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B-Brussels: RTD-L05-2010 — information products

Request For Proposals

General Information
Country:   Belgium
City/Locality:   BRUSSELS
Notice/Contract Number:   eu:198233-2010
Publication Date:   Oct 15, 2010
Deadline:   Nov 22, 2010
Buyer:   EUROPEAN COMMISSION
Original Language:   English

Contact Information
Address:   EUROPEAN COMMISSION
BRUSSELS
Belgium

Goods, Works and Services

 

Summary

      view in:

Notice type: EC301 - Contract notice
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 130/2010, #198233-2010
Contract Nature: Service contract
Procedure Type: Open procedure
Type of Bid Required: Global or partial tender
Awarding Criteria: The most economic tender


Update: Jul 28, 2010


Notice type: EC3EA - Additional information
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 144/2010, #221168-2010
Referenced Document Number: 198233-2010
Contract Nature: Service contract
Procedure Type: Open procedure
Type of Bid Required: Global or partial tender
Awarding Criteria: The most economic tender


Update: Sep 16, 2010


Notice type: EC3EA - Additional information
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 180/2010, #273648-2010
Referenced Document Number: 198233-2010
Contract Nature: Service contract
Procedure Type: Open procedure
Type of Bid Required: Partial tender
Awarding Criteria: The most economic tender


Update: Oct 15, 2010


Notice type: EC3EA - Additional information
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 201/2010, #305801-2010
Referenced Document Number: 198233-2010
Contract Nature: Service contract
Procedure Type: Open procedure
Type of Bid Required: Partial tender
Awarding Criteria: The most economic tender

Original Text

      view in:

