SPECIFICATIONS

Invitation to tender No 2007CE160AT008 by open procedure

"Performance of communication, publication and information activities in the field of the European Union's cohesion policy"

Lot 1: Design and production of information productsLot 2: Organisation of events and stands Lot 3: Mailing listsLot 4: Evaluation

1. TITLE OF THE CONTRACT

Conclusion of four framework service contracts for the performance of communication, publication and information activities in the field of the European Union's regional and cohesion policy

Lot 1: Design and production of information productsLot 2: Exhibition stands and eventsLot 3: Mailing listsLot 4: Evaluation

2. OBJECTIVES AND CONTEXT OF THE CONTRACT

Objectives: The aim of this invitation to tender, divided into four lots, is to identify companies able to help the Information and Communication Unit of the Directorate-General for Regional Policy (DG REGIO) by giving advice, designing and monitoring information activities and products and, above all, implementing and ensuring the monitoring of the information activities and products laid down in the DG REGIO communication plan.

While the Commission departments concerned will of course remain in charge of their respective activities, the aim is to identify professional and competent service providers in the area covered by this invitation to tender. No public service tasks or discretionary powers will be delegated to the Contractors. This invitation to tender is not intended as a way of securing staff to carry out public-authority duties.

The Contractor may neither keep nor acquire any direct or indirect interest in the companies selected pursuant to this invitation to tender of a nature or size that might impair his independence in the performance of the duties entrusted under the Contract.

Background: Within the framework of the European Commission’s information and communication strategy aimed at giving the European Union's citizens a better understanding of the modalities of European integration, the Commission’s DG REGIO wishes to continue and increase its information activities relating to decisions taken and

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achievements attained under the cohesion policy, with particular reference to the European Regional Development Fund (ERDF), the Cohesion Fund (CF) and the Instrument for Pre-Accession Assistance (IPA).

The aim of publicity and information about EU assistance is to increase public awareness and transparency regarding the activities co-financed by the EC funds and to paint a uniform picture throughout the Member States.

The legal acts underpinning such activities are as follows:

- Articles 45 and 69 of Council Regulation (EC) No 1083/2006 of 11 July 2006 laying down general provisions on the European Regional Development Fund, the European Social Fund and the Cohesion Fund;

- Commission Regulation setting out rules for the implementation of Council Regulation (EC) No 1083/2006 laying down general provisions on the European Regional Development Fund, the European Social Fund and the Cohesion Fund and of Regulation (EC) No 1080/2006 of the European Parliament and of the Council on the European Regional Development Fund.

Accordingly, information and communication will continue to be integral to the process of cohesion policy implementation, lending added value to the quality of programmes and projects on the ground. This needs to be understood, highlighted and put into practice by national and regional administrations, by final beneficiaries and by the Commission departments as well. Therefore it is important to evaluate and follow up the information and communication strategies and actions and their connection to the overall objectives of the operational programmes.

The DG’s information and communication activities mainly take the form of:

publications (monthly Newsletter, the Panorama Magazine, fact sheets, brochures) and press releases, multi-media tools, the INFOREGIO, the DG’s and the Commissioner’s websites;

conferences, seminars, exhibitions and other events geared to capacity-building;

coordinating, monitoring and networking as regards information and publicity programmes carried out by the Member States;

a library and a Visitors’ Centre “Inforegio Service”.

These activities distinguish between an "informed" and a "general" public. DG REGIO has to address both, with priority given to the "informed”, comprising at the moment some 60 000 regular recipients of paper publications and 220 000 monthly users of our website, including:

managing authorities, such as national and regional ministries for economy, labour and agriculture, and other bodies managing the Structural Funds;

other involved institutions and individuals, such as EU institutions, regional development agencies, social partner organisations, members of monitoring committees, etc.;

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potential beneficiaries, such as construction companies, training promoters, SMEs, RTD agencies, etc., although these tend to be the subject of information activities in the regions;

the academic world, including universities, researchers and students of regional and EU studies, town planners, economists, etc.

The “general public” comprises national and regional media, journalists in the field of economic and regional or local affairs and interested citizens, such as teachers, members of political parties, etc.

Information and communication priorities and activities are planned on an annual and multi-annual basis, reflecting the DG's general strategic and operational priorities.

Beyond the annual perspective, a multi-annual communication outline for the years 2006-2008 exists in order to address communication priorities, which stem (a) from implementing the new generation of regional policy programmes and (b) from the review of the EU budget in respect of which the Commission is scheduled to deliver a report in 2008/09.

In 2006, DG REGIO employs a staff of 690 officials and manages an annual budget of EUR 28.5 billion representing 24.5% of the total EU budget. Its annual management plan can be consulted at http://ec.europa.eu/dgs/regional_policy/index_en.htm..

Information and communication actions of DG REGIO fit into the framework of the recent communications from the European Commission on that topic:

- Communication COM(2005) 494 entitled "The Commission’s contribution to the period of reflection and beyond: Plan-D for Democracy, Dialogue and Debate";

- Communication to the Commission SEC(2005) 985 entitled "Action plan to improve communicating Europe by the Commission";

- White Paper on a European Communication Policy COM(2006) 35.

3. SUBJECT OF THE CONTRACT

3.1. Form of the Contract:

As the number of services and the precise dates when they will be required cannot be stipulated in advance, DG REGIO is planning to enter into a framework Contract by lot (model enclosed in Annex 2). The tenderer declares his acceptance of this and must take this into account in the establishment of his bid.

The framework Contract does not constitute an order in itself but merely seeks to lay down the legal, financial, technical and administrative provisions governing the relations between the Contracting parties during the period of validity of the Contract. The services which the Commission requests will be ordered by means of order forms (see model enclosed in Annex 3) setting out the conditions for performance, including the price (in accordance with the Contractual price schedule), the deadlines, the place of performance, etc.

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Signature of the framework Contract does not commit the Commission to placing orders and does not give the Contractor any exclusive rights to the services covered by the framework Contract. The Commission reserves the right, at any time during the framework Contract, to cease placing orders without the Contractor thereby having the right to any compensation.

The conclusion of a framework Contract is, however, subject to a condition precedent relating to the Decision of the Commissin concerning the 2007 budget of the technical assistance under the ERDF and the Cohesion Fund.

3.2. Division into lots

Tenderers may submit bids for one or more lots. For each lot, all the tasks involved must be carried out. A separate dossier and price must be submitted for each lot. Bidding for only a proportion of the services in a lot is not allowed and will lead to the rejection of the tender. The tenderer selected for lot 4, cannot be selected for lots 1, 2 or 3.

3.3. Schedule and duration, deliverables, place of performance

The duration of each framework contract will be one year starting from the date of signature by the last of the contracting parties, with the possibility of three successive one-year extensions (1+1+1+1) in accordance with the provisions set out in the model framework Contract in Annex 2.

It should be noted that the Commission expressly reserves the right not to renew the Contract.

The price schedules indicate most of the tasks which the Contractor will have to accomplish. These tasks relate mainly to deliverables, with items charged in terms of person-days being provided for only in certain cases. However, these price schedules are not exhaustive, and the Commission may ask the Contractor to perform other tasks fitting in with the activities provided for in the DG REGIO communication plan mentioned above. These tasks may relate to (graphic, visual, image, copying, communicating or other) technologies which are not yet available at the moment of drafting, as well as various services intended to ensure the proper performance of the Contract. The prices of the deliverables must include all the tasks necessary for their realisation (see 3.4.2.)

Most of the activities will take place in Brussels, although the activities of the DG cover all the Member States of the European Union and are conducted in all the official languages of the Union. The activities also cover the candidate countries (Croatia, Former Yugoslav Republic of Macedonia, Turkey) and potential candidates, and are conducted in the official languages of these countries. Exceptionally, activities may also be conducted in third countries.

