Tender_specs_CECIS

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					                              SPECIFICATIONS
             To Invitation to Tender DG ECHO/B.1/SER/2011/01
      Common Emergency Communication and Information System
These specifications follow the publication of
     Prior information notice OJEU 2011/S 54-087628 of 18/03/2011
     the contract notice in OJEU 2011/S 107-174675 of 04/06/2011




PART 1:                  TECHNICAL DESCRIPTION

PART 2:                  ADMINISTRATIVE DETAILS

PART 3:                  ASSESSMENT AND AWARD OF A CONTRACT




Annex 1:          Administrative information form
Annex 2:          Financial offer template
Annex 3:          Legal entity form and Financial identification form
Annex 4:          Declaration of the candidate‟s eligibility regarding exclusion criteria
Annex 5:          Financial capacity form
Annex 6:          Checklist for complete tender file
Annex 7:          The Commission Enterprise IT Architecture Framework (CEAF) version 1
                  explained
Annex 8.1:        Guidelines for the use of the Information System Hosting Services of the
                  Data Centre
Annex 8.2:        Security Convention




                                                                                         1
PART 1: TECHNICAL DESCRIPTION

1.     BACKGROUND

1.1.    The Community civil protection mechanism (the Mechanism)

        1.1.1. The Monitoring and Information Centre (MIC)

The main role of the Community Mechanism for Civil Protection is to facilitate co-operation in
civil protection and marine pollution assistance interventions in the event of major emergencies
which may require urgent response actions.

The operational heart of the Mechanism is the Monitoring and Information Centre (MIC), which
is based in the European Commission in Brussels. Through the MIC, which is accessible 24 hours
a day, the Commission can facilitate the mobilisation of civil protection and marine pollution
resources from the Participating States in the event of an emergency.

Any country affected by a major disaster, inside or outside the Union, can request assistance
through the MIC. The MIC immediately forwards the request to a network of national contact
points. The latter inform the MIC whether they are in a position to offer assistance. The MIC
compiles the responses and informs the requesting state of the available assistance. The affected
country selects the assistance it needs and establishes contact with the assisting countries. The
MIC can also offer technical support, including improved access to satellite images, and acts as
an information centre, collecting data and distributing regular updates to all participating
countries.

The Mechanism also works towards enhanced preparedness. It is supported by a database with
information on the national civil protection and marine pollution capabilities available for
assistance interventions. Experts and team leaders included in the civil protection database are
invited to participate in a training programme with courses, exercises and an exchange of experts
system.

        1.1.2. Activation of the MIC during emergencies

As soon as the MIC receives a request for assistance, the Centre immediately forwards it to its
24-hour network of national contact points. These contact points represent the participating
states‟ civil protection or marine pollution authorities. They assess their available resources and
inform the MIC whether or not they are in a position to help. The MIC then matches the offers
made to the needs and informs the requesting state of the type and quantity of available assistance
from the Community.

As the use of the Mechanism is not restricted to interventions within the European Union, any
third country affected by a disaster can also make an appeal for assistance through the MIC.




                                                                                                 2
Arrangements for the dispatch of the accepted assistance (delivery, transport, visa requirements,
customs, etc.) are made directly between the offering and requesting states. If required, the MIC
may play a facilitating role.

To facilitate the technical co-ordination of European civil protection or marine pollution
assistance, a small team of experts can be despatched on site by the MIC. This team will ensure
effective liaison with local authorities and any other relevant actors so as to integrate European
civil protection or marine pollution assistance into the overall relief effort and facilitate the work
of European teams on the ground. Moreover, as they continue to monitor the emergency and
assess its development, they keep the MIC headquarters updated.

           1.1.3. The Common Emergency Communication and Information System (CECIS)

CECIS is a web-based alert and notification application. It provides an integrated platform to
send and receive alerts and notifications, details of assistance required, to make offers of help and
to view the development of the ongoing emergency as they happen in an online logbook.

Its main task is to host a database on potentially available assets for assistance, to handle requests
for assistance on the basis of these data, to exchange information and to document all action and
message traffic.

The following organisations are the end-users of CECIS:

     the Monitoring and Information Centre (MIC), managed by the Emergency Response Unit of
      the Directorate General for Humanitarian Aid and Civil Protection of the European
      Commission;

     the National Contact Points in the EU Member States and in the Participating Countries
      (Iceland, Liechtenstein, Norway and Croatia). These have been designated on the basis of
      Article 3 (e) of Council Decision of 23 October 2001 establishing the Community
      Mechanism, as last amended by the recast of 8 November 2007. These contact points are
      available on a 24 hr basis. Participating countries may opt to appoint different contacts for
      civil protection and marine pollution.

2.      OBJECTIVES

The European Commission wishes to develop CECIS further, to adapt it to recent changes in the
legal requirements, and to improve the user friendliness of the application, making it fit better
with the day-to-day coordination tasks that are typically carried out in the course of an
emergency.

Following the Communication from the Commission to the European Parliament and the
Council: Towards a stronger European disaster response: the role of civil protection and
humanitarian assistance1 the Commission is developing an Emergency Response Centre in order

1
    http://ec.europa.eu/echo/civil_protection/civil/prote/pdfdocs/COM_2010_600_European_disaster_response_en.pdf



                                                                                                               3
to strengthen the European Emergency Response by effectively linking, at European level, Civil
Protection and Humanitarian Aid.

The Commission wants to develop a web-based information tool based on the current 14 points
and CECIS systems. This tool will allow real-time communication related to Participating States
humanitarian and in-kind assistance.

There is no explicit requirement to keep working on the basis of the current code, nor is there any
requirement to keep the application‟s „look and feel‟, or to migrate data from the current system
into a new system.

The focus is on functionality and on future improvements.

3.     TASKS AND REQUIREMENTS

3.1.    General requirements

In the performance of tasks, the contractor shall comply with the following general requirements:

    provide and maintain an application, incorporating the key functionality outlined below, in
     full compliance :
      with the legal requirements set out under 3.2.;
      with the technical requirements set out under 3.3, in particular as regards availability and
       performance;
      with the technical approach mentioned set out under 3.4.
      with the method set out in under 3.5. for project management and progress reporting;
      with the roles and tasks of the stakeholders as set out under 3.6.
      with the hosting requirements (annex 8);

    The contractor shall inform the Commission of any circumstances that may affect the
     implementation of the contract or otherwise be of interest to the Commission.

Upon signature of the contract by both parties, the contractor will receive access to a test instance
of CECIS, as a user, in order to familiarize himself with the functionality of the existing product.
Relevant documentation can also be made available to the contractor upon request. This includes:
    user manual;
    administrator manual;
    reports of previous functional enhancements of the application.

3.2.    Legal requirements

The full text of the following legal texts that apply to CECIS can be found on the eur-lex website,
in the original version as well as translated.




                                                                                                   4
    08/11/2007 - Council Decision 2007/779 EC, Euratom2 establishing a Community Civil
     Protection Mechanism (recast of Council Decision 2001/792 EC3)

    29/12/2003 - Commission Decision 2004/277/EC4 laying down rules for the implementation
     of Council Decision 2001/792/EC:
                                                                                            5
     o CECIS shall be set up and operate in accordance with Decision No 1719/1999/EC            and
       Decision No 1720/1999/EC 6;

     o The system shall operate, where applicable, in accordance with Commission Decision
       2001/844/EC, ECSC, Euratom7 and with Commission Decision C(2006)3602 on Security
       of Information Systems8 as well as their implementing rules. Regulation (EC) No 45/2001
       applies as well.

    14/09/2007 - Commission Decision 2007/606/EC of 8 August 2007 9 laying down rules for
     the implementation of the provisions on transport in Council Decision 2007/162/EC,
     Euratom10 establishing a Civil Protection Financial Instrument

    29/07/2010 - Commission Decision 2010/481/EU11, Euratom of 29 July 2010 amending
     Decision 2004/277/EC12, Euratom as regards rules for the implementation of Council
     Decision 2007/779/EC, Euratom establishing a Community civil protection mechanism




2
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32007D0779(01):EN:NOT
3
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32001D0792:EN:NOT
4
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32004D0277:EN:NOT
5
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:31999D1719:EN:NOT
6
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:31999D1720:EN:NOT
7
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2001:317:0001:0001:EN:PDF
8
     http://ec.europa.eu/internal_market/imi-net/docs/decision_3602_2006_en.pdf
9
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32007D0606:EN:NOT
10
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32007D0162:EN:NOT
11
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2010:236:0005:01:EN:HTML
12
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2010:236:0005:0017:EN:PDF




                                                                                                 5
3.3.   Technical requirements

       3.3.1. Important functionality

To achieve its objective of emergency management, CECIS essentially provides a
communication platform for e-mail like message exchange. Specific functionality is available for
matching requests with offers, and for managing resources (experts, teams, modules, individual
resources).

Contrary to internet-based e-mail messages, in CECIS the message exchange takes place in an
environment that is under full control. The advantages can be found in the field of security and
guaranteed delivery of the messages.

Existing functionality the Commission wants to keep in the next version of the application is
explained in the text by means of reference to the current, existing product. This should serve to
illustrate functionality only, not the „look and feel‟ of the application, or the navigation paths
between screens.

       3.3.2. Comprehensive home page

After logging in, the user sees the home page of the application, listing the ongoing emergencies.
The user has to select an emergency from the list; only one can be selected at a time. Upon
having selected an emergency, it is possible to access the emergency synopsis, the logbook or the
requests overview by selecting one of the action buttons at the bottom of the window.




Please note that some of the information has been deliberately made invisible.


                                                                                                6
In addition to the choices offered by the action buttons, the menu on the left gives access to
resources (see further) and to administrative tasks such as user management. The utilities section
contains hyperlinks, including the links to the manuals, which are available in html and in pdf.
An e-Learning Flash-based section is also available under utilities.

Local time and UTC time are displayed, as well as indication whether the database is functioning.

Selecting a language on the language bar results in all menu items that are available in that
language to be displayed. This choice has to be made only once, and can be altered later.

       3.3.3. Emergencies

Creating an emergency requires:
   Choosing the countries to send the notification to;
   Selecting the class of emergency, which can be "Civil protection", "Marine pollution" or
    “Both Civil Protection and Marine Pollution”;
   Selecting the country where the event occurred, either within or outside of the countries
    participating in the Civil Protection Mechanism. The list of countries can be managed in a
    separate set of windows;
   Giving a name to the emergency;
   Selecting a cause and type of event. The combination of cause and type of event can be:
    o an accident: biological, chemical, explosion, marine pollution, radiological, traffic
    o an attack with bio agents, chemical agents, explosives, radioactive agents
    o a natural disaster: avalanche, earthquake, fire, flooding, landslide, marine pollution, storm
    o Other type (for those types not included on the list)
   Selecting the status of the emergency, which can be:
            o Monitoring the situation
            o Early warning message
            o Information transmission
            o Request for assistance, which refers to an activation of the Monitoring and
                Information Centre
            o Pre closed – Community Mechanism deactivated
     The types of events themselves can be managed in a separate window.
   Designating a date and time of occurrence;
   Filling in a short description of what happened;
   Files can also be attached to the new emergency

All information entered here can be modified later, and all modifications give rise to notifications
to the users if they have been configured to receive them.