Contract notice
Section I: Contracting authority
I.1) Name, addresses and contact point(s):
European Commission, Directorate-General for Research, Directorate L —
Science, economy and society, Office SDME 02/161, 1049Brussels, BELGIUM.
Contact: Unit L.5, Communication. Fax +32 22958220. E-mail:
rtd-communication-tender-infoproducts@ec.europa.eu
Internet address(es):
General address of the contracting authority:
http://ec.europa.eu/research/index.cfm
Address of the buyer profile:
http://ec.europa.eu/dgs/research/tenders/open_en.cfm
Further information can be obtained at:
As in abovementioned contact point(s).
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
As in abovementioned contact point(s).
Tenders or requests to participate must be sent to:
As in abovementioned contact point(s).
I.2) Type of the contracting authority and main activity or activities:
European institution/agency or international organisation.
Other: Research.
The contracting authority is purchasing on behalf of other contracting
authorities: no.
Section II: Object of the contract
II.1) Description
II.1.1) Title attributed to the contract by the contracting authority:
RTD-L05-2010 — information products.
II.1.2) Type of contract and location of works, place of delivery or of
performance:
Services.
Service category: No 11.
Main place of performance: The activities will cover as a priority the 27
EU Member States as well as the associated countries with the various
programmes managed by Directorate-General for Research, the Joint Research
Centre and Agencies and the countries applying for accession to the
European Union. They may also involve local projects which may be
implemented outside the territory of the European Union.
II.1.3) The notice involves:
The establishment of a framework agreement.
II.1.4) Information on framework agreement:
Framework agreement with a single operator.
Duration of the framework agreement:
Duration in years: 4.
Estimated total value of purchases for the entire duration of the
framework agreement:
Estimated value excluding VAT: 45 000 000 EUR.
II.1.5) Short description of the contract or purchase(s):
This call for tender, divided into 2 lots, aims to identify the company or
companies providing services to the Commission concerning the creation of
information products (mainly written material and website content). While
the Commission and the Directorates-General concerned will remain in
charge of their respective activities, the aim is to identify professional
and competent service providers in the areas covered by this call for
tenders.
II.1.6) Common procurement vocabulary (CPV):
72413000, 79530000, 79821100, 79822500.
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
Yes.
II.1.8) Division into lots:
Yes.
Tenders should be submitted for: 1 or more lots.
II.1.9) Variants will be accepted:
No.
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
The indicative budget for this tender is 45 000 000 EUR for 4 years.
Estimated value excluding VAT: 45 000 000 EUR.
II.2.2) Options:
No.
II.3) Duration of the contract or time limit for completion:
Duration in months: 48 (from the award of the contract).
Information about lots
Lot No 1
Title: Creation of information products — except periodicals (written
material and website content)
1) Short description:
The contractor will be called upon to provide the design and creation of
information products, for most part written, promotional material and Web,
including translations and quality check, as well as editorial and
technical services in the area of electronic communication (Web design,
Internet, assistance and guidance to users, etc.).
2) Common procurement vocabulary (CPV):
72413000, 79530000, 79821100, 79822500.
3) Quantity or scope:
Estimated annual volume of activities:
— brochures, leaflets: +/- 100,
— factsheets (including policy briefs): +/- 150,
— posters: +/- 100,
— creation of websites: +/- 10,
— updating of web pages: +/- 800,
— writing articles for the Internet: +/- 50,
— technical maintenance (and assistance to users): +/- 40 working days.
Estimated value excluding VAT: 30 000 000 EUR.
4) Indication about different date for duration of contract or
starting/completion:
Duration in months: 48 (from the award of the contract).
Lot No 2
Title: Creation of information products — periodicals (written material
and website content)
1) Short description:
Research DG publishes numerous newsletters, daily news headlines related
to research and magazines.
The contractor will be called upon to provide the design and creation of
information products (periodicals), for most part written, and Web,
including translations and quality check, as well as editorial and
technical services in the area of electronic communication (Web design
etc.).
2) Common procurement vocabulary (CPV):
72413000, 79530000, 79821100, 79822500.
3) Quantity or scope:
Estimated annual volume of activities:
— issues of 'Research*eu': +/- 10 (and 30 translated issues),
— creation of websites: +/- 1,
— updating of web pages: +/- 200,
— writing articles for the Internet: +/- 800,
— technical maintenance (and assistance to users): +/- 20 working days.
Estimated value excluding VAT: 15 000 000 EUR.
4) Indication about different date for duration of contract or
starting/completion:
Duration in months: 48 (from the award of the contract).
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract
III.1.1) Deposits and guarantees required:
No.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them:
Payments under the contract shall be made in accordance with Article II.4
of the tender specifications.
Payments shall be executed only if the contractor has fulfilled all his
contractual obligations by the date on which the invoice is submitted.
Payment requests may not be made if payments for previous orders or
specific contracts have not been executed as a result of default or
negligence on the part of the contractor.
— Interim payment: requests for interim payment by the contractor in
accordance with the instructions laid down in Annex I of the tender
specifications shall be admissible if accompanied by: an interim technical
report and the relevant invoices, indicating the reference number of the
contract and of the order or specific contract to which they refer. The
Commission shall have 45 days from receipt to approve or reject the
report, and the contractor shall have 30 days to submit additional
information or a new report. Within 30 days of the date of receipt of the
relevant invoice(s) an interim payment corresponding to the relevant
invoices equal to 30 % of the total amount referred to in the relevant
order or specific contract shall be made.
— Final payment: the request for payment of the contractor shall be
admissible if accompanied by: the final technical report in accordance
with the instructions laid down in Annex I of the tender
specifications/statements of reimbursable expenses in accordance with
Article II.7 of the tender specifications together with a completed
individual form/the relevant invoices, indicating the reference number of
the contract and of the order or specific contract to which they refer,
provided the report has been approved by the Commission. The Commission
shall have 45 days from receipt to approve or reject the report, and the
contractor shall have 30 days in which to submit additional information or
a new report. Within 30 days of the date of receipt of the relevant
invoice(s) and of the date on which the report is approved by the
Commission, payment corresponding to the relevant order or specific
contract shall be made.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded:
Not applicable.
III.1.4) Other particular conditions to which the performance of the
contract is subject:
No.
III.2) Conditions for participation
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers:
Information and formalities necessary for evaluating if requirements are
met:
Tenderers shall be excluded from participation in the procurement
procedure if they:
1) 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;
2) have been convicted of an offence concerning professional conduct by a
judgement which has the force of 'res judicata';
3) have been guilty of grave professional misconduct proven by any means
which the contracting authority can justify;
4) 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;
5) have been the subject of a judgement which has the force of 'res
judicata' for fraud, corruption, involvement in a criminal organisation or
any other illegal activity detrimental to the Union's financial interests;
6) have been declared, following another procurement procedure or grant
award procedure financed by the Union budget, to be in serious breach of
contract for failure to comply with their contractual obligations.
Tenderers are also excluded from the award if, during the procurement
procedure, they:
7) are subject to a conflict of interests;
8) are guilty of misrepresentation in supplying the information required
by the contracting authority as a condition of participation in the
contract procedure or fail to supply this information.
In their tenders, tenderers shall provide a declaration on their honour,
duly signed and dated, stating that they are not in one of the situations
listed above (see Annex IV of the tender specifications). The tenderer to
whom the contract is to be awarded shall provide the documents mentioned
below before signature of the contract.
The European Commission may waive the obligation of the winning tenderer
to submit the documentary evidence referred to below if such evidence has
already been submitted to it for the purposes of another procurement
procedure and provided that the issuing date of the documents does not
exceed 1 year and that they are still valid.
Evidence:
The following documents will be accepted as proof that the tenderer is not
in any of the situations mentioned above:
(i) for points 1, 2 and 5, the production of an extract (delivered by the
issuing authority less than 90 days before the final date for receipt of