3.4. Technical specifications

The technical specifications for each of the four lots are described in Annex 1.

The following provisions apply to all four lots:

3.4.1. Orders, deliveries and monitoring

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The Commission will follow the procedure below to place and follow up orders:

a) It will appoint a contract manager who, apart from the head of unit, will be the only reference person competent to give work instructions. The contract manager will discuss whether a specific task is appropriate within DG REGIO and, if necessarily, briefly with the Contractor.

The Contractor should also appoint a contract manager, who will be the contact person for the Commission in all areas. The cost of this will be incorporated into each deliverable, as defined in the price schedule (see 3.4.2.).b) On the basis of this initial discussion, DG REGIO will draw up a written request and send it to the Contractor.

c) This will constitute the basis for the Contractor's quotation. This quotation will comprise a detailed description of the various stages of the project, with an estimate of the associated staffing needs and an assessment of the cost, in working time and materials, for the performance of the service required. It will also provide for a delivery deadline. The quotation will thus be an undertaking with regard to the method, costs, level of quality and expected result of a particular activity. It may contain other indications regarding the communication and consultation arrangements and the measures to be taken in the event of unforeseen circumstances. The cost in the quotation will be based on the price schedule (see 3.4.2.) annexed to the Contract, the form and amounts from which must be taken over without change.

d) The quotation, once approved by the Commission, will serve for the establishment of an order form which will constitute the sole authorisation to perform the work. In principle, the order form will consist of a list of deliverables taken from the price schedule (see point 3.4.2.). It will be signed by the Commission and then communicated to the Contractor for signature. It will not be valid until the date on which it is signed by the last Contracting party.

e) When the Contractor returns the signed order form, he will enclose a prefinancing invoice of 30%, stating the reference numbers of the Contract and of the order concerned.

If significant changes arise in the schedule of work or the estimate of costs, a supplementary order form will be required (in accordance with the same procedures as for the first order form). The deadline for delivery of each specific order, which will depend on the scale and urgency of the product, will be agreed with the Contractor when the price offer is approved. As a general rule the time allowed will be such that delivery can be made in normal conditions. Contractors should note that circumstances arising from time to time may necessitate more rapid delivery. The agreed deadline will be confirmed in the order form issued for the job. The Contractor must deliver the work within the deadline and in the format required. If no specific place of delivery is indicated, the place of delivery will be DG REGIO in Brussels.

If the work does not meet the terms or quality standards in the order form, it may be refused. Should the Contractor fail to perform his obligations under the Contract in accordance with the provisions laid down therein, the Commission may - without prejudice to its right to terminate the Contract - reduce or recover payments in proportion to the scale

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of the failure. In addition, the Commission may impose penalties or liquidated damages, as provided for in Article II.16 of the Contract.

f) Once the work has been concluded and the product/service delivered, the Contractor will submit to the Commission a proof of delivery, which will then be signed by the Commission as proof of receipt of each product delivered. The Contractor will also submit the final technical report. The Commission will have forty-five days from receipt to approve or reject the report, and the Contractor will have thirty days in which to submit additional information or a new report.

g) The Contractor will then be able to send the final invoice, for payment of the balance (see point 10.2. below). In the event of long performance deadlines (only where the period of execution for the order exceeds three months), intermediate invoices may be introduced, subject to the Commission's approval of the progress of the work.

h) The contract manager may conduct a half-yearly review of the services provided in accordance with the order forms. An annual evaluation will be carried out to find out how the Contractor has implemented his tasks, on the basis of the orders, the work performed and the half-yearly reviews.

3.4.2. Price schedule of standard deliverables and other prices

Each lot includes a form entitled "Price schedule", which the tenderer must use in his bid. Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks.

The price schedules indicate most of the tasks which the Contractor will have to accomplish. However, these schedules are not exhaustive, and the Commission may ask the Contractor for additional products and/or services which the Contractor will offer at the best market price. This concerns in particular technologies not available when these specifications were drafted, or the delivery or rental of equipment (multimedia or other) the prices of which are subject to regular fluctuations. In these cases, the Contractor will propose a price corresponding to the structure and level of prices in the schedule. This proposal will be negotiated with the Commission.

Tenderers' attention is drawn to the fact that the only two aims of each price schedule are to establish the financial conditions for the performance of the Contract and constitute a fair and non-discriminatory basis for comparing prices. Consequently, these price schedules cannot under any circumstances be considered to constitute a commitment on the part of the Commission to conclude specific contracts for the related services and quantities, and cannot give rise to any right or legitimate expectation on the part of the Contractor.

3.4.3. Simulations

Simulations/case studies have been developed for each lot. The tenderer will describe the proposed approach to attain the objective described whilst establishing the budget for it.

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This budget must be based exclusively on the prices given in the price schedule. The approach proposed for each simulation/case study must demonstrate specifically the quality, creativity and profitability of the bid. The tenderer can thus prove his skill, the quality of his management and the allocation of human resources. The tenderer's response will be evaluated according to a qualitative award criterion (see 12.3.1.).

3.4.4. Copyright

The copyright of texts submitted to DG REGIO belongs to the European Institutions and their authorised agents, which reserve the right to have the texts published, amended (by the Contractor or otherwise) or removed at any time. To this effect and without prejudice to the general copyright rules applicable, the Contractor undertakes to deliver all products copyright-free. In this respect the Contractor is solely responsible and liable for damages resulting from any breach of copyright or of any kind of intellectual property or related rights as a result of publication by the Commission of the product(s) delivered.

4. PARTICIPATION IN THE CONTRACT

Participation in tendering procedures 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 Communities in the field of public procurement, under the conditions laid down in that agreement.

Where the Multilateral Agreement on Public Contracts concluded within the framework of the WTO applies, the contracts are also open to nationals of States that have ratified this Agreement, under the conditions provided for therein.

The bid may involve several service providers; they can choose between making a joint bid, as a consortium, in which case all the providers must be considered as tenderers and, if theirs is the successful bid, as Contractors (in this case, one of the tenderers must be put forward as coordinator to manage the Contract); or making a bid in the name of only one tenderer, who is then the sole Contractor if the bid is successful, the other service providers being considered as subcontractors.

The Contractor will be able to call on subcontractors to provide specific know-how or to deal with an unexpected, exceptional increase in the workload. However, the Contractor will remain the sole partner and person legally and financially responsible vis-à-vis the Commission. Among the selection criteria (see point 12.2.2), particular attention will be paid to the approach proposed by the Contractor for the management of his subcontractors. Tenderers will have to indicate the kinds of work they plan to subcontract and the name of the companies to which they already intend to subcontract a part of the work. The Contractor will of course be responsible for the quality of the work provided by the subcontractors. The work of the subcontractors will in no way change the Contractor's responsibility to the Commission. The Contractor will obtain the Commission's prior approval before it engages any new subcontractors during the contract.

Whichever type of bid is chosen (joint bid/consortium or bid in the name of one tenderer), the tenderer(s) must stipulate the role, qualifications and experience of each service provider and, where relevant, the monitoring arrangements that exist between them.

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5. DOCUMENTATION AVAILABLE TO TENDERERS

All the information on regional policy necessary for the presentation of a bid under this call is available at http://ec.europa.eu/regional_policy/index_fr.htm and in the digital library (under the heading "sources of information").

Paper documentation and examples of DG REGIO publications are available at the INFO REGIO SERVICE centre at Avenue de Tervueren 41 in 1040 Brussels.

