1
EUROPEAN COMMISSION
DIRECTORATE-GENERAL FOR EDUCATION AND CULTURE
Culture and creativity
Culture policy and intercultural dialogue
CALL FOR TENDERS
Open procedure N° EAC/01/2014
Renewed Structured dialogue in the field of culture
TENDER SPECIFICATIONS
2
TABLE OF CONTENTS
1.
INFORMATION ON TENDERING........................................................................... 3
Participation................................................................................................................. 3
Contractual conditions................................................................................................. 3
Joint tenders................................................................................................................. 3
Subcontracting............................................................................................................. 3
Content of the tender ...................................................................................................4
Identification of the tenderer: legal capacity and status .............................................. 4
2.
EVALUATION AND AWARD ................................................................................. 5
2.1.
Evaluation steps................................................................................................. 5
2.2.
Exclusion criteria............................................................................................... 5
2.3.
Selection criteria ................................................................................................ 5
2.4.
Award criteria .................................................................................................... 8
2.5.
Technical offer................................................................................................... 9
2.6.
Financial offer.................................................................................................... 9
3.
TECHNICAL SPECIFICATIONS..............................................................................9
4.
CONTENT, STRUCTURE AND GRAPHIC REQUIREMENTS OF THE
FINAL DELIVERABLES......................................................................................... 17
5.
ANNEXES ................................................................................................................ 18
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1.
I
NFORMATION ON TENDERING
Participation
Participation in this tender procedure is open on equal terms to all natural and legal
persons coming within the scope of the Treaties and to all natural and legal persons in a
third country which has a special agreement with the Union in the field of public
procurement on the conditions laid down in that agreement. Where the Multilateral
Agreement on Government Procurement
1
concluded within the WTO applies, the
participation to the call for tender is also open to nationals of the countries that have
ratified this Agreement, on the conditions it lays down.
Contractual conditions
The tenderer should bear in mind the provisions of the draft contract which specifies the
rights and obligations of the contractor, particularly those on payments, performance of the
contract, confidentiality, and checks and audits.
Joint tenders
A joint tender is a situation where a tender is submitted by a group of economic operators
(consortium). Joint tenders may include subcontractors in addition to the joint tenderers.
In case of joint tender, all economic operators in a joint tender assume joint and several
liability towards the Contracting Authority for the performance of the contract as a whole.
Nevertheless, tenderers must designate a single point of contact for the Contracting
Authority.
After the award, the Contracting Authority will sign the contract either with all members
of the group, or with the member duly authorised by the other members via a power of
attorney.
Subcontracting
Subcontracting is permitted in the tender but the contractor will retain full liability towards
the Contracting Authority for performance of the contract as a whole.
Tenderers must give an indication of the proportion of the contract that they intend to
subcontract.
Tenderers are required to identify all subcontractors whose share of the contract is above
10%.
During contract execution, the change of any subcontractor identified in the tender will be
subject to prior written approval of the Contracting Authority.
1
See
http://www.wto.org/english/tratop_E/gproc_e/gp_gpa_e.htm
4
Content of the tender
The tenders must be presented as follows:
Identification of the tenderer (see below)
Evidence for exclusion criteria (see section 2.2)
Evidence for selection criteria (see section 2.3)
Technical offer (see section 2.5)
Financial offer (see section 2.6)
Identification of the tenderer: legal capacity and status
The tender must include Annex 1 presenting the name of the tenderer (including all entities
in case of joint offer) and identified subcontractors if applicable, and the name of the single
contact person in relation to this tender.
If applicable, Annex 1 must indicate the proportion of the contract to be subcontracted.
In case of joint tender, Annex 1 must be signed by a duly authorised representative for
each tenderer, or by a single tenderer duly authorised by other tenderers (with power of
attorney).
Subcontractors must provide a letter of intent stating their willingness to provide the
service foreseen in the offer and in line with the present tender specification.
