EUROPEAN COMMISSION DIRECTORATE-

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					                               EUROPEAN COMMISSION
                               DIRECTORATE-GENERAL FOR JUSTICE, FREEDOM AND SECURITY
                               Directorate A: General affairs
                               The Director




                                                                                         Brussels, 31/10/2007
                                                                                         JLS-A5/NCM-NG ml D(2007) 15254




                    FOR THE ATTENTION OF PROSPECTIVE TENDERERS


Subject:                 Open procedure – Invitation to tender JLS/2007/A5/002

            Framework contract – Helping to devise, plan and formulate European
            Union policies, particularly but not exclusively in the field of justice, freedom
            and security, and helping to organise and implement information, publicity
            and communication activities relating to these policies and aimed at the
            general public


Dear Sir/Madam,

1.       The European Commission is launching an invitation to tender for services
         comprising three lots, with a view to concluding framework contracts for the
         following services:       "Writing and graphic art", "Websites, web content
         management systems and other computer services" and "Audiovisual material,
         events and communication campaigns" in the field of Community policies in
         general and justice, freedom and security in particular.

         A contract notice relating to this invitation to tender was published in OJ No S 210
         of 31/10/2007.

2.       If you are interested in this contract, you should submit a tender to the
         Commission. Tenders must be dated and signed by the tenderer or his duly
         authorised representative and must be:

         a) sent either by registered post or by courier no later than 18 December 2007, in
         which case the evidence of the date of dispatch will be constituted by the postmark
         or the date of the deposit slip, to the following address:

         European Commission
         Directorate-General for Justice, Freedom and Security
         Unit JLS.A5 "Information, Communication"
         (Mr Nicolas Genevay)
         LX 46 07/74
         B-1049 Brussels
         Belgium

                                                                                                                          1
Commission européenne, B-1049 Bruxelles / Europese Commissie, B-1049 Brussel - Belgium. Telephone: (32-2) 299 11 11.

Commission européenne, L-2920 Luxembourg. Telephone: (352) 43 01-1.
     b) or delivered in person or through an intermediary to the following address no
     later than 18 December 2007 before 16h00 (Brussels time):

     European Commission
     Directorate-General for Justice, Freedom and Security
     Unit JLS.A5 "Information, Communication"
     (Mr Nicolas Genevay)
     Building DAV 1
     Avenue du Bourget, 1
     B-1140 Brussels
     Belgium

     A receipt must be obtained as proof of submission, signed and dated by the official
     in the central mail department who took delivery. The tenderer must ask for this
     receipt when the tender is delivered.

     The Commission's central mail department is open from 08.00 to 17.00 from
     Monday to Thursday and from 08.00 to 16.00 on Fridays (Commission working
     days only).

3.   The tender must be submitted in triplicate (one original and two copies). An
     electronic copy of the tender must also be provided on CD-Rom (MS Office
     Word).
     Tenders must be placed inside two sealed envelopes. The outer envelope should be
     addressed to the department indicated above at point 2a); the inner envelope,
     addressed to the same department, should also be marked:

     "Invitation to tender JLS/2007/A5/002 – Lot n° …
     Tender submitted by …..… (name of the tenderer)
     Not to be opened by the internal mail department".

     If self-adhesive envelopes are used, they must be sealed with adhesive tape and the
     sender must sign across the tape.

4.   The tenders will be opened on 07/01/2008 at 10h00 in the offices of the
     Directorate-General for Justice, Freedom and Security at 46 rue du Luxembourg,
     B-1040 Brussels.

     Any tenderer who wishes to attend the opening must register at least two days in
     advance by sending an e-mail to
     JLS-A5-INFO-COMM@ec.europa.eu.

     The Chairman of the opening board will announce the names of the tenderers and the
     decision on the admissibility of each bid received. The prices quoted in the tenders
     received will not be disclosed.

5.   The specification, listing all the documents that must be produced in order to
     tender, including documentary evidence of economic, financial, technical and
     professional capacity, and the draft framework contract are attached.




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6.   Tenders must be signed by the tenderer or his duly authorised representative and
     must be perfectly legible so that there can be no doubt as to words and figures.

7.   Tenders must be kept open for nine months from the final date for receipt of tenders.

8.   Submission of a tender implies acceptance of the terms and conditions set out in
     this invitation to tender, in the specification and in the draft framework contract
     and, where appropriate, waiver of the tenderer's own general or specific terms and
     conditions. It is binding on the tenderer to whom the contract is awarded for the
     duration of the contract.

9.   Contacts between the contracting authority and tenderers are prohibited throughout
     the procedure save in exceptional circumstances and under the following conditions
     only:

     Before the final date for submission of tenders

      At the request of the tenderer, the contracting authority may provide additional
       information solely for the purpose of clarifying the nature of the contract.
       Any requests for additional information must be sent by e-mail not later than six
       working days before the closing date for submission of tenders to the following
       address:
       JLS-A5-INFO-COMM@ec.europa.eu.

      The Commission may, on its own initiative, inform interested parties of any
       error, inaccuracy, omission or other clerical error in the text of the call for
       tenders.

      Any additional information, including that referred to above, will be supplied
       strictly according to the principle of equal treatment. The questions and the
       replies to them will be posted on the Justice, Freedom and Security DG's
       Internet site.

     After the opening of tenders

     If clarification is required or if obvious clerical errors in the tender need to be
     corrected, the Commission may contact the tenderer, provided that the terms of the
     tender are not modified as a result.

    This invitation to tender is in no way binding on the Commission. The latter's
     contractual obligation commences only upon signature of the framework contract
     with the successful tenderer.

     Up to the point of signature, the European Commission may either abandon the
     procurement or cancel the award procedure, without the tenderers being entitled to
     claim any compensation. This decision must be substantiated and the tenderers
     notified.

     The signature of a framework contract does not confer any exclusive right to
     provide this type of services to the Commission, as specified in the model



                                                                                      3
       framework contract. Nor does the signature of the framework contract mean that the
       volume of services actually commissioned will be equal to the upper limit of the
       framework contract that was awarded.

11. You will be informed whether or not your tender has been accepted.

12.     You are informed that, for the purposes of safeguarding the financial interests of
        the Communities, your personal data may be transferred to the Internal Audit
        Service, to the European Court of Auditors, to the Financial Irregularities Panel
        and/or to the European Anti-Fraud Office (OLAF).

        Data relating to the economic operators which are in one of the situations referred to
        in Articles 93, 94, 96(1)(b) and 96(2)(a) of the Financial Regulation1 may be included
        in a central database and communicated to the designated persons of the Commission
        and to the other institutions, agencies, authorities and bodies mentioned in Article
        95(1) and (2) of the Financial Regulation. This also refers to the persons with powers
        of representation, decision-making or control over the said economic operators. Any
        party entered into the database has the right to be informed of the data concerning
        him, upon request to the Commission's Accounting Officer.

Yours sincerely,




                                                        Tung-Laï Margue
                                                            Director


Annex: Specification




1     Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation
      applicable to the general budget of the European Communities, as amended by Regulation (EC,
      EURATOM) No 1995/2006 of 13 December 2006.




                                                                                            4
                                SPECIFICATION
                 Open procedure – Invitation to tender JLS/2007/A5/…
    FRAMEWORK CONTRACT – HELPING TO DEVISE, PLAN AND
 FORMULATE EUROPEAN UNION POLICIES, PARTICULARLY BUT NOT
 EXCLUSIVELY IN THE FIELD OF JUSTICE, FREEDOM AND SECURITY,
   AND HELPING TO ORGANISE AND IMPLEMENT INFORMATION,
 PUBLICITY AND COMMUNICATION ACTIVITIES RELATING TO THESE
         POLICIES AND AIMED AT THE GENERAL PUBLIC

                                  TABLE OF CONTENTS
1.    INTRODUCTION                                                         Page 8
2.    BACKGROUND                                                                 8
3.    SUBJECT OF THE CONTRACT                                                    9
4.    DESCRIPTION OF THE LOTS                                                    9
     Lot 1: "Writing and graphic art"                                            9
     Lot 2: "Websites, web content management systems and other computer
     services"                                                                  10
     Lot 3: "Audiovisual material, events, communication campaigns"             13
5.    AWARD PROCEDURES                                                          15
6.    ORDERS FOR WORK                                                           15
7.    GROUPS OF COMPANIES AND SUBCONTRACTING                                    16
8.    STABILITY OF SERVICES                                                     17
9.    PLACE OF PERFORMANCE OF SERVICES                                          18
10. DURATION OF THE CONTRACT                                                    18
11. INDICATIVE CONTRACT AMOUNT                                                  18
12. PAYMENT PROCEDURE AND BUDGET                                                19
13. PENALTIES                                                                   22
14. SUSPENSION OF SERVICES                                                      21
15. PRICE REVISION                                                              21
16. INFORMATION ON BIDS                                                         22
17. ASSESMENT AND AWARD OF CONTRACT                                             25
18. OPENING OF TENDERS                                                          25
19. EXCLUSION CRITERIA                                                          25
20. SELECTION CRITERIA                                                          28
21. CONTRACT AWARD CRITERIA                                                     33
22. FINAL EVALUATION                                                            39



                                                                            5
ANNEXES                                                                        41
ANNEX I: ANNEXES COMMON TO THE 3 LOTS                                   Page 43

Annex I.1: Tenderer identification form                                        44

Annex I.2: Financial identification form                                       46

Annex I.3: Exclusion criteria form                                             47


ANNEX II: ANNEXES SPECIFIC TO LOT 1                                            49

Annex II.1: Lot 1 case studies                                                 50

Annex II.2: Lot 1 price schedule                                               54

Annex II.3: Draft framework contract for Lot 1 and annexes                     65

     Annex II.3a: Specification                                                87

     Annex II.3b: Contractor's tender (including
                    completed price schedule)                                  88

     Annex II.3c: Specific contract - model                                    89

     Annex II.3d: Contractor's travel and subsistence expenses                 93

     Annex II.3e: Financial guarantee                                         100

     Annex II.3f: Power of attorney                                           102


ANNEX III: SPECIFIC ANNEXES TO LOT 2                                          104

Annex III.1: Indicative list of products                                      105

Annex III.2: Profile and roles                                                107

Annex III.3: Questionnaire                                                    120

Annex III.4: Lot 2 case studies and annexes                                   169

       Annex III.4a: Vision document                                          182

       Annex III.4b: Software Development Plan                                203

       Annex III.4c: Software Architecture Document                           217

Annex III.5: Service Level Agreement (SLA)                                    230

Annex III.6: Lot 2 price schedule                                             236

Annex III.7:Proposed framework service contract for Lot 2 and annexes         240




                                                                          6
       Annex III.7a: List of services covered by the contract and price
                      schedule                                                         268

       Annex III.7b: Power of attorney                                                 269

       Annex III.7c: Identification form and legal entities                            271

       Annex III.7d: - Specification (Invitation to tender No [complete] of [complete]) 272
                       - Original archived at the Commission‘s premises
       Annex III.7e: - Contractor's tender (No [complete] of [complete])             273
                       - Original archived at the Commission‘s premises

       Annex III.7f: Specific contracts and order forms – Models                       274

       Annex III.7g: Financial guarantee – Model                                       275

       Annex III.7h: Performance guarantee – Model                                     277

       Annex III.7i: Service Level Agreement                                           278

       Annex III.7j: Daily travel and subsistence allowance for the contractor         279

       Annex III.7k: III – General terms and conditions for information technologies
                     contracts                                                    281


ANNEXE IV: SPECIFIC ANNEXES TO LOT 3                                                   281

Annex IV.1: Lot 3 case studies                                                         282

Annex IV.2: Lot 3 price schedules                                                      295

Annex IV.3: Draft framework contract for Lot 3 and annexes                             318

       Annex IV.3a: Specification                                                      341

       Annex IV.3b: Contractor's tender (including
                     completed price schedule)                                         342

       Annex IV.3c: Specific contract - model                                          343

       Annex IV.3d: Contractor's travel and subsistence expenses                       347

       Annex IV.3e: Financial guarantee                                                348

       Annex IV.3f: Power of attorney                                                  350




                                                                                   7
    1.      INTRODUCTION

         The Commission, and in particular the department responsible for information and
         communication policy in the Directorate-General for Justice, Freedom and Security,
         is launching an invitation to tender for services comprising three lots. It intends to
         select three companies for each lot and to conclude a multiple framework contract 2
         with each of them for a period of one year. These contracts will be valid from the
         date of signature and can be renewed three times, each time for a period of one year.

         Tenderers may bid for more than one lot and may form groups (or consortia of
         companies) or use subcontractors.

         On the basis of the framework contract the successful tenderers will be contacted as
         required by the Directorate-General for Justice, Freedom and Security or, if
         necessary, other Directorates-General.

         For all of the work covered by this invitation to tender, the services will consist of
         helping to devise, plan and formulate European Union policies, particularly but not
         exclusively in the field of justice, freedom and security, and helping to organise
         information, publicity and communication activities relating to these policies and
         aimed at the general public. As a general rule, these services will be provided in the
         27 European Union Member States and occasionally in EFTA/EEA countries
         (Switzerland, Iceland, Liechtenstein and Norway), the countries that are candidates
         for EU membership (Croatia, the Former Yugoslav Republic of Macedonia and
         Turkey) and any other country where there is a Community interest.

    2.      BACKGROUND

         All of the areas of activity of the Directorate-General for Justice, Freedom and
         Security are to be considered for the purposes of this invitation to tender: borders
         and visas; immigration and asylum; civil justice; criminal justice; citizenship and
         fundamental rights; data protection; the fight against economic and financial crime
         and cybercrime; counter-terrorism and the fight against human trafficking and
         exploitation; combating drug trafficking; judicial and police cooperation; external
         relations and enlargement.

         Further information about the areas of activity of the Directorate-General for Justice,
         Freedom and Security can be found at:
         http://ec.europa.eu/justice_home/index_en.htm.

         In July 2005 the Commission adopted an action plan on improving communication
         about Europe. This provides for 50 actions aimed at improving the Commission‘s
         capacity and ability to communicate European policies.

         The action plan reflects in a very concrete and pragmatic way the political priority
         given to engaging in dialogue with citizens across the European Union.


2    See point 5 for the definitions of a multiple framework contract and of the cascade system.




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     This new approach to communication adopted by the Commission is based on three
     principles.

     Listening: it is not enough just to inform the citizens of the European Union; the
     Commission must listen to their opinions and take them into account.

     Communication: explaining how EU policies affect citizens‘ everyday life and what
     added value they bring.

     Connecting by going local: that is, by adapting messages to audiences in each
     Member State and conveying them through the channels those audiences prefer in
     the languages they understand.

     More information on this action plan can be found at:
     http://europa.eu.int/rapid/pressReleasesAction.do?reference=IP/05/995&format=HT
     ML&aged=0&language=EN&guiLanguage=en

3.      SUBJECT OF THE CONTRACT

     The help that the Commission is seeking should enable it, on the one hand, to devise
     and plan its policies and, on the other, to publicise them by means of information and
     communication activities. The end result should be a better perception of the
     European Union by its citizens and greater visibility for its information and
     communication activities, particularly but not exclusively in the areas of justice,
     freedom and security.

     The services required will essentially, but not exclusively, concern the tasks
     described in the next section, which is devoted to the individual lots.

4.      DESCRIPTION OF THE LOTS

     The contract is divided into three lots in order to group the services requested into
     coherent lots which correspond to given professional sectors.

     The same company may tender for more than one lot, in which case it must submit a
     separate bid for each of the lots concerned, specifying each time the name and
     number of the lot.

                              Lot 1: "Writing and graphic art"

     The proposed activities concern the design, drafting and production in any medium
     of information products and promotional material relating to the activities of the
     European Union, particularly but not exclusively in the field of justice, freedom and
     security.

     For this lot, compliance with the rules of the Interinstitutional Style Guide is
     essential for any drafting and/or translation work in order to ensure the editorial and
     linguistic quality of the information products. The contractor must also be able to
     arrange translation from any language into the other official languages of the



                                                                                       9
European Union and into the languages of the EFTA/EEA, the candidate countries
and, if necessary, other countries.

For further information, consult the Interinstitutional Style Guide at
http://publications.europa.eu/code/en/en-000100.htm and the list of languages at
http://publications.eu.int/code/pdf/370000en.htm.

The work could include the following (this list is not exhaustive):

 helping to identify target groups and their needs;
 researching, collecting and analysing data and documents;
 writing, translating, revising and adapting documents such as reports, magazines,
  newsletters, memos, brochures, leaflets, notices, panels and other information
  products;
 identifying, designing, planning and drafting information products for use in
  communication campaigns;
 writing advertisements;
 writing reports, press articles and interviews;
 writing and producing promotional and presentational material;
 graphic design, picture research, illustrations, layout, production of electronic
  files (QuarkXpress, Adobe InDesign, pdf press optimized) and films for printing
  publications such as reports, brochures, leaflets, posters, newsletters, memos,
  magazines, etc.;
 adapting all the above products with a view to putting them on websites and/or an
  electronic medium (CD-Rom, DVD, etc.);
 design and graphic production of advertisements;
 photo reportages;
 building up and running a photo library, including dealing with copyright issues;
 design and limited print run of graphic material for promotions and presentations
  (posters, maps, etc.);
 putting the material produced into envelopes;
 dispatching and transporting the material produced.

    Lot 2: "Websites, web content management systems and other computer
                                   services"

The proposed activities concern the study, design, creation, maintenance and support
of information systems specific to the activities of the European Union, particularly
in the field of justice, freedom and security. These services will be provided
essentially on the contractor's premises. They mainly involve web content
management and document management applications (portals, websites, search
engines, etc.) but also cover other types of information system, such as:
 data management and processing applications;
 the business intelligence application;
 data warehouses.

Both existing applications and Open Source (OSS) developments will be involved.

The contractor must:



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-   demonstrate solid IT project management expertise and the ability to use the UP
    (Unified Process) and CEAF (Commission Enterprise IT Architecture
    Framework) computer methodologies;
-   apply a methodology that is fully compatible with and equivalent to that currently
    used by the Commission (RUP@EC);
-   install and use the methodological and project management tools which he
    proposed in Case Study No 1 (Development of information systems);
-   use the cost evaluation methodology which he described and used in Case Study
    No 1;
-   use the ready-made modules which he described in Case Study No 1 for Lot 2
    under the conditions and prices proposed. The prices of these modules (1 and 2)
    will have to be included in the price schedule;
-   ensure that all the work performed as part of this lot complies with the existing
    standards and methodologies required by the Commission, as described in the
    following documents:
    •       Unified Process or Rational Unified Process® Methodology
    •       Commission Enterprise Architecture Framework
    •       Information System Security Policy
    •       The IT Governance communication [SEC(2004)1267]
    •       Communication on Interoperability [SEC(2004)1265]
    •       Data Protection Regulation (EC) No 45/2001 (http://eur-
    lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32001R0045:EN:NOT)
    •       IS Hosting Certification Guidelines v1

    most of which can be consulted only on signing the contract.

For this lot, compliance with the rules of the Interinstitutional Style Guide is
essential for any drafting and/or translation work in order to ensure the editorial and
linguistic quality of the information products. The contractor must also be able to
arrange translation from any language into the other official languages of the
European Union and into the languages of the EFTA/EEA, the candidate countries
and, if necessary, other countries.

For further information, consult the Interinstitutional Style Guide at
http://publications.europa.eu/code/en/en-000100.htm and the list of languages at
http://publications.eu.int/code/pdf/370000en.htm.

The work could include the following (this list is not exhaustive):

Development:
 project management;
 evaluation and introduction of new production tools (typically content
  management, indexation and search tools);
 preliminary analysis, comparative analysis, gathering of user requirements,
  feasibility studies;
 adapting and/or integrating existing systems or products;
 analysis and design, documentation (including technical documentation), studies
  of security aspects, risk management;


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 prototyping, programming, development, migration, installation, personalisation,
  hosting (temporarily during development, testing and production);
 quality assurance, tests;
 installation of software products in various phases (development, testing,
  production, etc.) at the request of the Commission in the computer centre
  indicated (usually DIGIT or JLS's computer centre in Luxembourg);
 training (including technical training), assistance for end-users, support,
  consultancy on information systems;
 design, production, hosting, maintenance, updating and/or day-to-day
  management of websites;
 design, production, hosting, maintenance and/or updating of web applications;
 design, production, hosting, maintenance and/or regular updating of databases;
 design, production, hosting, maintenance and/or updating of content management
  systems (some of which are based on Documentum and its starter kit);
 design and adaptation of the general architecture of multilingual websites or
  portals (Information Providers Guide (IPG) and its updates; see
  http://ec.europa.eu/ipg/index.htm);
 taking part in meetings of the various internal Commission bodies dealing with its
  websites.


Content management:
 database integration and encoding of data;
 updating and day-to-day management of websites;
 proof-reading;
 writing, translating, revising and adapting web content in all current and future
  official languages;
 graphic design, picture research, illustrations, design for websites;
 manipulation of documents such as images, photos, videos, reports, magazines,
  newsletters, memos, brochures, leaflets, notices, panels, web pages, etc. to adapt
  them to the web medium (usually in HTML format or as a PDF document);
 manipulation and conversion of documents such as web pages, images, photos,
  videos, reports, magazines, newsletters, memos, brochures, leaflets, notices,
  panels, web pages, etc. to adapt them and load them in Documentum;
 monitoring the quality of online documents (metadata, links, etc.);
 developing, introducing and managing statistical and interactive tools
  (notification, letterboxes, forums, discussions, online surveys, etc.) and producing
  a summary report on the operation of such interactive tools;
 organising and moderating forums, and then producing a summary report on the
  results;
 producing guides for information producers.

Distribution/dissemination of information:
 creating, populating and updating databases;
 creating an ad hoc mailing list;
 mass mailing of documents by email or fax;
 printing labels;
 database integration and encoding of data.




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             Lot 3: "Audiovisual material, events, communication campaigns"

     For the three parts of this Lot3, compliance with the rules of the Interinstitutional
     Style Guide is essential for any drafting and/or translation work in order to ensure
     the editorial and linguistic quality of the information products. The contractor must
     also be able to arrange translation from any language into the other official
     languages of the European Union and into the languages of the EFTA/EEA, the
     candidate countries and, if necessary, other countries.

     For further information, consult the Interinstitutional Style Guide at
     http://publications.europa.eu/code/en/en-000100.htm and the list of languages at
     http://publications.eu.int/code/pdf/370000en.htm.

                                         "Audiovisual material"

    The proposed activities and tools, such as reports, documentaries, video news releases,
    television and radio spots, and cartoons, are intended to generate greater interest
    among television channels and radio stations in the activities of the European Union,
    particularly but not exclusively in the areas of justice, freedom and security.

    The work could include the following (this list is not exhaustive):

     helping to identify target groups and their needs;
     advising the Commission on its communication strategy vis-à-vis television
      channels and radio stations and the various target groups;
     producing reports, documentaries, videos, VNR (Video News Releases), TV and
      radio commercials, cartoons, etc.;
     copying and dispatching products;
     securing media coverage for products on television channels and/or radio stations,
      including EBS (Europe by Satellite),4 i.e. promoting them with a view to free
      distribution;
     following up all media reporting and documenting the coverage generated;
     copying products in any appropriate format;
     organising press conferences and/or press trips for journalists/audiovisual media
      producers;
     identifying target groups, such as journalists or TV/radio producers interested in
      European issues;
     securing coverage of events by the broadcast media, particularly by writing,
      printing and sending press releases or press packs;
     monitoring the impact of EU activities in the broadcast media, particularly but not
      exclusively in the fields of justice, freedom and security.

                                                   "Events"



3   This is a single lot and the tender must apply to the entire lot. The division into parts is simply in order
    to present more clearly the work to be carried out.

4   For information about EBS, go to http://ec.europa.eu/avservices/ebs/welcome_en.cfm.



                                                                                                         13
    The work of helping to devise, plan and formulate European Union policies,
    particularly but not exclusively in the field of justice, freedom and security, and the
    work of helping to organise information, publicity and communication activities
    relating to these policies could include activities such as meetings, conferences, road
    shows or exhibitions aimed at raising awareness among specific target groups in some
    cases and the general public in others.
    The work could include the following (this list is not exhaustive):
        helping to identify target groups and their needs;
        organising meetings, conferences or exhibitions, including the following
           aspects:
        inviting participants;
        organising registration;
        reimbursing participants' expenses;
        organising transport and accommodation;
        organising meals and coffee breaks;
        reserving rooms (conferences) or places for stands (exhibitions);
        setting up, decorating, and fitting out rooms or stands;
        renting equipment, including stands, vehicles, etc.;
        assembling, installing and dismantling equipment;
        organising interpreting and translation;
        recording, transcribing and translating the proceedings;
        organising a press conference to launch the activity;
        designing and producing information and promotional material, putting it in to
           envelopes and distributing it;
        dispatching material;
        transporting material;
        taking photographs;
        making a video;
        arranging for technicians, hosts and representatives of the Contractor to be
           present throughout an event.

                                "Communication campaigns"

    Long-distance communication activities5 and the tools envisaged, such as
    competitions for young people, are aimed at raising awareness among certain target
    groups about EU activities, particularly but not exclusively in the fields of justice,
    freedom and security.

    The work could include the following (this list is not exhaustive):

     helping to identify target groups and their needs;
     buying or creating lists of bodies that could potentially be interested in European
      issues (trade organisations, journalists' associations, non-governmental
      organisations, parents' and teachers' associations, schools, youth clubs, holiday
      camps, open-air centres for children, and other types of organisation, association
      and club);

5   These will also involve some organisation on the ground, for example organising judges and award
    cermonies in the case of a competition.




                                                                                             14
  creating and running a network of national partners helping to organise and
   promote an activity in each of the countries concerned;
  promoting an activity among those potentially interested by email, fax and
   telephone;
  promoting an activity among those potentially interested by distributing posters and
   brochures;
  designing, creating and managing a website (usually multilingual) on a specific
   activity for a given period of time;
  buying web addresses;
  in the case of an activity such as a competition, organising participants' registration
   and entries;
  in the case of an activity such as a competition, organising judges;
  in the case of an activity such as a competition, organising award ceremonies;
  organising interpreting and translation.

5. AWARD PROCEDURES: MULTIPLE FRAMEWORK CONTRACT AND
CASCADE SYSTEM

     For each of the lots, a single multiple framework contract will be concluded with the
     three tenderers that are ranked best when the bids are evaluated and that have
     obtained the minimum number of points required (see points 21 and 22).

     The term "multiple framework contract" refers to the situation whereby a framework
     contract is concluded separately but on identical terms for each of the lots, between
     the Commission and several service providers with a view to ensuring that a contract
     can be performed in succession by one or other of the contractors.

     If the first choice of contractor is unable to carry out the work by the deadlines set in
     the request to provide services or in the event of default as described in Article I.11
     of the special terms and conditions of the draft framework contract (Annex II.3 for
     Lot 1, Annex III.7 for Lot 2, Annex IV.3 for Lot 3) in respect of the performance
     of earlier orders, but not entailing termination of the contract, the request to provide
     services will be automatically sent to the second contractor on the list (the "cascade
     system"). If necessary, the same procedure will then apply to the second contractor.

6.      ORDERS FOR WORK

     The services which may be requested will, as and when the need for them arises, be
     the subject of a written request from the Commission for which the contractor will
     be required to submit a detailed bid to be drawn up on the basis of the price schedule
     agreed when the framework contract is signed. On the basis of the bid submitted by
     the contractor, a specific contract, signed by a person authorised to act on behalf of
     the Commission will be formally concluded. The contractor will have the number of
     working days specified by the Commission in its request (usually between 10 and 20
     working days, depending on the complexity of the task) within which to submit his
     bid. In the event of failure to observe this deadline, the contractor will be considered
     unavailable.




                                                                                        15
7.      GROUPS OF COMPANIES AND SUBCONTRACTING

     The contractors will perform the work requested by the Commission in close
     cooperation with its competent departments,, particularly but not exclusively the
     Information and Communication Unit of the Directorate-General for Justice,
     Freedom and Security.

     Companies can consider two ways of collaborating in an offer: either as joint
     partners in the offer or through subcontracting. Offers may even combine both
     approaches.
     In any case, the tender must specify very clearly whether each company involved in
     the offer is acting as a partner in a joint offer or as a subcontractor (this also applies
     where the various companies involved belong to the same group or even where one
     is the parent company of the others). For Lot 2, the questionnaires annexed to the
     specification include a tender form for this purpose.

     The implications of these two modes of collaboration are radically different. So that
     you can understand them both fully, they are outlined below.

     Joint offers

     Partners in a joint offer assume joint and several liability towards the Commission
     for the performance of the contract as a whole.
     Statements to the effect, for instance:

   that one of the partners of the joint offer will be responsible for part of the
    contract and another one for the rest, or
   that more than one contract should be signed if the joint offer is successful are
    thus incompatible with the principle of joint and several liability. The
    Commission will disregard any such statement contained in a joint offer and
    reserves the right to reject such offers without further evaluation on the grounds
    that they do no comply with the specification.

     Joint offers will be assessed as follows:

   the exclusion criteria will be assessed in relation to each company individually;
   the selection criteria for economic and financial capacity and for technical and
    professional capacity as well as the evaluation criteria will be assessed in relation
    to the tendering group as a whole.

     If you intend to tender with a partner and have already set up a consortium or similar
     entity to that end, you should mention this fact in your offer, together with any other
     relevant information in this connection.
     If you intend to submit a joint offer, you should be aware that, if you are awarded the
     contract, the Commission will require you to give a formal status to the proposed
     association before the contract is signed. This can take the form of:

      an entity without legal personality but offering sufficient protection of the
       Commission‘s contractual interests (depending on the Member State concerned,
       this may be, for example, a consortium or a temporary association); or


                                                                                         16
      the signature by all the partners of a ―power of attorney‖ based on the annexed
       model, which provides for a form of cooperation.

     Subcontracting

     Certain tasks provided for in the contract may be entrusted to subcontractors, but the
     main contractor retains full liability towards the Commission for performance of the
     contract as a whole. Accordingly:

      the Commission will treat all contractual matters (e.g. payment) exclusively with
       the main contractor, whether or not the tasks are performed by a subcontractor;
      under no circumstances can the main contractor avoid liability towards the
       Commission on the grounds that the subcontractor is at fault.

     If your offer envisages subcontracting, your file must include, in relation with the
     concrete elements of your tender:

      a document stating clearly the roles, activities, reporting lines and responsibilities
       of the subcontractor(s) and specifying the volume/proportion for each
       subcontractor;
      a letter of intent by each subcontractor stating its intention to collaborate with you
       if you win the contract.

     Offers involving subcontracting will be assessed as follows:

      The exclusion criteria and selection criteria will be assessed in relation to the
       tenderer and each proposed subcontractor.
      The evaluation criteria will be assessed in relation to the tender.

     During execution of the contract, the contractor will need the Commission‘s express
     prior written authorisation to replace a subcontractor with another and/or to
     subcontract tasks for which subcontracting was not envisaged in the original offer.
     The signature of a specific contract is deemed to constitute such authorisation.



8.      STABILITY OF SERVICES

     The Commission and the contractor will communicate to each other the information
     needed for the services to be provided. For the duration of the framework contract
     they will maintain the required level of information and make it available to the
     other party for the purpose of providing the services. The updating and exchange of
     information will not give rise to any payment.

     For the duration of the framework contract the contractor will ensure that the
     elements necessary for the stability of the service and the proper performance of the
     specific contracts are maintained. The contractor is required to inform the
     Commission departments without delay of any new factor affecting the technical
     capacity on the basis of which he was selected.



                                                                                       17
         To that end, the contractor will, where necessary, replace staff gradually and will
         organise the transfer of information required for the services to be provided, the cost
         of which will be borne by him. In no event will the contractor invoke a change of
         staff as a reason for not meeting one of his obligations, in particular with regard to
         deadlines and quality.

         For all tasks with a low degree of substitutability, e.g. project design, creation and
         management, the contractor will ensure that staff are changed only in the event of
         force majeure.

    9.      PLACE OF PERFORMANCE OF SERVICES

         The place of performance will be defined specifically for each task. It should be
         noted, however, that the work should be coordinated in cooperation with the relevant
         Commission departments in Brussels. Services are envisaged in Luxembourg for Lot
         2 (DIGIT computer centre).


    10. DURATION OF THE CONTRACT

         Each framework contract will be concluded for a period of one year from when it is
         signed, and may be renewed three times by means of a supplementary contract. The
         total duration of a framework contract may not exceed four years from when it is
         first signed. The specific contracts must be returned signed before the framework
         contract to which they refer expires. The framework contract will continue to apply
         to such specific contracts after its expiry, albeit for a period not exceeding six
         months.

      In accordance with Article 126 of the detailed rules for the implementation of the
      Financial Regulation6, the Commission may, after the period of four years, use a
      negotiated procedure with the economic operators that have successfully tendered for
      the contract in order to commission similar services for a further period of two years
      and for an amount that does not exceed 50% of the amount of the initial contract (see
      point 11).


    11.      INDICATIVE CONTRACT AMOUNT

         The total indicative amount over the four-year period is set out below:

         Lot 1:    EUR 8 000 000
         Lot 2:    EUR 12 000 000

6    Commission Regulation (EC, Euratom) No 2342/2002 laying down detailed rules for the
     implementation of Council Regulation (EC, Euratom) No 1605/2002 on the Financial Regulation
     applicable to the general budget of the European Communities, as last amended by Regulation (EC,
     Euratom) No 478/2007 of 23 April 2007.




                                                                                              18
 Lot 3:    EUR 26 000 000

 Total indicative contract amount: EUR 46 000 000.

 All the reimbursable expenses are included in this amount. The signature of the
 framework contract will not confer any exclusive right.

 The Commission may cancel the tendering procedure before the framework contract
 is signed, without the tenderers being authorised to claim compensation.

12. PAYMENT PROCEDURE AND BUDGET
  Payments under the framework contract will be made in accordance with Article
  II.4 of the framework contract. They will be executed only if the contractor has
  fulfilled all his contractual obligations by the date on which the invoice is
  submitted. Payment requests may not be made if payments for previous orders or
  specific contracts have not been executed as a result of default or negligence on the
  part of the contractor.

  For Lots 1 and 3

  12.1 Pre-financing


  For orders or specific contracts for a total amount of less than EUR 40 000

  There will be no pre-financing.

  For orders or specific contracts for a total amount of EUR 40 000 or more

  The contractor may request a pre-financing payment of 40% of the total cost of the
  service, excluding his travel and subsistence expenses and any unforeseen
  expenditure.

  12.2 Interim payment

  For orders or specific contracts for a total amount of less than EUR 40 000

  No interim payment will be made.

  For orders or specific contracts for a total amount of EUR 40 000 or more

   No interim payment will be made for services lasting less than six months.
   For services lasting six months or more, the contractor may request an interim
  payment of 30% of the total cost of the service, excluding his travel and
  subsistence expenses and any unforeseen expenditure.

  A request for interim payment by the contractor will be admissible if it is
  accompanied either by an interim technical report in accordance with the
  instructions laid down in the order or specific contract or by an acknowledgement
  by the Commission of receipt of the service.



                                                                                 19
In the case of a technical report, the Commission will have 20 days from receipt to
approve or reject the report, and the contractor will have 10 days in which to
submit additional information or a new report.

The interim payment corresponding to 30% of the total amount of the order or
specific contract, excluding the contractor's travel or subsistence expenses and any
unforeseen expenditure, will be made within 30 days of the date of approval of the
report or acceptance of the service by the Commission.

12.3 Payment of the balance

The balance will be paid after performance of the service by the contractor and
acceptance thereof by the Commission within 30 days of receipt of the request for
payment.

The request for payment of the balance will be admissible if accompanied by

   either the final technical report in accordance with the instructions laid down in
    the order or specific contract or by an acknowledgement by the Commission of
    receipt of the service;
   statements of reimbursable expenses in accordance with Article II.7 of the draft
    framework contract;
   the relevant invoices, indicating the reference number of the framework
    contract and of the order or specific contract to which they refer.

In the case of a technical report, the Commission will have 20 days from receipt to
approve or reject the report, and the contractor will have 10 days in which to
submit additional information or a new report.

The balance corresponding to the relevant invoices will be paid within 30 days of
the date on which the report is approved or the service is accepted by the
Commission.

Payments for Lot 2

There will be no pre-financing for Lot 2. A payment plan will be drawn up for each
specific contract according to the RUP phases (milestones).

A typical payment plan might look like this:

15% at the end of the start-up phase (inception report)
25% at the end of the elaboration phase
25% at the end of the construction phase
balance at the end of the transition phase

For specific contracts of short duration (less than 6 months) or low value (less than
EUR 100 000), the payment instalments may be combined.

12.4 Financial guarantee



                                                                                20
  In the case of pre-financing in excess of EUR 150 000, the Commission will
  demand a financial guarantee equal to the amount of the pre-financing and
  provided by a bank, an authorised financial institution or a third party. Depending
  on the contractor's financial situation, the Commission reserves the right to demand
  a financial guarantee for amounts less than EUR 150 000. The guarantee will be
  released on payment of the balance of the order or specific contract. It guarantees
  the performance of the contract under the conditions laid down in Annex II.3.e for
  Lot 1, Annex III.7.g for Lot 2 and Annex IV.3.e for Lot 3.

13. PENALTIES

 In the event of failure to perform the services by the deadline set in the orders or
 specific contracts or failure to perform them in due form, the Commission reserves
 the right to impose financial penalties as follows.

 In the event of late delivery:

 A penalty will be applied using the following formula:

 [0.5% of the total value of the service] x [number of working days of delay].

 The ceiling for the total amount of the penalty in the event of late delivery is 20% of
 the amount of the order or specific contract. These penalties will apply automatically
 without formal notice simply as a result of the delay.

 In the event of inadequate quality of work

 In the event of inadequate quality of the services after presentation for the second
 time, the Commission may relieve the defaulting contractor of his duties under the
 order or specific contract and entrust the task to the second contractor on the list or,
 if necessary and according to the same procedure, the third contractor. In that event,
 the defaulting contractor will be required to reimburse any amount which he
 received under the order or specific contract.

14. SUSPENSION OF SERVICES
 Regardless of the penalties provided for in point 13, the Commission may in certain
 cases suspend the award of services to the defaulting contractor.

 If a contractor performs services with a delay in relation to the deadline stipulated in
 the order or specific contract which is damaging to the results of the action, and
 provided that this delay is not caused by the Commission or if a contractor is found
 to have executed an order or specific contract inadequately in at least two respects,
 the Commission may automatically suspend by registered letter the award of the next
 three services to this contractor.


15. PRICE REVISION




                                                                                   21
  The prices shall be firm and not subject to revision for the first year of the
  framework contract.

  From the beginning of the second year of the duration of the contract, each price
  may be revised upwards or downwards each year, where such revision is requested
  by one of the contracting parties by registered letter no later than 60 days before the
  anniversary of the date on which it was signed. The Commission will purchase on
  the basis of the prices in force on the date on which orders or specific contracts are
  signed. Such prices are not subject to revision.
  The revision is determined by the trend in the harmonised consumer price index
  (MUICP) (euro area), published for the first time by the Office for Official
  Publications of the European Communities in Eurostat's monthly bulletin at:
  http://www.ec.europa.eu/eurostat/.

  Revision will be calculated in accordance with the following formula:

  Pr=Po(Ir/Io)

  where:

   Pr =      revised price;
   Po =      the price in the original tender;
   Io =      index for the month corresponding to the deadline for submission of
             tenders;
    Ir   =   index for the month corresponding to the date of receipt of the letter
             requesting a revision of prices.

16. INFORMATION ON BIDS

 A company may bid for more than one lot, but a separate bid must be submitted for
 each individual lot, specifying the number of the lot.

 The tender must be drafted in accordance with the provisions of the specification,
 including the draft framework contract and its annexes, which are enclosed with this
 invitation to tender (Annex II.3 for Lot 1, Annex III.7 for Lot 2 and Annex IV.3
 for Lot 3).

 Groups (or consortia of companies), regardless of their legal form, may submit a
 tender. Tenderers may, after forming a group (or consortium), submit a joint bid on
 condition that it complies with the competition rules.

 The group or consortium must designate the company or individual who will submit
 the offer on behalf of them all. The tender must be accompanied by a copy of the
 mandate signed by all the members of the group or consortium and authorising that
 company or individual to submit the tender.

 If the group or consortium is awarded the contract, the Commission will sign the
 framework contract with that company or individual on behalf of the group or
 consortium responsible for performing the order or the specific contracts.



                                                                                   22
The tender should also clearly identify a Project Manager, employed by the company
or the person signing the tender, to be the Commission's single point of contact for
the entire duration of the framework contract, particularly for correspondence and
for relaying all the Commission's requests to the other members of the group or
consortium.

16.1 Structure of the tender

Every tender must contain three parts: an administrative proposal, a technical
proposal and a financial proposal.


16.2 Part one: Administrative proposal

The following information must be included in this part by completing the three
forms listed below.

      Identification of the tenderer

       The tender must include the following documents:

       - proof of the tenderer's entry, as prescribed in his country of establishment,
         in one of the professional or trade registers or a declaration or certificate;
       - if the tenderer is a natural person, a copy of his identity card, passport or
         driving licence and proof that he is covered by a social security scheme as
         a self-employed person.

       All tenderers, including subcontractors and the various members of a group
       or consortium of companies, must complete and sign the identification form
       in Annex I.1 and also provide the above-mentioned documents.

       However, subcontractors are not required to complete the form or to provide
       the documents where the subcontracted services represent less than 20% of
       the contract.

      Financial identification form

       A bank identification form filled in and signed by an authorised
       representative of the tenderer and his banker must be included with the bid. If
       the tender comes from a group or consortium of companies, only the lead
       company needs to submit this form. A specific form for each Member State is
       available at:
       http://ec.europa.eu/budget/execution/ftiers_en.htm.

      Legal entities

       Tenderers must also return the "legal entities" form, which must be filled in
       and signed by their authorised representative and accompanied by the
       documents referred to in the form. If the tender comes from a group or




                                                                                 23
       consortium of companies, only the lead company needs to submit this form.
       A specific form for each Member State is available at:
       http://ec.europa.eu/budget/execution/legal_entities_en.htm#es_fr_it.

The Commission reserves the right to request, for evaluation or verification purposes
and within a time limit stipulated in its request, any other supporting document in
relation to the bid submitted.

16.3 Part two: Technical proposal

This section is of great importance in the assessment of the bids, the award of the
contract and the execution of any resulting framework contract.

Attention is drawn to the award criteria, which define those parts of the technical
offer to which the tenderers should pay particular attention. The technical proposal
should address all matters laid down in the specification and should include models,
examples and technical solutions to problems raised in the technical specifications.
The level of detail and precision of the tender will be extremely important for the
evaluation. In his bid the tenderer will explain the methodology to be used and how
the work will be organised for the contract.

The technical proposal must provide all the information needed for the purpose of
awarding the contract.

16.4 Part three: Financial proposal

All tenders must contain a financial proposal. Tenderers' attention is drawn to the
following points:

    Prices must be quoted in euros, including for countries which are not part of
     the euro area. For tenderers in those countries, the price quoted may not be
     revised in line with exchange-rate movements. It is for the tenderer to select an
     exchange rate and accept the risks or benefits of any fluctuations.

    Prices must be presented using the price schedules (Annex II.2 for Lot 1,
     Annex III.6 for Lot 2 and Annex IV.2 for Lot 3). The prices quoted in the
     schedules should be flat-rate amounts covering all general expenses and the
     expenses associated with provision of the services, with the exception of the
     contractor's travel and subsistence expenses which, where appropriate, will be
     reimbursed according to the rules on the reimbursement of expenses (Annex
     II.3.d for Lot 1, Annex III.7.j for Lot 2 and Annex IV.3.d for Lot 3). In the
     specific case of Lot 2, tenderers should bear in mind that the prices quoted in
     the schedules must include the travel and subsistence expenses required for
     participating in monthly project meetings at the Commission's offices.

    Prices should be quoted free of all duties, taxes and other charges, i.e. also free
     of VAT, as the Communities are exempt from such charges in the EU under
     Articles 3 and 4 of the Protocol on the Privileges and Immunities of the
     European Communities of 8 April 1965 (OJ L 152, 13 July 1967). Exemption
     is granted to the Commission by the governments of the Member States, either



                                                                                  24
              through refunds upon presentation of documentary evidence or by direct
              exemption. For those countries where national legislation provides an
              exemption by means of a reimbursement, the amount of VAT must be shown
              separately. If tenderers have doubts about the applicable VAT system, it is
              their responsibility to contact the national authorities in order to obtain
              clarification on the European Community's exemption from VAT.


    17.     ASSESSMENT AND AWARD OF CONTRACT

       The assessment will be based on each tenderer's bid.

       All information will be assessed in the light of the criteria set out in the specification.
       The procedure for the award of the contract, which will concern only admissible
       bids, will be carried out in three successive stages.

       The respective purpose of each stage is:

       1) to check, on the basis of the exclusion criteria, whether tenderers can take part in
          the tendering procedure;
       2) to check, on the basis of the selection criteria, the technical and professional
          capacity and economic and financial capacity of each tenderer;
       3) to assess, on the basis of the award criteria, each bid which has passed the
          exclusion and selection stages.

    18.     OPENING OF TENDERS

       The tenders will be opened on on 07/01/2008 at 10h00 in the offices of the
       Directorate-General for Justice, Freedom and Security at 46 rue du Luxembourg,
       B-1040 Brussels.

       Any tenderer who wishes to attend the opening must register at least two days in
       advance by sending an e-mail to
       JLS-A5-INFO-COMM@ec.europa.eu.

       The Chairman of the opening board will announce the names of the tenderers and the
       decision on the admissibility of each bid received. The prices quoted in the tenders
       received will not be disclosed.

    19.     EXCLUSION CRITERIA


          19.1 Exclusion criteria under Article 93 of the Financial Regulation7

          Tenderers will be excluded from participation in this procurement procedure if:



7   Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable
    to the general budget of the European Communities.




                                                                                                 25
19.1.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;
19.1.b) they have been convicted of an offence concerning their professional
        conduct by a judgment which has the force of res judicata;
19.1.c) they have been guilty of grave professional misconduct proven by any
        means which the contracting authority can justify;
19.1.d) they have not fulfilled their 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;
19.1.e) they have been the subject of a judgment 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;
19.1.f) they are currently subject to an administrative penalty referred to in
        Article 96(1) of the Financial Regulation.

19.2 Exclusion criteria under Article 94 of the Financial Regulation

Contracts may not be awarded to tenderers who, during the procurement procedure:

19.2.a) are subject to a conflict of interest;

             Tenderers must declare:

         that they do not have any conflict of interest in connection with the
          contract; such a conflict of interest could arise in particular as a result of
          economic interest, political or national affinity, family or emotional ties,
          or any other relevant connection or shared interest;
         that they will inform the contracting authority, without delay, of any
          situation constituting a conflict of interest or which could give rise to a
          conflict of interest;
         that they have not made and will not make any offer of any type
          whatsoever from which an advantage can be derived under the contract;
         that they have not granted, have not sought, have not attempted, to obtain
          and have not accepted any advantage, financial or in kind, to or from any
          party whatsoever, constituting an illegal practice or involving corruption,
          either directly or indirectly, as an incentive or reward relating to the
          award of the contract.

             The Commission reserves the right to check the above information.

19.2.b) are guilty of misrepresentation in supplying the information required by
      the contracting authority as a condition of participation in the contract
      procedure or fail to supply this information.




                                                                                  26
19.3 Evidence to be provided by the tenderers

When submitting their bids, tenderers (including all members of a group or
consortium of companies and subcontractors responsible for performing more than
20% of the contract) must provide a declaration on their honour (Annex I.3), duly
signed and dated, stating that they are not in one of the situations mentioned at
points 19.1.a) and 19.1.b).

The tenderer to whom the contract is to be awarded (including all members of a
group or consortium of companies and subcontractors responsible for performing
more than 20% of the contract) must provide, within 15 calendar days of
notification of the results of the procurement procedure and before the signature of
the contract, the following evidence, confirming the declaration referred to above.
The Commission accepts, as satisfactory evidence:

1.    that the tenderer is not in one of the situations described point 19.1.a) and
      19.1.b or 19.1.e), production of a recent extract from the judicial record 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;
2.    that the tenderer is not in the situation described at point 19.1.d), a recent
      certificate issued by the competent authority of the Member State concerned.

Where no such certificate is 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.

The documents referred to above will relate to legal and natural persons including,
if applicable, company directors or any person with powers of representation,
decision-making or control in relation to the tenderer.

However, the Commission reserves the right to request, within a time limit
stipulated in its request, any other supporting document in relation to the bid
submitted for evaluation or verification purposes.

NB

Tenderers will be exempted from the requirement to submit the documentary
evidence mentioned above if such evidence has already been submitted for the
purposes of another procurement procedure launched by the Directorate-General
for Justice, Freedom and Security, provided that the documents are not more than
one year old starting from their issue date and that they are still valid. In this case,
tenderers should specify in their bid the reference of the invitation to tender for
which the documents were provided.

19.4 Administrative and financial penalties

Without prejudice to the application of contractual penalties, tenderers and
contractors who have been guilty of making false declarations or have been found
to have seriously failed to meet their contractual obligations in an earlier


                                                                                  27
       procurement procedure may be excluded from all grants and contracts financed by
       the Community budget and may also receive financial penalties in accordance with
       Article 96 of the Financial Regulation and Articles 133a and 134b of the
       implementing rules8.

    20. SELECTION CRITERIA
       Tenderers must provide evidence of their economic, financial, technical and
       professional capacity. Tenderers who do not provide the documentation specified
       or who are judged, on the basis of the documentation provided, not to have fulfilled
       the criteria specified below may be excluded from the tender procedure. Tenderers
       are therefore invited to read this section carefully and to provide the specific
       documents and information requested.

       20.1 Economic and financial capacity

          For Lot 1, the tenderer or group (or consortium of companies) must have an
          annual turnover of at least EUR 4 000 000.
          For Lot 2, the tenderer or group (or consortium of companies) must have an
          annual turnover of at least EUR 10 000 000.
          For Lot 3, the tenderer or group (or consortium of companies) must have an
          annual turnover of at least EUR 9 000 000.

          In order to prove his economic and financial capacity, the tenderer must enclose
          the following documents with his bid:

           the balance sheets or extracts from balance sheets for the last three financial
            years;
           a statement of overall turnover and, where necessary, the turnover relating to
            the activities connected with the present invitation to tender for the past three
            financial years.

       20.2 Technical and professional capacity

                                 Lot 1: "Writing and graphic art"

         The tenderer must satisfy the criteria listed below. If he is unable to satisfy all the
         criteria himself, he may form a group or consortium of companies or use
         subcontractors.

          Criterion 1
          Have expertise in and a minimum of three years' experience of creating
          information products and promotional material in several languages (at least 3)
          aimed at several countries.

          Criterion 2

8    Commission Regulation (EC, Euratom) No 2342/2002 laying down detailed rules for the
     implementation of Council Regulation (EC, Euratom) No 1605/2002 on the Financial Regulation
     applicable to the general budget of the European Communities, as last amended by Regulation (EC,
     Euratom) No 478/2007 of 23 April 2007.




                                                                                              28
Have expertise in and a minimum of three years' experience of identifying target
groups and their needs in several countries and several languages (at least 3).

Criterion 3
Have expertise in and a minimum of three years' experience of producing
graphic and written content for multilingual websites.

Criterion 4
Have the necessary material and technical equipment to perform the proposed
services (described above in point 4 – Description of lots – Lot 1).

Criterion 5
Have the linguistic skills needed to perform the proposed services in all the
official languages of the European Union and of the EFTA/EEA countries, the
candidate countries and, possibly, other countries.

Evidence to be provided

The items listed below must be provided as evidence of satisfying the criteria for
Lot 1.

Tenders from groups (or consortia) or including subcontractors must specify the
title, role and experience of each of the members of the group (or consortium) or
each subcontractor.

For criteria 1 to 3

The tenderer must submit the following items:

 A list of the main clients and the main services provided during the last three
  years, indicating the value, the date and the public or private recipient of these
  services.
 Examples of work relating to criteria 1 to 3 and produced over the last three
  years. If this work was partly produced by members of a group (or consortium
  of companies) or by subcontractors, the tenderer must clearly indicate the role
  and contribution of everyone involved. The projects referred to must include
  the name of a contact person who can, if necessary, vouch for the existence of
  the services.

For criterion 4

The tenderer must submit the following items:

 A list of the material and technical equipment at his disposal for performing
  the proposed services.
 A list of the services that the tenderer intends to carry out directly and those
  which may be subcontracted.
 Where necessary, the identity and description of the subcontractors already
  selected by the tenderer and who may be used for certain types of work.




                                                                              29
 The CVs of the staff designated by the tenderer to perform the proposed
  services. They should preferably follow the Commission's recommendation
  on a common European format for CVs
  (see:http://europass.cedefop.europa.eu/europass/home/hornav/Downloads/Eur
  opassCV/CVExamples/navigate.action?locale_id=3).
 An indication of the tenderer's average annual workforce during the last three
  years.
 A description of the means that the tenderer has at his disposal to ensure quality
  control of the work he performs.

For criterion 5

The tenderer must demonstrate his ability to work in the languages of the
European Union and, if necessary, his ability rapidly to mobilise the resources
necessary to perform the proposed services in all the official languages of the
European Union and of the EFTA/EEA countries, the candidate countries and,
possibly, other countries. In order to demonstrate this ability, he must supply
examples of work already produced in languages other than his own.


  Lot 2: Websites, web content management systems and other computer
                                services

 The tenderer must satisfy the criteria listed below. If he is unable to satisfy all
the criteria himself, he may form a group or consortium of companies or use
subcontractors. In this case, one of the tenderers must be designated as the main
contractor.

Criterion 1
Have the structural capacity to be able to deliver the services required.

Criterion 2
Have the appropriate workforce and qualified staff for the proposed services.

Criterion 3
Have experience of similar projects or contracts.
Have expertise in and a minimum of three years' experience of designing,
creating and managing a multilingual website (to be included in the
questionnaire).

Criterion 4
Have quality control and quality assurance mechanisms.

Criterion 5
Have an infrastructure and environment capable of performing the services
requested.

Criterion 6




                                                                               30
 Have the linguistic skills needed to perform the proposed services in all the
 official languages of the European Union and of the EFTA/EEA countries, the
 candidate countries and, possibly, other countries.

 Evidence to be provided

 The items listed below must be provided as evidence of satisfying the criteria for
 Lot 2.

 Tenders from groups (or consortia) or including subcontractors must specify the
 title, role and experience of each of the members of the group (or consortium) or
 each subcontractor.

 For criteria 1 to 5

 The tenderer must submit all of the forms in Annex III.3.

 For criterion 6

 The tenderer must demonstrate his ability to work in the most common EU
 languages and, if necessary, his ability rapidly to mobilise the resources
 necessary to perform the proposed services in all the official languages of the
 European Union and of the EFTA/EEA countries, the candidate countries and,
 possibly, other countries. In order to demonstrate this ability, he must supply
 examples of work already produced in languages other than his own.


    Lot 3: "Audiovisual material, events, communication campaigns"

The tenderer must satisfy the criteria listed below. If he is unable to satisfy all the
criteria himself, he may form a group or consortium of companies or use
subcontractors. In such cases, one of the tenderers must be designated as the main
contractor.

 Criterion 1
 Have expertise in and a minimum of three years' experience of managing
 transnational and multilingual information and communication projects.

 Criterion 2
 Have expertise in and a minimum of three years' experience of making videos
 and promoting them through the media in various countries and various
 languages.

 Criterion 3
 Have expertise in and a minimum of three years' experience of organising
 conferences in several countries and several languages (including organising
 invitations, registration, transport, accommodation and meals for participants).

 Criterion 4
 Have expertise in and a minimum of three years' experience of designing,
 creating and managing a multilingual website.


                                                                                 31
Criterion 5
Have the technical skills needed to perform the proposed services (described
above in point 4 – Description of lots – Lot 3).

Criterion 6
Have the linguistic skills needed to perform the proposed services in all the
official languages of the European Union and of the EFTA/EEA countries, the
candidate countries and, possibly, other countries.

Evidence to be provided

The items listed below must be provided as evidence of satisfying the criteria for
Lot 3.

Tenders from groups (or consortia) or including subcontractors must specify the
title, role and experience of each of the members of the group (or consortium) or
each subcontractor.

For criteria 1 to 4

The tenderer must submit the following items:

 A list of the main clients and the main services provided during the last three
  years, indicating the value, the date and the public or private recipient of these
  services.
 Examples of work relating to criteria 1 to 4 and produced over the last three
  years. If this work was partly produced by members of a group (or consortium
  of companies) or by subcontractors, the tenderer must clearly indicate the role
  and contribution of everyone involved.

For criterion 5

The tenderer must submit the following items:

 A list of the material and technical equipment at his disposal for performing
  the proposed services.
 A list of the services that the tenderer intends to carry out directly and those
  which may be subcontracted.
 Where necessary, the identity and description of the subcontractors already
  selected by the tenderer and who may be used for certain types of work.
 The CVs of the staff designated by the tenderer to perform the proposed
  services. They should preferably follow the Commission's recommendation
  on a common European format for CVs
(see:http://europass.cedefop.europa.eu/europass/home/hornav/Downloads/Europ
assCV/CVExamples/navigate.action?locale_id=3).
 An indication of the tenderer's average annual workforce during the last three
  years.
 A description of the means that the tenderer has at his disposal to ensure quality
  control of the work he performs.



                                                                              32
          For criterion 6

          The tenderer must demonstrate his ability to work in the most common EU
          languages and, if necessary, his ability rapidly to mobilise the resources
          necessary to perform the proposed services in all the official languages of the
          European Union and of the EFTA/EEA countries, the candidate countries and,
          possibly, other countries. In order to demonstrate this ability, he must supply
          examples of work already produced in languages other than his own.

    21. CONTRACT AWARD CRITERIA
         21.1. Quality of the tender

         21.1.1 Lot 1 "Writing and graphic art" - Quality of the tender

         For Lot 1 the contract will be awarded to the tenderer who has obtained at least
         the minimum number of points required for the quality criteria (75/100) and has
         submitted the tender offering the best value for money.

         The award criteria comprise:

         1) the analysis of the replies to the two case studies9;
         2) the budget for the case studies, which should be as detailed as possible (the
            figures must tally with the price schedules). All prices should be indicated in
            euros and exclusive of tax and duty, including VAT.

         Quality of the tender

         Each of the case studies for Lot 1 will be marked out of 100, as follows.

                          Case study 1 (Design and production of a poster)

          Quality of poster layout (35 points).
          Relevance of the methodology and tools used to identify target audiences (35
           points).
          Relevance of poster content (30 points).

         Case study 2 (Design, production and distribution of an information booklet
                                         with DVD)

          Quality of the graphic art for the booklet, the DVD and the HTML page (40
           points).
          Relevance and quality of the text proposed for the introduction to the booklet
           (40 points).
          Relevance of the structure proposed for the booklet and for the HTML page
           (20 points).


9   The case studies do not in any way prejudge the services which the contractor(s) may be required to
    provide.



                                                                                                33
          To enable the Commission to assess his bid, the tenderer must, for each of the
          case studies for Lot 1:

           carry out the work requested in accordance with the specifications;
           describe the methods that he intends to use to ensure that the work is of a high
            quality and done on time, whether it is carried out by himself, by
            subcontractors or by other members of the consortium;
           where appropriate, describe the methods that he intends to use to organise and
            monitor to the best of his ability the work of subcontractors or other members
            of the consortium;
           +describe the methods that he intends to use to work as closely as possible
            with the Commission in Brussels.

          Only tenders that have obtained at least 75/100 for each case study will be
          considered for the next stage, which consists in calculating the financial value of
          the tenders (sum of the prices of the two case studies) and then determining which
          offers the best value for money.

          21.1.2 Lot 2 "Websites, web content management systems and other
          computer services" – Quality of the tender

          For Lot 2 the contract will be awarded to the tenderer who has obtained at least
          the minimum number of points required for the quality criteria (75/100) and has
          submitted the tender offering the best value for money.

          The award criteria comprise:

          1) the analysis of the replies to the two case studies10 to be carried out (see
             Annex II.1) in relation to the elements listed below and the draft service level
             agreement (SLA) included in the tender;
          2) the financial value of the tender (the figures must tally with the price
             schedules). All prices should be indicated in euros and exclusive of tax and
             duty, including VAT.

          Quality of the tender

          Each of the case studies for Lot 2 will be marked out of 100, as follows.

                             "Development of information systems"

                          Case study 1 (Content management system)

           Quality, clarity and consistency of the working method and tools proposed for
            implementation and, in particular, the approach proposed for handling
            documents within the project team, including Commission staff (20 points;
            minimum required:13 points).
           Quality and clarity, of the documents produced (40 points; minimum required:
            25 points).

10   The case studies do not in any way prejudge the services which the contractor(s) may be required to
     provide.



                                                                                                 34
 Quality, clarity and feasibility of the proposal to re-use ready-made modules to
  reduce the average cost of developing the web content management system, as
  specified in the study (20 points, minimum required: 13 points).
 Quality and clarity of the proposed cost estimation method (20 points;
  minimum required: 13 points).

                             "Graphic art"

                      Case study 2 (New JLS site)

 Understanding of the needs related to the JLS subject matter and the target
  audiences in the analysis of the reorganisation and the proposed navigation
  methods (20 points).
 Relevance of the reorganisation and the proposed navigation method (30
  points).
 Graphic quality of the new newsroom on various internet browsers, when
  printed and on mobile personal digital assistants (30 points).
 Technical quality of the proposed newsroom (HTML, CSS, JavaScript, IPG,
  WAI, …) (20 points).