Opening hours: Monday to Friday from 9.30 to 12.30 and from 14.00 to 17.00. Telephone: +32 2960634 (information centre) - + 32 256306 (library)Email: regio-info@ec.europa.eu

6. VISITS TO PREMISES OR BRIEFING

n/a

7. VARIANTS

Variants are not allowed.

8. AMOUNT OF THE CONTRACT

The maximum volume of the Contract breaks down as follows:

Lot 1: Design and production of information products €4 950 000/year x 4 yearsLot 2: Stands for exhibitions and events €3 000 000/year x 4 yearsLot 3 : Mailing lists €600 000/ year x 4 yearsLot 4 : Evaluation €320 000/ year x 4 years

9. PRICES

- Prices quoted must be fixed and not subject to revision for the first year of the Contract. From the beginning of the second year of duration of the Contract, the price schedule may be revised upwards or downwards each year, where such revision is requested by one of the contracting parties by registered letter no later than three months before the anniversary of the date on which it was signed.

Revision shall be calculated in accordance with the following formula:

IrPr=Po (0.2+0.8 - )

Io

where:

Pr = revised price;Po = the price in the original tender;

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Io = index for the month corresponding to the final date for submission of tenders;

Ir = index for the month corresponding to the date of receipt of the letter requesting a revision of prices.

Detailed information on this formula can be found in the Contract (attached as Annex 2).

- As the Communities are exempt from all taxes and dues, including value added tax (VAT), pursuant to Articles 3 and 4 of the Protocol on the privileges and immunities of the European Communities, these must not be included in the price. The amount of VAT should be shown separately.

- The price tendered must be all-inclusive and expressed in euros, including for countries which are not part of the euro zone. For tenderers in countries which do not belong to the euro zone, the price quoted may not be revised in line with exchange rate movements. It is for the tenderer to select an exchange rate and assume the risks or the benefits deriving from any fluctuation.

- Tenderers must provide unit prices for each service or deliverable, as listed in the price schedule in Annex 1. This schedule must be completed in full, item by item, with no item omitted. No additional item may be added by tenderers. The unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks which will be entrusted to him.

The attention of the tenderers is drawn, in particular, to the fact that, for most tasks, the Specifications make no provision for the separate reimbursement of travelling expenses within the European Union. Such expenses should be included in the unit costs for these services. Tenderers must work on the basis of fixed costs.

In certain specific cases (described in the price schedules), these fixed costs are variable, depending on where the work is performed, subdivided into three zones:

Zone A includes Brussels and cities within a radius of 500 km, such as Paris, London, Amsterdam and Cologne;

Zone B includes places within a radius of 500 and 1 500 km, such as Berlin, Vienna, Rome, Madrid, Stockholm, Dublin, Copenhagen, Warsaw or Prague;

Zone C includes those places located further than 1500 km away, such as Lisbon, Madeira, Athens, Helsinki, northern Sweden, the Baltic States and the Canary Islands.

We do not plan to vary travel or mileage costs within the zones, even though the delivery charges and prices for zone A are accepted for certain ultra-peripheral destinations such as the French overseas departments.

- Any reimbursement of travel and subsistence expenses arising in the context of exceptional missions not included in the products in the price schedule but carried out at the specific request of and after obtaining prior authorisation from the Commission, away from the main place of performance of the tasks (Brussels) will be made in euros. The

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reimbursement will be made on the basis of original supporting documents (see Article II.7. of the draft contract in Annex 2).

- Costs incurred in preparing and submitting tenders are borne by the tenderers and will not be reimbursed.

10. TERMS OF PAYMENT

10.1. Pre-financing

Within 30 days of the last of the events described below occurring:

- the date on which the Contractor returns the signed order form and the relevant invoice, indicating the reference number of the Contract and of the order to which it refers,

- if relevant, receipt by the Commission of a duly constituted financial guarantee for an amount at least equal to 30% of the total value of the order (where this pre-financing is equal to or greater than €50 000),

pre-financing corresponding to 30% of the total value of the order will be paid (see 3.4.1. e.).

10.2. Interim payments

Interim payments are only possible where the period of execution of the order exceeds three months.

Requests for interim payment presented by the Contractor in accordance with the instructions laid down in Annex I shall be admissible only if accompanied by:

an interim technical report approved by the Commission statements of reimbursable expenses in accordance with Article II.7 the relevant invoices, indicating the reference number of the Contract and of the

order or specific contract to which they refer.

The Commission shall have forty-five days from receipt to approve or reject the report, and the Contractor shall have thirty days in which to submit additional information or a new report.

Within thirty days of receipt of the relevant invoice(s), a corresponding interim payment shall be made.

10.3. Payment of the balance

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

The final technical report (approved by the Commission) (see 3.4.1.f.)

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the relevant invoice, indicating the reference number of the Contract and of the order to which it refers

if necessary, statements of reimbursable expenses in accordance with Article II.7. of the framework contract.

The Commission will have forty-five days from receipt of the technical report to approve or reject it, and the Contractor will have thirty days in which to submit additional information or a new report.

Then, within 30 days of receipt of the invoice concerned, the payment of the balance for this invoice will be made.

11. CONTRACTUAL CONDITIONS AND GUARANTEES

- The contractual conditions are laid down in the model framework service contract in Annex 2.

- A pre-financing guarantee is requested if the pre-financing is equal to or more than €50 000. Guarantees must be supplied by a bank or financial institution. It may be replaced by a joint and several guarantee by a third party. The guarantee must be denominated in Euro.

12. CRITERIA

12.1. Exclusion Criteria

Tenderers must provide a declaration on their honour, duly signed and dated, stating that they are not in one of the situations referred to in Articles 93 and 94 of the Financial Regulation, described below.

12.1.1. Tenderers will be excluded from participation in this contract 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 activities 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;

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f) following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

The selected tenderers must supply, within 8 working days and before signature of the Contract, evidence to back up the declaration on their honour described above.

As evidence that they are not in one of the situations provided for in the paragraph above and, in particular:

- for points a), b) and e) above, a copy of an extract from the judicial record or, failing this, of an equivalent document issued by a competent judicial or administrative authority;

- for point d), a certificate issued by the competent authority of the country concerned.

Where no such document or certificate is issued by the country concerned, it may be replaced by a declaration under oath or, failing that, a solemn statement made by the tenderer before a judicial or administrative authority, a notary or a qualified professional body in his or her country of origin or provenance.

Depending on the national legislation of the country in which the tenderer is established, the documents referred to above will relate to legal persons and natural persons.

12.1.2. The contracts cannot be given to tenderers who, during the award procedure:

a) are subject to a conflict of interests;

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

Proof of absence of conflict of interest may be provided by a declaration under oath specifying that the tenderer has no direct or indirect conflict of interest which could compromise his independence during the performance of the tasks to be assigned to him under the contract forming the subject of this invitation to tender.

12.1.3. Legal situation – supporting documents required

If the tenderer has to have a specific authorisation or belong to a specific organisation in order to provide the services in question in his country of origin, he must prove that he possesses this authorisation or belongs to this organisation.

The tenderer is requested to provide evidence of enrolment in the professional or business register, or a statement on oath or certificate, in compliance with the conditions laid down in the Member State of establishment.

12.2. Selection criteria

The purpose of these criteria is to determine whether an operator has the necessary financial, economic, technical and professional capacity to carry out the work.

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12.2.1. Economic and financial capacity

Such evidence may be provided by one or more of the following references:- statements from banks;- balance sheets or extracts therefrom for the past two years for which accounts have been closed;- a declaration of turnover (either total turnover or that relative to the services in question) for the last three financial years. Other documentary evidence may be accepted by the contracting authority if the above documents cannot be provided for reasons duly justified by the tenderer.