In order to prove their legal capacity and their status, all tenderers must provide a signed
Legal Entity Form with its supporting evidence. The form is available on:
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.
cfm
Tenderers that are already registered in the Contracting Authority’s accounting system (i.e.
they have already been direct contractors) must provide the form but are not obliged to
provide the supporting evidence where 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 one year and that they are still valid.
The tenderer (or the single point of contact in case of joint tender) must provide a Financial
Identification Form and supporting documents. Only one form per offer should be
submitted (no form is needed for subcontractors and other joint tenderers). The form is
available on:
http://ec.europa.eu/budget/contracts_grants/info_contracts/index_en.cfm
Tenderers must provide the following information if it has not been included with the
Legal Entity Form:
- For legal persons, a legible copy of the notice of appointment of the persons authorised to
represent the tenderer in dealings with third parties and in legal proceedings, or a copy of
the publication of such appointment if the legislation which applies to the legal entity
concerned requires such publication. Any delegation of this authorisation to another
representative not indicated in the official appointment must be evidenced.
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- For natural persons, where applicable, a proof of registration on a professional or trade
register or any other official document showing the registration number.
2.
E
VALUATION AND AWARD
2.1.
Evaluation steps
The evaluation is based on the information provided in the submitted tender. It takes place
in three steps:
(1) Verification of non-exclusion of tenderers on the basis of the exclusion criteria
(2) Selection of tenderers on the basis of selection criteria
(3) Evaluation of tenders on the basis of the award criteria
Only tenders meeting the requirements of one step will pass on to the next step.
2.2.
Exclusion criteria
All tenderers shall provide a declaration on their honour (see Annex 2), duly signed and
dated by an authorised representative, stating that they are not in one of the situations of
exclusion listed in the Annex 2.
The declaration on honour is also required for identified subcontractors whose intended
share of the contract is above 10%.
The successful tenderer shall provide the documents mentioned as supporting evidence in
Annex 2 before signature of the contract and within a deadline given by the contracting
authority. If the requested evidence is not submitted in due time, the Contracting Authority
can award the Contract to the Tenderer evaluated as the next-best. This requirement
applies to all members of the consortium in case of joint tender and to identified
subcontractors whose intended share of the contract is above 10%.
2.3.
Selection criteria
Tenderers must prove their economic, financial, technical and professional capacity to
carry out the work subject to this call for tender.
The evidence requested should be provided by each member of the group in case of joint
tender and identified subcontractor whose intended share of the contract is above 10%.
However a consolidated assessment will be made to verify compliance with the minimum
capacity levels.
The tenderer may rely on the capacities of other entities, regardless of the legal nature of
the links which it has with them. They must in that case prove to the Contracting Authority
that it will have at its disposal the resources necessary for performance of the contract, for
example by producing an undertaking on the part of those entities to place those resources
at its disposal.
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2.3.1.
Economic and financial capacity criteria and evidence
In order to prove their economic and financial capacity, tenderers (i.e. in case of joint
tender, the combined capacity of all members of the consortium and identified
subcontractors) must comply with the following criteria:
- Turnover of the last two financial years above € 150,000 (per annum)
The analysis of the financial capacity will be performed by the Contracting Authority
based on the following methodology:
http://ec.europa.eu/dgs/education_culture/calls/evaluation-procurements_en.htm
The following evidence should be provided:
-
annex 3 " Economic and financial capacity analysis form" filled in with the relevant
statutory accounting figures, in order to calculate the financial ratios
-
for economic operators required under national law to keep a complete set of
accounts: the balance sheet, profit and loss account and annexes of the last two years for
which accounts have been closed;
-
for economic operators required under national law to keep a simplified set of
accounts: the statement of expenditure and revenue and the annex showing assets and
liabilities for the last two financial years for which accounts have been closed;
-
in all cases, a statement of overall turnover and turnover concerning the supplies or
services covered by the contract, provided over the last two financial years for which
accounts have been closed.