                                                                                                  7
8
After creation of an emergency, the synopsis gives access to:
   the logbook, containing a chronological overview of all messages that pertain to the
    emergency;
   the history of the emergency, listing all changes that have been made to it;
   a button allowing to generate a document that can be processed in Microsoft Word;
   a print menu;
   the requests overview (see further);
   the detailed information;
   a button to close the emergency;
   a button to a contact list of the emergency;
   a button to a menu where one can create and manage teams of experts.

       3.3.4. Messages

The central communication paradigm in CECIS is message-based information exchange. All
information exchange is related to emergencies, including requests for offers by Participating
States or, through the Monitoring and Information Centre, by non-member countries. Usually the
requests are followed by offers that satisfy the request partially or completely.

Messages are usually intended for all of the participants, but can be restricted to a subset of them
or to 1 individual participant. The subset can be defined as a list of individual users. Optionally
this can be done through the intermediate step of selecting one or more groups, and selecting
users that are listed as member of those groups. It is possible to address a message to oneself.
Messages include a UTC date/timestamp and can include attachments. The cc option is also
available. One can also attached document and select "Send by E-mail" and "send by Fax"
options. Messages can be flagged; the colour has no pre-defined meaning.

For the purpose of sending messages, users are grouped into categories. The main use of
categories is to simplify selection of recipients of messages. Currently, all categories are system-
wide: every user in the system has access to all of the categories. Six categories have been
defined.

As CECIS is a closed system, messages can only be sent to users that are defined in the system,
and can only be received from known users. Although users' personal data may contain (smtp) e-
mail addresses, these are used in addition to CECIS-based message exchange only. It is currently
not possible to include regular e-mail addresses in the list of recipients, and all messages that can
be consulted in CECIS have by definition been generated in CECIS as well, i.e. no incoming
'regular' e-mails can enter into the system.

            3.3.4.1.Events and notifications

Ten emergency related events, from creation to close of an emergency and two user related
events have been defined in the system. There are 12 different events in CECIS that may result in
a notification (depending on the configuration and on the options taken when the message of the
event is submitted):



                                                                                                   9
New user
User modification
New emergency
Emergency modification
New request
Request close
New offer
New acceptance
New resource
Resource modification
Offer close
Emergency close

A notification in CECIS is a message that a user receives informing about a certain event. For a
certain user to receive a notification about a certain event, the user must be configured to receive
notifications about it. This configuration is made in the notification matrix, and is managed by the
users with the "MIC administrator" and "Member state administrator" profiles. The notification
matrix is centralized and system-wide.

When a certain event occurs in the system, the users that are configured to be notified about that
type of event are notified through their Logbook (a CECIS Logbook entry is sent). The users can
also be configured to receive a physical message - an e-mail, a fax or a SMS – all of them
through a Commission smtp gateway for outbound messages.

In the current version of CECIS, part of the user configuration is done in the 'notifications
matrix'. This matrix lists the types of notification per type of profile and per combination of
country and class (Civil Protection/Marine Pollution) in the system. A checkmark on the
intersection between the country/class and the type of notification (see above) means that the
users with the profile that was selected in the top list box, and belonging to the combination of
country and class (e.g. Civil Protection/Belgium) in the left column, will receive notifications in
CECIS about the type of notification listed in the top row.




                                                                                                 10
As a next step, additional 'means' by which the notification should be transmitted can be
configured by selecting a specific country/class combination (under the profile selected in the top
list box), and by clicking on 'means'. The additional means refer to (smtp) e-mails that are
generated by the application, to faxes and to sms. In order to effectively generate these kinds of
notifications, the appropriate parts of the user configuration need to have been filled in (see
further).




All notifications are centrally configured.

The future version of CECIS does not need to feature an identical way of configuring
notifications. The problem could also be solved by a subscription-like mechanism, where users
could configure for themselves which types of notifications they want to receive, and which
additional means of communication they want to use.

            3.3.4.2.Logbook

All messages are kept in the emergency's logbook, where they can be consulted and replied upon.
To reflect the manual procedure that was used before CECIS, the messages in the logbook are
numbered automatically, and categorized as either incoming or outgoing. Each user has a
different view of the logbook, depending on which messages were sent by whom to whom. It is
possible to generate so-called free logbook entries, or messages that users send to themselves
only. This is a mechanism to officially convey information between officers from different duty
shifts, and is frequently used by the Monitoring and Information Centre. The logbook itself is a
crucial documentation tool that proves its usefulness during the handover between MIC or
Participating State duty shifts, and in the course of the emergency or after the emergency has
been closed, since it offers a reliable automated trail of events.



                                                                                                11
The default view of the logbook lists all messages collapsed, displaying only the subject of the
message. In order to expand any message to see its contents, it is necessary to click on the
message.




Messages may contain one or more attachments, as can be seen in the 'attachments' column.
Clicking on the attachment of a message immediately downloads the attachment(s) without the
need to view the details of the message first.

It is not possible to delete entries from the logbook or to modify messages after they have been
sent.

Exchange of internet-based e-mails takes place in parallel to the message exchange in CECIS.
This is particularly the case for emergencies in countries that are not part of the Civil Protection
Mechanism.

       3.3.5. Resources

CECIS contains a list of predefined resources that are a catalogue of all civil protection means in
Member States. They are the objects for which requests for assistance are issued. They can be
created by users from Member States or by the MIC users and have to exist before they can be
requested for, or offered. Traditionally, the requests and offers are summarized in the so-called
request matrix.

The types of resources in the system are:



                                                                                                 12
   Free-text resources
   Generic resources
   Modules
   Experts
   Civil protection teams
   Equipment, material, utensils
   Immobile facilities
   Marine Pollution Inventory

The list of types may be extended if needed.

            3.3.5.1.Free-text resources / Generic resources

Free-text / Generic resources are created while entering a request for assistance. They are
typically used for requests that need to include a lot of relevant details, and do not refer to
existing resources (modules or other).

Free-text / Generic resources are resources which do not fit within any of the types which are
currently on the system. Nevertheless, as mentioned before, the list of types may be extended if
needed.

            3.3.5.2. Modules and civil protection teams

The idea of establishing civil protection modules to strengthen the European response to natural
and man-made disasters was launched by Member States in the wake of the December 2004
tsunami in South-Asia. In June 2005, the European Council endorsed the general concept, calling
for the establishment of an EU rapid response capability based upon Member States' civil
protection modules.

Modules refer to the practice whereby pre-defined configurations of resources can be called upon
at short notice. The idea behind them is that each participating country should identify in advance
rapidly deployable and self-sufficient modules, which it can make available, subject to
confirmation in each case, to a European civil protection intervention.

The European Commission and Member States have worked closely together to develop the
implementing rules for Civil Protection Modules. The implementing rules provide the technical
framework for a number of modules covering advance medical posts, advance medical posts with
surgery, aerial forest fire fighting module using airplanes, aerial forest fire fighting module using
helicopters, chemical / biological / radiological and nuclear detection and sampling (CBRN), EU
modules, Emergency temporary shelter, field hospital, flood containment, flood rescue using
boats, ground forest fire fighting, ground forest fire fighting using vehicles, heavy urban search
and rescue, high capacity pumping, medical aerial evacuation of disaster victims, medium urban
search and rescue, search and rescue in CBRN conditions, technical assistance and support team
(TAST), water purification, etc. Tasks, capacities, main components and deployment times are
defined and the provisions give more details about the notions of self-sufficiency and
interoperability. The rules also provide for a Technical Assistance Support Team (TAST) that


                                                                                                  13
may support MIC assessment and/or coordination teams and may, under specified conditions, be
incorporated in specific modules to fulfil support functions.

The modules:
 are composed of mobile/moveable resources from Member States which can be deployed
   abroad;
 are able to work independently as well as together with other modules and provide assistance
   inside and/or outside the EU to other EU bodies and international institutions, especially the
   UN;
 can be made up of resources from one or more Member States of the Community Mechanism
   on a voluntary basis;
 are self-sufficient, interoperable and can be dispatched at very short notice (generally within
   12 hours following a request of assistance;
 Are equipped, trained and operate in accordance with acknowledged international guidelines.

Information on the modules is stored in CECIS, and the modules themselves are used in the same
way as other resources in the system. Member States are able to consult data on the modules of
other Member States, to introduce and modify one's own modules, to request for modules, and to
offer modules in response to requests.




The Commission wish to identify which modules are available in the voluntary pool.
A new field should allow users to define a module as one belonging to the voluntary pool of
modules. A chart/table will show the modules available in the voluntary pool of a specific year
sorted by type, country, month/s of availability, etc. The resources search engine should be able
to display results based on modules available within the voluntary pool.




                                                                                              14
               3.3.5.3.Experts

The experts identified in CECIS can be MIC experts, for assessment and/or coordination teams,
and other experts, for specific relief needs.

As mentioned in the Council Decision 2007/779 EC, Euratom13, i.e. the recast of Council
Decision 2001/792 EC, experts play an important role in the Civil Protection Mechanism.

The rules for the implementation are laid down in Commission Decision 2004/277/EC, Euratom
of 29/12/2003, whose article 17 states that the information on the experts shall be compiled by
the Commission in an expert database and be made available through the CECIS.

There are currently more than 263 experts registered in CECIS.

A search tool permits to perform expert's searches based on multiple criteria from the name of the
expert, the participation to courses that are organized under the supervision of the European Civil
Protection, language skills, EU mission experience, United Nations mission experience, field of
expertise and availability.




Participating States in the EU Civil Protection Mechanism introduce themselves their experts on
the system.
                                                               14
For the Curriculum Vitae, we request the Europass                   CV format. Europass documents can be
saved locally, or attached to e-mails.
13
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32007D0779(01):EN:NOT
14
     http://europass.cedefop.europa.eu/europass/home/hornav/Introduction/navigate.action



                                                                                                     15
The language section of the Europass CV provides in 6 levels of knowledge, along with
instructions on how to qualify one‟s own level after completing self-evaluation instructions. The
language domains to which this applies are Listening, Reading, Spoken interaction, Spoken
production and Writing. All of this is very relevant and adds a level of professionalism to the
system that is currently in use. The CV is created by the expert, resulting in an xml document.
Experts must update their own CV. A CV in Word format can be also uploaded in CECIS.




The expert's information (to be filled by the CECIS user of his/her Participating State) includes
the following fields:
   Personal data;
   Mechanism Courses;
   Curriculum vitae;
   CV in Word format;
   Legal entity form;
   Financial form;
   Visibility: visible or not for the other class user (Marine Pollution or Civil Protection)
   Language skills;
   Field(s) of expertise;
   UNDAC (United Nations Disaster Assessment and Coordination) member and/or trained;




                                                                                                    16
   Posts in his/her national organisation;
   International experience (mission and exercises);
   Availability.

So far there are no Marine Pollution experts inserted in CECIS. This situation may change in the
future. Marine Pollution experts would need different fields.