12.2.2. Technical capacity

Proof of technical capacity, which will be assessed with regard to expertise, efficiency, experience, reliability and knowledge of languages, must be provided by one or more of the following:

- the service provider's educational and professional qualifications and/or those of the firm's managerial staff and, in particular, those of the person or persons responsible for providing the services. In particular, tenderers must provide evidence of at least three years’ professional experience in the sector covered by the lot in respect of which they have submitted their tender;

- a list of the main services provided over the past three years, with the amount, the date, and the name of the public- or private-sector recipient of the services; services directly linked to the sector covered by this invitation to tender must be listed separately. If these services were performed in part by subcontractors, tenderers must clearly indicate their own role and contribution;

- a statement of the tenderer's average annual staff numbers and the number of management staff over the past three years;

- a list of the main services provided over the past three years, with the amount, the date, and the name of the public- or private-sector recipient of the services; services directly linked to the sector covered by this invitation to tender must be listed separately. If these services were performed in part by subcontractors, tenderers must clearly indicate their own role and contribution.

- a statement describing the linguistic and technical skills of the staff, in particular the team directly responsible for performing the services in question. The tenderer must identify the main persons responsible for performing, coordinating and supervising the work, highlighting their experience and expertise in the activities concerned, their position within the firm, their knowledge of regional structural policies, their language skills and any other aspect considered useful for the Commission to know;

- a detailed list of the technical equipment, tools and plant to be employed in performing the services;

- a description of measures taken by the tenderer to provide quality assurance and study and research resources within the undertaking;

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- an indication of which parts of the contract the tenderer wishes to subcontract, including a description of any subcontractors already selected by the tenderer who may be called upon to perform certain types of work. This declaration must also demonstrate the tenderer's ability to manage the subcontractors and describe appropriate mechanisms to find any new subcontractors to perform the services under optimum conditions, in particular in terms of value for money.

12.3. Award criteria

The contract will be awarded to the tender offering the best value for money for each lot. This will be determined on the basis of the quality of the bid and the price aspects below, with the bid being chosen which represents the best ratio of quality to price, with these two aspects having the same weighting. The successful tender will be one providing a high level of quality (for which it will be given a technical mark out of a total of 100 points) with the lowest ratio of total cost to the technical mark achieved (in other words, the tender offering the highest quality to price ratio).

12.3.1. The quality of tenders will be assessed in the light of the following criteria:

Award criteria Information to be given Points

1. Quality and consistency of the proposal in respect of the services requested (30 points)

Tenderers should demonstrate their understanding of the context and specify the approach proposed to attain the Commission's objectives and to provide the services and/or products requested.

They must also explain the key indicators and the approach that will be used to guarantee the quality of the services and/or products requested.

Quality of geographic coverage & Europe-wide coordination

They must also identify the main risk factors and explain how they intend to overcome them.

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5

5

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2. Organisation and management of the team proposed to provide the services requested ( 30 points)

Description of the work organisation and of the quality control mechanisms, including where the work is performed by sub-Contractors

Composition and organisation of the team proposed to ensure maximum efficiency in terms of the costs, speed and quality of the services requested and day-to-day management

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3. Quality, coherence, relevance and impact of the actions described in the simulations (40 points)

Relevance to the specific objectives and needs of DG REGIO

Originality, creativity and quality of the final productCompatibility with the content of the main bid.

15

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Cost-effectiveness of the simulations (costs and personnel)

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Tenders which do not obtain 50% of the maximum score for each award criterion above and 60% of the overall score for all these criteria, will not be admitted to the next stage of the evaluation procedure.

12.3.2. Price

The price schedule components for each lot are subject to weightings. These weightings are based on an estimate of the services that may be performed over a certain period on the basis of the framework contract to be concluded; however, they have no influence whatsoever on the actual use to which this framework contract is put. In order to obtain the "price component" of the bid, each price will be multiplied by the relevant weighting coefficient, and the individual results will then be added together.

13. TENDERS

The tender may be drafted in any of the official languages of the European Union. Tenderers may submit bids for one or more lots. For each lot, all the tasks involved must be carried out. A separate dossier and price must be submitted for each lot. Bidding for only a proportion of the services in a lot is specifically ruled out and will lead to the exclusion of the tender.

As set out under point 3.2., the tenderer selected for lot 4, cannot be selected for lots 1, 2 ou 3.

The bid must be accompanied by a covering letter, dated and signed by the tenderer or by any other duly appointed representative, declaring acceptance of the conditions in this invitation to tender and the tenderer's undertaking to provide the services proposed in the bid. If the bid is presented by a consortium or group of service providers, it must be accompanied by a letter signed by each member undertaking to provide the services proposed in the bid and specifying each member's own role and qualifications.

Tenders must be presented in four parts as follows:

First part: Administrative proposal

The administrative proposal will contain general information and include, in particular, all the information and documents required under the Specifications to verify the exclusion criteria (see point 12.1.) and analyse the ability of the tenderers on the basis of the selection criteria (see point 12.2.).

Tenders from consortia of firms or groups of service providers (or contractors or suppliers, depending on the type of contract) must specify the role, qualifications and experience of each member or of the group.

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Proof of eligibility, a declaration that there are no conflicts of interest, and documents on the exclusion and selection criteria must be supplied by each member of the consortium of firms or group of service providers (or contractors or suppliers, depending on the type of contract) submitting a single tender.

Second part: Technical proposal

The Technical proposal will describe how the tenderer plans to perform the tasks in the contract, respecting all the obligations laid down in the general specifications and the technical specifications and should include all information and documents to evaluate the bids on the basis of the award criteria (see point 12.3). The structure of the Technical proposal must be in line with the nature of the services requested, as described for the different lots.

Detailed simulations in the technical specifications (only on the form provided to that effect).

Third part: Financial proposal

Completed price schedule (use the form provided to that effect) dated and signed on each page.

Fourth part: The forms enclosed in Annex 4 – originals signed and completed.

Annexes

I. Technical specifications

LOT 1 (description, simulations, price schedule)LOT 2 (description, simulations, price schedule)

LOT 3 (description, simulations, price schedule)

LOT 4 (description, simulations, price schedule)

II. Model framework contract

III. Model order form

IV. Forms: Legal entity and bank identification

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INVITATION TO TENDER 2007CE160AT008Technical specifications lot 1

Design and production of information products

The various components of this lot are described in the first part.

The second part describes the two simulations that the tenderer must complete.

The third part is the price schedule which must also be completed by the tenderer.

The subject of this lot is to promote communication on regional policy and reinforce relations between the Regional Policy Directorate-General (DG REGIO) and specific target groups, including the general public, via quality information products.

The information activities undertaken in the context of European regional policy aim to increase awareness of the policy among a large number of organisations and the general public. They also reflect the important role of DG REGIO as a disseminator, via the Member States and candidate countries, of good practices and experiences in planning, evaluation and management of the structural funds.

"Information products" means all written, audiovisual, electronic or purely visual tools designed to inform a specific group about the activities, achievements and plans of DG REGIO in the context of its mission and the provisions and achievements of the regional policy.

The Contractor will have to create information products at the request of DG REGIO. Part of the Contractor's responsibility will also be to monitor the full range of information products and bring to the attention of DG REGIO any cases where improvements or updates can be made. Specific proposals to do this may be made at the initiative of the Contractor.