If, for some exceptional reason which the Contracting Authority considers justified, a
tenderer is unable to provide one or other of the above documents, he or she may prove his
or her economic and financial capacity by any other document which the Contracting
Authority considers appropriate. In any case, the Contracting Authority must at least be
notified of the exceptional reason and its justification in the tender. The Commission
reserves the right to request any other document enabling it to verify the tenderer's
economic and financial capacity.
2.3.2.
Technical and professional capacity criteria and evidence
a.
Criteria relating to tenderers
Tenderers (in case of a joint tender the combined capacity of all tenderers and identified
subcontractors) must comply with the following criteria:
- The tenderer must prove experience in the field of culture policy-making, with at least 5
projects delivered in this field in the last three years, in English, with cultural operators in
12 EU countries (it is the combination of projects which must reach the necessary
coverage), with a minimum value for each project of € 25,000.
The tenderer must also prove experience in:
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•
Organising events (conferences, round tables, etc.) with
experts/representatives of civil society;
•
Working in direct contact with different cultural organisations, at EU level.
b.
Criteria relating to the team proposed by the tenderer:
The team delivering the service should include, as a minimum 4 members with the
following profiles:
Project Manager: At least 12 years' experience, including 5 years in the field of culture, in
project management at EU level, including overseeing project delivery, quality control of
delivered service; Experience in management of team of at least 5 people; Excellent
communication and organisational skills; Experience of working together with cultural
operators throughout the EU.
Experts/members of the team should have minimum 4 years' professional experience in at
least one the following fields:
Cultural diversity and intercultural dialogue;
Culture as a catalyst for creativity, growth and jobs (cultural and creative
industries, new culture business models, digital economy, etc.);
Culture as an important element in the European Union's international
relations (cultural projects with non-EU countries, links with UNESCO
conventions, etc.);
Organisation of conferences or general assemblies (professional events with at least
40 participants from different countries)
Each field mentioned above should benefit from expertise of at least one member of the
team.
Language quality check: at least two members of the team should have native-level
language skills in English or equivalent, as guaranteed by a certificate or past relevant
experience.
The Tenderer should prove that all the experts will be available throughout the duration of
the action to perform the tasks for which they are proposed and have committed to devote
the necessary time to the tasks they will be assigned.
c.
Evidence:
The following evidence should be provided to fulfil the above criteria:
- List of relevant services provided in the past three years, with sums, dates and recipients,
public or private. The most important services shall be accompanied by documents
affirming satisfactory execution, specifying that they have been carried out in a
professional manner and have been fully completed;
- The educational and professional qualifications of the persons who will provide the
service for this tender (CVs). Each CV provided should indicate the intended function in
the delivery of the service.
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2.4.
Award criteria
The tender will be awarded according to the best-value-for-money procedure. The quality
of the tender will be evaluated based on the following criteria. The maximum total quality
score is 100 points.
•
Quality of the proposed methodology (45 points - – minimum threshold 50%)
This criterion will assess the quality of the work plan, the identification process of
participants to the Brainstorming and Dialogue (and OMC) meetings, the efficiency of
meetings' logistics and organisation, the relevance of the sub-themes proposed, and the
strategy for drafting and disseminating the Policy Papers.
•
Organisation of the work (30 points – minimum threshold 50%)
This criterion will assess how the roles and responsibilities of the proposed team and of the
economic operators (in case of joint tenders, including subcontractors if applicable) are
distributed for each task. It also assesses the global allocation of time and resources to the
project and to each task or deliverable, and whether this allocation is adequate for the
work. The tender should provide details on the allocation of time and resources and the
rationale behind the choice of this allocation.
•
Quality control measures (25 points – minimum threshold 50%)
This criterion will assess the quality control system applied to the service foreseen in these
tender specifications concerning the quality of the deliverables, the language quality check,
and continuity of the service in case of absence of the member of the team. The quality
system should be detailed in the tender and specific to the tasks at hand; a generic quality
system will result in a low score.
