is a natural person) or representing (if the economic operator is a legal person and the declaration is signed by a director or person with powers of representation) official name in full: official legal form: official address in full: VAT registration number: declares that he/she / the company or organisation that he/she represents: a) is not bankrupt or being wound up, is not having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, is not the subject of proceedings concerning those matters, and is not in any analogous situation arising from a similar procedure provided for in national legislation or regulations; b) has not been convicted of an offence concerning professional conduct by a judgment which has the force of res judicata; c) has not been guilty of grave professional misconduct proven by any means which the contracting authorities can justify; d) has fulfilled all its obligations relating to the payment of social security contributions and the payment of taxes in accordance with the legal provisions of the country in which it is established, with those of the country of the contracting authority and those of the country where the contract is to be carried out; e) has not been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities‘ financial interests; f) is not a subject of the administrative penalty for being guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or failing to supply an information, or being declared to be in serious breach of his obligation under contract covered by the budget. In addition, the undersigned declares on their honour: g) they have no conflict of interest in connection with the contract; a conflict of interest could arise in particular as a result of economic interests, political or national affinities, family or emotional ties or any other relevant connection or shared interest; h) they will inform the contracting authority, without delay, of any situation considered a conflict of interest or which could give rise to a conflict of interest; i) they have not made and will not make any offer of any type whatsoever from which an advantage can be derived under the contract; j) they have not granted and will not grant, have not sought and will not seek, have not attempted and will not attempt to obtain, and have not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal Tender Specifications Framework Contract "Information and Communicating Services" Page 84 practice or involving corruption, either directly or indirectly, as an incentive or reward relating to award of the contract. k) that the information provided to the Commission within the context of this invitation to tender is accurate, sincere and complete. l) that in case of award of contract, they shall provide the evidence that they are not in any of the situations described in points a, b, d, e above18. For situations described in (a), (b) and (e), production of a recent extract from the judicial record is required or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance showing that those requirements are satisfied. Where the Tenderer is a legal person and the national legislation of the country in which the Tenderer is established does not allow the provision of such documents for legal persons, the documents should be provided for natural persons, such as the company directors or any person with powers of representation, decision making or control in relation to the Tenderer. For the situation described in point (d) above, recent certificates or letters issued by the competent authorities of the State concerned are required. These documents must provide evidence covering all taxes and social security contributions for which the Tenderer is liable, including for example, VAT, income tax (natural persons only), company tax (legal persons only) and social security contributions. For any of the situations (a), (b), (d) or (e), where any document described in two paragraphs above is not issued in the country concerned, it may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.] By signing this form, the undersigned acknowledges that they have been acquainted with the administrative and financial penalties described under art 133 and 134 b of the Implementing Rules (Commission Regulation 2342/2002 of 23/12/02), which may be applied if any of the declarations or information provided prove to be false. Full name Date Signature Mandatory for contracts of value above €133 000 only (see art. 134(2) of the Implementing Rules). The contracting authority can nevertheless request such evidence for contracts with a lower value. 18 Tender Specifications Framework Contract "Information and Communicating Services" Page 85 ADMINISTRATIVE FORM N° 5: POWER OF ATTORNEY MANDATING ONE OF THE PARTNERS IN A JOINT TENDER AS LEAD PARTNER AND LEAD CONTRACTOR (to be filled in and signed by each of the partners in a joint tender) The undersigned: – Signatory (Name, Function, Company, Registered address, VAT Number) having the legal capacity required to act on behalf of his/her company, HEREBY AGREES TO THE FOLLOWING: 1) To submit a tender as a partner in the group of partners constituted by Company 1, Company 2, Company N, and led by Company X, in accordance with the conditions specified in the tender specifications and the terms specified in the tender to which this power of attorney is attached. 2) If the European Commission awards the Contract to the group of partners constituted by Company 1, Company 2, Company N, and led by Company X on the basis of the joint tender to which this power of attorney is attached, all the partners shall be co-signatories of the Contract in accordance with the following conditions: (a) All partners shall be jointly and severally liable towards the European Commission for the performance of the Contract. (b) All partners shall comply with the terms and conditions of the Contract and ensure the proper delivery of their respective share of the services and/or supplies subject to the Contract. 1) Payments by the European Commission related to the services and/or supplies subject to the Contract shall be made through the lead partner‘s bank account: [Provide details on bank, address, account number]. 2) The partners grant to the lead partner all the necessary powers to act on their behalf in the submission of the tender and conclusion of the Contract, including: (a) The lead partner shall submit the tender on behalf of the group of partners. (b) The lead partner shall sign any contractual documents — including the Contract, and Amendments thereto — and issue any invoices related to the Services on behalf of the group of partners. (c) The lead partner shall act as a single contact point with the European Commission in the delivery of the services and/or supplies subject to the Contract. It shall co-ordinate the delivery of the services and/or supplies by the group of partners to the European Commission, and shall see to a proper administration of the Contract. Any modification to the present power of attorney shall be subject to the European Commission‘s express approval. This power of attorney shall expire when all the contractual obligations of the group of partners towards the European Commission for the delivery of the services and/or supplies subject to the Contract have ceased to exist. The parties cannot terminate it before that date without the Commission‘s consent. Signed in ………………………… on [dd/mm/yyyy] Place and date: Name (in capital letters), function, company and signature: Tender Specifications Framework Contract "Information and Communicating Services" Page 86 ADMINISTRATIVE FORM N° 6a: LETTER OF INTENT FOR SUB-CONTRACTORS Call for Tenders (comprising 4 lots) for Multiple Framework Contracts for the Provision of Information and Communicating Services to DG Information Society and Media SMART 2009/0102 The undersigned: …………………………………………………………………………. Name of the company/organisation: ……………………………………………………… Address: …………………………………………………………………………………… Declares hereby that, in case the contract is awarded to [name of the tenderer], the company/organisation that he/she represents, intends to collaborate in the execution of the tasks subject to this call for tender, in accordance with the tender specifications and the tender to which the present form is annexed, and is available to carry out its part of the tasks during the period foreseen for the execution of the contract. Place and date: Name (in capital letters) and signature: Tender Specifications Framework Contract "Information and Communicating Services" Page 87 ADMINISTRATIVE FORM N° 6b: LETTER OF INTENT FOR EXTERNAL EXPERTS Call for Tenders (comprising 4 lots) for Multiple Framework Contracts for the Provision of Information and Communicating Services to DG Information Society and Media - SMART 2009/0102 The undersigned: …………………………………………………………………………. Name of the company/organisation: ……………………………………………………… Address: …………………………………………………………………………………… Declares hereby that, in case the contract is awarded to [name of the tenderer], he/she intends to collaborate in an individual capacity as an external expert in the execution of the tasks subject to this call for tender, in accordance with the tender specifications and the tender to which the present form is annexed, and is available to carry out its part of the tasks during the period foreseen for the execution of the contract. In addition, the undersigned declares not to have any conflict of interest in connection with the contract, and not to be in one of the situations of exclusion referred to in Article 93(1) of the Financial Regulation. Place and date: Name (in capital letters) and signature:
"CALL FOR TENDERS FOR A FRAMEWORK"