This lot consists of a set of tasks ranging from designing information tools to disseminating them in various forms. These tasks are broken down according to the following six categories:

1. Writing text and copy for the base versions of information products p. 23 2. Production of language versions of base text p. 28 3. Design of graphic chart and look for all communications activities p. 304 Pre-press and layouts p. 305. Electronic publications: internet sites, internet pages and internet

applications p. 336. Production of multi-media products, including promotional materials p. 35

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The following provisions apply to all six categories:

Calculation of the price

DG REGIO will apply a pricing system whereby the great majority of tasks are to be priced as complete deliverables including all aspects of project management, coordination, staff, overhead and materials costs. These are not to be claimed separately unless specifically indicated and the price schedule as a whole contains no separate provision for them. In a further effort to simplify and rationalise the system, pricing for parts 1 (text and copy) and 2 (language versions), as indicated in the price schedule, is based on the price for a page (1 500 characters, excluding spaces) and proportions thereof as indicated below. Pricing for part 3 (graphic design) is based on complete reports or graphic charts, although an element of staff costs is allowed for certain ad hoc tasks only. Provision is made in part 4 (layout and pre-press) for costing based on one page (recto), two levels of complexity and two levels of document (base or language version). Part 5 (web) lists the specific tasks required and part 6 (multi-media and promotional tools) lists the products which will be required.

The calculation of the price for the services requested is based on a calculation grid comprising:

- 5 levels of complexity for writing work (see point 1.2); - 3 groups of languages for the translations (see point 2.4); - 2 levels of documents – basic/original versions and language versions (see points

4.2 and 5.3);- 2 levels of complexity in terms of formatting (see point 4.3).

For each of the standard information products (see point 1.2), it will therefore be possible to calculate an all-inclusive price, covering all the work required.

Quality

Even if there is provision for final checking by the Commission, the quality of work must be such that no further correction by Commission departments is required.

Jobs must be carried out fully in accordance with the specific instructions given in each order form and must be complete and accurate. The Contractor must carry out a thorough check of the entire job to ensure that it could be used as it stands without further revision by Commission departments. The Contractor must pay particular attention to ensuring that all references to documents already published have been checked and quoted correctly, that any reference material supplied has been consulted, and that the terminology used is consistent throughout the text.

Copyright

The copyright of all texts, copy, still and video images submitted to DG REGIO belongs to the European Institutions and their authorised agents, which reserve the right to have them published, amended (by the Contractor or otherwise) or removed at any time. To this effect and without prejudice to the general copyright rules applicable, the Contractor undertakes to deliver all products copyright-free.

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In this respect the Contractor is solely responsible and liable for damages resulting from any breach of copyright or of any kind of intellectual property or related rights as a result of publication by the Commission of the product(s) delivered.

Delivery time

The deadline for delivery of each specific assignment, which will depend on the scale and urgency of the product, will be agreed with the Contractor when the price offer is approved. As a general rule the time allowed will be such that delivery can be made in normal conditions. The Contractor should note that circumstances arising from time to time may necessitate more rapid delivery. The agreed deadline will be confirmed in the order form issued for the job. The Contractor must deliver the work within the deadline and in the format required. The normal place of delivery is the premises of DG REGIO in Brussels.

1. WRITING TEXT AND COPY FOR THE BASE VERSIONS OF INFORMATION PRODUCTS

1.1. CONTEXT

DG REGIO produces a wide range of information products, most of which require an editorial, text or copy element in their production.

These text elements can include captions for photographs, messages on exhibition panels, project descriptions relating to success stories, brief articles for the press and in newsletters (paper and electronic), scripts for Video News Releases, longer video clips and web pages as well as the DG's range of mainly paper publications such as leaflets, information sheets, reports, official documents, brochures, magazines and web pages (see list below).

1.2. LIST OF INFORMATION PRODUCTS WITH TEXT

Though not exhaustive, and having to be considered as indicative, the list below is comprehensive. For the purposes of this lot the products currently in regular use which require text or editorial input are given according to the five levels of writing complexity mentioned above and explained in detail below the table.

The list includes an assessment of layout complexity (two levels) for the purposes of section 4 (see detailed explanations below and at 4.2.) The table also gives an indication of size and periodicity, again only for information purposes, to allow Contractors to make a judgement about annual workloads.

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ProductWriting

complexityNo of pages

manuscript

Layout complexity

No of pageslayout

Periodicity (per year)

Languagespublished

(*)Photo caption

1 Less than 1 Simple >1 500 22

Panel text 1 Idem S >1 200 22

Project description

2-3 2 S 2 200 22

DVD cover 1 2 S 2 10 22Set of 24 ppt slides

2-3 24 S 24 15 22

Press release 2-4 2 - - 50 6News in brief 1-2 1 - - 60 6Newsletter 1-2 7 S 2 12 22Information file

3-5 12 S 4 4 22

Script for VNR

3-4 4 S 2 8 22

Script for 10' video programme

4-5 10 S 5 4 22

Annual report

- - S 4 1

Official texts - - S 2  22Map 1-2 S 2 6Poster 2-4 S 1 10 22Press pack 2-4 C 4 4 6Magazine Panorama

3-5 64 C 28 3  22

Brochure 3-5 52 C 28 5 22Leaflet, prospectus

3-5 C 2 6

(*) the number of pulished languages may vary in the future, in function of potential candidate countries.

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The complexity level is a combination of the following factors: original content/concepts, format/style, research needed, target audience.

1. Rewrite: Main reference texts already available and no in-depth research needed. New text differs mainly in format/style and target audience.

2. Update, synthesis: Some reference texts already available. Limited in-depth research needed, some new concepts involved. No significant changes in format/style and target audience.

3. Update, synthesis + adaptation: Some reference texts already available. Limited in-depth research needed, some new concepts involved. Changes in format/style and/or in target audience.

4. New – standard: Original content but not going beyond familiar concepts. Limited in-depth research needed. Format/style and target audience to be taken into consideration.

5. New – demanding: Original content going beyond texts and concepts already available. Thorough in-depth research needed. Demanding format/style, target audience.

1.3. CALCULATING THE PRICE OF SERVICES

The reference price is the price quoted in the Contractor's offer for a standard page (1 500 characters, excluding spaces). The reference price represents money paid for end products (i.e. including all stages detailed under titles 1.3.1-1.3.4) of complexity level 4, "New – standard". Texts which are shorter than this (for example, photo captions or panel texts) will be paid pro rata. The decision as to the complexity level of any particular product shall be made by DG REGIO and indicated in the order form.

The prices for end products falling under the other four levels are:

Level 1: 25% of reference price;Level 2: 50% of reference price; Level 3: 75% of reference price;Level 4: 100 % of reference price;Level 5: 150% of reference price;

1.4. DESCRIPTION OF TASKS

1.4.1. The Contractor will support the editorial activities of DG REGIO, including the research of a subject, the collection of specific contributions and raw material, the writing or editing necessary to address specific communication needs, and the final preparation / checking of content prior to publication. The Contractor will be responsible for drafting original texts, translations and linguistic adaptations in various formats and styles for the purposes of the different information products.

The following is an indicative and non-exhaustive list of the tasks which will be assigned to the Contractor:

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– Research, analysis and information gathering;– Carrying out interviews and writing reports;– Drafting articles, advertisements, leaflets, brochures, information sheets;– Keeping electronic news columns constantly updated by drafting and uploading

news items;– Making a preliminary selection of photos (essentially from DG REGIO’s photo

library), illustrations, graphs and maps which would best illustrate the theme;– Rewriting existing texts;– Drafting and following up promotional and presentational material (slides, speakers'

kits, information packs, etc.) including correcting drafts;– Quality assurance.

The Contractor must be able to produce base communication and information products in English, French and German. Editorial staff engaged by Contractors should have a demonstrable ability to write texts in an accessible journalistic style. Contractors should be aware that information products are produced in all Community languages. This will mean that individual writers should have the capacity to review the accuracy and suitability of final text versions in languages other than EN, FR or DE.