Tenders must score minimum 50% for each criterion and sub-criterion, and minimum 65%
in total. Tenders that do not reach the minimum quality thresholds will be rejected and will
not be ranked.
After evaluation of the quality of the tender, the tenders are ranked using the formula
below to determine the tender offering best value for money.
A weight of 60/40 is given to quality and price.
Score for tender X = cheapest price / price of tender X * 40 + total quality score (out of
100) for all award criteria of tender X / 100 * 60
Score for
tender X
=
cheapest price
_________
price of tender X
*
40
+
total quality score (out of
100) for all award criteria
of tender X
_____________
100
*
60
2.5.
Technical offer
The technical offer must cover all aspects and tasks required in the technical specifications
described in section 3, and provide all the information needed to apply the award criteria.
Offers deviating from the requirements or not covering all requirements may be excluded
on the basis of non-conformity with the tender specifications and will not be evaluated.
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2.6.
Financial offer
The price for the tender must be quoted in euro (use Annex 4). Tenderers from countries
outside the euro zone have to quote their prices in euro. The price quoted may not be revised
in line with exchange rate movements. It is for the tenderer to assume the risks or the
benefits deriving from any variation.
Prices must be quoted free of all duties, taxes and other charges, including VAT, as the
European Union is exempt from such charges under Articles 3 and 4 of the Protocol on the
privileges and immunities of the European Union. The amount of VAT may be shown
separately.
The quoted price must be a fixed amount which includes all charges (including travel and
subsistence). Travel and subsistence expenses are not refundable separately.
3.
T
ECHNICAL SPECIFICATIONS
3.1.
GENERAL BACKGROUND AND REFERENCES
•
Structured Dialogue as a tool in EC policy-making
Almost all European Commission Directorates-General have contacts with civil society and
other interested parties in their respective fields. The Commission works in a decentralised
manner and its different services are responsible for their own mechanisms of dialogue and
consultation. This decentralised structure allows the specific nature and conditions of different
policy areas to be taken into account.
The Structured Dialogue is a process providing a framework for discussions between the
stakeholders and the European Commission in a certain field, for instance culture. It allows the
sector and the EC to exchange views and information on key issues, and insures that the voice
of civil society organisations is heard.
In the Structured Dialogue, stakeholders/interested parties are consulted through different tools,
such as Green and White Papers, communications, consultation documents, advisory
committees, expert groups and ad-hoc consultations. (List of links to different DGs' pages
referring to their cooperation with civil society:
http://ec.europa.eu/transparency/civil_society/others_en.htm
)
•
Structured Dialogue in the field of culture 2008-2013
In 2007, the European Agenda for Culture
2
introduced two new tools for further
cooperation in the field of culture at EU level: an Open Method of Coordination (OMC)
with EU Member States and a Structured Dialogue (SD) with civil society.
2
Communication from the Commission to the European Parliament, the Council, the European Economic
and Social Committee and the Committee of the Regions on a European agenda for culture in a globalizing
world {SEC(2007) 570}/* COM/2007/0242 final
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=COM:2007:0242:FIN:EN:HTML
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Objectives
The objectives of the structured dialogue with civil society in the field of culture were as
follows:
o
Strengthen the advocacy capacity of the cultural sector in policy debate at
European level;
o
Provide the Commission with a framework for the regular exchange of views
and structured dialogue with Civil Society stakeholders (professional
organisations, cultural institutions, non-governmental organisations, European
networks, foundations, etc) which complements existing consultation processes
(such as online consultations, public hearings, etc.) or specific sectorial
dialogues carried out on specific EC policy or regulatory initiatives;
o
Encourage the various components of the cultural sector to work in a more trans-
sectorial way and to better structure and organise itself at EU level.
Description
The Structured Dialogue with civil society in the field of culture has been developed
through two complementary tools, the Civil Society Culture Platforms and the European
Culture Forums.