To enable the Commission to assess his bid, the tenderer must, for each of the
case studies for Lot 2:

 carry out the work requested in accordance with the specifications for the case
  studies. The tenderer must provide a list of ready-made modules which are
  available for use in the work requested by the Commission;
 describe the methods that he intends to use to ensure that the work is of a high
  quality and done on time, whether it is carried out by himself, by
  subcontractors or by other members of the consortium, drawing in particular
  on the proposal for a service level agreement to be completed in Annex III.5;
 where appropriate, describe in this proposal the methods that he intends to use
  to organise and monitor to the best of his ability, the work, the structure
  created, the interfaces with the subcontractors or other members of the
  consortium and each party's functional responsibilities within the structure;
 describe the methods that he intends to use to work as closely as possible with
  the Commission in Brussels and to ensure continuity in the delivery of the
  services.

Only tenders that have obtained at least 75/100 for each case study will be
considered for the next stage, which consists in calculating the financial value of
the tenders and then determining which offers the best value for money.

21.1.3 Lot 3 "Audiovisual material, events, communication campaigns" -
       Quality of the tender

For Lot 3 the contract will be awarded to the tenderer who has obtained at least
the minimum number of points required for the quality criteria (75/100) and has
submitted the tender offering the best value for money.




                                                                             35
          The award criteria comprise:

          1) the analysis of the replies to the four case studies11;
          2) the budget for the case studies, which should be as detailed as possible (the
             figures must tally with the price schedules). All prices should be indicated in
             euros and exclusive of tax and duty, including VAT.

          Quality of the tender

          Each of the case studies for Lot 3 will be marked out of 100, as follows.

                                      "Audiovisual material"

            Case study 1 (Making a video news release and securing media coverage)

           Relevance of the methodology and tools proposed for shooting and producing
            the video (35 points).
           Relevance of the methodology and tools proposed for promoting securing
            media coverage for the video (35 points).
           Relevance of the proposed content of the video (30 points).

                                               "Events"

                                 Case study 2 (Organising a conference)

           Relevance of the methodology and tools proposed for organising the
            conference (50 points).
           Quality of the ―virtual‖ organisation of the conference (50 points).

                    Case study 3 (Organising an exhibition in the 27 EU capitals)

           Relevance of the methodology and tools proposed for organising the travelling
            exhibition (40 points).
           Quality of the ―virtual‖ organisation of the exhibition in Bucharest, excluding
            the press conference (35 points).
           Quality of the ―virtual‖ organisation of the press conference in Bucharest (25
            points).


                                  "Communication campaigns"

                   Case study 4 (Organising a competition in the 27 EU capitals)

           Relevance of the methodology and tools proposed for organising the
            competition (35 points).
           Quality of the ―virtual‖ organisation of the competition in Slovakia, excluding
            the national award ceremony (25 points).

11   The case studies do not in any way prejudge the services which the contractor(s) may be required to
     provide.



                                                                                                 36
      Quality of the ―virtual‖ organisation of the national award ceremony in
       Bratislava, including transport (20 points).
      Quality of the ―virtual‖ organisation of the European award ceremony in
       Brussels, including transport (20 points).

     To enable the Commission to assess his bid, the tenderer must, for each of the
     case studies for Lot 3:

      describe in detail how he plans to carry out the prescribed tasks, carefully
       specifying the organisational arrangements and the various stages of the work,
       estimating how long they will take and identifying the most important points;
      describe the methods that he intends to use to ensure that the work is of a high
       quality and done on time, whether it is carried out by himself, by
       subcontractors or by other members of the consortium;
      where appropriate, describe the methods that he intends to use to organise and
       monitor to the best of his ability the work of subcontractors or other members
       of the consortium;
      describe the methods that he intends to use to enable him to work on a regular
       basis in countries other than his own and in languages other than his mother
       tongue;
      describe the methods he intends to use to work as closely as possible with the
       Commission, in Brussels and in the Member States.

     Only tenders that have obtained at least 75/100 for each case study will be
     considered for the next stage, which consists in calculating the financial value of
     the tenders (sum of the prices of the four case studies) and then determining
     which offers the best value for money.

21.2. Financial value

     21.2.1 Lot 1 "Writing and graphic art" – Financial value of the tender

     To determine the financial value of the tender, the prices of the two case studies
     will be added together to obtain a total price.


     21.2.2 Lot 2 "Websites, web content management systems and other
                    computer
             services" – Financial value of the tender

     The tenderer must complete the following table using the amounts quoted in his
     price schedule. The price of each profile/role will be multiplied by its
     corresponding weight and the final weighted total will be the sum of all the
     weighted prices. The weighted total will be included in the final evaluation
     formula.

                                                       Price in € (to
                                                       be filled in by    Weighted
                                             Weight    the tenderer)        price
                                              (W)             (P)          (W * P)




                                                                                  37
Analysis & Studies
          Business Designer/Analyst       4.38%
          Senior System Analyst           6.13%
          System Analyst                  2.02%
          Requirements Specifier          2.62%
          IS Senior Consultant            0.52%
          IS Consultant                   0.52%




Development
          Senior Implementer             7.28%
          Implementer                    7.28%
          User Interface Designer        1.32%
          Senior Software Architect      2.80%
          Software Architect             2.80%
          Database Designer/Manager      1.32%
          Integrator                    10.08%

Management
          Project Manager               10.08%
          Change Control Manager         1.32%
          Configuration Manager          3.07%
          Test Manager                   5.26%
          Deployment Manager             0.87%
          Management Reviewer            0.44%

Production and Support
          Technical Writer                0.44%
          Course Developer - User
          Assistance Person               0.44%
          Web Master                      1.32%

Testers
          Tester                         5.96%
          Test Designer                 10.49%


Website management
       Editor                             7.28%
       Web technician                     1.32%
       Graphic web designer               1.32%
       Documentalist                      1.32%

            Final Weighted Price (sum of all weighted prices):


21.2.3 Lot 3 "Audiovisual material. events. communication campaigns"
       Financial value of the tender

To determine the financial value of the tender, the prices of the four case studies
will be added together to obtain a total price.



                                                                             38
 22. FINAL EVALUATION

      22.1 Lot 1 "Writing and graphic art"

      The final evaluation for each tender will consist in calculating the ratio obtained
      by dividing the sum of the points of the two case studies (multiplied by 1 000) by
      the sum of the prices of the two case studies:

                                                 Ptoffres
                                                            *1000
                                                 Pxoffres

      where:

       Pt offres = the sum of the points of the tenders

       Px offres = the sum of the prices of the tenders

      Tenders will be ranked in descending order on the basis of the ratio obtained. For
      Lot 1. the contract will be awarded to the three tenderers whose tenders have
      obtained the highest ratios at the end of the final evaluation.

      of the four case studies:

                                                 Ptoffres
                                                            *1000
                                                 Pxoffres

      Where:

       Pt offres = the sum of the points of the tenders

       Px offres = the sum of the prices of the tenders

      Tenders will be ranked in descending order on the basis of the ratio obtained. For
      Lot 1 the contract will be awarded to the three tenderers whose tenders have
      obtained the highest ratios at the end of the final evaluation.

22.2 Lot 2 " Websites, web content management systems and other computer
    services "
       To determine the best tender, the price (financial evaluation) will be given a
       weighing of 40 % and the quality (technical evaluation) a weighting of 60 %.
       Price and quality will then be combined using the following formula:

                                       Qoffre                   Pmoins _ élevé
                                                       * 60                     * 40
                                  Qmeilleure _ offre               Poffre




                                                                                        39
Where:

Qétude _ de _ cas _ 1 = mark of case study 1

Qétude _ de _ cas _ 2 = mark of case study 2


           Qcase _ study _ 1 * 70  Qcase _ study _ 2 * 30
Qoffer                                                      = Quality score of the offer
                               100

Qbestoffer = quality score of the best offer (passed to the award phase)

Pcheapest = final Weighted Price of the cheapest offer (passed to the award phase)

Poffer = final Weighted Price of the offer


Tenders will be ranked in descending order on the basis of the ratio obtained. For
Lot 2 the contract will be awarded to the three tenderers whose tenders have
obtained the highest ratios at the end of the final evaluation.


22.3 Lot 3 "Audiovisual, material, events, communication campaigns"

The final evaluation for each tender will consist in calculating the ration obtained
by dividing the sum of the points of the four cases studies (multiplied by 1 000)
by the sum of hte price of the four case studies:

                                                  Ptoffres
                                                             *1000
                                                  Pxoffres

Avec:

Pt offres = the sum of the points of tenders

Px offres = the sum of the price of tenders

Tenders will be ranked in descending order on the basis of the ratio obtained. For
Lot 3 the contract will be awarded to the three tenderers whose tenders have
obtained the highest ratios at the end of the final evaluation.




                                                                                            40
                                     ANNEXES

ANNEX I: ANNEXES COMMON TO THE 3 LOTS                            Page 43

Annex I.1: Tenderer identification form                                  44

Annex I.2: Financial identification form                                 46

Annex I.3: Exclusion criteria form                                       47


ANNEX II: ANNEXES SPECIFIC TO LOT 1                                      49

Annex II.1: Lot 1 case studies                                           50

Annex II.2: Lot 1 price schedule                                         54

Annex II.3: Draft framework contract for Lot 1 and annexes               65

     Annex II.3a: Specification                                          87

     Annex II.3b: Contractor's tender (including
                    completed price schedule)                            88

     Annex II.3c: Specific contract - model                              89

     Annex II.3d: Contractor's travel and subsistence expenses           96

     Annex II.3e: Financial guarantee                                   100

     Annex II.3f: Power of attorney                                     102


ANNEX III: SPECIFIC ANNEXES TO LOT 2                                    104

Annex III.1: Indicative list of products                                105

Annex III.2: Profile and roles                                          107

Annex III.3: Questionnaire                                              120

Annex III.4: Lot 2 case studies and annexes                             169

       Annex III.4a: Vision document                                    182

       Annex III.4b: Software Development Plan                          203

       Annex III.4c: Software Architecture Document                     217

Annex III.5: Service Level Agreement (SLA)                              230

Annex III.6: Lot 2 price schedule                                       236




                                                                   41
Annex III.7:Proposed framework service contract for Lot 2 and annexes                  240

       Annex III.7a: List of services covered by the contract and price
                      schedule                                                         268

       Annex III.7b: Power of attorney                                                 269

       Annex III.7c: Identification form and legal entities                            271

       Annex III.7d: - Specification (Invitation to tender No [complete] of [complete]) 272
                       - Original archived at the Commission‘s premises
       Annex III.7e: - Contractor's tender (No [complete] of [complete])             273
                       - Original archived at the Commission‘s premises

       Annex III.7f: Specific contracts and order forms – Models                       274

       Annex III.7g: Financial guarantee – Model                                       275

       Annex III.7h: Performance guarantee – Model                                     277

       Annex III.7i: Service Level Agreement                                           278

       Annex III.7j: Daily travel and subsistence allowance for the contractor         279

       Annex III.7k: III – General terms and conditions for information technologies
                     contracts                                                    281


ANNEXE IV: SPECIFIC ANNEXES TO LOT 3                                                   281

Annex IV.1: Lot 3 case studies                                                         282

Annex IV.2: Lot 3 price schedules                                                      295

Annex IV.3: Draft framework contract for Lot 3 and annexes                             318

       Annex IV.3a: Specification                                                      341

       Annex IV.3b: Contractor's tender (including
                     completed price schedule)                                         342

       Annex IV.3c: Specific contract - model                                          343

       Annex IV.3d: Contractor's travel and subsistence expenses                       347

       Annex IV.3e: Financial guarantee                                                348

       Annex IV.3f: Power of attorney                                                  350




                                                                                  42
                 ANNEX I: ANNEXES COMMON TO THE 3 LOTS


Annex I.1: Tenderer identification form                       44

Annex I.2: Financial identification form                      46

Annex I.3: Exclusion criteria form                            47




                                                         43
                                        ANNEX I.1

                            TENDERER IDENTIFICATION FORM
                               (To be completed by the tenderer)
                                  Call for tenders No [… ]



                                             Identity:
Name of tenderer

Legal form

Date of registration

Country of registration

Registration number

VAT number

Description of statutory social security cover
                                 12
(in the Member State of origin)



                                              Address
Address of registered office of tenderer


Where appropriate, administrative address of
candidate for the purposes of this invitation to
tender

                                         Contact person
Surname
First name
Title (Mr/Mrs)
Function (for example: "Director")

12
     For natural persons.




                                                                   44
Telephone number
Fax number
E-mail
Internet address

                                   Names of legal representatives
Names of the legal representatives and of other
persons authorised to sign the contracts with
the third parties




Declaration by an authorised representative of the organisation
                                                                                                       13
                                                                                                         :
The undersigned declares that the information provided in this tender is exact.

Surname
First name
Title (Mr/Mrs)
Function (for example: "Director")
Telephone number
Fax number
E-mail
Internet address
Surname:                                                     Signature:
First name:




13
  This person must be included in the list of legal representatives, otherwise the signature on the tender
will
 be invalidated.




                                                                                                       45
         ANNEX I.2

FINANCIAL IDENTIFICATION FORM




                                46
                                      ANNEX I.3

                          EXCLUSION CRITERIA FORM

                      DECLARATION BY THE TENDERER

1.   In accordance with Article 93 of the Financial Regulation of the European
     Communities (Council Regulation No 1605/2002 of 25 June 2002), published in
     Official Journal L 248 of 16 September 2002, I declare on my honour that I am not
     in any of the following situations, which would exclude me from participating in
     this procurement procedure:
     a)   bankrupt or being wound up, having my affairs administered by the courts,
          having entered into an arrangement with creditors, having suspended business
          activities, or in any analogous situation arising from a similar procedure
          provided for in national legislation or regulations;
     b) having been the subject of a conviction res judicata for any offence affecting
        my professional integrity;
     c)   having been guilty of grave professional misconduct proven by any means
          which the contracting authorities can justify;
     d) having failed to fulfil my obligations in respect of payment of social security
        contributions or of taxes in accordance with the legal provisions of the country
        where I am established, the country of the contracting authority or the country
        in which the procurement contract is to be performed;
     e)   having been the subject of a res judicata judgment for fraud, corruption,
          involvement in a criminal organisation or any other illegal activity detrimental
          to the Communities' financial interests;
     f)   having been declared to be in serious breach of contract for failure to comply
          with my contractual obligations following another public procurement
          procedure or grant award procedure financed by the Community budget .

2.   The Commission shall accept, as sufficient evidence that the tenderer is not in one
     of the situations described in a), b) or e) above, a recent extract from the judicial
     record 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.
     The Commission shall accept, as sufficient evidence that the tenderer is not in the
     situation described in d) above, a recent certificate issued by the competent
     authority of the Member State concerned.
     Where no such certificate is 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 returning this form, duly signed, the tenderer undertakes to provide the



                                                                                      47
     Commission with the above-mentioned documents, together with any other
     document that the Commission considers useful for verification purposes.

3.   Furthermore, I declare on my honour:
     a)   that, at the date of submission of the tender, the company/organisation I
          represent and the staff proposed for this tender are not subject to a conflict of
          interest as a result of this invitation to tender. I undertake to inform the
          Commission without delay of any change in this situation after the date of
          submission of the tender;
     (b) that the information provided to the Commission within the context of this
         invitation to tender is accurate, truthful and complete.


Done at ……………………………….                         on………………………………….


Surname and first name: ……………………………...


Title: ……………………………….


Signature: ……………………………….




                                                                                       48
                 ANNEX II: ANNEXES SPECIFIC TO LOT 1


Annex II.1: Lot 1 case studies                                         50

Annex II.2: Lot 1 price schedule                                       54

Annex II.3: Draft framework contract for Lot 1 and annexes             65

     Annex II.3a: Specification                                        87

     Annex II.3b: Contractor's tender (including
                    completed price schedule)                          88

     Annex II.3c: Specific contract - model                            89

     Annex II.3d: Contractor's travel and subsistence expenses         96

     Annex II.3e: Financial guarantee                                 100

     Annex II.3f: Power of attorney                                   102




                                                                 49
                                     ANNEX II.1


                               Lot 1 case studies

                           Lot 1 "Writing and graphic art"

                                     "Graphic art"

                   Case study 1 (design and production of a poster)

The Directorate-General for Justice, Freedom and Security has decided to produce a
poster informing entities that may be eligible for financing in the area of "Security and
Safeguarding Liberties" about new financing possibilities within the 2007-2013 financial
perspective (Framework programme "Security and Safeguarding Liberties").

The requirements are as follows:

 the poster must be printed in four colours and in A2 format;
 the tenderer will determine the poster illustrations and text;
 the poster must be translated into the 23 official languages of the European Union;
 the tenderer must draw up a mailing list, targeting the entities that may be eligible for
  financing under the financial programme referred to (public authorities, universities,
  etc.). The list must contain 15 000 addresses in the 27 Member States (the number of
  addresses in each country should be proportional to the population of the country);
 each copy of the poster must be folded in four, put in an envelope and labelled;
 the contractor must send the posters to the recipients in the EU Member States.

Tenderers must:

 propose the poster mock-up (A2 format);
 present the methodology to be used to identify the target audiences;
 propose a detailed budget which must cover among other things identification of the
  target audiences and the design, translation, production, packaging and sending of the
  following numbers of copies to the recipients in the EU Member States (NB.: these
  figures were chosen arbitrarily solely for this exercise and do not represent a real-life
  situation since the number of posters sent in each country must be in proportion to the
  population of that country):

    EN         1 200
    FR         1 200
    DE         1 200
    NL         1 200
    ES         1 200
    IT         1 200
    PL         1 200
    BG         1 200



                                                                                     50
     RO         1 200
     HU         1 200
     GR         300
     FI         300
     SL         300
     SK         300
     CZ         300
     LT         300
     LV         300
     ET         300
     PT         300
     DK         300
     SV         300
     IR         300
     MT         300

Summary of scoring:

      quality of poster layout (35 points)
      relevance of the methodology for identifying target audiences (35 points)
      relevance of poster content (30 points)

Tenderers should consult in particular the "Funding" section of the DG JLS website:
http://ec.europa.eu/justice_home/funding/intro/funding_intro_en.htm.



                                        "Writing"

    Case study 2 (design, production and distribution of an information booklet with
                                         DVD)

The Directorate-General for Justice, Freedom and Security has decided to produce a
booklet to inform the general public on the political priorities arising from the Hague
Programme and from the "action plan" for implementation of that programme.

This booklet must contain a DVD comprising the main basic documents.

The requirements are as follows:

    the booklet must be printed in four colours and in B5 format;
    the booklet must be translated into the 23 official languages of the European Union;
    Paper: 350g for the cover and 135g for the interior;
    the DVD will be made up of 12 sections, structured as follows:
        an HTML introductory page containing basic general documents;
        an HTML page for each of the 10 priorities identified by the "action plan". Each
          of these pages must contain the main documents available in each field (three
          documents on average);
        an HTML page on the implementation of the Hague Programme ("Scoreboard
          Plus") containing the related documents.



                                                                                   51
 each page must be available in the 23 official languages of the European Union;
 the DVDs must be produced by pressing and have a label showing the booklet layout;
 the DVDs must be placed in transparent jackets which should be stuck inside the
  booklet cover;
 the text of the booklet (approximately 65 000 characters) and of the DVD will be
  determined by the contractor;
 the illustrations for the booklet and the DVD will be chosen by the contractor;
 the product will be distributed in Brussels at public events or visits and by the
  European Commission's offices in the Member States;
 the product must be delivered to the European Commission in Brussels in packages
  each containing 25 copies.

Tenderers must:

 propose the layout mock-up for the booklet (cover and an internal page model);
 propose a structure for the booklet content;
 propose the mock-up for the DVD label;
 propose the HTML introductory page (Level 1 compatibility WAI) for the DVD
  (electronic format and paper);
 draft the introduction for the booklet (3 000 characters, tolerance +/- 10%);
 propose a detailed budget which must cover the design, translation, production,
  packaging and delivery of the following numbers of copies to the European
  Commission in Brussels14:

     EN            4 800
     FR            4 800
     DE            3 200
     NL              800
     ES              800
     IT              800
     PL              800
     BG              400
     RO              400
     HU              200
     GR              200
     FI              200
     SL              200
     SK              200
     CZ              200
     LT              200
     LV              200
     ET              200
     PT              200
     DK              200
     SV              200
     IR              200

14   Prices must include delivery of the products to the European Commission in Brussels. Accordingly, this
     delivery does not have to be invoiced separately.




                                                                                                    52
      MT         200

Summary of scoring:

 quality of the graphic art for the booklet, the DVD and the HTML page (40 points);
 relevance and quality of the text proposed for the introduction to the booklet (40
  points);
 relevance of the structure proposed for the booklet and for the HTML page (20
  points).

Tenderers should consult in particular the "Funding" section of the DG JLS website:
http://ec.europa.eu/justice_home/news/information_dossiers/the_hague_priorities/index_en.htm
and
http://ec.europa.eu/justice_home/news/information_dossiers/the_hague_2006/index_en.htm




                                                                                        53
                                   ANNEX II.2

                            Lot 1 "Writing and graphic art"

                                     Price schedule

                                   Important remarks


Since the specific agreements will be concluded on the basis of the price schedules, these
schedules, duly completed, dated and signed, must be attached to the tender.

The tenderer must complete the entire price schedule for the services and materials in
question. Prices will be indicated in euros, excluding VAT. Only one amount should be
indicated per unit.

The prices quoted in the schedules should be flat-rate amounts covering all general
expenses and the expenses associated with provision of the services, including third-party
liability insurance and all compulsory insurance.

No modifications are allowed. Any modification may result in rejection of the tender.

Exception: If he deems it necessary, the tenderer may, provided that detailed
reasons are given, add items to the price schedule, up to a maximum of 20% of the
number of items already included. These prices should be in line with the tenderer's
usual pricing policy and comparable with the market prices for the type of service or
material indicated.

In the specific case of technologies not yet foreseeable or available, in particular in the
field of IT or multimedia, the Commission may, at a future date, ask the Contractor for
additional products or services, which the Contractor must propose at the most
favourable market price. In these cases, the Contractor will propose a price
corresponding to the schedule structure and price level. This proposal will be subject to
agreement by the Commission.

Unless otherwise stated, all prices must include delivery of the products to the
Commission in Brussels.

A paper or web page to be written or translated means: 1 500 characters without spaces.




                                                                                     54
                                  Lot 1 "Writing and graphic art"

                                             Price schedule


 Company: _____________________________________________________________

 Surname and first name: _________________________________________________

 Date: ______________________________________________________________

 Signature: __________________________________________________________



              Writing, designing, producing and distributing graphic material


                               Description                                            Unit price

Staff

. project manager                                                                  … euros/person/day
. project leader                                                                   … euros/person/day
. assistant project leader                                                         … euros/person/day
. editor                                                                           … euros/person/day
. secretary                                                                        … euros/person/day
. graphic designer                                                                 … euros/person/day
. graphic creator (producing graphics, tables, drawings, etc.)                     … euros/person/day
. designer of HTML structure and browser                                           … euros/person/day
. information collector15                                                          …euros/person/day
. journalist/copywriter                                                            … euros/person/day
. photographer16                                                                   …euros/person/day
. copywriter                                                                            … euros/page
Correction of typing errors, spelling and grammar17                                     … euros/page

Correction of style18                                                                     … euros/page

Adaptation of a text19                                                                    … euros/page

Proof-reading                                                                             … euros/page




 15   For example, Internet searches, searches in archives, searches for specific examples, searches for
      illustrations, search for interviewees and search for photographs or other illustrations.
 16   This item will also be used for the purchase of rights to publish existing photos on paper or on the
      Internet; the cost will therefore be calculated in terms of its equivalent in ―euros/person/day‖.
 17   Does not involve rewriting.
 18   Requires rewriting of certain passages.
 19   May require rewriting of the entire text.



                                                                                                   55
Design or adaptation of a graphic chart for the publications and
the publicity material

. design of a new graphic chart                                             … euros/unit
. adaptation of an existing graphic chart                                   … euros/unit
Translation

. from EN into FR and from FR into EN                                      … euros/page
. from EN or FR into another language                                      … euros/page
. from another language into EN or FR                                      … euros/page
. from another language into another language                              … euros/page
. surcharge for an urgent translation (24 hours)                                +…%

Quantitative monitoring of coverage of a specific subject by the      … euros/person/day
press and on-line press
Qualitative monitoring of coverage of a specific subject by the       … euros/person/day
press and on-line press (analysis of the development of the issues
covered, analysis of the standpoint of opinion formers and of the
media, etc.)
Drafting of a report on the quantitative and qualitative follow-ups   … euros/person/day
Digitalising photographs/illustrations

. for publication in paper form (300 dpi)                                   … euros/unit
. for publication on the web (72 dpi)                                       … euros/unit
Retouching photographs                                                      … euros/unit
Hire of non-copyright photos (for example, from a media library             … euros/unit
belonging to the tenderer)
Storage of 100 photographs on CD-ROM                                  … euros/CD-ROM
Storage of 100 photographs on DVD                                        … euros/DVD
. Development of a photograph
    . 10 * 15 cm                                                            … euros/unit
    . 20 * 30 cm                                                            … euros/unit
    . 30 * 45 cm                                                            … euros/unit
    . 40 * 60 cm                                                            … euros/unit
    . 50 * 75 cm                                                            … euros/unit

. Making copies of a photograph on the basis of at least 10 units
   . 10 * 15 cm                                                             … euros/unit
   . 20 * 30 cm                                                             … euros/unit
   . 30 * 45 cm                                                             … euros/unit
   . 40 * 60 cm                                                             … euros/unit
   . 50 * 75 cm                                                             … euros/unit

. Supply of frames on the basis of at least 10 units for
photographs of
   . 20 * 30 cm                                                             … euros/unit
   . 30 * 45 cm                                                             … euros/unit
   . 40 * 60 cm                                                             … euros/unit
   . 50 * 75 cm                                                             … euros/unit



                                                                                  56
   . 70 * 100 cm                                             … euros/unit
   . more than 70 * 100 cm                                   … euros/unit

. framing                                                    … euros/unit
Page layout from electronic original (text only)

. A6 format                                                  … euros/page
. A5 format                                                  … euros/page
. A4 format                                                  … euros/page
. A3 format                                                  … euros/page
. A2 format                                                  … euros/page
. A1 format                                                  … euros/page
. A0 format                                                  … euros/page
. B5 format                                                  … euros/page
. C5 format                                                  … euros/page
Layout from electronic original (text + illustrations)

. A6 format                                                  … euros/page
. A5 format                                                  … euros/page
. A4 format                                                  … euros/page
. A3 format                                                  … euros/page
. A2 format                                                  … euros/page
. A1 format                                                  … euros/page
. A0 format                                                  … euros/page
. B5 format                                                  … euros/page
. C5 format                                                  … euros/page
Colour proof (Iris type, sublimation or digital print-out)

. A6 format                                                  … euros/unit
. A5 format                                                  … euros/unit
. A4 format                                                  … euros/unit
. A3 format                                                  … euros/unit
. A2 format                                                  … euros/unit
. A1 format                                                  … euros/unit
. A0 format                                                  … euros/unit
. B5 format                                                  … euros/unit
. C5 format                                                  … euros/unit
Chemical colour proof made from films

. A6 format                                                  … euros/unit
. A5 format                                                  … euros/unit
. A4 format                                                  … euros/unit
. A3 format                                                  … euros/unit
. A2 format                                                  … euros/unit
. A1 format                                                  … euros/unit
. A0 format                                                  … euros/unit
. B5 format                                                  … euros/unit
. C5 format                                                  … euros/unit
Production of films (2 400 dpi)




                                                                   57
. A6 format                                        … euros/unit
. A5 format                                        … euros/unit
. A4 format                                        … euros/unit
. A3 format                                        … euros/unit
. A2 format                                        … euros/unit
. A1 format                                        … euros/unit
. A0 format                                        … euros/unit
. B5 format                                        … euros/unit
. C5 format                                        … euros/unit
Printing of publications20

. . A6 format
     . fewer than 100 copies                       … euros/unit
     . 100-299 copies                              … euros/unit
     . 300-499 copies                              … euros/unit
     . 500-999 copies                              … euros/unit
     . 1 000-1 999 copies                          … euros/unit
     . 2 000-2 999 copies                          … euros/unit
     . 3 000-4 999 copies                          … euros/unit
     . 5 000-9 999 copies                          … euros/unit
     . 10 000 copies or more                       … euros/unit

. A5 format
    . fewer than 100 copies                        … euros/unit
    . 100-299 copies                               … euros/unit
    . 300-499 copies                               … euros/unit
    . 500-999 copies                               … euros/unit
    . 1 000-1 999 copies                           … euros/unit
    . 2 000-2 999 copies                           … euros/unit
    . 3 000-4 999 copies                           … euros/unit
    . 5 000-9 999 copies                           … euros/unit
    . 10 000 copies or more                        … euros/unit

. A4 format
    . fewer than 100 copies                        … euros/unit
    . 100-299 copies                               … euros/unit
    . 300-499 copies                               … euros/unit
    . 500-999 copies                               … euros/unit
    . 1 000-1 999 copies                           … euros/unit
    . 2 000-2 999 copies                           … euros/unit
    . 3 000-4 999 copies                           … euros/unit
    . 5 000-9 999 copies                           … euros/unit
    . 10 000 copies or more                        … euros/unit

. B5 format
    . fewer than 100 copies                        … euros/unit
    . 100-299 copies                               … euros/unit
    . 300-499 copies                               … euros/unit
    . 500-999 copies                               … euros/unit

 20   In four colours, eight pages, paper 135 g.



                                                         58
      . 1 000-1 999 copies            … euros/unit
      . 2 000-2 999 copies            … euros/unit
      . 3 000-4 999 copies            … euros/unit
      . 5 000-9 999 copies            … euros/unit
      . 10 000 copies or more         … euros/unit

. C5 format
    . fewer than 100 copies           … euros/unit
    . 100-299 copies                  … euros/unit
    . 300-499 copies                  … euros/unit
    . 500-999 copies                  … euros/unit
    . 1 000-1 999 copies              … euros/unit
    . 2 000-2 999 copies              … euros/unit
    . 3 000-4 999 copies              … euros/unit
    . 5 000-9 999 copies              … euros/unit
    . 10 000 copies or more           … euros/unit
Production of a poster21

. mock-ups
   . A3 format                        … euros/unit
   . A2 format                        … euros/unit
   . A1 format                        … euros/unit
   . A0 format                        … euros/unit
   . 40 * 60 cm format                … euros/unit
   . 50 * 70 cm format                … euros/unit
   . 70 * 100 cm format               … euros/unit

. printing
     . A3 format
         . fewer than 100 copies      … euros/unit
         . 100-299 copies             … euros/unit
         . 300-499 copies             … euros/unit
         . 500-999 copies             … euros/unit
         . 1 000-1 999 copies         … euros/unit
         . 2 000-2 999 copies         … euros/unit
         . 3 000-4 999 copies         … euros/unit
         . 5 000-9 999 copies         … euros/unit
         . 10 000 copies or more      … euros/unit

      . A2 format
          . fewer than 100 copies     … euros/unit
          . 100-299 copies            … euros/unit
          . 300-499 copies            … euros/unit
          . 500-999 copies            … euros/unit
          . 1 000-1 999 copies        … euros/unit
          . 2 000-2 999 copies        … euros/unit
          . 3 000-4 999 copies        … euros/unit
          . 5 000-9 999 copies        … euros/unit
          . 10 000 copies or more     … euros/unit

 21   In four colours, paper 170 g.



                                            59
. A1 format
    . fewer than 100 copies   … euros/unit
    . 100-299 copies          … euros/unit
    . 300-499 copies          … euros/unit
    . 500-999 copies          … euros/unit
    . 1 000-1 999 copies      … euros/unit
    . 2 000-2 999 copies      … euros/unit
    . 3 000-4 999 copies      … euros/unit
    . 5 000-9 999 copies      … euros/unit
    . 10 000 copies or more   … euros/unit

. A0 format
    . fewer than 100 copies   … euros/unit
    . 100-299 copies          … euros/unit
    . 300-499 copies          … euros/unit
    . 500-999 copies          … euros/unit
    . 1 000-1 999 copies      … euros/unit
    . 2 000-2 999 copies      … euros/unit
    . 3 000-4 999 copies      … euros/unit
    . 5 000-9 999 copies      … euros/unit
    . 10 000 copies or more   … euros/unit

. 40 * 60 cm format
    . fewer than 100 copies   … euros/unit
    . 100-299 copies          … euros/unit
    . 300-499 copies          … euros/unit
    . 500-999 copies          … euros/unit
    . 1 000-1 999 copies      … euros/unit
    . 2 000-2 999 copies      … euros/unit
    . 3 000-4 999 copies      … euros/unit
    . 5 000-9 999 copies      … euros/unit
    . 10 000 copies or more   … euros/unit

. 50 * 70 cm format
    . fewer than 100 copies   … euros/unit
    . 100-299 copies          … euros/unit
    . 300-499 copies          … euros/unit
    . 500-999 copies          … euros/unit
    . 1 000-1 999 copies      … euros/unit
    . 2 000-2 999 copies      … euros/unit
    . 3 000-4 999 copies      … euros/unit
    . 5 000-9 999 copies      … euros/unit
    . 10 000 copies or more   … euros/unit

. 70 * 100 cm format
    . fewer than 100 copies   … euros/unit
    . 100-299 copies          … euros/unit
    . 300-499 copies          … euros/unit
    . 500-999 copies          … euros/unit
    . 1 000-1 999 copies      … euros/unit


                                    60
       . 2 000-2 999 copies                                                                … euros/unit
       . 3 000-4 999 copies                                                                … euros/unit
       . 5 000-9 999 copies                                                                … euros/unit
       . 10 000 copies or more                                                             … euros/unit
Production of folders for A4 format documents22

. fewer than 100 copies                                                                    … euros/unit
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Reproduction of an A4 page, black and white

. fewer than 100 copies                                                                    … euros/unit
. 100-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Reproduction of an A4 page, black and white, on both sides

. fewer than 100 copies                                                                    … euros/unit
. 100-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Production of panels23 (or another material) 3 mm

. less than 0.70 * 1 m                                                                     … euros/unit
. equal to more than 0.70 * 1 m                                                            … euros/unit
Production of banners24 (interior/outside use)                                             … euros/m²

Printing of covering for information stand

. 4 strips 0.747 x 2.28 m                                                                  … euros/unit
. 2 side strips 0.381 x 2.28 m                                                             … euros/unit
Putting A4 documents weighing between 20g and 100g into                                    … euros/unit
plastic film envelopes with address labels, and delivering them to
the post office (excluding postage costs)
Making up parcels with address labels and depositing them at the                           … euros/unit
post office or with an express courier service (excluding post and
packaging costs)
Sending of envelopes or parcels by national express mail


 22 Closed format: A4+ (215 x 302 mm) Printing: full four colours. Paper: interior 350 g/m² - matt-coated.
    Finish: three flaps.
 23 One scanned photo, high resolution, 70 x 90 cm, with a heading, subheading and a few lines of text;
    protective coating; support.
 24 Base for a cover of 60 * 200 cm; one scanned photo, high resolution, 70 * 90 cm, with a heading,
    subheading and a few lines of text.



                                                                                                   61
. 20g                                                             … euros/unit
. 50g                                                             … euros/unit
. 100g                                                            … euros/unit
. 300g                                                            … euros/unit
. 500g                                                            … euros/unit
. 1kg and above                                                    … euros/kg
Sending of envelopes or parcels by normal national mail

. 20g                                                            … euros/unit
. 50g                                                            … euros/unit
. 100g                                                           … euros/unit
. 300g                                                           … euros/unit
. 500g                                                           … euros/unit
. 1 kg and above                                                   … euros/kg
National transport of heavy parcels                             … euros/kg/km
Sending of envelopes or parcels by international express mail
(within the EU)

. 20g                                                             … euros/unit
. 50g                                                             … euros/unit
. 100g                                                            … euros/unit
. 300g                                                            … euros/unit
. 500g                                                            … euros/unit
. 1kg and above                                                    … euros/kg
Sending of envelopes or parcels by normal international mail
(within the EU)

. 20g                                                            … euros/unit
. 50g                                                            … euros/unit
. 100g                                                           … euros/unit
. 300g                                                           … euros/unit
. 500g                                                           … euros/unit
. 1kg and above                                                    … euros/kg
International transport (within EU) of heavy parcels            … euros/kg/km
Local transport of small parcels                                 … euros/unit
Production of a CD ROM presentation containing 15 texts + 15          … euros
tailor-made graphics
Production of a DVD-R including authoring and programming             … euros
and containing 15 texts + 15 tailor-made graphics
Copying of CD-ROM by pressing

. fewer than 100 copies                                           … euros/unit
. 100-299 copies                                                  … euros/unit
. 300-499 copies                                                  … euros/unit
. 500-999 copies                                                  … euros/unit
. 1 000-1 999 copies                                              … euros/unit
. 2 000 copies or more                                            … euros/unit
Copying of CD-ROM by recording (emergency procedure)

. fewer than 100 copies                                           … euros/unit



                                                                        62
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Copying of DVD-R by pressing

. fewer than 100 copies                                                                    … euros/unit
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Copying of DVD-R by recording (emergency procedure)

. fewer than 100 copies                                                                    … euros/unit
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Printing of a four-colour label on a CD-ROM/DVD

. fewer than 100 copies                                                                    … euros/unit
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Supply of copies of a CD-ROM/DVD in a "Diva Box"

. fewer than 100 copies                                                                    … euros/unit
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Supply of copies of a CD-ROM/DVD in a small transparent
plastic sleeve

. fewer than 100 copies                                                                    … euros/unit
. 100-299 copies                                                                           … euros/unit
. 300-499 copies                                                                           … euros/unit
. 500-999 copies                                                                           … euros/unit
. 1 000-1 999 copies                                                                       … euros/unit
. 2 000 copies or more                                                                     … euros/unit
Memo pad ("Post-it®") with four-colour marking25


 25   Examples of possible inscriptions: the European flag, "European Union", "Justice, Freedom, Security"
      and the DG JLS website address.



                                                                                                   63
. Rectangular memo pad ("Post-it®")26
    . 1 000 units                                                          … euros/unit
    . 5 000 units                                                          … euros/unit
    . 10 000 units or more                                                 … euros/unit

. Round memo pad ("Post-it®")27
    . 1 000 units                                                          … euros/unit
    . 5 000 units                                                          … euros/unit
    . 10 000 units or more                                                 … euros/unit


                                        Possible surcharge



                             Description                               Unit price

For any service involving personnel costs: surcharge for any work                    …%
done on Saturdays, Sundays or public holidays, subject to
agreement of the Commission


                          Items which may be added by the tenderer28



                             Description                               Unit price

…                                                                                 …
…                                                                                 …
…                                                                                 …
For any service involving personnel costs: surcharge for any                    +…%
work done on Saturdays, Sundays or public holidays, subject to
agreement of the an Commission




 26 Pad with 50 notes, rectangular, size: +/- 100 * 70 mm.
 27 Pad with 50 notes, round, size:+/- 7 cm.
 28 Up to a maximum of 20% of the number of items already included.




                                                                                    64
                              ANNEX II: 3

    DRAFT FRAMEWORK CONTRACT FOR LOT 1 AND ANNEXES


Annex II.3a: Specification                                        87

Annex II.3b: Contractor's tender (including
               completed price schedule)                          88

Annex II.3c: Specific contract - model                            89

Annex II.3d: Contractor's travel and subsistence expenses         96

Annex II.3e: Financial guarantee                                 100

Annex II.3f: Power of attorney                                   102




                                                            65
                     EUROPEAN COMMISSION
                     DIRECTORATE-GENERAL JUSTICE, FREEDOM AND SECURITY

                     Directorate A : General affairs




          DRAFT FRAMEWORK SERVICE CONTRACT
                                     CONTRACT N° … (Lot 1)



The European Community (hereinafter referred to as ―the Community‖), represented by
the Commission of the European Communities (hereinafter referred to as ―the
Commission‖), which is represented for the purposes of the signature of this contract by

Mr Tung-Laï Margue
Director
Directorate-General for Justice, Freedom and Security
Directorate A - General Affairs,

of the one part,

and

[official name in full]

[official legal form] (delete if contractor is a natural person or a body governed by public
law)

[statutory registration number] (delete if contractor is a body governed by public law;
for natural persons, indicate the number of their identity card or, failing that, of their
passport or equivalent)

[official address in full]

[VAT registration number]

(hereinafter referred to as ―the Contractor‖), represented for the purposes of the signature
of this contract by [name in full and function],

of the other part,




                                                                                      66
                                     HAVE AGREED

the Special Conditions and the General Conditions below and the following Annexes:


Annex I:       Tender Specification (Invitation to Tender No [complete] of [complete])

Annex II:      Contractor's tender (No [complete] of [complete])

Annex III:     Specific contract

Annex IV:      Contractor‘s travel and subsistence expenses

Annex V:       Financial guarantee


which form an integral part of this contract (hereinafter referred to as ―the Contract‖).

The terms set out in the Special Conditions shall take precedence over those in the other
parts of the Contract. The terms set out in the General Conditions shall take precedence
over those in the Annexes. The terms set out in the Tender Specifications (Annex II.3a)
shall take precedence over those in the orders and specific contracts (Annex II.3c), the
latter taking precedence over the Tender (Annex II.3b).

Subject to the above, the several instruments forming part of the Contract are to be taken
as mutually explanatory. Ambiguities or discrepancies within or between such parts shall
be explained or rectified by a written instruction issued by the Commission, subject to
the rights of the Contractor under Article I.8 should he dispute any such instruction.




                                                                                       67
                            I - SPECIAL CONDITIONS

Article I.1 - SUBJECT

I.1.1   The subject of the Contract is the design, drafting and production in any medium
        of information products and promotional material relating to the activities of the
        European Union, particularly but not exclusively in the fields of justice, freedom
        and security.

        The work could include the following (this list is not exhaustive):

         helping to identify target groups and their needs;
         researching, collecting and analysing data and documents;
         writing, translating, revising and adapting documents such as reports,
          magazines, newsletters, memos, brochures, leaflets, notices, panels, webpages
          and other information products;
         identifying, designing, planning and drafting information products for use in
          publicity campaigns;
         writing advertisements;
         writing reports, press articles and interviews;
         writing and producing promotional and presentational material;
         graphic design, picture research, illustrations, layout, production of electronic
          files (QuarkXpress, Adobe InDesign, pdf press optimized) and films for
          printing publications such as reports, brochures, leaflets, posters, newsletters,
          memos, magazines, etc.;
         adapting all the above products with a view to putting them on websites and/or
          an electronic format (CD-Rom, DVD, etc.);
         design and graphic production of advertisements;
         photo-reportage;
         building up and running a photo library, and dealing with copyright issues;
         design and limited print run of graphic material for promotions and
          presentations (posters, maps, etc.);
         putting the material produced into envelopes;
         dispatching and transporting the material produced.

I.1.2   Signature of the Contract imposes no obligation on the Commission to purchase.
        Only implementation of the Contract through orders and specific contracts is
        binding on the Commission

I.1.3   Once implementation of the Contract has been asked for or has commenced, the
        Contractor shall reply and execute the tasks in accordance with all terms and
        conditions of the Contract.

I.1.4   The Contract does not confer on the Contractor any exclusive right to provide the
        services described in Annex II.3a to the Commission.
        The Contractor shall be selected as the [first/second/third] contractor in a
        multiple framework contract (cascade system). The other contractors selected in
        the order established at the time of the evaluation of tenders are:


                                                                                     68
        [names and addresses of the other two contractors]

Article I.2 - DURATION

I.2.1   The Contract shall enter into force on the date on which it is signed by the last of
        the contracting parties.

I.2.2   Under no circumstances may implementation commence before the date on which
        the Contract enters into force. Execution of the tasks may under no circumstances
        begin before the date on which the order or specific contract enters into force.

I.2.3   The Contract is concluded for a period of twelve months with effect from the date
        on which it enters into force. This contractual period and all other periods
        specified in the Contract are calculated in calendar days unless otherwise
        indicated.

I.2.4   The orders or specific contracts shall be returned signed before the Contract to
        which they refer expires.

        The Contract shall continue to apply to such orders and specific contracts after its
        expiry, but no later than the sixth month following its expiry.

I.2.5   The Contract may be renewed up to three times, each time for a period of one
        year, but only before expiry of the Contract and with the express written
        agreement of the parties. Renewal should not imply any modification or
        deferment of existing obligations.

Article I.3 – PRICES

I.3.1   The price of the services shall always be calculated on the basis of the price
        schedule as set out in Annex II.2.

        The maximum total amount to be paid by the Commission under the Contract
        (including travel and subsistence expenses) shall be EUR 2 000 000 (two million
        euros) covering all tasks executed.

I.3.2   Prices shall be expressed in euros.

I.3.3   Prices shall be fixed and not subject to revision for the first year of the Contract.

        From the beginning of the second year of duration of the Contract, each price may
        be revised upwards or downwards each year, where such revision is requested by
        one of the contracting parties by registered letter no later than sixty days before
        the anniversary of the date on which it was signed. The Commission shall
        purchase on the basis of the prices in force on the date on which orders or specific
        contracts are signed. Such prices shall not be subject to revision.
        The revision shall be determined by the trend in the harmonised consumer price
        index (MUICP): (euro area), published for the first time by the Office for Official




                                                                                         69
        Publications of the European Communities in the Eurostat monthly bulletin at
        http://www.ec.europa.eu/eurostat/.

        Revision shall be calculated in accordance with the following formula:

        Pr=Po(Ir/Io)

        where:

        Pr =     revised price;
        Po =      price in the original tender;
        Io =     index for the month corresponding to the deadline for submission of
                 tenders;
        Ir   =   index for the month corresponding to the date of receipt of the letter
                 requesting a revision of prices.

I.3.4   In addition to the price of services specified in each order or specific contract, the
        Contractor‘s travel, subsistence and shipment expenses shall be reimbursed in
        accordance with Article II.7, as shall other expenses provided for by the Tender
        Specifications throughout implementation of the Contract. The daily subsistence
        allowance referred to in Article II.7.4(d) shall be determined in accordance with
        Annex II.3d. In addition, accommodation expenses shall be reimbursed in
        accordance with Article II.71 up to a maximum amount established in Annex
        II.3d.

Article I.4 - IMPLEMENTATION OF THE CONTRACT

When the Commission sends an order for goods or services to the Contractor, it shall
receive a tender within the period of time specified in its order, as a general rule between
ten and twenty working days depending on the complexity of the work, counting from
the date on which the order was sent.

Should the Contractor be unavailable, he shall give reasons for refusal within five days
and the Commission shall then be entitled to send a request to the next Contractor on the
list.

Similarly, in the event of failure to observe this deadline or in the event of a continuing
disagreement regarding the tender which cannot be resolved by discussion or negotiation,
the Contractor shall be considered unavailable and the Commission shall be entitled to
send a request to the next Contractor on the list.

Lastly, when the Contractor receives an order or a specific contract from the
Commission, he must return it, duly signed and dated, within ten working days from the
date on which the order was sent by the Commission. In the event of failure to observe
this deadline, the Contractor shall be considered to be unavailable and the Commission
shall be entitled to send a request to the next Contractor on the list.




                                                                                        70
Article I.5 - PAYMENT PERIODS

Payments under the Contract shall be made in accordance with Article II.4. Payments
shall be executed only if the Contractor has fulfilled all his contractual obligations by the
date on which the invoice is submitted. Payment requests may not be made if payments
for previous orders or specific contracts have not been executed as a result of default or
negligence on the part of the Contractor.

I.5.1 Pre-financing

     For orders or specific contracts for a total amount of less than EUR 40 000

      There shall be no pre-financing.

     For orders or specific contracts for a total amount of EUR 40 000 or more

     The Contractor may request a pre-financing payment of 30% of the total cost of the
     services, excluding his travel and subsistence expenses and any unforeseen
     expenditure.

I.5.2 Interim payment

     For orders or specific contracts for a total amount of less than EUR 40 000

      No interim payment shall be made.

     For orders or specific contracts for a total amount of EUR 40 000 or more

       No interim payment shall be made for work lasting less than six months.

       For services lasting six months or more, the Contractor may request an interim
      payment of 30% of the total cost of the service, excluding his travel and
      subsistence expenses and any unforeseen expenditure.

      Requests for interim payment by the Contractor shall be admissible only if
      accompanied by the interim technical report produced in accordance with the
      instructions in the order or specific contract or by the acknowledgement of receipt
      of the services provided by the Commission.

      In the case of a technical report, the Commission shall have twenty days from
      receipt to approve or reject the report, and the Contractor shall have ten days in
      which to submit additional information or a new report.

      The interim payment corresponding to 30% of the total amount of the order or
      specific contract, excluding the Contractor's travel or subsistence expenses and any
      unforeseen expenditure, shall be made within thirty days of the date of approval of
      the report or acceptance of the services by the Commission.




                                                                                       71
I.5.3 Payment of the balance

     The balance shall be paid after performance of the work by the Contractor and
     acceptance thereof by the Commission within thirty days of receipt of the request
     for payment.

     The request for payment of the balance shall be admissible if accompanied by:

        either the final technical report in accordance with the instructions laid down in
         the order or specific contract, or an acknowledgement of receipt of the service
         provided by the Commission;

        statements of reimbursable expenses in accordance with Article II.7;

        the relevant invoices, indicating the reference number of the Contract and of the
         order or specific contract to which they refer.

     In the case of a technical report, the Commission shall have twenty days from
     receipt to approve or reject the report, and the Contractor shall have ten days in
     which to submit additional information or a new report.

     The balance corresponding to the relevant invoices shall be paid within thirty days
     of the date on which the report is approved or the service is accepted by the
     Commission.

     [For Contractors established in Belgium, the orders shall include the following
     provision: ―En Belgique, l‘utilisation de ce bon de commande vaut présentation
     d‘une demande d‘exemption de la TVA n° 450‖ or an equivalent statement in
     Dutch or German. The Contractor shall include the following statement in his
     invoice(s): ―Exonération de la TVA, article 42, paragraphe 3.3 du code de la
     TVA‖ or an equivalent statement in Dutch or German.]

     [For Contractors established in Italy, the provisions of the Contract constitute a
     request for VAT exemption, provided that the Contractor includes the following
     statement in his invoice(s): "Operazione non imponibile ai sensi dell'articolo 72,
     comma 3) paragrafo 3 del D.P.R. n. 633 del 26/10/1972 come modificato da ultimo
     dal D.L. n. 323 del 20/06/1996 convertito in Legge n. 425 dell'8/8/1996".]

     I.5.4    Financial guarantee

     In the case of pre-financing in excess of EUR 150 000 (one hundred and fifty
     thousand euros), the Commission shall demand a financial guarantee equal to the
     amount of the pre-financing and provided by a bank, an authorised financial
     institution or a third party (Annex II.3e).

Article I.6 - BANK ACCOUNT

Payments shall be made to the Contractor‘s bank account denominated in euros and
identified as follows:

     Name of bank: [complete]


                                                                                     72
        Address of branch in full: [complete]
        Exact designation of account holder: [complete]
        Full account number including codes: [complete]
        [IBAN code: [complete]]

Article I.7 - GENERAL ADMINISTRATIVE PROVISIONS

Any communication relating to the Contract or to its implementation shall be made in
writing and shall bear the Contract number and the order or specific contract number.
Ordinary mail shall be deemed to have been received by the Commission on the date on
which it is registered by the department responsible, indicated below. Communications
shall be sent to the following addresses:

        Commission

        European Commission
        Directorate-General for Justice, Freedom and Security
        General Affairs Directorate
        Information and Communication Unit
        For the attention of the Head of Unit
        Office: LX 46 7/81
        1049 Brussels
        Belgium

        Contractor

        Mr/Mrs/Ms [… ]
        [Function]
        [Company name]
        [Official address in full]

Article I.8 - APPLICABLE LAW AND SETTLEMENT OF DISPUTES

I.8.1    The Contract shall be governed by the national substantive law of Belgium.

I.8.2    Any dispute between the parties resulting from the interpretation or application of
         the Contract which cannot be settled amicably shall be brought before the courts
         of Brussels.

Article I.9 - DATA PROTECTION

Any personal data included in or relating to the Contract, including its execution, shall be
processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with
regard to the processing of personal data by the Community institutions and bodies and
on the free movement of such data. The data shall be processed solely for the purposes of
the performance, management and follow-up of the Contract by the Directorate-General
for Justice, Freedom and Security, without prejudice to possible transmission to the
bodies charged with a monitoring or inspection task in conformity with Community law.
The Contractor shall have the right of access to his personal data and the right to rectify
any such data that are inaccurate or incomplete. Should the Contractor have any queries
concerning the processing of his personal data, he shall address them to the


                                                                                      73
Directorate-General for Justice, Freedom and Security. The Contractor shall have right of
recourse at any time to the European Data Protection Supervisor
(http://www.cc.cec/dataprotectionofficer/).
Article I.10 - TERMINATION BY EITHER CONTRACTING PARTY
Either contracting party may, of its own volition and without being required to pay
compensation, terminate the Contract by serving two months‘ formal prior notice. Should
the Commission terminate the Contract, the Contractor shall be entitled to only payment
corresponding to the services ordered before the termination date. On receipt of the letter
terminating the Contract, the Contractor shall take all appropriate measures to minimise
costs, prevent damage, and cancel or reduce his commitments. He shall draw up the
documents required by the Special Conditions for the services rendered up to the date on
which termination takes effect, within a period not exceeding sixty days from that date.
Article I.11 - OTHER SPECIAL CONDITIONS

I.11.1 Penalties

       In the event of failure to provide the services by the deadline set in the orders or
       specific contracts or in due form, penalties shall be applied as follows:

       In the event of late delivery

       A penalty shall be applied using the following formula:

       [0.5% of the total value of the service] x [number of working days of delay].

       The ceiling for the total amount of the penalty in the event of late delivery shall
       be 20% of the amount of the order or specific contract. These penalties shall
       apply automatically without formal notice simply as a result of the delay.

       In the event of inadequate quality of work
       In the event of inadequate quality of the services after presentation for the second
       time, the Commission may relieve the defaulting Contractor of his duties under
       the order or specific contract and entrust the task to the second Contractor on the
       list or, if necessary and according to the same procedure, the third contractor. In
       that event, the defaulting contractor shall be required to reimburse any amount
       which he received under the order or specific contract.

I.11.2 Suspension of services
       The Commission may, in certain cases, suspend the award of services to the
       defaulting Contractor.
       If the Contractor fails to perform the services by the deadline set with an effect
       which is damaging to the results of the action and provided that this delay is not
       caused by the Commission, or if the Contractor is found to have executed an
       order or specific contract inadequately in at least two respects, the Commission
       may automatically suspend, by registered letter, the award of the next three
       services to the defaulting Contractor. This means that the defaulting Contractor is
       placed at the end of the list.


                                                                                       74
                         II - GENERAL CONDITIONS

Article II. 1 - PERFORMANCE OF THE CONTRACT

II.1.1 The Contractor shall perform the Contract to the highest professional standards.
       The Contractor shall have sole responsibility for complying with any legal
       obligations incumbent on him, notably those resulting from employment, tax and
       social legislation.

II.1.2 The Contractor shall have sole responsibility for taking the necessary steps to
       obtain any permit or licence required for performance of the Contract under the
       laws and regulations in force at the place where the tasks assigned to him are to
       be executed.

II.1.3 Without prejudice to Article II.3, any reference made to the Contractor's staff in
       the Contract shall relate exclusively to individuals involved in the performance of
       the Contract.

II.1.4 The Contractor must ensure that any staff performing the Contract have the
       professional qualifications and experience required for the execution of the tasks
       assigned to him.

II.1.5 The Contractor shall 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.

II.1.6 The Contractor shall have sole responsibility for the staff who execute the tasks
       assigned to him.

       The Contractor shall make provision for the following employment or service
       relationships with his staff:

             staff executing the tasks assigned to the Contractor may not be given
              orders direct by the Commission;
             the Commission may not under any circumstances be considered to be the
              staff‘s employer and the said staff shall undertake not to invoke in respect
              of the Commission any right arising from the contractual relationship
              between the Commission and the Contractor.

II.1.7 In the event of disruption resulting from the action of a member of the
       Contractor's staff working on Commission premises or in the event of the
       expertise of a member of the Contractor's staff failing to correspond to the profile
       required by the Contract, the Contractor shall replace him without delay. The
       Commission shall have the right to request the replacement of any such member
       of staff, stating its reasons for so doing. Replacement staff must have the
       necessary qualifications and be capable of performing the Contract under the
       same contractual conditions. The Contractor shall be responsible for any delay in
       the execution of the tasks assigned to him resulting from the replacement of staff
       in accordance with this Article.



                                                                                     75
II.1.8 Should any unforeseen event, action or omission directly or indirectly hamper
       execution of the tasks, either partially or totally, the Contractor shall immediately
       and on his own initiative record it and report it to the Commission. The report
       shall include a description of the problem and an indication of the date on which
       it started and of the remedial action taken by the Contractor to ensure full
       compliance with his obligations under the Contract. In such event the Contractor
       shall give priority to solving the problem rather than determining liability.

II.1.9 Should the Contractor fail to perform his obligations under the Contract in
       accordance with the provisions laid down therein, the Commission may - without
       prejudice to its right to terminate the Contract - reduce or recover payments in
       proportion to the scale of the failure. In addition, the Commission may impose
       penalties or liquidated damages as provided for in Article II.16.

Article II. 2 – LIABILITY

II.2.1 The Commission shall not be liable for damage sustained by the Contractor in
       performance of the Contract except in the event of wilful misconduct or gross
       negligence on the part of the Commission.

II.2.2 The Contractor shall be liable for any loss or damage caused by himself in
       performance of the Contract, including in the event of subcontracting under
       Article II.13. The Commission may not be held liable for any act or default on the
       part of the Contractor in performance of the Contract.

II.2.3 The Contractor shall provide compensation in the event of any action, claim or
       proceeding brought against the Commission by a third party as a result of damage
       caused by the Contractor in performance of the Contract.

II.2.4 In the event of any action brought by a third party against the Commission in
       connection with performance of the Contract, the Contractor shall assist the
       Commission. Expenditure incurred by the Contractor to this end may be borne by
       the Commission.

II.2.5 The Contractor shall take out insurance against risks and damage relating to
       performance of the Contract if such is required by the relevant applicable
       legislation. He shall take out supplementary insurance as required by standard
       practice in the industry. A copy of all the relevant insurance contracts shall be
       sent to the Commission should it so request.

Article II.3 - CONFLICT OF INTERESTS

II.3.1 The Contractor shall take all necessary measures to prevent any situation that
       could compromise the impartial and objective performance of the Contract. Such
       a conflict of interest could arise in particular as a result of economic interest,
       political or national affinity, family or emotional ties, or any other relevant
       connection or shared interest. Any conflict of interests which could arise during
       performance of the Contract must be notified to the Commission in writing
       without delay. In the event of such conflict, the Contractor shall immediately take
       all necessary steps to resolve it.


                                                                                      76
       The Commission reserves the right to verify that such measures are adequate and
       may require additional measures to be taken, if necessary, by a deadline which it
       shall set. The Contractor shall ensure that his staff, board and directors are not
       placed in a situation which could give rise to a conflict of interests. Without
       prejudice to Article II.1, the Contractor shall replace, immediately and without
       compensation from the Commission, any member of his staff exposed to such a
       situation.

II.3.2 The Contractor shall abstain from any contact likely to compromise his
       independence.

II.3.3 The Contractor declares:

            that he has not made and will not make any offer of any type whatsoever
             from which an advantage can be derived under the Contract;
            that he has not granted and will not grant, has not sought and will not seek,
             has not attempted and will not attempt to obtain, and has not accepted and
             will not accept, any advantage, financial or in kind, to or from any party
             whatsoever, where such advantage constitutes an illegal practice or involves
             corruption, either directly or indirectly, inasmuch as it is an incentive or
             reward relating to performance of the Contract.

II.3.4 The Contractor shall pass on all the relevant obligations in writing to his staff,
       board and directors as well as to third parties involved in performance of the
       Contract. A copy of the instructions given and the undertakings made in this
       respect shall be sent to the Commission should it so request.

Article II. 4 - INVOICING AND PAYMENTS

II.4.1 Pre-financing

       Where required by Article I.5.1, the Contractor shall provide a financial guarantee
       in the form of a bank guarantee or equivalent supplied by a bank or an authorised
       financial institution (guarantor) equal to the amount indicated in the same Article
       to cover pre-financing under the Contract. Such guarantee may be replaced by a
       joint and several guarantee by a third party.

       The guarantor shall pay to the Commission at its request an amount
       corresponding to payments made by it to the Contractor and which have not yet
       been covered by equivalent work on his part.

       The guarantor shall stand as first-call guarantor and shall not require the
       Commission to have recourse against the principal debtor (the Contractor).

       The guarantee shall specify that it enters into force at the latest on the date on
       which the Contractor receives the pre-financing. The Commission shall release
       the guarantor from its obligations as soon as the Contractor has demonstrated that
       any pre-financing has been covered by equivalent work. The guarantee shall be
       retained until the pre-financing has been deducted from interim payments or




                                                                                    77
      payment of the balance to the Contractor. It shall be released the following
      month. The cost of providing such guarantee shall be borne by the Contractor.

II.4.2 Interim payment

      At the end of each of the periods indicated in Annex I.3a, the Contractor shall
      submit to the Commission a formal request for payment accompanied by those of
      the following documents which are provided for in the Special Conditions:

       an interim technical report in accordance with the instructions laid down in
        Annex II.3a;
       the relevant invoices indicating the reference number of the Contract and of
        the order or specific contract to which they refer;
       statements of reimbursable expenses in accordance with Article II.7.

      If the report is a condition for payment, the Commission shall, on receiving it,
      have the period of time indicated in the Special Conditions in which:

       to approve it, with or without comments or reservations, or suspend such
        period and request additional information; or
       to reject it and request a new report.