The search engine would be adapted to these needs.

       3.3.6. EUCP Team

CECIS allows the creation of European Civil Protection Teams integrated by experts above
mentioned. EUCP teams are deployed to the country affected by the disaster. A button on the left
hand menu of an emergency opens a window where only the MIC user can compose a team of
experts. The information is retrieved from the expert's database.




From here, it is possible to print badges and business cards for the members of the EUCP team

       3.3.7. The requests overview

Another left hand button in the emergency synopsis brings the user to the request overview.

The request overview can be viewed upon as a module that is specific for entering requests and
responding to requests by entering offers. The offers have then to be accepted by the requester.
Notifications are automatically generated by the application, and can be consulted later in the
logbook.




                                                                                                17
The request overview gives an overview in real time of the process of offers and
acceptance/rejection of the offers to the users of CECIS. The request overview is one of the main
features of CECIS.

Upgrades in the request overview following the integration of CECIS with other DG ECHO and
European Commission systems are foreseen in short and medium term.

       3.3.8. Transport

            3.3.8.1.Pooling or identifying transport resources

When a request for support for pooling or identifying transport resources in order to transport
civil protection assistance to an affected State is made, the MIC has to notify the contact points of
this request immediately, asking to provide details of any transport resources which the
participating states can make available.

Information to be provided by Participating States requesting transport support for civil
protection assistance (so called PART A):
   Disaster/emergency.



                                                                                                  18
   References to messages issued by the Monitoring and Information Centre of the Commission
    (MIC). This is usually a reference to a message posted in a CECIS logbook.
   Requesting State/organisation.
   Final recipient/beneficiary of the assistance transported.
   Details of the civil protection assistance to be transported including precise description of
    items, weight, size, volume, floor space, packaging with due reference to air, land, maritime
    packaging standards, any hazardous items, vehicle characteristics as well as overall weight,
    size, volume, floor space and number of staff travelling and other legal, customs, health or
    sanitary requirements relevant for the transport and the delivery of the assistance.
   Information on how this assistance meets the needs of the affected country in reference to
    affected country request or needs assessment.
   Information, if available, on the existence (or absence) of possibilities for local procurement
    and distribution available for the type(s) of assistance to be transported in sufficient quantity.
   Reason(s) why additional transport resources are necessary for ensuring the effectiveness of
    the civil protection response under the mechanism.
   Information on the state of play regarding this assistance by the affected State or coordinating
    authority.
   Required route for transportation of the assistance.
   Place/port of embarkation and local contact point.
   Place/port of disembarkation and local contact point.
   Date/time when the assistance is ready, packed and prepared for transportation from the port
    of embarkation.
   Information on any possibilities to move assistance to an alternative place/port of
    embarkation/hub for onward movement.
   Additional information (as appropriate).
   Information on possible contributions to the transportation costs.
   Information concerning a request for Community financing (when applicable).

The MIC sets a deadline, on expiry of which requests for EU co-financing may become eligible.
That deadline shall not exceed 24 hours from the notification. The Commission may shorten that
period to a minimum of six hours where this is necessary in order to respond effectively to urgent
and vital needs.

             3.3.8.2.Transport resources that have been made available

Participating States inform the MIC as soon as possible of any transport resources they can make
available on a voluntary basis in response to the request for support for pooling or identifying
transport resources (so called PART B):. The response contains the following elements:
   Disaster/Emergency.
   Responding State/organisation/contact point.
   References to messages issued by the Monitoring and Information Centre of the Commission
    (MIC) and of the participating State/organisation requesting transport support.
   Technical details of the offer of transportation including types of transport resources
    available, dates and times of transportation, number of movement or sorties required.



                                                                                                   19
   Particular details, constraints and modalities concerning the civil protection assistance to be
    transported including, weight, size, volume, floor space, packaging, eventual hazardous items,
    vehicle preparation, handling requirements, staff travelling and other legal, customs, health or
    sanitary requirements relevant for the transport and the delivery of the assistance.
   Proposed route for transportation of assistance.
   Place/port of embarkation and local contact point.
   Place/port of disembarkation and local contact point.
   Date/time when the assistance needs to be ready, packed and prepared for transportation from
    the port of embarkation.
   Information on any request for movement of assistance to an alternative place/port of
    embarkation/hub for onward movement.
   Additional information (as appropriate).
   Information on possible request for contributions to the transportation costs and details of any
    particular conditions or restriction related to the offer.
   Information on the request for Community financing (when applicable).

Where a possible transport solution has been identified but EU co-funding is required to allow the
transport of the civil protection assistance, the participating State may request a grant. The MIC
then immediately informs all the participating States of the request.

The application needs to allow to upload Member States' specific information on their transport
arrangements and capacities and to provide the MIC and Member States with an access to update
them on regular basis. An example of specific information is e.g. legal obstacles for transport.

Currently, the information and notifications related to the transport operations are carried trough
the CECIS logbook.

A new transport functionality has to be implemented in CECIS. This functionality should follow
a similar logic as the requests overview:
   A country requests or offers transport;
   Different transport options are offered to the requesting country by the Participating States or
    the Commission. Different requests for transport can be also sent to a country offering
    transport.
   The country requesting transport accepts or not one of the options proposed. In the same line,
    a country offering transport should be able to accept or refuse the different requests which it
    might have received.

The Commission wish to develop this feature either:
   Trough an electronic form;
   Trough a section similar to the current request overview annexing PART A and PART B;
   Trough a combination of the previous ones.

In addition, the Commission would like to incorporate in the system a feature to manage the
logistical constraints of the transport operations. Users should be able to introduce, on one hand,
data like the space available and the maximum weight allowed in the transport mean and, on the


                                                                                                 20
other hand, data like the square metres, dimensions and weight of the cargo, number of pallets,
etc. CECIS should be then able to inform about the possibility or not to match the request and the
offer. CECIS should generate messages to the actors involved inviting them to continue with the
transport operation or to make the necessary changes in order to match the weight and space
offered in the transport mean and the weight and dimensions of the assistance to be transported.

       3.3.9. User management




Users belong to one of the following profiles:
-   Global admin
-   MS admin
-   MS user
-   MIC admin
-   MIC user

Profiles are essentially user rights definitions. The level of detail is the CECIS section. The
attribution of privileges to profiles, combined with the assignment of users to profiles, allows for
fine-grained management of user rights.

In practice, a trickle-down approach is implemented:
-   Global admin creates and manages Member State and MIC administrators;
-   Member State and MIC administrators create and manage Member State and MIC users;
-   Member State and MIC Users create and manage emergencies.

Within CECIS, it is possible to create a user (if one is an administrator). When creating a user it
is necessary to attribute at least one CECIS profile to this user. It is possible to add, remove,
define the privileges and modify a profile. The user data can be modified, the user can be
invalidated, and user groups can be added, removed and modified. Users can be searched for
using different criteria.




                                                                                                 21
       3.3.10. Multilingualism

CECIS is a multilingual system, allowing its different screens to be displayed in different
languages depending on the language of the country of the user and the selection done by the user
using the top horizontal bar language selection buttons. The default language is English.

CECIS allows the translation, for the languages that are active in the system at that moment, of
all the labels of the application.

Currently, when a country is added in the system, a language must be associated to it. This needs
to be changed in the future CECIS, to accommodate countries with more than one language.
From the moment a new language is available in CECIS, its selection button becomes available
in the top horizontal bar and in the screens where the translation of a given field for all CECIS
languages takes place. It is up to the users to translate application labels into their own language.

In the future the application should remain multilingual, presenting the user with a user interface
in his/her own language. This can be based upon the web server‟s content negotiation
capabilities, on user preferences that are stored in cookies, by storing the user‟s language
preference in their profile, or, similarly to the approach taken on the European Commission's
public website europa.eu, by opting for a specific language each time a user starts the application.
Users themselves should be able to provide the application with translations, under coordination
from the Commission‟s Civil Protection unit. Please note that the choice of the language should
not depend on the country from which the application is accessed, or on the country to which the
user belongs to.

            3.3.11. Statistics

After close of an emergency, an analysis is carried out. The aim of this is to look for
improvements in the way the situation was handled, and to gather statistics.

The application currently generates statistics on the following topics:
   Number of experts and missions deployed;
   Total number of activations;
   Activations (requests) inside EU and in Third Countries;
   EU Mechanism Operations.




                                                                                                  22
Other kind of statistics the Commission would like CECIS to generate in the future are:
   Value of assets offered/accepted by emergency/country;
   Transport contributions of the European Commission;


                                                                                          23
   Number of modules deployed;
   Number of assets deployed.

The statistics are often used to create reports which can be used as documentation in the follow-
up meeting that takes place after an emergency. After the emergency has been closed, all parties
concerned, including the experts which were sent to the field, are gathered for a follow-up
meeting in the Commission premises in Brussels, with the ultimate goal of improving the
functioning of the Mechanism and the emergency response service of DG ECHO.

Based on the information gathered for the 'lessons learnt', a yearly overview is compiled on the
activations of the Mechanism.

New topics can be the subject of statistics produced by the system in the future.


3.4.   Technical approach

       3.4.1. General considerations

The application needs to be:

-   resilient, reliable and robust, ensuring integrity of the data and high availability

-   modular and extensible

-   scalable

-   open

-   based on open standards

-   compliant with the Commission's IT standards

-   easy to use

-   secure

               3.4.1.1.Resilient, reliable and robust, ensuring integrity of the data and high
                       availability

From a general point of view, the Commission aims for a solution that is resilient, reliable, robust
and secure, ensuring integrity of the data and high availability. High availability is mainly dealt
with by the system‟s architecture at the server side, but it is important to realize that the
application server part has to be enabled for load balancing, as all servers will be deployed in a
redundant setup. Clustering at the database level is transparent to the application server.




                                                                                                 24
            3.4.1.2.Modular and extensible

The application‟s design should focus on flexibility. It has to be possible to continue extending
the application in the future, without requiring replacing or redeveloping the overall system. The
Commission considers a module-based design to be an ideal fit with these requirements. Modules
could be added as new developments emerge, in the field of IT, and particularly on the internet,
or in the field of Civil Protection, which itself is subject to change as well.

The ability to integrate third-party modules would be a bonus to the system. Please indicate
whether this would be possible, and under what conditions.

One possible application of the modules concept is the integration of different types of media in
the application. It is possible to not only process textual information, but also sound, pictures and
video streams. The Commission is keen on being able to include information that is generated by
the user‟s own computer or by peripherals attached to the computer, as well as information that
lives on the internet and has been entered into the application, be it the actual content or a link
pointing to the content.