The Culture Platforms involve European associations and networks. During the period 2008-
2013, there were 3 thematic platforms, as follows:
o
Platform for Intercultural Europe
(PIE)
o
Platform on Access to Culture
(ACP)
o
Platform on the Cultural & Creative Industries
(CCIP)
The PIE Platform, created in the framework of the 2008 European Year of Intercultural
Dialogue, was consolidated, and two other Platforms were formed through a Call for
expression of interest
3
published in 2008. On this basis, the Commission has been
supporting an annual plenary meeting for each Platform and has opened a funding
possibility through a specific strand (2.c) under the Culture programme to co-finance
expenditure (staff, travel, administration…) relating to long-term work programme of the
Platforms (ACP and PIE Platforms have been benefiting from this support, whereas the
CCIP didn't apply for the funding).
Detailed information about these Platforms is available at:
http://ec.europa.eu/culture/our-
policy-development/european-agenda-for-culture/involving-the-cultural-sector_en.htm
In addition, European Culture Forums are convened by the European Commission every 2
years. Three European Culture Forums have been organised so far in Brussels, in 2009,
2011 and 2013. A first European Culture Forum had been organised in a different context
and by the Portuguese Presidency, in 2007 to discuss the Commission's Communication on
3
http://ec.europa.eu/culture/pdf/doc1203_en.pdf
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the European Agenda for Culture. The Culture Forum will continue to be organised by the
European Commission, and is not included in this call for tender.
3.2.
E
VALUATION OF THE
S
TRUCTURED
D
IALOGUE IN
2013
In 2013, an external evaluation was conducted by ECORYS on the implementation of the
OMC and SD processes.
The Evaluation of the Open Method of Coordination and the Structured Dialogue, as the
Agenda for Culture's implementing tools at European Union level
4
provides an assessment
of the extent to which these tools contribute to the achievement of objectives set for the
European Agenda for Culture.
•
Conclusions on the Structured Dialogue (2008-2013)
The objectives of the Structured Dialogue have been achieved in relation to bringing the
cultural sector closer together, increasing capacity for undertaking advocacy work at EU
level, and opening up new opportunities for exchanges between civil society and the
Commission. The Platforms brought together organisations that had never worked together
before.
Overall, participation was satisfactory in terms of geography, sector coverage and types of
participants. However, smaller Member States and some sub-sectors (radio, architecture,
youth and artistic crafts) appeared to be comparatively under-represented.
The benefits of the SD process started to reduce after the first phase, especially in relation to
the dialogue with the Commission.
There is still a need to continue dialogue between civil society and the Commission, to
support cross-sectorial work which structures civil society so that local, regional, and
national concerns are fed into the dialogue process through representative interlocutors,
bridging the gap between the EU institutions and the culture sector.
The work of the Platforms would have benefited from better alignment with the Council
Work Plan for Culture and the OMC groups.
•
Recommendations
Dialogue between civil society and the Commission should continue, but the way the
Platforms are organised in this respect post-2013 needs to be revised. It is important to build
on what has been achieved so far especially in terms of increasing the advocacy capacity of
the sector, cross-sectorial cooperation and developing the framework for exchanges between
civil society and the Commission. However, it is important to address the issues that started
to appear during the last few years, such as the need to clarify the ownership of the process,
increase visibility of the Platforms among those not directly involved.
4
Evaluation report:
http://ec.europa.eu/culture/our-policy-development/european-agenda_en.htm
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Realigning the work of the Platforms to the Council Work Plan is likely to offer a number of
benefits such as increasing dialogue between OMC working groups, civil society and the
Commission; introduce the flexibility of adjusting the themes on the basis of the needs;
introduce the possibility for a mid-term review of the implementation process and allowing
a stock-take mid-way through the implementation of the Work Plans.
The ownership of the dialogue process needs to be clarified. On the one hand, civil society
organisations should take the lead in terms of developing common positions, identifying
common issues that are agreed among wide range of stakeholders. On the other hand, the
Commission should play a larger role in setting out the framework for implementation of the
dialogue process. Rigidity and unnecessary institutionalisation of structures should be
avoided and greater flexibility and adaptability introduced where possible.