      If the Commission does not react within this period, the report shall be deemed to
      have been approved. Approval of the report does not imply recognition either of
      its regularity or of the authenticity, completeness or correctness of the
      declarations and information enclosed.

      Where the Commission requests a new report because the one previously
      submitted has been rejected, this shall be submitted within the period of time
      indicated in the Special Conditions. The new report shall likewise be subject to
      the above provisions.

II.4.3 Payment of the balance

      Within sixty days of completion of the tasks referred to in each order or specific
      contract, the Contractor shall submit to the Commission a formal request for
      payment accompanied by those of the following documents which are provided
      for in the Special Conditions:

       a final technical report in accordance with the instructions laid down in Annex
        II.3a;
       the relevant invoices indicating the reference number of the Contract and of
        the order or specific contract to which they refer;
       statements of reimbursable expenses in accordance with Article II.7.

      If the report is a condition for payment, the Commission shall, on receiving it,
      have the period of time indicated in the Special Conditions in which:

       to approve it, with or without comments or reservations, or suspend such
        period and request additional information; or
       to reject it and request a new report.


                                                                                  78
       If the Commission does not react within this period, the report shall be deemed to
       have been approved. Approval of the report does not imply recognition either of
       its regularity or of the authenticity, completeness or correctness of the
       declarations and information enclosed.
       Where the Commission requests a new report because the one previously
       submitted has been rejected, this shall be submitted within the period of time
       indicated in the Special Conditions. The new report shall likewise be subject to
       the above provisions.

Article II. 5 - GENERAL PROVISIONS CONCERNING PAYMENTS

II.5.1 Payments shall be deemed to have been made on the date on which the
       Commission's account is debited.

II.5.2 The payment periods referred to in Article I.5 may be suspended by the
       Commission at any time if it informs the Contractor that his payment request is
       not admissible, either because the amount is not due or because the necessary
       supporting documents have not been properly produced. In case of doubt on the
       eligibility of the expenditure indicated in the payment request, the Commission
       may suspend the time limit for payment for the purpose of further verification,
       including an on-the-spot check, in order to ascertain, prior to payment, that the
       expenditure is eligible.

       The Commission shall notify the Contractor accordingly by registered letter with
       acknowledgment of receipt or equivalent. Suspension shall take effect from the
       date of dispatch of the letter. The remainder of the period referred to in Article I.5
       shall begin to run again once the suspension has been lifted.

II.5.3 In the event of late payment, the Contractor may claim interest within two months
       of receiving the payment. Interest shall be calculated at the rate applied by the
       European Central Bank to its most recent main refinancing operations (―the
       reference rate‖) plus seven percentage points (―the margin‖). The reference rate
       in force on the first day of the month in which the payment is due shall apply.
       Such interest rate is published in the C series of the Official Journal of the
       European Union. Interest shall be payable for the period elapsing from the
       calendar day following expiry of the time limit for payment up to the day of
       payment. Suspension of payment by the Commission may not be deemed to
       constitute late payment.

Article II. 6 – RECOVERY

II.6.1 If total payments made exceed the amount actually due or if recovery is justified
       in accordance with the terms of the Contract, the Contractor shall reimburse the
       appropriate amount in euros on receipt of the debit note, in the manner and within
       the time limits set by the Commission.

II.6.2 In the event of failure to pay by the deadline specified in the request for
       reimbursement, the sum due shall bear interest at the rate indicated in Article
       II.5.3. Interest shall be payable from the calendar day following the due date up to
       the calendar day on which the debt is repaid in full.


                                                                                       79
II.6.3 In the event of failure to pay by the deadline specified in the request for
       reimbursement, the Commission may, after informing the Contractor, recover
       amounts established as certain, of a fixed amount and due by offsetting in cases
       where the Contractor has a claim on the Communities that is certain, of a fixed
       amount and due. The Commission may also claim against the guarantee, where
       provided for.

Article II. 7 – REIMBURSEMENTS

II.7.1 Where provided for by the Special Conditions or by Annex II.3a, the Commission
       shall reimburse the expenses that are directly connected with execution of the
       tasks on production of original supporting documents, including receipts and used
       tickets.

II.7.2 Travel and subsistence expenses shall be reimbursed, where appropriate, on the
       basis of the shortest itinerary.

II.7.3 Travel expenses shall be reimbursed as follows:

     a) travel by air shall be reimbursed up to the maximum cost of an economy-class
        ticket at the time of the reservation;
     b) travel by boat or rail shall be reimbursed up to the maximum cost of a first -class
        ticket;
     c) travel by car shall be reimbursed at the rate of one first class rail ticket for the
        same journey and on the same day;
     d) travel outside Community territory shall be reimbursed under the General
        Conditions stated above provided that the Commission has given its prior
        written agreement.

II.7.4 Subsistence expenses shall be reimbursed on the basis of a daily allowance as
       follows:

     a) for journeys of less that 200km (return trip), no subsistence allowance shall be
        payable;
     b) the daily subsistence allowance shall be payable only the daily subsistence
        allowance shall be payable only on receipt of a supporting document proving
        that the person concerned was present at the place of destination;
     c) the daily subsistence allowance the daily subsistence allowance shall take the
        form of a flat-rate payment to cover all subsistence expenses, including
        accommodation, meals, local transport, insurance and sundries;
     d) the daily subsistence allowance shall be paid, where applicable, at the rate
        specified in Article I.3.

II.7.5 The cost of shipment of equipment or unaccompanied luggage shall be
       reimbursed provided that the Commission has given its prior written
       authorisation.




                                                                                      80
Article II. 8 – OWNERSHIP OF THE RESULTS - INTELLECTUAL
AND INDUSTRIAL PROPERTY

Any results or rights thereon, including copyright and other intellectual or industrial
property rights, obtained in performance of the Contract shall be owned solely by the
Community, which may use, publish, assign or transfer them as it sees fit, without
geographical or other limitation, except where industrial or intellectual property rights
exist prior to the Contract being entered into.

Article II. 9 – CONFIDENTIALITY

II.9.1. The Contractor undertakes to treat in the strictest confidence and not make use of
        or divulge to third parties any information or documents which are linked to
        performance of the Contract. The Contractor shall continue to be bound by this
        undertaking after completion of the tasks.

II.9.2. The Contractor shall obtain from each member of his staff, board and directors an
        undertaking that they will respect the confidentiality of any information which is
        linked, directly or indirectly, to execution of the tasks and that they will not
        divulge to third parties or use for their own benefit or that of any third party any
        document or information not available publicly, even after completion of the
        tasks.

Article II.10 - USE, DISTRIBUTION AND PUBLICATION OF INFORMATION

II.10.1 The Contractor shall authorise the Commission to process, use, distribute and
        publish, for whatever purpose, by whatever means and on whatever medium,
        any data contained in or relating to the Contract, in particular the identity of the
        Contractor, the subject matter, the duration, the amount paid and the reports.
        Where personal data are concerned, Article I.9 shall apply.

II.10.2 Unless otherwise provided for by the Special Conditions, the Commission shall
        not be required to distribute or publish documents or information supplied in
        performance of the Contract. If the Commission decides not to publish the
        documents or information supplied, the Contractor may not have them
        distributed or published elsewhere without prior written authorisation from the
        Commission.

II.10.3 Any distribution or publication of information relating to the Contract by the
        Contractor shall require prior written authorisation from the Commission and
        shall mention the amount paid by the Community. It shall state that the opinions
        expressed are those of the Contractor only and do not represent the
        Commission‘s official position.

II.10.4 The use of information obtained by the Contractor in the course of the Contract
        for purposes other than its performance shall be forbidden, unless the
        Commission has specifically given prior written authorisation to the contrary.




                                                                                      81
Article II.11 - TAXATION

II.11.1 The Contractor shall have sole responsibility for compliance with the tax laws
        which apply to him. Failure to comply shall make the relevant invoices invalid.

II.11.2 The Contractor recognises that the Commission is, as a rule, exempt from all
        taxes and duties, including value added tax (VAT), pursuant to the provisions of
        Articles 3 and 4 of the Protocol on the Privileges and Immunities of the
        European Communities.

II.11.3 The Contractor shall accordingly complete the necessary formalities with the
        relevant authorities to ensure that the goods and services required for
        performance of the Contract are exempt from taxes and duties, including VAT.

II.11.4 Invoices presented by the Contractor shall indicate his place of taxation for VAT
        purposes and shall specify separately the amounts not including VAT and the
        amounts including VAT.

Article II.12 – FORCE MAJEURE

II.12.1 "Force majeure" shall mean any unforeseeable and exceptional situation or event
        beyond the control of the contracting parties which prevents either of them from
        performing any of their obligations under the Contract, was not due to error or
        negligence on their part or on the part of a subcontractor and could not have
        been avoided by the exercise of due diligence. Defects in equipment or material
        or delays in making it available, labour disputes, strikes or financial problems
        cannot be invoked as force majeure unless they stem directly from a relevant
        case of force majeure.

II.12.2 Without prejudice to the provisions of Article II.1.8, if either contracting party is
        faced with force majeure, it shall notify the other party without delay by
        registered letter with acknowledgment of receipt or equivalent, stating the
        nature, likely duration and foreseeable effects.

II.12.3 Neither contracting party shall be held in breach of its contractual obligations if
        it has been prevented from performing them by force majeure. Where the
        Contractor is unable to perform his contractual obligations owing to force
        majeure, he shall have the right to remuneration only for tasks actually executed.

II.12.4 The contracting parties shall take the necessary measures to reduce damage to a
        minimum.

Article II.13 - SUBCONTRACTING

II.13.1 The Contractor may not subcontract without prior written authorisation from the
        Commission or cause the Contract to be performed de facto by third parties.

II.13.2 Even where the Commission authorises the Contractor to subcontract to third
        parties, he shall none the less remain bound by his obligations to the




                                                                                       82
        Commission under the Contract and shall bear exclusive liability for proper
        performance of the Contract.

II.13.3 The Contractor shall make sure that the subcontract does not affect rights and
        guarantees to which the Commission is entitled by virtue of the Contract,
        notably Article II.17.

Article II.14 – ASSIGNMENT

II.14.1 The Contractor may not assign the rights and obligations arising from the
        Contract, in whole or in part, without prior written authorisation from the
        Commission.

II.14.2 In the absence of the authorisation referred to in the preceding paragraph or in
        the event of failure to observe the terms thereof, assignment by the Contractor
        shall not be enforceable against and shall have no effect on the Commission.

Article II. 15 – TERMINATION BY THE COMMISSION

II.15.1 The Commission may terminate the Contract, a pending order or a specific
        contract in the following circumstances:

a)     where the Contractor is being wound up, is having his affairs administered by the
       courts, has entered into an arrangement with creditors, has suspended business
       activities, is the subject of proceedings concerning those matters, or is in any
       analogous situation arising from a similar procedure provided for in national
       legislation or regulations;
b)     where the Contractor has been convicted of an offence concerning professional
       conduct by a judgment which has the force of res judicata;
c)     where the Contractor has been guilty of grave professional misconduct proven by
       any means which the Commission can justify;
d)     where the Contractor has 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 he is established or with those of the country
       applicable to the Contract or those of the country where the Contract is to be
       performed;
e)     where the Commission seriously suspects the Contractor of fraud, corruption,
       involvement in a criminal organisation or any other illegal activity detrimental to
       the Communities‘ financial interests;
f)     where the Contractor is in breach of his obligations under Article II.3;
g)     where the Contractor was guilty of misrepresentation in supplying the
       information required by the Commission as a condition of participation in the
       contract procedure or failed to supply this information;
h)     where a change in the Contractor's legal, financial, technical or organisational
       situation could, in the Commission's opinion, have a significant effect on the
       performance of the Contract;
i)     where execution of the tasks under a pending order or a specific contract has not
       actually commenced within fifteen days of the date foreseen and where the new
       date proposed, if any, is considered unacceptable by the Commission;



                                                                                     83
j)     where the Contractor is unable, through his own fault, to obtain any permit or
       licence required for performance of the Contract;
k)     where the Contractor, after receiving formal notice in writing to comply,
       specifying the nature of the alleged failure, and after being given the opportunity
       to remedy the failure within a reasonable period following receipt of the formal
       notice, remains in serious breach of his contractual obligations.

II.15.2 In cases of force majeure notified in accordance with Article II.12, either
        contracting party may terminate the Contract where performance thereof cannot
        be ensured for a period corresponding to at least one fifth of the period laid
        down in Article I.2.3.

II.15.3 Prior to termination under point e), h) or k), the Contractor shall be given the
        opportunity to submit his observations.
        Termination shall take effect on the date on which a registered letter with
        acknowledgment of receipt terminating the Contract is received by the
        Contractor or on any other date indicated in the letter of termination.

II.15.4 Consequences of termination

         In the event of the Commission terminating the Contract, a pending order or a
         specific contract in accordance with this Article and without prejudice to any
         other terms of the Contract, the Contractor shall waive any claim for
         consequential damages, including any loss of anticipated profits resulting from
         uncompleted work. On receipt of the letter terminating the Contract, the
         Contractor shall take all appropriate measures to minimise costs, to prevent
         damage and to cancel or reduce his commitments. He shall draw up the
         documents required by the Special Conditions for the tasks executed up to the
         date on which termination takes effect, within a period not exceeding sixty days
         from that date.
         The Commission may claim compensation for any damage suffered and recover
         any sums paid to the Contractor under the Contract.
         On termination the Commission may engage any other Contractor to execute or
         complete the services. The Commission shall be entitled to claim from the
         Contractor all extra costs incurred in doing so, without prejudice to any other
         rights or guarantees enforceable under the Contract.

ARTICLE II.16 - LIQUIDATED DAMAGES

Should the Contractor fail to perform his obligations under the Contract within the time
limits set by the Contract, then, without prejudice to the Contractor's actual or potential
liability incurred in relation to the Contract or to the Commission's right to terminate the
Contract, the Commission may decide to impose liquidated damages of 0.2% of the
amount of the relevant purchase per calendar day of delay. The Contractor may submit
arguments against this decision within thirty days of notification by registered letter with
acknowledgement of receipt or equivalent. In the absence of reaction on his part or of
written withdrawal by the Commission within thirty days of the receipt of such
arguments, the decision imposing the liquidated damages shall become enforceable.
These liquidated damages shall not be imposed where there is provision for interest for
late completion. The Commission and the Contractor expressly acknowledge and agree



                                                                                      84
that any sums payable under this Article are in the nature of liquidated damages and not
punitive and that they represent a reasonable estimate of fair compensation for the losses
that may be reasonably anticipated from such failure to perform obligations.

Article II.17 - CHECKS AND AUDITS

II.17.1 Pursuant to Article 142 of the Financial Regulation applicable to the general
        budget of the European Communities, the European Court of Auditors shall be
        empowered to audit the documents held by the natural or legal persons receiving
        payments from the budget of the European Communities from signature of the
        Contract up to five years after payment of the balance of the last
        implementation.

II.17.2 The Commission or an outside body of its choice shall have the same rights as
        the European Court of Auditors for the purposes of checks and audits limited to
        compliance with contractual obligations from signature of the Contract up to
        five years after payment of the balance of the last implementation.

II.17.3 In addition, the European Anti-Fraud Office may carry out on-the-spot checks
        and inspections in accordance with Council Regulation (Euratom, EC) No
        2185/96 and Parliament and Council Regulation (EC) No 1073/1999 from
        signature of the Contract up to five years after payment of the balance of the last
        implementation.

Article II.18 – AMENDMENTS

Any amendment to the Contract shall be the subject of a written agreement concluded by
the contracting parties. An oral agreement shall not be binding on the contracting parties.
An order or a specific contract may not be deemed to constitute an amendment to the
Contract.

Article II.19 - SUSPENSION OF THE CONTRACT

Without prejudice to its right to terminate the Contract, the Commission may, at any time
and for any reason, suspend execution of the Contract, pending orders or specific
contracts or any part thereof. Suspension shall take effect on the day the Contractor
receives notification by registered letter with acknowledgment of receipt or equivalent or
at a later date where the notification so provides. The Commission may at any time
following suspension, give notice to the Contractor to resume the work suspended. The
Contractor shall not be entitled to claim compensation on account of suspension of the
Contract, of the orders or specific contracts, or of parts thereof.




                                                                                     85
SIGNATURES


For the Contractor,                      For the Commission,

[Company name/first                      Tung-Laï MARGUE
name/surname/function]                   Director




signature[s ]: _______________________   signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _




Done at [Brussels], [date]               Done at Brussels, [date]

in duplicate in [English].




                                                                              86
                          ANNEX II.3a: Specification

The specification which will constitute Annex II.3a to the Framework Contract will be
the one attached to this invitation to tender.




                                                                               87
   ANNEX II.3b: Contractor's tender (including the completed price
                             schedule)

The tender which will constitute Annex II3.b to the Framework Contract will be
that of the tenderer to whom the contract has been awarded.




                                                                            88
                     ANNEX II.3c: Specific contract - model

       Specific Contract No [… ] implementing Framework Contract No [… ]


The European Community (hereinafter referred to as "the Community"), represented by
the Commission of the European Communities (hereinafter referred to as "the
Commission"), which is represented for the purposes of the signature of this contract by

Mr Tung-Laï Margue
Director
Directorate-General for Justice, Freedom and Security
Directorate A "General Affairs",

of the one part,


and


[official name in full]

[official legal form]

[statutory registration number]

[official address in full]

[VAT registration number]

(hereinafter referred to as ―the Contractor‖), represented for the purposes of the signature
of this contract by


[surname, forename and function],



of the other part,




                                                                                      89
                                   HAVE AGREED

Article 1:    Preamble
1.     On [date] the Commission and the Contractor signed Framework Contract No
       [complete] for the provision of services in the field of information and
       communication. This specific contract shall be incorporated into that Framework
       Contract as soon as it is signed by the contracting parties.
[ Where applicable:
2.     On [ date ] the Commission and the Contractor signed a supplementary contract
       to Framework Contract No [ complete ] renewing the said Framework Contract
       for a period of 12 months.]
[ Where applicable:
3.     On [ date ] the Commission and the Contractor signed a supplementary contract
       to Framework Contract No [ complete ] specifying that [complete ].]
4.     Any clauses or provisions of the Framework Contract not modified or cancelled
       by the provisions of this Specific Contract shall continue to apply in full.
5.     This Specific Contract relates to lot [complete] and is based on the Contractor‘s
       specific tender of [ date ].


Article 2:    Subject
1.     The Contractor undertakes, in accordance with the conditions laid down in the
       Framework Contract, in the Specific Contract and in the annexes thereto, which
       form an integral part of these Contracts, to perform the tasks described in the
       Commission‘s order (Annex II.3a) and included in the Contractor's specific
       tender (Annex II.3b).
2.     The purpose of this Specific Contract is [give a brief description of the
       purpose].


Article 3:    Duration
1.     The Specific Contract shall enter into force on the day it is signed by the last of
       the two contracting parties.
2.     The duration of the tasks shall not exceed [days/months]. Execution of the tasks
       shall start on the date of entry into force of the Specific Contract. The period of
       execution of the tasks may be extended only with the express written agreement
       of the parties before such period elapses..


[ Where applicable:

Article 4:    Reports and documents

The tasks carried out by the Contractor in performance of this Specific Contract shall be
the subject of reports drawn up in accordance with Annex II.3a.]



                                                                                    90
[ Where applicable:

Article 4:    Acceptance of work

1.     As soon as the fixed-rate services have been performed, the Commission shall
       issue an acceptance report indicating the date of acceptance and any reservations
       regarding the services performed.

2.     If the documents submitted contain errors, the Commission shall notify the
       Contractor in writing of the problems identified, requesting the submission of a
       corrected version.]


Article 5:    Prices and invoicing
1.     The Commission undertakes to pay the Contractor, in consideration of the
       services rendered under this Specific Contract, an amount not exceeding EUR
       [amount in figures and in words]. It is agreed that the said amount shall cover
       all expenditure incurred by the Contractor in performance of this Specific
       Contract.
2.     In addition to the maximum price specified in the previous point, the Contractor‘s
       travel, subsistence and shipment expenses, plus any unforeseen expenditure, shall
       be reimbursed as provided for in the Framework Contract up to a maximum
       amount of EUR [amount in figures and in words].
3.     The invoice shall make reference to the Framework Contract, this Specific
       Contract and, if applicable, the document accepting the services provided.
4.     Invoices shall be sent to:
       European Commission
       Directorate-General [name]
       Unit [name]
       For the attention of [name]
       [address]
       B-1049 Brussels

Article 6:    Administrative provisions
1.     The persons responsible for implementing this Specific Contract shall be:
       Commission
       - Administrative matters: [name], Directorate-General [name], [address], B -
         1049 Brussels
       - Technical matters: [name], Directorate-General [name], [address], B -1049
         Brussels
       Contractor
       - Administrative matters: [name] and [address]
       - Technical matters: [name] and [address]




                                                                                   91
2.     Any communication in connection with this Specific Contract shall be in writing
       and shall be sent to the persons responsible.


Article 7:     Annexes
       The following are annexed to and shall form an integral part of this Specific
       Contract:
       Annex 1:        Description of tasks – Commission‘s order of [date]
       Annex 2:        Contractor‘s specific tender of [ date ]
       Annex 3:        Framework contract


SIGNATURES


Contractor                                       Commission

[Company name/first                              Tung-Laï MARGUE
name/surname/function]                           Director



signature[s ]: _______________________           signature: _ _ _ _ _ _ _ _ _ _ _ _ _




Done at [Brussels], [date]                       Done at Brussels, [date]

in duplicate in [English].




                                                                                        92
             ANNEX II.3d: Contractor's travel and subsistence expenses

Daily allowances for the Member States of the European Union



                  DESTINATION              (1)     Indemnité      Plafond des frais
                                                 journalière en    d’hébergement
                                                     EUR           (hôtel) en EUR
                                                                  Maximum hotel
             FR                     EN                              price in EUR
                                            Daily allowance
                                                in EUR
  Allemagne              Germany                   93                   115
  Autriche               Austria                   95                   130
  Belgique               Belgium                   92                   140
  Bulgarie               Bulgaria                  58                   169
  Chypre                 Cyprus                    93                   145
  Danemark               Denmark                  120                   150
  Espagne                Spain                     87                   125
  Estonie                Estonia                   71                   110
  Finlande               Finland                  104                   140
  France                 France                    95                   150
  Grèce                  Greece                    82                   140
  Hongrie                Hungary                   72                   150
  Irlande                Ireland                  104                   150
  Italie                 Italy                     95                   135
  Lettonie               Latvia                    66                   145
  Lituanie               Lithuania                 68                   115
  Luxembourg             Luxembourg                92                   145
  Malte                  Malta                     90                   115
  Pays-Bas               Netherlands               93                   170
  Pologne                Poland                    72                   145
  Portugal               Portugal                  84                   120
  République tchèque     Czech Republic            75                   155
  Roumanie               Romania                   52                   170
  Royaume-Uni            United Kingdom           101                   175
  Slovaquie              Slovakia                  80                   125
  Slovénie               Slovenia                  70                   110
  Suède                  Sweden                    97                   160




                                                                                  93
Indemnités journalières pour les Etats hors de l’Union européenne (en EUR)
Daily subsistence allowances for countries outside the European Union (in EUR)


                    DESTINATION                         Indemnité      Plafond des frais
                                                    Journalière en EUR d’hébergement
                                                                        (hôtel) en EUR
                                                                       Maximum hotel
              FR                       EN             Daily allowance    price in EUR
                                                          in EUR
  Afghanistan              Afghanistan                       50                 75
  Afrique du Sud           South Africa                      50                 145
  Albanie                  Albania                           50                 160
  Algérie                  Algeria                           85                 85
  Andorre*                 Andorra*                         68,89             126,57
  Angola                   Angola                            105                175
  Anguilla                 Anguilla                          75                 140
  Antigua et Barbuda       Antigua and Barbuda               85                 140
  Antilles néerlandaises   Netherlands Antilles              90                 185
  Arabie Saoudite          Saudi Arabia                      85                 195
  Argentine                Argentina                         75                 210
  Arménie                  Armenia                           70                 210
  Aruba                    Aruba                             80                 185
  Australie                Australia                         75                 135
  Azerbaïdjan              Azerbaijan                        70                 200
  Bahamas                  Bahamas                           75                 115
  Bahreïn                  Bahrain                           80                 195
  Bangladesh               Bangladesh                        50                 140
  Barbade                  Barbados                          75                 140
  Belarus                  Belarus                           90                 135
  Belize                   Belize                            50                 135
  Bénin                    Benin                             50                 100
  Bermudes                 Bermuda                           70                 140
  Bhoutan                  Bhutan                            50                 130
  Bolivie                  Bolivia                           50                 100
  Bonaire                  Bonaire                           90                 185
  Bosnie Herzégovine       Bosnia and Herzegovina            65                 135
  Botswana                 Botswana                          50                 135
  Brésil                   Brazil                            65                 180
  Brunei                   Brunei                            60                 165
  Burkina Faso             Burkina Faso                      55                 90
  Burundi                  Burundi                           50                 115
  Caïmans, îles            Cayman Islands                    60                 135
  Cambodge                 Cambodia                          50                 115
  Cameroun                 Cameroon                          55                 105
  Canada                   Canada                            65                 165




                                                                                       94
Cap-Vert                  Cape Verde                 50    75
Centrafricaine, Rép       Central African Republic   60    80
Chili                     Chile                      70    175
Chine                     China                      55    155
Chypre                    Cyprus                     50    110
Cisjordanie et Bande de   West Bank and Gaza Strip   60    110
Gaza
Colombie                  Colombia                   50    120
Comores                   Comoros                    50    85
Congo (Rép. Dém. du)      Congo, Dem. Rep.           105   140
Congo (Rép.du)            Congo                      70    115
Cook, îles                Cook Islands               50    135
Corée (Nord), R.P.D.      D.P.R of Korea             50    180
Corée (Sud), Rép. de      Republic of Korea          100   200
Costa Rica                Costa Rica                 50    140
Côte d'Ivoire             Côte d'Ivoire              60    130
Croatie                   Croatia                    60    120
Cuba                      Cuba                       75    150
Djibouti                  Djibouti                   65    170
Dominicaine, Rép.         Dominican Republic         60    170
Dominique                 Dominica                   75    140
Egypte                    Egypt                      65    140
El Salvador               El Salvador                55    125
Emirats arabes Unis       United Arab Emirates       70    195
Equateur                  Ecuador                    50    140
Erythrée                  Eritrea                    50    80
Estonie                   Estonia                    70    120
Etats-Unis d'Amérique     USA (others)               80    200
(Autres)
Etats-Unis d'Amérique     USA (New York)             100   275
(New York)
Ethiopie                  Ethiopia                   50    145
Fidji                     Fiji                       50    120
Gabon                     Gabon                      75    115
Gambie                    Gambia                     50    120
Géorgie                   Georgia                    80    215
Ghana                     Ghana                      70    140
Grenade                   Grenada                    75    140
Guadeloupe                Guadeloupe                 65    115
Guam                      Guam                       60    135
Guatemala                 Guatemala                  50    125
Guinée équatoriale        Equatorial Guinea          60    85
Guinée, Rép. de           Guinea                     50    135
Guinée-Bissau             Guinea-Bissau              50    90
Guyane                    Guyana                     50    160
Guyane Française          French Guiana              55    140




                                                                 95
Haïti                        Haiti                       65     125
Honduras                     Honduras                    50     125
Hong Kong                    Hong Kong                   60     205
Inde                         India                       50     195
Indonésie                    Indonesia                   50     145
Indonésie - Timor oriental   Indonesia - East Timor      50     110
Iran, Rép islam              Iran                        55     145
Iraq                         Iraq                        60      85
Islande                      Iceland                     85     160
Israël                       Israel                     105     210
Jamaïque                     Jamaica                     60     170
Japon                        Japan                      130     275
Jordanie                     Jordan                      60     135
Kazakhstan                   Kazakhstan                  70     175
Kenya                        Kenya                       60     165
Kirghizistan                 Kyrgyzstan                  75     180
Kiribati                     Kiribati                    60     145
Koweït                       Kuwait                      85     195
Laos                         Lao, People's Dem. Rep.     50     145
Lesotho                      Lesotho                     50     100
Liban                        Lebanon                     70     190
Liberia                      Liberia                     85     150
Libye, Jamahiriya ar.        Libyan Arab Jamahiriya      50     175
Liechtenstein                Liechtenstein               80      95
Macao                        Macao                       55      95
Macédoine (ARY)              TFYR of Macedonia           50     160
Madagascar                   Madagascar                  50     105
Malaisie                     Malaysia                    50     200
Malawi                       Malawi                      50     165
Maldives                     Maldives                    50     135
Mali                         Mali                        60      95
Mariannes du Nord, îles      Northern Mariana Islands    70     135
Maroc                        Morocco                     75     130
Marshall, îles               Marshall Islands            50     135
Martinique                   Martinique                  70     110
Maurice, Rép.                Mauritius                   60     140
Mauritanie                   Mauritania                  50      75
Mayotte                      Mayotte                     50     110
Mexique                      Mexico                      70     185
Micronésie                   Micronesia                  55     135
Moldova                      Republic of Moldova         80     170
Monaco*                      Monaco*                    72,58   97,27
Mongolie                     Mongolia                    70      90
Montserrat                   Montserrat                  55     140




                                                                        96
Mozambique             Mozambique                    60      140
Myanmar                Myanmar                       50      75
Namibie                Namibia                       50      85
Nauru                  Nauru                         50      135
Népal                  Nepal                         50      135
Nicaragua              Nicaragua                     50      135
Niger                  Niger                         50      75
Nigeria                Nigeria                       50      185
Niue                   Niue                          50      135
Norvège                Norway                        80      140
Nouvelle-Calédonie     New Caledonia                 55      135
Nouvelle-Zélande       New Zealand                   60      125
Oman                   Oman                          70      135
Ouganda                Uganda                        55      180
Ouzbékistan            Uzbekistan                    75      155
Pakistan               Pakistan                      50      130
Palau                  Palau, Republic of            50      135
Panama                 Panama                        50      160
Papouasie Nouvelle     Papua New Guinea              55      135
Guinée
Paraguay               Paraguay                      50      140
Pérou                  Peru                          75      135
Philippines            Philippines                   60      150
Polynésie française    French Polynesia              60      135
Puerto Rico            Puerto Rico                   65      140
Qatar                  Qatar                         65      135
Réunion                Reunion                       60      90
Russie                 Russian Federation            90      275
Rwanda                 Rwanda                        65      160
Saint Kitts et Nevis   Saint Kitts and Nevis         85      185
Sainte-Lucie           Saint Lucia                   75      140
Saint Marin*           San Marino*                  60,34   114,33
Saint-Vincent et les   St. Vincent and the Grena.    75      190
Grenadines
Salomon, îles          Solomon Islands               50      120
Samoa                  Samoa                         50      135
Samoa Américaines      American Samoa                70      135
São Tome et Principe   Sao Tome & Principe           60      95
Sénégal                Senegal                       65      135
Seychelles             Seychelles                    85      140
Sierra Leone           Sierra Leone                  55      135
Singapour              Singapore                     75      150
Somalie                Somalia                       50      125
Soudan                 Sudan                         55      215
Sri Lanka              Sri Lanka                     50      105




                                                                     97
   St Marteen                   St Marteen                  90              185
   Suisse                       Switzerland                 80              140
   Suriname                     Suriname                    55              125
   Swaziland                    Swaziland                   50               90
   Syrie                        Syrian Arab Republic        80              145
   Tadjikistan                  Tajikistan                  75              110
   Taiwan, Prov de Chine        Taiwan                      55              200
   Tanzanie                     Tanzania, United Rep. of    50              200
   Tchad                        Chad                        65              145
   Thaïlande                    Thailand                    60              145
   Timor oriental               East Timor                  50              110
   Togo                         Togo                        60               95
   Tokelau, îles                Tokelau Islands             50              135
   Tonga                        Tonga                       50              105
   Trinité et Tobago            Trinidad and Tobago         60              115
   Tunisie                      Tunisia                     60               85
   Turkménistan                 Turkmenistan                80              150
   Turks et Caicos, îles        Turks and Caicos Island     55              135
   Turquie                      Turkey                      55              165
   Tuvalu                       Tuvalu                      50              135
   Ukraine                      Ukraine                     80              190
   Uruguay                      Uruguay                     55              160
   Vanuatu                      Vanuatu                     60              110
   Vatican*                     Vatican*                   60,34           114,33
   Venezuela                    Venezuela                   85              125
   Vierges, îles (Etats-Unis)   Virgin Islands (USA)        55              140
   Vierges, îles (Grande-       Virgin Islands (UK)         75              140
   Bretagne)
   Viêt-Nam                     Viet Nam                    50              205
   Wallis et Futuna îles        Wallis & Futuna Islands     50              135
   Yémen                        Republic of Yemen           60              165
   Yougoslavie, Rép. Féd.       Yugoslavia                  80              140
   (Serbie et Monténégro)
   Zambie                       Zambia                      50              135
   Zimbabwe                     Zimbabwe                    50              115
   Autres pays                  Other countries             60              145


* rallié géographiquement aux pays correspondants/geographically linked to the
following countries:

Andorre/Andorra: Espagne/Spain
Monaco: France
Saint Marin/San Marino: Italie/Italy
Vatican: Italie/Italy




                                                                                    98
Calcul

Le calcul des indemnités journalières (IJ) se fait selon les règles suivantes.

Durée du déplacement:

–    inférieure ou égale à 6 heures: frais réels (sur présentation des pièces justificatives);
–    plus de 6 heures à 12 heures inclus: 0,5 IJ;
–    plus de 12 heures à 24 heures inclus: 1 IJ;
–    plus de 24 heures à 36 heures inclus: 1,5 IJ;
–    plus de 36 heures à 48 heures inclus: 2 IJ;
–    plus de 48 heures à 60 heures inclus: 2,5 IJ, etc.

Calculation

Daily subsistence allowances are to be calculated as follows.

Length of mission:

–        6 hours or less: reimbursement of actual expenses (on production of supporting
         documents);
–        more than 6 hours but not more than 12 hours: half the daily allowance;
–        more than 12 hours, but not more than 24 hours: the daily allowance;
–        more than 24 hours but not more than 36 hours: one and a half times the daily
         allowance;
–        more than 36 hours but not more than 48 hours: twice the daily allowance;
–        more than 48 hours but not more than 60 hours: two and a half times the daily
         allowance, and so on.




                                                                                        99
                          ANNEX II.3e: FINANCIAL GUARANTEE

        To be completed on paper bearing the letterhead of the financial institution


                                            For the attention of

                                            European Commission,
                                            Directorate-General for Justice, Freedom and
                                            Security
                                            General Affairs Directorate
                                            Information and Communication Unit
                                            LX 46 7/81
                                            B-1049 Brussels,


                                            hereinafter referred to as "the Commission",



Subject:         Guarantee No…

                 Financial guarantee for the repayment of pre-financing payable
                 under Specific Contract No [JLS/…] - [title of the Specific Contract]
                 incorporated in Framework Contract No [JLS/…] – “Helping to
                 organise information and communication work relating to the
                 activities supported by the European Union in the field of Community
                 policies in general and justice, freedom and security in particular” -
                 Lot 1 “Writing and graphic art” [contract numbers and titles should be
                 quoted in all correspondence]


We the undersigned, [name and address of financial institution], hereby irrevocably
declare that we guarantee unconditionally and on first demand as principal debtor on
behalf of

[name and address of the Contractor],

hereinafter referred to as "the Contractor",

payment to the Commission of [amount of the pre-financing in euros, in figures and in
words], this amount representing the guarantee referred to in Article I.5.4 of Framework
Contract No [JLS/ …] - ―Helping to organise information and communication work
relating to the activities supported by the European Union in the field of Community
policies in general and justice, freedom and security in particular‖ - Lot 1 ―Writing and


   *If the guarantee is not provided by a bank or a financial organisation, the text of the guarantee must
    be be adopted accordingly.




                                                                                                   100
graphic art‖, concluded between the Contractor and the Commission, hereinafter referred
to as ―the Contract‖.

Payment shall be made without objection or legal proceedings of any kind, upon receipt
of your first written claim (sent by registered letter with confirmation of receipt) stating
that the Contractor has failed to meet one of his contractual obligations. We shall not
delay the payment or oppose it for any reason whatsoever. We shall inform you in
writing as soon as payment has been made.

We accept notably that no amendment to the terms of the Framework Contract agreed
between the Commission and the Contractor can release us from our obligation under this
guarantee. We waive the right to be informed of any change, addition or amendment to
the Framework Contract.

We have taken due note of the fact that the financial guarantee will remain in force until
payments by the Commission match the proportion of the total amount of the Specific
Contract accounted for by prefinancing and that the Commission undertakes to release
the guarantee within thirty days following that date.

This guarantee is governed by the law applicable to the Framework Contract. The courts
having jurisdiction for matters relating to the Framework Contract shall have sole
jurisdiction in respect of any dispute in connection with this guarantee.

This guarantee shall enter into force and take effect from the date on which it is signed.




……………………..                                                               …………………………
(place and date)                                                             (signature)29




29   The name(s) and position(s) of the person or persons signing for the guarantor must be in capital letters .




                                                                                                        101
                   ANNEXE II.3.f: POWER OF ATTORNEY


               Agreement / Power of Attorney
                                       Model 1

    (DESIGNATING ONE OF THE COMPANIES OF THE GROUP AS LEADER AND
                       GIVING A MANDATE TO IT)


We the undersigned:

–     Signatory 1 (Name, Function, Company, Registered address, VAT Number),
–     Signatory 2 (Name, Function, Company, Registered address, VAT Number),
–     …
–     Signatory N (Name, Function, Company, Registered address, VAT Number),

Each of them having the legal capacity required to act on behalf of his/her company,

HEREBY AGREE AS FOLLOWS:

(1)      The European Commission has awarded Framework Contract …
         (« the Contract ») to Company 1, Company 2, …, Company N (« the Group
         Members »), based on the joint offer submitted by them on …/…/… for the
         supply of … and / or the provision of services for … (« the Supplies and/or the
         Services »).

(2)      As co-signatories of the Contract, all the Group Members:

         (a)    Shall be jointly and severally liable towards the European Commission for
                the performance of the Contract.

         (b)    Shall comply with the terms and conditions of the Contract and ensure the
                proper execution of their respective share of the Supplies and / or the
                Services.

(3)      To this effect, the Group Members designate Company X as Group Leader.
         [N.B.: The Group Leader has to be one of the Group Members]

(4)      Payments by the European Commission related to the Supplies or the Services
         shall be made through the Group Leader‘s bank account. [Provide details on
         bank, address, account number, etc.]

(5)      The Group Members grant to the Group Leader all the necessary powers to act on
         their behalf in connection with the Supplies and/or the Services. This mandate
         involves in particular the following tasks:




                                                                                  102
       (a)    The Group Leader shall sign any contractual documents — including the
              Framework Contract, Specific Agreements and Amendments thereto —
              and issue any invoices related to the Supplies or the Services on behalf of
              the Group Members.

       (b)    The Group Leader shall act as single point of contact for the European
              Commission in connection with the Supplies and/or the Services to be
              provided under the Contract. It shall co-ordinate the provision of the
              Supplies and/or the Services by the Group Members to the European
              Commission, and shall see to a proper administration of the Contract.

Any modification to the present agreement / power of attorney shall be subject to the
European Commission‘s express approval.

This agreement / power of attorney shall expire when all the contractual obligations of
the Group Members towards the European Commission in connection with the Supplies
and/or the Services to be provided under the Contract have ceased to exist. The parties
cannot terminate it before that date without the Commission‘s consent.

Signed in … on …/…/…


Name                                         Name
Function                                     Function
Company                                      Company


Name                                         Name
Function                                     Function
Company                                      Company




                                                                                  103
               ANNEX III: SPECIFIC ANNEXES TO LOT 2


Annex III.1: Indicative list of products                                               105

Annex III.2: Profile and roles                                                         107

Annex III.3: Questionnaire                                                             120

Annex III.4: Lot 2 case studies and annexes                                            169

       Annex III.4a: Vision document                                                   182

       Annex III.4b: Software Development Plan                                         203

       Annex III.4c: Software Architecture Document                                    217

Annex III.5: Service Level Agreement (SLA)                                             230

Annex III.6: Lot 2 price schedule                                                      236

Annex III.7:Proposed framework service contract for Lot 2 and annexes                  240

       Annex III.7a: List of services covered by the contract and price
                      schedule                                                         268

       Annex III.7b: Power of attorney                                                 269

       Annex III.7c: Identification form and legal entities                            271

       Annex III.7d: - Specification (Invitation to tender No [complete] of [complete]) 272
                       - Original archived at the Commission‘s premises
       Annex III.7e: - Contractor's tender (No [complete] of [complete])             273
                       - Original archived at the Commission‘s premises

       Annex III.7f: Specific contracts and order forms – Models                       274

       Annex III.7g: Financial guarantee – Model                                       275

       Annex III.7h: Performance guarantee – Model                                     277

       Annex III.7i: Service Level Agreement                                           278

       Annex III.7j: Daily travel and subsistence allowance for the contractor         279

        Annex III.7k: III – General terms and conditions for information technologies
                      contracts




                                                                                 104
                                               ANNEX III.1

                               Indicative list of produics


This list is based on the current list of products used by the Commission and can be
modified.

Please note that this list is not exhaustive and should be considered indicative in the
framework of the JLS framework contract call for tenders.


Data Base Management Systems
    Oracle 9i
    Oracle 10g

Document and Content Management
    Documentum 5.2.5
    Documentum 5.3

Text Retrieval Tools
    Verity K2

Configuration and change management tools
    CVS
    Rational ClearCase / ClearQuest

IS Development Methodologies
     RUP@cec (RUP based)

Case Tools
    Rational Rose
    Rational RequisitePro
    Rational Soda

Programming languages
    C, C++
    Java 1.4.2

WEB Servers
   Apache Web Server 1.3
   MS Internet Information Server 6.0

Application Servers
    ColdFusion MX 7
    WebLogic 9.1

Portal tools
    BEA Portal 9.2


                                                                                105
Workflow tools
   BEA Integration 8.x

Advanced Query, Reporting and ETL Tools
    Business Objects 6.5
    Business Objects Data Integrator

XML Tools
   Xerces 2

Interfaces, Protocols
     SQL3
     ODBC 3
     JDBC
     WINSOCKETS
     HTTP 1.1
     SGML
     HTML 3.2
     J2EE
     XML
     Unicode 2.0
CSS 2.0




                                          106
                                     ANNEX III.2

                                  Profiles and Roles


       1. PROFILES




For each of these profiles the following information regarding requirements is provided:
_______________________________________________________________________
Nature of the tasks            These are examples of the tasks that will be expected of a
                               person proposed with the required profile in relation with
                               the corresponding lot(s). This list is not exhaustive and is
                               to be regarded as a good indication.
Knowledge and skills           A list of the minimal knowledge and skills that a person
                               with this profile is expected to possess.
Education and Experience The required minimal education qualifications and
                               experience required for the profile.


A university degree corresponds to a master degree, that is, a graduate diploma as
defined       in     the       Bologna       Declaration      of     19 June  1999
(http://ec.europa.eu/education/policies/educ/bologna/bologna.pdf), or else a full
university-level cycle of at least 4 years after the secondary school.

A non university degree corresponds at least to the successful completion of a secondary
school.

     1.1.   Business Designer / Process Analyst (BDA)

Nature of the tasks           • Lead and coordinate business use-case modelling by
                              outlining and delimiting the organization being modelled-
                              for example, by establishing what business actors and
                              business use cases exist and how they interact.
                              • Responsible for the business architecture, outlining and
                              delimiting the organization being modelled.
                              • Assess the situation of the target organization where the
                              project's end-product will be deployed (DG JLS, Member
                              States, Non for Profit Organization, etc…)
                              • Take part in defining stakeholders' requirements.
                              • Facilitate modelling of the target organization
                              • Discuss and facilitate a business engineering effort
                              • Perform a cost/benefit analysis for any suggested changes
                              in the target organization.
                              • Discuss and support those who promote the end-product
                              of the project.
Knowledge and skills          • Understands stakeholder and user requirements, their
                              strategies, and their goals.


                                                                                     107
                            • Good facilitator
                            • Excellent communication skills
                            • Capability to work in an international/multicultural
                            environment
                            • Familiar with the tools used to capture the business
                            models
Education and Experience    • He/She must hold a recognized University degree and
                            will have 6 years relevant experience in one of DG JLS
                            domains [security, justice, freedom, immigration,
                            integration, asylum, drugs coordination, home affairs, visa,
                            Schengen area, civil justice, criminal justice, fundamental
                            rights, citizenship of the European Union, data protection,
                            freedom of movement, police, customs, crime, crime
                            prevention, terrorism, in the context of and as described on
                            DG JLS Europa web pages
                            (http://ec.europa.eu/justice_home/)], Finance, or Business
                            Analysis.

     1.2.   System Analyst (SA)

Nature of the tasks         • Analysis of user requirements and design of new
                            information systems.
                            • Production of use case models, software architecture
                            documents, design and analysis models, implementation
                            models
                            • Data analysis, data modelling.
                            • Follow up of the developments.
                            • Technical Interface between the project leader and the
                            developers.
                            • Participation in technical working groups, progress
                            meetings and meetings with the users
                            • Assistance in the testing, the technical documentation, the
                            technical training, the deployment, the evaluation and the
                            reporting
Knowledge and skills        • Ability to participate in multi-lingual meetings, ease of
                            communication.
                            • Capability of integration in an international/multicultural
                            environment, rapid self-starting capability and experience
                            in team working.
                            • In-depth knowledge of development methodologies (e.g.
                            RUP) and modelling (e.g. UML)
Education and Experience    •Senior System Analyst (SSAN): University degree with
                            minimum 6 years experience in IS development.
                            System Analyst (SAN): University degree with minimum 3
                            years experience in IS development or non University
                            degree with minimum 6 years experience in IS
                            development.

                            And for both profiles:

                            • Analysis and development experience


                                                                                  108
                            • Experience with UML or case tools
                            • Experience with relational databases

     1.3.   IS Senior Consultant (SC)

Nature of the tasks         • Provision of advice and assistance in any area associated
                            with the procurement, provision, delivery, maintenance,
                            deployment, hosting, security, effective use of information
                            systems and their environments.
                            • Provision of quality plans, service level agreements,
                            quality tests, quality control and evaluation, quality
                            assessments or other quality matters associated with
                            information systems projects
                            • Assistance in the implementation of project management
                            methodology
                            • Provision of security studies, security assessments or
                            other security matters associated with information system
                            projects
                            • Functional requirements and business case analysis
                            • Elaboration of vision documents
                            • Risk analysis
                            • Provision of technical studies, technical expertise, and
                            technical evaluations in relation with information systems
Knowledge and skills        • Ability to participate in multi-lingual meetings, excellent
                            communicator.
                            • Capability of working in an international/ multicultural
                            environment
                            • In depth knowledge in information systems matters
                            • Strong capacity in writing and presenting studies
Education and Experience    • University degree with minimum 6 years experience in IS
                            development.
                            • Strong experience in consulting
                            • Strong experience in the domain of the study (e.g. quality,
                            security, requirement analysis, technical domain)
                            • Proven experience with quality procedures
                            • Strong experience in the realization of studies

     1.4.   IS Consultant (C)

Nature of the tasks         • Provision of advice and assistance in any area associated
                            with the procurement, provision, delivery, maintenance,
                            deployment, hosting, security, effective use of information
                            systems and their environments.
                            • Provision of quality plans, service level agreements,
                            quality tests, quality control and evaluation, quality
                            assessments or other quality matters associated with
                            information systems projects
                            • Assistance in the implementation of project management
                            methodology




                                                                                  109
                              • Provision of security studies, security assessments or
                              other security matters associated with information system
                              projects
                              • Functional requirements and business case analysis
                              • Elaboration of vision documents
                              • Risk analysis
                              • Provision of technical studies, technical expertise, and
                              technical evaluations in relation with information systems.
Knowledge and skills          • Ability to participate in multi-lingual meetings, good
                              communicator.
                              • Capability of working in an international/multicultural
                              environment
                              • Proven knowledge in information systems matters
                              • Capacity in writing and presenting studies
Education and Experience      • University degree with minimum 3 years experience in IS
                              development OR non university degree with minimum 6
                              years experience in IS development
                              • Experience in consulting
                              • Experience in the domain of the study (e.g. quality,
                              security, requirement analysis, technical domain)
                              • Proven experience with quality procedures
                              • Strong experience in the realization of studies

     1.5.   Senior Implementer (SI)

(Often referred to as Senior Programmer)

Nature of the tasks           • Programming/maintenance of applications
                              • Testing of applications.
                              • Installation and configuration of applications
                              • Migration and updates of applications
                              • Creation/maintenance of databases
Knowledge and skills          • Capability of integration in an international/multicultural
                              environment, rapid self-starting capability and experience
                              in team working.
                              • Ability to cope with fast changing technologies used in
                              application developments
Education and experience      • University degree with minimum 3 year experience in IS
                              development OR non university degree with minimum 6
                              years experience in IS development.
                              • Minimum 3 year of programming experience
                              • Experience with relational databases

     1.6.   Implementer (I)

Often referred to as Programmer.

Nature of the tasks           • Programming/maintenance of applications
                              • Testing of applications.
                              • Installation and configuration of applications
                              • Migration and updates of applications


                                                                                     110
                            • Creation/maintenance of databases
Knowledge and skills        • Capability of integration in an international/multicultural
                            environment, rapid self-starting capability and willingness
                            to work in a team
                            • Ability to cope with fast changing technologies used in
                            application developments
Education and experience    • University degree with 1.5 years experience in IS
                            development or successful training as programmer with 3
                            years experience as programmer.

     1.7.   User Interface Designer (UID)

Nature of the tasks         • Design and development of user interfaces.
                            • Definition and creation of graphical contents
                            • User ergonomics
Knowledge and skills        • Ability to cope with fast changing technologies used in
                            graphical design
                            • Knowledge of ergonomics regarding man/machine
                            interfacing.
                            • Ability to participate in multi-lingual meetings, ease of
                            communication.
                            • Capability of integration in an international/multicultural
                            environment, rapid self-starting capability and experience
                            in team working
Education and experience    • University degree with minimum 1.5 years experience in
                            user interfaces or graphical design OR non university
                            degree with minimum 3 years experience in user interfaces
                            or graphical design

     1.8.   Software Architect (SwA)

Nature of the tasks         • Analysis of information systems portfolio
                            • Analysis of business processes
                            • Analysis of organisational structures
                            • IS costs/benefits analysis
                            • Development and enhancement of architecture
                            • Assistance with the implementation of the architecture
                            • Data flow analysis
Knowledge and skills        • Ability to participate in multi-lingual meetings, excellent
                            communicator.
                            • Capability of working in an international/ multicultural
                            environment
                            • Proven knowledge of enterprise architecture
                            • Strong capacity in writing and presenting studies
Education and Experience    •Senior Software Architect (SSAR): University degree with
                            minimum 6 years experience in IS development. 3 years
                            experience in enterprise architecture models and tools.
                            •Software Architect (SAR): University degree with
                            minimum 3 years experience in IS development OR non
                            university degree with minimum 6 years experience in IS




                                                                                   111
                           development. 2 years experience in enterprise architecture
                           models and tools.

                           And for both profiles:
                           • At least two years experience in consulting
                           • Proven experience with quality procedures
                           • Strong experience in the realization of studies

     1.9.   Database Designer/Manager (DDM)

Nature of the tasks        • Produce the Data Model Artefact by defining the detailed
                           database design including tables, indexes, views,
                           constraints, triggers, stored procedures, and other database-
                           specific constructs needed to store, retrieve, and delete
                           persistent objects.
                           • Creation, installation, configuration, maintenance and
                           migration of databases.
Knowledge and skills       • Data Modelling, Database design
                           • Object-Oriented Analysis and Design techniques
                           • System Architecture, including Database and System
                           performance tuning, as well as hardware and network
                           workload balancing.
                           • Database Administration
                           • Ability to participate in multi-lingual meetings, good
                           communicator.
                           • Capability of working in an international/multicultural
                           environment.
Education and Experience   • University degree with minimum 3 year experience in IS
                           development OR non university degree with minimum 6
                           years experience in IS development.
                           • Minimum 3 years experience with relational databases.

     1.10. Project Manager (PM)

Nature of the tasks        • Manage the development and implementation of
                           information systems to meet identified business needs,
                           acquiring and utilising the necessary resources and skills,
                           within agreed parameters of cost, timescales, and quality.
                           • Give proposals for project strategies, planning, definition
                           of tasks and deliverables, review of project deliverables,
                           quality control, risk analysis and management, status
                           reports, problem reporting and management systems,
                           follow up and organisation.
                           • Guide the team in charge of project activities and review
                           their deliverables.
                           • Participate in functional working groups and progress
                           meetings.
                           • Estimate costs, timescales and resource requirements for
                           the successful completion of each project to agreed terms
                           of reference.




                                                                                 112
                           • Prepare and maintain project and quality plans and
                           tracks activities against the plan, provide regular and
                           accurate reports.
                           • Monitor costs, timescales and resources used, and take
                           action where these deviate from agreed tolerances. Ensure
                           that delivered systems are implemented within these
                           criteria.
                           • Manage the change control procedure gaining agreement
                           for revisions to the project from project sponsors.
                           • Provide effective leadership for the project team ensuring
                           that team members are motivated and constantly
                           developing their skills and experience.
Knowledge and skills       • Project management.
                           • Usage of project management tools. Willingness to use
                           the project management tool as specified by the
                           Commission.
                           • Good technical knowledge on the projects aspects.
                           • Good reporting methods.
                           • Ability to give presentations.
                           • Ability to apply high quality standards to all tasks
                           • Ability to participate in multi-lingual meetings, good
                           communication skills.
                           • Capability of working in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working, understanding the needs, objectives and
                           constraints of those in other disciplines and functions.
                           • Leadership capability.
Education and Experience   • University degree with minimum 6 years experience in IS
                           development.
                           • Minimum 3 years experience in Project Management of
                           Information System Development. Practical experience
                           with RUP methodology and the system development life-
                           cycle is desirable.
                           • Minimum 1 year of experience in a project management
                           tool.
                           • Proven experience with quality procedures.

     1.11. Management Reviewer (MR)

Nature of the tasks        • Evaluate project planning and project assessment
                           artefacts at major review points in the project's lifecycle.
                           • Quality assurance
Knowledge and skills       • Deep knowledge of Projects, IT, quality and processes
                           standards: RUP, Enterprise Architecture, CMMI, PMI,
                           Prince,
                           • Ability to participate in multi-lingual meetings, good
                           communicator.
                           • Decision-making ability at the operational management
                           level.
                           • Understanding of risk management principles



                                                                                  113
Education and Experience   • University degree with minimum 12 years experience in
                           IS development.
                           • Business Development experience (including contract
                           formulation and negotiation)
                           • Technical, and software project management experience.

     1.12. Technical Writer (TW)

Nature of the tasks        • Writing technical documentation for information systems
                           during their development
                           • Integration of on-line help in information systems
                           • Verification of the technical documentation against
                           applications
                           • Documenting the programs
Knowledge and skills       • Capability of integration in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working.
                           • Good writing skills
                           • Able to use the office automation tools used in the
                           Commission (MS-Office).
Education and experience   • University degree with minimum 1.5 year experience in
                           IS development OR non university degree with minimum 3
                           years experience in IS development.
                           • Minimum 1 year of technical documentation authoring
                           experience
                           • Minimum 1 year experience with the office automation
                           tools used in the Commission (MS-Office)

     1.13. Course developer – User Assistance Person (CD)

Nature of the tasks        • User assistance on the Commission premises, regarding
                           the use of information systems to carry out their tasks.
                           • Assistance with organising and running in the information
                           system installation from the end user perspective.
                           • Writing user documentation for information systems.
                           • Prepare and give training courses about information
                           systems
Knowledge and skills       • Excellent communication / writing skills.
                           • Capability of integration in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working.
                           • Ability to participate in multi-lingual meetings
                           • Able to use the office automation tools used in the
                           Commission (MS-Office).
Education and Experience   • University degree with minimum 2 years of relevant
                           experience OR non university degree with minimum 3
                           years of relevant experience
                           • Experience in user support or training or documentation
                           writing




                                                                                 114
     1.14. Web Master (WM)

Nature of the tasks        • Creation of a detailed site topology.
                           • Staging of web sites.
                           • Installation and support of web sites.
                           • Ensure coherence of the logical and physical structure of
                           web sites, web pages and of navigation methods.
Knowledge and skills       • Ability to participate in multi-lingual meetings, ease of
                           communication.
                           • Capability of integration in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working.
                           • Able to cope with the fast changing technologies used in
                           web site management.
                           • Conceptual understanding of content structuring, storage,
                           access and presentation elements.
                           • Able to cope with the needs of multi-language site
                           deployment.
Education and Experience   • University degree with minimum 1 years of relevant
                           experience OR non university degree with minimum 3
                           years of relevant experience
                           • Minimum 1 year experience as Webmaster

     1.15. Web Technician (WT)

Nature of the tasks        • Updating content of web pages.
                           • Creation of new web pages based on a template.
                           • Updating of links.
                           • Ensure the integrity of the logical and physical structure
                           of web sites, web pages and of navigation methods.
Knowledge and skills       • Ability to participate in multi-lingual meetings.
                           • Capability of integration in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working.
                           • Conceptual understanding of content structuring, storage,
                           access and presentation elements.
                           • Able to cope with the needs of multi-language site
                           updating.
Education and Experience   • University degree with minimum 1.5 year experience in
                           IS development OR non university degree with minimum 3
                           years experience in IS development
                           • Minimum 1 year experience as Web technician

     1.16. Tester (T)

Nature of the tasks        • Definition of test plans
                           • Definition of test cases
                           • Construction of test scenarios and scripts
                           • Tests coordination and execution
                           • Reporting of test results




                                                                                  115
Knowledge and skills       • Capability of integration in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working
                           • Good communication skills
                           • Proven knowledge of testing technologies and tools
                           • Ability to cope with fast changing technologies used in
                           application developments
                           • Aptitudes in reporting
Education and experience   • University degree with minimum 3 years experience in IS
                           development OR non university degree with minimum 6
                           years experience in IS development.
                           • Minimum 2 years of IS testing experience

     1.17. Editor (R)

Nature of the tasks        • Drafting of information and communication documents
                           • Update of data and of information and communication
                           documents
                           • Formatting of text to match web support
                           • Organisation and follow-up on editorial committees
Knowledge and skills       • Ability to participate in multi-lingual meetings, ease of
                           communication.
                           • Capability of integration in an international/multicultural
                           environment, rapid self-starting capability and experience
                           in team working
                           • Very good communication skills
                           • Minimum 1 year experience with the office automation
                           tools used in the Commission (MS-Office)
Education and experience   • University degree with minimum 3 years experience in
                           journalism OR non university degree with minimum 6
                           years experience in journalism.


     1.18. Graphic designer (G)

Nature of the tasks        • Create design for online publications
                           • Create layout for online publications
                           • Image processing
                           • Follow-up on editorial committees
Knowledge and skills       • Capability of integration into an international/
                           multicultural environment, rapid self-starting capability
                           and experience in team working
                           • Very good graphic skills
                           • Knowledge of image manipulation tools
                           • Reporting capabilities
Education and experience   • University degree with minimum 3 years experience in
                           graphic design OR non university degree with minimum 5
                           years experience in graphic design, including at least 1 year
                           in web graphic design.




                                                                                  116
     1.19. Documentalist (D)

Nature of the tasks           • Research, collection and filing of information on JLS
                              issues.
                              • Drafting and summary of texts based on existing
                              materials.
Knowledge and skills          • Capability of integration in an international/multicultural
                              environment, rapid self-starting capability and experience
                              in team working
                              • Ability to work in several languages.
                              • Good communication skills
                              • Minimum 1 year experience with the office automation
                              tools used in the Commission (MS-Office)
Education and experience      • University degree with minimum 2 years experience as a
                              documentalist OR non university degree with minimum 4
                              years experience as a documentalist.


2. ROLES


     1.20. Requirements Specifier (RRS)

The Requirements Specifier role specifies the details of one or more parts of the system's
functionality by describing one or the aspects of the requirements.

Different aspects of the requirements are typically documented in different types of
software requirements artefacts, mainly the Software Requirement Specifications and the
Use Case Model. A person playing the Requirements Specifier role may be responsible
for many of those artefacts —such as one or more use-case packages— and for
maintaining the integrity of the requirements within and between those artefacts.

He/She must hold a recognized University degree and will have 3 years experience in IS
development or a non University degree with at least 6 years experience in IS
development. He/She will have two years experience as Requirements Specifier.

     1.21. Integrator (RIN)

Integrators are responsible for planning the integration and performing the integration of
Implementation Elements to produce builds.

Implementers deliver their tested Implementation Elements into an integration
workspace, whereas integrators combine them to produce a build. An integrator is also
responsible for planning the integration, which takes place at the subsystem and system
levels, with each having a separate integration workspace. Tested elements are delivered
from an implementer's private development workspace into a subsystem integration
workspace, whereas integrated implementation subsystems are delivered from the
subsystem integration workspace into the system integration workspace.




                                                                                     117
He/She must hold a recognized University degree and 3 years of experience in IS
development, OR a non university degree with 6 years experience in IS
development. He/She will have 1.5 years experience as integrator.

    1.22. Change Control Manager (RCCM)

The Change Control Manager role oversees the change control process which the role is
also responsible for defining.

He/She must hold a recognized University degree and 3 years of experience in IS
development, OR a non university degree with 6 years experience in IS development.
He/She will have 1.5 years experience as Change Control Manager.