1.4.2. Collecting material / gathering information

Irrespective of and notwithstanding specific requests, the Contractor will be expected to keep abreast of developments, trends and decisions in the field of regional and cohesion policy. They should gather information on these particular subjects so that they can use this information for products ordered by DG REGIO. The Contractor is responsible for the content of the information collected outside the Commission and must provide accurate data.

Depending on the particularities of the requests by DG REGIO, the Contractor will research and collect the material required, from sources identified by DG REGIO and/or from sources and contacts of the Contractor. The Contractor will among other things:

- interview (face-to-face or by telephone) and request written contributions, pictures, graphics, etc. from experts (project promoters, the national and regional authorities responsible for projects, local actors and, occasionally, Commission officials). This might involve travelling to the Member States and accession countries. This kind of special travel is covered by Article II.7 of the Contract;

- get familiar with the background to the specific publication request, including review of other existing publications, confirmation of the line to take or tone to adopt, characteristics of the intended target audience, etc.;

- marshal the facts, photographs, figures, data and other information compiled, to assess whether or not this is sufficient; identify specific additional needs and likely sources for such material;

- actively seek further guidance from DG REGIO when necessary.

In the quotation relating to a specific requested product, the information-gathering activities are to be presented in a detailed form specifying exactly how the information is to be collected, who will provide this information and who will propose the resulting work and/or products. Such a form should be drawn up for each planned product. Drafting may

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commence once the Commission and the Contractor have signed the order. All information searching by telephone, fax or electronic mail should be included in the price proposed.

1.4.3. Drafting

The principles and rules laid down in the Interinstitutional Style Guide (http://publications.europa.eu/code/en/en-000100.htm) must be followed when drafting documents.

The Contractor will produce original, clear and concise texts for the products specified. He or she will ensure, through their drafting, editing or adaptation of relevant texts and specific contributions, a high level of consistency and quality for the publication as a whole. The Contractor will be particularly expected to provide fresh perspectives even on old issues, bring clarity to complex topics and focus on clear, effective arguments depending on and reflecting the circumstances. The language used must be straightforward and easily comprehensible. For the sake of clarity it should correspond to the language used in the editorial articles of daily newspapers across Europe.

The information gathered is to be used by the Contractor to draft expository texts (manuscript) to be submitted to DG REGIO for checking and final approval. End products should be delivered in electronic format (Word, Excel and/or PDF format or any other format DG REGIO chooses) and should comply with specifications requested as described below or as requested in each case. The Contractor will have to adapt to the writing/editing software within DG REGIO and subsequent changes to it. The Commission currently uses Microsoft Office 2003 (Word, Excel, Power Point, Outlook, PDFCode 2.0).

In drafting text for the various products required by DG REGIO, Contractors should bear in mind that they will take a number of different forms, as indicated above. They might include illustrations in the form of photos, tables or graphs and might have to be adapted to a variety of media ranging from paper to web pages, CD-ROM, overhead transparencies, etc. The choice of form will be made on a case-by-case basis.

The writing style, the length of the text and the language to be used will be agreed in each case with the Commission on the basis of the target readership, the message to be conveyed and the medium. The Contractor must demonstrate versatility and speed of drafting as well as adaptability to requests for texts at widely varying intervals.

The Contractor will be expected to achieve further clarity and coherence by, among other things:

- adapting the presentation or “style” of texts produced previously, to suit subsequent publication in other types of media (to/from detailed reports, glossy brochures, web pages, booklets, guides, fact sheets, posters, etc.);

- incorporating and taking on board comments/corrections received from the Commission.

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1.4.4. Verifying/Finalising/Updating

The Contractor must be ready to review the content and presentation of communication and information products he or she is responsible for and propose amendments. The proposals in the form of a specific report will be ordered by DG REGIO at least annually.

2. PRODUCTION OF LANGUAGE VERSIONS OF BASE TEXTS

2.1. CONTEXT

Most of the information products of DG REGIO, for which text and editorial input is required, are published in all the Union's official languages. Some are produced in one language only, usually advance copies of reports or the programme and proceedings of certain events like the “Open Days” (http://ec.europa.eu/regional_policy/conferences/od2006/index.cfm). Certain other products are limited to two or three languages (such as video scripts) or six languages (web news items, for instance), while others are produced in Community languages plus candidate country languages (certain brochures covering pre-accession arrangements).

The table at 1.1 gives an indication of the size of the product, the frequency and the number of languages involved.

2.2. DESCRIPTION OF TASKS

The services required by DG REGIO cover:

Translation: The Contractor will be asked to translate from a source language into the target language specified. This includes the revision required to ensure consistency and quality.

Amendment: In certain cases, the Contractor will have to translate the changes made by DG REGIO to text already translated and approved.

Revision of texts of varying length and urgency: Revision means ensuring that translated text from other sources (project managers, officials) is of the high linguistic standard required of all DG REGIO information products.

In all cases, specific instructions to this effect will be included in the order forms for the individual jobs. The texts will be manuscript versions of base texts.

The Commission will NOT accept translations obtained from automatic translation programmes.

Documents will be sent to the Contractor in electronic file format by electronic mail; some documents may have to be processed in HTML format. The completed jobs should be returned to DG REGIO in their original format. Files must in any event be handled in strict accordance with the instructions given by DG REGIO to ensure that no reformatting has to be done on their return. The Commission currently uses Microsoft Office 2003 (Word,

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Excel, Power Point, Outlook, PDFCode 2.0). The Contractor will have to adapt to any changes should they occur in the future.

2.3. CALCULATING THE PRICE OF SERVICES

The reference price is the price for a translation into a group I language for a standard page. Standard page means a page of text comprising 1 500 characters, excluding spaces, in the source language. The prices of other languages and services will be fixed as a percentage of this basic price.

Language group 1:

French, English, German, Italian, Spanish, Swedish, Danish, Dutch, Portuguese, Greek: 100%.

Language group 2:

Polish, Estonian, Lithuanian, Latvian, Hungarian, Slovak, Slovenian, Czech, Bulgarian, Romanian: 50%.

Language group 3:

Finnish, Maltese, Turkish, Croat, Macedonian, Serb, Albanian; and any other language of new potential candidate countries : 150 %.

For translation jobs, the Commission will pay the Contractor the sum obtained by multiplying the number of standard pages as determined by DG REGIO by the price per standard page as calculated above.

For amendments, the Commission undertakes to pay the Contractor the sum obtained by multiplying the number of standard pages of new text as determined by DG REGIO by 130% of the price per standard page as calculated above.

For revision jobs, the Commission undertakes to pay the Contractor the sum obtained by multiplying the number of standard pages as determined by DG REGIO by 50% of the price per standard page as calculated above.

Important: Payment for amendment and revision will not be made in the case of translations delivered by the Contractor which contain errors. Payment will only be made for revisions/amendments required by the Commission after it has accepted texts translated by the Contractor or in case of translated texts from other sources.

Where a text delivered in data file form includes figures (e.g. tables, graphs, diagrams or maps) containing written material to be translated, only the number of characters to be translated is counted. The price per standard page shall cover all the expenses incurred by the Contractor in the performance of the Contract, including but not limited to the cost of incorporating corrections made by the Commission.

Whilst the fundamental principle remains that DG REGIO expects to receive work which is immediately of sufficient quality for printing and publication and will thus not verify each piece of work as a general rule, it will from time to time undertake random checks on quality to be assessed by the Commission's own translation service. In cases of poor

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quality, DG REGIO reserves the right to require re-imbursement, compensation or correction free of charge.