A Geolocation system is also going to be implemented in CECIS in order to provide information
about Civil Protection assets, experts and other items during pre-emergency and emergency
situations. The users should be able to introduce information about the location of Civil
Protection assets, experts and other items on an easy, quick and flexible way. Duty Officers have
produced in the past some location maps with the help of tools like Microsoft PowerPoint or
Adobe Photoshop. The production of these maps has involved a lot of time for the Duty Officers.
Moreover, the new emergency response service (as of 2011) of DG ECHO demands more maps
and with more different data.




                                                                                                  25
Image: One of the location maps produced by Duty Officers during an emergency.

At the moment of writing this call for tenders we are planning to discuss the issue with the
current contractor. It is possible that these actions have already started by the time the selected
contractor after this call for tenders had taking over.

              3.4.1.3.Scalable

It should be possible to have up to 150 concurrent users without much noticeable performance
degradation. Prior to the acceptance of major versions, or prior to installation onto a production
environment, load and stress tests will be carried out to verify if this requirement has been met.
These tests will run on the Commission's infrastructure, on (a) machine(s) that is configured
identically to the configuration that will be used for production afterwards. DIGIT, the
Commission's IT Directorate-General, carries out the tests on the basis of test scenarios that need
to be drawn up by the contractor.

              3.4.1.4.Open

One major principle of CECIS is that any data should be handled only once, for instance when
introducing or updating user information in the directory or when a working document or report
must be made available in different information collections of the network.

Also, and using whatever methods will be required, it should be possible to integrate the
application with existing systems.

In the course of 2007, the MIC implemented a portal site, as a mean of distributing certain
emergency-related information to a wider audience. The application needs to be integrated with
this tool to some extent, by automatically feeding specific „public‟ information into it.




                                                                                                26
Moreover, the Commission and more particularly DG ECHO are aiming for a web-based
information tool (based on the current 14 points system15 for humanitarian aid and the CECIS
system for civil protection assistance). This tool will allow real-time communication related to
the Participating States humanitarian assistance and in-kind assistance.

The Commission has decided on an incremental approach gradually establishing interfaces
between the two applications until the achievement of a single application.




Image: HOLIS 14 Points

Another candidate is the work that is currently underway to create a general link (designated as
ARGUS) between all specialised Rapid Alert Systems that are currently hosted by the
Commission. The idea is to facilitate joint action to ensure a timely and adequate response to
terrorist attacks that exceed the civil protection capabilities of affected countries.

The ARGUS system has been set up as an internal network by a communication from the
Commission in December 2005 16 with the aim to assure a coordinated and effective management
of major multi-sectoral crisis that require a reaction at the European Community level. Member
States and external bodies are connected through sector-specific rapid alert systems.

15
     https://webgate.ec.europa.eu/hac/
16
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:52005DC0662:EN:HTML




                                                                                             27
Currently, the Duty Officers are creating emergencies, generating and replying to messages and
uploading relevant documents directly in ARGUS. The Commission would like to implement a
way of performing some of all these operations directly from CECIS.

            3.4.1.5.Based on open standards

It is mandatory that the application layer does not rely on a proprietary client browser for end-
users willing to access the system and benefit from the application services. In this context, the
notion of “proprietary client browser” applies also to any adapted/enhanced version of Internet
standard browsers. In addition, standard Internet browsers must be able to fully interact with the
proposed technology without requiring a mandatory addition of plug-in.

The requirements above do not apply to Server-side plug-ins or to optional client-side plug-ins.

The application supports:
   Windows Internet Explorer, version 6.0 and up
   Mozilla Firefox
   Safari
   Google Chrome

The application development environment should be based on open Internet Standards and be
compliant with the Commission's IT architecture as well as the Commission's hosting
requirements (see annexes 8 and 9). Interface with other software and technologies shall be
possible, through a modular architecture and a flexible Software development Kit (SDK) and
APIs, allowing the proposed technology to integrate the generic and specific services described
below as well as future Internet standards.

There should be support for incoming and outgoing data exchange using different protocols. A
number of them are xml-based, e.g. the Sixth Framework Programme's (FP6) OASIS Tactical
Situation Object (TSO), describing the event, the resources engaged and the tasks in progress, the
RSS (Really Simple Syndication) family of web feed formats and KML (Keyhole Markup
Language), a file format used to display geographic data in an Earth browser such as Google
Earth, Google Maps, and Google Maps for mobile. Other protocols that need to be used are
MAPI and SMTP for incoming and outgoing e-mails.




                                                                                                   28
             3.4.1.6.Compliant with the Commission's IT standards

The (software) architecture of the application follows the 3-tier model, with separate
presentation, application and data layers. Any of the three tiers or layers can be upgraded or
replaced independently as requirements or technology change. This translates into a web-based
solution that uses the following technology:

Presentation layer

The Commission‟s standard web server is Apache 1.3.28.

CECIS is accessible using a standard web browser. The application provides the user with the
same kind of functionality, regardless of the browser or even the operating system that is used on
the client side. The browsers that need to be supported are listed under paragraph 3.3.1.5 on the
previous page.

The Internet browsers must be able to fully interact with the proposed technology without
requiring a mandatory addition of any proprietary plug-in.

Application layer

The Commission‟s standard application server is Oracle Weblogic. The current version of CECIS
is hosted in Oracle IAS. CECIS is migrating to Weblogic.

Data layer

The Commission‟s standard database server is Oracle 10g Release 2.

CECIS is hosted at the Data Centre of the Commission in a dedicated environment. No other
specific hardware should be added than the one foreseen. The environment for CECIS is
characterized by a redundant setup, and follows the 3-tier model outlined above. Further details
on the hosting environment can be provided after the contract has been awarded.
More information on the Commission's IT standards is provided in annex 8.

             3.4.1.7.Easy to use

The application is typically used under high levels of stress and should be as intuitive as possible.

             3.4.1.8.Secure

It is vital to keep this requirement in mind from the earliest stage in the design of the application.

The specific security requirements shall be defined in particular accordingly the final system
architecture; however the system should assure information access by a need to know basis and
impede disclosure of information to unauthorised third parts. Consequently the access might be
based on some categorisation of the information.



                                                                                                    29
Current CECIS security model is based on user's profiles and secure networks.

       3.4.2. Network

              3.4.2.1.sTESTA / Internet

The solution adopted in the beginning was based on permanent accesses of the competent
authorities and contact points to sTESTA
 either through the corresponding national network(s),
 or through a sTESTA permanent access to be established as an off-net connection i.e. direct
    connection through a 128 kbps leased line between the Civil Protection organisation and the
    nearest Eurogate.

The Member States are the 27 Member States of the European Union, and the Participating
Countries are Iceland, Norway, Liechtenstein and Croatia.

Following the difficulties of marine pollution authorities to get connected to the TESTA network
in 2010 a secured internet connection (https:) have been added to access the application.

  CECIS DMZ



                          HTTPS                    HTTPS     INTERNET       HTTPS

                                  INTERNET PROXY                                        USER
                                                                                      INTERNET



                          HTTPS                    HTTPS      TESTA         HTTPS

                                   TESTA PROXY                                          USER
                                                                                        TESTA



CECIS is able to distinguish between the users accessing the application trough sTESTA and
those accessing the application trough internet. The "internet version" is a reduced version of
CECIS which, at the moment, only includes Marine Pollution emergencies.

The aim is to continue increasing the security of the "internet version" and gradually open it to
other emergencies (Civil Protection Emergencies). At the end, only the most sensitive
information should not be accessible using the internet but the sTESTA connection.

       3.4.3. Remote access

In order to provide maintenance, remote access from the contractor‟s premises to the hosting
environment at the Commission‟s Data Centre is possible.

In order to organize this, the contractor will need to sign one or more security conventions to
receive access from his LAN to the EC resources for CECIS (mainly to the hosting environment).




                                                                                                 30
This may imply additional security requirements to contractor's LAN, in order to be compliant
with the rules of these security conventions.

A security convention template can be found in annex 9.

            3.4.3.1.VPN

The MIC's Duty Officers need to be able to access the application remotely, i.e. through a Virtual
Private Network (VPN) over the internet. The internet can be accessed from a standard PC
attached to a commercial home ADSL or cable modem, or from a laptop equipped with a HSDPA
interface. This translates to bandwidths in the range of 1.8 Mbps. The implication on the user
interface is that it should be as light-weight as possible, while still remaining user friendly and
ergonomical, and avoid unnecessary graphics.

3.5.   Project management and progress reporting

       3.5.1. Organisation

The contractor shall provide the necessary manpower and support for the management and
administration of the contract.

All reports shall be sent in paper copy by regular mail and in electronic copy by email in the
format of the Commission's word processing package. Exchange of advanced copies as well as
other non-formal communications shall take place via email.

A User Group with members designated by National Authorities will help finalise user
requirements and test the appropriate deliverables. The User Group will accompany and help the
project in all its phases.

       3.5.2. Methodology

The Project management methodology used at the European Commission is PM². The contractor
should comply with this methodology or with similar methodologies like PMI, PRINCE2 (and
TEMPO) or CMMi.




                                                                                                31
The Commission would like to insist in the following points:

      The acceptance of deliverables should comply with the methodology used at the European
       Commission.
      Regarding Incident Management, a form has to be used to report all CECIS incidents to the
       Commission.
      The Commission would like to further formalise Risk Management by including mitigation
       responses with each of the risks.
      The Commission wishes to have application level quality metrics for CECIS, as part of the quality
       assurance principles
      The Commission wishes the have frequent progress reports; for practical reasons, the frequency
       could be adapted, if possible, to the frequency of CECIS group of patches.

The methodology used in internal development projects in the Commission is RUP@EC, a
customisation of the RUP method (Rational Unified Process). Although the Commission does not
impose the use of this methodology for the project, the contractor‟s methodology will need to be
based on phases and iterations. There will be frequent contacts between the Commission and the
contractor and the level of achievements will need to be demonstrated on a regular basis. All
documentation deliveries need to follow templates that will be provided by the Commission at
the start of the contract. Those templates are based on the customized RUP@EC methodology.

The contractor must at least provide a Vision document, compliant with RUP@EC.

       3.5.3. Project Management and Quality Plan

Tenderers shall supply a draft overall Project Management and Quality Plan (PMQP). As a
minimum, the PMQP should outline the procedures tenderers propose for preparing, checking,
approving and maintaining the project deliverables and should identify the individuals
responsible for these procedures.



                                                                                                     32
The PMQP should include details about:
   the contractor's project organisation;
   how the contractor intends to implement project, administration and quality assurance,
    including, if applicable, controls to supervise sub-contractors;
   the method of reporting, and the table of contents of a project progress report;
   an acceptance plan for the deliverables of the project;
   quality control activities and criteria for the quality assessment of the deliverables.
The plan shall be sufficiently detailed to enable the Commission to evaluate progress. The PMQP
shall be subject to the approval of the Commission. The plan shall be updated whenever required
for the duration of the contract. Revisions to the plan shall be based on information supplied to
the contractor by the Commission and on the contractor's own assessment of progress, and kept in
line with the initial contractor offer and relevant specific agreements.