    1.23. Configuration Manager (RCM)

The Configuration Manager role is responsible for providing the overall Configuration
Management (CM) infrastructure and environment to the product development team. The
Configuration Manager role defines the policies and processes for configuration and
change management, defines the configuration objects, reviews the policies and
processes for configuration and change management within the scope of the software
development project

He/She must hold a recognized University degree and 3 years of experience in IS
development, OR a non university degree with 6 years experience in IS development.
He/She will have 1.5 years experience as Configuration Manager.

    1.24. Deployment Manager (RDM)

The Deployment Manager role is responsible for planning the product's transition to the
user community, ensuring those plans are enacted appropriately, managing issues and
monitoring progress. He also interacts with the Data Centre for all deployment related
issues.

He/She must hold a recognized University degree and 3 years of experience in IS
development, OR a non university degree with 6 years experience in IS development.
He/She will have 1.5 years experience as Deployment Manager.

    1.25. Test Manager (RTM)

The Test Manager role is tasked with the overall responsibility for the test effort's
success. The role involves quality and test advocacy, resource planning and management,
and resolution of issues that impede the test effort.

He/She must hold a recognized University degree and 3 years of experience in IS
development, OR a non university degree with 6 years experience in IS development.
He/She will have 1.5 years experience as Test Manager.

    1.26. Test Designer (RTD)

The Test Designer role is responsible for:
•     defining the test strategy and ensuring its successful implementation,



                                                                                  118
•      identifying and defining the required tests,
•      monitoring detailed testing progress and results in each test cycle,
•      evaluating the overall quality experienced as a result of testing activities.

The role involves identifying the appropriate techniques, tools and guidelines to
implement the required tests, and to give guidance on the corresponding resources
requirements for the test effort.

The role typically carries the responsibility for appropriately representing the needs of
stakeholders that do not have direct or regular representation on the project.

He/She must hold a recognized University degree and 3 years of experience in IS
development, OR a non university degree with 6 years experience in IS development.
He/She will have 1.5 years experience as Test Designer.




                                                                                       119
             ANNEX III.3: QUESTIONNAIRE



                Questionnaire “Lot 2”




Name of Tenderer:………………………………..




                                          120
SELECTION OF THE TENDERER / TECHNICAL AND PROFESSIONAL CAPACITY


  1. ORGANISATION OF THE TENDERER TO ALLOW THE DELIVERY
  OF THE REQUIRED SERVICES
           In case of a joint offer, provide the information for each company

1.1.         Tenderer’s structure

1.26.1. Have you described your organisational structure detailing the departments and
        allocated number of staff on all levels of your company(ies), as well as the
        division(s) responsible for the delivery of services requested in the present call
        for tenders ?

             If relevant, include the relationships between the tenderer and other
             companies of the same group, including those that could participate (e.g. as
             sub-contractor) in the delivery of the requested services.



            YES/NO (mandatory)
            Reference:


1.1.2. Centre of expertise

 1.1.2.1.     Do you have permanent centre(s) of expertise in the enterprise that
 provides support for the efficient implementation, enhancement and maintenance of
 information systems delivered to your customers?

            YES/NO (if YES, include the name used internally by the tenderer for this
            centre of expertise)



If YES,
                    (a) indicate the person(s) responsible(s) for this centre of expertise:
                       surname, forename, title (e.g. Dr., Mr., Mme…), function (e.g.
                       Manager…) Telephone number, fax number, address, e-mail.




                                                                                    121
                     (b)describe the functioning of the centre(s) of expertise:
            Reference: ……….


                     (c) how do you provide access for your staff to the services of the
                         centre(s) of expertise?
            Reference: ……….


 1.1.2.2.    If NO, how do you provide the efficient expertise for enhancement and
 maintenance of information systems?

            Reference: ……….



 1.1.2.3.      Do you have agreements and/or alliances with third parties (e.g. tools
 suppliers, etc), to ensure rapid response to resolve technical problems?

            YES/NO

If YES,

                     (a) indicate the person(s) responsible for managing the agreement(s):
                        surname, forename, title (e.g. Dr., Mr., Mme…), function (e.g.
                        Manager…) Telephone number, fax number, address, e-mail.




                     (b)describe the agreement(s) with third parties (name of third party,
                        name of the agreement, description of agreement coverage,
                        procedures for using the agreement):

                         (only for tools and products in relation with the lot)
            Reference: ……….


If NO, how do you ensure rapid response to resolve a technical problem?
            Reference: ……….




                                                                                   122
1.1.3. Technical knowledge management

 1.1.3.1.     Do you have technical knowledge base(s) relevant to the delivery of the
 requested services?

           YES/NO (if YES, include the name used internally by the tenderer for this
           technical knowledge base).



1.1.3.2.      If YES,

                   (a) indicate the person(s) responsible for this technical knowledge
                       base: surname, forename, title (e.g. Dr., Mr., Mme…), function
                       (e.g. Manager…) Telephone number, fax number, address, e-
                       mail.




                   (b) describe the functioning of the technical knowledge base(s) (how
                      is information entered, how can information be consulted, where
                      is the information stored, how is the quality of the information
                      guaranteed):
           Reference: ……….


                   (c) how does the tenderer provide access for his staff to this
                      technical knowledge base(s)?
           Reference: ……….




 1.1.3.3.      If NO, how do you guarantee the availability of information relevant to
 the technical knowledge for the services required?

           Reference: ……….




                                                                                123
1.1.4. Training Centre

 1.1.4.1.      Do you have training programme(s) that support the quality of the
 services required?

            YES/NO



If YES,

                    (a) indicate the person(s) responsible for maintaining the training
                       program: surname, forename, title (e.g. Dr., Mr., Mme…),
                       function (e.g. Manager…) Telephone number, fax number,
                       address, e-mail.
            Reference: ……….



                    (b) give overview of the courses in the training program(s) by
                       providing for each course the following information:

                   (For technical training only in relation with the field of the lot)
  Course reference code           Course name         Company / institute      Course table of
                                                     organising the course        contents




Extend this table as necessary.


 1.1.4.2.If NO, how do you guarantee the training program and the staff competence that
 supports the quality of the services required?

            Reference: ……….




                                                                                         124
1.2.     Tenderer manpower and qualification of staff relevant to the
required services

      In case of a joint offer, the required information should be provided for the
      group of tenderers as a whole.

      Note that staff of subcontractors is considered as non permanent staff.

     Please refer to the following staffing schema:

           Total staff (1)
           sssstaffstaff(1
          IT Division staff (2)
           )

                                                                      Non-technical
                              Technical staff (3)                       staff (4)
                                                   Non                 • management
                          Permanent (6)        Permanent (7)           • secretaries
                          565(6)                                       • sales
            (*)                                                        • marketing
                                                                       •...
             Invoicable




                            I.S.                    I.S.
                            specialists (8)         specialists (9)



             (5)
          invoicable




                          • System administrators
                          • Internal helpdesk
            Non




                          •...



        (*) Staff for IS projects.



The I.S. specialists are IT specialists in the development of information systems.


When filling out the tables, take into account that each block in the staffing schema
is a further detailed group. For example when asked for staff numbers, the ―I.S.
specialists – block 8‖ is also part of the ―permanent chargeable – block 6‖ staff and
should be included in the count.

Please note that only staff with a direct, individual, regular and unlimited
working contract with the tenderer can be quoted as “permanent” staff. He/she
will be on the Tenderer's payroll.

a) In case of a consortium, the thresholds mentioned below will apply on the level
   of the consortium and not on an individual basis.




                                                                                  125
     b) Staff with a personal contractual relation to a company of another nature or
        without a personal contractual relation to it (e.g. free-lancers, staff from
        affiliated companies or from subcontractors) shall only be quoted as non-
        permanent staff.

     c) In case of a branch-company responds in the name of a group, a written
         endorsement of the group is necessary with the names of all affiliated companies
         that participate effectively.

1.2.1. Staffing tables

 1.2.1.1.      Indicate your average annual manpower for the last three years as well as
 the current number (separating permanent and not permanent staff)

Total annual manpower (block 1 in the staffing      2004        2005       2006           1/1/ 2007
schema)
Permanent staff

Non permanent staff


 1.2.1.2.      Indicate your average number of managerial staff for the last three years
 as well as the current number (only permanent staff)

Total managerial staff                             2004       2005        2006         1/1/ 2007

Permanent staff


 1.2.1.3.      Indicate the number of staff working in your IT division(s) in the field of
 development of information systems for the last three years and the current number
 (separating permanent and non permanent staff)

             The minimum acceptable valuei is 85 permanent staff
            Number of specialists in the              2004     2005     2006      1/6/ 2007
            development of information systems
            Permanent staff (block 8 in the
            staffing schema)
            Non permanent staff (block 9 in the
            staffing schema)
            Total (permanent and non permanent)




                                                                                    126
1.2.1.4.      Indicate the average number of staff from your IT division working on
Tenderer's premises in the field of development of information systems for the last three
years and the current number (separating permanent and non permanent staff)

          The minimum acceptable value is 55 permanent staff
           Number of specialists in the               2004    2005     2006     1/5/2007
           development of information systems
           working in Tenderer's premises
           Permanent staff
           Non permanent staff
           Total

1.2.1.5.     Indicate the average number of permanent non-technical staff in your IT
division (for the provision of secretariat, contract management, customer relations,
etc…) for the last 3 years and the current number

           Number of non technical staff in your      2004    2005     2006     1/5/ 2007
           IT division(s) ( block 4 in the staffing
           schema)
           Permanent staff

1.2.1.6.      Indicate the percentage of personnel turnover for the permanent technical
staff working in the tenderer‘s IT division in the field of development of information
systems for the last 3 years.


           Personnel turnover working in your IT      2004    2005     2006     1/5/ 2007
           division(s) in the field of development
           of information systems
           Percentage of turnover




                                                                                  127
1.2.2. Profiles

 1.2.2.1.    In the following tables, indicate the number of staff (working for the
 Tenderer and with experience in the field of the lot you have available for the services
 required).

             An individual person can be counted only in one profile.

                                                          Total
                                        Total              non-     Total
                                      permanent         permanent available
                                                                            (FP and
                                      (FP and QTM       (FP and QTM       QTM in the
                                      in the field of   in the field of   field of the
                                         the lot):         the lot):          lot):
                                           -1                 -2              -3
        EXAMPLE:
        Project manager                    10                 2               12

    (1) Put in here the total number of permanent staff for Fixed Price and Quoted Time & Means
        services in the field of the lot.
        Only staff with a direct, individual, regular and unlimited working contract with the tenderer can
        be quoted as ―permanent‖ staff. He/she will be on the Tenderer's payroll.

     (2) Put in here the total number of non permanent staff for Fixed Price and Quoted Time & Means
         services in the field of the lot.
     (3) Put here the total number of available staff (permanent and non permanent: (1) + (2) )

           In the example, the tenderer has available 10 project managers that are
           permanently employed and 2 that are non-permanently employed.

           Note that the work should be executed in the premises of the contractors. The
           delivery and progress meetings will normally take place at the Commission‘s
           premises in Brussels.

The minimum set of profiles is listed in the table below. The tenderer will provide a job
description for any additional profile he will submit.




                                                                                                  128
Count an individual person in one profile only

                                   Total                      Total non-
                                 permanent                    permanent                 Total available
                                     -1                           -2                          -3
                              (FP and QTM services        (FP and QTM services in     (FP and QTM services in the
                              in the field of the lot):      the field of the lot):         field of the lot):
BDA: Business Designer/                …..                         …..                          …..
Analyst in JLS field            (minimum 8)
SSAN: Senior System                    …..                         …..
Analyst                         (minimum 9)
SAN: System Analyst                    …..                         …..
                                (minimum 3)
SC: IS Senior Consultant               …..                         …..
                                (minimum 1)
C: IS Consultant                       …..                         …..
                                (minimum 1)
SI: Senior Implementer                 …..                         …..
                                (minimum 12)
I: Implementer                         …..                         …..
                                (minimum 12)
UID: User Interface                    …..                         …..
Designer                        (minimum 2)
SSA: Senior Software                   …..
Architect                       (minimum 5)
SAR: Software Architect                …..
                                (minimum 3)
DDM: Database                          …..
Designer/Manager                (minimum 2)
PM: Project Manager                    …..
                                (minimum 7)
MR: Management                         …..
Reviewer                        (minimum 1)
TW: Technical Writer                   …..
                                (minimum 1)
CD: Course Developer-                  …..
User Assistance Person          (minimum 1)
WM: Web Master                         …..
                                (minimum 1)
WT: Web technician                     …..
                                (minimum 1)
R: Editor                              …..
                                (minimum 1)
G: Graphic designer                    …..



                                                                                                       129
                                       (minimum 1)
D: Documentalist                             …..
                                       (minimum 1)
T: Tester                                    …..
                                      (minimum 10)


1.2.3.. Roles

 1.2.3.1.    In the following tables, indicate the number of staff (working for the
 Tenderer and with experience in the field of the lot you have available for the services
 required).

              An individual person can be counted only in one role.

                                                           Total
                                        Total               non-     Total
                                      permanent          permanent available
                                                                             (FP and
                                       (FP and QTM       (FP and QTM       QTM in the
                                       in the field of   in the field of   field of the
                                          the lot):         the lot):          lot):
                                            -1                 -2              -3
         EXAMPLE:
         Requirements                        6                 2                8
         specifier (RRS)
         manager

     (1) Put in here the total number of permanent staff for Fixed Price and Quoted Time & Means
         services in the field of the lot.
         Only staff with a direct, individual, regular and unlimited working contract with the tenderer can
         be quoted as ―permanent‖ staff. He/she will be on the Tenderer's payroll.

     (2) Put in here the total number of non permanent staff for Fixed Price and Quoted Time & Means
         services in the field of the lot.
     (3) Put here the total number of available staff (permanent and non permanent: (1) + (2) )

            In the example, the tenderer has available 6 persons in the role of requirement
            specifier that are permanently employed and 2 that are non-permanently
            employed.

            Note that the work should be executed in the premises of the contractors. The
            delivery and progress meetings will normally take place at the Commission‘s
            premises in Brussels.

The minimum set of profiles is listed in the table below. The tenderer will provide a job
description for any additional role he will submit.




                                                                                                   130
Count an individual person in any number of roles, provided that it fulfils the
minimum qualifications requested in Annexe 8.II.

                                            Total                  Total non-
                                          permanent                permanent                 Total available
                                              -1                       -2                          -3
                                           (FP and QTM
                                        services in the field   (FP and QTM services          (FP and QTM services
                                             of the lot):       in the field of the lot):     in the field of the lot):
Analysis and design                            …..                       …..                           …..
Requirements specifier (RRS)             (minimum 6)
Development                                    …..                       …..                           …..
Integrator (RIN)                        (minimum 10)
Management                                     …..                       …..                           …..
Change Control Manager (RCCM)            (minimum 4)
Management                                     …..                       …..                           …..
Configuration Manager (RCM)              (minimum 6)
Management                                     …..                       …..                           …..
Deployment Manager (RDM)                 (minimum 2)
Management                                     …..                       …..                           …..
Test Manager (RTM)                       (minimum 8)
Testing                                        …..                       …..                           …..
Test Designer (RTD)                     (minimum 10)



1.2.4. Mapping of profiles, roles and CV's

 1.2.4.1.      Mapping of profiles, roles and CV's for permanent staff

              In the following table, tenderers will connect profiles with roles they are
              able to fulfil mapping profiles, roles and CVs for permanent staff. Each
              profile can be connected to any number of roles, provided that it fulfils the
              minimum qualifications requested in annexe 8.II.

              In the first column of the table below, indicate the identifier; this is the
              abbreviation of the profile followed by an order number (i.e. PM1 for the
              first Project Manager, PM2 for the second one, etc…), in the second column
              the profile, in the third the CV number (only for persons whose CV is
              enclosed), in the fourth the person‘s name (surname, first name), in the fifth
              the name of the employer and in the sixth the abbreviation of the additional
              roles this person can fulfil.

    (1)          (2)       (3)              (4)                      (5)                            (6)
 Identifier    Profile     CV           Staff name                 Employer                 Additional roles that
                         number       (surname, first                                         can be fulfilled
                                          name)




                                                                                                           131
An individual person can only be counted for one profile but can be assigned to
different roles.


 1.2.4.2.      Mapping of profiles and names for non permanent staff

              In the following table, tenderers will connect profiles with roles they are
              able to fulfil mapping mapping profiles with names for non-permanent staff.
              Each profile can be connected to any number of roles, provided that it fulfils
              the minimum qualifications requested in annexe 8.II.

              In the first column of the table below, indicate the identifier; this is        the
              abbreviation of the profile followed by an order number (i.e. PM1 for           the
              first Project Manager, PM2 for the second one, etc…), in the second             the
              profile, in the third the person‘s name (surname, first name) and in            the
              fourth the name of the employer.

    (1)              (2) Profile                   (2)                 (4)
 Identifier                                    Staff name            Employer
                                             (surname, first
                                                 name)




An individual person can only be counted for one lot and one profile. Non
permanent staff can't be assigned to roles.


1.2.5. Expertise

 1.2.5.1.    For each of the profiles enclose one Software Expertise Form (SEF) (see
 Attachment 2 – standardised form).

              Minimum level of expertise required and thresholds

              In the field of the lot, a good expertise of the following is required:

              - Oracle RDMS
              - BEA WebLogic
              - ColdFusion
              - J2EE
              - XML
              - Documentum
              - Business Objects
              - HTML, WDML



                                                                                        132
             - RUP (or other UP)
             - UML
             - CSS
             - Verity/Idol
             - CISSP, CISA, or CISM

             Other expertise is also required for some profiles.

             To have expertise in a product means to have worked with the specified
             product or software for at least 12 months.

             The following minima are based on current needs and on the software
             currently mainly used by the Commission in the field of the lot.

             The tenderers who don‘t comply with these thresholds will be judged not
             having the minimum technical capacity to deliver the required services.

             In order to verify the responses the Commission could ask the tenderer to
             provide the list of employees that are included in the Software Expertise
             Forms (with respect of confidentiality).

Required minimum staff number        SSA       SA   SC     C       SI       I   UID    DDM      PM
with the following expertise :
Oracle RDBMS                               5    2                       6   3               2
BEA WebLogic                               3    2                       4   2
ColdFusion                                 2    1                       4   2     2
J2EE                                       3    2                       5   3
XML                                        3    2                       4   2
Documentum                                 1    1                       1
Business Objects                           1    1                       1   1
HTML, WDML                                 5    3                       6   3     2
RUP (or other UP)                          3    2                                                5
UML                                        6    2                                           1    2
CSS                                             1                       1
Verity/Idol                                     1                       1
CISSP, CISA, or CISM                                  1
JLS domain                                            1        1


JLS domains to be considered are: security, justice, freedom, immigration, integration,
asylum, drugs coordination, home affairs, visa, Schengen area, civil justice, criminal
justice, fundamental rights, citizenship of the European Union, data protection, freedom
of movement, police, customs, crime, crime prevention, terrorism, in the context of and
as described on DG JLS Europa web pages (http://ec.europa.eu/justice_home/)

These minima apply to the total number of staff (permanent and non permanent).


                                                                                      133
             An individual person can be counted only in one profile

             Reference to the Software Expertise Form:

              (a) Senior System Analyst (SSAN)            1. SEF n° ……….


              (b) System Analyst (SA)                      2. SEF n° ……….


              (c) Senior Consultant (SC)                   3. SEF n° ……….


              (d) Consultant (C)                           4. SEF n° ……….


              (e) Senior Implementer (SI)                  5. SEF n° ……….


              (f) Implementer (I)                          6. SEF n° ……….


              (g) User Interface Designer (UID)            7. SEF n° ……….


              (h) Database Design Manager                  8. SEF n° ……….


              (i) Project Manager                          9. SEF n° ……….




1.2.6. CVs

             For CVs, it is mandatory to use one of the attached CV forms (see
             attachment 3)

 1.2.6.1.     For each of the following profiles enclose one standardised CV for each of
 the indicated number of permanent staff working in the area of the required services
 and with expertise related to the lot.

             The proposed CVs need to conform to the profile descriptions and the
             requirements of the lot.

             Moreover, the minimum numbers of CVs that must demonstrate specific
             expertise (according to the description of profiles) in the following
             technologies are indicated in the next table:




                                                                                    134
Required minimum staff number       SSAN     SAN    SC     C       SI       I   UID     DDM      PM
with the following expertise :
Oracle RDBMS                             3      2                       3   2                1
BEA WebLogic                             2      1                       2   1
ColdFusion                               1      1                       2   1     1
J2EE                                     2      1                       4   2
XML                                      2      1                       2   1
Documentum                               1      1                       1
Business Objects                         1      1                       1   1
HTML, WDML                               3      2                       3   2     1
RUP (or other UP)                        2      1                                                 2
UML                                      3      1                                            1    2
CSS                                             1                       1
Verity/Idol                                     1                       1
CISSP, CISA, or CISM                                  1        1
JLS domain                                            1        1


Note that the same person could have a specific expertise in different technologies.

             Indicate the CV numbers.

             SSAN: Senior System Analyst (9 CVs            CV n° ………. to n° ……….
                minimum and 20 CVs maximum)

             SAN: System Analyst (7 CVs minimum            CV n° ………. to n° ……….
                  and 14 CVs maximum)

             SC: IS Senior Consultant (1 CVs               CV n° ………. to n° ……….
                 minimum and 2 CVs maximum)

             C: Consultant (1 CVs minimum and 2            CV n° ………. to n° ……….
                 CVs maximum)

             SI: Senior Implementer (10 CVs                CV n° ………. to n° ……….
                  minimum and 20 CVs maximum)

             I: Implementer (5 CVs minimum and 10          CV n° ………. to n° ……….
                 CVs maximum)

             UID: User Interface Designer (1 CVs           CV n° ………. to n° ……….
                 minimum and 2 CVs maximum)

             DDM: Database Designer/Manager (1 CVs CV n° ………. to n° ……….
                minimum and 2 CVs maximum)

             PM: Project Managers (2 CVs minimum           CV n° ………. to n° ……….
                 and 4 CVs maximum)



                                                                                       135
                              The Tenderers who don‘t comply with the minimum
                              thresholds will be judged not having the minimum
                              technical capacity to deliver the required services.

           The CV numbers are the same as the one indicated in the table in the
           chapter 1.2.4.1 "Mapping of profiles, roles and CV's for permanent staff"
           of this annexe.

Indicate in the following table the reference to the CV numbers with the specific
expertise in the mentioned technologies.

Specific Expertise                   SSA      SA     SC     C      SI      I   UID      DDM      PM
Oracle RDBMS
BEA WebLogic
ColdFusion
J2EE
XML
Documentum
Business Objects
HTML, WDML
RUP (or other UP)
UML
CSS
Verity/Idol
CISSP, CISA, or CISM
JLS domain


1.3.   References in relation to similar projects/contracts

1.3.1. Client References

 1.3.1.1.     Have you provided a list of the principal services provided in the past
 three years, with the amounts, dates, and recipients, whether public or private, of the
 services provided:

           The delivery has to be certified by the purchaser; or failing this, declared by the
           service provider to have been effected.

           In case of a joint offer, provide the information for each company

           YES/NO:

            Reference: ……….




                                                                                       136
 1.3.1.2.      Tenderers will provide at least 5 client reference contacts of customers,
 other than the Commission that are making use of services similar to the service
 requirements of this lot. The references should be for different customers (*) in a fixed
 price or quoted time & means context in Tenderer's premises. Only provide client
 references that can be consulted by the Commission.

              In case of a joint offer, the required information can be provided for the
              group of tenderers.

Contractor             Customer           Client‘s surname, forename, title Volume           (person-
                                          (e.g. Dr., Mr., Mme…), function days)
                                          (e.g.    Manager…)     Telephone
                                          number, fax number, address, e-
                                          mail.




             (*) A European institution, a specific ministry or a company must be
                 considered as one single customer

1.3.2. Project sizes

 1.3.2.1.     Indicate how many projects in the area of the required services you have
 completed in 2005 or 2006, where the consumption of your own resources was:

                  In case of a joint offer, the required information should be provided
                  for the group of tenderers as a whole.

                                                    Number of Fixed
                                                    Price or Quoted Time
                                                    & Means projects

             1. 50 to 99 person-days:               (a) ……………

             2. 100 to 499 person-days:             (b) ……………

             3. 500 to 999 person-days:             (c) ……………

             4. 1000 person -days or more:          (d) ……………




                                                                                   137
1.3.3. Project References

                        In case of a joint offer, the required information can be provided
                        for the group of tenderers

    1.3.3.1.      Enclose project reference forms using the attached template (Attachment
    1. The use of this standardised form is mandatory)

                 Tenderer must include at least 6 different projects (and maximum 12) for at
                 least 4 different customers for projects/contracts executed in your premises
                 and in the field of the lot.

                 At least 2 different customers should be in the public sector.

                 The minimum size of the projects must be in total 150 person-days.

                 The references must concern contracts executed in 2005 or 2006.

                 Departments, divisions, directorates, etc. are regarded as the same customer.
                 For example, a specific European Institution or ministry or company is
                 considered as one customer.

                 A framework contract with different specific contracts must be considered
                 as a single reference.

                 The use of the following technologies is required as a minimum:

                                - Oracle RDBMS in 3 references
                                - BEA WebLogic in 2 references
                                - ColdFusion in 2 references
                                - A J2EE in 2 references
                                - UML in 3 references
                                - XML in 2 references
                                - Documentum in 1 reference
                                - Business Objects in 1 reference
                                - Verity/Idol in 1 reference
                 The Tenderers who don‘t comply with these thresholds will be judged not
                 having the minimum technical capacity to deliver the required services.

                 Fill in the following table:

PRF Public Volume Use of Use of Use of          Use Use Use Use of     Use of Use of        RUP
N°  or     (persons- Oracle WebLogic ColdFusion of a of of  Documentum Business Verity/Idol
        Private days)                             J2EE UML XML (Y/N)              Objects (Y/N)
        sector          (Y/N) (Y/N)    (Y/N)      (Y/N)                           (Y/N)
                                                        (Y/N) (Y/N)


1



                                                                                             138
2

3

4

5

6




1.4.      Quality assurance and control mechanisms

In case of a joint offer, provide the relevant information for each company

1.4.1. Quality assurance procedures

    1.4.1.1.      Have you given a description of your procedures for ascertaining the
    quality of the services you deliver to clients and the conformity of the deliveries with
    their orders?

               YES/NO: (mandatory)

               Reference:


    1.4.1.2.     Have you enclosed title and contents list of your quality assurance
    manual.

               YES/NO

               Reference:


1.4.2. Quality standards certifications

    1.4.2.1.    Do you have quality procedures for your delivery organisation conforming
    to the EN29000 (ISO 9000) series of quality standards or equivalent?

               YES/NO:

               Reference:


IF YES,



                                                                                     139
            (a) Specify the year and the country for which the accreditation has been
                obtained.



            (b) State the name of the certification body.




            ( c) Have you enclosed a copy of the certificate?

            YES/NO:

            Reference:



            (d) Have there been any follow-up audits? If yes specify.

            YES/NO:



 1.4.2.2.      What other norms do you follow?

            (Mandatory if the response to 4.2.1 is NO)

1.4.3. Methodology

 1.4.3.1.      Have you given a description of your project management methodology
 applicable to the required services

            YES/NO (Mandatory):

            Reference:



 1.4.3.2.      Do you use project management tools other than those used by the
 Commission? If No, state the name and a short description of the tools used instead. A
 list of products used by the Commission is available in annexe 8.I.

            YES/NO (Mandatory):




                                                                                140
1.5.      Development infrastructure environment

In case of a joint offer, provide the relevant information for each company

1.5.1. Infrastructure at the company‘s premises

1.5.1.1.       Have you described the organisation of your development environment,
including the organisational structure and responsibilities?

             YES/NO: (mandatory)

              Reference:


1.5.1.2.        Have you described the mechanisms of the periodical update of your
technical infrastructure? Clearly indicate the procedures, responsibilities and timing.

             YES/NO

              Reference:


 1.5.1.3.     Have you enclosed an Infrastructure Description Form (IDF - Attachment
 6) with your existing development infrastructure?

             YES/NO:

              Reference: IDF n° …..
                                           (in case of a joint offer, one for each company)

1.6.      Meetings

In case of a joint offer, provide the relevant information for each company

1.26.2.               Have you filled the declaration on honnor for the meeting requested
             in the present call for tenders?

           The tenderer should confirm that a duly mandated representative of the
           Company will be able to participate to a meeting in the Commission premises
           within 48 h of the request to commit the Company on any subject or to address
           technical issues.

             YES/NO: (mandatory)

              Reference:




                                                                                    141
   Attachment 1

Project Reference Form




                         142
                         Project Reference Form

The Project Reference Form must be used to give details about relevant projects the
tenderer wants to present as proof of experience.

The Project Reference Form consists of two pages:

                   Front page;

                   Description page.

Both pages must be used to form a complete Project Reference Form.

A new Project Reference Form must be completed for each project.

Contact persons may be contacted by the Commission in the scope of the call for
tenders.



Use of this form is mandatory - only projects submitted on this form will be
considered.

The delivery has to be certified by the purchaser; or failing this, declared by the service
provider to have been effected.




                                                                                    143
                               Project Reference Form (page 1 of 2)

                                 Project reference n° ______
       Project reference front page
Project name:
Start date (mm/yy):                  Finish date (mm/yy):
Client name:                         Contact person:                                 Phone:


Project type (development, maintenance, study, support, etc…):
Principal contractor for this project :
          If it is not the tenderer, explain the tenderer‘s role:
Principal location for this project:
 Tenderer's premises
 Client's premises
 Other – Precise:
Number of tenderer's own technical staff involved in person -days, by profile:
Business Designer/Analyst (BDA) :                       Senior Software Architect (SSAR)   :
Senior System Analyst (SSAN)    :                       Software Architect (SAR) :
System Analyst (SA)             :                       User Interface Designer (UID) :
Technical writer (TW)           :                       Database Designer/Manager (DDM):
Senior Implementers (SI)        :                       Implementers (I) :
Project Manager                 :                       Other (precise):
                                        Total :



Methodologies involved:


Technologies involved (hardware, software and tools) :




                                                                                               144
                           Project Reference Form (page 2 of 2)

                                  Project reference n° ______

      Project reference description page
Area(s) covered by the project (for example Human Resource, Finance, Environment,…):




Project description:




      Declaration of conformity and signature:




                                                                                145
   Attachment 2

Software Expertise Form




                          146
                 Software Expertise Form


The Software Expertise Form must be used to give details about the staff that
the tenderer employs at 1/1/2007 and who could be made available for the
services required.

When completing the form, follow these guidelines:

Number of employees with the above mentioned profile that
the tenderer could make available

                  Total         Total        Total Non
                 Number       Permanent      permanent


TOTAL              (1)            (2)            (3)

Expertise 1        (4)            (5)            (6)
Expertise 2
…
Expertise n



Total number of employees with respective profile:

             The first row ―Total number‖ (1) indicates how many of your
        employees with the respective profile could be made available for the
        requested services.

        Indicate the number of permanent employees in the column with the
        heading ―Total permanent‖ (2), indicate the number of non-permanent
        employees in the column with the heading ―Total non-permanent‖ (3).

Number of employees with required expertise:

             By writing numbers into one of the next rows (expertise rows),
        indicate how many of your employees with the respective profile have
        the expertise described in the leftmost column of the table.

        Indicate the total number of employees in the column with the heading
        ―Total Number‖ (4), indicate the number of permanent employees in
        the column with the heading ―Total permanent‖ (5), indicate the
        number of non-permanent employees in the column with the heading
        ―Total non-permanent‖ (6).

              ―To have expertise‖ means in this context: ―To have worked
        with the specified product for at least a year‖!




                                                                      147
         Of course, the numbers in the expertise rows do not necessarily
     add up to the sum in the ―Total number‖ row, because you can count
     any one employee in as many rows as you wish, according to the
     number of fields of expertise.


DO NOT count any employee in more than one profile! For example, a
   System Analyst must not be counted as an Implementer again.




                                                                  148
                    Software Expertise Form
                          SEF n° ……….
                     For profile (tick only one):
                      Project Manager
                      Senior System Analyst
                      System Analyst
                      Senior Consultant
                      Consultant
                      Senior Implementer
                      Implementer
                      User Interface Designer
                      Database Designer/Manager


       Count an individual person in one profile only!
Number of employees with the above mentioned profile that the tenderer
could make available

                           Total         Total          Total Non
                          Number       Permanent        permanent


TOTAL

Oracle RDBMS

BEA WebLogic

ColdFusion

J2EE

XML

Documentum

Business Objects

HTML, WDML

RUP (or other UP)

UML

CSS

Verity/Idol

CISSP, CISA, or CISM

Tomcat




                                                                         149
Number of employees with the above mentioned profile that the tenderer
could make available

                           Total         Total          Total Non
                          Number       Permanent        permanent

JBoss

Apache

iPLANET

MS IIS

Oracle Application
Server

Eclipse

SQL Server

Alfresco

Visual Basic

PowerDesigner

Oracle workflow

SearchServer
(Fullcrum)

Fame

Troll

Postgresql

MySQL

Frontpage

Acrobat

Apache web server

Microsoft Internet
Information Server

C,C++

SQL, pl/SQL

Perl

JMS

SOAP




                                                                         150
Number of employees with the above mentioned profile that the tenderer
could make available

                             Total       Total          Total Non
                            Number     Permanent        permanent

PHP

Web services

Rational Rose

Rational ClearQuest

Rational ClearCase

Rational RequisitePro

Rational SODA

MS-Office

MS- Project

HTTP, HTTPS

(other expertise that you
may want to indicate)




                                                                         151
Attachment 3


 CV Forms




               152
                Guidelines for the completion of the CV


The JLS standardized CV form defines the Curriculum Vitae (CV) layout for a tenderer
to use when putting forward a person for a particular role.

Use of the JLS standardized CV form or of the European Curriculum Vitae format
is mandatory - only CVs submitted on one of these two forms will be considered.

How to fill out the JLS standardized CV form:

1.    All the required information has to be provided. Any missing or incomplete
      information may lead to a CV being discarded.

2.    Where the information is to be provided in tabular form, all the columns of the
      table have to be filled in.

3.    The CV should be a summary rather than a biography of an individual and must
      be in a format enabling a quick and accurate comparison with other CVs
      submitted to fill certain roles. There should be no unaccounted chronological
      breaks.

4.    Each CV consists of one CV front page and at least one CV training page and at
      least one CV software expertise page and at least one CV professional
      experience page; more CV training, CV software expertise or CV experience
      pages may be added as necessary.

5.    Specialised expertise should mention the tools or topics in which the candidate
      has a high expertise (see the description of profiles in the ―Service
      Requirements‖, Annex 2).

6.    Software expertise :
      -   Competence must be rated from 1 (basic) to 5 (excellent).
      -   Duration must be expressed in months and has to relate clearly to the relevant
          entries under ―Professional experience‖.
      -   Description must state how the competence has been acquired and in what
          projects it has been used, relating clearly to the relevant entries under
          ―Professional experience‖.
7.    Each CV professional experience page contains data about the projects the
      employee has participated in, its role and responsibilities, and the products or
      tools be used in the context of these projects. More CV experience pages must be
      added for more projects.
      -   Dates must indicate precisely the starting and ending months of the entry.
      -   Project size is to be expressed as the total number of person-months.
      -   Description must include an explanation of the scope and results of the
          project (or task).




                                                                                 153
How to fill out the European Curriculum vitae form

All the information requested for the JLS standardized CV form should be
indicated in the CV, in particular:

- In Surname(s)/first name(s), the CV number and identifier (as in the
  connection table for permanent staff). The profile must appear very clearly in
  the identifier or has to be explicitly mentioned.

- In Computer skills and competences, the software expertise (including tools,
  methodologies and products) with the competence rate, the duration in months
  and description with reference to work experience.
   Specialised expertise should be clearly mentioned as such.

- in Work experience, the current employer first (e.g. the tenderer).
   It must contain data about the projects the employee has participated in, its role
   and responsibilities, and the products or tools be used in the context of these
   projects. In addition to start and end dates, the effective number of months
   worked on the projects should be indicated.

- In additional information, the date of recruitment and the date IT career started

All other entries not referred in the ―JLS standardized CV‖ are optional




                                                                              154
                                             JLS CV FORM

CV front page

CV number :                 (indicate here the CV number) …………

Date of birth:              (dd/mm/yy)

Contract information: Date of recruitment (dd/mm/yy):

Current function:           (indicate the function in the company)

Profile for which           Check the appropriate (only one):            IS Senior Consultant
employee is entered:         Project manager                            IS Consultant
                             Business Designer/Analyst                  Senior Software Architect
                             Senior System Analyst                      Software Architect
                             System Analyst                             Tester
                             Senior Implementer                         Course Developer –               User
                                                                             Assistance Person
                             Programmer
                                                                         Webmaster
                             User Interface Designer
                                                                         IS Coordinator
                             Technical Writer
                             Database Design Manager                    Manager Reviewer
Profile experience          Does the employee fulfil the corresponding profile requirements (see profile
                            descriptions in service requirements) : YES / NO

Highest relevant            Check the appropriate :
educational
qualification:               University degree         Certificate and/or           Institute:
                             Non university degree     diploma obtained :
                                                                                     Date:


Languages:                                              Spoken                       Written
                            English:
(indicate level of skill:
from 1=basic to             French:
5=excellent)                German:
                            Dutch:
                            Italian:
                            Spanish:
                            Other(s):


Date IT career              (mm/yy)
started:

Specialised expertise




                                                                                                     155
Summary (use this area to briefly indicate the major facts which should be known about this employee):




                                                                                                 156
CV training page

CV number:

CV training page number for this CV:



                                         TRAINING

      Training name:      Company/institute   Date(s) training   Exams or certificates:
                          organising the      followed:
                          training:
1.

2.

3.

4.

5.

6.

7.

8.

9.

10.




                                                                                 157
CV software expertise page

CV number:

CV software expertise page number for
this CV:



                                        Software expertise

     Tool (precise             Competence      Duration (in   Description (e.g. give relevant entries
     manufacturer, product     (rating : 1 -   months)        under “professional experience”)
     name and version(s))      5)




                                                                                           158
    CV professional experience page
    CV number:

    CV experience page number for this CV:



                                                PROJECT EXPERIENCE

    Project name:


    Company:
    Dates :                         Start: (mm/yy)     End: (mm/yy)
                                    Effective number of months worked on the project: (months)

    Client :

    Project size:

    Project description :




    Employee’s Roles & Responsibilities in the project:




    Technologies and methodologies used by the employee in the project:




                               EUROPEAN CURRICULUM VITAE FORM
      European
Curriculum Vitae
         format



  Personal information
Surname(s) / First name(s)     Indicate here the CV number and identifier (or profile)



               Date of birth




                                                                                                 159
               Work experience

                    Dates ( from –to)    Add separate entries for each relevant post occupied, starting from the most recent
         Occupation or position held
  Main activities and responsibilities
     Name and address of employer        Indicate the name of the employer
          Type of business or sector

       Education and training

                      Dates (from-to)    Add separate entries for each relevant course you have completed, starting from the most recent.
                                         (remove if not relevant, see instructions)
        Title of qualification awarded
Principal subjects/occupational skills
                            covered
     Name and type of organisation
    providing education and training
    Level in national or international
                        classification

            Personal skills and
                 competences

                  Mother tongue(s)       Specify mother tongue

                 Other language(s)
                  Self-assessment                    Understanding                                Speaking                         Writing
                   European level (*)          Listening            Reading         Spoken interaction   Spoken production
                         Language
                         Language



   Social skills and competences         Replace this text by a description of these competences and indicate where they were acquired.

         Organisational skills and       Replace this text by a description of these competences and indicate where they were acquired.
                    competences

Technical skills and competences         Replace this text by a description of these competences and indicate where they were acquired.

Computer skills and competences          Replace this text by a description of these competences and indicate where they were acquired.

  Artistic skills and competences        Replace this text by a description of these competences and indicate where they were acquired.

   Other skills and competences          Replace this text by a description of these competences and indicate where they were acquired.




       Additional information Include here any other information that may be relevant.




                                                                                                                             160
                   Attachment 4


Mapping of profiles, roles and CV's for permanent staff




                                                      161
       Attachment 5


Mapping of non-permanent staff




                                 162
       Attachment 6


Infrastructure Description Form




                                  163
                         Infrastructure description form

The use of the infrastructure description form is mandatory. It must give details about
the infrastructure in the development environment at the tenderer‘s premises on the
1/1/2007.

In order to be able to provide the services requested by the call for tenders, the tenderer
must have the following tools. In case of a consortium each member has to fill in the
table, however, these tools must be available on the level of the consortium.

-      Oracle RDBMS 9i or higher;
 -     BEA Weblogic 8 or higher;
-      Coldfusion MX 6 or higher;
-      Rational Rose or another UML tool;
-      One Java IDE;
-      Documentum 5.x
-      Business Objects 6.x
-      Dreamweaver MX

The tenderer has the possibility to add in the infrastructure description form other
products that he uses in its development environment.




                                                                                       164
                        Infrastructure Description Form (page 1 of 2)
                                  IDF n° ………. for company : ……
Location of the development infrastructure :




Development servers                                                     Number
Windows 2000 (or higher) servers

Windows NT servers

UNIX Servers

Linux servers

Other (specify)


Workstations (used for development)                                     Number
Windows XP workstations

Windows NT workstations

Linux workstations

Other (specify)


Internet
Company website URL

Type and speed of Internet connection

Company official e-mail address

e-mail address for all permanent personnel                  YES/NO

e-mail address for all non-permanent personnel              YES/NO




                                                                             165
                             Infrastructure Description Form (page 2 of 2)
                                             IDF n° ……….
                                       Number, type (individual, site, etc…),
Software licenses                                                                 Number of users
                                       version of licences                       (for development)
Oracle 9i or higher                                                            
Oracle 8i
Weblogic 8 or higher
Weblogic 6 or 7                                                                
ColdFusion MX 6 or higher                                                      
ColdFusion 5                                                                   
Rational Rose                                                                  
ECLIPSE                                                                        
BEA Workshop
Documentum 5.x
Business Objects 6.x
Business Objects 5.x
DreamWeaver MX


Apache Web Server
MS Internet Information Server
Adabas
SQL Server
POSTGRESQL
MySQL
Oracle IFS
VERITY K2
BEA Integration
Oracle Workflow
XERCES 2
XML SPY
PowerBuilder 6 or higher
Visual Basic 6.0 or higher
Jbuilder
INTELLIJ IDEA
Oracle IAS
PowerDesigner
Rational RequisitePro
Rational SODA
Rational Clercase/Clearquest




                                                                                       166
                                     Number, type (individual, site, etc…),
Software licenses                                                              Number of users
                                     version of licences                      (for development)
CVS
MS Visual Source Safe
MS-Office
ACROBAT
Frontpage
Internet Explorer
Firefox
MS-Project
OMNIPAGE
SAS
FAME
TROLL
BEA Portal
ArcGIS (Arc View, Info, IMS, SDE…)
(complete with other tools)




                                                                                    167
Annex III.4:      Case studies of lot 2 and its annexes
     Annex III.4a: Vision document                              182

     Annex III.4b: Software Development Plan                    203

     Annex III.4c: Software Architecture Document               217




                                                          168
                     Annex III.4:           Case studies of lot 2

                 Lot 2 "Websites, web content management systems and
                               other computer services"

                        "Information system development"
                     Case study 1 (Content management system)


 1.    OBJECTIVES
The goal of this case study is to allow Tenderers to demonstrate how they would develop
an IT system using the Unified Process (UP) methodology in a cost effective way. More
specifically, Tenderers are requested to simulate the process of developing a Web
Content Management System (WCMS) to be used by the units of the Directorate General
of Justice, Freedom and Security (DG JLS) to organize and manage the content of their
stakeholders and user communities (web portals, web sites, intranet applications,
discussion forums, etc.). Typical fields and programs under DG JLS responsibility are:
     Integration policies and best practices
     Immigration policies
     Asylum policies, best practices and systems
     Resources for combating violence against children, young people and women
     European Refugee Fund
     …

Additional information on the policy areas in which DGJLS is active can be found by
following this link: http://ec.europa.eu/justice_home/fsj/intro/fsj_intro_en.htm

Also, examples of web sites to support the aforementioned policies can be found on the
DG JLS pages on Europa
(http://ec.europa.eu/justice_home/web/intro/web_intro_en.htm).

It is important to state that this exercise is a simulation for the purpose of technical
evaluation only and it does not mean that DG JLS will actually ask for the development
of such a system as a result of this call for tender.

 2.    DESCRIPTION OF SYSTEM'S CORE MODULES

The WCMS will offer the functionalities, grouped by modules, which are described
below. Tenderers are invited to propose their own modular approach by potentially
grouping the required features in a different way. Please refer to the terminology page
for definitions.

2.1.Content publishing or delivery

For many organizations, the main focus of their web application platforms is to deliver
content through whatever channels and whatever formats and languages the enterprise
requires.



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o Aggregator: publishing syndicated content

   The news aggregator is a powerful on-site news reader that can gather fresh
   content from news sites and web logs around the web and make it available from
   the site.

   Users can view the latest news chronologically in the main news aggregator
   display or by source.

   The administrator can add, edit, and delete feeds and choose how often to check
   each individual feed for updated news. He can also tag individual feeds with
   categories, offering selective grouping of some feeds into separate displays.
   Listings of the latest news for individual sources or categorized sources can be
   enabled as blocks for display in the sidebar through the block administration
   page.

o Block: controlling content in the sidebars

   Blocks are the boxes of related/grouped data that are visible in the left and/or
   right sidebar(s) of the site. They can also be placed anywhere on a page using
   regions. These are usually generated automatically by modules, but administrators
   can also create their own defined blocks.

   The sidebar each block appears in depends on both which theme is used (some
   are left-only, some right, some both), and on the settings in block management.

   The block management screen lets the administrator specify the vertical sort-
   order of the blocks within a sidebar.

   The block management screen also provides checkboxes and a configure link for
   customizing the visibility of individual blocks. A block's visibility depends on:

          The Enabled checkbox. Disabled blocks are never shown.
          The Throttle checkbox. Throttled blocks are hidden during high server
           loads.
          Page specific visibility settings. Individual blocks can be configured to
           only show/hide on certain pages.
          Custom visibility settings. Individual blocks can be configured so that
           users decide whether to show/hide certain blocks.
          Its function. Dynamic blocks (such as those defined by modules) may be
           empty on certain pages and will not be shown.


o Locale: multi-language support for all official EU languages

   The locale module allows the administrator to present the site in a language other
   than the default English. The administrator can use it to set up a multi-lingual
   web site or replace given built-in text with text which has been customized for the
   site. Whenever the locale module encounters text which needs to be displayed, it
   tries to translate it into the currently selected language. If a translation is not



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   available, then the string is remembered, so the administrator can look up
   untranslated strings easily.
   The locale module provides two options for providing translations. The first is the
   integrated web interface, via which the administrator can search for untranslated
   strings, and specify their translations. An easier and less time-consuming method
   is to import existing translations for any language. Translations for all official EU
   languages are available for download from the translation page.

o Menu: customize site navigation

   The menu module allows for customization of the menus. Menus appear in blocks
   on the site and are useful for providing navigation in it. The main menu for
   navigation is the navigation menu.
   On the administer menu page administrators can '''edit''' to change the title,
   description, parent or weight of the menu item. Menu items which are disabled
   are not deleted; they are merely not available for navigating the site in the sidebar
   menu block. The default menu items generated by the menu module cannot be
   deleted, only disabled.
   Using the '''add menu''' tab submit a title for a new custom menu. Once submitted,
   the new menu will appear in a list toward the bottom of the administer menu page
   underneath the main navigation menu.

o Node: the content

   All content on the website is stored and treated as "nodes." A node is any posting,
   such as a page, poll, story, forum text, or blog entry. Comments are not stored as
   nodes but are always tied to one.
   Treating all content as nodes allows the flexibility of creating new types of
   content. It also allows the administrator to painlessly apply new features or
   changes to all content.
   Behind the scenes, the nodes module manages these nodes. This module is what
   lets the administrator
       • list, sort through, and manage all the content on the site
       • set norms for how all posts are displayed
       • list and configure the "content types" for the site, and create new ones
   Offering "content types" is a way the system allows the administrator to have
   different kinds of nodes for different purposes. For example, a "story" is one kind
   of node, a "book page" another, and a "blog entry" yet another. The administrator
   can also create new content types of his own.

o Page: post static pages

   The page module allows users to create static pages, which are the most basic
   type of content. Pages can be collected in books via the book module. Users
   should create a page if the information on the page is static. An example would be
   an "about" page.
   When a page is created, a user can set authoring information, configure
   publishing options, whether readers will be able to post comments. They can also
   select the content type of the page (e.g., full HTML, filtered HTML, other…).
   The administrator can set the publishing default for a page (in its workflow): he
   can specify whether a page is by default published, sent to moderation, promoted


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   to the front page, sticky at the top of lists, and whether revisions are enabled by
   default. He can set the permissions that different user roles have to view, create,
   and edit pages.

o Profile: extending user account information

   The profile module lets users share information about them. The administrator
   sets up forms for them to fill in. Users tell about themselves by filling in those
   forms on the edit tab of their "My Account" page. And what each user tells will
   be visible to the rest of the users on the site, to the extent the administrator
   chooses when he designs the forms.

o Story: post static pages

   The story module is used to create a content post type called stories. Stories are
   articles in their simplest form: they have a title, a teaser and a body. Stories are
   typically used to post news articles or as a group blog.

   The story administration interface allows for complex configuration. It provides a
   submission form, workflow, default view permission, default edit permission,
   permissions for permission, and attachments.

o Tracker: viewing new and updated content

   The tracker module displays the most recently added or updated content to the
   website allowing users to see the most recent contributions. The tracker module
   provides user level tracking for those who like to follow the contributions of
   particular authors.

   The "recent posts" page is available via a link in the navigation menu block and
   contains a reverse chronological list of new and recently-updated content. The
   table displays the content type, the title, the author's name, and how many
   comments that item has received, and when it was last updated. Updates include
   any changes to the text, either by the original author or someone else, as well as
   any new comments added to an item. To use the tracker module to watch for a
   user's updated content, click on that user's profile, then the track tab.

o Upload: collaborate with files

   The upload module allows users to upload files to the site. The ability to upload
   files to a site is important for members of a community who want to share work.
   It is also useful to administrators who want to keep uploaded files connected to a
   node or page.

   Users with the upload files permission can upload attachments. The administrator
   can choose which post types can take attachments on the content type's settings
   page. Each user role can be customized for the file size of uploads, and the
   dimension of image files.




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2.2.   Collaboration services


    o Forum: create threaded discussions

       The forum module lets the administrator create threaded discussion boards, called
       forums, on the site. Forums are very useful because they allow community
       members to discuss topics with one another, and the discussions are archived for
       future reference.
       Topics, or threaded discussions, are posted to a forum. Each topic is comprised of
       an initial post and replies, or comments. Forum topics can have their own URLs.
       Multiple forums are often set up for different areas of discussion. Forums can also
       be placed inside other forums for a discussion area that is a subset of the parent
       forum, in which case they are often called child boards or forums.
       Containers can also be created to hold a group of forums. However, topics cannot
       be posted to containers, unlike parent forums. Both containers and forums can be
       placed inside other containers and forums. By planning the structure of the
       containers and forums well, the administrator makes it easier for users to find a
       discussion area of interest to them.
       Forum modules require Taxonomy and Comments modules to be enabled.

    o Contact: a way for users to get in touch

       The contact module helps people get in touch with one another and with the
       system's administrator.

       Through personal contact forms users can send one another e-mail. And through
       site-wide contact forms users can send e-mail to the system's administrator.

       With either form, users can specify a subject, write their message, and also have a
       copy of their e-mail sent to their own address.

       Through contact forms, users allow themselves to be contacted yet keep their own
       e-mail addresses private.

       Users (in their account settings) can turn their personal contact forms on or off.
       When their form is turned on, a contact tab appears in their user profile, for
       everyone to see. (Privileged users such as site administrators can contact even
       users who have turned their forms off.)

2.3.   Content repository

In general, the Content Repository consists of all the textual and graphical content that is
available to be delivered through the content delivery applications.

    o Categories (taxonomy): A way to organize content

       The categories module lets the administrators classify content into categories and
       subcategories, thus organizing the content on their site. For example, they could
       classify music by genre: classical, jazz, rock. And they might further classify
       "classical" into concertos, sonatas, symphonies, and so on. When users create new


                                                                                      173
       content, administrators can let them classify it (or even require them to do so)
       right when they create it.

       When users view a post to which a category has been assigned, the theme, along
       with the post, will generally show the name of the category (or categories) to
       which the post belongs. Each category's name appears as a link. And clicking on
       that link will bring users to a page showing the other posts of the same category.

    o Search: an internal site search system

       The search module lets users search for specific content on the site. They can
       search both for users and for particular words.

       With a regular search, if users enter more than one search term the search module
       will look for content that has all the terms they've entered. If instead they want
       either one term or another, they join the terms with "or." If they are looking for an
       exact phrase, they enclose it in quotation marks.

       With Advanced Search they can also look for "any of these words" or "this
       phrase," or both, they can rule out words they don't want, and they can choose
       content types within which to confine their search.

       The search engine indexes the text of the site and the names of the users. The
       administrator can tweak the way it does this.

2.4.   Workflows

An important aspect of any Web Content Management System is the set of workflows
that are used to oversee the content management process. A good workflow will attempt
to reflect the business process that any content project will go through before it is finally
published, coordinating the activities of content creators, approvers (or rejecters), editors,
managers and/or system administrators.

    o Book: structured document authoring

       A book is a set of pages tied together in sequence, perhaps with chapters,
       sections, subsections, and so on. Authors can use books for manuals, reports, site
       resource guides, Frequently Asked Questions (FAQs), or whatever they would
       like.

       Users who have permission can create a book and write, review, modify, or
       rearrange the pages. Many users can work together on a book. Authors can allow
       or disallow collaboration, to whatever extent they want.

       At the bottom of book pages, the system automatically provides links for moving
       to the previous page and the next, and a link labelled up that leads to the level
       above in the structure. A contents page is also automatically created.

       Authors can provide their users with a menu that helps them find their way
       around inside their books. They do this by enabling the book navigation block on
       the blocks page. (Users will see the menu only when viewing the book.)


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       The "books" link takes users to authors' books. The "book navigation" block helps
       users move around inside authors' books.

       On the books administration page, administrators can view a list of all the books
       on the site. For each book there's a link to an outline, from which to edit or delete
       pages or sections, change their titles, or change their weight (thus putting them in
       a different order).

    o Comment: allow comments on content

       The comment module creates a discussion board for each post. Users can post
       comments to discuss a forum topic, weblog post, story, collaborative book page,
       etc. The ability to comment is an important part of involving members in a
       community dialogue.

       An administrator can give comment permissions to user groups, and users can
       (optionally) edit their last comment, assuming no others have been posted since.

       Attached to each comment board is a control panel for customizing the way that
       comments are displayed. Users can control the chronological ordering of posts
       (newest or oldest first) and the number of posts to display on each page.

       Comments behave like other user submissions. Filters, smileys and HTML that
       work in nodes will also work with comments. The comment module provides
       specific features to inform site members when new comments have been posted.
       On sites with active commenting from users, the administrator can turn over
       comment moderation to the community.

2.5.   System administration and users' management

    o Help: context-sensitive guidance

       The help module displays context-sensitive help.

       Administrators cannot alter the help system. But module authors can make
       informative use of it. And modules can make help texts available to other
       modules.

    o Statistics: tracking referrers, page hits, etc.

       The statistics module keeps track of numerous statistics of site usage. It counts
       how many times, and from where each of the posts are viewed. The statistics
       module can be used to learn many useful things about how users are interacting
       with each other and with the site.

       Statistics module features
            Logs show statistics for how many times the site and specific content on
               the site has been accessed.
            Referrers tell from where visitors came from (referrer URL).
            Top pages show what's hot, what is the most popular content on the site.


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              Top visitors show the most active visitors for the site and allow the
               administrator to ban abusive visitors.
              Recent hits displays information about the latest activity on the site.
              Node count displays the number of times a node has been accessed in the
               node's link section next to # comments.

    o User: access and management settings.

        The user module allows users to register, login, and logout. Users benefit from
        being able to sign on because it associates content they create with their account
        and allows various permissions to be set for their roles. The user module supports
        user roles which can setup fine grained permissions allowing each role to do only
        what the administrator wants them to. Each user is assigned to one or more roles.
        By default there are two anonymous roles - a user who has not logged in, and an
        authenticated user who has signed up and who has been authorized.

        Users can use their own name or handle and can fine tune some personal
        configuration settings through their individual my account page. Registered users
        need to authenticate by supplying either a local username and password, or a
        remote username and password such as one from another JLS powered website. A
        visitor accessing the website is assigned a unique ID, the so-called session ID,
        which is stored in a cookie. For security's sake, the cookie does not contain
        personal information but acts as a key to retrieve the information stored on the
        server.

    o Watchdog: site monitoring

        The watchdog module monitors the system and records system events in a log
        that can be reviewed. This helps the administrator get a quick overview of activity
        on his site. Since the log records events in sequence, it can also be useful for
        debugging site errors.

        The watchdog log records errors, warnings, usage data, performance data, and
        operational information. The administrator can filter the entries ("Filter by
        message type") to view only a particular type of message.

2.6.    Important Notices

It should be noted that:

       Tenderers are asked to respect the minimum set of features described in the
        modules listed above and, only if they consider it necessary, to provide additional
        modules that could effectively contribute to the implementation of the requested
        System.
       Tenderers are allowed to group required system's features in a way other than
        described in the previous sections. It means that they can propose differently
        structured modules as part of their architecture.

       Tenderers are asked to provide their own solution based on products supported by
        the Commission's infrastructure. A list of these products is included in the



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       description of lot 2 but it is not exhaustive and may evolve in time. Also, an
       indicative list of currently used products is given in Annex 8.I.

3.     DEVELOPMENT METHODOLOGY

     (a)   Tenderers will detail the methodology they propose to use throughout the
           whole development process. It is required to apply a UP methodology for the
           purpose of this case study. Attention should be drawn to the fact that the
           Commission and DG JLS has chosen to use the Rational Unified Process
           (RUP) methodology. Hence, the contract which is going to be signed with the
           successful Tenderer will require the use of RUP@EC.


     (b)   Tenderers are asked to produce the following RUP artefacts to simulate the
           implementation of the Web Content Management System in question,
           namely:

                 Vision document
                 Software development plan
                 Software architecture document

           In the case of not having enough information for completing the above
           artefacts, the Tenderers are asked to make reasonable assumptions, especially
           concerning the scope and the organization of the project, the stakeholder
           requirements, the type and profile of the users of the system, etc.


           The templates of those artefacts can be found in the annexes 8.V to 8.VII.
           Tenderers are requested to strictly follow the maximum length indications for
           each chapter while keeping the same character font and size. Failure to do so
           will be considered as a major breach in quality.


     (c)   Tenderers will explain which tools they propose to use for each of the
           different phases of this sample case and for the different disciplines as well as
           their cost (examples could be tools for risk management, requirements
           collection, change management, test plans design, etc). The Tenderers can use
           their tools for producing the artefacts required by the UP methodology and to
           better organize their work. However, it must be noted that the Commission
           has acquired licenses to use a set of IBM Rational tools for analysis and
           development (described in the tendering specifications) and the Tenderers
           must be in the position to make use of them if requested by the Commission.


     (d)   Tenderers are requested to describe their pre-built modules as either open
           source or proprietary, those considered as ready-to-use, that could facilitate
           the development and reduce the implementation time and cost. They will
           explain how they propose to integrate them into the overall system's
           architecture.




                                                                                     177
           They are invited also to describe other relevant modules they are able to offer
           which could extend the functionalities of the system or its performances.
           Tenderers will explain what the impact of using those modules on project's
           resources will be and what cost reductions their usage will incur to such a
           development project (presumably the cost of building modules from scratch).

 4.    COST ESTIMATION METHODOLOGY

A detailed budget will be produced, broken down by role, by phase and by tasks. The
budget will be expressed in person-days and be presented as in the tables below:

Role                    # people                # working days        Sub total
Project manager         P1                      WD1                   P1 * WD1
Architect               P2                      WD2                   P2 * WD2
Role #3                 P3                      WD3                   P3 * WD3
Role #n                 Pn                      WDn                   Pn * WDn
TOTAL

Activity                                Project Mgr   Software           Profile or         Total
                                                      Architect          Role 1…n
Inception Phase
        Business Modelling
             Activities
           Requirements
             Activities
     Disciplines and Activities
Inception Phase total
Elaboration Phase
     Disciplines and Activities
Elaboration Phase total
Construction Phase
     Disciplines and Activities
Construction Phase total
Transition Phase
     Disciplines and Activities
Transition Phase total
Software Licenses
Other costs
Risk #1
Risk #n
Grand total


The list of roles can be found in the annexe 8.II.

It is crucial that Tenderers explain in an analytical way the methodology they use to
estimate their effort to build the system.




                                                                                      178
They will detail the license costs (if any) of the softwares that are necessary to build the
solution.

They will identify the risk factor for each of the risks identified for the project, translate
them into Person Days and add it to the total project cost.




                                                                                       179
 TERMINOLOGY

Block
Blocks are the navigational or content additions that generally live on the left or right
side of a page when you view it in your browser. Blocks are not nodes; they are just a
way of positioning data within a page.

Module
A module is a software entity that groups a set of (typically cohesive) subprograms and
data structures. Modules are units that can be compiled separately, which makes them
reusable and allows multiple programmers to work on different modules simultaneously.

Node
Almost all content in the system is stored as a node. When people refer to "a node" all
they mean is a piece of content within the system, it could be a poll, a story, a book page,
etc.