3. DESIGN OF GRAPHIC CHART AND LOOK FOR ALL COMMUNICATION ACTIVITIES

3.1. CONTEXT

All the information products developed by DG REGIO should conform to the DG's corporate identity, which is from time to time revised in the light of changing circumstances. The corporate identity is expressed in the form of a graphic chart which is intended to cover all eventualities over a period of several years. It is revised periodically to take account of changed political or budgetary circumstances and is intended to ensure that the DG REGIO look is instantly identifiable and that programming periods etc. can be differentiated. The graphic chart covers the look of exhibition material, publications, the website and all posters, banners and other promotional material.

3.2. DESCRIPTION OF TASKS

Analysis of existing products and verification of their coherence with the existing graphic chart. Recommendations on update

Preparation of a series of preliminary alternative designs applied to a range of information products and taking account of current policy themes, the scope of target audiences and the aims of Regional Policy

Following validation by DG REGIO, preparation of the final version of the chart demonstrating how to apply the chosen design and style to the full range of information products with rapid production of a web-friendly version for access by national authorities and others wishing to align themselves with the objectives and the reputation of the DG.

At the request of DG REGIO, verification of the application of the chart to DG REGIO’s information products and advice to other Contractors as required.

At the request of DG REGIO, design of specific products in the spirit of the chart, where the novelty of the product or special circumstances require it.

Preparation of ad hoc designs to illustrate or decorate a specific product, within the parameters of the approved graphic chart. (Costing on a manpower basis permitted: see price list).

3.3. CALCULATING THE PRICE OF SERVICES

As described in part 3 of the attached price schedule.

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4. PRE-PRESS AND LAYOUTS

4.1. CONTEXT

The DG produces a wide range of paper publications which need to be professionally prepared for the production stage, particularly those which are for wide distribution in the form of brochures, magazines, reports, official texts or information dossiers. These publications need to be laid out in such a way that text and pictures conform to DG REGIO's current graphic chart. The application of this chart in a harmonious way is an important element in establishing the overall visual identity of the DG at events where documentation is prominent, for example.

4.2. DESCRIPTION OF THE TASKS

4.2.1. Basic version

The first task for the Contractor is to prepare the basic version of a document. The layout is based on a manuscript, in French or English, or more rarely in German, into which illustrations may have to be incorporated, in line with the graphic chart (see point 3.1). A "manuscript" means the totality of texts which will eventually be placed on the page, including captions for photos, tables, the text of graphic, bibliographic references, etc. "Illustrations" means all the graphic elements separate from the text: photos, logos, graphs, pictures, etc. These illustrations are usually provided with the text but may be adapted if necessary to meet the desired quality criteria.

The work includes:

- presenting the proofs required for the progress of the work, in pdf format for the interim proofs associated with the layout;

- presenting a final proof in colour, in a paper version, using a printing system which allows conformity with the final product order to be checked and signature of a “passed for press” order by DG REGIO.

Only the basic version will give rise to a "passed for press" order.

4.2.2. Level of complexity

For the basic version, only two levels of complexity for the layout will be considered (see table in point 1.2):

- Simple: Text provided, few tables or illustrations, formatting predefined in the graphic chart. Examples: newsletter, information sheet, annual report, map, folder, etc.

- Complex: Text provided, many illustrations, graphics, tables, etc. Examples: Panorama magazine (complete version + file only), brochure, leaflet, prospectus, etc.

4.2.3. The language versions

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A language version of a document is a version in a language other than the basic version, but otherwise identical to it, based on a manuscript in the language concerned and with the same illustrations, adapted to the language version requested. All the language versions will be the Contractor's responsibility to prepare, including all the features that make up the document (texts, photos, captions, pagination, identifiers, etc.). DG REGIO will therefore not issue a "passed for press" order but may request proofs (in pdf format) during the performance of the work.

4.2.4. Supply of deliverables

There will be three types of delivery:

For the basic versions only, the Contractor will supply all the texts (format .txt) and all the illustrations (format .png or .jpg) of the basic version by email or by mail, once the "passed for press" order has been signed.

For each document, and thus for each of the language versions, the Contractor will supply, on any appropriate medium, three pdf files (optimised for printing (Computer to Plate), optimised for the Web and optimised for printing on digital colour photocopier).

Finally, no more than 3 days after receipt of the final pdf files, the Contractor will send DG REGIO a digital archive on any appropriate medium, assembling all the documents associated with the realisation of the product, in all the language versions required: texts (format .txt), illustrations (format .jpg or .png), layout files (format .indd or equivalent), files for the Web (format .pdf), for digital printing (format .pdf), for offset printing (format .pdf), etc. These documents must be fully editable.

The specific delivery deadlines for each product for these different deliverables will be indicated in the associated order forms.

It should be noted that only pdf files will be charged for, as any other file will be considered a part of the definitive pdf files.

Responsibility: The Contractor will be responsible for monitoring and coordinating the layout work, will make sure that the deadlines are met and be responsible for the quality of the pdf files delivered.

4.3. CALCULATING THE PRICE OF THE SERVICES

The price of the layout will be calculated in terms of a flat-rate per page of the finished document. This price must cover all the operations described in point 4.2 and will vary according to:

- whether it is a basic version or other language version of the same document;

- the level of complexity (simple or complex).

There will thus be four flat-rate layout prices per page: - basic version, simple layout;- basic version, complex layout;

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- language version, simple layout;- language version, complex layout;

The number of pages, the different language versions and the level of complexity of the layout will be laid down by DG REGIO in the order form.

5. ELECTRONIC PUBLICATION: INTERNET SITES, PAGES AND APPLICATIONS

5.1. BACKGROUND

DG REGIO publishes various documents and information on the following websites:  

Inforegio: http://ec.europa.eu/regional_policy/index_fr.htm

Commissioner: http://ec.europa.eu/commission_barroso/hubner/index_en.htm

DG: http://ec.europa.eu/dgs/regional_policy/index_fr.htm

Digital Library: http://ec.europa.eu /regional_policy/digitallib

The Inforegio site accounts for most of the traffic and exchanges with the target group interested in EU regional policy. It requires several thousand new publications and updates per year. Targeting the citizens of all the regions of Europe, it provides information in a large number of the Union's official languages and the languages of certain candidate countries.

It publishes information mainly on .html or .cfm pages or in document form. An ORACLE database entitled "Super Regio" generates information on several hundred regional development programmes and projects financed under these programmes on dynamic pages.

The European Commission recently launched a Web Content Management System or WCMS based on Documentum. A starter kit with various templates is already available, but further developments, calling for the perfect technical mastery of the XML and XSLT standards, will very probably be necessary. DG REGIO plans to have all or some of its Internet sites moved onto this new platform or another WCMS.

Anyone involved in the publication of Internet sites or the development of IT applications for DG REGIO must ensure their conformity with the Commission's IT policy1 and its technical standards.

Sites hosted on the European Commission's server must completely comply with the Commission's “Information Providers Guide” 2 (or any future update). This guide is aimed

1 See http://ec.europa.eu/dgs/informatics/publications/index_en.htm and http://ec.europa.eu/dgs/informatics/pdf/architecture8_en.pdf

2 See http://ec.europa.eu/ipg/.

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at coordinators, webmasters and service providers who create pages on EUROPA3. It deals with editorial, technical and graphic-related issues, particularly in relation to copyright, information accessibility and ease of use. Any sites hosted on other servers must conform to the Commission's platform and standards.

The Contractor must remain informed of any developments in the provisions and standards concerning the Commission's and DG REGIO's IT services, in order to ensure the compatibility of products delivered with the environment in which they will be deployed.