tenders) from the judicial record or, failing this, an equivalent
(delivered by the issuing authority or entity less than 90 days before the
final deadline for receipt of tenders) document issued by a competent
judicial or administrative authority in the country of origin or
provenance, showing that these requirements have been met;
(ii) for point 4, a certificate delivered (delivered by the issuing
authority less than 90 days before the final deadline for receipt of
tenders) by the competent authority of the country concerned. Only where
the country concerned does not issue the documents or certificates
referred to in (i) and (ii) above, they may be replaced by a sworn, or
failing that, a solemn statement made by the interested party before a
judicial or administrative authority, a notary or a competent professional
or trade body, in the country of origin or provenance;
(iii) for points 3, 6, 7 and 8, tenderers must include in their tender a
sworn or, failing that, a solemn statement made by the interested party
before a judicial or administrative authority, a notary or a qualified
professional body in his country of origin or provenance, based on the
given model (see declaration in Annex IV of the tender specifications).
Depending on the national legislation of the country in which the tenderer
is established, the documents listed above must relate to legal persons
and/or natural persons including company directors, principal partners or
any person with powers of representation, decision-making or control in
relation to the tenderer.
The Commission may waive the obligation of the winning tenderer to submit
the documentary evidence referred to above if such evidence has already
been submitted to it for the purposes of another procurement procedure and
provided that the issuing date of the documents does not exceed 1 year and
that they are still valid.
Tenderers (legal entities, persons who have powers of representation,
decision-making or control over them) are informed that, should they be in
one of the situations mentioned in:
— the Commission Decision of 16.12.2008 on the Early Warning System (EWS)
for the use of authorising officers of the Commission and the executive
agencies (OJ L 344, 20.12.2008, p. 125), or
— the Commission Regulation of 17.12.2008 on the Central Exclusion
Database — CED (OJ L 344, 20.12.2008, p. 12),
their personal details (name, given name if natural person, address, legal
form and name and given name of the persons with powers of representation,
decision-making or control, if legal person) may be registered in the EWS
only or both in the EWS and CED, and communicated to the persons and
entities listed in the abovementioned Decision and Regulation, in relation
to the award or the execution of a procurement contract or a grant
agreement or decision.
III.2.2) Economic and financial capacity:
Information and formalities necessary for evaluating if requirements are
met:
Tenderers must provide the following details:
1. General information: full name of the organisation, legal status, VAT
status and registration number and, where appropriate, objective proof of
exemption from VAT, the country in which the tenderers have their
headquarters or domicile, proof of enrolment in the relevant professional
or trade register, as prescribed in the tenderer's country of
establishment, address, telephone and fax numbers, bank details and
address as well as the name (and communication details) of the person
responsible for the tender and of the person authorised to sign on behalf
of the organisation (Annex IX of the tender specifications),
identification forms (financial and legal entity: Annexes X and XI of the
tender specifications to be completed).
2. Economic and financial capacity:
2.1. an official bank statement proving the good financial viability of
the company and evidence of professional risk indemnity insurance;
2.2. balance sheets or extracts from balance sheets for at least the last
3 years for which accounts have been closed, where publication of the
balance sheet is required under the company law of the country in which
the economic operator is established;
2.3. a statement of the undertaking's overall turnover and its turnover in
respect of the services to which the contract relates for the previous 3
financial years.
If, for some exceptional reason which the contracting authority considers
justified, the tenderer is unable to provide the references requested in
paragraphs 2.1 and 2.3, he may prove his economic and financial capacity
by any other means which the contracting authority considers appropriate,
within a delay determined in his request.
III.2.3) Technical capacity:
Information and formalities necessary for evaluating if requirements are
met:
1. Technical capacities:
— a list of the main services provided during the last 3 years, indicating
the amount, date and recipient, whether public or private, of these
services, in a clear and concise table (between 5 and 10 examples),
— services directly linked to the sector covered by this call for tender
must be listed separately in a clear and concise table (about 5 examples).
If these services were performed in part by subcontractors, tenderers must
clearly indicate their own role and contribution. For services provided to
contracting authorities, evidence should be furnished in the form of a
certificate issued or countersigned by the competent authority. Where
private purchasers are involved, the provision of the service must be
certified by the purchaser or, failing this, the service provider must
simply declare that he has provided such a service,
— in particular, tenderers must provide evidence of at least 3 years'
professional experience in the area of the creation of information
products (written material and Web content),
— a detailed but concise list of the technical equipment, tools and plant
to be employed in performing the services.
2. Professional capacities: the following requested information should be
provided in tables:
— statement of the average annual workforce of the service provider, and
the size of the management staff during the last 3 years,
— statement of the tenderer's language abilities. The tenderer must
provide evidence of the capability of working in a multilingual
environment,
— description of the composition of the team which the tenderer intends to
set up,
— the members of this team need to have between 3 and 7 years'
professional experience, depending on their position at a level
appropriate to the required tasks,
— as regards the supervisory staff responsible for the performance of the
tasks, names and educational and professional qualifications (copies of
the curricula vitae) proving the requested years' experience in the areas
covered by this call for tender. The supervisory staff refers to: project
director, quality control coordinator, project/product manager, editorial
coordinator, Web coordinator, graphic coordinator/art director,
translation coordinator, etc.,
— the names of the team members, their positions, their diplomas and
experience in a concise table. The tenderer must sign this document and
specify, as a statement of intent, that this information is correct.
III.2.4) Reserved contracts:
No.
III.3) Conditions specific to services contracts
III.3.1) Execution of the service is reserved to a particular profession:
No.
III.3.2) Legal entities should indicate the names and professional
qualifications of the staff responsible for the execution of the service:
Yes.
Section IV: Procedure
IV.1) Type of procedure
IV.1.1) Type of procedure:
Open.
IV.2) Award criteria
IV.2.1) Award criteria:
The most economically advantageous tender in terms of the criteria stated
in the specifications, in the invitation to tender or to negotiate or in
the descriptive document.
IV.2.2) An electronic auction will be used:
No.
IV.3) Administrative information
IV.3.1) File reference number attributed by the contracting authority:
'RTD-L05-2010-Information Products'.
IV.3.2) Previous publication(s) concerning the same contract:
No.
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
3.9.2010 (16:00).
Payable documents: no.
IV.3.4) Time limit for receipt of tenders or requests to participate:
10.9.2010 (16:00).
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up:
Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French,
German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese,
Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish.
IV.3.7) Minimum time frame during which the tenderer must maintain the
tender:
Duration in month(s): 12 (from the date stated for receipt of tender).
IV.3.8) Conditions for opening tenders:
Date: 27.9.2010 (14:00).
Place: SDME 3/E.
Persons authorised to be present at the opening of tenders: yes.
1 representative per tenderer can take part as observer in the opening of
tenders. Please communicate the contact details of your representative no
later than 23.9.2010 by e-mail to
rtd-communication-tender-infoproducts@ec.europa.eu
Section VI: Complementary information
VI.1) This is a recurrent procurement:
No.
VI.2) Contract related to a project and/or programme financed by EU
funds:
Yes.
Reference to project(s) and/or programme(s): 7th framework programme for
research and technological development.
VI.3) Additional information
No.
VI.4) Procedures for appeal
VI.4.1) Body responsible for appeal procedures:
General Court of the European Union, rue du Fort Niedergrünewald, 2925
Luxembourg, LUXEMBOURG. Fax +352 433766. Internet: http://curia.europa.eu
VI.4.2) Lodging of appeals:
Precise information on deadline(s) for lodging appeals:
Within 2 months of the notification to the plaintiff, or, in absence
thereof, of the day on which it came to the knowledge.
VI.4.3) Service from which information about the lodging of appeals may
be obtained:
European Commission, Directorate-General for Research, Directorate L —
Science, Economy and Society, Unit L.5, Communication, SDME 02/161, 1049
Brussels, BELGIUM. Fax +32 22958220. E-mail:
rtd-communication-tender-infoproducts@ec.europa.eu
VI.5) Date of dispatch of this notice:
29.6.2010.