Permissions
Permissions control access to content creation, modification and site administration.
Administrators assign permissions to roles, and then assign roles to users. Anonymous
user is uid0.

Roles
Roles are sets of permissions that can be applied to individual users. Users can take on
more than one role.

Taxonomy
Taxonomy is the practice and science of classification. Taxonomies, which are
composed of taxonomic units known as taxa (singular taxon), are frequently hierarchical
in structure, commonly displaying parent-child relationships.

Template
A HTML-writer-readable file that is mostly HTML with special codes to substitute in
values provided by an engine.

Theme
In computing, a theme is a preset package containing graphical appearance details, used
to customize the look and feel of (typically) an operating system widget sets, or a
window manager.




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                                     Lot "Graphics"

                             Case Study 2 (new JLS website)


Directorate General Justice, Freedom and Security has decided to recreate its website
(http://ec.europa.eu/justice_home/index.htm) in order to refresh the visual appearance
and to offer the internet users a more coherent presentation of the information. To do
this, a study is required on the best way of reorganising this information as well as
suggestions for the architecture of the site and of the resulting navigational tools.
Furthermore, the website editor would like to completely review the newsroom and is
looking for a more attractive presentation and graphics. Moreover, a better support for
printing and for appliances such as blackberry is required.

The criteria to take into account are as follows:

       the respect of the IPG (http://ec.europa.eu/ipg/index.htm);
       the type of content presently available on the JLS site
        (http://ec.europa.eu/justice_home/index.htm). Particular attention should be paid
        to certain content, such as "information dossiers", which appear as mini-sites
        within the site itself;
       the tenderer will be free to choose the illustrations;
       as a general rule, the site is available in 3 languages (German, English and
        French).

The tenderer:

       will put together a dossier to support their tender and which explains how he
        thinks of reorganising the information on the site;
       will draw up a document explaining the new structure and navigation of the site;
       will create an html page of the new newsroom.

Reminder of the appraisal points:

       a demonstration of a good understanding of the JLS themes and the correct
        identification of the target public audience in the analysis of the proposed
        reorganisation and navigation (20 points);
       relevance of the proposed reorganisation and navigation (30 points);
       the quality of the graphics in the new newsroom on different internet browsers,
        on printing and on appliances such as blackberry (30 points);
       the technical quality of the HTML, CSS and Javascript. Respect of the IPG and
        WAI recommendations. Facility of maintenance and order of the different
        elements which go together to compose the HTML page (the banner, global
        navigation, navigation by theme, navigation of the page, information…) of the
        new newsroom (20 points).




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         Annexe III.4.a: Vision document

  EUROPEAN COMMISSION
  DIRECTORATE-GENERAL
  INFORMATICS
  Information systems Directorate




            European Commission
<Project Name> Vision Document



        Date:                       23/10/2006
        Version:                    0.000
        Authors:
        Revised by:
        Approved by:                [name of the System Owner or
                                    Project Steering Committee chair]
        Public:
        Reference Number:




                                                                 182
                                              TABLE OF CONTENTS

1. INTRODUCTION ....................................................................................................... 185

1.1. SCOPE...................................................................................................................... 185

1.2. VISION DOCUMENT GLOSSARY ...................................................................... 186

1.3. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS..................................... 188
1.4. REFERENCES ......................................................................................................... 188
1.5. OVERVIEW ............................................................................................................. 189
2. POSITIONING ............................................................................................................ 189

2.1. BUSINESS OPPORTUNITY .................................................................................. 189

2.2. PROBLEM/OPPORTUNITY STATEMENT ......................................................... 189

2.3. INFORMATION SYSTEM POSITION STATEMENT ......................................... 189

2.4. NEW OR UPDATED BUSINESS PROCESSES PROPOSED FOR

       AUTOMATION ...................................................................................................... 190

3. PROPOSED APPROACH .......................................................................................... 191

4. STAKEHOLDER AND USER DESCRIPTIONS ...................................................... 191

4.1. STAKEHOLDERS ................................................................................................... 192

4.2. USER ENVIRONMENT ......................................................................................... 194

4.3. KEY STAKEHOLDER OR USER NEEDS ............................................................ 194

4.4. ALTERNATIVES .................................................................................................... 196
                4.4.1. SYNERGIES WITH OTHER PROJECTS ......................................... 196
                4.4.2. <ALTERNATIVE A> ......................................................................... 196
                4.4.3. <ALTERNATIVE B> ......................................................................... 196
5. INFORMATION SYSTEM OVERVIEW .................................................................. 196

5.1. INFORMATION SYSTEM PERSPECTIVE .......................................................... 196

5.2. ASSUMPTIONS AND DEPENDENCIES .............................................................. 196

5.3. COST AND TIMING ............................................................................................... 197
                5.3.1. COST ................................................................................................... 197
                5.3.2. TIMING ............................................................................................... 198



                                                                                                                               183
       5.4. QUALITY RANGES AND INFORMATION SYSTEM
             REQUIREMENTS ........................................................................................... 198
                5.4.1. AVAILABILITY ................................................................................. 198
                5.4.2. USABILITY ........................................................................................ 198
                5.4.3. MAINTAINABILITY ......................................................................... 199
                5.4.4. APPLICABLE STANDARDS ............................................................ 199
                5.4.5. SYSTEM REQUIREMENTS ............................................................. 199
                5.4.6. PERFORMANCE REQUIREMENTS ................................................ 199
       5.5. LICENSING AND INSTALLATION ............................................................. 199
6. FEATURES ................................................................................................................. 200

7. PLANNED RESOURCES .......................................................................................... 202

8. CONSTRAINTS ......................................................................................................... 202

8.1. SECURITY CONSTRAINTS .................................................................................. 202

8.2. DATA PROTECTION CONSTRAINTS ................................................................ 202

8.3. OTHER CONSTRAINTS ........................................................................................ 202




                                                                                                                            184
                                       Document History

      Version     Date          Comment                                               Modified Pages




          [Clearly indicate the review by the System Owner or Project Steering Committee
          chair]
[General comment on this template: all paragraphs of this vision document are
mandatory unless explicitly stated otherwise. If a given paragraph is not applicable to
your Project/Information System please indicate ―Not applicable‖. If a given non-
optional paragraph cannot be completed, please provide a concise description of the
reason(s) for not being able to complete the paragraph]
[All paragraphs have an indicative maximum length. The maximum lengths are not
necessarily the result of best practices but an informed estimate by the author of the
template.]
[If the concerned project is a maintenance cycle of an existing Information System, only
the new functionality needs to be documented in this Vision Document. The previous
Vision Documents (and/or other documentation describing the existing Information
System) should be uploaded to GovIS30 and appropriate references to them should be
made in paragraph 0 1.4.       References]
[The vision document describes the full project even if it spans more than one financial
year. In case the project is funded from the common "Information Systems"
appropriations, the vision document should be submitted to the Corporate Project
Office (CPO) in year N for requesting budget of year N and an updated version of the
vision document should be submitted in year N+1 for requesting budget of year N+1. If
there are no changes to the vision document submitted in year N, a simple letter to the
CPO in year N+1 will suffice for requesting the funding of the project in year N+1]
     1.   INTRODUCTION
           [The introduction to the Vision document provides an overview of the entire
          document. It should include the purpose, scope, definitions, acronyms,
          abbreviations, references, and overview of this Vision document.]
          [The introduction, for example, could be:]
The purpose of this document is to collect, analyse, and define high-level needs and
features of the <<System Name>>. It focuses on the capabilities needed by the
stakeholders, and the target users, and why these needs exist. The details of how the
<<System Name>> fulfils these needs are detailed in the use-case and supplementary
specifications.



30    GovIS (http://applicationservers.cc.cec.eu.int/govisp/) enables decentralised acquisition and sharing of
      data about the Commission's Information Systems and IT projects.



                                                                                                          185
1.1.     Scope
         [Indicative maximum length: 1 page]
         [A brief description of the scope of this Vision document; what Business and/or
         IT project(s) it is associated with and anything else that is affected or influenced
         by this document.]
1.2.     Vision document glossary
            The glossary below provides the reader with an overview of terms (other than
            business and/or project terms which are defined in § 0 below) used throughout
            this vision document.



Term                     Description
CEAF                     The Commission Enterprise Architecture Framework. It
                         shows from each stakeholder‘s perspective (business or IT)
                         the blueprint of all aspects involved in constructing
                         information systems and how they relate.
COTS                     Commercial off-the-shelf products (hardware or software)
                         refers to readily available products that can be acquired
                         from the market (instead of being developed in-house).
CPO                      The Corporate Project Office – created by the Commission's
                         decision SEC(2004)1267. It is hosted by DIGIT and its
                         duties concern horizontal activities related to information
                         systems coordination in the Commission, including the
                         preparation and presidency of the Methodology,
                         Architecture and Portfolio management working group. Its
                         mandate is detailed in Annex 1 of the SEC(2004)1267
                         communication.
CTI-IS                   The Comité Technique Informatique-Information Systems –
                         created by the Commission's decision SEC(2004)1267. The
                         CTI-IS units all heads of information systems development in
                         the DGs. The Committee assures the interservice
                         coordination for all maters related to information systems in
                         the Commission. Its mandate is detailed in the
                         SEC(2004)1267 communication.
Data Centre              The Data Centre is often used to describe the services
                         offered by Directorate C of DIGIT and concerns the
                         provision of hosting facilities (infrastructure, hardware,
                         software, network, etc.) to run and operate the information
                         systems.
FTE                      Full-Time Equivalent. One FTE indicates the equivalent
                         work of one full-time person. A half FTE indicates the
                         equivalent work of a half-time person, and so on.
GovIS                    The Commissions IT Governance Information System.
                         GovIS (http://applicationservers.cc.cec.eu.int/govisp/). It
                         enables decentralised acquisition and sharing of data about
                         the Commission's Information Systems and IT projects.
Information System       A system, whether automated or manual, that comprises


                                                                                            186
                       people, machines, and/or methods organised to collect,
                       process, transmit, and disseminate data that represent user
                       information
ISSP                   The Information System Security Policy developed by DG
                       ADMIN/DS. The ISSP is a comprehensive security policy
                       indicating which security measures should be taken into
                       account when developing information systems.
MAP                    The Methodology, Architecture and Portfolio management
                       working group created by the Commission's decision
                       SEC(2004)1267. The MAP is a sub-group of the CTI-IS and
                       aims to ensure the operational coordination of information
                       system development in the Commission. It reports its
                       activities to the CTI-IS. Its mandate is detailed in Annex 1 of
                       the SEC(2004)1267 communication.
Programme              The term Programme often refers to the collection of
                       projects aimed towards the same goal (e.g. the ABAC
                       programme which comprised many projects to realise the
                       introduction of an accrual based accounting in the
                       Commission).
Project                Projects are performed by people, constrained by limited
                       resources, and planned, executed, and controlled. A project
                       is a temporary endeavour undertaken to create a unique
                       product or service. Temporary means that every project has
                       a definite beginning and a definite ending. Unique means
                       that the product or service is different in some distinguishing
                       way from all similar products and services. Projects are
                       often critical components of the performing organizations'
                       business strategy.
Stakeholder            An individual who is materially affected by the outcome of
                       the information system. Stakeholders of an information
                       system (amongst others) are : the business units, the users of
                       the system, the supplier of the system, etc.
SWOT Analysis          An analysis whereby the (internal) Strengths, (internal)
                       Weaknesses, (external) Opportunities and (external) Threats
                       involved in a project are being evaluated.
TCO                    Total Cost of Ownership. The TCO of an information
                       system defines the total estimated cost to develop the system,
                       to put it into production, to operate it, to support it, to
                       maintain it, to phase it out at the end, etc. The cost
                       estimation is as comprehensive as possible and should
                       include all costs from the very inception of the system until
                       its phase out.
[add any other terms    [description of the term]
required for the
readers to correctly
interpret the vision
document]




                                                                                         187
1.3.     Definitions, Acronyms, and Abbreviations
         [Indicative maximum length: 1 to 10 lines per definition]
         [This subsection provides the definitions of all terms, acronyms, and
         abbreviations required to properly interpret the Vision document. This
         information is a subset of the project's Glossary and/or the CEAF Business
         Glossary. For example]



                                  Data object Name




                                                                     Description (EN)




                                                                                            Description (FR)
             Domain31




       FINANCIAL        Commitment                   Commitment of the EU to pay an
                                                     amount.
       FINANCIAL        Invoice                      The invoice is 'any payment
                                                     demand' whatever the form of it:
                                                     cost claim, prefinancing request,
                                                     invoice
       FINANCIAL        Legal                        Legal base of the obligations and
                        Commitment                   rights between the commission
                                                     and another legal entity
       FINANCIAL        Legal Entity                 Legal entity which enters in
                                                     relation with the commission:
                                                     contractor (legal entity), supplier,
                                                     customer, beneficiary, person,…


1.4.     References
         [Indicative maximum length: ½ page]
         [This subsection provides a complete list of all documents referenced elsewhere
         in the Vision document. Identify each document by title, report number (if
         applicable), date, and publishing organisation. Specify the sources from which
         the references can be obtained. This information may be provided by reference to
         an appendix or to another document.]
         [IT GOV: all reference documents should be uploaded to GovIS and linked to the
         project to which this Vision document applies]




31   Domains momentarily apply to one of the following corporate domains: Document management,
     Other External (policy related), Financial, Human Resources, Other Internal (administration),
     Methodology (RUP), Portal (internal), Resource planning / reporting, Security, Data Warehouse.



                                                                                                               188
1.5.    Overview
        [This paragraph is optional] [Indicative maximum length: 10 lines]
        [This subsection describes what the rest of the Vision document contains and
        explains how the document is organised.]


  2.    POSITIONING
2.1.    Business Opportunity
        [Indicative maximum length: 1 page]
        [Briefly describe the business opportunity being met by this project.]
2.2.    Problem/Opportunity Statement
        [Indicative maximum length: ½ page]
        [Provide a statement summarising the problem being solved (or the opportunity
        addressed – adapt the title of this section accordingly) by this project. The
        following format may be used:]


       The problem of                          [describe the problem/opportunity]
       or (remove as appropriate)
       The opportunity
       affects                                 [the stakeholders affected by the problem
                                               or the stakeholders that will benefit from
                                               the opportunity addressed]
       the impact of which is                  [what is the impact of the
                                               problem/opportunity?]
       a successful solution would             [list some key benefits of a successful
       be                                      solution]




2.3.    Information System Position Statement
        [Indicative maximum length: ½ page]
        [Provide an overall statement summarising, at the highest level, the unique
        position the Information System intends to fill in the organisation. The following
        format may be used:]




                                                                                         189
        For                                             [target customer]
        who                                             [statement of the need or opportunity]
        the (Information System name)                   is a [Information System category32]
        that                                            [statement of key benefit; that is, the
                                                        compelling reason to realise the IS]
        unlike                                          [primary alternative]
        our Information System                          [statement of primary differentiation]
        Our Information System has a                    [Information System Security
        security classification                         Classification33]
          [An Information System position statement communicates the intent of the
          application and the importance of the project to all concerned personnel.]
2.4.      New or Updated Business Processes Proposed for Automation
          [Indicative maximum length: 1 to 10 lines per process]
          [IT GOV] [Identify the business processes affected by the new information
          system. This list is a subset of the CEAF Process Glossary. For example:]




32   This refers to the Information systems typology in the Commission defined in the annex 2 (§ 1) of the
     IT governance communication SEC(2004)1267

33   This refers to the Information System classification (Normal, High, Exceptional) defined in the
     Information System Security Policy – Part I (§ 2.3 and 2.4)



                                                                                                      190
                                                                    Description (EN)




                                                                                         Description (FR)
              Domain34




                                        Name
                          ID
          FINANCIAL       1   General ledger
          FINANCIAL       1.1 Payment                 The operational payment
                                                      process flow covers the
                                                      payment process starting from
                                                      receipt of cost statement,
                                                      invoice or request for payment
                                                      or other supporting document,
                                                      until payment execution
          FINANCIAL       1.2 Recovery Order          The operational recovery order
                                                      process flow covers the
                                                      receivables process starting
                                                      form forecast of revenue,
                                                      creation of recovery order until
                                                      effective recovery of the
                                                      principal amount and interests
                                                      for late payment if applicable

     3.    PROPOSED APPROACH
           [Indicative maximum length: 1 to 2 pages]
           [IT GOV][Summarise how the business problem will be solved. Include at least
           the following main elements : the project approach, the project's organisation
           (organisational structure, the phases, the outputs, the way the RUP lifecycle will
           be applied, etc.), the way the IT project will contribute to solving the business
           problem at hand, list the top-3 risks (or provide reference to the project's risk list
           (in annex to this vision document or in GovIS) and indicate how the project will
           tackle these risks, describe the accompanying measures the System Owner will
           put in place to implement the changing business processes and related business
           and/or organisational changes]


     4.    STAKEHOLDER AND USER DESCRIPTIONS
           [To effectively provide Information Systems and services that meet your
           stakeholders‘ and users' real needs, it is necessary to identify and involve all of
           the stakeholders as part of the Requirements modelling process. You must also
           identify the users of the system and ensure that the stakeholder community
           adequately represents them. This section provides a profile of the stakeholders
           and users involved in the project, and the key problems that they perceive to be
           addressed by the proposed solution. It does not describe their specific requests or

34    Domains momentarily apply to one of the following corporate domains : Document management,
      Other External (policy related), Financial, Human Resources, Other Internal (administration),
      Methodology (RUP), Portal (internal), Resource planning / reporting, Security, Data Warehouse.




                                                                                                            191
       requirements as these can be captured in a separate stakeholder requests
       artefact. Instead, it provides the background and justification for why the
       requirements are needed.]
4.1.   Stakeholders
       [Indicative maximum length: ½ page per stakeholder]
       [There are a number of stakeholders with an interest in the development. They
       are the future users but also non-user stakeholders. Present a list of all
       stakeholders including System Owner, System Provider, Steering Committee, end-
       users, etc...]
Name                Steering Committee
Description         [Describe the Steering Committee : members, president, etc.]
Responsibilities    The Steering Committee is responsible for monitoring the
                    correct execution of the project. The Steering Committee
                    defines the main orientations and co-ordinates the project's
                    main tasks. It validates the human and financial resources
                    allocated to the project and validates the main project
                    deliverables. All stakeholders should be represented in the
                    Steering Committee.
Success Criteria    [How does the Steering Committee define success?
                    How is the Steering Committee rewarded?]


Name                System Owner
Description         [Briefly describe the System Owner : who, DG/unit,
                    represented by, etc.]
Responsibilities    The System Owner is responsible for setting the business
                    objectives and priorities. He approves all management
                    milestones documents during the project (vision, business
                    case, acceptance criteria and testing, user manuals, etc.) and
                    commissions the new service and its accompanying
                    organisational and procedural changes. The system owner is
                    typically a Head of Unit or Director from the user
                    department. He/She usually chairs the Steering Committee.
Success Criteria    [How does the System Owner define success ?
                    How is the System Owner rewarded?]




                                                                                     192
Name                System Supplier
Description         [Briefly describe the System Supplier : who, DG/unit,
                    represented by, etc.]
Responsibilities    The System Supplier supplies the Information System that
                    will be put in place to solve the business problem. The
                    System Supplier ensures that this system is in line with the
                    requirements, timing and budget defined and agreed with the
                    System Owner and/or Steering Committee. The System
                    Supplier is typically the IT unit.
Success Criteria    [How does the System Supplier define success?
                    How is the System Supplier rewarded?]


Name                End-users
Description         [Briefly describe the end-users : who, DG/unit, represented
                    by, etc.]
Responsibilities    Describe the responsibilities of the end-users for this project.
Success Criteria    [How do the end-users define success?
                    How is the stakeholder rewarded?]


       [describe all other stakeholders of the project]


Name                [Name the stakeholder type (e.g. DG representative, Project
                    Owner, Production Manager, Designer, Citizen, employee,
                    accountant …)]
Description         [Briefly describe the stakeholder.]
Responsibilities    [Summarise the stakeholder's key responsibilities with
                    regard to the project and /or the system being developed; that
                    is, their interest as a stakeholder. For example, this
                    stakeholder:
                            - ensures that the system will be maintainable
                            - ensures that there will be a demand for the
                            Information System's features
                            - monitors the project's progress
                            - approves funding
                            - and so forth]
Success Criteria    [How does the stakeholder define success?
                    How is the stakeholder rewarded?]




                                                                                       193
4.2.     User Environment
         [Indicative maximum length: 1 to 2 pages]
         [Detail the working environment of the target user of the system. Here are some
         suggestions:
                User population (DG, COM, INST, EU&MS or ROW)? 35
                Number of people involved in completing the task? Is this changing?
                How long is a task cycle? Amount of time spent in each activity? Is this
                 changing?
                Which systems platforms are in use today? Future platforms?
                What other applications/IS do the users currently use for doing what they
                 have to do ? Does your application/IS need to integrate with them?
                 Provide this information from an end-user perspective. The technical
                 interfaces (or interfaces non-visible to the end-users) are described in § 0
                 5.1.    Information System Perspective
         This is where extracts from the Business Model could be included to outline the
         task and business workers involved, and so on.]
4.3.     Key Stakeholder or User Needs
         [Indicative maximum length: 1 to 10 lines per need]
         [List the key problems/opportunities with existing solutions as perceived by the
         stakeholder. Clarify the following issues for each problem or opportunity :
         •       What are the reasons for this problem/opportunity ?
         •       How is it solved now / Why is it an opportunity ?
         •       What solutions does the stakeholder or user want?]
         [It is important to understand the relative importance the stakeholder or user
         places on addressing each problem / opportunity. Ranking and cumulative voting
         techniques indicate problems/opportunities that must be addressed versus issues
         they would like to be addressed (potentially).




35   The user population may be DG (internal to the DG), COM (several DGs of the Commission), INST
     (internal to the Institutions), EU&MS (INST and the Member states) or ROW (particular or general
     public outside the Commission). It is assumed that these populations are nested, DG being the
     innermost and ROW being the most peripheral level. Indicate the outmost level.




                                                                                                 194
Need                                       Priority         Concerns36                   Current Solution   Proposed Solutions




36   « Concerns » does not mean « relates to » but in this case means « main worries »



                                                                                                                                 195
4.4.   Alternatives
       [Indicative maximum length: ½ page per alternative]
       [Identify alternatives the stakeholder perceives as available. These can include
       buying a COTS (Commercial Off-the-Shelf) product, building a home-grown
       solution or simply maintaining the status quo. List any known alternatives that
       exist or may become available. Provide the major strengths, weaknesses,
       opportunities and threats of each alternative as perceived by the stakeholder or
       end user (SWOT).]
       [IT GOV : consult GovIS .to ensure that the project is not about to develop
       something that has already been developed elsewhere that could be re-used. Use
       GovIS to check whether or not the new or updated business processes touched by
       the project are of a common nature and hence could be automated by seeking
       synergies with other DGs/projects]
4.4.1. Synergies with other projects
       [IT GOV : List the results of your GovIS investigations in this section.]
4.4.2. <Alternative A>
       [Provide the SWOT analysis of the first alternative]
4.4.3. <Alternative B>
       [Provide the SWOT analysis of the second alternative]
       [Etc.]
  5.   INFORMATION SYSTEM OVERVIEW
       [This section provides a high level view of the Information System, its
       capabilities, interfaces with other applications, and systems configurations. This
       section usually consists of five subsections, as follows:
       •        Information System perspective
       •        Assumptions and dependencies
       •        Cost and Timing
       •        Quality Ranges and Information System requirements
       •        Licensing and Installation]
5.1.   Information System Perspective
       [Indicative maximum length: 1 to 2 pages]
       [This subsection of the Vision document puts the Information System in
       perspective with any other related Information Systems and the user‘s
       environment. If the Information System is independent and totally self-contained,
       state it here. If the Information System is a component of a larger system, then
       this subsection relates how these systems interact and identifies the relevant
       interfaces between the systems. This could be a schematic representation]
5.2.   Assumptions and Dependencies
       [Indicative maximum length: ½ page]


                                                                                       196
         [List each of the factors that affects the features stated in the Vision document.
         List assumptions that, if changed, will alter the Vision document. For example,
         an assumption may state that a specific operating system will be available for the
         hardware designated for the software Information System. If the operating system
         is not available, the Vision document will need to be changed.]
5.3.     Cost and Timing
         [Indicative maximum length: ½ page]
         [For Information Systems developed in-house or purchased as a commercial
         package, cost and timing issues can directly impact the application's definition
         and implementation. In this section, record any cost and timing constraints that
         are relevant.]
5.3.1. Cost
         [IT GOV] [This section should describe the financing structure: budget lines,
         headings and amounts. Provide the total cost of ownership of the Information
         System (i.e. development, installation/deployment, operations, maintenance,
         training, support, etc.). Calculate the cost for all stakeholders (including costs –
         if any - for other DGs and/or external stakeholders).Provide at least the
         information requested in the table below – add further detail/justification if
         necessary]


       Expenditure                            Budget Line               Amount37
       Infrastructure38
       Development39
       Maintenance40
       Support41
       Training42
       Total



37   If you cannot provide an amount, provide at least a qualitative statement (e.g. 1 server with 4
     processors, 20 days of training, etc.)

38   Infrastructure : provide the total (anticipated) cost of the hardware and software required to develop,
     support, operate and maintain the system

39   Development : provide the total (anticipated) cost (human resources) for the development of the
     system

40   Maintenance : provide the total (anticipated) cost (human resources) in K€ per year to maintain the
     system

41   Support : provide the total (anticipated) cost (human resources) in K€ per year to support the system
     (e.g. helpdesk, operations, etc.)

42   Training : provide the total (anticipated) cost (human resources) to ensure the training of the users, the
     support and operations staff, etc.

                                                                                                           197
       Expenditure                            Budget Line               Amount37
       Total FTE officials43


                         be financed from the 'Information Systems' budget line, clearly
         [If the project is to
         indicate the budget claim. For example]
         The MAP and CPO are requested to provide a favourable opinion to finance
         [name of the project] for a total of [amount] from the Information Systems
         appropriations of [indicate budget year].
5.3.2. Timing
         [Provide an indicative timing specifying at least the end dates of the major
         phases of the project – add further detail/justification (if necessary)]
       Phase44                   End-date          Main subject45
       Inception
       Elaboration
       Construction
       Transition


5.4.     Quality Ranges and Information System Requirements
         [Indicative maximum length: 2 pages]
         [Define the quality ranges for robustness, fault tolerance, usability, and similar
         characteristics that are not captured in the Feature Set. For Information Systems
         that wish to be hosted at the Data Centre: make sure that the availability
         constraints and constraints related to the operation of the Information System can
         be met. Get advice and an opinion from the Data Centre and ensure that the
         ‗Information System Hosting Services – Guidelines' are taken into account]
5.4.1. Availability
         [Define the required level of availability. Provide a justification if the system
         requires a non-standard availability (i.e. availability outside working hours). For
         example:]
         The System shall be available during working hours (8.00 AM to 18.00 PM)
         Monday to Friday.
5.4.2. Usability
         [Define the required level of availability. For example:]

43   Total FTE officials : provide the total (anticipated) effort that will be spent by Commission officials on
     the project (in man-weeks, man-months or man-years).

44   Phase : these phases refer to the RUP phases and milestones. Please refer to
     http://www.cc.cec/CITnet/methodo/process/itrwkfls/iwf_iwfs.htm for a description of these phases and
     milestones.

45   Indicate the main content and work that will be done in these phases

                                                                                                           198
       [The System shall be easy-to-use and shall include search and on-line help
       facilities.]
5.4.3. Maintainability
       [Define the required level of maintainability. For example:]
       [The System shall be designed for ease of maintenance. All data should be table-
       driven and modifiable without recompilation of the System.]
5.4.4. Applicable Standards
       [List all standards with which the Information System must comply. These can
       include legal, regulatory, communications standards (TCP/IP, ISDN), platform
       compliance standards (Windows, UNIX, and so on), quality or other standards
       (ISO, CMMI).
5.4.5. System Requirements
       [Define any system requirements necessary to support the application. These can
       include the supported host operating systems and network platforms,
       configurations, memory, peripherals, and companion software. For Information
       Systems that wish to be hosted at the Data Centre: make sure that the constraints
       can be met. Get advice and an opinion from the Data Centre and ensure that the
       ‗Information System Hosting Services – Guidelines‘ are taken into account.
       Indicate which Operating System (Unix, Windows, others), Application Server
       (ColdFusion, Weblogic, other), Database (Oracle), Search Engine (Verity K2)
       the system will use. Also indicate which network is to be used (Internet, SNET,
       Testa, others]
5.4.6. Performance Requirements
       [Use this section to detail performance requirements. Performance issues can
       include such items as user load factors, bandwidth or communication capacity,
       throughput, accuracy, and reliability or response times under a variety of loading
       conditions. For Information Systems that wish to be hosted at the Data Centre:
       make sure that the constraints can be met. Get advise and an opinion from the
       Data Centre and ensure that the ‗Information System Hosting Services –
       Guidelines‘ are taken into account. For example :]
       [The system shall support up to 2000 simultaneous users against the central
       database at any given time, and up to 500 simultaneous users against the local
       servers at any one time.
       The system shall provide access to the database with no more than a 10 second
       latency.
       The system shall complete 80% of all transactions within 2 minutes.]
5.5.   Licensing and Installation
       [Indicative maximum length: ½ page]
       [Licensing and installation issues can also directly impact the development effort.
       For example, the need to support serialisation, password security or network
       licensing will create additional requirements of the system that must be
       considered part of the development effort.


                                                                                         199
     Installation requirements may also affect coding or create the need for separate
     installation software.]
6.   FEATURES
     [Indicative maximum length: 1 to 10 lines per feature]
     [List and briefly describe the Information System features. Features are the high-
     level capabilities of the system that are necessary to deliver benefits to the users.
     Each feature is an externally desired service that typically requires a series of
     inputs to achieve the desired result. A CEAF Business Function is a feature. For
     example, a feature of a problem tracking system might be the ability to provide
     trending reports. As the use-case model takes shape, update the description to
     refer to the use cases.
     Because the Vision document is reviewed by a wide variety of personnel, the
     level of detail needs to be general enough for everyone to understand. However,
     enough detail must be available to provide the analysis team with the information
     they need to create a use-case model.
     To effectively manage application complexity, we recommend for any new system,
     or an increment to an existing system, that capabilities are abstracted to a high
     enough level (i.e. a maximum of 25 to 99 features). These features provide the
     fundamental basis for Information System definition, scope management, and
     project management. Each feature will be expanded in greater detail in the use-
     case model.
     Throughout this section, each feature will be externally perceivable by users,
     operators or other external systems. These features should include a description
     of functionality and any relevant usability issues that must be addressed. The
     following guidelines apply:
     •     Avoid design. Keep feature descriptions at a general level. Focus on
           capabilities needed and why (not how) they should be implemented
     •     If you are using the Rational RequisitePro toolkit, all needs in the following
           table must be selected as requirements of type ―Need‖ for easy reference
           and tracking.
     •     Use the ‗Planned Release‘ column to indicate which feature will be
           included in which release of the System hence determining the precedence
           and priority of the features to be provided]




                                                                                       200
Need   Priority   Features   Planned release




                                               201
  7.   PLANNED RESOURCES
       [Indicative maximum length: 1 page]
       [IT GOV] [This section describes the resources planned for development and
       operation.
       Summarise here the numbers and type of staff required, including any special
       skills or experience, scheduled by project phase.
       Describe how you will approach finding and acquiring resources needed for the
       project: staff and equipment.]
       [Include all resources required to run the project/Information System in all
       user/stakeholder groups including resources required in other DGs and/or
       external stakeholders (if any).]
  8.   CONSTRAINTS
8.1.   Security Constraints
       [Indicative maximum length: ½ page]
       [ISSP] [Provide a security statement and top level security requirements.]
8.2.   Data Protection Constraints
       [Indicative maximum length: ½ page]
       [Note any design constraints and dependencies related to the processing of
       personal data and the free movement of such data as described in Data
       Protection Regulation No 45/2001.]
8.3.   Other Constraints
       [This paragraph is optional] – [Indicative maximum length: ½ page]
       [Note any design constraints, external constraints or other dependencies.]




                                                                                      202
 Annex III.4.b: Software Development Plan


       EUROPEAN COMMISSION
       DIRECTORATE-GENERAL
       INFORMATICS
       Information systems Directorate




                 European Commission
<Project Name> Software Development Plan



             Date:                       31/03/2005
             Version:                    0.000
             Authors:
             Revised by:
             Approved by:
             Public:
             Reference Number:




                                                      203
                                              TABLE OF CONTENTS
1. INTRODUCTION ....................................................................................................... 207

1.1. PURPOSE ................................................................................................................ 207

1.2. SCOPE...................................................................................................................... 207

1.3. DEFINITIONS, ACRONYMS AND ABBREVIATIONS...................................... 207

1.4. REFERENCES ......................................................................................................... 207

1.5. OVERVIEW ............................................................................................................. 208

2. PROJECT OVERVIEW .............................................................................................. 208

2.1. PROJECT PURPOSE, SCOPE, AND OBJECTIVES ............................................. 208

2.2. ASSUMPTIONS AND CONSTRAINTS ................................................................ 208

2.3. PROJECT DELIVERABLES .................................................................................. 208

2.4. [ISSP] SENSITIVITY OF INFORMATION ........................................................... 208

2.5. [ISSP] SYSTEM IDENTIFICATION ...................................................................... 209

3. PROJECT ORGANISATION ..................................................................................... 209

3.1. ORGANISATIONAL STRUCTURE ...................................................................... 209

3.2. EXTERNAL INTERFACES .................................................................................... 209

3.3. ROLES AND RESPONSIBILITIES ........................................................................ 209

       [ISSP] SECURITY RULES OF BEHAVIOUR ..................................................... 213

       [ISSP] USER ROLES AND ACCESS REQUIREMENTS .................................... 213

       PROBLEM REPORTING, ESCALATION, AND ISSUE RESOLUTION ........... 213

3.4. COMMUNICATION ............................................................................................... 213

4. MANAGEMENT PROCESS ...................................................................................... 213

4.1. PROJECT ESTIMATES .......................................................................................... 213

4.2. PROJECT PLAN ...................................................................................................... 213
                4.2.1. PHASE PLAN ..................................................................................... 213
                4.2.2. PROJECT RESOURCING .................................................................. 214
                             4.2.2.1. STAFFING PLAN.............................................................. 214
                             4.2.2.2. RESOURCE ACQUISITION PLAN ................................. 214
                             4.2.2.3. TRAINING PLAN ............................................................. 214
                4.2.3. BUDGET ............................................................................................. 214
                                                                                                                               204
       4.3. ITERATION PLANS ....................................................................................... 214
       4.4. PROJECT MONITORING AND CONTROL ................................................. 214
                4.4.1. REQUIREMENTS MANAGEMENT PLAN ..................................... 214
                4.4.2. SCHEDULE CONTROL PLAN ......................................................... 214
                4.4.3. BUDGET CONTROL PLAN.............................................................. 214
                4.4.4. REPORTING PLAN ........................................................................... 214
                4.4.5. MEASUREMENT PLAN ................................................................... 214
                4.4.6. [ISSP] MANAGEMENT REPORTS .................................................. 215
       4.5. RISK MANAGEMENT PLAN........................................................................ 215
                4.5.1. [ISSP] SYSTEM SECURITY MEASURES ....................................... 215
       4.6. CLOSE-OUT PLAN ........................................................................................ 215
5. TECHNICAL PROCESS PLANS .............................................................................. 215

5.1. DEVELOPMENT CASE ......................................................................................... 215

5.2. METHODS, TOOLS AND TECHNIQUES ............................................................ 215

5.3. INFRASTRUCTURE PLAN ................................................................................... 216

5.4. PRODUCT ACCEPTANCE PLAN ......................................................................... 216

6. SUPPORTING PROCESS PLANS ............................................................................ 216

6.1. CONFIGURATION MANAGEMENT PLAN ........................................................ 216

6.2. EVALUATION PLAN............................................................................................. 216

6.3. QUALITY ASSURANCE PLAN ............................................................................ 216

6.4. SUBCONTRACTOR MANAGEMENT PLAN ...................................................... 216

7. ADDITIONAL PLANS .............................................................................................. 216

8. ANNEXES .................................................................................................................. 216




                                                                                                                            205
                      Document History

Version   Date   Comment                 Modified Pages




                                                          206
  1.   INTRODUCTION
       [The introduction of the Software Development Plan should provide an overview
       of the entire document. It should include the purpose, scope, definitions,
       acronyms, abbreviations, references, and overview of this Software Development
       Plan.]
1.1.   Purpose
       [Specify the purpose of this Software Development Plan.]
[ISSP] The following elements of ISSP will be documented in the Software Development
Plan,
    System Identification – see the chapter ―Project Overview‖
    Roles and Responsibilities – see chapter ―Roles and Responsibilities‖
    Sensitivity of Information – see chapter ―Project Overview‖
    Rules of Behaviour – see chapter ―Project Organisation‖
    Management Reports – see chapter ―Project Monitoring and Control‖
In this way these parts of the Software Development Plan constitutes part of the project
Security Plan for projects of type A, B, C and D.
1.2.   Scope
       [A brief description of the scope of this Software Development Plan; what
       Project(s) it is associated with, and anything else that is affected or influenced by
       this document.]
1.3.   Definitions, Acronyms and Abbreviations
       [This subsection should provide the definitions of all terms, acronyms, and
       abbreviations required to properly interpret the Software Development Plan.
       This information may be provided by reference to the project and/or the Business
       Domain Glossary.]
1.4.   References
       [This subsection should provide a complete list of all documents referenced
       elsewhere in the Software Development Plan. Each document should be
       identified by title, report number (if applicable), date, and publishing
       organisation. Specify the sources from which the references can be obtained.
       This information may be provided by reference to an appendix or to another
       document.
       For the Software Development Plan, the list of referenced artefacts should
       include:
          Iteration Plans
           Evaluation Plan (only if this is a separate plan - normally this is part of the
           Software Development Plan at Section 6.2)
          Subcontractor Management Plan only (if this is relevant)
       RUP@EC provides standards or guidelines for the following documents. These
       are used in this project. Any deviations to these are documented in the Software
       Development Plan:
                                                                                          207
          Quality Assurance Plan
          Problem Resolution Plan
          Product Acceptance Plan
          Configuration Management Plan
          Requirements Management Plan
          Measurement Plan
          Risk Management Plan
          Development Case


       If guidelines have been produced that are applicable to the project, they must
       also be referenced. There could be such guidelines as:
          Business Modelling Guidelines
          User Interface Guidelines
          Use-Case-Modelling Guidelines
          Design Guidelines
          Programming Guidelines
          Test Guidelines
          Manual Style Guide ]


1.5.   Overview
       [This subsection should describe what the rest of the Software Development Plan
       contains and explain how the document is organised.]


  2.   PROJECT OVERVIEW
2.1.   Project Purpose, Scope, and Objectives
       [A brief description of the purpose and objectives of this project and a brief
       description of what deliverables the project is expected to deliver.]
2.2.   Assumptions and Constraints
       [A list of assumptions that this plan is based and any constraints, for example.
       budget, staff, equipment, schedule, that apply to the project.]
2.3.   Project Deliverables
       [A tabular list of the artefacts to be created during the project, including target
       delivery dates.]
2.4.   [ISSP] Sensitivity of Information
       [ISSP][ For projects of type A, B, C and D, this chapter identifies the sensitivity
       of the system contents]
                                                                                             208
2.5.   [ISSP] System Identification
       [ISSP][ For projects of type A, B, C and D, this chapter contains the main
       identification characteristics of the system such as responsible organisation,
       system name, category, operational status, general description/purpose, planned
       security processes, controls and guidelines and work breakdown for security
       during development.]


  3.   PROJECT ORGANISATION
3.1.   Organisational Structure
       [Describe the organisational structure of the project team, including management
       and other review authorities. Include a description and composition of the
       project‘s Steering Committee.]
3.2.   External Interfaces
       [Describe how the project interfaces with external groups. For each external
       group, identify the internal and external contact names.]
3.3.   Roles and Responsibilities
       [Identify the project organisational units that will be responsible for each of the
       disciplines, workflow details, and supporting processes.]
Role            Responsibility                               Name
Project Management
Project         Responsible for managing the overall
Manager         Project Management discipline.
                As described in the Rational Unified
                Process.
Management      Responsible for evaluating project planning
Reviewer        and project assessment artefacts at major
                review points in the project's lifecycle.
                As described in the Rational Unified
                Process.
Technical       Responsible for contributing feedback to the
Reviewer        review process. This role is involved in the
                category of review that deals with the
                technical review of project artefacts. This
                role is responsible for providing timely,
                appropriate feedback on the project
                artefacts being reviewed.
                As described in the Rational Unified
                Process.
Review          Responsible for facilitating formal reviews
Coordinator     and inspections, and ensuring that they
                occur when required and are conducted to a
                satisfactory standard.
                As described in the Rational Unified
                Process.
[ISSP] LISO     a) Liaison with the SD on security issues
                related to the project/service,
                                                                                         209
                  b) advising the Project/Service Owner and
                  Manager, and System Supplier on security
                  issues
                  c) supervising and auditing the security-
                  related activities and controls
Business Modelling
Business-         Responsible for defining the business
Process Analyst architecture and for defining the business
                  use cases and actors, and how they interact.
                  As described in the Rational Unified
                  Process.
Business          Responsible for specifying the workflow of
Designer          business use cases in terms of business
                  workers and business entities.
                  As described in the Rational Unified
                  Process.
Requirements
System Analyst    Responsible for leading and coordinating
                  requirements elicitation and use-case
                  modelling by outlining the system's
                  functionality and delimiting the system; for
                  example, identifying what actors exist and
                  what use cases.
                  As described in the Rational Unified
                  Process.
Requirements      Responsible for the details of one or more a
Specifier         parts of the system's functionality by
                  describing one or the aspects of the
                  requirements.
                  As described in the Rational Unified
                  Process.
Analysis and Design
Software          Responsible for the software architecture,
Architect         which includes the key technical decisions
                  that constrain the overall design and
                  implementation for the project.
                  As described in the Rational Unified
                  Process.
Designer          Responsible for designing a part of the
                  system, within the constraints of the
                  requirements, architecture, and
                  development process for the project.
                  As described in the Rational Unified
                  Process.
User Interface    Responsible for coordinating the design of
Designer          the user interface. User-interface designers
                  are also involved in gathering usability
                  requirements and prototyping candidate
                  user-interface designs to meet those
                  requirements.
                  As described in the Rational Unified
                  Process.
                                                                 210
Database         Responsible for designing the persistent
Designer         data storage to be used by the system.
                 As described in the Rational Unified
                 Process.
Implementation
Implementer      Responsible for developing and testing
                 components, in accordance with the
                 project's adopted standards, for integration
                 into larger subsystems. When test
                 components, such as drivers or stubs, must
                 be created to support testing, the
                 implementer is also responsible for
                 developing and testing the test components
                 and corresponding subsystems.
                 As described in the Rational Unified
                 Process.
Integrator       Responsible for planning the integration
                 and performing the integration of
                 Implementation Elements to produce builds.
                 As described in the Rational Unified
                 Process.
Test
Test Manager     Responsible for the test effort's success. The
                 role involves quality and test advocacy,
                 resource planning and management, and
                 resolution of issues that impede the test
                 effort
                 As described in the Rational Unified
                 Process.
Test Designer    responsible for defining the test strategy
                 and ensuring its successful implementation,
                 for identifying and defining the required
                 tests, for monitoring detailed testing
                 progress and results in each test cycle, for
                 evaluating the overall quality experienced
                 as a result of testing activities
                 As described in the Rational Unified
                 Process.
Tester           Responsible for the core activities of the test
                 effort, which involves conducting the
                 necessary tests and logging the outcomes of
                 that testing.
                 As described in the Rational Unified
                 Process.
Deployment
Deployment       responsible for planning the product's
Manager          transition to the user community, ensuring
                 those plans are enacted appropriately,
                 managing issues and monitoring progress
                 As described in the Rational Unified
                 Process.
Course           Responsible for developing training
                                                                   211
Developer        material to enable users to be taught how to
                 use the product.
                 As described in the Rational Unified
                 Process.
Graphic Artist   Responsible creates product artwork that is
                 included as part of the product packaging
                 As described in the Rational Unified
                 Process.
Technical        Responsible for producing end-user support
Writer           material such as user guides, help texts,
                 release notes, and so on.
                 As described in the Rational Unified
                 Process.
Configuration and Change Management
Change Advisor Responsible for the control of the new
Board (Steering requests, enhancement requests.
Committee)       Needs to be aware about the impact on the
                 project scope, cost and planning
                 This role is described as Change Control
                 Manager or Change Control Board in
                 Rational Unified Process.
Configuration    Responsible for providing the overall
Manager          Configuration Management (CM)
                 infrastructure and environment to the
                 product development team.
                 As described in the Rational Unified
                 Process.
Environment
Process          Responsible for equipping the project team
Engineer         with an efficient and leaning development
                 process, and to make sure that the team
                 members are not hindered in doing their
                 jobs
                 As described in the Rational Unified
                 Process.
Tool Specialist  Responsible for the supporting tools on the
                 project. This includes selecting and
                 acquiring tools. The Tool Specialist also
                 configures and sets up the tools, and verifies
                 that the tools work.
                 As described in the Rational Unified
                 Process.
System           Responsible for maintaining the
Administrator    development environment, both hardware
                 and software, system administration,
                 backup, and so on.
                 As described in the Rational Unified
                 Process.




                                                                  212
[ISSP] Security Rules of Behaviour
       [ISSP] [For projects of type A, B, C and D, this part includes security-relevant
       rules that clearly delineate responsibilities of and expectations for all individuals
       with access to the system. The rules should address such issues as dial-in access,
       copyright protections, and individual accountability and should state the
       consequences of non-compliance]
[ISSP] User Roles and Access Requirements
       [ISSP] [For projects of type A, B, C and D, this part describes the security
       relevant roles and access requirements.]
Problem Reporting, Escalation, and Issue Resolution
       [Define how process problems will be reported and escalated, and the process to
       be followed to achieve resolution]
       [Any deviation from the standard RUP@EC Problem Resolution Plan concerning
       problem reporting, escalation and issue resolution should be described here.]
        [ISSP][For projects of type A and B: provide the Incident Handling Plan that defines the
       organisational structure, procedures and resources that should be used for handling security
       incidents.]
3.4.   Communication
       [Describe how the project will communicate project information : web site,
       newsletter, …]


  4.   MANAGEMENT PROCESS
4.1.   Project Estimates
       [Provide the estimated cost and schedule for the project, as well as the basis for
       those estimates, and the points and circumstances in the project when re-
       estimation will occur.]
4.2.   Project Plan

4.2.1. Phase Plan
       [Include the following:
           Work Breakdown Structure (WBS)
           a timeline or Gantt chart showing the allocation of time to the project phases
           or iterations
           identify major milestones with their achievement criteria
           a brief description of each software release and whether it‘s demo, beta, etc
          Diagrams or tables showing target dates for completion of iterations and
           phases, release points, demos, and other milestones]




                                                                                                      213
4.2.2. Project Resourcing
4.2.2.1.        Staffing Plan
       [Identify here the numbers and type of staff required, including any special skills
       or experience, scheduled by project phase or iteration.]
4.2.2.2.        Resource Acquisition Plan
       [Describe how you will approach finding and acquiring resources needed for the
       project : staff and equipment.]
4.2.2.3.        Training Plan
       [List any special training project team members will require, with target dates for
       when this training should be completed.]
4.2.3. Budget
       [Allocation of costs against the WBS and the Phase Plan.]
4.3.   Iteration Plans
       [Iteration plans can be enclosed in this section or in separate Iteration Plan
       documents.]
4.4.   Project Monitoring and control

4.4.1. Requirements Management Plan
           The project will follow the standard RUP@EC Requirements Management
           Plan.

       [Any deviation from the standard plan should be described here.]
4.4.2. Schedule Control Plan
       [Describes the approach to be taken to monitor progress against the planned
       schedule and how to take corrective action when required.]
4.4.3. Budget Control Plan
       [Describes the approach to be taken to monitor spending against the project
       budget and how to take corrective action when required.]
4.4.4. Reporting Plan
       [Describes internal and external reports to be generated, and the frequency and
       distribution of publication.
       Various reports of security planning activity are required and procedures to
       produce them must be documented in this part]
4.4.5. Measurement Plan
           The project will follow the standard RUP@EC Measurement Plan.

       [Any deviation from the standard plan should be described here.]




                                                                                        214
4.4.6. [ISSP] Management Reports
       [ISSP] [For projects of type A, B, C and D, various reports of security planning
       activity are required and procedures to produce them must be documented in this
       part.]
4.5.   Risk Management plan
           The project will follow the standard RUP@Ec Risk Management Plan.

       [Any deviation from the standard plan should be described here.]


4.5.1. [ISSP] System Security Measures
       [ISSP] [For projects of type A, B, C and D, the System Security Measures, which
       describe the control measures used to mitigate the system risks, such as
       management, personnel, acquisition / implementation, operations, security
       administration, computer security and system architecture/integrity control must
       be documented here.]
4.6.   Close-out Plan
       [Describe the activities for the orderly completion of the project, including staff
       reassignment, archiving of project materials, post-mortem debriefings and
       reports etc.]
  5.   TECHNICAL PROCESS PLANS
5.1.   Development Case
           The project will follow [indicate whether the project will follow the Standard
           Development Case or the Maintenance Development Case]

       [+Any deviation from the above-mentioned development case should be
       described here.]
5.2.   Methods, tools and techniques
       [Lists the documented project technical standards, etc., by reference:
          Business Modelling Guidelines
          User Interface Guidelines
          Use-Case-Modelling Guidelines
          Design Guidelines
          Programming Guidelines
          Test Guidelines
          Manual Style guide]




                                                                                         215
5.3.   Infrastructure Plan
       [Enclosed by reference]
5.4.   Product Acceptance Plan
          The project will follow the standard RUP@EC Product Acceptance Plan.

       [Any deviation from the standard plan should be described here.]


  6.   SUPPORTING PROCESS PLANS
6.1.   Configuration Management Plan
          The project will follow the standard RUP@EC Configuration Management
          Plan.

       [Any deviation from the standard plan should be described here.]
6.2.   Evaluation Plan
       [Part of the Software Development Plan, this describes the project‘s plans for
       product evaluation, and covers the techniques, criteria, metrics, and procedures
       used for evaluation— this will include walkthroughs, inspections, and peer
       reviews. Note that this is in addition to the Test Plan which is not enclosed in the
       Software Development Plan.]
6.3.   Quality Assurance Plan
          The project will follow the standard RUP@EC Quality Assurance Plan.

       [Any deviation from the standard plan should be described here.]
6.4.   Subcontractor Management Plan
       [If the project is highly dependent on subcontractors, the subcontractor
       management plan shall describe how to manage these dependencies. The
       subcontractor management plan can also include the financial management of
       subcontractors.
       It the project does not employ subcontractors this section is not applicable.]
  7.   ADDITIONAL PLANS
       [Additional plans if required by contract or regulations.]
  8.   ANNEXES
       [Additional material of use to the reader of the SDP.]




                                                                                         216
Annex III.4.c: Software Architecture Document




                                                217
     EUROPEAN COMMISSION
     DIRECTORATE-GENERAL
     INFORMATICS
     Information systems Directorate




             European Commission
<Project Name> Software Architecture
            Document



           Date:                       18/01/2006
           Version:                    0.000
           Authors:
           Revised by:
           Approved by:
           Public:
           Reference Number:




                                                    218
                                           TABLE OF CONTENTS
1. INTRODUCTION .......................................................................................................222

1.1. PURPOSE .................................................................................................................222

1.2. SCOPE ......................................................................................................................222

1.3. DEFINITIONS, ACRONYMS AND ABBREVIATIONS ......................................222

1.4. REFERENCES .........................................................................................................222

1.5. OVERVIEW .............................................................................................................222

2. ARCHITECTURAL REPRESENTATION ................................................................222

3. ARCHITECTURAL GOALS AND CONSTRAINTS ................................................223

4. SECURITY ..................................................................................................................223

4.1. SECURITY OVERVIEW .........................................................................................223

4.2. PHILOSOPHY ..........................................................................................................223

4.3. SCOPE ....................................................................................................................2239

4.4. ASSUMPTIONS .......................................................................................................223

4.5. TRUSTED COMPUTING BASE.............................................................................223

4.6. ALTERNATIVE SECURITY DESIGNS ................................................................224

4.7. MAPPING OF FEATURES TO REQUIREMENTS ...............................................224

5. USE-CASE VIEW .......................................................................................................224

6. LOGICAL VIEW.........................................................................................................224

6.1. OVERVIEW .............................................................................................................224

6.2. ARCHITECTURALLY SIGNIFICANT DESIGN PACKAGES ............................224

6.3. USE-CASE REALIZATIONS..................................................................................224

7. PROCESS VIEW .........................................................................................................225

8. DEPLOYMENT VIEW ...............................................................................................225

9. IMPLEMENTATION VIEW ......................................................................................225

9.1. OVERVIEW .............................................................................................................225

9.2. LAYERS ...................................................................................................................225



                                                                                                                          219
10. DATA VIEW .............................................................................................................225

11. SIZE AND PERFORMANCE ...................................................................................225

12. QUALITY ..................................................................................................................226

13. SOFTWARE CARTOGRAPHY ...............................................................................227

14. SOFTWARE/BUSINESS FUNCTIONS MATRIX ..................................................228

15. TEST INTERFACE SPECIFICATION (OPTIONAL) .............................................229




                                                                                                                        220
                      Document History

Version   Date   Comment                 Modified Pages




                                                          221
  1.   INTRODUCTION
       [The introduction of the Software Architecture Document should provide an
       overview of the entire Software Architecture Document. It should include the
       purpose, scope, definitions, acronyms, abbreviations, references, and
       overview of the Software Architecture Document.]
1.1.   Purpose
This document provides a comprehensive architectural overview of the system, using
a number of different architectural views to depict different aspects of the system. It
is intended to capture and convey the significant architectural decisions which have
been made on the system.
        [This section defines the purpose of the Software Architecture Document, in
        the overall project documentation, and briefly describes the structure of the
        document. The specific audiences for the document should be identified, with
        an indication of how they are expected to use the document.]
1.2.   Scope
       [A brief description of what the Software Architecture Document applies to;
       what is affected or influenced by this document.]
1.3.   Definitions, Acronyms and Abbreviations
       [This subsection should provide the definitions of all terms, acronyms, and
       abbreviations required to properly interpret the Software Architecture
       Document. This information may be provided by reference to the project
       Glossary.]
1.4.   References
       [This subsection should provide a complete list of all documents referenced
       elsewhere in the Software Architecture Document. Each document should be
       identified by title, report number (if applicable), date, and publishing
       organization. Specify the sources from which the references can be obtained.
       This information may be provided by reference to an appendix or to another
       document.]
       [ISSP] [For projects of type A, B and C, reference to the Contingency Plan]
1.5.   Overview
       [This subsection should describe what the rest of the Software Architecture
       Document contains and explain how the Software Architecture Document is
       organized.]
  2.   ARCHITECTURAL REPRESENTATION
       [This section describes what software architecture is for the current system,
       and how it is represented. Of the Use-Case, Logical, Process, Deployment,
       and Implementation Views, it enumerates the views that are necessary, and
       for each view, explains what types of model elements it contains.]




                                                                                       222
  3.     ARCHITECTURAL GOALS AND CONSTRAINTS
         [This section describes the software requirements and objectives that have
         some significant impact on the architecture, for example, safety, security,
         privacy, use of an off-the-shelf product, portability, distribution, and reuse. It
         also captures the special constraints that may apply: design and
         implementation strategy, development tools, team structure, schedule, legacy
         code, and so on.]
         [ISSP] For projects of type A and B, the architecture of the system should take
         into account continuity provisions (Contingency Plan)]


  4.     SECURITY
       The content of this chapter concerns basically the security requirements and
       security design deliveries of ISSP.

4.1.     Security Overview
         [ISSP] [For projects of type A, B and C, this part gives an overview of the
         security system to be developed, describing the system purpose, boundaries,
         security purpose (in terms of availability, integrity, confidentiality and trust)
         and requirements.
         Note: ―security system to be developed‖ = security requirements]
4.2.     Philosophy
         [ISSP] [For projects of type A, B and C, the overall philosophy of protection
         must be described in terms of how the broad security features and techniques
         are intended to appropriately preserve the defined needs for availability,
         integrity, confidentiality and trust.]
4.3.        Scope
         [ISSP] [For projects of type A, B and C, the intended scope of security within
         the system must be described, including the extent to which existing
         Commission infrastructure will be expected to provide security services in
         framework of the Project/Service.]
4.4.     Assumptions
         [ISSP] [For projects of type A, B and C, a list of the primary assumptions that
         underlie the planned and / or actual security architecture must be given;
         European Commission Information Systems Security Policy Rev 023 III-68]
4.5.     Trusted Computing Base
         [ISSP] [For projects of type A, B and C, the totality of protection mechanisms
         within a computer system (known as trusted computing base) that are
         responsible for internally enforcing the security rules established to manage,
         protect, and distribute sensitive information, must be described.]




                                                                                         223
4.6.   Alternative Security Designs
       [ISSP] [For projects of type A, B and C, any alternative security designs
       considered must be presented.]
4.7.   Mapping of Features to Requirements
       [ISSP] [For projects of type A, B and C, in this part, a description must be
       given of how the planned / actual architecture will satisfy the defined security
       requirements. A mapping of each planned/actual security feature to the
       security requirements it is intended to satisfy must be included.]
  5.   USE-CASE VIEW
       [This section lists use cases or scenarios from the use-case model if they
       represent some significant, central functionality of the final system, or if they
       have a large architectural coverage - they exercise many architectural
       elements, or if they stress or illustrate a specific, delicate point of the
       architecture.]
  6.   LOGICAL VIEW
       [This section describes the architecturally significant parts of the design
       model, such as its decomposition into subsystems and packages. And for each
       significant package, its decomposition into classes and class utilities. You
       should introduce architecturally significant classes and describe their
       responsibilities, as well as a few very important relationships, operations, and
       attributes.]
       [CEAF] [This section should contain those parts of the Analysis Model and
       Design Model that can be used to develop the CEAF artefacts 'Logical Data
       Model' and 'System Design and Implementation'. Only the elements that are
       relevant at the CEAF level should be dealt with in this document.]
6.1.   Overview
       [This subsection describes the overall decomposition of the design model in
       terms of its package hierarchy and layers.]
6.2.   Architecturally Significant Design Packages
       [For each significant package, include a subsection with its name, its brief
       description, and a diagram with all significant classes and packages
       contained within the package.
       For each significant class in the package, include its name, brief description,
       and, optionally a description of some of its major responsibilities, operations
       and attributes.]
6.3.   Use-Case Realizations
       [This section illustrates how the software actually works by giving a few
       selected use-case (or scenario) realizations, and explains how the various
       design model elements contribute to their functionality.]
       [CEAF][The Use-Case Realizations of the project are a subset of the CEAF
       Application Flow.]


                                                                                       224
  7.   PROCESS VIEW
       [This section describes the system's decomposition into lightweight processes
       (single threads of control) and heavyweight processes (groupings of
       lightweight processes). Organize the section by groups of processes that
       communicate or interact. Describe the main modes of communication between
       processes, such as message passing, interrupts, and rendezvous.]
  8.   DEPLOYMENT VIEW
       [This section describes one or more physical network (hardware)
       configurations on which the software is deployed and run. It is a view of the
       Deployment Model. At a minimum for each configuration it should indicate
       the physical nodes (computers, CPUs) that execute the software, and their
       interconnections (bus, LAN, point-to-point, and so on.) Also include a
       mapping of the processes of the Process View onto the physical nodes.]
       [CEAF][The component diagram(s) of the project should be documented here
       at a level relevant for the CEAF]
  9.   IMPLEMENTATION VIEW
       [This section describes the overall structure of the implementation model, the
       decomposition of the software into layers and subsystems in the
       implementation model, and any architecturally significant implementation
       elements.]
       [CEAF][The deployment diagram(s) and implementation model of the project
       should be documented here at a level relevant for the CEAF. This serves as a
       basis for the CEAF artefacts 'Distributed System Architecture', 'Software
       Component to Distributed System Architecture' and 'Technology
       Architecture']
9.1.   Overview
       [This subsection names and defines the various layers and their contents, the
       rules that govern the inclusion to a given layer, and the boundaries between
       layers. Include a component diagram that shows the relations between layers.
       ]
9.2.   Layers
       [For each layer, include a subsection with its name, an enumeration of the
       subsystems located in the layer, and a component diagram.]
  10. DATA VIEW
       [A description of the persistent data storage perspective of the system.]
       [CEAF] [This section should contain those parts of the Data Model that are
       relevant at the CEAF level.]
  11. SIZE AND PERFORMANCE
       [A description of the major dimensioning characteristics of the software that
       impact the architecture, as well as the target performance constraints.]




                                                                                       225
12. QUALITY
   [A description of how the software architecture contributes to all capabilities
   (other than functionality) of the system: extensibility, reliability, portability,
   and so on.]