The Final Project Management and Quality Plan should be established within 2 weeks of the
project kick-off meeting.

At the end of the project, in addition to the application, the contractor shall deliver a final report
containing at least a management summary, setting out the conclusions of the report; a summary
of the current situation, including an overview of committees served, achievements and observed
problems; quantitative figures should also be included; a summary for dissemination purposes;
and a summary of the resources spent and their allocation per work package.

        3.5.4. Progress Reporting

The Commission will nominate a Project officer who will ensure daily follow-up and co-ordinate
the Commission's Project team composed of Commission officials. The project officer will chair
the Project team and will be responsible for the acceptance of the deliverables according to the
Acceptance plan defined. Twice a year the contractor shall prepare and submit a management
report to the Commission. This report shall include, as a minimum:
   the current status of the project;
   a summary of support services provision;
   an analysis of any problems experienced and corresponding corrective actions, taken or
    proposed;
   the resources spent;
   any actions to be taken by the Commission and/or by the contractor;
   an updated schedule.

             3.5.5. Acceptance procedures

On the basis of general terms for informatics contracts and the general informatics architecture in
the Commission, acceptance shall cover at least:



                                                                                                   33
   Factory Acceptance Tests (FAT) specifications and description, documenting in detail each
    test to be run, its initial conditions, expected and exception outcomes. FAT execution, and
    preparation of the FAT report, and,
   Site Acceptance Tests (SAT) specifications and description, documenting in detail each test
    to be run, its initial conditions, expected and exception outcomes. SAT execution, and
    preparation of the SAT report. The scope of the SAT extends to
   interoperability with all partners making use of all functionalities;
   interoperability with internal IT environment (applications, user workstations);
   guarantee that all supplies (including training and documentation) have been delivered to the
    required level of quality.

The SAT is run after delivery of a major upgrade and at the end of the contract to demonstrate
that the whole system has performed to the required level of quality and quality of service.

The deliverables shall be sent to the Commission's Project officer for acceptance one week before
a presentation meeting is organised and chaired by the contractor. The Project officer will issue
comments and decisions to the contractor and agree changes and actions. Further actions which,
in the opinion of the Commission's Project officer, would be necessary for the acceptance of the
deliverables, will be undertaken by the contractor in a minimum timescale and evidence of the
undertaking and its results provided to the Commission's Project officer. The deliverables will
then be approved within forty-five days of receipt of their final version by the Commission‟s
Project officer, the final report within sixty days of receipt of the final version by the
Commission's Project officer.

       3.5.6. Meetings

The contractor shall conduct progress meetings with the Commission on a regular basis. After the
kick-off meeting, progress meetings shall normally be under the chairmanship of the
Commission. Technical follow-up meetings or teleconferences will be also organised as
necessary. Such meetings will review the action points and progress achieved. They will also
help discuss technical matters and reports. All meetings shall be kept concise and concentrate on
major decisions and the list of remaining open action points. The drafting of the minutes of each
meeting shall be the responsibility of the contractor and shall be made available to the
Commission for approval within seven days following the meeting.

All reports shall be written in English. They have to be delivered in electronic format (Microsoft
Word) to the project officer.

       3.5.7. Quality Assurance and Control

The approach to quality control needs to be based on COBIT 4.1. COBIT can be met by
following the methodology RUP@EC, the IT Governance principles and the control standards set
by the EC.

Following the award of the contract, the Commission will assess the quality of the services and
deliverables provided on the basis of:


                                                                                                 34
 adherence to the overall contract, the project plan and the quality plan;
 evaluation of the content of the deliverables or services provided;
 evaluation of the delivery approach;
 evaluation of the organisational and communication capacities of the contractor‟s staff
  involved in the organisation of the project;

Failure to observe these criteria may lead to the rejection of a deliverable and/or to a request for
the replacement of one or more members of the project team.


3.6.   Roles and tasks of the stakeholders

       3.6.1. DG ECHO

   Ensure that all persons involved in the development and validation phases as well as the
    subsequent feasibility studies have received appropriate training in security awareness,
    policies and procedures, to the extent required by their duties, in compliance with the relevant
    laws and regulations;
   Ensure the management of the project in view of the final installation of the expected
    deliverables. In this respect, DG ECHO will provide and update a general planning and will
    co-ordinate the development, validation and implementation phases with the concerned
    organisations of the Member States, the IT services of the Commission and the selected
    contractor(s). DG ECHO will also represent the needs and requirements of the participating
    organisations of the Member States;
   Intervene/Play a role of moderator when blocking factors occur between the contractor(s) and
    the participating organisations;
   Follow-up and Validate/Test the separate layers and the total CECIS, possibly with the help
    of a User Group made of appointed representatives of all the participating organisations;
   Ensure regular information of the participating organisations on the advancement of the
    project;
   Ensure security of project mainly by proper categorisation of information, if necessary, for
    impeding its inappropriate disclosure.


       3.6.2. DIGIT (Informatics Directorate)

   Provide hosting services, including hardware and associated software licences, and ensure
    necessary maintenance and support;
   Ensure that the server is appropriately connected to sTESTA and is available on at least the
    same Service Level as the rest of the network;
   Ensure running and maintenance of the system;
   Provide all necessary support for the project.


                                                                                                 35
         3.6.3. Competent Authorities/Contact points in Participating States to the Mechanism

     Ensure the information in the system is kept up to date, especially the co-ordinates of
      administrative and local technical contacts;
     Ensure connection to the sTESTA network, availability of compliant web browsers and e-
      mail clients;
     express their additional specific needs and requirements to the Commission and/or contractors
      in due time;
     Nominate representatives in the User Group who will assist the Commission for the
      Validation/Testing of the application.

4.     EXPERIENCE REQUIRED OF THE CONTRACTOR

See the tenderer's experience required under Part 3 point 2.2. Technical and professional
capacity.

In addition, all members of the team should be able to work and communicate (written and
spoken) in English. Other languages of the EU would be an asset.

ISO 9000 qualification would be considered beneficial. Knowledge and experience in the
implementation of the ISO 27000 series would be considered advantageous as well.

Prior to signature of the contract, as it may be necessary to access premises and information
systems of National Civil Protection and Marine Pollution authorities during the project, the
contractor may be requested to verify that all personnel involved in the project are compliant with
Member States' relevant laws and regulations, if demanded by the appropriate National
Authorities.


5.     TIMETABLES AND DELIVERABLES

The contractor is asked to provide details, including the proposed delivery dates, on the
implementation of the following work packages (WP):

(1)    WP1: Development. The application is already working since several years. Most of the
       upgrades and new functionalities will fall into evolutive maintenance, corrective
       maintenance and fine tuning (see WP6). However, due to big functional or technological
       changes that might happen in the future, the Commission could need the development of a
       new system. This includes the development of (a) prototype(s), drafting detailed
       specifications, and their implementation in software, design and implementation of the
       database, etc. in case
       DELIVERABLES: prototype, final specifications, complete application. A first prototype needs
       to be delivered within 4 months after the communication of the need of a new system. The
       application and the final specifications need to be delivered within 10 months after the start
       of the contract.


                                                                                                  36
(2)   WP2: Documentation. Instructions and background information for users and
      administrators, as part of the application, and in a form that can be distributed
      independently from the application (e.g. pdf). This includes the production of training
      material and multimedia presentations on the software package that are integrated in the
      application, allowing for e-learning or self-study.

      DELIVERABLES: User and administrator Manuals, online help, maintenance and configuration
      documentation. The documentation needs to be delivered within 12 months after the start of
      the contract.

(3)   WP3: Training. Production of training material and provision of training courses for both
      users and administrators, at the European Commission in Brussels.

      DELIVERABLES: training material, two courses for administrators, and two courses for
      trainers. Training material needs to be delivered 4 months after the start of the contract.

(4)   WP4: Installation and Testing. Work related to the installation of software releases, as well
      as the final acceptance tests and support to the load and stress testing, which is carried out
      by the Commission's data centre. The contractor is expected to provide the data centre with
      a CD or other medium and instructions on how to perform the installation, and will not be
      allowed to perform the installation themselves on the Commission's infrastructure. The
      contractor is required to provide any support needed to bring the installation to a successful
      end. The contractor is also required to provide scenarios and any support that is needed for
      the Load and Stress tests that will be carried out by the Commission's Data Centre.

      DELIVERABLES: The application source code and documentation including access keys,
      installation    guides,      functional     and       technical analysis documents.
      These deliverables are required before the end of the contract.

(5)   WP5: Project and Quality management. All activities related to project management and
      quality control.

      DELIVERABLES: Project Management and Quality plan, follow-up meetings, intermediate and
      final reports. Besides the final report, one intermediate report is needed 6 months after the
      start of the contract.

(6)   WP6: Maintenance and fine tuning. This will cover both evolutive and corrective
      maintenance of the application for the remaining duration of the contract. Evolutive
      maintenance deals with functional enhancements by way of new releases of the software
      and interfaces with other systems. Installation and testing of those releases will follow the
      procedures used in WP4. Along with this, maintenance of the documentation is included.
      This is important in the light of the fact that the Commission has developed a set of
      documentation for the CECIS processes (security, operation, business continuity, etc.).
      Project and Quality management as it applies to evolutive maintenance is also included.
      Corrective maintenance deals with the resolution of deficiencies in the software.

      DELIVERABLE: Application maintenance, updates to user and administrator manuals, to


                                                                                                 37
      functional and technical analysis documents, and to online help, intermediate and final
      reports.

(7)   WP7: Service Desk. Setup of a service desk to receive and follow up on all questions raised
      by users, both from within the Commission and from Member States.

An interim status report at 6 months after contract signature is due, and a final status report is due
at the end of the contract.

Here below there is a table including the main items to be delivered. This table must be taken
only as an example of timetables and deliverables.

WP        Title                                       Delivery date
WP 2      User Manual                                 Month 1
WP 2      Contextual online help                      Month 1
WP 3      Training presentation                       Month 4 and Month 10
WP 3      E-learning Material                         Month 4 and Month 10
WP 4      FAT Report                                  When required upon testing
WP 4      SAT Reports                                 When required upon testing
WP 4      Patch for the application with              Patches to be installed depending on the needs
          installation instructions
WP 4      Final CD with complete application          Month 11
          and source code and all the produced
          documentation
WP 5      Progress Report                             Month 8 and Month 11
WP 5      Final Report                                Month 11
WP 6      Final Application Software Package          Indicatively every 6 months



6.    DURATION OF TASKS

The tasks should be completed within 12 months of the signature of the contract by both parties.
The execution of the tasks may not start before the contract has been signed by both parties.

The contract can be renewed twice on identical terms, provided that he contractor's work is
satisfactory in all respects and depending on budget availability.


7.    PLACE OF PERFORMANCE

The place of performance of the tasks shall be the contractor‟s premises or any other place
indicated in the tender, with the exception of the Commission‟s premises.