Corrigendum
(Supplement to the Official Journal of the European Union, 8.7.2010,
2010/S 130-198233)
European Commission, Directorate-General for Research, Directorate L —
Science, economy and society, Office SDME 02/161, 1049Brussels, BELGIUM.
Contact: Unit L.5, Communication. Fax +32 22958220. E-mail:
rtd-communication-tender-infoproducts@ec.europa.eu
Instead of:
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
3.9.2010 (16:00).
[...]
IV.3.4) Time limit for receipt of tenders or requests to participate:
10.9.2010 (16:00).
IV.3.8) Conditions for opening tenders:
Date: 27.9.2010 (14:00).
[...]
read:
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
13.9.2010 (17:00).
[...]
IV.3.4) Time limit for receipt of tenders or requests to participate:
20.9.2010 (17:00).
IV.3.8) Conditions for opening tenders:
Date: 4.10.2010 (14:00).
[...]
Tenderers are hereby advised that a notice of correction to the tender
documents will be available.




Corrigendum
(Supplement to the Official Journal of the European Union, 8.7.2010,
2010/S 130-198233)
European Commission, Directorate-General for Research, Directorate L —
Science, economy and society, Office SDME 02/161, 1049Brussels, BELGIUM.
Contact: Unit L.5, Communication. Fax +32 22958220. E-mail:
rtd-communication-tender-infoproducts@ec.europa.eu
Instead of:
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
13.9.2010 (17:00).
[...]
IV.3.4) Time limit for receipt of tenders or requests to participate:
20.9.2010 (17:00).
IV.3.8) Conditions for opening tenders:
Date: 4.10.2010 (14:00).
[...]
read:
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
18.10.2010 (16:00).
[...]
IV.3.4) Time limit for receipt of tenders or requests to participate:
25.10.2010 (17:00).
IV.3.8) Conditions for opening tenders:
Date: 8.11.2010 (14:00).
[...]
The letters of invitations to tender and the revised tender specifications
will be published on the call for tender website:
http://ec.europa.eu/research/dgs/tenders/rtd-tender_en.cfm?tender_ref=s130-198233
Tenderers are hereby advised that a notice of correction to the tender
documents will be available.
This corrigendum updates the corrigendum notice published in 'Supplement
to the Official Journal of the European Union', 28.7.2010, 2010/S
144-221168.