                                                                                   226
13. SOFTWARE CARTOGRAPHY
       [CEAF] [This software cartography can be published under the form of an information system inventory describing all existing
       information systems, their modules, the interfaces they offer, the business functions supported, the technology used, etc..
       Mandatory information:
       - Principal EC business domain and zone to which the information system belongs.
       - Name of the information system.
       - Name of the information system module.
       - Description of the information system/ information system module.
       - Supported business functions.
       - Business responsible (DG, Directorate, unit and/or name) of the information system.
       - Last modification, responsible and date for updating the artefact.
       For example:]
                                                                                                                            Responsible     Modified by
                                                                                                                               (DG /           (DG /
                                                                                                                            Directorate /   Directorate /
Domain         Zone            IS Name              IS Module          Description     Supported Function(s)   Interfaces   Unit / Name)    Unit / Name)
                                                                                     Create a customer,
                                                                                     Record a customer,
 CU         Customer     ERP                   CRM for Utilities                     Create a complaint
                         Laboratory
                         Information
 NT                      Management System
 NT                      SCADA System
 FIN        Customer     Billing Application
                                               Accounting                            Payroll, Treasury,
 FIN        Accounting   ERP                   application                           General Ledger
                                               Computerised
                                               Maintenance
              Work                             Management
 WK        Management    ERP                   System                                Create an outage




                                                                                                                                              227
   14. SOFTWARE/BUSINESS FUNCTIONS MATRIX
         [CEAF] [By describing the relationship between software modules and business functions, the software/business functions matrix links
         the functional and application perspectives of the CEAF. By doing so, it will propagate the traceability of the information from business
         processes to the software module level. For example: ]

                                              Domain               CU           CU           CU           NT            NT             NT            FIN
                                                                                           Contact      Outage       Leakage
                                               Zone             Customer     Customer      Center     management    management     Telecontrol   Payroll
                                                                Create a     Record a     Create a     Create an
                                        Business Function       customer     customer     complaint     outage          Billing
Domain       Zone        IS Name            IS Module
  CU       Customer     ERP           CRM for Utilities             X            X            X
                        Laboratory
                        Information
                        Management
 NT                     System
                        SCADA
 NT                     Systems                                                                                                         X
                        Billing
 FIN      Customer      Application                                                                                       X
 FIN      Accounting    ERP           Accounting Application                                                                                           X
                                      Computerised
            Work                      Maintenance
 WK      Management     ERP           Management System                                                    X




                                                                                                                                                 228
15. TEST INTERFACE SPECIFICATION (OPTIONAL)
   The Test Interface Specification provides a means of documenting the special
   requirements of the test effort that will place constraints or additional requirements on
   the design of the software. Where aspects of the system that do not normally have
   visibility must be observed, or where control of the software is required in a way not
   normally available through the standard interface, this may necessitate that
   specialized test interfaces be developed.




                                                                                         229
Annex III.5: Service Level Agreement (SLA)

   EUROPEAN COMMISSION
   DIRECTORATE-GENERAL
   Justice, Freedom and Security
   General Affairs Directorate
   Unit Budget and Control




                       Service level agreement

          (to be completed in details by the tenderer)




                                                         230
                 Instructions for completion of the SLA
This Service Level Agreement has to be completed by the tenderer, in conformance with the
Service Requirements document attached to the Tendering Specifications and the structure
provided herewith.
It should not overrule the terms and conditions defined by the draft framework contract and
the technical specifications.
The completed SLA is a key element of the offer, it accounts for the overall technical
evaluation.
The tenderer‘s proposal for a draft service agreement is considered as a formal commitment.
The contractor will be obliged to implement the proposed service elements and to apply the
procedures.
In case of award, the SLA proposed by the tenderer will become an annex to the Framework
contract to be signed. However, changes may be requested by both parties in order to adapt
the service level agreement. Changes have to be approved by the Commission and will be
enacted by a contract amendment.
Typically the size of the SLA should not exceed 16 A4 pages. When necessary, additional
details will be provided in Annex. Additional important documents that the tenderer proposes
in relation with its offer may be referenced and annexed.




                                                                                         231
                                     Document information
                                        Document History
Version        Revision        Author          Date    Description     Action47    Pages
     46          No




                                     Internal Quality Control
      Activity                       Name                   Function              Date

Technical review

Quality review

Authorisation


                                            Distribution List
              Name                           Organisation                  Job




46   Draft / Issue

47   Insert, Delete and/or Replace



                                                                                           232
                                                TABLE OF CONTENTS

SERVICE LEVEL AGREEMENT .................................................................................234

1.    INTRODUCTION ...................................................................................................234

1.1. SCOPE AND OBJECTIVES ..................................................................................234

1.2. APPLICABLE DOCUMENTS ...............................................................................234

2.    SERVICE: QUOTED TIME & MEANS AND FIXED PRICE .............................234

2.1. SERVICE ORGANISATION, INTERFACES, ROLES AND

      RESPONSIBILITIES ..............................................................................................234

2.2. APPLICATION OF PROJECT MANAGEMENT METHODOLOGY .................234

2.3. QUALITY OF MEASURES TO RESPECT PROJECT DEADLINES .................235

2.4. QUALITY OF DELIVERABLES ..........................................................................235

2.5. QUALITY OF TRAINING AND FOLLOW-UP OF CONSULTANTS ...............235

2.6. GUARANTEE TO GET PROJECTS COMPLETED. ...........................................235

2.7. QUALITY OF CONTINUITY IN SERVICE DELIVERY ...................................235

2.8. TENDERER'S INFORMATICS INFRASTRUCTURE FOR WORK IN THE

      CONTEXT OF THIS LOT. ....................................................................................235




                                                                                                                            233
                            Service Level Agreement

1.     INTRODUCTION
     1.1.    Scope and objectives

            The present Service Level Agreement (SLA) lays down the service organisation
            for the relevant lot of call for tender JLS/2007/A5/…, the measures taken to
            provide a good service quality, the judgment of the service quality and
            compensation / penalties and corrective measures to be taken in case the service
            quality is to be improved.

     1.2.    Applicable documents

            Call For Tenders JLS/2007/A5/…, Tendering Specifications, among others:

            -Model Framework contract

            -SERVICE REQUIREMENTS

            Other Reference documents

             - Contractor‘s proposal in reply to Call for Tenders JLS/2007/A5/…

2.     SERVICE: QUOTED TIME & MEANS AND FIXED PRICE
     2.1.    Service organisation, interfaces, roles and responsibilities.

            Describe the service organisation, interfaces, roles, responsibilities and line of
            reporting.

            This should include the full life cycle of the service, among others amendments to
            the framework contract, request processing, specific contract signature, project
            management, invoicing, complaints about the overall service etc.

            It should also indicate how this will work when subcontractors get involved and
            how it will work for the group of companies in case this is a joint offer.

            Describe how the tenderer will guarantee the correctness and accuracy of the
            proposed service organisation and their conformity with the service requests. In
            correspondence with the points hereafter, describe how the accuracy of the
            proposed profiles will be measured.

     2.2.    Application of project management methodology

            Describe how the proposed project management methodology (which was
            mentioned in 1.4.3 of the questionnaire) will be applied for fixed-price projects or
            quoted time and means projects at the premises of the tenderer. It should also
            indicate how this will be applied when subcontractors get involved and how it will
            be applied for the group of companies in case this is a joint offer.




                                                                                             234
2.3.    Quality of measures to respect project deadlines

       Describe what preventive measures will be taken to prevent project delays and
       what corrective measures and compensation is foreseen in case delays happen
       nevertheless.

       Justify the proposed management tools and methods to reach the deadlines.

2.4.    Quality of deliverables.

       Describe what preventive measure will be taken to ensure a high quality of the
       deliverables and what corrective measures and compensation is foreseen for bugs
       or deliverables not corresponding to the user requirements.

2.5.    Quality of training and follow-up of consultants

       Describe how training will be organised in order to keep the consultants expertise
       up to date in their domain. What type of training can the Commission expect that
       they will follow and how many days per year, with the condition that the cost of
       training is in charge of the tenderer and that training days can not be considered as
       working days for the Commission. Describe this for the different profiles and
       technologies. Also describe the issues dealing with certification.

       Describe how the tenderer will perform a follow-up of the consultants and of
       customer satisfaction and take corrective actions if necessary.

2.6.      Guarantee to get projects completed.

       Describe what guarantee is foreseen to make the Commission confident that
       projects will be completed and the compensation in case nevertheless the tenderer
       is unable or unwilling to finalise a project.

2.7.    Quality of continuity in service delivery

       Describe what measures the tenderer will take to avoid service interruptions and to
       minimise its impact if it occurs, during the execution of a specific contract but also
       for an extension of it covered by the same original request. Describe what free of
       charge hand-over period will be foreseen in case a service is interrupted. Describe
       what compensation is foreseen in case a suitable continuation is not found.
       Describe what the tenderer will do to avoid that a critical Commission project is
       impacted by an interruption of services. Whatever the tenderer describes here, as a
       minimum, the clauses mentioned in the formal contract apply.

2.8.    Tenderer's informatics infrastructure for work in the context of this lot.

       Describe the informatics infrastructure which will be set up in case the
       Commission requests work at the premises of the tenderer in the context of this lot.
       It should also indicate how this will work when subcontractors get involved and
       how it will work for the group of companies in case this is a joint offer. Explain
       the following elements: Hardware, software, security, administration tools, means
       of transmission to the Commission‘s services.



                                                                                          235
               Annex III.6: Schedule of prices for lot 2

  Lot 2 « Sites web, Systèmes Web de Gestion de Contenu (Web Content Management
                       Systems) et autres services informatiques »

                                      Bordereau de prix

                                   Remarques importantes

Comme les Conventions spécifiques seront conclues sur la base des bordereaux de prix, ceux-
ci devront être joints à l‘offre, remplis, datés et signés.
Le soumissionnaire complètera impérativement et dans son intégralité les bordereaux de prix
pour les services et matériels concernés. Les prix seront indiqués en euros, hors TVA. Un seul
montant par unité doit être indiqué.
S'agissant des modules préconstruits le soumissionnaire en présentera la liste dans le tableau
de la liste de prix, accompagnée de leur prix respectif et d'un descriptif en annexe afin, pour
chacun d'eux d'en préciser les caractéristiques et les fonctions.
Les tarifs indiqués dans les bordereaux de prix seront forfaitaires et comprendront tous les
frais généraux et ceux liés à l‘exécution des prestations de services, y compris l‘assurance
responsabilité civile et toutes les assurances obligatoires, mais à l‘exception des frais de
voyage et de séjour du Contractant qui, le cas échéant, seront remboursés selon les règles
relatives au remboursement de frais ("Article II.7 – Remboursements" du Contrat de services
type) et selon la liste des indemnités journalières ("Annexe IV – Frais de voyage et de séjour"
du Contrat de services type).
Aucune modification n‘est autorisée. Toute modification pourrait entrainer le rejet de l‘offre.
Exception: s'il en voit la nécessité, le soumissionnaire est autorisé à ajouter quelques
éléments aux bordereaux de prix, dans la limite de 20 pour cent du nombre d'éléments
déjà présents. Ces prix devront se conformer à la politique habituelle du soumissionnaire en
matière de tarification et être comparables aux prix en vigueur sur le marché pour le type de
services ou de matériels indiqué.
Dans le cas spécifique de technologies non encore envisageables ou disponibles actuellement,
la Commission européenne pourra le moment venu demander au Contractant des produits ou
des services complémentaires que le Contractant devra alors proposer au meilleur prix du
marché. Dans ce cas, le Contractant fera une proposition de prix correspondant à la structure
et au niveau de prix du bordereau de prix. Cette proposition fera l'objet d'un accord de la
Commission européenne.
Les prix devront toujours inclure, par défaut, la livraison des produits à la Commission
européenne à Bruxelles.
Une page papier ou web à rédiger ou à traduire signifie: 1 500 caractères sans espaces.
Enfin, quel que soit le volet dans lequel un métier (ou un matériel) est indiqué, celui-ci est
utilisable pour l'ensemble du lot et son prix vaut aussi pour l'ensemble du lot.




                                                                                             236
    Lot 2 « Sites web, Systèmes Web de Gestion de Contenu (Web Content Management
                         Systems) et autres services informatiques »

                                   Bordereaux de prix



 Firme: _____________________________________________________________

 Date: ______________________________________________________________

 Nom et signature: ____________________________________________________


                                       Analyse et étude



                         Description                           Coût unitaire

. Business Designer/Analyst                                … euros/personne/jour
. Senior System Analyst                                    … euros/personne/jour
. System Analyst                                           … euros/personne/jour
. Requirements Specifier                                   … euros/personne/jour
. IS Senior Consultant                                     … euros/personne/jour
. IS Consultant                                            … euros/personne/jour


                                       Développement



                         Description                           Coût unitaire

. Senior Implementer                                       … euros/personne/jour
. Implementer                                              … euros/personne/jour
. User Interface Designer                                  … euros/personne/jour
. Senior Software Architect                                … euros/personne/jour
. Software Architect                                       … euros/personne/jour
. Database Designer/Manager                                … euros/personne/jour
. Integrator                                               … euros/personne/jour
. Web Master                                               … euros/personne/jour


                                        Management



                         Description                           Coût unitaire



                                                                                   237
. chef de projet                                                     … euros/personne/jour
. Change Control Manager                                             … euros/personne/jour
. Configuration Manager                                              … euros/personne/jour
. Test Manager                                                       … euros/personne/jour
. Deployment Manager                                                 … euros/personne/jour
. Management Reviewer                                                … euros/personne/jour


                                      Production et Support



                           Description                                   Coût unitaire

. Technical Writer                                                   … euros/personne/jour
. Course Developer - User Assistance Person                          … euros/personne/jour
. Tester                                                             … euros/personne/jour
. Test Designer                                                      … euros/personne/jour


                                      Gestion de sites Web



                           Description                                   Coût unitaire

. rédacteur                                                          … euros/personne/jour
. technicien web                                                     … euros/personne/jour
. graphiste web                                                      … euros/personne/jour
. documentaliste                                                     … euros/personne/jour
Traduction

. de EN, FR ou DE vers EN, FR ou DE                                           … euros/page
. de EN, FR ou DE vers une autre langue                                       … euros/page
. d‘une autre langue vers EN, FR ou DE                                        … euros/page
. d‘une autre langue directement vers une autre langue                        … euros/page
. d‘une autre langue vers une autre langue via une langue relais              … euros/page


     Hébergement et maintenance de bases de données, recherche de cibles et envoi de
                                     documents



                           Description                                   Coût unitaire

Hébergement et maintenance d‘une base de données de
destinataires d‘informations de la Direction générale « Justice et
Affaires intérieures » en format Excel                               … euros/enregistrement
Encodage de données                                                  … euros/enregistrement


                                                                                              238
Création d‘une liste d‘envoi ad hoc à partir d‘une base                              … euros/enregistrement
Envoi en masse d‘un document par e-mail (avec, si nécessaire, tri
par version linguistique et pays)                                                       … euros/page/adresse
Envoi en masse d‘un document par fax (avec, si nécessaire, tri
par version linguistique et pays)                                                     … euros/page/numéro
Impression d‘étiquettes adressées générées à partir d‘une base                                … euros/unité
Constitution d‘une liste à partir de plusieurs listes existantes48                   … euros/enregistrement
Conversion de données d‘un format à un autre                                         … euros/enregistrement
Extraction de données et mise sur support (CD ou DVD-ROM)                            … euros/enregistrement


                                          Taux de majoration éventuel



                                  Description                                              Coût unitaire

Taux de majoration éventuellement applicable à une traduction
urgente en 24H                                                                                            +…%
Pour toute prestation impliquant des frais de personnel: taux de
majoration éventuellement applicable aux samedis, dimanches et
jours fériés, après accord de la Commission européenne                                                    +…%


                                              Modules Préconstruits



                                  Description                                              Coût unitaire

…                                                                                                               …
…                                                                                                               …
…                                                                                                               …


                        Eléments éventuellement ajoutés par le soumissionnaire49



                                  Description                                              Coût unitaire

…                                                                                                               …
…                                                                                                               …
…                                                                                                               …



 48   Par exemple constituer une liste de francophones à partir de listes de destinataires habitant plusieurs pays.
 49   Dans la limite de 20 pour cent du nombre d'éléments déjà présents.




                                                                                                                      239
Annex III.7: Proposed Framework service contract
             for lot 2 and its annexes
 Annex III.7a: List of services covered by the contract and price
                schedule                                                      268

 Annex III.7b: Power of attorney                                              269

 Annex III.7c: Identification form and legal entities                         271

 Annex III.7d: - Specification (Invitation to tender No [complete] of [complete]) 272
                 - Original archived at the Commission‘s premises
 Annex III.7e: - Contractor's tender (No [complete] of [complete])             273
                 - Original archived at the Commission‘s premises

 Annex III.7f: Specific contracts and order forms – Models                    274

 Annex III.7g: Financial guarantee – Model                                    275

 Annex III.7h: Performance guarantee – Model                                  277

 Annex III.7i: Service Level Agreement                                        278

 Annex III.7j: Daily travel and subsistence allowance for the contractor      279

 Annex III.7k: III – General terms and conditions for information technologies
               contracts                                                    281




                                                                                    240
                       EUROPEAN COMMISSION
                       DIRECTORATE-GENERAL JUSTICE, FREEDOM AND SECURITY


                       Directorate General Affairs




          PROPOSED FRAMEWORK SERVICE CONTRACT
                                CONTRACT NUMBER – [complete]
The European Community (hereinafter referred to as "the Community"),

represented by the Commission of the European Communities (hereinafter referred to as "the
Commission"),

which is represented for the purposes of the signature of this contract by Mr Tung-Laï
Margue, Director-General, Directorate General Justice, Freedom and Security,

                                                                                                  of the one part,

and

[official name in full]
[official legal form]
[statutory registration number]
[official address in full]
[VAT registration number]

(hereinafter referred to as "the Contractor50"), [represented for the purposes of the signature
of this contract by [name in full and function,]]

of the other part




50 In the case of a joint offer and provided the invitation to tender so specifies, the following clause should be
   added below the identification of the parties: ―The parties identified above and hereinafter collectively
   referred to as ‗the Contractor‘ shall be jointly and severally liable vis-à-vis the Commission for the
   performance of this contract‖.


                                                                                                                 241
                                       HAVE AGREED

the I Special Conditions, the II General Conditions and the III General Terms and
Conditions for Information Technologies Contracts below and the following Annexes:

Annex I        – List of Services covered by the Contract and schedule of prices.
Annex II       – Power of Attorney.
Annex III      – Identification form and Legal entities
Annex IV       – Tender Specifications (Invitation to Tender No [complete] of
                 [complete])
               – Original archived at the Commission‘s premises
Annex V        – Contractor's Tender (No [complete] of [complete])
               – Original archived at the Commission‘s premises
Annex VI       – Specific Contracts and Order forms – Models
Annex VII      – Financial guarantee – Model
Annex VIII – Performance Guarantee – Model
Annex IX       – Service Level Agreement
Annex X        – Daily travel and subsistence allowance for the Contractor
Annex XI       – III – General Terms and Conditions for Information Technologies
                 Contracts


which form an integral part of this contract (hereinafter referred to as ―the Contract‖).

-   The terms set out in the Special Conditions shall take precedence over those in the other
    parts of the Contract.
-   The terms set out in the General Conditions shall take precedence over those in the
    General Terms and Conditions for Information Technologies Contracts.
-   The terms set out in the General Terms and Conditions for Information Technologies
    Contracts shall take precedence over those in the Annexes.
-   The terms set out in the Contract shall take precedence over those in the Specific
    Contracts and Order Forms.
-   The terms set out in the Tender Specifications (Annex IV) shall take precedence over
    those in the Tender (Annex V).

Subject to the above, the several instruments forming part of this Contract are to be taken as
mutually explanatory. Ambiguities or discrepancies within or between such parts shall be
explained or rectified by a written instruction issued by the Commission; subject to the rights
of the Contractor under Article I.7 should he dispute any such instruction.




                                                                                             242
        

                                I – SPECIAL CONDITIONS


ARTICLE I.1 - SUBJECT

I.1.1       The object of the contract is the study, design, creation, maintenance and support of
            information systems specific to the activities of the European Union, particularly but
            not exclusively in the field of justice, freedom and security based on orders at fixed
            prices or QTMs. This mainly involves web content management and document
            management applications (portals, websites, search engines, etc.) but also cover other
            types of information system, typical examples of which are given below:
                 processing applications and data management;
                 Business Intelligence application;
                 data warehouses.

            The work could include the following (this list is not exhaustive and the
            Commission is not obliged to request all the services listed below):

            Development:
                project management;
                evaluation and introduction of new production tools (typically content
                 management, indexation and search tools);
                preliminary analysis, comparative analysis, gathering of user requirements,
                 feasibility studies;
                adapting and/or integrating existing systems or products;
                analysis and design, documentation (including technical documentation),
                 studies of security aspects, risk management;
                prototyping,      programming,      development,     migration,    installation,
                 customisation, hosting (temporarily during development, testing and
                 production);
                quality assurance, tests;
                installation of software products in various phases (development, testing,
                 production, etc.) upon request of the Commission in the computer centre
                 indicated (usually DIGIT or JLS's computer centre in Luxembourg);
                training (including technical training), assistance for end-users, support,
                 consultancy on information systems;
                design, production, hosting, maintenance, updating and/or day-to-day
                 management of websites;
                design, production, hosting, maintenance and/or updating of web applications;
                design, production, hosting, maintenance and/or regular updating of databases;
                design, production, hosting, maintenance and/or updating of content
                 management systems (some of which are based on Documentum and its starter
                 kit);
                design and adaptation of the general architecture of multilingual websites or
                 portals (Information Providers Guide (IPG) and its updates; see
                 http://ec.europa.eu/ipg/index.htm);



                                                                                               243
              taking part in meetings of the various internal Commission bodies dealing with
               its websites.

         Content management:
             database integration and encoding of data;
             updating and day-to-day management of websites;
             proof-reading;
             writing, translating, revising and adapting web content in all current and future
              official languages;
             graphic design, picture research, illustrations, design for websites;
             manipulation of documents such as images, photos, videos, reports, magazines,
              newsletters, memos, brochures, leaflets, notices, panels, web pages, and other
              types of documents, to adapt them to the web medium (usually in HTML
              format or as a PDF document);
             manipulation of documents such as web pages, images, photos, videos, reports,
              magazines, newsletters, memos, brochures, leaflets, notices, panels, web pages,
              and other types of documents, to adapt them and load them in Documentum;
             monitoring the quality of online documents (metadata, links, etc.);
             developing, introducing and managing statistical and interactive tools
              (notification, mailboxes, forums, discussions, online surveys, etc.) and
              producing a summary report on the operation of such interactive tools;
             organising and moderating forums, and then producing a summary report on
              the results;
             producing guides for information producers.

         Distribution/dissemination of information:
              creating, populating and updating databases;
              creating an ad hoc mailing list;
              mass mailing of documents by email or fax;
              printing labels;
              database integration and encoding of data.

I.1.2    Signature of the Contract imposes no obligation on the Commission to purchase.
         Only implementation of the Contract through Orders and Specific Contracts is
         binding on the Commission.
I.1.3    Once implementation of the Contract has been asked or has commenced, the
         Contractor shall reply and execute the tasks in accordance with all terms and
         conditions of the Contract.
I.1.4    The Contract does not confer on the Contractor any exclusive right to provide the
         services described in Annex I to the Commission.


The Contractor is selected as the [first, second, third] contractor for a multiple "cascade"
Framework Contract. The other Contractors selected on the basis of the classification
established during the evaluation of the offers are:
[names and addresses of the other Contractors]




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ARTICLE I.2 - DURATION

I.2.1   The Contract shall enter into force on the date on which it is signed by the last
        contracting party.
I.2.2   Under no circumstances may implementation take place before the date on which the
        Contract enters into force. Specific Contracts may under no circumstances be placed
        before the date on which the Contract enters into force.
I.2.3   The Contract is concluded for a period of 12 months with effect from the date on
        which it enters into force. This contractual period and all other periods specified in
        the Contract are calculated in calendar days unless otherwise indicated.
I.2.4   The Orders or Specific Contracts shall be returned, signed, before the Contract to
        which they refer expires.
        The Contract shall continue to apply to such Orders and Specific Contracts after its
        expiry, but no later than 6 months after it expires.
I.2.5   The Contract may be renewed up to three times, each time for a period of one year,
        only before expiry of the Contract and with the express written agreement of the
        parties. Renewal does not imply any modification or deferment of existing
        obligations.

ARTICLE I.3 - PRICES

I.3.1   The prices of this contract shall be as listed in Annex I.
I.3.2   Prices shall be expressed in Euro.
I.3.3   Prices shall be fixed and not subject to revision during the first year of duration of
        the Contract.
        From the beginning of the second year of duration of the Contract, each price may be
        revised upwards or downwards each year, where such revision is requested by one of
        the contracting parties by registered letter no later than 60 days before the
        anniversary of the date on which it was signed. The Commission shall purchase on
        the basis of the prices in force on the date on which Orders or Specific Contracts are
        signed. Such prices shall not be subject to revision.
        This revision shall be determined by the trend in the harmonised consumer price
        index "MUICP": (eurozone) published for the first time by the Office for Official
        Publications of the European Communities in the Eurostat monthly bulletin at
        http://www.ec.europa.eu/eurostat/.
        Revision shall be calculated in accordance with the following formula:


                                  I 
                        Pr  Po *  r 
                                  I 
                                   o


        where:



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             Pr = revised price;
             Po = price in the original tender;
             I o = index for the month corresponding to the final date for submission of tenders;
             I r = index for the month corresponding to the date of receipt of the letter
            requesting a revision of prices

I.3.4       In addition to the total amount specified in each Order or Specific Contract, travel,
            subsistence and shipment expenses of the Contractor shall be reimbursed in
            accordance with Article II.7, as shall other expenses provided for by the Tender
            Specifications throughout implementation of the Contract. The daily subsistence
            allowance referred to in Article II.7.4 (d) shall be determined in accordance with
            Annex IX. Moreover, the lodging expenses shall be reimbursed in accordance with
            Article II.7.1 up to a maximum amount determined in Annex VI.

ARTICLE I.4 – IMPLEMENTATION OF THE CONTRACT

Within 10 to 20 working days – depending on the complexity of the task required – of a
request for goods or services being sent by the Commission to the Contractor (the exact date
will be specified in the request), the Commission shall receive an offer.

Should the Contractor be unavailable, he shall give reasons for refusal within the same period
and the Commission shall be entitled to place the order with the next Contractor on the list.

Similarly, in the event of failure to observe this deadline or of disagreement on the offer
persisting even after discussion and negotiation, the Contractor shall be considered
unavailable and the Commission shall be entitled to place the order with the next contractor
on the list.

Finally, within 10 working days of an Order Form or Specific Contract being sent by the
Commission to the Contractor, the Commission shall receive it back, duly signed and dated.
In the event of failure to observe this deadline, the Contractor shall be considered unavailable
and the Commission shall be entitled to place the order with the next Contractor on the list.


ARTICLE I.5 – PAYMENT PERIODS

        In conformity with Article III.1.5.4 of the General terms and conditions for Information Technologies
        contracts, the invoicing procedures for the services, once accepted by the Commission, are as follows:

        FIXED-PRICE SPECIFIC CONTRACT

        Specify one of the two possibilities:

        Where this is an initial Specific Contract:

        Amounts in the Specific Contract over EUR 25 000:

           - Maximum of 30 % on receipt of first deliverable.




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           - 70 % on completion of the work, based on receipt advice slips accepted and signed by the
        Commission in accordance with the form annexed to the specific contract model (to be attached to the
        invoice)

        Where this is an extended Specific Contract, or for amounts in the Specific Contract below EUR 25 000:

           - 100 % on completion of the work, based on receipt advice slips accepted and signed by the
        Commission in accordance with the form annexed to the specific contract model (to be attached to the
        invoice)

        For work performed in instalments:

           - Payment by instalment for the deliverables specified in the technical annex, based on receipt advice
        slips accepted and signed by the Commission in accordance with the form annexed to the specific
        contract model (to be attached to the invoice)

        QUOTED T&M SPECIFIC CONTRACT

        Specify one of the two possibilities:

        Amounts in the Specific Contract over EUR 25 000:

           - at the end of each calendar quarter, on the basis of quotation forms duly completed and signed by
        both the Commission and the Contractor using the form annexed to the specific contract model. Duly
        completed Forms must be attached to the invoice.

           Amounts in the Specific Contract below EUR 25 000:

           - once the work has been completed, on the basis of quotation forms duly completed and signed by both
        the Commission and the Contractor using the form annexed to the specific contract model. Duly completed
        Forms must be attached to the invoice.

Payments under the Contract shall be made in accordance with Article II.5. Payments shall be
executed only if the Contractor has fulfilled all his contractual obligations by the date on
which the invoice is submitted. Payment requests may not be made if payments for previous
Orders or Specific Contracts have not been executed as a result of default or negligence on the
part of the Contractor.

I.5.1       Pre-financing

            For Orders or Specific Contracts whose total price is below 40,000 euros

            There shall be no pre-financing payment.

            For Orders or Specific Contracts whose total price is equal to or above 40,000
            euros

            The Contractor may request a pre-financing payment of 30% of the total price of the
            service, excluding travel and subsistence allowances for the Contractor and possible
            unforeseen expenses.




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I.5.2   Interim payment

        For Orders or Specific Contracts whose total price is below 40,000 euros

        There shall be no interim payment.

        For Orders or Specific Contracts whose total price is equal to or above 40,000
        euros

         For a service of less than six months, there shall be no interim payment.

         For a service of six months or more, the Contractor may request an interim
          payment of 30% of the total price of the service, excluding travel and subsistence
          allowances for the Contractor and possible unforeseen expenses.

        Requests for interim payment by the Contractor shall be admissible if accompanied
        either by an interim technical report in accordance with the instructions laid down in
        the Order or Specific Contract or by an acknowledgement of receipt of the service,
        provided by the Commission.

        In the case of a technical report, the Commission shall have 20 days from receipt to
        approve or reject the report, and the Contractor shall have 10 days in which to submit
        additional information or a new report.

        Within 30 days of the date on which the report is approved or the service is accepted
        by the Commission, an interim payment corresponding to 30% of the total amount
        referred to in the relevant Order or Specific Contract, excluding travel and
        subsistence allowances for the Contractor and possible unforeseen expenses, shall be
        made.

I.5.3   Admissible payments

        The balance shall be paid after services have been delivered by the Contractor and
        accepted by the Commission, within 30 days of the date of receipt of the relevant
        invoice.

        The request for payment of the balance shall be admissible if accompanied by:

         either the final technical report in accordance with the instructions laid down in
          the Order or Specific Contract or an acknowledgement of receipt of the service,
          provided by the Commission;

         statements of reimbursable expenses in accordance with Article II.7;

         the relevant invoices, indicating the reference number of the Contract and of the
          Order or Specific Contract to which they refer.

        In the case of a technical report, the Commission shall have 20 days from receipt to
        approve or reject the report, and the Contractor shall have 10 days in which to submit
        additional information or a new report.


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         Within 30 days of the date on which the report is approved or the service is accepted
         by the Commission, a final payment corresponding to the relevant invoices shall be
         made.

         [For Contractors established in Belgium, the orders shall include the following
         provision: ―En Belgique, l‘utilisation de ce bon de commande vaut présentation
         d‘une demande d‘exemption de la TVA n° 450‖ or an equivalent statement in the
         Dutch or German language. The Contractor shall include the following statement in
         his invoice(s): ―Exonération de la TVA, article 42, paragraphe 3.3 du code de la
         TVA‖ or an equivalent statement in the Dutch or German language.]

         [For Contractors established in Italy, the provisions of the Contract constitute a
         request for VAT exemption, provided the Contractor includes the following statement
         in his invoice(s): ―Operazione non imponibile ai sensi dell‘articolo 72, comma 3)
         paragrafo 3 del D.P.R. n. 633 del 26/10/1972 come modificato da ultimo dal D.L. n.
         323 del 20/06/1996 convertito in Legge n. 425 dell‘8/8/1996‖.]


I.5.4   Performance guarantee:

         A guarantee for an amount of € XXXXXX (2,5 % of the contract value) for the first
         contractor in the cascade, € XXXXX (0,25 % of the contract value) for the second
         contractor, € XXXX (0.025% of the contract value) for the third contractor may be
         requested by the Commission at the signature of the contract. It shall be issued by a
         bank, an authorised financial institution or a third party in favour of the Commission.

         Such a guarantee shall be released three months after payment of the balance of the
         last order or Specific Contract. It shall cover performance of the Contract in
         accordance with the terms set out in the Contract and notably with the terms set out
         in Annex IV. The Commission reserves the right to request an additional
         performance guarantee with respect to the Specific Contracts which proportionally
         represent a relevant value in relation to the Framework Contract.

I.5.5    Bank Account

         Payments shall be made to the Contractor‘s bank account denominated in Euro,
         stated in the Contractor‘s identification form set out in Annex III.

ARTICLE I.6 – BANK ACCOUNT

Payments shall be made to the Contractor‘s bank account denominated in Euro, identified as
follows:

         Name of bank: [complete]
         Address of branch in full: [complete]
         Exact designation of account holder: [complete]
         Full account number including codes: [complete]
         [IBAN code: [complete]]




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ARTICLE I.7 – GENERAL ADMINISTRATIVE PROVISIONS

Any communication relating to the Contract or to its implementation shall be made in writing
and shall bear the Contract and Order or Specific Contract numbers. Ordinary mail shall be
deemed to have been received by the Commission on the date on which it is registered by the
department responsible indicated below. Communications shall be sent to the following
addresses:

        Commission:
        European Commission
        Directorate-General "Justice, Freedom and Security"
        Directorate "General Affairs"
        Unit "Information and Communication"
        For the attention of the Head of Unit
        Office: LX 46 7/81
        1049 Brussels
        Belgium

        Contractor:
        Mr/Mrs/Ms [complete]
        [Function]
        [Company name]
        [Contact address in full]



ARTICLE I.8 - APPLICABLE LAW AND SETTLEMENT OF DISPUTES

I.8.1      The Contract shall be governed by the national substantive law of Belgium.

I.8.2      Any dispute between the parties resulting from the interpretation or application of the
           Contract which cannot be settled amicably shall be brought before the courts of
           Brussels.



ARTICLE I.9 – DATA PROTECTION

I.9.1      Any personal data included in or relating to the Contract will be processed in
           accordance with the requirements of Regulation (EC) 45/2001 of the European
           Parliament and the Council of 18 December 2000 on the protection of individuals
           with regard to the processing of personal data by the Community institutions and
           bodies and on the free movements of such data (OJ No L8, 12.1.2001, p. 1). The data
           will only be processed for the purposes of the performance, management and follow
           up of the Contract by the Contracting authority(ies) without prejudice to a possible
           transmission to the bodies in charge of a monitoring or inspection task in conformity
           with Community law. The Contractor may, upon request, obtain the communication
           of his personal data and rectify any inaccurate or incomplete personal data. Should
           the Contractor have any queries concerning the processing of his personal data, he


                                                                                               250
        shall address them to the Contracting authority(ies). As regards the processing of his
        personal data, the Contractor has a right of recourse at any time to the European Data
        Protection Supervisor (http://www.cc.cec/dataprotectionofficer/).

I.9.2   When processing personal data on behalf of the Contracting authority(ies) in the
        performance of the Contract the Contractor:

        (a)   shall act only on instructions from the Contracting authority(ies);

        (b)   shall comply with the obligations set out in Articles 21 and 22 of Regulation
              (EC) 45/2001 on the confidentiality and the security of processing unless, by
              virtue of Article 16 or Article 17(3), second indent, of Directive 95/46/EC, the
              Contractor is already subject to obligations with regard to confidentiality and
              security laid down in the national law of one of the Member States.

        Appropriate technical and organisational measures will be taken by the Contractor
        for the security of the processing in accordance with Article 22 of Regulation (EC)
        45/2001 and will have to be agreed between the Contractor and the Contracting
        authority(ies) in writing or in another equivalent form.

I.9.3   The Contractor shall comply with Council regulation (Euratom, EEC) N° 1588/90 of
        11 June 1990 on the transmission of data subject to statistical confidentiality to the
        Statistical Office of the European Communities (OJ No L151, 15.6.1990, p. 1).



ARTICLE I.10 – TERMINATION BY EITHER CONTRACTING PARTY

Either contracting party may, of its own volition and without being required to pay
compensation, terminate the Contract by serving six months formal prior notice. Should the
Commission terminate the Contract, the Contractor shall only be entitled to payment
corresponding to the services ordered and delivered before the termination date. On receipt of
the letter terminating the Contract, the Contractor shall take all appropriate measures to
minimise costs, prevent damage, and cancel or reduce his commitments. He shall draw up the
documents required by the Special Conditions for the Services rendered up to the date on
which termination takes effect, within a period not exceeding sixty days from that date.



ARTICLE I.11 – SPECIFIC DEROGATIONS TO III GENERAL TERMS AND
CONDITIONS FOR INFORMATION TECHNOLOGIES CONTRACTS

By way of derogation from Article 7.3.1 of the General Terms and Conditions for the
Information Technology Contracts, Quoted Time & Means work may be partially or totally
performed on-site (intra-muros) in agreement with the Commission, according to what is the
most appropriate in a particular situation.




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By way of derogation from III the General Terms and Conditions for Information Technology
Contracts, the following articles are hereby modified as follows:

III.2.2 Security

2.2.2 The contractor and its staff, when performing tasks for the Commission in execution of
this Framework contract, undertakes to comply with

–     the decision C(95) 1510 of 23 November 1995 of the Commission on protection of
      information system, its subsequent version, its implementing rules and the
      corresponding security notices, and
–     the Commission decision on security annexed to the decision 2001/844/EC, CECA,
      Euratom of the Commission of 29 November 2001 amending its internal rules of
      procedure, as well as all its subsequent versions

2.2.6. The Contractor shall take all appropriate steps for each Product to ensure that the data
and the magnetic media upon which they are stored are safely preserved. The Products
supplied shall not contain any mechanism (e.g. viruses) which could compromise their
availability, integrity or confidentiality or that of other Products. The cost of repairing the
damage caused by such a mechanism shall be borne by the Contractor.

III.2.4 Co-operation

2.4.1 The Contractor agrees to co-operate with other suppliers to make the Products work
with those of these other suppliers. It agrees to attend meetings called for that purpose by the
Commission.



ARTICLE I.12 – SPECIFIC PROVISIONS

1.12.1   TRAVEL

         For reimbursement of travel costs and daily allowances, the rules, regulations and
         rates of the Guide to Missions for officials and other servants of the European
         Commission, as indicated in Appendix A of Annex 2 of the tendering specification
         (questionnaire), shall be applied analogously.

         In case of travel to locations other than the normal locations of delivery (Brussels,
         Luxembourg) that is conducted on request of the European Commission, the
         contractor shall be entitled to invoice days of travel by using the applicable daily rate
         for the relevant profile.

1.12.2. ADDITIONAL SERVICES

         The Commission may exercise the option to increase the estimated market amount at
         a later stage via negotiated procedure with the contractor in accordance with Art.
         126.1.f. of the Implementing Rules of the Financial Regulation.




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1.12.3   NORMAL WORKING DAYS

         Commission on-duty days (such as Holy Thursday, the day following Ascension Day
         and the period from 27. to 31. December) shall be included in the normal working
         day as defined in Art. 1.1 of the General Terms and Conditions. In case the
         Commission requires service provision on these days, the normal day rate without
         any surcharge shall apply.



ARTICLE I.13 – SPECIFIC QUALITY STANDARDS AND IMPLEMENTATION

I.13.1   Specific quality standards and compensations / penalties as set out in the Service
         Level Agreement (Annex VIII) apply in addition to the quality standards and
         penalties described in Articles III.2.1 of the General Terms and Conditions for
         Information Technologies Contracts and Art. II.2.4 of the General Conditions of this
         Contract.

I.13.2   For time and means services, in case the tenderer is unable to provide a suitable
         person by the requested start date for three consecutive requests or for three
         requested start dates within a period of twelve months, whatever the requested
         profile, the tenderer who could not provide a suitable person, will be treated as if he
         were at the end of the cascade for all following requests during a period of 12 months
         : the first day of the period will be the day after the day on which the Contractor
         receives a registered letter with acknowledgment of receipt or equivalent, the last day
         included in the period will be the last day of the 12th calendar month following the
         start day. Before the end of the period, the contractor can already advance one
         position to the beginning of the cascade if during the period another contractor
         receives the "at end of cascade" treatment. The advancement will also be notified by
         registered letter and take effect on the start date of the period for the newcomer "at
         end of cascade". A period of two months, starting at the framework contract
         signature date, will be a "grace period". Inability to provide suitable persons for
         requests with a start date within this "grace" period, will not be taken into account.
         The changes to the cascade via this article will not have an impact on the
         performance guarantee that may have asked to the contractors at the start of the
         framework contract.



ARTICLE I.14 – SPECIFIC MAINTENANCE SECURITY RULES

Not applicable




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                           II – GENERAL CONDITIONS

ARTICLE II.1 - PROCEDURES FOR PERFORMING THE CONTRACT

II.1.1 Phases of execution of the Specific Contract

      Sending of the Specific Contract
        Whenever the Commission wishes services to be provided or goods to be supplied
        pursuant to the Contract, it shall send a Specific Contract to the Contractor, in
        duplicate, specifying the terms of the provision of services or supply of the goods,
        such as quantity, designation, quality, price, place of delivery and time allowed for
        delivery, in accordance with the conditions laid down in the Contract.
      Acknowledgment of the Specific Contract by the Contractor
        Within the period indicated in Article I.4, the Contractor shall return one original of
        the Specific Contract, duly signed and dated, thereby acknowledging receipt of the
        Specific Contract and acceptance of the terms.
      Delivery
      a)     Time allowed for delivery
             The time allowed for delivery shall be calculated in accordance with Article
             I.4.
      b)     Date, time and place of delivery
             The Commission shall be notified in writing of the exact date of delivery
             within the period indicated in Article I.4. All deliveries shall be made at the
             agreed place of delivery during the hours indicated in Article I.4.
             The Contractor shall bear all costs and risks involved in delivering the goods to
             the place of delivery.
      c)     Delivery note
             Each delivery shall be accompanied by a Delivery note in duplicate, duly
             signed and dated by the Contractor or his carrier, giving the Specific Contract
             number and particulars of the goods delivered. One copy of the Delivery note
             shall be countersigned by the Commission and returned to the Contractor or to
             his carrier.
        Certificate of conformity (or acceptance note)
        Signing of the Delivery note by the Commission, as provided for in subparagraph c)
        above, is simply an acknowledgment of the fact that the goods have been delivered
        and in no way implies conformity of the goods with the Specific Contract.
        Conformity of the goods delivered shall be evidenced by the signing of a certificate
        to this effect by the Commission no later than one month after the date of delivery,
        unless provision for a different period is made in the Special Conditions or in the
        General Terms and Conditions for Information Technologies Contracts.



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 Conformity shall be declared only where the conditions laid down in the Contract
 and in the Specific Contract are satisfied and the goods conform to the Annex I.
 Where, for reasons attributable to the Contractor, the Commission is unable to accept
 the goods, the Contractor shall be notified in writing at the latest by the deadline for
 conformity.
Conformity of the goods/services delivered with the Contract
a)     The goods/services delivered by the Contractor to the Commission must be in
       conformity in quantity, quality, price and packaging with the Contract and the
       relevant Specific Contract.
b)     The goods/services delivered must:
       -   correspond to the description given in Annex I and possess the
           characteristics of the goods/services supplied by the Contractor to the
           Commission as a sample or model;
       -   be fit for any specific purpose required of them by the Commission and
           made known to the Contractor at the time of conclusion of the Contract
           and accepted by the Contractor;
       -   be fit for the purposes for which goods/services of the same type are
           normally used;
       -   demonstrate the quality and performance which are normal in
           goods/services of the same type and which the Commission can reasonably
           expect, given the nature of the goods/services and taking into account any
           public statements on the specific characteristics of the goods/services
           made by the Contractor, the producer/service provider or his
           representative, particularly in advertising or on labelling;
       -   be packaged according to the usual method for goods/services of the same
           type or, failing this, in a way designed to preserve and protect them.
Remedy
a)     The Contractor shall be liable to the Commission for any lack of conformity
       which exists at the time the goods/services are verified.
b)     In the event of lack of conformity, without prejudice to Article II.4 regarding
       liquidated damages applicable to the total price of the goods/services
       concerned, the Commission shall be entitled:
       -   either to have the goods/services brought into conformity, free of charge,
           by repair or replacement;
       -   or to have an appropriate reduction made in the price.
c)     Any repair or replacement shall be completed within a reasonable time and
       without any significant inconvenience to the Commission, taking account of
       the nature of the goods/services and the purpose for which they are required by
       the Commission.
d)     The term ‗free of charge‘ in paragraph b) refers to the costs incurred to bring
       the goods/services into conformity, particularly the cost of carriage, labour and
       materials.




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      Assembly
       If required by Article I.1.2 of the Special Conditions, the Contractor shall assemble
       the goods delivered within a period of one month unless otherwise specified in the
       Special Conditions or in the General Terms and Conditions for Information
       Technologies Contracts.
       Any lack of conformity resulting from incorrect installation of the goods delivered
       shall be deemed to be equivalent to lack of conformity of the goods if installation
       forms part of the Contract and the goods were installed by the Contractor or under
       his responsibility. This shall apply equally if the product was to be installed by the
       Commission and was incorrectly installed owing to a shortcoming in the installation
       instructions.
      Services provided to goods
       If required by the Contract, services to goods shall be provided accordingly.


II.1.2 General provisions concerning goods
      a)   Packaging
           The goods shall be packaged in strong boxes or crates or in any other way that
           ensures that the contents remain intact and prevents damage or deterioration.
           Packaging, pallets, etc., including contents, shall not weigh more than 500 kg.
           Unless otherwise specified in the Special Conditions, pallets shall be considered
           as one-way packaging and shall not be returned. Each box shall be clearly
           labelled with the following information:
            Commission of the European Communities and address for delivery;
            name of Contractor;
            description of contents;
            date of delivery;
            number and date of Specific Contract;
            EC code number of article.

      b)   Guarantee
           The goods shall be guaranteed against all defects in manufacture or materials for
           two years from the date of delivery, unless provision for a longer period is made
           in Annex I.
           The Contractor shall guarantee that any permits and licences required for
           manufacturing and selling the goods have been obtained.
           The Contractor shall replace at his own expense, within a reasonable time limit
           to be determined by agreement between the parties, any items which become
           damaged or defective in the course of normal use during the guarantee period.




                                                                                             256
              The Contractor is responsible for any conformity defect which exists at the time
              of delivery, even if this defect does not appear until a later date.
              The Contractor is also responsible for any conformity defect which occurs after
              delivery and is ascribable to non-compliance with his obligations, including
              failure to provide a guarantee that, for a certain period, goods used for the
              purposes for which they are normally used or for a specific purpose will preserve
              their qualities or characteristics as specified.
              If part of an item is replaced, the replacement part shall be guaranteed under the
              same terms and conditions for a further period of the same duration as that
              specified above.
              If a defect is found to originate in a systematic flaw in design, the Contractor
              must replace or modify all identical parts incorporated in the other goods that are
              part of the Specific Contract, even though they may not have been the cause of
              any incident. In this case, the guarantee period shall be extended as stated above.

II.1.3 Performance of the Contract

a)        The Contractor shall perform the Contract to the highest professional standards. The
          Contractor shall have sole responsibility for complying with any legal obligations
          incumbent on him, notably those resulting from employment, tax and social
          legislation.

b)        The Contractor shall have sole responsibility for taking the necessary steps to obtain
          any permit or licence required for performance of the Contract under the laws and
          regulations in force at the place where the tasks assigned to him are to be executed.

c)        Without prejudice to Article II.3 any reference made to the Contractor‘s staff in the
          Contract shall relate exclusively to individuals involved in the performance of the
          Contract.

d)        The Contractor must ensure that any staff performing the Contract have the
          professional qualifications and experience required for the execution of the tasks
          assigned to him.

e)        The Contractor shall 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.

f)        The Contractor shall have sole responsibility for the staff who execute the tasks
          assigned to him.

          The Contractor shall make provision for the following employment or service
          relationships with his staff:

              staff executing the tasks assigned to the Contractor may not be given orders
               direct by the Commission;




                                                                                              257
                  the Commission may not under any circumstances be considered to be the
                   staff's employer and the said staff shall undertake not to invoke in respect of
                   the Commission any right arising from the contractual relationship between the
                   Commission and the Contractor.

g)           In the event of disruption resulting from the action of a member of the Contractor's
             staff working on Commission premises or in the event of the expertise of a member
             of the Contractor's staff failing to correspond to the profile required by the Contract,
             the Contractor shall replace him without delay. The Commission shall have the right
             to request the replacement of any such member of staff, stating its reasons for so
             doing. Replacement staff must have the necessary qualifications and be capable of
             performing the Contract under the same contractual conditions. The Contractor shall
             be responsible for any delay in the execution of the tasks assigned to him resulting
             from the replacement of staff in accordance with this Article.

h)           Should any unforeseen event, action or omission directly or indirectly hamper
             execution of the tasks, either partially or totally, the Contractor shall immediately
             and on his own initiative record it and report it to the Commission. The report shall
             include a description of the problem and an indication of the date on which it started
             and of the remedial action taken by the Contractor to ensure full compliance with his
             obligations under the Contract. In such event the Contractor shall give priority to
             solving the problem rather than determining liability.

i)           Should the Contractor fail to perform his obligations under the Contract in
             accordance with the provisions laid down therein, the Commission may - without
             prejudice to its right to terminate the Contract - reduce or recover payments in
             proportion to the scale of the failure. In addition, the Commission may impose
             penalties or liquidated damages provided for in Article II.16.


ARTICLE II.2 - LIABILITY

II.2.1       The Commission shall not be liable for damage sustained by the Contractor in
             performance of the Contract except in the event of wilful misconduct or gross
             negligence on the part of the Commission.

II.2.2       The Contractor shall be liable for any loss or damage caused by himself in
             performance of the Contract, including in the event of subcontracting under
             Article II.10. The Commission shall not be liable for any act or default on the part of
             the Contractor in performance of the Contract.

II.2.3       The Contractor shall provide compensation in the event of any action, claim or
             proceeding brought against the Commission by a third party as a result of damage
             caused by the Contractor in performance of the Contract.

II.2.4       In the event of any action brought by a third party against the Commission in
             connection with performance of the Contract, the Contractor shall assist the
             Commission. Expenditure incurred to this end may be borne by the Commission.




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II.2.5    The Contractor shall take out insurance against risks and damage relating to
          performance of the Contract if required by the relevant applicable legislation. He
          shall take out supplementary insurance as reasonably required by standard practice in
          the industry. A copy of all the relevant insurance contracts shall be sent to the
          Commission should it so request.


ARTICLE II.3 - CONFLICT OF INTERESTS

II.3.1    The Contractor shall take all necessary measures in order to prevent any situation
          that could compromise the impartial and objective performance of the Contract. Such
          conflict of interests could arise in particular as a result of economic interest, political
          or national affinity, family or emotional ties, or any other relevant connection or
          shared interest. Any conflict of interests which could arise during performance of the
          Contract must be notified to the Commission in writing without delay. In the event of
          such conflict, the Contractor shall immediately take all necessary steps to resolve it.

          The Commission reserves the right to verify that such measures are adequate and
          may require that additional measures be taken, if necessary, within a time limit which
          it shall set. The Contractor shall ensure that his staff, board and directors are not
          placed in a situation which could give rise to conflict of interest. Without prejudice to
          Article II.1 the Contractor shall replace, immediately and without compensation from
          the Commission, any member of his staff exposed to such a situation.

II.3.2    The Contractor shall abstain from any contact likely to compromise his
          independence.

II.3.3    The Contractor declares:

         - that he has not made, and will not make, any offer of any type whatsoever, from
           which an advantage can be derived under the Contract,

         - that he has not granted and will not grant, has not sought and will not seek, has not
           attempted and will not attempt to obtain, and has not accepted and will not accept,
           any advantage, financial or in kind, to or from any party whatsoever, where such
           advantage constitutes an illegal practice or involves corruption, either directly or
           indirectly, inasmuch as it is an incentive or reward relating to the performance of
           the Contract.

II.3.4    The Contractor shall pass on all the relevant obligations in writing to his staff, board,
          and directors as well as to third parties involved in performance of the Contract. A
          copy of the instructions given and the undertakings made in this respect shall be sent
          to the Commission should it so request.


ARTICLE II.4 - LIQUIDATED DAMAGES

Should the Contractor fail to perform his obligations under the Contract within the time limits
set by the Contract, then, without prejudice to the Contractor's actual or potential liability
incurred in relation to the Contract or to the Commission's right to terminate the Contract, the


                                                                                                  259
Commission may decide to impose liquidated damages of 0.2% of the amount of the relevant
Specific Contract per calendar day of delay. The Contractor may submit arguments against
this decision within thirty days of notification by registered letter with acknowledgment of
receipt or equivalent. In the absence of reaction on his part or of written withdrawal by the
Commission within thirty days of the receipt of such arguments, the decision imposing the
liquidated damages shall become enforceable. These liquidated damages shall not be imposed
where there is provision for interest for late completion. The Commission and the Contractor
expressly acknowledge and agree that any sums payable under this Article are in the nature of
liquidated damages and not penalties, and represent a reasonable estimate of fair
compensation for the losses that may be reasonably anticipated from such failure to perform
obligations.


ARTICLE II.5 – INVOICING AND PAYMENTS

II.5.1   Pre-financing:

Where required by Article I.5.1, the Contractor shall provide a financial guarantee in the form
of a bank guarantee or equivalent supplied by a bank or an authorised financial institution
(guarantor) equal to the amount indicated in the same Article to cover pre-financing under the
Contract. Such guarantee may be replaced by a joint and several guarantee by a third party.
The guarantor shall pay to the Commission at its request an amount corresponding to
payments made by it to the Contractor which have not yet been covered by equivalent work
on his part.
The guarantor shall stand as first-call guarantor and shall not require the Commission to have
recourse against the principal debtor (the Contractor).
The guarantee shall specify that it enters into force at the latest on the date on which the
Contractor receives the pre-financing. The Commission shall release the guarantor from its
obligations as soon as the Contractor has demonstrated that any pre-financing has been
covered by equivalent work. The guarantee shall be retained until the pre-financing has been
deducted from interim payments or payment of the balance to the Contractor. It shall be
released the following month. The cost of providing such guarantee shall be borne by the
Contractor.

II.5.2   Interim payment:

At the end of each of the periods indicated in Annex I the Contractor shall submit to the
Commission a formal request for payment accompanied by those of the following documents
which are provided for in the Special Conditions:
    an interim technical report in accordance with the instructions laid down in Annex I;
    the relevant invoices indicating the reference number of the Contract and of the order
     or specific contract to which they refer;
    statements of reimbursable expenses in accordance with Article II.7.

If the report is a condition for payment, on receipt the Commission shall have the period of
time indicated in the Special Conditions in which to:
    approve it, with or without comments or reservations, or suspend such period and
     request additional information; or


                                                                                            260
    reject it and request a new report.
If the Commission does not react within this period, the report shall be deemed to have been
approved. Approval of the report does not imply recognition either of its regularity or of the
authenticity, completeness or correctness of the declarations or information enclosed.
Where the Commission requests a new report because the one previously submitted has been
rejected, this shall be submitted within the period of time indicated in the Special Conditions.
The new report shall likewise be subject to the above provisions.

II.5.3   Payment of the balance:

Within sixty days of completion of each order or specific contract, the Contractor shall submit
to the Commission a formal request for payment accompanied by those of the following
documents, which are provided for in the Special Conditions:

    a final technical report in accordance with the instructions laid down in Annex I;
    the relevant invoices indicating the reference number of the Contract and of the order
     or specific contract to which they refer;

If the report is a condition for payment, on receipt the Commission shall have the period of
time indicated in the Special Conditions in which:
    to approve it, with or without comments or reservations, or suspend such period and
     request additional information; or
    to reject it and request a new report.
If the Commission does not react within this period, the report shall be deemed to have been
approved. Approval of the report does not imply recognition either of its regularity or of the
authenticity, completeness or correctness of the declarations and information enclosed.
Where the Commission requests a new report because the one previously submitted has been
rejected, this shall be submitted within the period of time indicated in the Special Conditions.
The new report shall likewise be subject to the above provisions.


ARTICLE II.6 – GENERAL PROVISIONS CONCERNING PAYMENTS

II.6.1   Payments shall be deemed to have been made on the date on which the Commission's
         account is debited.

II.6.2   The payment periods referred to in Article I.5 may be suspended by the Commission
         at any time if it informs the Contractor that his payment request is not admissible,
         either because the amount is not due or because the necessary supporting documents
         have not been properly produced. In case of doubt on the eligibility of the
         expenditure indicated in the payment request, the Commission may suspend the time
         limit for payment for the purpose of further verification, including an on-the-spot
         check, in order to ascertain, prior to payment, that the expenditure is eligible.

         The Commission shall notify the Contractor accordingly by registered letter with
         acknowledgment of receipt or equivalent. Suspension shall take effect from the date
         of dispatch of the letter. The remainder of the period referred to in Article I.4 shall
         begin to run again once the suspension has been lifted.


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II.6.3   In the event of late payment the Contractor may claim interest within two months of
         receiving the payment. Interest shall be calculated at the rate applied by the European
         Central Bank to its most recent main refinancing operations (―the reference rate‖)
         plus seven percentage points (―the margin‖). The reference rate in force on the first
         day of the month in which the payment is due shall apply. Such interest rate is
         published in the C series of the Official Journal of the European Union. Interest shall
         be payable for the period elapsing from the calendar day following expiry of the time
         limit for payment up to the day of payment. Suspension of payment by the
         Commission may not be deemed to constitute late payment.


ARTICLE II.7 –RECOVERY

II.7.1   If total payments made exceed the amount actually due under the Specific Contract
         or if recovery is justified in accordance with the terms of the Contract, the Contractor
         shall reimburse the appropriate amount in euro on receipt of the debit note, in the
         manner and within the time limits set by the Commission.

II.7.2   In the event of failure to pay by the deadline specified in the request for
         reimbursement, the sum due shall bear interest at the rate indicated in Article II.6.3.
         Interest shall be payable from the calendar day following the expiry of the due date
         up to the calendar day on which the debt is repaid in full.

II.7.3   In the event of failure to pay by the deadline specified in the request for
         reimbursement, the Commission may, after informing the Contractor, recover
         amounts established as certain, of a fixed amount and due by offsetting, in cases
         where the Contractor also has a claim on the Communities that is certain, of a fixed
         amount and due. The Commission may also claim against the guarantee, where
         provided for.


ARTICLE II.8 –TAXATION

II.8.1   The Contractor shall have sole responsibility for compliance with the tax laws which
         apply to him. Failure to comply shall make the relevant invoices invalid.

II.8.2   The Contractor recognises that the Commission is, as a rule, exempt from all taxes
         and duties, including value added tax (VAT), pursuant to the provisions of Articles 3
         and 4 of the Protocol on the Privileges and Immunities of the European
         Communities.

II.8.3   The Contractor shall accordingly complete the necessary formalities with the
         relevant authorities to ensure that the goods and services required for performance of
         the Contract are exempt from taxes and duties, including VAT.

II.8.4   Invoices presented by the Contractor shall indicate his place of taxation for VAT
         purposes and shall specify separately the amounts not including VAT and the
         amounts including VAT.




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ARTICLE II.9– FORCE MAJEURE AFFECTING THE CONTRACT OR THE
SPECIFIC CONTRACT(S)

II.9.1   Force majeure shall mean any unforeseeable and exceptional situation or event
         beyond the control of the contracting parties which prevents either of them from
         performing any of their obligations under the Contract, was not due to error or
         negligence on their part or on the part of a subcontractor and could not have been
         avoided by the exercise of due diligence. Defects in equipment or material or delays
         in making it available, labour disputes, strikes or financial problems cannot be
         invoked as force majeure unless they stem directly from a relevant case of force
         majeure.

II.9.2   Without prejudice to the provisions of Article II.1.3(h), if either contracting party is
         faced with force majeure, it shall notify the other party without delay by registered
         letter with acknowledgment of receipt or equivalent, stating the nature, likely
         duration and foreseeable effects.

II.9.3   Neither contracting party shall be held in breach of its contractual obligations if it has
         been prevented from performing them by force majeure. Where the Contractor is
         unable to perform his contractual obligations owing to force majeure, he shall have
         the right to remuneration for the goods actually delivered and any service provided.

II.9.4   The contracting parties shall take the necessary measures to reduce damage to a
         minimum.


ARTICLE II.10 – SUBCONTRACTING

II.10.1 The Contractor shall not subcontract without prior written authorisation from the
        Commission nor cause the Contract to be performed in fact by third parties.

II.10.2 Even where the Commission authorises the Contractor to subcontract to third parties,
        he shall none the less remain bound by his obligations to the Commission under the
        Contract and shall bear exclusive liability for proper performance of the Contract.

II.10.3 The Contractor shall make sure that the subcontract does not affect rights and
        guarantees to which the Commission is entitled by virtue of the Contract, notably
        Article II.14.


ARTICLE II.11 – ASSIGNMENT

II.11.1 The Contractor shall not assign the rights and obligations arising from the Contract,
        in whole or in part, without prior written authorisation from the Commission.

II.11.2 In the absence of the authorisation referred to in 1 above, or in the event of failure to
        observe the terms thereof, assignment by the Contractor shall not be enforceable
        against and shall have no effect on the Commission.