Participation in the dialogue process needs to be built on flexible participation, where all the
organisations interested to contribute have an opportunity to take part, according to
circumstances (capacity, resources, theme etc.), not just members of a platform.
Participation should also be as transparent as possible and the criteria harmonised among
thematic areas, where national level organisations also have opportunities to contribute.
The involvement of national level organisations should be considered as a necessary
condition for European civil society to engage in the dialogue process. This could take place
through a variety of forms such as providing opportunities for member organisations to
contribute to the outputs produced, undertaking tailored consultations on specific issues, or
through surveys, events and/or projects.
Funding for civil society organisations needs to focus on specific initiatives and projects
with minimal support for administrative functions. This could take place for example
through providing funding for research projects, events and workshops that have potential to
feed into the policy process.
3.3.
S
TRUCTURED
D
IALOGUE AS OF
2015
•
Context
The evaluation results regarding the structured dialogue were taken into account in the
elaboration of the post-2013 SD objectives.
The European Agenda for Culture remains the framework for developing cooperation at
European level in the cultural field and for increasing the coherence and visibility of
European action in this field, while at the same time strengthening the transversal role of
culture. The Agenda is built on three interrelated sets of objectives: promotion of cultural
diversity and intercultural dialogue; promotion of culture as a catalyst for creativity, growth
and jobs and the promotion of culture as a vital element in the Union's international
relations. On the basis of these objectives and drawing on the achievements of the Work
Plan for Culture 2008-10, the Council adopted in 2010 a Work Plan covering the years
2011-2014, which identified six priority areas
5
for the cultural field under which specific
5
A: Cultural diversity, intercultural dialogue and accessible and inclusive culture; B: Cultural and Creative
Industries; C: Skills and mobility; D: Cultural heritage, including mobility of collections; E: Culture in
External Relations; F: Culture Statistics.
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activities have been pursued
6
. A new Work Plan (to start in 2015) is currently under
preparation and will be adopted by the end of 2014. It will set a policy framework with
priorities areas and a number of activities to be put in place, mostly through the Open
Method of Coordination. While priorities areas have not yet been defined, the following
fields are being mentioned in the discussions which are currently taking place: Cultural
diversity, Intercultural dialogue, Accessible and inclusive culture, Cultural and creative
industries, Skills, Mobility of artists, Cultural heritage, Mobility of collections, Culture in
EU external relations, Culture in a digital economy, Cultural statistics, measuring the value
of culture and mainstreaming culture in EU policies.
As recommended by the evaluation, closer links will be established between the renewed
Structured Dialogue and the next Work Plan for Culture.
•
The Objectives of the Structured Dialogue as of 2015 are as follows:
o
Strengthen the advocacy capacity of the cultural sector in policy debate at
European level;
o
Allow a regular exchange of views and a structured dialogue between the
Commission and Civil Society stakeholders in the field of culture (professional
organisations, cultural institutions, non-governmental organisations, European
networks, foundations, etc). These exchanges will aim at consulting on,
contributing to and informing about policy developments in the field of culture
at European level.
o
Encourage the various components of the cultural sector to work in a more
collaborative way.
3.4.
D
ESCRIPTION OF TASKS
The tenderer will contribute to the implementation of one of the two strands of the
Structured Dialogue post-2013, following the evaluation and the decision to replace the
Platforms' structures by a more flexible process. The other SD strand, namely the "European
Culture Forum", is not concerned by the present call.
The European Commission has identified the following series of themes that may be subject
to Structured Dialogue to be organised by the tenderer:
o
Cultural diversity
o
Intercultural dialogue
o
Accessible and inclusive culture
o
Cultural and creative industries
6
OMC groups' Policy Handbooks, reports and toolkits:
http://ec.europa.eu/culture/our-policy-
development/european-agenda-for-culture/involving-the-member-states_en.htm
14
o
Skills
o
Mobility of artists
o
Cultural heritage
o
Mobility of collections
o
Culture in EU external relations
o
Culture in a digital economy
o
Cultural statistics
o
Measuring the value of culture
o
Mainstreaming culture in EU policies.