PART 2: ADMINISTRATIVE DETAILS
1. General terms and conditions for the submission of tenders

                                                                                                   38
            Submission of a tender implies that the contractor accepts all the terms and conditions set
             out in these specifications (including the annexes) and waives all other terms of business.
            Submission of a tender binds the contractor to whom the contract is awarded during
             performance of the contract.
            Changes to tenders will be accepted only if they are submitted on or before the final date
             set for the submission of tenders.
            Expenses incurred in respect of the preparation and presentation of tenders cannot be
             refunded.
            No information of any kind will be given on the state of progress with regard to the
             evaluation of tenders.
            Once the Commission has accepted the tender, it shall become the property of the
             Commission and the Commission shall treat it confidentially.
            The protocol on the Privileges and Immunities17or, where appropriate, the Vienna
             Convention of 24 April 1963 on Consular Relations18 shall apply to this invitation to
             tender.

2. No obligation to award the Contract

            Fulfilment of adjudication or invitation to tender procedure shall not involve the
             Commission in any obligation to award the contract.
            The Commission shall not be liable for any compensation with respect to tenderers
             whose tenders have not been accepted. Nor shall it be liable in the event of its deciding
             not to award the contract.

3. Joint tenders

When a consortium / partnership is envisaged three cases can arise:

           I. The offer originates from a consortium already formally set up as a separate and legal
              entity able to submit its statutes, mode of operation, technical and financial capacity,
              such as result from the contributions of its various members. It is such a consortium that
              will bear the technical and financial responsibility for the contract and will present the
              requested financial guarantee, if applicable.

           II. The offer originates from companies not yet having created a consortium as a separate
               legal entity but planning to constitute one as referred to in item I, if their joint offer is
               accepted. In such a situation, the tenderer will have to provide the legal form, the
               envisaged draft statutes and mode of operation of the consortium, the various technical
               and financial contributions, letters of intent, as well as the guarantees envisaged, where
               applicable.


17
     http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:C:2004:310:0261:0266:EN:PDF
18
     http://untreaty.un.org/ilc/texts/instruments/english/conventions/9_2_1963.pdf



                                                                                                         39
    III. The offer originates from companies not wishing to constitute formally a consortium as
         a separate legal entity and thus constituting effectively an association. In such a case,
         the offer will be submitted in the form of subcontracting (cf. point 4 below), in which
         case one of the companies shall assume the total responsibility for the offer. This
         company will sign the contract in its name, the other companies then being regarded as
         subcontractors of the first.

For joint tenders described in cases I and II above, the information required in

 part 2, 6.2 (“administrative proposal”),
 part 3, 1 (“information for assessment of exclusion criteria”) and
 part 3, 2 (“information for assessment of selection criteria”)
must be provided for all members participating in the tender.

For joint tenders described in case III please refer to point 4 below.

4. Subcontractors

Subcontracting is permitted subject to the following conditions:
The subcontractor is the sole responsibility of the main contractor;
   Tenderers must indicate in their offers the amount of the contract (if any) that they will
    subcontract to third parties, as well as the identity and availability of the chosen
    subcontractor(s). The contractor will not subcontract to third parties not identified in the offer
    as potential subcontractors without prior written authorisation from the Commission;
   the contractor shall not cause the contract to be performed in fact by third parties;
   even where the Commission authorises the contractor to subcontract to third parties, the
    contractor shall nonetheless remain bound by his obligations to the Commission under the
    contract;
   the contractor shall ensure that the subcontract does not affect rights and guarantees to which
    the Commission is entitled by virtue of the contract.

Where the total amount envisaged for subcontracting is above 50% of the total contract value,
evidence of the subcontractor(s) ability to perform the tasks entrusted to him/them shall be
included in the offer. Such evidence is the same as that also required from the contractor, as
described and identified, in Part 3, point 2 below.

Tenderers should note that the Commission will consider intended subcontracting below 30% of
the contract value as an indication that the potential contractor has the resources to complete the
tasks under the contract, as well as a factor potentially enhancing the proposed team organisation.
Therefore this point will be taken into account in the assessment of the award criterion “project
management and availability”.

5. Payments


                                                                                                   40
The contract will be paid on a lump sum basis.

No pre-financing payment will be made.

An interim payment of 40% will be paid upon acceptance of the first progress report by the
Commission.
A final payment of 60% will be paid upon acceptance by the Commission of the final report.

The Commission is exempt from all taxes and dues, including value added tax, pursuant to the
provisions of Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European
Communities with regard to its financial contribution under the contract.

6. Content of the tender

All tenders must be presented in three sections:

6.1. Financial proposal

      A financial proposal duly dated and signed by the person authorized to sign on behalf of
       the organization. The price must be quoted in Euro using the template in annex 2,
       including for the countries which do not form part of the Euro zone. For the tenderers of
       the countries which do not form part of the Euro zone, the amount of the offer cannot be
       revised because of exchange rate movements. The choice of exchange rate belongs to the
       tenderer, who assumes the risks or opportunities associated with these exchange rate
       movements.
      The price must be a fixed amount, inclusive all expenses.
      The price will not be subject to revision.
       The price will be based on an estimate of the number of person/days that will be needed
       to perform the services described in part 1.
      The price must be quoted free of all duties, taxes and other charges, including VAT, as the
       Communities are exempt from such charges under Articles 3 and 4 of the Protocol on the
       Privileges and Immunities of the European Communities of 8 April 1965 (OJEC L 152 of
       13 July 1967). Exemption is granted to the Commission by the governments of the
       Member States, either through refunds upon presentation of documentary evidence or by
       direct exemption. For those countries where national legislation provides an exemption by
       means of a reimbursement, the amount of VAT is to be shown separately. In case of
       doubts about the applicable VAT system, it is the tenderer's responsibility to contact his
       national authorities to clarify the way in which the European Community is exempt from
       VAT.
      The offer shall remain valid for a period of 10 months, as from the deadline for
       submission of offer.
      The maximum budget allocation to this contract is fixed at € 300.000 (three hundred
       thousand Euro), excluding VAT (including fees, travel and all other costs).

6.2. Administrative proposal


                                                                                               41
   An administrative information form containing information on the full name of the
    organization, legal status, address, person to contact, person authorized to sign on behalf of
    the organization, telephone number, and facsimile number,. The form must be duly dated,
    signed and stamped by the person authorized to sign on behalf of the company, (see annex 1).
   A legal entity form (see annex 3), proof of enrolment (certificates) in one of the professional
    or trade registers, in country of establishment;
   A financial identification form (see annex 3) duly signed and stamped by the bank ;
   If the tenderer is a natural person; she/he will be required to provide proof of her/his status as
    a self-employed person. To this end she/he must supply details of her/his social security cover
    and situation with regards to VAT regulation.
   A declaration of the candidate‟s eligibility; certifying that he/she is not in one of the situations
    listed in articles 93 and 94 of the Financial Regulation of the European Communities (Official
    Journal L 390 of 30/12/2006) (see annex 4)
   Documents relating to the selection criteria (see part 3, point 2.1. Financial and Economic
    capacity)
   Document relating to the selection criteria (see part 3, point 2.2. Technical and Professional
    capacity)
   Tenders from consortia of firms or groups of service providers must specify the role,
    qualifications and experience of each member (see also part 3, points 1, 2 and 3 – exclusion,
    selection and award criteria).

6.3. Technical proposal

A contract proposal with the methodology to fulfil the requirements mentioned in Part 1, point 3.
The tender should give indications on the methodology used in the work that will be undertaken
and on its appropriateness for this purpose, in conformity with the guidelines included in the
approach. It should also give indications on any intermediate results that can be expected during
execution of the contract.

Establish the tenderer’s identity

   The tenderer should detail the competence, experience and the means at his disposal which
    would allow the tasks foreseen in the contract to be carried out.
   If a consortium is formed for the execution of the tasks presented in this call for tender, please
    explain the roles of each partner in the consortium. (For the administrative details in relation
    to joint tenders, please refer to Part 2, point 3).
   If sub-contracting is envisaged, please clearly indicate which tasks are concerned, the % that
    this represents of the total value of the offer, and the name and address of the sub-
    contractor(s), if known at this stage.




                                                                                                     42
Implementation of the contract

Describe the methodology to be applied to carry out each of the tasks foreseen in the contract.

Managing the contract

The tenderer‟s availability during the period of the execution of the tasks must be clearly
demonstrated, and explain how the project will be managed.

The contractor shall nominate a Project Manager who will have overall responsibility for the
completion of the contract. The nature of the Project manager‟s tasks is Project management
including proposals for project strategies, definition of tasks and deliverables, review of project
deliverables and quality control. The Project Manager should be of senior consultancy level, have
at least four years of extensive experience with co-ordination activities, experience in design and
implementation of database engines, portals and TCP/IP networks ,experience in quality
assurance if no quality manager is assigned to the project.




                                                                                                  43
PART 3: ASSESSMENT AND AWARD OF A CONTRACT

The assessment will be based on each tenderers bid.
All the information will be assessed in the light of the criteria set out in these specifications. The
procedure for the award of the contract will concern only admissible bids and it will be carried
out in three successive phases. The first step is to check that the tenderers are not excluded in any
way from taking part in the tender procedure. The second step is to check the tenderer's capacity
(financial and technical) to perform the contract and the final step is to assess the quality of the
offers against the award criteria.

In the case of joint tenders, the exclusion, selection and award criteria will be applicable to
all the members of the consortium. The same principle will also be applied in the case where
there are sub-contractors. The bid must clearly identify the subcontractors and document
their willingness to accept the tasks and thus acceptance of the terms and conditions set out
in Part 2.1. Tenderers must inform the subcontractors that Article II.17 of the standard
contract will be applied to them. Once the contract has been signed, Article II.13 of the
above mentioned contract shall govern subcontractors.

1. Exclusion criteria

Tenderers must declare on their honour that they are not in one of the situations referred to in
articles 93 and 94 a) of the Financial Regulation. Tenderers or their representatives must
therefore fill in and sign the form in Annex 4 to these specifications. Hereby agreeing to submit
to the Commission, if and when requested to do so, those certificates or documents
demonstrating that the tenderer is not in any of the situations described under points (a), (b), (d)
and (e) below:

These articles are as follows:
Article 93:
1. Applicants or tenderers shall be excluded if:
(a) they are bankrupt or being wound up, are having their affairs administered by the courts, have
    entered into an arrangement with creditors, have suspended business activities, are the subject
    of proceedings concerning those matters, or are in any analogous situation arising from a
    similar procedure provided for in national legislation or regulations;
(b) They have been convicted of an offence concerning their professional conduct by a judgment
    which has the force of res judicata;
(c) They have been guilty of grave professional misconduct proven by any means which the
    contracting authority can justify;
(d) they have not fulfilled obligations relating to the payment of social security contributions or
    the payment of taxes in accordance with the legal provisions of the country in which they are
    established or with those of the country of the contracting authority or those of the country
    where the contract is to be performed;
(e) They have been the subject of a 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;



                                                                                                   44
(f) They are currently subject to an administrative penalty referred to in Article 96(1).
Article 94
A contract shall not be awarded to candidates or tenderers who, during the procurement
procedure for this contract:
(a) are subject to a conflict of interest;
(b) are guilty of misrepresentation in supplying the information required by the contracting
    authority as a condition of participation in the procurement procedure or fail to supply this
    information;
(c) find themselves in one of the situations of exclusion, referred to in Article 93(1), for this
    procurement procedure.