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ARTICLE II.12 – TERMINATION BY THE COMMISSION

II.12.1 The Commission may terminate the Contract, a pending Specific Contract or an order
        in the following circumstances:

(a)     where the Contractor is being wound up, is having his affairs administered by the
        courts, has entered into an arrangement with creditors, has suspended business
        activities, is the subject of proceedings concerning those matters, or is in any
        analogous situation arising from a similar procedure provided for in national
        legislation or regulations;

(b)     where the Contractor has been convicted of an offence concerning his professional
        conduct by a judgment which has the force of res judicata;

(c)     where the Contractor has been guilty of grave professional misconduct proven by
        any means which the Commission can justify;

(d)     where the Contractor has 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 he is established or with those of the country applicable to
        the Contract or those of the country where the Contract is to be performed;

(e)     where the Commission seriously suspects the Contractor of fraud, corruption,
        involvement in a criminal organisation or any other illegal activity detrimental to the
        Communities' financial interests;

(f)    where the Contractor is in breach of his obligations under Article II.3;

(g)     where the Contractor was guilty of misrepresentation in supplying the information
        required by the Commission as a condition of participation in the Contract procedure
        or failed to supply this information;

(h)     where a change in the Contractor‘s legal, financial, technical or organisational
        situation could, in the Commission‘s opinion, have a significant effect on the
        performance of the Contract;

(i)     where execution of the tasks under a pending order or a specific contract has not
        actually commenced within fifteen days of the date provided for, and the new date
        proposed, if any, is considered unacceptable by the Commission;

(j)     where the Contractor is unable, through his own fault, to obtain any permit or licence
        required for performance of the Contract;

(k)     where the Contractor, after receiving formal notice in writing to comply, specifying
        the nature of the alleged failure, and after being given the opportunity to remedy the
        failure within a reasonable period following receipt of the formal notice, remains in
        serious breach of his contractual obligations.




                                                                                            264
II.12.2 In the event of force majeure, notified in accordance with Article II.9, either
        contracting party may terminate the Contract, where performance thereof cannot be
        ensured for a quantity of goods corresponding to at least one fifth of the quantity of
        goods ordered or where performance thereof cannot be ensured for a period
        corresponding to at least to one fifth of the period laid down in Article I.2.3.


II.12.3 Prior to termination under point e), h) or k), the Contractor shall be given the
        opportunity to submit his observations.

        Termination shall take effect on the date on which a registered letter with
        acknowledgment of receipt terminating the Contract is received by the Contractor, or
        on any other date indicated in the letter of termination.

II.12.4 Consequences of termination:

        In the event of the Commission terminating the Contract in accordance with this
        Article and without prejudice to any other measures provided for in the Contract, the
        Contractor shall waive any claim for consequential damages, including any loss of
        anticipated profits for uncompleted work. On receipt of the letter terminating the
        Contract, the Contractor shall take all appropriate measures to minimise costs,
        prevent damage, and cancel or reduce his commitments. He shall draw up the
        documents required by the Special Conditions for the goods supplied and / or
        services rendered up to the date on which termination takes effect, within a period
        not exceeding sixty days from that date.

        The Commission may claim compensation for any damage suffered and recover any
        sums paid to the Contractor under the Contract.

        On termination the Commission may engage any other contractor to supply the
        goods and/ or to execute or complete the services. The Commission shall be entitled
        to claim from the Contractor all extra costs incurred in doing so, without prejudice to
        any other rights or guarantees it has under the Contract.


ARTICLE II.13 - CANCELLATION OF SPECIFIC CONTRACTS

Where execution of the Specific Contract has not actually commenced within fifteen days of
the date foreseen for the commencement of execution and the new date proposed, if any, is
considered unacceptable by the Commission, the Commission may cancel such Specific
Contract with no prior notice. Cancellation shall take effect from the day after the day on
which the Contractor receives a registered letter with acknowledgment of receipt or
equivalent.

The Commission may cancel a Specific Contract at any time during execution thereof on the
grounds and under the conditions set out in Article II.12 with respect to the part still
outstanding. The Contractor shall accept, as the aggregate liability of the Commission,
payment of the price of the goods delivered or services provided by him as at the effective
date of cancellation.


                                                                                            265
ARTICLE II.14 – CHECKS AND AUDITS

II.14.1 Pursuant to Article 142 of the Financial Regulation applicable to the general budget
        of the European Communities, the European Court of Auditors is empowered to
        audit the documents held by the natural or legal persons receiving payments from the
        budget of the European Communities from signature of the Contract up to five years
        after payment of the balance of the last Specific Contract.

II.14.2 The Commission or an outside body of its choice shall have the same rights as the
        European Court of Auditors for the purpose of checks and audits limited to
        compliance with contractual obligations from signature of the Contract up to five
        years after payment of the balance of the last Specific Contract.

II.14.3 In addition, the European Anti-Fraud Office may carry out on-the-spot checks and
        inspections in accordance with Council Regulation (Euratom, EC) No 2185/96 and
        Parliament and Council Regulation (EC) No 1073/1999 from signature of the
        Contract up to five years after payment of the balance of the last Specific Contract.


ARTICLE II.15 - AMENDMENTS

Any amendment to the Contract shall be the subject of a written agreement concluded by the
contracting parties. An oral agreement shall not be binding on the contracting parties. A
Specific Contract shall not be deemed to constitute an amendment to the Contract.


ARTICLE II.16 – CONFIDENTIALITY

II.16.1 The Contractor undertakes to treat in the strictest confidence and not make use of or
        divulge to third parties any information or documents which are linked to
        performance of the Contract. The Contractor shall continue to be bound by this
        undertaking after execution of the Specific Contracts.

II.16.2 The Contractor shall obtain from each member of his staff, board and directors an
        undertaking that they will respect the confidentiality of any information which is
        linked, directly or indirectly, to execution of the tasks and that they will not divulge
        to third parties or use for their own benefit or that of any third party any document or
        information not available publicly, even after execution of the Specific Contracts.

ARTICLE II. 17 – OWNERSHIP OF THE RESULTS - INTELLECTUAL AND
INDUSTRIAL PROPERTY

Any results or rights thereon, including copyright and other intellectual or industrial property
rights, obtained in performance of the Contract, shall be owned solely by the Commission,
which may use, publish, assign or transfer them as it sees fit, without geographical or other
limitation, except where industrial or intellectual property rights exist prior to the Contract
being entered into.




                                                                                              266
ARTICLE II.18 - USE, DISTRIBUTION AND PUBLICATION OF INFORMATION

II.18.1 The Contractor shall authorise the Commission to process, use, distribute and
        publish, for whatever purpose, by whatever means and on whatever medium, any
        data contained in or relating to the Contract, in particular the identity of the
        Contractor, the subject matter, the duration, the amount paid and the reports. Where
        personal data is concerned, Article I.8 shall apply.

II.18.2 Unless otherwise provided by the Special Conditions, the Commission shall not be
        required to distribute or publish documents or information supplied in performance
        of the Contract. If it decides not to publish the documents or information supplied,
        the Contractor may not have them distributed or published elsewhere without prior
        written authorisation from the Commission.

II.18.3 Any distribution or publication of information relating to the Contract by the
        Contractor shall require prior written authorisation from the Commission and shall
        mention the amount paid by the Community. It shall state that the opinions expressed
        are those of the Contractor only and do not represent the Commission's official
        position.

II.18.4 The use of information obtained by the Contractor in the course of the Contract for
        purposes other than its performance shall be forbidden, unless the Commission has
        specifically given prior written authorisation to the contrary.

ARTICLE II.19 – SUSPENSION OF THE CONTRACT

Without prejudice to the Commission's right to terminate the Contract, the Commission may
at any time and for any reason suspend performance of the Contract or pending Specific
Contracts or any part thereof. Suspension shall take effect on the day the Contractor receives
notification by registered letter with acknowledgment of receipt or equivalent, or at a later
date where the notification so provides. The Commission may at any time following
suspension give notice to the Contractor to resume performance of the Contract or pending
Specific Contracts. The Contractor shall not be entitled to claim compensation on account of
suspension of the Contract, the specific contracts, the orders or of part thereof.
SIGNATURES

For the Contractor,                              For the Commission,
[Company name/forename/surname/function]         [forename/surname/function]



signature[s]: _______________________            signature[s]:_____________________


Done at [Brussels], [date]                       Done at [Brussels], [date]

In duplicate in English.



                                                                                             267
Annex III.7.a –   List of Services covered by the Contract
                  and schedule of prices




                                                        268
Annex III.7.b –                Power of Attorney




               Agreement / Power of Attorney
                                          Model 1

(DESIGNATING ONE OF THE COMPANIES OF THE GROUP AS LEADER AND GIVING
                          A MANDATE TO IT)


We the undersigned:

–     Signatory 1 (Name, Function, Company, Registered address, VAT Number),
–     Signatory 2 (Name, Function, Company, Registered address, VAT Number),
–     …
–     Signatory N (Name, Function, Company, Registered address, VAT Number),

Each of them having the legal capacity required to act on behalf of his/her company,

HEREBY AGREE AS FOLLOWS:

(1)      The    European      Commission       has   awarded     Framework      Contract    …
         (« the Contract ») to Company 1, Company 2, …, Company N (« the Group
         Members »), based on the joint offer submitted by them on …/…/… for the supply of
         … and / or the provision of services for … (« the Supplies and/or the Services »).

(2)      As co-signatories of the Contract, all the Group Members:

         (a)    Shall be jointly and severally liable towards the European Commission for the
                performance of the Contract.

         (b)    Shall comply with the terms and conditions of the Contract and ensure the
                proper execution of their respective share of the Supplies and / or the Services.

(3)      To this effect, the Group Members designate Company X as Group Leader. [N.B.:
         The Group Leader has to be one of the Group Members]

(4)      Payments by the European Commission related to the Supplies or the Services shall be
         made through the Group Leader‘s bank account. [Provide details on bank, address,
         account number, etc.]




                                                                                              269
(5)    The Group Members grant to the Group Leader all the necessary powers to act on their
       behalf in connection with the Supplies and/or the Services. This mandate involves in
       particular the following tasks:

       (a)    The Group Leader shall sign any contractual documents — including the
              Framework Contract, Specific Agreements and Amendments thereto — and
              issue any invoices related to the Supplies or the Services on behalf of the
              Group Members.

       (b)    The Group Leader shall act as single point of contact for the European
              Commission in connection with the Supplies and/or the Services to be
              provided under the Contract. It shall co-ordinate the provision of the Supplies
              and/or the Services by the Group Members to the European Commission, and
              shall see to a proper administration of the Contract.

Any modification to the present agreement / power of attorney shall be subject to the
European Commission‘s express approval.

This agreement / power of attorney shall expire when all the contractual obligations of the
Group Members towards the European Commission in connection with the Supplies and/or
the Services to be provided under the Contract have ceased to exist. The parties cannot
terminate it before that date without the Commission‘s consent.

Signed in … on …/…/…


Name                                            Name
Function                                        Function
Company                                         Company


Name                                            Name
Function                                        Function
Company                                         Company




                                                                                          270
Annex III.7.c –           Identification form and Legal entities
     The bank identification form must be filled in and signed by an authorised
     representative of the tenderer and his/her banker. A specific form for each Member
     State is available at the following Internet address:

     http://ec.europa.eu/budget/execution/ftiers_en.htm

     In the case of a grouping, this form must only be provided by the person heading the
     project.

     Legal entities

     The legal entity form must be filled in and should be accompanied by a number of
     supporting documents, available on the Web site:

     http://ec.europa.eu/budget/execution/legal_entities_en.htm

     In the case of a grouping, this form must only be provided by the person heading the
     project.




                                                                                        271
Annex III.7.d –   Tender Specifications (Invitation to
                  Tender No [complete] of [complete])
             –    Original archived at the Commission’s
                  premises




                                                      272
Annex III.7.e –   Contractor's Tender (No [complete] of
                      [complete])
             –    Original archived at the Commission’s
                      premises




                                                      273
Annex III.7.f: –   Specific Contracts and Order forms –
                   Models




                                                          274
Annex III.7.g –                     Financial guarantee – Model

              To be completed on paper bearing the letterhead of the financial institution


                                             For the attention of

                                             European Commission
                                             Directorate-General "Justice, Freedom and Security"
                                             Directorate "General Affairs"
                                             Unit "Information and Communication"
                                             LX 46 7/81
                                             B – 1049 Brussels

                                             referred to below as the "the Commission"



Subject:      Guarantee No …

              Financial guarantee for the repayment of pre-financing payable under
              Specific Contract [Contract number and title] governed by Framework
              Contract [Contract number and title + Lot number and title] [please quote
              numbers and titles in all correspondence]


We, the undersigned, [name and address of the financial institution] hereby irrevocably
declare that we unconditionally guarantee as a primary obligor and first-call guarantor on
behalf of

[name and address of the Contractor]

hereinafter referred to as ―the Contractor‖,

payment to the Commission of [amount of the pre-financing in euros in numbers and letters],
this amount representing the guarantee referred to in Article I.5.4 of Framework Contract No
[Contract number and title + Lot number and title] concluded between the Contractor and the
Commission, hereinafter referred to as ―the Contract‖.

Payment shall be made without objection or legal proceedings of any kind, upon receipt of
your first written claim (sent by registered letter with confirmation of receipt) stating that the
Contractor has not fulfilled one of his contractual obligations. We shall not delay the
payment, nor shall we oppose it for any reason whatsoever. We shall inform you in writing as
soon as payment has been made.



   If the guarantor is not a financial institution the text of the guarantee has to be adapted introducing joint and
    several liability.



                                                                                                                 275
We accept notably that no amendment to the terms of the Contract agreed between the
Commission and the Contractor can release us from our obligation under this guarantee. We
waive our right to be informed of any change, addition or amendment to the Contract.

We have taken note that this financial guarantee shall remain in force until payments by the
Commission match the proportion of the total amount due accounted for by pre-financing.
The Commission undertakes to release the guarantee within 30 days following that date.

This guarantee is governed by the law applicable to the Framework Contract. The courts
having jurisdiction for matters relating to the Framework Contract shall have sole jurisdiction
in respect of matters relating to this guarantee.

This guarantee shall come into force and shall take effect upon its signature.




……………………..                                                     …………………………
(Date a place of signing)                                      (Signature)51




51   The name(s) and position(s) of the persons signing on behalf of the guarantor must be shown in printed
     characters.



                                                                                                        276
Annex III.7.h –   Performance Guarantee – Model




                                                  277
Annex III.7.i –   Service Level Agreement




                                            278
Annex III.7.j –               Daily travel and subsistence allowance
                              for the Contractor
See annex II.3.d to Lot 1 (p. 93).




                                                                       279
Annex III.7.k   III – General Terms and Conditions for
                     Information Technologies
                     Contracts




                                                    280
                 ANNEX IV: ANNEXES SPECIFIC TO LOT 3


Annex IV.1: Lot 3 case studies                                     282

Annex IV.2: Lot 3 price schedules                                  295

Annex IV.3: Draft framework contract for Lot 3 and annexes         318

       Annex IV.3a: Specification                                  341

       Annex IV.3b: Contractor's tender (including
                     completed price schedule)                     342

       Annex IV.3c: Specific contract - model                      343

       Annex IV.3d: Contractor's travel and subsistence expenses   347

       Annex IV.3e: Financial guarantee                            348

       Annex IV.3f: Power of attorney                              350




                                                                         281
  ANNEX IV.1

Lot 3 case studies




                     282
                   Lot 3 “Audiovisual material, events, communication campaigns”

                                           Audiovisual material

            Case study 1 (Making a video news release and securing media coverage)

Describe the methodology proposed for making a video news release (VNR) illustrating the
steps taken by the European Union, in particular through the Daphne programme, to combat
violence against women and/or children, and for securing media coverage.

The main objective is to produce a VNR version which can be used in full or in part by
European television networks which may be interested in the subject and by EBS52.

There will also be a version for the general public that will be available in the 23 official
languages and intended for distribution by the Commission to the relevant target groups in the
27 Member States.

The following points should be taken into account:

    Maximum length of the VNR: 12 minutes.
    The tenderer will write the scenario based on information he has gathered himself.
    The tenderer himself will select the interviewees.
    The tenderer will make his own choice of settings and interviews.
    Interviewees will be interviewed in their own language.
    Commentary/narration in voice-over (original in any official language of the European
     Union).
    Three versions must be produced: one in English, one in French and one in German.
    An international version must be produced (original version without dubbing).
    Three digital Beta masters must be produced: one for the FR + international version, one
     for the EN + international version and one for the DE + international version.
    Production of the script, the dubsheet (description of the cassettes) and the press release.
    The script, dubsheet and press release must be made available in FR, EN and DE.
    Media coverage for the VNR to be secured with all the television networks in the 27
     Member States.
    Estimated result: 100 orders, including 50 BETA SP in FR, 25 DVC Pro in EN and 25 DV
     CAM in DE.
    Copy of the digital Beta masters on 50 BETA SP (FR), 25 DVC Pro (EN) and 25 DV
     CAM (DE).
    Dispatch of the 100 copies by express courier.
    Production of a version for the general public (with opening and closing credits and an
     indication of the names and positions of interviewees and the places where interviews were
     held, etc.) in 23 official languages.
    Production of a digital Beta master for each language version of the version for the general
     public.
    Production of a DVD based on these masters and containing 1 000 copies of the 23
     language versions, with a colour label to be inserted in "Diva Boxes".

52   For information about EBS, go to http://ec.europa.eu/avservices/ebs/welcome_en.cfm.



                                                                                              283
 Delivery of the masters and the DVDs to the Commission in Brussels.
 For the masters of the version for the general public, production of a web version that can
  be used directly on the DG JLS website.

Tenderers must:

 indicate in detail the methods they will use to make and produce the video;
 indicate in detail the methods they will use to secure media coverage;
 draw up a detailed proposal for the content of the video (specific subjects to be covered,
  people to be interviewed, filming locations, draft scenario, etc.);
 submit a detailed budget of the operation53.

Summary of scoring:

 relevance of the methodology proposed for shooting and producing the video (35 points);
 relevance of the methodology proposed for securing media coverage for the video (35
  points);
 relevance of the proposed content of the video (30 points).

Tenderers should consult in particular the "Daphne" section of the DG JLS website:
http://ec.europa.eu/justice_home/funding/2004_2007/daphne/funding_daphne_en.htm.




53   Prices must include delivery of the products to the Commission in Brussels. Accordingly, this delivery does
     not have to be invoiced separately.



                                                                                                            284
                                                  Events

                               Case study 2 (Organising a conference)

Describe the methodology proposed for the organisation of a conference on the radicalisation
of violence, to be held in Ljubljana during the Slovenian Presidency in the first half of 2008.

The following elements should be taken into account:

 Dates and times of the conference: Wednesday 6 February 2008 from 9.00 to 12.30 and
  from 14.00 to 17.00.
 Arrival in the evening of Tuesday 5 February 2008 and departure on the morning of
  Thursday 7 February 2008 (two nights, two breakfasts, two evening meals, a buffet lunch,
  two coffee breaks).
 Accommodation in a 4-star hotel.
 Evening meal in a high-class restaurant.
 Buffet lunch and coffee breaks at the conference venue.
 The languages spoken at the conference will be French, English and German, with
  interpretation into and out of these three languages.
 The contractor will identify participants (target groups).
 The contractor will be required to contact potential participants and deal with enrolments
  (registration, confirmation, etc.).
 There will be 189 participants (seven from each EU capital).
 In addition to the 189 participants, there will be four experts in the field who will address
  the conference. They will come from London, Paris, Madrid and Rome. The Commission
  will identify and contact the speakers itself regarding their participation in principle. They
  will then be contacted regarding the technical aspects of their travel arrangements by the
  contractor, who will organise their travel and accommodation in the same way as for the
  other participants.
 The contractor will be required to organise transport for participants and speakers from
  each national capital to Ljubljana, as well as accommodation and meals in Ljubljana.
 An estimate of the travel and subsistence expenses of the 189 participants and the four
  speakers must be included in the budget54. These expenses will be met by the Commission.
 The contractor will be responsible for booking and purchasing air tickets for the
  participants and for having the tickets delivered to them by express courier.
 The contractor will be responsible for booking and paying for the participants‘ and
  speakers‘ hotel rooms.
 The contractor will be responsible for making reservations and related payments for all the
  meals.
 As regards the Commission employees attending the conference, the contractor will not
  intervene in any way in booking or purchasing the air tickets, reserving or paying for hotel
  rooms, or meeting catering costs.
 The contractor must produce a full transcription, i.e. verbatim, of what is said by the
  participants and speakers during the conference. He must provide the Commission with a
  full transcription in French, English and German no later than six weeks after the



54   This should not include travel and hotel expenses for the seven participants coming from Ljubljana but
     should include the cost of their meals.


                                                                                                        285
     conference. Once it has been approved, a copy of the transcription will be sent to each
     expert speaker and participant in French, English or German according to their preference.
    The conference will be held in a room large enough for 200 people, with a reception area, a
     small additional room reserved for the organisers, and a relaxation area for coffee breaks.
    The minimum equipment for the conference room is: a full sound system, a rostrum with
     four microphones, two wireless microphones, three interpreting booths, 200 headsets, a PC
     with Powerpoint and Internet connection, high-speed Internet access, high-resolution video
     projector, overhead projector, flipchart, large screen (+/- 3.50 x 2.50 m), decorative items
     (flags, flowers, plants, etc.) and four name cards, one for each speaker.
    The equipment needed for the organisers' room, reception area and relaxation area is to be
     specified by the contractor.
    The contractor must design, print and send, by e-mail and express courier, to each
     participant and speaker a programme and a letter of invitation in English.
    The programme will be distributed again at the start of the conference.
    The contractor must design and print a folder to contain the documents to be distributed to
     the participants and speakers.
    The contractor must print a list of participants and speakers to be given to each participant
     and speaker, together with a 30-page basic document in black and white which it will
     receive from the Commission.
    Each participant and speaker must receive: a coloured badge, a standard conference kit55
     and a folder containing the list of participants and speakers, the programme, the basic
     document and an evaluation form (see below).
    The contractor must ensure that a technician is present for the entire duration of the
     conference.
    The contractor must ensure that four receptionists covering between them Slovenian,
     English, French and German are present for the entire duration of the conference.
    The contractor must ensure that two of his representatives are present from the morning of
     5 February until the afternoon of 7 February.
    The contractor must design and produce an evaluation form in English and distribute it to
     each participant and speaker. He will collate and analyse the answers and write a report
     which will be included with his final report.

Tenderers must:

 describe in detail the methodology they will use for organising the conference;
 submit a detailed and concrete proposal covering all aspects of the organisation of this
  conference;
 submit a detailed budget.

Summary of scoring:

 relevance of the methodology proposed for organising the conference (50 points);
 quality of the "virtual" organisation of the conference (50 points).

Tenderers should consult in particular the "Terrorism" section of the DG JLS website:
http://ec.europa.eu/justice_home/fsj/terrorism/fsj_terrorism_intro_en.htm.


55   Fabric document case, plastic pen and fabric conference folder including an A4 writing pad.



                                                                                                   286
              Case study 3 (Organising an exhibition in the 27 EU capitals)

Describe the methodology proposed for the organisation of a travelling exhibition in the 27
EU capitals on the topic "Citizenship and fundamental rights". This action is aimed at the
general public.

The following elements should be taken into account:

 Beginning of the operation: Monday 21 January 2008 at the earliest. End of the operation:
  Sunday 14 December 2008 at the latest.
 The exhibition will stay for seven successive days in each of the EU 27 capitals (one day
  for setting up, five days for the exhibition and one day for dismantling).
 The exhibition will be set up in a covered public area.
 For each country, the Commission will provide the contractor with 12 A1-format posters in
  the national language(s).
 The exhibition will consist of a series of panels on which the posters in the national
  language(s) will be displayed. The contractor will be responsible for hiring or purchasing
  the panels and for all the setting up.
 The contractor will be required to transport one tonne of information material from
  Brussels to each capital. This material (brochures, posters, booklets, etc.) will be provided
  by the Commission in the national language(s) for distribution to the public during the
  exhibition.
 The contractor will also be responsible for ordering, transporting and distributing two
  inscribed gadgets per language: pens and lanyards. The contractor must estimate the
  number of pens and lanyards he will need for each country and language.
 The various items of information and promotional material will be handed out to the public
  in paper bags printed in the appropriate language. The contractor will be responsible for
  ordering and transporting this material. He must estimate the number of bags he will need
  for each country and language.
 The information products and promotional material must be put in the bags by the
  contractor before the exhibition begins.
 The contractor must ensure that two of his representatives are present before and during the
  conference and the day after.
 The contractor must ensure that three support staff are permanently present at the
  exhibition.
 The support staff must receive training on the content and operation of the exhibition
  before it starts.
 These persons will wear t-shirts, sweatshirts and jackets with inscriptions in the
  appropriate language. The contractor will be responsible for ordering and transporting this
  product. He must estimate the number of items of clothing he will need for each country
  and language.
 To increase public interest in the exhibition, the contractor should organise one or more
  interesting and entertaining activities at regular intervals during the day. The tenderer is
  requested to devise one or more activities of this type and include them in his budget.
 The contractor will provide all the elements needed for the exhibition: tables, chairs, 2
  reception desks, 1 banner for identification, 2 computers, 1 large screen, a projection
  system, mobile phones for the support staff, etc.
 The contractor must keep the exhibition safe overnight by storing items and arranging
  security.


                                                                                            287
 In each capital, the contractor will organise a press conference on the day the exhibition
  opens.
 The contractor will be responsible for taking photographs and video footage of the
  exhibition. There must be photographs and footage of the press conference and then the
  exhibition "in action".

Tenderers must:

 describe in detail the methodology they will use to organise the travelling exhibition;
 submit a detailed and concrete proposal covering all the practical aspects of the
  organisation of the exhibition in Bucharest, without the press conference;
 submit a detailed and concrete proposal covering all the practical aspects of the
  organisation of the exhibition in Bucharest;
 submit a detailed budget.

Summary of scoring:

 relevance of the methodology proposed for organising the travelling exhibition (40 points);
 quality of the "virtual" organisation of the exhibition in Bucharest, without the press
  conference (35 points);
 quality of the "virtual" organisation of the press conference in Bucharest (25 points).

Tenderers should consult in particular the ―Fundamental rights‖ section of the DG JLS
website:
http://ec.europa.eu/justice_home/fsj/rights/fsj_rights_intro_en.htm.




                                                                                          288
              Case study 4 (Organising a competition in the 27 EU capitals)

Describe the methodology proposed for organising a competition aimed at 12-18 year-olds in
the 27 EU Member States and entitled "The European Union and freedom of expression and
information" (Article 11 of the Charter of Fundamental Rights of the European Union). The
work will entail organising the competition and the national and European award ceremonies.

The following elements should be taken into account:

 The entrants must form groups to produce a poster illustrating the theme of freedom of
  expression and information.
 Each group will consist of at least four young people, accompanied by one adult.
 The entrants will be divided into two age groups: 12-14 years and 15-18 years.
 The exercise will start on Friday 1 August 2008 and finish on Monday 15 December 2008.

National partners

The contractor will have to use a network of national partners, one in each Member State. The
partners will have to perform the following tasks:

 immediately after the signature of the contract, organise a meeting with representatives of
  the Commission Representation and the Ministries of Education, Justice and European
  Affairs to introduce themselves and give them detailed information about the initiative and
  the strategy to be put in place;
 liaise with the Representation and the above-mentioned Ministries from the beginning of
  the project to the end;
 identify the country's main educational networks, teachers' associations, parents'
  associations, youth organisations, etc., get in contact with them and encourage them to take
  an active role in promoting the competition;
 promote the competition directly to secondary schools and youth clubs, by sending them
  faxes or e-mails and/or phoning them;
 distribute promotional posters to the above-mentioned associations, networks,
  organisations, etc., as well as to a selection of secondary schools and youth clubs;
 act as a contact and coordination point for the teams that have registered and contact them
  regularly to encourage them actually to participate in the competition;
 act as a contact and coordination point for the participating teams, in particular for taking
  delivery of their posters;
 report regularly to the contractor on the state of progress and notify it immediately if any
  problem arises;
 organise the meeting of the national jury;
 organise the national award ceremony;
 in the case of six of them, accompany the winning team to Brussels (1 person per winning
  team).

The tenderer must include in his bid a list of the national partners that he intends to use to
satisfy any such request by the European Commission. The list must be accompanied by a
prior undertaking by each of the potential partners to cooperate with the tenderer if the
European Commission decides to launch the project and the specific contract is signed.




                                                                                            289
Promotion

Given that each partner will be responsible for directly promoting the competition in a
number of secondary schools and youth clubs, the tenderer must describe exactly how his
partners will do this and must estimate the number of secondary schools and youth clubs
which each partner should contact in each country.

For your information, here are three examples of what was done to promote the European
Union's competition on the rights of the child in 2006. In the Czech Republic 5 670 e-mails
were sent to secondary schools and youth clubs and 550 phone calls were made; in Poland
4 000 e-mails were sent and 2 000 telephone calls were made, and in Italy 5 200 e-mails were
sent and 2 600 telephone calls were made.

Website

The contractor will have to design, create and manage a website devoted to the competition in
23 languages. To get an idea of what we expect for the website and the documents it must
contain, please look at the EN version of the website which was created for the 2006
competition by logging on to:
http://ec.europa.eu/justice_home/news/information_dossiers/euroyoung/index_en.htm.

The website will have to follow the Commission's Information Providers Guide (IPG)
(http://ec.europa.eu/ipg/index_en.htm), except for rule 4, which will apply only once the site
is integrated into the Europa domain. For rule 5, we request the use of Coldfusion or JSP
(Java Server Pages) as server side scripting language and Oracle as RDBMS (Relational Data
Base Management System).

The contractor will have to buy the necessary 23 domain names (one per language) in ".eu",
which will become property of the Commission.

The tenderer must explain in detail how he intends to create the website. In principle, there
will be 10 headings with:

 20 pages supplied by the Commission in FR or EN, to be translated into the 22 other
  languages and uploaded;
 1 promotional poster supplied by the Commission on DVD in postScript format in 23
  languages, to be uploaded;
 36 pages to write, translate and upload (see below);
 54 winning posters to upload.

The contractor will be responsible for hosting and managing the website until the end of
March 2009.

Teaching packs for teachers and quiz for participants

The contractor will have to create, translate and upload the documents to assist participants
and their teachers, i.e. two teaching packs (one per age group) and two quizzes (one per age
group). We suggest that you look at the teaching packs and quizzes created for the 2006
competition, which can be found at:
http://ec.europa.eu/justice_home/news/information_dossiers/euroyoung/index_en.htm.


                                                                                           290
The tenderer must describe in detail how he intends to create these teaching packs and
quizzes. We expect each teaching pack to be about 8 pages long and each quiz about 10 pages
(25 to 30 questions/answers/explanations).

Promotional poster

As well as uploading the promotional poster in 23 languages on the website, the contractor
will have to arrange for each of his partners to distribute copies to the organisations
considered relevant. So, as soon as the poster has been printed in all of the languages, the
Commission will send a supply of them to each of the contractor's partners for distribution to
the associations, networks, organisations, schools and youth clubs that have been selected. In
principle, the European Commission will send each partner 400 copies of the poster in the
official language(s) of the country concerned.

The tenderer must describe how his partners will distribute the posters.

Meeting of the national juries

The meetings of the national juries will be held at the Commission's Representation in their
respective capital cities and will last a full day. Each of the contractor's national partners will
be responsible for all the logistics and will arrange for the inclusion among the judges of a
representative of the Commission's Representation, a representative of one of the Ministries
mentioned earlier, a teacher, a communications expert, a graphic designer and a young person
who is a member of a youth organisation.

The tenderer must describe in detail how he intends to prepare for and organise the meetings
of the national juries.

National award ceremonies

The national award ceremonies will take place on Thursday 20 November 2008, the
International Day of Children's Rights, at the Commission's Representation in each capital
city. They will start in the late morning and last approximately two hours, so that teams
coming from remote parts of the country have enough time to travel to and from the venue on
the same day.

The three winning teams in each age group in each Member State will be invited: four young
people + one adult (teacher or parent) per team, i.e. a total of 5 people x 6 teams = 30 people.

In each Member State the role of the contractor, assisted by its national partner, will be to
coordinate and organise the transport of the six winning teams by coach, train or aeroplane,
depending on where they are coming from; to prepare and organise the ceremony itself in
close cooperation with the Commission's Representation; to promote the event to the national
media, also in close cooperation with the Representation.

On the day after the ceremony, the two winning posters from each country will be sent to the
Commission by express courier, together with a copy of the entry and participation forms and
a translation of the forms in EN or FR. If the posters contain any text, this must also be
translated into EN or FR.


                                                                                                291
The tenderer must explain in detail how he intends to prepare for and organise the national
award ceremonies.

The budget should be all-inclusive and take into account all the foreseeable elements, such as:
the estimated cost of transport for the teams between their home town and the capital city, the
invitations to the press, the medals for the winners, the cocktail lunch at the end of the
ceremony, snacks and drinks for the teams upon arrival and before departure (taking into
account special dietary requirements), a bus tour of the capital (or similar activity) before or
after the ceremony to keep the participants busy (absolutely necessary), sending the winning
posters to the Commission, etc.

European award ceremony

This will take place in Brussels on Monday 15 December 2008 in a Commission building and
will be presided over by the Vice-President of the European Commission.

The six winning teams at European level, each accompanied by a teacher or parent and a
representative of the national partner (to help with language problems), making a total of six
people per team, will arrive in Brussels on Saturday 13 December 2008 and leave again on
Monday 15 December 2008, in the late afternoon.

The budget should be all-inclusive and take into account all the foreseeable elements, such as:
the estimated cost of transport for the teams between their home town and Brussels, two
nights' accommodation in Brussels, the activities on Saturday afternoon and Sunday, the food
and drink served during this period (taking into account any special dietary requirements), the
organisation of the ceremony itself, transport within Brussels, etc.

The tenderer's attention is drawn to the following constraints applying to the stay in Brussels:
 different activities must be organised for the two age groups;
 each age group must be accompanied by a nurse at all times;
 all of the 36 participants must be asked about their dietary requirements (on medical,
  religious, ideological or other grounds);
 participants must be accommodated in a hotel. Youth hostels and the like are not to be
  used.

The tenderer's attention is drawn to the following constraints applying to the European
ceremony:

 the ceremony will be held in a Commission building and interpretation will be provided
  and does not have to be included in the tender;
 each of the 30 young people and teachers must receive a trophy;
 a master of ceremonies, a photographer and three hostesses must be provided;
 the cocktail lunch will be provided by the Commission and does not have to be included in
  the tender.

The tenderer must explain in detail how he intends to prepare for and organise the European
award ceremony.

The budget conditions are the same as for the national ceremonies.


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      Approximate timetable

End of February                             DG JLS sends a request for a proposal to the contractor with
                                            a view to concluding a specific contract for organising the
                                            competition "The European Union and freedom of
                                            expression and information".
End of March                                DG JLS signs the specific contract for organising the
                                            competition.
End of March - end of July                  The contractor drafts, translates and uploads all the
                                            necessary documents, thus creating the website.
End of July                                 The competition is officially launched by Vice-President
                                            Frattini via a press release.
                                            The website goes online.
Early August                                The contractor and his national partners start the
                                            promotional campaign in those countries where schools
                                            reopen in August.
Early September                             The contractor and his national partners start the
                                            promotional campaign in those countries where schools
                                            reopen in September.
End of September                            Deadline for teams to register (this deadline will probably
                                            be extended).
Mid-October                                 Deadline for participants to deliver their posters.
End of October                              Meeting of the national juries.
20 November                                 National award ceremonies take place.
International Day of Children's Rights
21 November                                 The 54 winning posters at national level are sent to DG JLS
                                            by express courier.
Early December                              Meeting of the European jury.
Mid-December                                The winning teams at European level visit Brussels and
                                            participate in activities.
Mid-December                                Teams attend EU award ceremony presided over by Vice-
                                            President Frattini. Teams visit the Berlaymont and the
                                            European quarter. Teams return home.
End of March the following year             Contractor ceases to host and manage the website devoted to
                                            this competition.

      Tenderers must:

       describe in detail the methodology they will use to organise the competition;
       submit a detailed and concrete proposal covering all aspects of the organisation of the
        competition in Slovakia;
       produce a detailed and concrete proposal covering the organisation of the national award
        ceremony in Bratislava, from transporting the participants to the city up to when they
        return home;



                                                                                              293
 produce a detailed and concrete proposal covering the organisation of the European award
  ceremony in Brussels, from transporting the participants to the city up to when they return
  home;
 submit a detailed budget.

Summary of scoring:

 relevance of the methodology proposed for organising the competition (35 points);
 quality of the ―virtual‖ organisation of the competition in Slovakia, excluding the national
  award ceremony (25 points);
 quality of the ―virtual‖ organisation of the national award ceremony in Bratislava,
  including transport (20 points);
 quality of the ―virtual‖ organisation of the European award ceremony in Brussels,
  including transport (20 points);
   8.




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    ANNEX IV.2:

Lot 3 price schedules




                        295
             Lot 3 "Audiovisual material, events, communication campaigns"

                                         Price schedules

                                       Important remarks

Since the specific agreements will be concluded on the basis of the price schedules, these
schedules, duly completed, dated and signed, must be attached to the tender.
The tenderer must complete the entire price schedule for the services and materials in
question. Prices will be indicated in euros, excluding VAT. Only one amount should be
indicated per unit.

The rates quoted in the price schedules will be flat-rate amounts covering all general expenses
and the expenses associated with provision of the services, including third-party liability
insurance and all compulsory insurance but excluding the contractor's travel and subsistence
expenses, which, where appropriate, will be reimbursed according to the rules on the
reimbursement of expenses ("Article II.7 – Reimbursements" in the standard Service
Contract) and according to the list of daily allowances ("Annex IV - Travel and subsistence
expenses" in the standard Service Contract).
In the case of the travel expenses of the participants/guests attending an activity (meeting,
conference, etc.), the contractor must, before the specific contract is signed, provide the
Commission with a detailed estimate of travel expenses drawn up in accordance with the rules
laid down in Articles II.7.2 and II.7.3 – Reimbursements in the standard Service Contract.
No modifications are allowed. Any modification may result in rejection of the tender.
Exception: If he deems it necessary, the tenderer may, provided that detailed reasons
are given, add items to the price schedule, up to a maximum of 20 per cent of the
number of items already included. These prices should be in line with the tenderer's usual
pricing policy and comparable with market prices for the type of services or materials
indicated.

In the specific case of technologies not yet foreseeable or available, in particular in the field of
IT or multimedia, the Commission may, at a future date, ask the contractor for additional
products or services, which the contractor must propose at the most favourable market price.
In these cases, the contractor will propose a price corresponding to the schedule structure and
price level. This proposal will be subject to agreement by the Commission.

Many of the activities will take place in Brussels, but they may extend to all EU Member
States, the EFTA/EEA countries (Switzerland, Iceland, Liechtenstein and Norway), the
candidate countries (Croatia, Former Yugoslav Republic of Macedonia and Turkey) and other
third countries.

Unless otherwise stated, all prices must include delivery of the products to the Commission in
Brussels.

A paper or web page to be written or translated means: 1 500 characters without spaces.

Finally, regardless of the section in which a job (or piece of equipment) is mentioned, it will
apply to the entire lot, as will the price quoted.


                                                                                                 296
           Lot 3 "Audiovisual material, events, communication campaigns"

                                  Price schedules


Company: _____________________________________________________________

Surname and first name: _____________________________________________________

Date: ______________________________________________________________


Signature: __________________________________________________________




                                                                                297
        Audiovisual material (e.g. making video news releases and securing media coverage)


                                  Description                              Unit price

Staff

. Project manager                                                         … euros/person/day
. Project leader                                                          … euros/person/day
. Assistant project leader                                                … euros/person/day
. Accountant                                                              … euros/person/day
. Assistant accountant                                                    … euros/person/day
. Travel and accommodation organiser                                      … euros/person/day
. Administrator                                                           … euros/person/day
. Specialist responsible for finding targets56                            … euros/person/day
. Specialist responsible for finding partners                             … euros/person/day
. Media expert                                                            … euros/person/day
. Producer                                                                … euros/person/day
. Production assistant                                                    … euros/person/day
. Production secretary                                                    … euros/person/day
. Director                                                                … euros/person/day
. Assistant director                                                      … euros/person/day
. Journalist                                                              … euros/person/day
. Reporter                                                                … euros/person/day
. Scriptwriter                                                            … euros/person/day
. Continuity assistant                                                    … euros/person/day
. Production manager                                                      … euros/person/day
. Press officer                                                           … euros/person/day
. Specialist in finding targets                                           … euros/person/day
. Documentalist                                                           … euros/person/day
. Editor                                                                  … euros/person/day
. Video engineer                                                          … euros/person/day
. Assistant video engineer                                                … euros/person/day
. Sound engineer                                                          … euros/person/day
. Assistant sound engineer                                                … euros/person/day
. Chief camera operator                                                   … euros/person/day
. Senior technician (electrician or key grip)                             … euros/person/day
. Video cameraman                                                         … euros/person/day
. Assistant video cameraman.                                              … euros/person/day
. Cameraman and sound engineer                                            … euros/person/day
. Director of photography                                                 … euros/person/day
. Off-line editor                                                         … euros/person/day
. On-line editor                                                          … euros/person/day
. Electrician                                                             … euros/person/day
. Key grip                                                                … euros/person/day
. Assistant stage manager                                                 … euros/person/day
. Designer                                                                … euros/person/hour
. Teletext/autocue operator                                               … euros/person/hour

   56    For example, people to interview, participants at events, etc.


                                                                                          298
. Narrator                                                                                  … euros/person/hour
. Voice-over                                                                                … euros/person/day
. Dubbing artist for interviews                                                             … euros/person/day
. Interpreter                                                                               … euros/person/day
. Graphic designer                                                                          … euros/person/day
. Computer graphics expert                                                                  … euros/person/day
. Make-up artist                                                                            … euros/person/day
. Actor                                                                                     … euros/person/day
. Extra                                                                                     … euros/person/day
. Composer/sound artist                                                                     … euros/person/day
. Language coordinator                                                                      … euros/person/day
. Translation secretary                                                                     … euros/person/day

Translation

. from EN, FR into EN, FR                                                                            … euros/page
. from EN, FR into another language                                                                  … euros/page
 .from another language into EN/FR                                                                   … euros/page
. from another language into another language                                                        … euros/page
. surcharge for an urgent translation (24 hours)                                                          +…%

Music

. Original music score, all rights assigned                                                        … euros/day
. Background music, all rights assigned                                                            euros/minute
. Negotiating music reproduction and distribution rights with the                            … euros/person/day
publisher57

Equipment
(Technical equipment for filming
Editing and sound
Reproduction
Supplies)

. Laptop computer with modem                                                                          … euros/day
. Mobile phone                                                                                        … euros/day
. DIGI Beta player-recorder                                                                           … euros/day
. Beta SP player-recorder                                                                             … euros/day
. DVC PRO 25 player-recorder                                                                          … euros/day
. DV CAM player-recorder                                                                              … euros/day
. Beta SP player (e.g. BVW 22P)                                                                       … euros/day
. DVC PRO 25 player                                                                                   … euros/day
. DVC CAM player                                                                                      … euros/day
. DVC PRO 25 laptop editor                                                                            … euros/day
. DAT recorder                                                                                        … euros/day
. Wide angle lens x 0.8                                                                               … euros/day
. ENG equipment                                                                                       … euros/day


   57   This heading will also be used for payment of music distribution rights, which will therefore be calculated in
        the equivalent of "euros/person/day".


                                                                                                                  299
. Multicam (3) TV studio with green or blue key on each camera.       … euros/day
The studio will be operational in standard definition and 1080i/50
definition, will have a full lighting system and a single prompter
for the three cameras.
. Beta SP/DIGI two-machine editing suite with character generator     … euros/day
and close-up microphone (without editor)
. Digital two-machine editing suite (DVC PRO 25) with character       … euros/day
generator and close-up microphone (without editor)
. Digital three-machine editing suite (DVC PRO 25) with character     … euros/day
generator, mixer, digital video effects, sound mixer and close-up
microphone (without editor)
. Non-linear SD/HD editing room for high-resolution material          … euros/day
(without editor), Full video and audio effects palette must be
available.
. Virtual editing suite (without editor)                              … euros/day
. Digital multicamera (3 cameras) TV bus, including staff             … euros/day
. Portable equipment for transmitting signals to the satellite,       … euros/day
including staff
. Broadcast quality colour monitors                                   … euros/day
. Beta SP camcorder                                                   … euros/day
. Beta digital camcorder                                              … euros/day
. DVC PRO 25 camcorder                                                … euros/day
. DV CAM camcorder                                                    … euros/day
. Grip gear/dolly system (Key West type)                              … euros/day
. Basic lighting equipment                                            … euros/day
. Lighting equipment: kit 1 (reporting)                               … euros/day
. Lighting equipment: kit 2 (equipped van)                            … euros/day
. Hand-held microphone                                                … euros/day
. Clip-on microphone                                                  … euros/day
. Basic sound equipment                                               … euros/day
. Video ingest (digitisation of images), including staff              … euros/day
. Video logging (equipment for pre-selecting images)                  … euros/day
. Video titling, including staff                                      … euros/day
. Character generator                                                 … euros/day
. Digital sound studio with recording booth and mixing console        … euros/day
. Digital control room with character generator, digital video        … euros/day
effects mixer, sound mixer
. Computer workstation for logging (preselection of images prior to   … euros/day
editing)
. Digitisation of low-resolution images (for editing a working        … euros/day
mock-up)
. Digitisation of high-resolution images (for final editing)          … euros/day
. 2D graphic tablet                                                   … euros/day
. 2D graphic tablet, including staff                                  … euros/day
. 3D graphic tablet                                                   … euros/day
. 3D graphic tablet, including staff                                  … euros/day
. Graphic tablet for special effects (flame type)                     … euros/day
. Graphic tablet for special effects (flame type), including staff    … euros/day
. Digital video compression/encoding (MPEG1, AVI, WMP,
Quicktime, Real, MP3 type files)


                                                                              300
    . 1 minute                                            … euros/file
    . 5 minutes                                           … euros/file
    . 20 minutes                                          … euros/file
    . 60 minutes or more                                  … euros/file
. Digital video compression/encoding (MPEG2 type files)
    . 1 minute                                            … euros/file
    . 5 minutes                                           … euros/file
    . 20 minutes                                          … euros/file
    . 60 minutes or more                                  … euros/file
Copying a Beta digital master58 to Beta digital

. 30 minutes
    . 25 copies                                           … euros/unit
    . 50 copies                                           … euros/unit
    . 100 copies or more                                  … euros/unit

. 60 minutes
    . 25 copies                                           … euros/unit
    . 50 copies                                           … euros/unit
    . 100 copies or more                                  … euros/unit

. 61 minutes or more
    . 25 copies                                           … euros/unit
    . 50 copies                                           … euros/unit
    . 100 copies or more                                  … euros/unit

Copying a Beta digital master to Beta SP

. 30 minutes
    . 25 copies                                           … euros/unit
    . 50 copies                                           … euros/unit
    . 100 copies or more                                  … euros/unit

. 60 minutes
    . 25 copies                                           … euros/unit
    . 50 copies                                           … euros/unit
    . 100 copies or more                                  … euros/unit

. 61 minutes or more
    . 25 copies                                           … euros/unit
    . 50 copies                                           … euros/unit
    . 100 copies or more                                  … euros/unit

Copying a Beta digital master to Beta DVC PRO

. 30 minutes
    . 25 copies                                           … euros/unit


   58   Format to be used for master copies.



                                                                   301
   . 50 copies                                                      … euros/unit
   . 100 copies or more                                             … euros/unit

. 60 minutes
    . 25 copies                                                     … euros/unit
    . 50 copies                                                     … euros/unit
    . 100 copies or more                                            … euros/unit

. 61 minutes or more
    . 25 copies                                                     … euros/unit
    . 50 copies                                                     … euros/unit
    . 100 copies or more                                            … euros/unit

Copying a Beta digital master to Beta DV CAM

. 30 minutes
    . 25 copies                                                     … euros/unit
    . 50 copies                                                     … euros/unit
    . 100 copies or more                                            … euros/unit

. 60 minutes
    . 25 copies                                                     … euros/unit
    . 50 copies                                                     … euros/unit
    . 100 copies or more                                            … euros/unit

. 61 minutes or more
    . 25 copies                                                     … euros/unit
    . 50 copies                                                     … euros/unit
    . 100 copies or more                                            … euros/unit
Pressing a DVD-R from a Beta digital master, including authoring,
programming, creation, jacket and label pre-press

. 30 minutes
    . 100 copies                                                    … euros/unit
    . 200 copies                                                    … euros/unit
    . 500 copies                                                    … euros/unit
    . 1 000 copies or more                                          … euros/unit

. 60 minutes
    . 100 copies                                                    … euros/unit
    . 200 copies                                                    … euros/unit
    . 500 copies                                                    … euros/unit
    . 1 00 copies or more                                           … euros/unit

. 90 minutes
    . 100 copies                                                    … euros/unit
    . 200 copies                                                    … euros/unit
    . 500 copies                                                    … euros/unit
    . 1 000 copies or more                                          … euros/unit



                                                                             302
. 120 minutes
    . 100 copies                  … euros/unit
    . 200 copies                  … euros/unit
    . 500 copies                  … euros/unit
    . 1 000 copies or more        … euros/unit

. 180 minutes
    . 100 copies                  … euros/unit
    . 200 copies                  … euros/unit
    . 500 copies                  … euros/unit
    . 1 000 copies or more        … euros/unit

. 240 minutes or more
    . 100 copies                  … euros/unit
    . 200 copies                  … euros/unit
    . 500 copies                  … euros/unit
    . 1 000 copies or more        … euros/unit
Supplying Beta SP cassette

. 30 minutes                      … euros/unit
. 60 minutes                      … euros/unit
. 90 minutes or more              … euros/unit
Supplying DV-CAM cassette

. 30 minutes                      … euros/unit
. 60 minutes                      … euros/unit
. 90 minutes or more              … euros/unit
Supplying DVC-PRO cassette

. 30 minutes                      … euros/unit
. 60 minutes                      … euros/unit
. 90 minutes or more              … euros/unit
Supplying Beta digital cassette

. 30 minutes                      … euros/unit
. 60 minutes                      … euros/unit
. 90 minutes or more              … euros/unit
Supplying DVD-R

. 100 copies                      … euros/unit
. 200 copies                      … euros/unit
. 500 copies                      … euros/unit
. 1 000 copies or more            … euros/unit
Supplying "Diva Box"

. 100 copies                      … euros/unit
. 200 copies                      … euros/unit
. 500 copies                      … euros/unit
. 1 000 copies or more            … euros/unit
Supplying box with jacket


                                           303
. 100 copies                                                                        … euros/unit
. 200 copies                                                                        … euros/unit
. 500 copies                                                                        … euros/unit
. 1 000 copies or more                                                              … euros/unit


                                               Possible surcharge



                                Description                                   Unit price

For any service involving personnel costs: surcharge for any work                          +…%
done on Saturdays, Sundays or public holidays, subject to
agreement by the Commission


                                 Items which may be added by the tenderer59



                                 Description                                  Unit price

…                                                                                            …
…                                                                                            …
…                                                                                            …
For any service involving personnel costs: surcharge for any                               +…%
work done on Saturdays, Sundays or public holidays, subject to
agreement by the Commission




   59   Up to a maximum of 20% of the number of items already included.




                                                                                             304
                      "Events" (e.g. conferences, exhibitions and roadshows)


                              Description                                                Unit price

Human resources

. Secretary                                                                              … euros/person/day
. Teacher                                                                                … euros/person/day
. Training officer                                                                       … euros/person/day
. Designer                                                                               … euros/person/day
. Equipment installer                                                                    … euros/person/day
. Stand builder                                                                          … euros/person/day
. Computer technician                                                                    … euros/person/day
. Electrician                                                                            … euros/person/day
. Receptionist                                                                           … euros/person/day
. Photographer                                                                           … euros/person/day
. Security officer (day)                                                                 … euros/person/day
. Security officer (night)                                                              … euros/person/night
. Driver (car)                                                                           … euros/person/day
. Driver (lorry)                                                                         … euros/person/day

Single room, including breakfast, in superior-category hotel (4
stars)60 in the EU capitals:

. Brussels                                                                                      … euros/night
. Paris                                                                                         … euros/night
. London                                                                                        … euros/night
. Berlin                                                                                        … euros/night
. Vienna                                                                                        … euros/night
. Dublin                                                                                        … euros/night
. Lisbon                                                                                        … euros/night
. Madrid                                                                                        … euros/night
. Luxembourg                                                                                    … euros/night
. The Hague                                                                                     … euros/night
. Copenhagen                                                                                    … euros/night
. Stockholm                                                                                     … euros/night
. Helsinki                                                                                      … euros/night
. Rome                                                                                          … euros/night
. Athens                                                                                        … euros/night
. Tallinn                                                                                       … euros/night
. Riga                                                                                          … euros/night
. Vilnius                                                                                       … euros/night
. Warsaw                                                                                        … euros/night
. Prague                                                                                        … euros/night
. Bratislava                                                                                    … euros/night

60   The distinction between capitals is made because the prices of hotels can vary enormously between cities and
     this can have a significant impact on the budget for organising an event. The same is true for non-EU capital
     cities.



                                                                                                              305
. Ljubljana                                                         … euros/night
. Budapest                                                          … euros/night
. Sofia                                                             … euros/night
. Bucharest                                                         … euros/night
. Valletta                                                          … euros/night
. Nicosia                                                           … euros/night
Single room, including breakfast, in superior-category hotel (4
stars) in the capitals of the EFTA/EEA countries (Switzerland,
Iceland, Liechtenstein and Norway):

. Berne                                                             … euros/night
. Reykjavik                                                         … euros/night
. Vaduz                                                             … euros/night
. Oslo                                                              … euros/night
Single room, including breakfast, in superior-category hotel (4
stars) in the capitals of the candidate countries (Croatia, the
Former Yugoslav Republic of Macedonia and Turkey):

. Zagreb                                                            … euros/night
. Ankara                                                            … euros/night
. Skopje                                                            … euros/night
Single room, including breakfast, in superior-category hotel (4     … euros/night
stars) in other third countries
Seated dinner (including wine, water and coffee)

. with aperitif                                                    … euros/person
. without aperitif                                                 … euros/person
Buffet dinner (including wine, water and coffee)

. with aperitif                                                    … euros/person
. without aperitif                                                 … euros/person
Cocktail (alcoholic drink, water and fruit juice with five sweet   … euros/person
or savoury snacks)
Dinner (including wine, water and coffee)

. with aperitif                                                    … euros/person
. without aperitif                                                 … euros/person
Coffee break

. coffee/tea                                                       … euros/person
. coffee/tea with pastries                                         … euros/person
Drinks in meeting room (water and fruit juice)                     … euros/person




                                                                              306
Photographs

. Putting photos on DVD and copying this DVD to another one
   . fewer than 50 copies                                             … euros/unit
   . 100 copies                                                       … euros/unit
   . 200 copies                                                       … euros/unit
   . 300 copies                                                       … euros/unit
   . 400 copies                                                       … euros/unit
   . 500 copies or more                                               … euros/unit

. Developing a photo on the basis of at least 10 units
   . 10 x 15 cm                                                       … euros/unit
   . 20 x 30 cm                                                       … euros/unit
   . 30 x 45 cm                                                       … euros/unit
   . 40 x 60 cm                                                       … euros/unit
   . 50 x 75 cm                                                       … euros/unit

. Frames on the basis of at least 10 units for photographs of
    . 20 x 30 cm                                                      … euros/unit
    . 30 x 45 cm                                                      … euros/unit
    . 40 x 60 cm                                                      … euros/unit
    . 50 x 75 cm                                                      … euros/unit
    . 70 x 100 cm                                                     … euros/unit
    . more than 70 x 100 cm                                           … euros/unit

. Framing                                                             … euros/unit
Pressing a CD-R from an audio CD master, including
authoring, programming, creation, jacket and label pre-press

. fewer than 50 copies                                                … euros/unit
. 100 copies                                                          … euros/unit
. 200 copies                                                          … euros/unit
. 300 copies                                                          … euros/unit
. 400 copies                                                          … euros/unit
. 500 copies or more                                                  … euros/unit
Supplying CD-R

. 100 copies                                                          … euros/unit
. 200 copies                                                          … euros/unit
. 500 copies                                                          … euros/unit
. 1 000 copies or more                                                … euros/unit
Local transport (coach, minibus, taxi, etc.)                    … euros/person/day
Renting a room without interpreting facilities

. fewer than 50 seats                                                 … euros/day
. 100 seats                                                           … euros/day
. 200 seats                                                           … euros/day
. 300 seats                                                           … euros/day
. 400 seats                                                           … euros/day


                                                                               307
. 500 seats or more                                                 … euros/day

Renting a room with simultaneous interpretation facilities

. 1 to 3 booths
     . fewer than 50 seats                                          … euros/day
     . 100 seats                                                    … euros/day
     . 200 seats                                                    … euros/day
     . 300 seats                                                    … euros/day
     . 400 seats                                                    … euros/day
     . 500 seats or more                                            … euros/day

. 4 booths or more
    . fewer than 50 seats                                           … euros/day
    . 100 seats                                                     … euros/day
    . 200 seats                                                     … euros/day
    . 300 seats                                                     … euros/day
    . 400 seats                                                     … euros/day
    . 500 seats or more                                             … euros/day
Sound system for conference room                                    … euros/unit
Installation and supply of audiovisual, computer, telephone
and office equipment for the entire duration of an event

. multimedia PC with 17" screen                                 … euros/unit/day
. black-and-white printer                                       … euros/unit/day
. colour printer                                                … euros/unit/day
. 42" plasma screen connectable to a PC                         … euros/unit/day
. system for playing and projecting CD-Roms and DVDs on a       … euros/unit/day
big screen
. overhead projector                                            … euros/unit/day
. high-resolution video projector                               … euros/unit/day
. totem (interactive terminal)                                  … euros/unit/day
. video streaming (channel / 4 hours of transmission / 50       … euros/unit/day
simultaneous connections)
. receivers/headsets                                            … euros/unit/day
. large screen format ± 2.50 m x 2 m                            … euros/unit/day
. large screen format ± 3.50 m x 2.5 m                          … euros/unit/day
. telephone                                                     … euros/unit/day
. fax                                                           … euros/unit/day
. black-and-white photocopier                                   … euros/unit/day
. colour photocopier                                            … euros/unit/day
. desk                                                          … euros/unit/day
. rostrum with four microphones                                 … euros/unit/day
. lectern with microphone                                       … euros/unit/day
. wireless microphone                                           … euros/unit/day
. flipchart                                                     … euros/unit/day
. marker for flipchart                                              … euros/unit
Installation of a simultaneous interpreting system in a room   … euros/booth/day
not equipped with such a system



                                                                             308
Supplement for room equipped with teleconference facility                        … euros/day

Supplement for room equipped with videoconference facility                       … euros/day

Use of teleconference facility for international communication                  … euros/hour

Use of videoconference facility for international                               … euros/hour
communication
Decorations for room (flags, flowers, plants, etc.)                  euros/decorative element
Streamer/banner                                                               … euros/m²/day
Banner for use inside and/or outside                                              … euros/m²
Complete stand (modular panels with internal cabling,               … euros/running metre/day
platform floor, lighting, small storage unit with shelves, height
±2.50 metres)
Complete stand (see above) plus kitchen space                       … euros/running metre/day
Sound system for stand with wireless microphone                                  … euros/day
"Umbrella" stand with lighting kit, width ± 3 metres, height ±               … euros/unit/day
2.50 metres
Marquee or tent for open-air exhibition                                       … euros/m²/day
Stand assembly                                                                    … euros/m²
Dismantling a stand                                                               … euros/m²
Panel with lighting, height ± 2.50 metres                           … euros/running metre/day
Photo printing/laminating with 3 mm PVC (or other
material)/plastification

. smaller than 0.70 x 1.00 m                                                    … euros/unit
. 0.70 m x 1.00 m or larger                                                     … euros/unit
Lacquered aluminium frame for panels                                   … euros/running metre
Electricity supply                                                              … euros/day
Fire-resistant carpet for exhibition                                             … euros/m²
Radiator for marquee or tent for open-air exhibition                        … euros/unit/day
Fire extinguisher                                                           … euros/unit/day
Table                                                                       … euros/unit/day
Chair                                                                       … euros/unit/day
Coat rack on wheels (for ± 40 garments)                                     … euros/unit/day
Reception desk                                                              … euros/unit/day
Display rack for brochures                                                  … euros/unit/day
Name display card

. simple name card                                                           … euros/unit/day
. printed name card                                                          … euros/unit/day
Metal cupboard with lock

. small                                                                      … euros/unit/day
. large                                                                      … euros/unit/day




                                                                                          309
Small refrigerator                                               … euros/unit/day
Production of conference kits, with inscriptions on all items

. Standard kit (fabric document case, plastic pen and fabric
conference folder including an A4 writing pad)
    . fewer than 50                                                 … euros/unit
    . 100                                                           … euros/unit
    . 200                                                           … euros/unit
    . 300                                                           … euros/unit
    . 400                                                           … euros/unit
    . 500 or more                                                   … euros/unit

. De luxe kit (leather document case and conference folder          … euros/unit
containing A4 writing pad, de luxe metal pen, pocket
calculator, holder for business cards and CD), on the basis of
at least 10 units
Designing and manufacturing badges for participants

. black-and-white badges
    . fewer than 50                                                 … euros/unit
    . 100                                                           … euros/unit
    . 200                                                           … euros/unit
    . 300                                                           … euros/unit
    . 400                                                           … euros/unit
    . 500 or more                                                   … euros/unit

. colour badges
    . fewer than 50                                                 … euros/unit
    . 100                                                           … euros/unit
    . 200                                                           … euros/unit
    . 300                                                           … euros/unit
    . 400                                                           … euros/unit
    . 500 or more                                                   … euros/unit
Notepad

. A4 format
   . fewer than 50                                                  … euros/unit
   . 100                                                            … euros/unit
   . 200                                                            … euros/unit
   . 300                                                            … euros/unit
   . 400                                                            … euros/unit
   . 500 or more                                                    … euros/unit

. A5 format
   . fewer than 50                                                  … euros/unit
   . 100                                                            … euros/unit
   . 200                                                            … euros/unit
   . 300                                                            … euros/unit
   . 400                                                            … euros/unit


                                                                              310
     . 500 or more                                                                          … euros/unit

. B5 format
   . fewer than 50                                                                       … euros/unit
   . 100                                                                                 … euros/unit
   . 200                                                                                 … euros/unit
   . 300                                                                                 … euros/unit
   . 400                                                                                 … euros/unit
   . 500 or more                                                                         … euros/unit
Design and installation of a sign                                                    … euros/unit/day
Recording of sessions for subsequent transcription (each                         … euros/language/day
language version must be recorded)
Verbatim report of the speeches and debates                                              … euros/page
Writing conference conclusions                                                      … euros/person/day
Printing folders61 for A4 format documents

. fewer than 50                                                                             … euros/unit
. 100                                                                                       … euros/unit
. 200                                                                                       … euros/unit
. 300                                                                                       … euros/unit
. 400                                                                                       … euros/unit
. 500 or more                                                                               … euros/unit
Printing programmes, notices, leaflets, etc.62

. fewer than 50                                                                            … euros/unit
. 100                                                                                      … euros/unit
. 200                                                                                      … euros/unit
. 300                                                                                      … euros/unit
. 400                                                                                      … euros/unit
. 500 or more                                                                              … euros/unit
Black and white laser printing                                                             … euros/page
Colour laser printing                                                                      … euros/page
Black and white duplicating                                                                … euros/page
Colour duplicating                                                                         … euros/page
Black and white printing                                                                   … euros/page
Colour printing                                                                            … euros/page
Assembling and putting products in bags, folders (files),                                  … euros/hour
envelopes, parcels, etc.
Gadgets for wide distribution with 4-colour marking63

. pens
    . 1 000                                                                                 … euros/unit
    . 5 000                                                                                 … euros/unit

61 Closed format: A4+ (215 x 302 mm) Printing: full four colours. Paper: interior 350 g/m² - matt-coated.
   Finish: three flaps.
62 Open format: A4. Closed format: A4 folded in three. Printing: full four colours. Paper: interior
   135 g/m² – mat lamination.
63 Examples of possible inscriptions: the European flag, "European Union", "Justice, Freedom, Security" and
   the DG JLS website address. The same applies to items of clothing for restricted use/distribution.