Corrigendum
(Supplement to the Official Journal of the European Union, 8.7.2010,
2010/S 130-198233)
European Commission, Directorate-General for Research, Directorate L —
Science, economy and society, Office SDME 02/161, 1049Brussels, BELGIUM.
Contact: Unit L.5, Communication. Fax +32 22958220. E-mail:
rtd-communication-tender-infoproducts@ec.europa.eu
Instead of:
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
18.10.2010 (16:00).
[...]
IV.3.4) Time limit for receipt of tenders or requests to participate:
25.10.2010 (17:00).
IV.3.8) Conditions for opening tenders:
Date: 8.11.2010 (14:00).
[...]
read:
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document:
Time limit for receipt of requests for documents or for accessing
documents:
15.11.2010 (17:00).
[...]
IV.3.4) Time limit for receipt of tenders or requests to participate:
22.11.2010 (17:00).
IV.3.8) Conditions for opening tenders:
Date: 6.12.2010 (14:00).
[...]
The revised letter of invitation to tender will be published on the RTD
tender website:
http://ec.europa.eu/research/dgs/tenders/rtd-tender_en.cfm?tender_ref=s130-198233
This corrigendum updates the corrigenda notices published in 'Supplement
to the Official Journal of the European Union', 28.7.2010, 2010/S
144-221168 and 16.9.2010, 2010/S 180-273648.
Please note that this notice is for your information only.
We try our best to have the most accurate and up-to-date information available on our web site, but we cannot guarantee that all of the information provided is error-free.
If you have any suggestions for updates/corrections for this notice, please let us know.