This renewed SD strand will be mainly composed of thematic meetings, to be organised by
the tenderer. These thematic meetings will be composed of the following elements: a
"Dialogue meeting" with the EC, preceded by a "Preliminary Brainstorming" among civil
society, on the same theme. Each selected theme therefore encompasses at least two events,
but may generate more events (one Preliminary Brainstorming and two "Dialogue meetings"
for instance). In addition, stakeholders' views will be reflected in targeted "Policy papers" to
be produced by the tenderer.
Main tasks to be undertaken by the tenderer:
A.
Propose at least 1 additional theme and 4 sub-themes considered as crucial for the
Culture stakeholders to discuss with the European Commission, in the framework
of the above list of issues; and propose at least one meeting theme not entering the
above list;
B.
Identify (and propose to the EC) most relevant experts and representatives of
culture European networks, cultural institutions and operators and any other
suitable participant for the theme of the concerned meeting (around 40 for
Brainstormings, 30 for Dialogues, and 2 per OMC group). The
identification/selection of participants should be made according to public and
transparent criteria to be proposed by the tenderer (including at least: participant's
thematic expertise, organisation's multiplying effect, geographical balance of final
set of participants...); the tenderer will also identify which experts may be invited
to present a "Policy Paper" in the relevant OMC group meetings.
C.
Organise 2 types of structured and participative meetings:
1. Preliminary Brainstorming gathering (4 to 5 to be organised over the
contractual period)
Target: Civil society only (no participant from the EC)
Participants: 30 to 50 experts and representatives of culture European
networks, cultural institutions and operators
Place: any EU country
***
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2. Dialogue meeting (4 to 5 to be organised over the contractual period)
Target: Civil society and the EC
Participants: up to 30 civil society participants (that have participated to the
Preliminary Brainstorming organised on the same theme) and up to 5 European
Commission participants
Place: Brussels
***
For all meetings, the tenderer should manage all logistical aspects:
identification of participants, identification and hiring of venue, moderation,
catering, invitation, reimbursement of travel costs of participants, etc.
The meetings (between 8 et 10 in total) should be organised in the most
relevant way (calendar to build around EU political rendezvous and events)
and well planned on a 21 month-schedule.
D.
Produce minutes (2 to 6 pages) of all the meetings ("Preliminary Brainstormings",
"Dialogues" and meetings with EC about the execution of the contract).
E.
Produce and disseminate two types of Policy Papers (10 pages maximum):
1. Policy Papers (4 to 5 over the contractual period) based on a "Preliminary
Brainstorming" and informing about opinions of stakeholders and messages
that the group of stakeholders agreed to convey to the Commission;
2. Policy Papers (3 to 4 over the contractual period) on given themes, at the
request of the EC, built on a consultation of stakeholders (be it online or via
meetings), compiling and analysing the position of civil society on the issue at
stake.
The Policy papers must be produced in a consolidated and attractive format
and disseminated to all relevant stakeholders.
The calendar, themes, agendas, reports and any other content-related element should be agreed
by the EC.
The financial offer of the tenderer should include the tenderer's costs related to its participation
in the kick-off, progress and final report meetings organised by the Commission and the costs
related to the participation of one expert in potentially each OMC group meeting (around 12
meetings).
3.5.
INDICATIVE TIME SCHEDULE OF EXECUTION OF THE CONTRACT
:
T0 Contract
start
T0 + 2 weeks
Submission of draft inception report
T0 + 3 weeks
Kick-off meeting with the Commission
T0 + 8 months
Submission of draft first progress report
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T0 + 8,5 months
"First progress report" meeting with the Commission
T0 + 17 months
Submission of draft second progress report
T0 + 18 months
"Second progress report" meeting with the Commission
T0 + 23 months
Submission of draft final report
T0 + 23,5 months
Final meeting with the Commission
T0 + 26 months
Submission of the final report
3.6.