2. Selection criteria

Only those tenders fulfilling all the selection criteria will be examined in the light of the award
criteria. The selection criteria are set out below

2.1. Financial and economic capacity:

(a) The average annual turnover of the tenderer must exceed 2 times the annualised maximum
    budget of the contract (i.e. the maximum budget stated in Part 2 point 6.1 divided by the
    initial contract duration in years, where this exceeds 1 year) ;

(b) The averages of cash and cash equivalents at the beginning and end of year are positive;

(c) There is a positive equity or at least a guarantee of a third party to cover the problem of
    negative equity.

In order to assess the financial and economic capacity, a simplified balance sheet and profit and
loss account, must be submitted exclusively based on the annex 5 form attached to these
specifications;

In the event that the tender is unable to complete the form as proposed above one of the following
alternatives would be acceptable:

(1 ) A full copy of the concerned legal entities‟ annual accounts (balance sheet, profit and loss
account, notes on the accounts and auditors' remarks when applicable) of the last two years, as
approved by the general assembly of the company and, where applicable, audited and/or
published. These documents must be signed by the authorised representative of the tenderer;
or
(2 ) A statement of overall turnover and turnover concerning the tasks, supplies or services
covered by this contract for the last three financial years;




                                                                                                45
(3) Appropriate statements from banks or evidence of professional risk indemnity insurance, for
legal entities facing the impossibility to fully present evidence (1).

2.2. Technical and professional capacity:

(a) The tenderer shall possess the relevant technical qualifications required by the tasks described
    in Part 1 point 3, including technical document authoring and training;

(b) The tenderer must have worked on at least 3 technically similar projects with a budget of at
    least that of the contract in past 5 years;

(c) The tenderer must have the ability to provide the necessary human and technical resources to
    perform any aspect of the technical specifications within the required time scale.

In order to assess the technical and professional capacity the tenderer must provide the following
documents:

(1) A list of relevant previous projects, studies, services contracts, consultancy over the past 5
years indicating the sums involved, dates, recipients, public or private;
 (2) A description of the technical equipment and tools to be employed for performing the
contract
(3) The educational and professional qualifications of the service provider or contractor and/or
    those of the firm's managerial staff and, in particular, those of the person or persons
    responsible for providing the services or carrying out the tasks; The Europass curriculum
    vitae format (http://europass.cedefop.europa.eu/europass/preview.action?locale_id=1) shall
    be filled in and signed, by each person involved in the execution of the tasks foreseen in the
    tender. The precise contractual link with the tenderer will also be described.

3. Award criteria

Further to the price quoted for the contract, the following award criteria will be applied:

Award criteria 1 – Understanding (max points 30)

This criterion serves to assess whether the tenderer has understood all of the issues involved, as
well as the nature of the work to be undertaken and the content of the final products.

Award criteria 2 – Methodology (max points 40)

This criterion assesses the suitability and strength of the proposal as measured against the
requirements of the specification in terms of the technical content, completeness and proposed
effort.

Award criteria 3 – Project management and availability (max points 30)




                                                                                                 46
This criterion relates to the quality of project planning, the organisation of the team with a view to
managing a project of this nature and the availability of the resources for the completion of the
contractual tasks.

Since assessment of the tenders will be based on the quality of the proposed services, tenders
should elaborate on all points addressed by these specifications in order to score as many points
as possible. The mere repetition of mandatory requirements set out in these specifications,
without going into details or without giving any added value, will only result in a very low score.
In addition, if certain essential points of these specifications are not expressly covered by the
tender, the Commission may decide to give a zero mark for the relevant qualitative award criteria.

4. Points

A points system to evaluate the award criteria relating to the technical value of the offers will be
applied.

A maximum of 30 points will be attributed to criterion 1, a maximum of 40 points will be attributed
to criterion 2, and a maximum of 30 points will be attributed to criterion 3.

In addition a minimum threshold will be set up. Selected companies will have to score a minimum
of 18, 24 and 18 points under criteria 1, 2 and 3 respectively, with a minimum total of 65 points.

5. Financial evaluation

Tenders presenting a total price superior to the maximum amount of 300.000 € will be excluded
from the procedure.

Having examined the tenders from a technical point of view, the evaluation committee will
proceed considering which is the economically most advantageous offer taking into account only
those tenders that have obtained at least 65 out the 100 points that are available for the
technical quality of the bid. The evaluation committee will then proceed with the financial
comparison of the tenders retained for further consideration according to the ranking procedure
below.

6. Ranking of the tenders and award of the contract.

The bid offering the best value for money will be chosen, provided that the minimum number of
points cited above is achieved. Best value for money will be calculated as follows:

   All bids that do not reach the stated technical sufficiency levels for each individual award
    criterion will not be considered for contract award.

   All bids that have passed the individual levels and score 65 or higher are deemed to be
    technically sufficient. Then the price is divided by the total number of points awarded to
    obtain the price-quality ratio. The award of the contract will be made in accordance with the
    lowest ratio.



                                                                                                   47
The Commission reserves the right not to select any tender if the amounts tendered exceed the
budget envisaged for this project.

7. Opening of tenders

The tenders received will be opened on 6 September 2011 at 10h00 in the Commission building
at Rue d'Arlon 88, B-1040 Brussels.

One authorised representative of each tenderer (with proof of identity) may attend the opening of
tenders (no expenses paid).

8. Information for tenderers

After the award decision has been taken, the Commission will inform tenderers including the
grounds for any decision not to award a contract or to recommence the procedure.




                                                                                              48
                     ANNEX 1 - ADMINISTRATIVE INFORMATION FORM


ORGANISATION OR INDIVIDUAL:


NAME: ..............................................................................................................................................
ADRESS: ..........................................................................................................................................
HEADQUARTERS: ........................................................................................................................


PERSON AUTHORISED TO SIGN CONTRACT:


Name and position: ..........................................................................................................................


PERSON FOR ROUTINE CONTACT:


Name and position: ..........................................................................................................................
Telephone and fax number: ............................................................................................................
email address:……………………………………………………………………………………...




Signature of Contractor




                                                                                                                                                49
                   ANNEX 2 - FINANCIAL OFFER TEMPLATE

                       (FOR GUIDANCE PURPOSES ONLY)



PRICE AND ESTIMATED BUDGET BREAKDOWN

Calculation of the costs
                                     Other                    Total             /
Name         Staff on payroll                Time in %                               TOTAL
                                     statute                  year
             Gross         Social
             salary        charges
…
… etc.
Staff costs
Infrastructure
Overhead costs including office material and consumables
Office Equipment
Travel/Missions
Sub-contracting
 Company x
 Company y
 Company z

Other
TOTAL COSTS in EURO                                            €




Signature of Contractor                         ...........................................................



Date                                            ...........................................................




                                                                                                              50
                                       ANNEX 3 –

                               LEGAL ENTITY FORM


This form can be downloaded from

          http://europa.eu/comm/budget/execution/legal_entities_en.htm




                      FINANCIAL IDENTIFICATION FORM

This form can be downloaded from


             http://europa.eu/comm/budget/execution/ftiers_en.htm.




                                                                         51
                                                  ANNEX 4
DECLARATION ON EXCLUSION CRITERIA AND ABSENCE OF CONFLICT OF INTERESTS

Name of the organisation/individual:

Legal address:

Registration number:

VAT number:

Name of the signatory of this form:

Position:

   representative legally authorised to represent the tenderer vis-à-vis third parties and acting on behalf of
    the aforementioned company or organisation [please tick box if applicable]

hereby certifies that [please tick one of the two boxes]

   they
   the company or organisation that they represent:

a) are/is not bankrupt or being wound up, is not having their affairs administered by the court, has not
   entered into an arrangement with creditors, has not suspended business activities, is not the subject of
   proceedings concerning those matters, or is not in any analogous situation arising from a similar
   procedure provided for in national legislation or regulations;

b) have/has not been convicted of an offence concerning their professional conduct by a judgement which
   has the force of res judicata;

c) have/has not been found guilty of grave professional misconduct proven by any means which the
   Commission can justify;

d) have/has fulfilled obligations relating to the payment of social security contributions or the payment of
   taxes in accordance with the legal provisions of the country in which they are established or those of the
   country of the contracting authority or those of the country where the contract is to be performed;

e) have/has not 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;

f) are/is not currently not subject to an administrative penalty referred to in Article 96(1).

In addition, the undersigned declares on their honour:




                                                                                                            52
g) that on the date of submission of the tender, they, the company or organisation they represent and the
   staff proposed for this tender are not subject to a conflict of interests in the context of this invitation to
   tender; the undersigned undertakes to inform the Commission without delay of any change to this
   situation after the date of submission of the tender;

h) that the information provided to the Commission within the context of this invitation to tender is
   accurate, sincere and complete;

i)   that, if and when requested, they will provide the evidence required under point 1, part 3 of the
     Specifications.




Full name:                        Date                               Signature:




                                                                                                              53
                                                             ANNEX 5

Explanation – please read carefully before completing the
financial capacity form

Simplified balance sheet and profit and loss account
Candidates shall indicate if they are a profit or a non profit making company / organisation.
Within the form, financial data based on the company’s /organisation’s balance sheet are collected in a standardised form. Please
find below a correspondence table giving an explanation on the regrouping of different accounts respecting the 4th Accounting
Directive. You should complete this form carefully. Given its complexity, it is recommended that the form be completed by a
professional accountant or an auditor. The data reported will be used to evaluate the financial viability of the
company/organisation. Thus it is very important that data reported are accurate. The Commission may wish to cross check the
data with those reported in the official certified accounts. For this purpose the Commission reserves the right to ask for further
documentation during the evaluation process.
The amounts have to be filled out in euros (use the exchange rate of the closing date of the accounts).
Abbreviations t-1and t0
The abbreviation t0 represents the last certified historical balance sheet and profit and loss account; t-1 is the balance sheet prior
to the last certified one. Consequently, the closing date t0 is the closing date of the last certified historical balance sheet; the
closing date t-1 is the closing date of the balance sheet prior to the last one. Duration t0 is the number of months covered by the
last historical balance sheet. Duration t-1 is the number of months covered by the penultimate certified historical balance sheet.
BALANCE SHEET                   CORRESPONDANCE 4th ACCOUNTING DIRECTIVE