                                                                                                       311
     . 10 000 or more                                                                       … euros/unit
. lanyards
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. rectangular memo pad ("Post-it®")64
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. round memo pad ("Post-it®")65
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. small balloons
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. key rings
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. small pocket torch
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. small solar-powered calculator
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. mouse pad
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. paper carrier bags66 with two handles
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. recyclable plastic bags
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
. light cloth bags
     . 1 000                                                                                … euros/unit
     . 5 000                                                                                … euros/unit
     . 10 000 or more                                                                       … euros/unit
Items of clothing for restricted use/distribution, with 4-colour

64 Pad with 50 notes, rectangular, size: +/- 10 cm x 7 cm.
65 Pad with 50 notes, round, size: +/- 7 cm.
66 For information material and gadgets, size ± 30 cm x 20 cm. The same applies to bags made of plastic and
   cloth.


                                                                                                        312
marking, on the basis of at least 50 units

. cap                                                                                             … euros/unit
. T-shirt                                                                                         … euros/unit
. polo shirt with collar                                                                          … euros/unit
. sweatshirt                                                                                      … euros/unit
. anorak                                                                                          … euros/unit
. warm jacket                                                                                     … euros/unit
Small flags67

. 1 000                                                                                           … euros/unit
. 5 000                                                                                           … euros/unit
. 10 000 or more                                                                                  … euros/unit
Rental of a vehicle

. car                                                                                        … euros/unit/day
. minibus                                                                                    … euros/unit/day
. van                                                                                        … euros/unit/day
. cargo truck (± 20 tonnes)                                                                  … euros/unit/day
. exhibition truck68                                                                         … euros/unit/day
Personalising a vehicle69

. car                                                                                          … euros/unit
. van                                                                                          … euros/unit
. truck                                                                                        … euros/unit
Design and production of a quiz show (± 10 questions)                                    … euros/person/day
Monitoring media coverage of an event70                                                  … euros/person/day
Copying a file on CD-Rom

. fewer than 50                                                                                   … euros/unit
. 100                                                                                             … euros/unit
. 200                                                                                             … euros/unit
. 300                                                                                             … euros/unit
. 400                                                                                             … euros/unit
. 500 or more                                                                                     … euros/unit
Putting letters or other small-format documents in envelopes                                      … euros/unit
with address labels and depositing them at the post office or
with an express courier service (excluding costs of postage)
Making up parcels with address labels and depositing them at                                      … euros/unit
the post office or with an express courier service (excluding

67 Small paper flags, size ± 15 cm x 10 cm, with the European flag on one side and the national flag on the
   other.
68 Semi-trailer truck designed for events and exhibitions, equipped with wheelchair lift to allow access for
   visitors with restricted mobility. Built-in podium ± 50 m², sound system, lighting, VIP area for interviews
   and photos. See example on DG Employment, Social Affairs and Equal Opportunities website at:
   http://ec.europa.eu/news/around/070424_fra_fr.htm.
69 Personalised adhesive stickers for entire vehicle (sides, front and back) including design, production, placing
   and removing.
70 Monitoring media (press, web, TV channels and radio stations) throughout an event and sending a report
   afterwards.


                                                                                                              313
costs of postage)
Sending of envelopes or parcels by express courier (national
rate)

. 20 g                                                             … euros/unit
. 50 g                                                             … euros/unit
. 100 g                                                            … euros/unit
. 300 g                                                            … euros/unit
. 500 g                                                            … euros/unit
. 1 kg or more                                                      … euros/kg
Sending of envelopes or parcels by normal mail (national rate)

. 20 g                                                            … euros/unit
. 50 g                                                            … euros/unit
. 100 g                                                           … euros/unit
. 300 g                                                           … euros/unit
. 500 g                                                           … euros/unit
. 1 kg or more                                                      … euros/kg
Transport of heavy parcels (national rate)                       … euros/kg/km
Sending of envelopes or parcels by international express
courier (within the EU)

. 20 g                                                             … euros/unit
. 50 g                                                             … euros/unit
. 100 g                                                            … euros/unit
. 300 g                                                            … euros/unit
. 500 g                                                            … euros/unit
. 1 kg or more                                                      … euros/kg
Sending of envelopes or parcels by normal international mail
(international rate - within EU)

. 20 g                                                             … euros/unit
. 50 g                                                             … euros/unit
. 100 g                                                            … euros/unit
. 300 g                                                            … euros/unit
. 500 g                                                            … euros/unit
. 1 kg or more                                                      … euros/kg
Transport of heavy parcels (international rate - within EU)      … euros/kg/km
Local transport of small parcels                                   … euros/unit
Storing products in a secure location                            … euros/m³/day
Cleaning up the event location (including removing pallets,         … euros/m²
packaging, etc.)




                                                                            314
                                            Possible surcharge


                               Description                                 Unit price

For any service involving personnel costs: surcharge for any                            +…%
work done on Saturdays, Sundays or public holidays, subject to
agreement by the Commission


                              Items which may be added by the tenderer71



                               Description                                 Unit price

…                                                                                         …
…                                                                                         …
…                                                                                         …
For any service involving personnel costs: surcharge for any                            +…%
work done on Saturdays, Sundays or public holidays, subject to
agreement by the European Commission




71   Up to a maximum of 20% of the number of items already included.




                                                                                         315
                          "Communication campaigns" (e.g. competition)


                               Description                                  Unit price

Human resources

. network coordinator                                                      … euros/person/day
. head of promotion                                                        … euros/person/day
. teleoperator72                                                           … euros/person/day
. quiz designer                                                            … euros/person/day
. registered nurse73 (day)                                                 … euros/person/day
. registered nurse (night)                                                … euros/person/night
. master of ceremonies                                                     … euros/person/day
. musician                                                                 … euros/person/day
. tourist guide                                                            … euros/person/day
. group leader74                                                           … euros/person/day

Website staff

. technical manager                                                        … euros/person/day
. artistic director                                                        … euros/person/day
. website creator                                                          … euros/person/day
. writer                                                                   … euros/person/day
. ergonomist                                                               … euros/person/day
. graphic designer                                                         … euros/person/day
. webmaster                                                                … euros/person/day
Purchase of web domain name                                                      … euros/unit
Hosting, support and management of a website                                     euros/month
Entrance ticket for a site or attraction75                                       … euros/unit
Seated lunch (including water and soft drinks)                                … euros/person
Buffet lunch (including water and soft drinks)                                … euros/person
Cocktail (water and soft drinks, with five sweet or savoury                   … euros/person
snacks)
Dinner (including water and soft drinks)                                       … euros/person
Coffee break

. Coffee/tea, water and fruit juice                                            … euros/person
. coffee/tea, water and fruit juice with pastries                              … euros/person
Packed lunch                                                                   … euros/person




72 Including use of the necessary instruments (telephone, fax, e-mail).
73 To accompany a group.
74 To organise games, sport, karaoke, etc.
75 Museum, exhibition, bowling, "chatterbus", etc.



                                                                                           316
Objects for restricted use, with colour(s) and inscription(s), on
the basis of at least 10 units

. gold medals                                                                    … euros/unit
. silver medals                                                                  … euros/unit
. bronze medals                                                                  … euros/unit
. 1st prize trophies                                                             … euros/unit
. 2nd prize trophies                                                             … euros/unit
. 3rd prize trophies                                                             … euros/unit
. framed A3 certificates                                                         … euros/unit
. framed A4 certificates                                                         … euros/unit
. backpacks                                                                      … euros/unit
. umbrellas                                                                      … euros/unit
. folding umbrellas                                                              … euros/unit

                                            Possible surcharge


                               Description                                 Unit price

For any service involving personnel costs: surcharge for any                            +…%
work done on Saturdays, Sundays or public holidays, subject to
agreement by the Commission


                              Items which may be added by the tenderer76



                               Description                                 Unit price

…                                                                                         …
…                                                                                         …
…                                                                                         …
For any service involving personnel costs: surcharge for any                            +…%
work done on Saturdays, Sundays or public holidays, subject to
agreement by the European Commission




76   Up to a maximum of 20% of the number of items already included.




                                                                                          317
                             ANNEX IV.3

DRAFT FRAMEWORK CONTRACT FOR LOT 3
           AND ANNEXES



Annex IV.3a: Specification                                  341

Annex IV.3b: Contractor's tender (including
              completed price schedule)                     342

Annex IV.3c: Specific contract - model                      343

Annex IV.3d: Contractor's travel and subsistence expenses   347

Annex IV.3e: Financial guarantee                            348

Annex IV.3f: Power of attorney                              350




                                                                  318
                        EUROPEAN COMMISSION
                        DIRECTORATE-GENERAL JUSTICE, FREEDOM AND SECURITY

                        Directorate A : General affairs




               DRAFT FRAMEWORK SERVICE CONTRACT
                                           CONTRACT No … (Lot 3)



The European Community (hereinafter referred to as ―the Community‖), represented by the
Commission of the European Communities (hereinafter referred to as ―the Commission‖),
which is represented for the purposes of the signature of this contract by

Mr Tung-Laï Margue
Director
Directorate-General for Justice, Freedom and Security
Directorate A - General Affairs,

of the one part,

and

[official name in full]

[official legal form] (delete if contractor is a natural person or a body governed by public
law)

[statutory registration number] (delete                 if contractor is a body governed by public law, for natural persons,
indicate the number of their identity card or, failing that, of their passport or equivalent)

[official address in full]

[VAT registration number]

(hereinafter referred to as ―the Contractor‖), represented for the purposes of the signature of
this contract by [name in full and function],

of the other part,




                                                                                                                        319
                                       HAVE AGREED

   the Special Conditions and the General Conditions below and the following Annexes:


Annex I:       Specification (Invitation to Tender No [complete] of [complete])

Annex II:      Contractor's tender (No [complete] of [complete])

Annex III:     Specific contract

Annex IV:      Contractor’s travel and subsistence expenses

Annex V:       Financial guarantee

Annex VI:      Power of attorney


which form an integral part of this contract (hereinafter referred to as ―the Contract‖).

The terms set out in the Special Conditions shall take precedence over those in the other parts
of the Contract. The terms set out in the General Conditions shall take precedence over those
in the Annexes. The terms set out in the Tender Specifications (Annex I) shall take
precedence over those in the orders and specific contracts (Annex III), the latter taking
precedence over the Tender (Annex II).

Subject to the above, the several instruments forming part of the Contract are to be taken as
mutually explanatory. Ambiguities or discrepancies within or between such parts shall be
explained or rectified by a written instruction issued by the Commission, subject to the rights
of the Contractor under Article I.8 should he dispute any such instruction.




                                                                                            320
                                    I - SPECIAL CONDITIONS

ARTICLE I.1 - SUBJECT

I.1.1     In the audiovisual field, the purpose of the Contract is, through a variety of measures,
          to generate greater interest among television channels and radio stations in the
          activities of the European Union, particularly but not exclusively in the fields of
          justice, freedom and security.

          The work could include the following (this list is not exhaustive):

              helping to identify target groups and their needs;
              advising on its communication strategy vis-à-vis television channels and radio
               stations and the various targeted groups;
              producing reports, documentaries, videos, VNRs (Video News Releases), TV and
               radio commercials, cartoons, etc.;
              copying and dispatching products;
              securing media coverage for products on television channels and/or radio stations,
               including EBS (Europe by Satellite)77, i.e. promoting them with a view to free
               distribution;
              following up all media reporting and documenting the coverage generated;
              copying products in any appropriate format;
              organising press conferences and/or press trips for journalists/audiovisual media
               producers;
              identifying target groups, such as journalists or TV/radio producers interested in
               European issues;
              securing coverage of events by the broadcast media, particularly by writing,
               printing and sending press releases or press packs;
              monitoring the impact of EU activities in the broadcast media, particularly but not
               exclusively in the fields of justice, freedom and security.

           As regards events organised on the ground, the purpose of the Contract is, through a
           variety of measures, to raise awareness among certain target groups and the general
           public of the activities of the European Union, particularly but not exclusively in the
           fields of justice, freedom and security.

           The work could include the following (this list is not exhaustive):

              helping to identify target groups and their needs;
              organising conferences or exhibitions, including the following aspects:
                inviting participants;
                organising registration;
                organising transport and accommodation;
                organising meals and coffee breaks;
                reserving rooms (conferences) or places for stands (exhibitions);

77   For information about EBS, go to http://ec.europa.eu/avservices/ebs/welcome_en.cfm.


                                                                                               321
               setting up, decorating and fitting out rooms or stands;
               renting equipment, including stands, vehicles, etc.;
               assembling, installing and dismantling equipment;
               organising interpreting and translation;
               recording, transcribing and translating the proceedings;
               organising a press conference to launch the activity;
               designing and producing information and promotional material, putting it into
                envelopes and distributing it;
               dispatching material;
               transporting material;
               taking photographs;
               making a video;
               arranging for technicians, hosts and representatives of the Contractor to be
                present throughout an event.

        Regarding long-distance communication activities78, the Contract aims, through a
        variety of measures, at raising awareness among certain target groups about EU
        activities, particularly but not exclusively, in the fields of justice, freedom and
        security.

        The work could include the following (this list is not exhaustive):

         helping to identify target groups and their needs;
         buying or creating lists of bodies that could potentially be interested in European
          issues (trade organisations, journalists' associations, non-governmental
          organisations, parents' and teachers' associations, schools, youth clubs, holiday
          camps, open-air centres for children, and other types of organisation, association
          and club);
         creating and running a network of national partners helping to organise and
          promote an activity in each of the countries concerned;
         promoting an activity among those potentially interested by email, fax and
          telephone;
         promoting an activity among those potentially interested by distributing posters and
          brochures;
         designing, creating and managing a website (usually multilingual) on a specific
          activity for a given period of time;
         buying web addresses;
         in the case of an activity such as a competition, organising participants' registration
          and entries;
         in the case of an activity such as a competition, organising judges;
         in the case of an activity such as a competition, organising prize-giving ceremonies;
         organising interpreting and translation.




78   These will also involve some organisation on the ground, for example organising judges and award
     ceremonies in the case of a competition.



                                                                                                  322
I.1.2   Signature of the Contract imposes no obligation on the Commission to purchase. Only
        implementation of the Contract through orders and specific contracts is binding on the
        Commission.

I.1.3   Once implementation of the Contract has been asked for or has commenced, the
        Contractor shall reply and execute the tasks in accordance with all terms and
        conditions of the Contract.

I.1.4   The Contract does not confer on the Contractor any exclusive right to provide the
        services described in Annex I to the Commission.

        The Contractor shall be selected as the [first/second/third] contractor in a multiple
        framework contract (cascade system). The other contractors selected in the order
        established at the time of the evaluation of tenders are:

        [names and addresses of the other two contractors]

ARTICLE I.2 - DURATION

I.2.1   The Contract shall enter into force on the date on which it is signed by the last of the
        contracting parties.

I.2.2   Under no circumstances may implementation commence before the date on which the
        Contract enters into force. Execution of the tasks may under no circumstances begin
        before the date on which the order or specific contract enters into force.

I.2.3   The Contract is concluded for a period of twelve months with effect from the date on
        which it enters into force. This contractual period and all other periods specified in the
        Contract are calculated in calendar days unless otherwise indicated.

I.2.4   The orders or specific contracts shall be returned signed before the Contract to which
        they refer expires.

        The Contract shall continue to apply to such orders and specific contracts after its
        expiry, but no later than the sixth month following its expiry.

I.2.5   The Contract may be renewed up to three times, each time for a period of one year, but
        only before expiry of the Contract and with the express written agreement of the
        parties. Renewal shall not imply any modification or deferment of existing obligations.

ARTICLE I.3 – PRICES

I.3.1   The price of the services shall always be calculated on the basis of the price schedule
        as set out in Annex II.

        The maximum total amount to be paid by the Commission under the Contract
        (including travel and subsistence expenses) shall be EUR 4 500 000 (four million five
        hundred thousand euros) covering all tasks executed.

I.3.2   Prices shall be expressed in euros.


                                                                                               323
I.3.3   Prices shall be fixed and not subject to revision for the first year of the Contract.

        From the beginning of the second year of duration of the contract, each price may be
        revised upwards or downwards each year, where such revision is requested by one of
        the contracting parties by registered letter no later than sixty days before the
        anniversary of the date on which it was signed. The Commission shall purchase on the
        basis of the prices in force on the date on which orders or specific contracts are signed.
        Such prices shall not be subject to revision.

        The revision shall be determined by the trend in the harmonised consumer price index
        (MUICP): (euro area), published for the first time by the Office for Official
        Publications of the European Communities in the EUROSTAT monthly bulletin at
        http://www.ec.europa.eu/eurostat/.

        Revision shall be calculated in accordance with the following formula:

        Pr=Po(Ir/Io)

        where:

        Pr   =    revised price;
        Po   =     price in the original tender;
        Io   =    index for the month corresponding to the deadline for submission of tenders;
        Ir   =    index for the month corresponding to the date of receipt of the letter
                  requesting a revision of prices.

I.3.4   In addition to the price of services specified in each order or specific contract, the
        Contractor‘s travel, subsistence and shipment expenses shall be reimbursed in
        accordance with Article II.7, as shall other expenses provided for by the Tender
        Specifications throughout implementation of the Contract. The daily subsistence
        allowance referred to in Article II.7.4(d) shall be determined in accordance with
        Annex IV. In addition, accommodation expenses shall be reimbursed in accordance
        with Article II.7.1 up to a maximum amount established in Annex III.

ARTICLE I.4 - IMPLEMENTATION OF THE CONTRACT

When the Commission sends an order for goods or services to the Contractor, it shall receive
a tender within the period of time specified in its order, as a general rule between ten and
twenty working days depending on the complexity of the work, counting from the date on
which the order was sent.

Should the Contractor be unavailable, he shall give reasons for refusal within the same period
and the Commission shall be entitled to send a request to the next Contractor on the list.

Similarly, in the event of failure to observe this deadline or in the event of a continuin
disagreement regarding the tender which cannot be resolved by discussion or negotiation, the
Contractor shall be considered unavailable and the Commission shall be entitled to send a
request to the next Contractor on the list.




                                                                                                324
Lastly, when the Contractor receives an order or a specific contract from the Commission, he
must return it, duly signed and dated, within ten working days from the date on which the
order was sent by the Commission. In the event of failure to observe this deadline, the
Contractor shall be considered to be unavailable and the Commission shall be entitled to send
a request to the next Contractor on the list.

ARTICLE I.5 - PAYMENT PERIODS

Payments under the Contract shall be made in accordance with Article II.4. Payments shall be
executed only if the Contractor has fulfilled all his contractual obligations by the date on
which the invoice is submitted. Payment requests may not be made if payments for previous
orders or specific contracts have not been executed as a result of default or negligence on the
part of the Contractor.

I.5.1 Pre-financing

     For orders or specific contracts for a total amount of less than EUR 40 000

     There shall be no pre-financing.

     For orders or specific contracts for a total amount of EUR 40 000 or more

     The Contractor may request a pre-financing payment of 30% of the total cost of the
     services, excluding his travel and subsistence expenses and any unforeseen expenditure.

I.5.2 Interim payment

     For orders or specific contracts for a total amount of less than EUR 40 000

     No interim payment shall be made.

     For orders or specific contracts for a total amount of EUR 40 000 or more

      No interim payment shall be made for work lasting less than six months.

      For services lasting six months or more, the Contractor may request an interim
     payment of 30% of the total cost of the service, excluding his travel and subsistence
     expenses and any unforeseen expenditure.

     Requests for interim payment by the Contractor shall be admissible only if accompanied
     by the interim technical report produced in accordance with the instructions in the order
     or specific contract or by the acknowledgement of receipt of the services provided by
     the Commission.

     In the case of a technical report, the Commission shall have twenty days from receipt to
     approve or reject the report, and the Contractor shall have ten days in which to submit
     additional information or a new report.

     The interim payment corresponding to 30% of the total amount of the order or specific
     contract, excluding the Contractor's travel or subsistence expenses and any unforeseen


                                                                                            325
     expenditure, shall be made within thirty days of the date of approval of the report or
     acceptance of the services by the Commission.

I.5.3 Payment of the balance

     The balance shall be paid after performance of the work by the Contractor and
     acceptance thereof by the Commission within thirty days of receipt of the request for
     payment.

     The request for payment of the balance shalll be admissible if accompanied by:

        either the final technical report in accordance with the instructions laid down in the
         order or specific contract or an acknowledgement of receipt of the service provided
         by the Commission;

        statements of reimbursable expenses in accordance with Article II.7;

        the relevant invoices, indicating the reference number of the Contract and of the
         order or specific contract to which they refer.

     In the case of a technical report, the Commission shall have twenty days from receipt to
     approve or reject the report, and the Contractor shall have ten days in which to submit
     additional information or a new report.

     The balance corresponding to the relevant invoices shall be paid within thirty days of
     the date on which the report is approved or the service is accepted by the Commission.

     [For Contractors established in Belgium, the orders shall include the following
     provision: ―En Belgique, l‘utilisation de ce bon de commande vaut présentation d‘une
     demande d‘exemption de la TVA n° 450‖ or an equivalent statement in Dutch or
     German. The Contractor shall include the following statement in his invoice(s):
     ―Exonération de la TVA, article 42, paragraphe 3.3 du code de la TVA‖ or an
     equivalent statement in Dutch or German.]

     [For Contractors established in Italy, the provisions of the Contract constitute a request
     for VAT exemption, provided that the Contractor includes the following statement in his
     invoice(s): "Operazione non imponibile ai sensi dell'articolo 72, comma 3) paragrafo 3
     del D.P.R. n. 633 del 26/10/1972 come modificato da ultimo dal D.L. n. 323 del
     20/06/1996 convertito in Legge n. 425 dell'8/8/1996."]

I.5.4 Financial guarantee

     In the case of pre-financing in excess of EUR 150 000 (one hundred and fifty thousand
     euros), the Commission shall demand a financial guarantee equal to the amount of the
     pre-financing and provided by a bank, an authorised financial institution or a third party
     (Annex V).

ARTICLE I.6 - BANK ACCOUNT




                                                                                            326
Payments shall be made to the Contractor‘s bank account denominated in euros, and
identified as follows:

        Name of bank: [complete]
        Address of branch in full: [complete]
        Exact designation of account holder: [complete]
        Full account number including codes: [complete]
        [IBAN code: [complete]]

ARTICLE I.7 - GENERAL ADMINISTRATIVE PROVISIONS

Any communication relating to the Contract or to its implementation shall be made in writing
and shall bear the Contract number and the order or specific contract number. Ordinary mail
shall be deemed to have been received by the Commission on the date on which it is
registered by the department responsible indicated below. Communications shall be sent to
the following addresses:

        Commission

        European Commission
        Directorate-General for Justice, Freedom and Security
        General Affairs Directorate
        Information and Communication Unit
        For the attention of the Head of Unit
        Office: LX 46 7/81
        1049 Brussels
        Belgium

        Contractor

        Mr/Mrs/Ms [… ]
        [Function]
        [Company name]
        [Official address in full]

ARTICLE I.8 - APPLICABLE LAW AND SETTLEMENT OF DISPUTES

I.8.1    The Contract shall be governed by the national substantive law of Belgium.

I.8.2    Any dispute between the parties resulting from the interpretation or application of the
         Contract which cannot be settled amicably shall be brought before the courts of
         Brussels.

ARTICLE I.9 - DATA PROTECTION

Any personal data included in or relating to the Contract, including its execution, shall be
processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with
regard to the processing of personal data by the Community institutions and bodies and on the
free movement of such data. The data shall be processed solely for the purposes of the
performance, management and follow-up of the Contract by the Directorate-General for


                                                                                             327
Justice, Freedom and Security, without prejudice to possible transmission to the bodies
charged with a monitoring or inspection task in conformity with Community law. The
Contractor shall have the right of access to his personal data and the right to rectify any such
data that are inaccurate or incomplete. Should the Contractor have any queries concerning the
processing of his personal data, he shall address them to the Directorate-General for Justice,
Freedom and Security. The Contractor shall have right of recourse at any time to the
European Data Protection Supervisor (http://www.cc.cec/dataprotectionofficer/).

ARTICLE I.10 - TERMINATION BY EITHER CONTRACTING PARTY

Either contracting party may, of its own volition and without being required to pay
compensation, terminate the Contract by serving two months‘ formal prior notice. Should the
Commission terminate the Contract, the Contractor shall be entitled only to payment
corresponding to the services ordered before the termination date. On receipt of the letter
terminating the Contract, the Contractor shall take all appropriate measures to minimise costs,
prevent damage, and cancel or reduce his commitments. He shall draw up the documents
required by the Special Conditions for the services rendered up to the date on which
termination takes effect, within a period not exceeding sixty days from that date.

ARTICLE I.11 - OTHER SPECIAL CONDITIONS

I.11.1 Penalties

        In the event of failure to provide the services by the deadline set in the orders or
        specific contracts or in due form, penalties shall be applied as follows:
9.
         10.    In the event of late delivery
      11.
         A penalty shall be applied using the following formula:

        [0.5% of the total value of the service] x [number of working days of delay].

        The ceiling for the total amount of the penalty in the event of late delivery shall be
        20% of the amount of the order or specific contract. These penalties shall apply
        automatically without formal notice simply as a result of the delay.
12.
        13.     In the event of inadequate quality of work

        In the event of inadequate quality of the services after presentation for the second
        time, the Commission may relieve the defaulting Contractor of his duties under the
        order or specific contract and entrust the task to the second Contractor on the list or, if
        necessary and according to the same procedure, the third Contractor. In that event, the
        defaulting Contractor shall be required to reimburse any amount which he received
        under the order or specific contract.

I.11.2 Suspension of services

         The Commission may, in certain cases, suspend the award of services to the defaulting
         contractor.



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If a Contractor fails to perform the services by the deadline set with an effect which is
damaging to the results of the action and provided that this delay is not caused by the
Commission, or if a Contractor is found to have executed an order or specific contract
inadequately in at least two respects, the Commission may automatically suspend, by
registered letter, the award of the next three services to this Contractor.




                                                                                      329
                            II - GENERAL CONDITIONS

ARTICLE II. 1 - PERFORMANCE OF THE CONTRACT

II.1.1 The Contractor shall perform the Contract to the highest professional standards. The
       Contractor shall have sole responsibility for complying with any legal obligations
       incumbent on him, notably those resulting from employment, tax and social
       legislation.

II.1.2 The Contractor shall have sole responsibility for taking the necessary steps to obtain
       any permit or licence required for performance of the Contract under the laws and
       regulations in force at the place where the tasks assigned to him are to be executed.

II.1.3 Without prejudice to Article II.3, any reference made to the Contractor's staff in the
       Contract shall relate exclusively to individuals involved in the performance of the
       Contract.

II.1.4 The Contractor must ensure that any staff performing the Contract have the
       professional qualifications and experience required for the execution of the tasks
       assigned to him.

II.1.5 The Contractor shall 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.

II.1.6 The Contractor shall have sole responsibility for the staff who execute the tasks
       assigned to him.
       The Contractor shall make provision for the following employment or service
       relationships with his staff:

              staff executing the tasks assigned to the Contractor may not be given orders
               direct by the Commission;
              the Commission may not under any circumstances be considered to be the
               staff‘s employer and the said staff shall undertake not to invoke in respect of
               the Commission any right arising from the contractual relationship between the
               Commission and the Contractor.

II.1.7 In the event of disruption resulting from the action of a member of the Contractor's
       staff working on Commission premises or in the event of the expertise of a member of
       the Contractor's staff failing to correspond to the profile required by the Contract, the
       Contractor shall replace him without delay. The Commission shall have the right to
       request the replacement of any such member of staff, stating its reasons for so doing.
       Replacement staff must have the necessary qualifications and be capable of
       performing the Contract under the same contractual conditions. The Contractor shall
       be responsible for any delay in the execution of the tasks assigned to him resulting
       from the replacement of staff in accordance with this Article.

II.1.8 Should any unforeseen event, action or omission directly or indirectly hamper
       execution of the tasks, either partially or totally, the Contractor shall immediately and


                                                                                             330
       on his own initiative record it and report it to the Commission. The report shall include
       a description of the problem and an indication of the date on which it started and of the
       remedial action taken by the Contractor to ensure full compliance with his obligations
       under the Contract. In such event the Contractor shall give priority to solving the
       problem rather than determining liability.

II.1.9 Should the Contractor fail to perform his obligations under the Contract in accordance
       with the provisions laid down therein, the Commission may - without prejudice to its
       right to terminate the Contract - reduce or recover payments in proportion to the scale
       of the failure. In addition, the Commission may impose penalties or liquidated
       damages as provided for in Article II.16.

ARTICLE II. 2 – LIABILITY

II.2.1 The Commission shall not be liable for damage sustained by the Contractor in
       performance of the Contract except in the event of wilful misconduct or gross
       negligence on the part of the Commission.

II.2.2 The Contractor shall be liable for any loss or damage caused by himself in
       performance of the Contract, including in the event of subcontracting under Article
       II.13. The Commission may not be held liable for any act or default on the part of the
       Contractor in performance of the Contract.

II.2.3 The Contractor shall provide compensation in the event of any action, claim or
       proceeding brought against the Commission by a third party as a result of damage
       caused by the Contractor in performance of the Contract.

II.2.4 In the event of any action brought by a third party against the Commission in
       connection with performance of the Contract, the Contractor shall assist the
       Commission. Expenditure incurred by the Contractor to this end may be borne by the
       Commission.

II.2.5 The Contractor shall take out insurance against risks and damage relating to
       performance of the Contract if such is required by the relevant applicable legislation.
       He shall take out supplementary insurance as required by standard practice in the
       industry. A copy of all the relevant insurance contracts shall be sent to the
       Commission should it so request.

ARTICLE II.3 - CONFLICT OF INTERESTS

II.3.1 The Contractor shall take all necessary measures to prevent any situation that could
       compromise the impartial and objective performance of the Contract. Such a conflict
       of interest could arise in particular as a result of economic interest, political or national
       affinity, family or emotional ties, or any other relevant connection or shared interest.
       Any conflict of interests which could arise during performance of the Contract must be
       notified to the Commission in writing without delay. In the event of such conflict, the
       Contractor shall immediately take all necessary steps to resolve it.
       The Commission reserves the right to verify that such measures are adequate and may
       require additional measures to be taken, if necessary, by a deadline which it shall set.
       The Contractor shall ensure that his staff, board and directors are not placed in a


                                                                                                 331
       situation which could give rise to a conflict of interests. Without prejudice to Article
       II.1, the Contractor shall replace, immediately and without compensation from the
       Commission, any member of his staff exposed to such a situation.

II.3.2 The Contractor shall abstain from any contact likely to compromise his independence.

II.3.3 The Contractor declares:

            that he has not made and will not make any offer of any type whatsoever from
             which an advantage can be derived under the Contract;
            that he has not granted and will not grant, has not sought and will not seek, has
             not attempted and will not attempt to obtain, and has not accepted and will not
             accept any advantage, financial or in kind, to or from any party whatsoever,
             where such advantage constitutes an illegal practice or involves corruption,
             either directly or indirectly, inasmuch as it is an incentive or reward relating to
             performance of the Contract.

II.3.4 The Contractor shall pass on all the relevant obligations in writing to his staff, board
       and directors as well as to third parties involved in performance of the Contract. A
       copy of the instructions given and the undertakings made in this respect shall be sent
       to the Commission should it so request.

ARTICLE II. 4 - INVOICING AND PAYMENTS

II.4.1 Pre-financing

       Where required by Article I.5.1, the Contractor shall provide a financial guarantee in
       the form of a bank guarantee or equivalent supplied by a bank or an authorised
       financial institution (guarantor) equal to the amount indicated in the same Article to
       cover pre-financing under the Contract. Such guarantee may be replaced by a joint and
       several guarantee by a third party.
       The guarantor shall pay to the Commission at its request an amount corresponding to
       payments made by it to the Contractor and which have not yet been covered by
       equivalent work on his part.
       The guarantor shall stand as first-call guarantor and shall not require the Commission
       to have recourse against the principal debtor (the Contractor).
       The guarantee shall specify that it enters into force at the latest on the date on which
       the Contractor receives the pre-financing. The Commission shall release the guarantor
       from its obligations as soon as the Contractor has demonstrated that any pre-financing
       has been covered by equivalent work. The guarantee shall be retained until the
       pre-financing has been deducted from interim payments or payment of the balance to
       the Contractor. It shall be released the following month. The cost of providing such
       guarantee shall be borne by the Contractor.

II.4.2 Interim payment

       At the end of each of the periods indicated in Annex I, the Contractor shall submit to
       the Commission a formal request for payment accompanied by those of the following
       documents which are provided for in the Special Conditions:


                                                                                             332
       an interim technical report in accordance with the instructions laid down in Annex
        I;
       the relevant invoices indicating the reference number of the Contract and of the
        order or specific contract to which they refer;
       statements of reimbursable expenses in accordance with Article II.7.

      If the report is a condition for payment, the Commission shall, on receiving it, have the
      period of time indicated in the Special Conditions in which:

       to approve it, with or without comments or reservations, or suspend such period
        and request additional information; or
       to reject it and request a new report.

      If the Commission does not react within this period, the report shall be deemed to have
      been approved. Approval of the report does not imply recognition either of its
      regularity or of the authenticity, completeness or correctness of the declarations and
      information enclosed.

      Where the Commission requests a new report because the one previously submitted
      has been rejected, this shall be submitted within the period of time indicated in the
      Special Conditions. The new report shall likewise be subject to the above provisions.

II.4.3 Payment of the balance

      Within sixty days of completion of the tasks referred to in each order or specific
      contract, the Contractor shall submit to the Commission a formal request for payment
      accompanied by those of the following documents which are provided for in the
      Special Conditions:

       a final technical report in accordance with the instructions laid down in Annex I;
       the relevant invoices indicating the reference number of the Contract and of the
        order or specific contract to which they refer;
       statements of reimbursable expenses in accordance with Article II.7.

      If the report is a condition for payment, the Commission shall, on receiving it, have the
      period of time indicated in the Special Conditions in which:

       to approve it, with or without comments or reservations, or suspend such period
        and request additional information; or
       to reject it and request a new report.

      If the Commission does not react within this period, the report shall be deemed to have
      been approved. Approval of the report does not imply recognition either of its
      regularity or of the authenticity, completeness or correctness of the declarations and
      information enclosed.
      Where the Commission requests a new report because the one previously submitted
      has been rejected, this shall be submitted within the period of time indicated in the
      Special Conditions. The new report shall likewise be subject to the above provisions.




                                                                                            333
ARTICLE II. 5 - GENERAL PROVISIONS CONCERNING PAYMENTS

II.5.1 Payments shall be deemed to have been made on the date on which the Commission's
       account is debited.

II.5.2 The payment periods referred to in Article I.5 may be suspended by the Commission
       at any time if it informs the Contractor that his payment request is not admissible,
       either because the amount is not due or because the necessary supporting documents
       have not been properly produced. In case of doubt on the eligibility of the expenditure
       indicated in the payment request, the Commission may suspend the time limit for
       payment for the purpose of further verification, including an on-the-spot check, in
       order to ascertain, prior to payment, that the expenditure is eligible.

       The Commission shall notify the Contractor accordingly by registered letter with
       acknowledgment of receipt or equivalent. Suspension shall take effect from the date of
       dispatch of the letter. The remainder of the period referred to in Article I.5 shall begin
       to run again once the suspension has been lifted.

II.5.3 In the event of late payment, the Contractor may claim interest within two months of
       receiving the payment. Interest shall be calculated at the rate applied by the European
       Central Bank to its most recent main refinancing operations (―the reference rate‖)
       plus seven percentage points (―the margin‖). The reference rate in force on the first
       day of the month in which the payment is due shall apply. Such interest rate is
       published in the C series of the Official Journal of the European Union. Interest shall
       be payable for the period elapsing from the calendar day following expiry of the time
       limit for payment up to the day of payment. Suspension of payment by the
       Commission may not be deemed to constitute late payment.

ARTICLE II. 6 – RECOVERY

II.6.1 If total payments made exceed the amount actually due or if recovery is justified in
       accordance with the terms of the Contract, the Contractor shall reimburse the
       appropriate amount in euros on receipt of the debit note, in the manner and within the
       time limits set by the Commission.

II.6.2 In the event of failure to pay by the deadline specified in the request for
       reimbursement, the sum due shall bear interest at the rate indicated in Article II.5.3.
       Interest shall be payable from the calendar day following the due date up to the
       calendar day on which the debt is repaid in full.

II.6.3 In the event of failure to pay by the deadline specified in the request for
       reimbursement, the Commission may, after informing the Contractor, recover amounts
       established as certain, of a fixed amount and due by offsetting in cases where the
       Contractor has a claim on the Communities that is certain, of a fixed amount and due.
       The Commission may also claim against the guarantee, where provided for.




                                                                                              334
ARTICLE II. 7 – REIMBURSEMENTS

II.7.1 Where provided for by the Special Conditions or by Annex I, the Commission shall
       reimburse the expenses that are directly connected with execution of the tasks on
       production of original supporting documents, including receipts and used tickets.

II.7.2 Travel and subsistence expenses shall be reimbursed, where appropriate, on the basis
       of the shortest itinerary.

II.7.3 Travel expenses shall be reimbursed as follows:

     a) travel by air shall be reimbursed up to the maximum cost of an economy-class ticket
        at the time of the reservation;
     b) travel by boat or rail shall be reimbursed up to the maximum cost of a first-class
        ticket;
     c) travel by car shall be reimbursed at the rate of one first-class rail ticket for the same
        journey and on the same day;
     d) travel outside Community territory shall be reimbursed under the General Conditions
        stated above provided that the Commission has given its prior written agreement.

II.7.4 Subsistence expenses shall be reimbursed on the basis of a daily allowance as follows:

     a) for journeys of less than 200 km (return trip), no subsistence allowance shall be
        payable;
     b) the daily subsistence allowance shall be payable only on receipt of a supporting
        document proving that the person concerned was present at the place of destination;
     c) the daily subsistence allowance shall take the form of a flat-rate payment to cover all
        subsistence expenses, including accommodation, meals, local transport, insurance
        and sundries;
     d) the daily subsistence allowance, where applicable, shall be reimbursed at the rate
        specified in Article I.3.

II.7.5 The cost of shipment of equipment or unaccompanied luggage shall be reimbursed
       provided that the Commission has given its prior written authorisation.

ARTICLE II. 8 – OWNERSHIP OF THE RESULTS - INTELLECTUAL
AND INDUSTRIAL PROPERTY

Any results or rights thereon, including copyright and other intellectual or industrial property
rights, obtained in performance of the Contract shall be owned solely by the Community,
which may use, publish, assign or transfer them as it sees fit, without geographical or other
limitation, except where industrial or intellectual property rights exist prior to the Contract
being entered into.

ARTICLE II. 9 – CONFIDENTIALITY

II.9.1. The Contractor undertakes to treat in the strictest confidence and not make use of or
        divulge to third parties any information or documents which are linked to performance
        of the Contract. The Contractor shall continue to be bound by this undertaking after
        completion of the tasks.


                                                                                              335
II.9.2. The Contractor shall obtain from each member of his staff, board and directors an
        undertaking that they will respect the confidentiality of any information which is
        linked, directly or indirectly, to execution of the tasks and that they will not divulge to
        third parties or use for their own benefit or that of any third party any document or
        information not available publicly, even after completion of the tasks.

ARTICLE II.10 - USE, DISTRIBUTION AND PUBLICATION OF INFORMATION

II.10.1 The Contractor shall authorise the Commission to process, use, distribute and
        publish, for whatever purpose, by whatever means and on whatever medium, any
        data contained in or relating to the Contract, in particular the identity of the
        Contractor, the subject matter, the duration, the amount paid and the reports. Where
        personal data are concerned, Article I.9 shall apply.

II.10.2 Unless otherwise provided by the Special Conditions, the Commission shall not be
        required to distribute or publish documents or information supplied in performance
        of the Contract. If the Commission decides not to publish the documents or
        information supplied, the Contractor may not have them distributed or published
        elsewhere without prior written authorisation from the Commission.

II.10.3 Any distribution or publication of information relating to the Contract by the
        Contractor shall require prior written authorisation from the Commission and shall
        mention the amount paid by the Community. It shall state that the opinions expressed
        are those of the Contractor only and do not represent the Commission‘s official
        position.

II.10.4 The use of information obtained by the Contractor in the course of the Contract for
        purposes other than its performance shall be forbidden, unless the Commission has
        specifically given prior written authorisation to the contrary.

ARTICLE II. 11 - TAXATION

II.11.1 The Contractor shall have sole responsibility for compliance with the tax laws which
        apply to him. Failure to comply shall make the relevant invoices invalid.

II.11.2 The Contractor recognises that the Commission is, as a rule, exempt from all taxes
        and duties, including value added tax (VAT), pursuant to the provisions of Articles 3
        and 4 of the Protocol on the Privileges and Immunities of the European
        Communities.

II.11.3 The Contractor shall accordingly complete the necessary formalities with the
        relevant authorities to ensure that the goods and services required for performance of
        the Contract are exempt from taxes and duties, including VAT.

II.11.4 Invoices presented by the Contractor shall indicate his place of taxation for VAT
        purposes and shall specify separately the amounts not including VAT and the
        amounts including VAT.




                                                                                                336
ARTICLE II. 12 – FORCE MAJEURE

II.12.1 "Force majeure" shall mean any unforeseeable and exceptional situation or event
        beyond the control of the contracting parties which prevents either of them from
        performing any of their obligations under the Contract, was not due to error or
        negligence on their part or on the part of a subcontractor and could not have been
        avoided by the exercise of due diligence. Defects in equipment or material or delays
        in making it available, labour disputes, strikes or financial problems cannot be
        invoked as force majeure unless they stem directly from a relevant case of force
        majeure.

II.12.2 Without prejudice to the provisions of Article II.1.8, if either contracting party is
        faced with force majeure, it shall notify the other party without delay by registered
        letter with acknowledgment of receipt or equivalent, stating the nature, likely
        duration and foreseeable effects.

II.12.3 Neither contracting party shall be held in breach of its contractual obligations if it has
        been prevented from performing them by force majeure. Where the Contractor is
        unable to perform his contractual obligations owing to force majeure, he shall have
        the right to remuneration only for tasks actually executed.

II.12.4 The contracting parties shall take the necessary measures to reduce damage to a
        minimum.

ARTICLE II. 13 - SUBCONTRACTING

II.13.1 The Contractor may not subcontract without prior written authorisation from the
        Commission or cause the Contract to be performed de facto by third parties.

II.13.2 Even where the Commission authorises the Contractor to subcontract to third parties,
        he shall none the less remain bound by his obligations to the Commission under the
        Contract and shall bear exclusive liability for proper performance of the Contract.

II.13.3 The Contractor shall make sure that the subcontract does not affect rights and
        guarantees to which the Commission is entitled by virtue of the Contract, notably
        Article II.17.

ARTICLE II. 14 – ASSIGNMENT

II.14.1 The Contractor shall not assign the rights and obligations arising from the Contract,
        in whole or in part, without prior written authorisation from the Commission.

II.14.2 In the absence of the authorisation referred to in the above paragraph or in the event
        of failure to observe the terms thereof, assignment by the Contractor shall not be
        enforceable against and shall have no effect on the Commission.

ARTICLE II. 15 – TERMINATION BY THE COMMISSION




                                                                                               337
II.15.1 The Commission may terminate the Contract, a pending order or a specific contract in
        the following circumstances:

a)     where the Contractor is being wound up, is having his affairs administered by the
       courts, has entered into an arrangement with creditors, has suspended business
       activities, is the subject of proceedings concerning those matters, or is in any
       analogous situation arising from a similar procedure provided for in national
       legislation or regulations;
b)     where the Contractor has been convicted of an offence concerning professional
       conduct by a judgment which has the force of res judicata;
c)     where the Contractor has been guilty of grave professional misconduct proven by any
       means which the Commission can justify;
d)     where the Contractor has 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 he is established or with those of the country applicable to the
       Contract or those of the country where the Contract is to be performed;
e)     where the Commission seriously suspects the Contractor of fraud, corruption,
       involvement in a criminal organisation or any other illegal activity detrimental to the
       Communities‘ financial interests;
f)     where the Contractor is in breach of his obligations under Article II.3;
g)     where the Contractor was guilty of misrepresentation in supplying the information
       required by the Commission as a condition of participation in the contract procedure
       or failed to supply this information;
h)     where a change in the Contractor's legal, financial, technical or organisational
       situation could, in the Commission's opinion, have a significant effect on the
       performance of the Contract;
i)     where execution of the tasks under a pending order or a specific contract has not
       actually commenced within fifteen days of the date foreseen and where the new date
       proposed, if any, is considered unacceptable by the Commission;
j)     where the Contractor is unable, through his own fault, to obtain any permit or licence
       required for performance of the Contract;
k)     where the Contractor, after receiving formal notice in writing to comply, specifying
       the nature of the alleged failure, and after being given the opportunity to remedy the
       failure within a reasonable period following receipt of the formal notice, remains in
       serious breach of his contractual obligations.

II.15.2 In cases of force majeure notified in accordance with Article II.12, either contracting
        party may terminate the Contract where performance thereof cannot be ensured for a
        period corresponding to at least one fifth of the period laid down in Article I.2.3.

II.15.3 Prior to termination under point e), h) or k), the Contractor shall be given the
        opportunity to submit his observations.
        Termination shall take effect on the date on which a registered letter with
        acknowledgment of receipt terminating the Contract is received by the Contractor or
        on any other date indicated in the letter of termination.

II.15.4 Consequences of termination

        In the event of the Commission terminating the Contract, a pending order or a
        specific contract in accordance with this Article and without prejudice to any other


                                                                                            338
         terms of the Contract, the Contractor shall waive any claim for consequential
         damages, including any loss of anticipated profits for uncompleted work. On receipt
         of the letter terminating the Contract, the Contractor shall take all appropriate
         measures to minimise costs, to prevent damage and to cancel or reduce his
         commitments. He shall draw up the documents required by the Special Conditions
         for the tasks executed up to the date on which termination takes effect, within a
         period not exceeding sixty days from that date.
         The Commission may claim compensation for any damage suffered and recover any
         sums paid to the Contractor under the Contract.
         On termination the Commission may engage any other Contractor to execute or
         complete the services. The Commission shall be entitled to claim from the Contractor
         all extra costs incurred in doing so, without prejudice to any other rights or
         guarantees enforceable under the Contract.

ARTICLE II. 16 - LIQUIDATED DAMAGES

Should the Contractor fail to perform his obligations under the Contract within the time limits
set by the Contract, then, without prejudice to the Contractor's actual or potential liability
incurred in relation to the Contract or to the Commission's right to terminate the Contract, the
Commission may decide to impose liquidated damages of 0.2% of the amount of the relevant
purchase per calendar day of delay. The Contractor may submit arguments against this
decision within thirty days of notification by registered letter with acknowledgement of
receipt or equivalent. In the absence of reaction on his part or of written withdrawal by the
Commission within thirty days of the receipt of such arguments, the decision imposing the
liquidated damages shall become enforceable. These liquidated damages shall not be imposed
where there is provision for interest for late completion. The Commission and the Contractor
expressly acknowledge and agree that any sums payable under this Article are in the nature of
liquidated damages and not punitive and that they represent a reasonable estimate of fair
compensation for the losses that may be reasonably anticipated from such failure to perform
obligations.

ARTICLE II. 17 - CHECKS AND AUDITS

II.17.1 Pursuant to Article 142 of the Financial Regulation applicable to the general budget
        of the European Communities, the European Court of Auditors shall be empowered
        to audit the documents held by the natural or legal persons receiving payments from
        the budget of the European Communities from signature of the Contract up to five
        years after payment of the balance of the last implementation.

II.17.2 The Commission or an outside body of its choice shall have the same rights as the
        European Court of Auditors for the purposes of checks and audits limited to
        compliance with contractual obligations from signature of the Contract up to five
        years after payment of the balance of the last implementation.

II.17.3 In addition, the European Anti-Fraud Office may carry out on-the-spot checks and
        inspections in accordance with Council Regulation (Euratom, EC) No 2185/96 and
        Parliament and Council Regulation (EC) No 1073/1999 from signature of the
        Contract up to five years after payment of the balance of the last implementation.

ARTICLE II. 18 – AMENDMENTS


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Any amendment to the Contract shall be the subject of a written agreement concluded by the
contracting parties. An oral agreement shall not be binding on the contracting parties. An
order or a specific contract may not be deemed to constitute an amendment to the Contract.

ARTICLE II.19 - SUSPENSION OF THE CONTRACT

Without prejudice to its right to terminate the Contract, the Commission may, at any time and
for any reason, suspend execution of the Contract, pending orders or specific contracts or any
part thereof. Suspension shall take effect on the day the Contractor receives notification by
registered letter with acknowledgment of receipt or equivalent or at a later date where the
notification so provides. The Commission may, at any time following suspension, give notice
to the Contractor to resume the work suspended. The Contractor shall not be entitled to claim
compensation on account of suspension of the Contract, of the orders or specific contracts, or
of parts thereof.




SIGNATURES


For the Contractor,                             For the Commission,
[Company name/first                             Tung-Laï MARGUE
name/surname/function]                          Director




signature[s ]: _______________________          signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _




Done at [Brussels], [date]                      Done at Brussels, [date]

in duplicate in [English].




                                                                                               340
                        ANNEX IV.3a: SPECIFICATION

The specification which will constitute Annex IV.3a to the Framework Contract will be the
one attached to this invitation to tender.




                                                                                      341
                  ANNEX IV.3b: CONTRACTOR'S TENDER

              (including the completed price schedule)

The tender which will constitute Annex IV.3b to the Framework Contract will be that of the
tenderer to whom the contract has been awarded.




                                                                                       342
                     ANNEX IV.3c: SPECIFIC CONTRACT - MODEL
          Specific Contract No [… ] implementing Framework Contract No [… ]


The European Community (hereinafter referred to as "the Community"), represented by the
Commission of the European Communities (hereinafter referred to as "the Commission"),
which is represented for the purposes of the signature of this contract by

Mr Tung-Laï Margue
Director
Directorate-General for Justice, Freedom and Security
Directorate A "General Affairs",

of the one part,


and


[official name in full]

[official legal form]

[statutory registration number]

[official address in full]

[VAT registration number]

(hereinafter referred to as ―the Contractor‖), represented for the purposes of the signature of
this contract by


[surname, forename and function],



of the other part,




                                                                                            343
                                      HAVE AGREED

Article 1:    Preamble
1.     On [date] the Commission and the Contractor signed Framework Contract No
       [complete] for the provision of services in the field of information and
       communication. This specific contract shall be incorporated into that Framework
       Contract as soon as it is signed by the contracting parties.
[ Where applicable:
2.     On [ date ] the Commission and the Contractor signed a supplementary contract to
       Framework Contract No [ complete ] renewing the said Framework Contract for a
       period of 12 months.]
[ Where applicable:
3.     On [ date ] the Commission and the Contractor signed a supplementary contract to
       Framework Contract No [ complete ] specifying that [complete ].]
4.     Any clauses or provisions of the Framework Contract not modified or cancelled by the
       provisions of this Specific Contract shall continue to apply in full.
5.     This Specific Contract relates to Lot [complete] and is based on the Contractor‘s
       specific tender of [ date ].


Article 2:    Subject
1.     The Contractor undertakes, in accordance with the conditions laid down in the
       Framework Contract, in the Specific Contract and in the annexes thereto, which form
       an integral part of these Contracts, to perform the tasks described in the Commission‘s
       order (Annex I) and included in the Contractor's specific tender (Annex 2).
2.     The purpose of this Specific Contract is [give a brief description of the purpose].


Article 3:    Duration
1.     The Specific Contract shall enter into force on the day it is signed by the last of the
       two contracting parties.
2.     The duration of the tasks shall not exceed [days/months]. Execution of the tasks shall
       start on the date of entry into force of the Specific Contract. The period of execution of
       the tasks may be extended only with the express written agreement of the parties
       before such period elapses.


[ Where applicable:

Article 4:    Reports and documents

The tasks carried out by the Contractor in performance of this Specific Contract shall be the
subject of reports drawn up in accordance with Annex I.]




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[ Where applicable:

Article 4:    Acceptance of work

1.     As soon as the fixed-rate services have been performed, the Commission shall issue an
       acceptance report indicating the date of acceptance and any reservations regarding
       the services performed.

2.     If the documents submitted contain errors, the Commission shall notify the Contractor
       in writing of the problems identified, requesting the submission of a corrected
       version.]


Article 5:    Prices and invoicing
1.     The Commission undertakes to pay the Contractor, in consideration of the services
       rendered under this Specific Contract, an amount not exceeding EUR [amount in
       figures and in letters]. It is agreed that the said amount shall cover all expenditure
       incurred by the Contractor in performance of this Specific Contract.
2.     In addition to the maximum price specified in the previous point, the Contractor‘s
       travel, subsistence and shipment expenses, plus any unforeseen expenditure, shall be
       reimbursed as provided for in the Framework Contract up to a maximum amount of
       EUR [amount in figures and in words].
3.     The invoice shall make reference to the Framework Contract, this Specific Contract
       and, if applicable, the document accepting the services provided.
4.     Invoices shall be sent to:
       European Commission
       Directorate-General [name]
       Unit [name]
       For the attention of [name]
       [address]
       B-1049 Brussels

Article 6:    ADMINISTRATIVE PROVISIONS
1.     The persons responsible for implementing this Specific Contract shall be:
       Commission
       - Administrative matters: [name], Directorate-General [name], [address], B -1049
         Brussels
       - Technical matters: [name], Directorate-General [name], [address], B -1049
         Brussels
       Contractor
       - Administrative matters: [name] and [address]
       - Technical matters: [name] and [address]
2.     Any communication in connection with this Specific Contract shall be in writing and
       shall be sent to the persons responsible.


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Article 7:     Annexes
       The following are annexed to and shall form an integral part of this Specific Contract:
       Annex 1:        Description of tasks – Commission‘s order of [date]
       Annex 2:        Contractor‘s specific tender of [ date ]
       Annex 3:        Framework contract


SIGNATURES


Contractor                                       Commission

[Company name/first                              Tung-Laï MARGUE
name/surname/function]                           Director



signature[s ]: _______________________           signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _




Done at [Brussels], [date]                       Done at Brussels, [date]

in duplicate in [English].




                                                                                                346
     ANNEX IV.3d: CONTRACTOR'S TRAVEL AND SUBSISTENCE
                         EXPENSES

See Annex II.3d to Lot 1 (p. 93).




                                                        347
                          ANNEX IV.3e: FINANCIAL GUARANTEE
             To be completed on paper bearing the letterhead of the financial institution


                                                For the attention of

                                               European Commission
                                               Directorate-General for Justice, Freedom and Security
                                               General Affairs Directorate
                                               Information and Communication Unit
                                               LX 46 7/81
                                               B-1049 Brussels


                                            hereinafter referred to as "the Commission"



Subject:            Guarantee No…

                    Financial guarantee for the repayment of pre-financing payable under
                    Specific Contract No [JLS/…] - [title of the Specific Contract]
                    incorporated in Framework Contract No [JLS/…] – “Helping to organise
                    information and communication work relating to the activities supported
                    by the European Union in the field of Community policies in general and
                    justice, freedom and security in particular” - Lot 3 “Audiovisual material,
                    events, communication campaigns” [contract numbers and titles should be
                    quoted in all correspondence]


We the undersigned, [name and address of financial institution], hereby irrevocably declare
that we guarantee unconditionally and on first demand as principal debtor on behalf of

[name and address of the Contractor]

hereinafter referred to as "the Contractor",

payment to the Commission of [amount of the pre-financing in euros, in figures and in
words], this amount representing the guarantee referred to in Article I.5.4 of Framework
Contract No. [JLS/ …] - ―Helping to organise information and communication work relating
to the activities supported by the European Union in the field of Community policies in
general and justice, freedom and security in particular‖ - Lot 3 ―Audiovisual material, events,
communication campaigns‖, concluded between the Contractor and the Commission,
hereinafter referred to as ―the Contract‖.



   If the guarantee is not provided by a bank or a financial organisation, the text of the guarantee must be adapted
        accordingly.



                                                                                                                 348
Payment shall be made without objection or legal proceedings of any kind, upon receipt of
your first written claim (sent by registered letter with confirmation of receipt) stating that the
Contractor has failed to meet one of his contractual obligations. We shall not delay the
payment or oppose it for any reason whatsoever. We shall inform you in writing as soon as
payment has been made.

We accept notably that no amendment to the terms of the Framework Contract agreed
between the Commission and the Contractor can release us from our obligation under this
guarantee. We waive the right to be informed of any change, addition or amendment to the
Framework Contract.

We have taken due note of the fact that the financial guarantee will remain in force until
payments by the Commission match the proportion of the total amount of the Specific
Contract accounted for by prefinancing and that the Commission undertakes to release the
guarantee within thirty days following that date.

This guarantee is governed by the law applicable to the Framework Contract. The courts
having jurisdiction for matters relating to the Framework Contract shall have sole jurisdiction
in respect of any dispute arising out of or in connection with this guarantee.

This guarantee shall enter into force and take effect from the date on which it is signed.




……………………..                                                         …………………………
(place and date)                                                     (signature)79




79   The name(s) and position(s) of the person or persons signing for the guarantor must be written in capital
      letters.



                                                                                                          349
                      ANNEX IV.3.f: POWER OF ATTORNEY



               Agreement / Power of attorney
                                          Model 1

(DESIGNATING ONE OF THE COMPANIES OF THE GROUP AS LEADER AND GIVING
                          A MANDATE TO IT)


We the undersigned:

–     Signatory 1 (Name, Function, Company, Registered address, VAT Number),
–     Signatory 2 (Name, Function, Company, Registered address, VAT Number),
–     …
–     Signatory N (Name, Function, Company, Registered address, VAT Number),

Each of them having the legal capacity required to act on behalf of his/her company,

HEREBY AGREE AS FOLLOWS:

(1)      The      Commission          has      awarded       Framework       Contract       …
         (« the Contract ») to Company 1, Company 2, …, Company N (« the Group
         Members »), based on the joint offer submitted by them on …/…/… for the supply of
         … and / or the provision of services for … (« the Supplies and/or the Services »).

(2)      As co-signatories of the Contract, all the Group Members:

         (a)    shall be jointly and severally liable towards the European Commission for the
                performance of the Contract.

         (b)    shall comply with the terms and conditions of the Contract and ensure the
                proper execution of their respective share of the Supplies and/or the Services.

(3)      To this effect, the Group Members designate Company X as Group Leader. [N.B.:
         The Group Leader has to be one of the Group Members]

(4)      Payments by the Commission related to the Supplies or the Services shall be made
         through the Group Leader‘s bank account. [Provide details on bank, address, account
         number, etc.]

(5)      The Group Members grant to the Group Leader all the necessary powers to act on their
         behalf in connection with the Supplies and/or the Services. This mandate involves in
         particular the following tasks:




                                                                                            350
       (a)    The Group Leader shall sign any contractual documents — including the
              Framework Contract, Specific Agreements and Amendments thereto — and
              issue any invoices related to the Supplies or the Services on behalf of the
              Group Members.

       (b)    The Group Leader shall act as single point of contact for the Commission in
              connection with the Supplies and/or the Services to be provided under the
              Contract. It shall coordinate the provision of the Supplies and/or the Services
              by the Group Members to the Commission and shall see to a proper
              administration of the Contract.

Any modification to the present agreement/power of attorney shall be subject to the
Commission‘s express approval.

This agreement/power of attorney shall expire when all the contractual obligations of the
Group Members towards the Commission in connection with the Supplies and/or the Services
to be provided under the Contract have ceased to exist. The parties cannot terminate it before
that date without the Commission‘s consent.

Signed in … on …/…/…


Name                                             Name
Function                                         Function
Company                                          Company


Name                                             Name
Function                                         Function
Company                                          Company




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