I
NCEPTION AND
P
ROGRESS
R
EPORTS REQUIREMENTS
Each report will be submitted in English to the responsible body in printed form (one copy)
and by e-mail. Electronic files must be in Microsoft ® Word for Windows format or
equivalent.
The Commission will comment on the inception report within 20 calendar days of
receiving it. It will comment on the progress and final reports within 45 calendar days. In
the absence of observations from the Commission within the deadline, the report will be
considered as being approved.
Within 20 calendar days of receiving the Commission’s observations, the Contractor will
submit the report in definitive form, taking full account of these observations, either by
following them precisely, or by explaining clearly why they were not followed. Should the
Commission still not consider the report acceptable, the Contractor will be invited to
amend the report until the Commission is satisfied.
•
Inception report
The inception report must be drafted in English and submitted at least one week before the
Kick-off meeting with the Commission.
The report must include at least:
o
Detailed work plan and timetable for implementing the work;
o
Details on the approach to be followed to select participants to the meetings;
o
An inventory of convenient venues for the Brainstorming and Dialogue meetings
and a list of potential moderators of the meetings.
•
Progress reports
The two progress reports shall be submitted respectively at the end of month 8 and the end
of month 17 after the entry into force of the contract. They shall include at least the
following:
o
Complete information on the activities carried out in pursuit of the results set out
in the technical specifications;
o
Complete information on the progress achieved towards the results;
17
o
Problems encountered, solutions found or proposed, and impact on future work;
o
A detailed timetable and methodology for completion of the work.
4.
C
ONTENT
,
S
TRUCTURE AND GRAPHIC REQUIREMENTS OF THE FINAL
DELIVERABLES
All final deliverables produced for the European Commission and Executive Agencies
shall conform to the corporate visual identity of the European Commission by applying the
graphic rules set out in the European Commission's Visual Identity Manual, including its
logo
7
.
4.1. Content
4.1.1. Final report
The final report shall be submitted within 26 months after the entry into force of the Contract.
It should include an Executive Summary of 2 pages maximum. The Executive Summary
should be provided in English and in French.
The report must include at least:
o
Comprehensive information on all the activities and approaches carried out in
pursuit of the results set out in the technical specifications;
o
Problems encountered, solutions found and their impact on the outcomes achieved;
o
Conclusions and recommendations to the European Commission.
4.2. Structure
The final report should not exceed 25 pages and it should be completed by annexes (including
at least all final reports of meetings organised).
5. A
NNEXES
The following documents are annexed to these Tender Specifications and form an integral
part of them:
Annex 1
:
Tenderer Information
Annex 2
:
Declaration on Honour
Annex 3
:
Economic & Financial Capacity Form
7
The Visual Identity Manual of the European Commission is available upon request. Requests should be made to the
following e-mail address:
comm-visual-identity@ec.europa.eu
18
Annex 4
:
Price
Annex 5
:
Draft Contract
Document Outline - 1. INFORMATION ON TENDERING
- Participation
- Contractual conditions
- Joint tenders
- Subcontracting
- Content of the tender
- Identification of the tenderer: legal capacity and status
- 2. EVALUATION AND AWARD
- 2.1. Evaluation steps
- 2.2. Exclusion criteria
- 2.3. Selection criteria
- 2.3.1. Economic and financial capacity criteria and evidence
- 2.3.2. Technical and professional capacity criteria and evidence
- 2.4. Award criteria
- 2.5. Technical offer
- 2.6. Financial offer
- 3. TECHNICAL SPECIFICATIONS
- 4. CONTENT, STRUCTURE AND GRAPHIC REQUIREMENTS OF THE FINAL DELIVERABLES
- 5. ANNEXES
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