ASSETS                          ASSETS / 4th ACCOUNTING DIRECTIVE (Article 9)
1. Subscribed capital unpaid    A. Subscribed capital unpaid            A. Subscribed capital unpaid (including unpaid capital)
2. Fixed assets                 C. Fixed Assets
2.1. Intangible fixed assets    B. Formation expenses as defined        B. Formation expenses as defined by national law
                                by national law                         C.I.1. Cost of research and development
                                C. I. Intangible fixed assets           C.I.2.Concessions, patents, licences, trade marks and similar rights and assets, if
                                                                        they were: (a) acquired for valuable consideration and need not be shown under C
                                                                        (I) (3); or (b) created by the undertaking itself
                                                                        C.I.3. Goodwill, to the extent that it was acquired for valuable consideration
                                                                        C.I.4. Payments on account
2.2. Tangible fixed assets      C.II. Tangible fixed assets             C.II.1. Land and buildings
                                                                        C.II.2. Plant and machinery
                                                                        C.II.3. Other fixtures and fittings, tools and equipment
                                                                        C.II.4. Payment on account and tangible assets in course of construction
2.3. Financial assets           C.III. Financial assets                 C.III.1.Shares in affiliated undertakings
                                                                        C.III.2. Loans to affiliated undertakings
                                                                        C.III.3. Participating interests
                                                                        C.III.4.Loans to undertakings with which the company is linked by virtue of
                                                                        participating interest
                                                                        C.III.5.Investments held as fixed assets
                                                                        C.III. 6. Other loans
                                                                        C.III.7. Own shares (with an indication of their nominal value or, in the absence of a
                                                                        nominal value, their accounting par value)
3. Current assets               D. Currents assets
3.1. Stocks                     D.I. Stocks                             D.I.1. Raw materials and consumables
                                                                        D.I.2. Work in progress
                                                                        D.I.3. Finished products and goods for resale
                                                                        D.I.4 Payment on account
3.2.1. Debtors due after one    D.II. Debtors, due and payable          D.II.1. Trade debtors
Year                            after more than one year                D.II.2. Amounts owed by affiliated undertakings
                                                                        D.II.3. Amounts owed by undertakings with which the company is linked by virtue of
                                                                        participating interest
                                                                        D.II.4. Others debtors
                                                                        D.II.6. Prepayments and accrued income
3.2.2. Debtors due within one   D.II. Debtors due and payable           D.II.1. Trade debtors
year                            within a year                           D.II.2. Amounts owed by affiliated undertakings
                                                                        D.II.3. Amounts owed by undertakings with which the company is linked by virtue of



                                                                                                                                                 54
                                                                                  participating interest
                                                                                  D.II.4. Others debtors
                                                                                  D.II.6. Prepayments and accrued income
3.3. Cash at bank and in hand   D.IV. Cash at bank and in hand                    D.IV. Cash at bank and in hand
3.4. Other current assets       D.III Investments                                 D.III.1. Shares in affiliated undertakings
                                                                                  D.III.2.Own shares (with an indication of their nominal value or, in the absence of a
                                                                                  nominal value, their accounting par
                                                                                  value)
                                                                                  D.III.3. Other investments
Total assets                    Total assets


LIABILITIES                     LIABILITIES / 4th ACCOUNTING DIRECTIVE (Article 9)
4. Capital and reserves         A. Capital and reserves
4.1. Subscribed capital         A.I. Subscribed capital                  A.I. Subscribed capital
                                A.II. Share premium account              A.II. Share premium account
4.2. Reserves                   A.III. Revaluation reserve               A.III. Revaluation reserve
                                A.IV. Reserves                           A.IV.1. Legal reserve, in so far as national law requires such a reserve
                                                                         A.IV.2. Reserve for own shares
                                                                         A.IV.3. Reserves provided for by the articles of association
                                                                         A.IV.4. Other reserves
4.3. Profit and loss brought    A.V Profit and loss brought              A.V Profit and loss brought forward from the previous years
forward from                    forward from the previous years
the previous years
4.4. Profit and loss for the    A.VI. Profit or loss for the                      A.VI. Profit or loss for the financial year
Financial year                  financial year
5. Creditors                    C. Creditors
5.1.1 Long term non-bank        B. Provisions for liabilities and                 B.1. Provisions for pensions and similar obligations
debt                            charges ( > one year)                             B.2. Provisions for taxation
                                C. Creditors ( > one year)                        B.3. Other provisions
                                                                                  C.1. Debenture loans, showing convertible loans separately
                                                                                  C.3. Payments received on account of orders in so far as they are not shown
                                                                                  separately as deductions from stocks
                                                                                  C.4. Trade creditors
                                                                                  C.6. Amounts owed to affiliated undertakings
                                                                                  C.7. Amounts owed to undertakings with which the company is linked by virtue of
                                                                                  participating interests
                                                                                  C.8. Other creditors including tax and social security
                                                                                  C.9. Accruals and deferred income
5.1.2. Long term bank debt      C. Creditors "credit institutions" (> one year)   C.2. Amounts owed to credit institutions
                                                                                  C.5. Bills of exchange payable
5.2.1. Short term non-bank      B. Provisions for liabilities and                 B.1. Provisions for pensions and similar obligations
Debt                            charges (= one year)                              B.2. Provisions for taxation
                                C. Creditors (= one year)                         B.3. Other provisions
                                                                                  C.1. Debenture loans, showing convertible loans separately
                                                                                  C.3. Payments received on account of orders in so far as they are not shown
                                                                                  separately as deductions from stocks
                                                                                  C.4. Trade creditors
                                                                                  C.6. Amounts owed to affiliated undertakings
                                                                                  C.7. Amounts owed to undertakings with which the company is linked by virtue of
                                                                                  participating interests
                                                                                  C.8. Other creditors including tax and social security
                                                                                  C.9. Accruals and deferred income
5.2.2. Short term bank debt     C. Creditors "credit institutions"                C.2. Amounts owed to credit institutions
                                (= one year)                                      C.5. Bills of exchange payable
Total liabilities               Total liabilities


PROFIT AND LOSS ACCOUNT         PROFIT AND LOSS ACCOUNT / 4TH ACCOUNTING DIRECTIVE (Article 23)
6. Turnover                     1. Net turnover                      1. Net turnover

7. Variation in stocks          2. Variation in stock of finished                 2. Variation in stocks of finished goods and in work in progress
                                goods and in work in progress
8. Other operating income       3. Work performed by the                          3. Work performed by the undertaking for its own purposes and capitalized
                                undertaking for its own purposes                  4. Other operating income
                                and capitalized.
                                4. Other operating income
9. Costs of material and        5. (a) Raw materials and                          5. (a) Raw materials and consumables
consumables                     consumables                                       5. (b) Other external charges
                                5. (b) Other external charges



                                                                                                                                                         55
10. Other operating charges       8. Other operating charges                    8. Other operating charges

11. Staff costs                   6. Staff costs                                6. (a) Wages and salaries
                                                                                6. (b) social security costs, with a separate indication of those relating to pensions
12. Gross operating profit        Gross operating profit .
13. Depreciation and value        7. Depreciation and value                     7. (a) Value adjustments in respect of formation expenses and of tangible and
adjustments on non financial      adjustments on non financial                  intangible fixed assets
assets                            assets                                        7. (b) Value adjustments in respect of current assets, to the extent that they
                                                                                exceed the amount of value adjustments which are normal in the undertaking
                                                                                concerned
14. Net operating profit          Gross operating profit - Depreciation and value adjustments on non-financial assets
15. Financial income and value    Financial income and value                    9. Income from participating interests
adjustments on financial assets   adjustments on financial assets               10. Income from other investments and loans forming part of the fixed assets
                                                                                11. Other interest receivable and similar income
                                                                                12. Value adjustments in respect of financial assets and of investments held as
                                                                                current assets
16. Interest paid                 Interest paid                                 13. Interest payable and similar charges
17. Similar charges               Similar Charges
18. Profit or loss on             Profit or loss on ordinary                    15. Profit or loss on ordinary activities after taxation
ordinary activities               activities
19. Extraordinary income and      Extraordinary income and                      16. Extraordinary income
Charges                           charges                                       17. Extraordinary charge
20. Taxes on profits              Taxes                                         14. Tax on profit or loss on ordinary activities
                                                                                19. Tax on extraordinary profit or loss
                                                                                20. Other taxes not shown under the above items
21. Profit or loss for the        Profit or loss for the financial              21. Profit or loss for the financial year
financial year                    year




                                                                                                                                                         56
                                        Annex 5 FORM to be completed
             Simplified balance sheet and profit        and   loss   account     for   the
             determination of financial capacity

                                                                        Type                 of
Applicant name                                                          company                   Profit making

                                                                                                  Non profit making



Closing date t0                         Duration t0                                               months

Closing date t-1                        Duration t-1                                              months


    Balance sheet
    Assets                                                              t0 (in Euro)              t-1 (in Euro)

    1. Subscribed capital unpaid
    2. Fixed assets (2.1+2.2+2.3)                                       0                         0
        2.1 Intangible fixed assets
        2.2 Tangible fixed assets
        2.3 Financial assets
    3. Current assets (3.1+3.21+3.22+3.3+3.4)                           0                         0
        3.1 Stocks
              3.2.1 Debtors due after one year
              3.2.2 Debtors due within one year
        3.3 Cash at bank and in hand
        3.4 Other current assets

    Total assets (1+2+3)                                                0                         0


    Liabilities                                                         t0 (in Euro)              t-1 (in Euro)
    4. Capital and reserves (4.1+4.2+4.3+4.4)                           0                         0
        4.1 Subscribed capital
        4.2 Reserves
        4.3 Profit and loss brought forward
        4.4 Profit and loss for the financial year
    5. Creditors (5.11+5.12+5.21+5.22)                                  0                         0
              5.1.1 Long term non-bank debt
              5.1.2 Long term bank debt
              5.2.1 Short term non-bank debt
              5.2.2 Short term bank debt
    Total liabilities (4+5)                                             0                         0



    Profit and loss



                                                                                                                  57
                                                                 t0 (in Euro)   t-1 (in Euro)
6. Turnover
7. Variation in stocks
8. Other operating income
9. Costs of material and consumables
10. Other operating charges
11. Staff costs
12. Gross operating profit (6.+7.+8.-9.-10.-11.)                 0              0
13. Depreciation and value adjustments on non-financial assets
14. Net operating profit (12.-13.)                               0              0
15. Financial income and value adjustments on financial assets
16. Interest paid
17. Similar charges
18. Profit/loss on ordinary activities (14+15.-16.-17.)          0              0
19. Extraordinary income and charges
20. Taxes on profit

21. Profit/loss for the financial year (18.+19.-20.)             0              0




                                                                                                58
                                ANNEX 6

                             CHECK LIST
1.   Administrative information form filled in (annex 1)
2.   Financial offer duly signed
3.   Legal entity and Financial Identification forms completed and signed
4.   Declaration of the candidate‟s eligibility regarding exclusion criteria, completed,
     signed and dated (annex 4)
5.   Supporting documents for selection criteria (see part 3, point 2.1 and point 2.2)
6.
7.   Technical bid
     Possible annexes




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