5.2. DESCRIPTION OF THE TASKS

The Contractor will have to be able to demonstrate relevant experience and undertake to carry out for DG REGIO any operation required for the electronic publication, implementation, creation, development, modification and maintenance of websites and the associated applications, in terms of the contents and the software described below (indicative and non-exhaustive list):

- Internet pages and sites published in all present and future EU languages, Including those of the accession countries, in the form of static (.html) or dynamic (Coldfusion, jsp, etc.) pages, also in the context of the WCMS – Documentum, in line with the DG REGIO graphic chart mentioned above.

- databases, "Super Regio" and others, including the establishment of user-friendly management interfaces and the automation of the transfer of data from other applications or files (e.g. .xls, dump, etc.).

- various applications which may be used in the context of services proposed on our websites, e.g.

- Mini WCMS: small module to be developed to allow easy management by novices of the content of web pages via a simple, user-friendly interface adapted to certain sections of the site;

- digital library: http://ec.europa.eu /regional_policy/digital_library / ;- informative and dynamic geographical map (e.g. ArcIms , java, flash, etc.).

- Hosting of sites, databases and applications, reservation of domain names, acquisition of the rights needed for the proper implementation of the tasks in the contract and the delivery of electronic publishing products on ad hoc media (CD ROM, DVD, etc.).

Each task performed by the Contractor must be duly documented, in terms of the technical specifications and the normal use, in order to allow further work to be performed or a product to be adapted by the Commission or another Contractor in the future as easily as possible, and each task must be accompanied by a technical warranty of at least one year from acceptance of the finished product by DG REGIO. This acceptance may not take place until the full deployment of the product in its environment, whatever the delays imposed by the procedures governing the relations between DG REGIO and the Commission's IT services or these services' deadlines.

3 The EU portal at http://europa.eu/

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Texts or documents produced by the Contract to be published on DG REGIO websites must respect the ad-hoc formatting, For example, a success story drawn up by the Contractor must be formatted so that it can be easily incorporated in the Super Regio database. Documents must be named in accordance with the norms of the site for which they are intended.

5.3. CALCULATING THE PRICE OF THE SERVICES

Multilingualism is fairly widespread on the web pages of DG REGIO. Consequently, DG REGIO will operate a price differentiation by page depending on the original language, usually EN, and the other language versions. Versions other than the basic version are considered easier to produce, as most of the thought on the positioning of the elements, the addition of images, and the creation of links to the various language versions has already been undertaken for the original language.

Tasks charged by the person-day which take less than a day to perform must be charged in eighths of a day (person-hours).

The unit defined as a web page, at a standard resolution set by the IPG of 800x600, is four screens in length without horizontal scrolling.

The creation of web pages and their updating will be based on existing texts provided by the Commission or produced by the Contractor, as editing work is covered by other sections of the price schedule.

6. MULTI-MEDIA PRODUCTS INCLUDING PROMOTIONAL TOOLS

6.1. CONTEXT

DG REGIO is responsible for the production of a range of communication tools intended to back up its messages, to improve its image and profile and to help officials of DG REGIO and others to communicate the characteristics and successes of regional policy. Staff of DG REGIO take part in a wide range of seminars and conferences, regularly attend monitoring committee meetings in the Member States (often covered by the press) and are called upon to give a large number of different presentations each year.

In addition to brochures and leaflets, DG REGIO produces video material for use as Video News Releases, video DVD clips (to open conferences, for example), as background to important news announcements or to conference proceedings. In the same way it pursues a programme of updating its high-quality photo image base and uses these images for exhibition panels, photo exhibitions, illustrations in brochures, magazines, conference programmes and proceedings, and presentation postcards. DG REGIO also produces numerous PowerPoint presentations of its own and collections of such presentations to be published on CD prior to major seminars or conferences.

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In connection with its event and exhibition activities, such as the major “Open Days” week in Brussels, DG REGIO produces a certain amount of promotional material such as pens, bags and sets of postcards featuring messages related to current themes of activity.

The Contractor will be responsible for the careful application of the graphic chart prepared for and approved by DG REGIO to all information products falling within the Contractor's remit.

6.2. DESCRIPTION OF TASKS

The Contractor will be required to deploy and develop the information products most likely to be appropriate in meeting DG REGIO's priorities and information objectives.

This will mean contributing to the process of modulating existing materials and evolving new ones specifically adapted to particular target groups.

The information products to be developed or maintained include the following:

(1) The Digital Photo Library (currently 8 000 images accessible via the Inforegio homepage: http://ec.europa.eu/inforegio). On average, some 500 images from 30 project photo-shoots are added to this Library every year.

(2) Still images covering all the Member States and activities or future activities part-financed by the ERDF, other Structural Funds where appropriate, the Cohesion Fund and the IPA. On average, some 30 project photo-shoots take place per year. In addition, there is coverage of visits by the Commissioner to individual regions and projects and other events at a level of about 10 days per year.

(3) Products using the still images from the photo library, such as: framed photos, (average 200 per year); exhibition panels (103 by 90, 200 per year); permanent panel fixtures in Commission and other buildings (20 per year); sets of postcards, etc. Future Contractors will also be expected to make use of the media library and image data base run by DG Communication (http://ec.europa.eu/avservices/home/index_en.cfm).

(4) Means of managing, storing and retrieving these images (such as specific websites containing images, different memory media, success stories and exhibition panels).

(5) Video image banks covering projects or potential project sites in the Member States and candidate countries. These are intended to provide basic images and background sound for subsequent editing by TV companies who may download them from EbS and for the production of VNRs and video clips for the purposes of DG REGIO. An average image bank would consist of about five projects in one or more Member States or candidate countries lasting 45 minutes. It would include interviews together with transcripts and a detailed shot-list. On average, four image banks per year are produced.

(6) Video news releases for the regional media explaining and illustrating topical aspects of regional policy. On average, these are three minutes long and use existing visual material. Five or so are made each year.

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(7) Video clips to enhance a presentation, illustrate a conference theme or to demonstrate good practice. Five or so of these are made each year, averaging 10 minutes in length.

(8) Posters relating to specific events, publications and issues. Posters may contain maps, charts and still images and are usually in A0 format. Some 10 posters per year are envisaged.

(9) CDs, DVDs, USB sticks and other memory media with presentations, extracts from the website, conference documentation and proceedings and other material, such as film clips, image banks or photos. On average, there are five events per year for which such material is prepared.

(10) News and information products in the entrance lobbies of DG REGIO's offices and other locations as indicated by DG REGIO and intended to inform staff and visitors. These take the form of small permanent stands with changing photos reflecting regional projects in the Presidency countries (20 images, changed twice a year), photos from recent events with selected documentation (four images, changed monthly), and suspended maps and photos illustrating different aspects of regional policy and best practice (50 images, changed once every two years).

(11) Large-scale banners (6m by 3m, one group of three, one separate, twice a year) for the facades of Community buildings, a banner for the end wall of the Commission's Berlaymont building facing the Rond-Point Schumann (approximately 30m by 8m, twice a year), through-vision systems illustrating Regional Fund activity on the ground floor exterior windows of DG REGIO's buildings (20 windows, average 4m by 3m, changed every two years) and other means of projecting images and messages from Commission buildings.

(12) Wall maps and other special map-based products mainly created from files provided by the DG REGIO GIS cartographic service. This currently requires a computer facility containing Adobe Illustrator 9.0 or compatible vector graphics software capable of processing Adobe Illustrator 9.0 files and/or Adobe EPS 9.0 files.

(13) Promotional material as appropriate related to the work and functions of the Inforegio service centre, and for distribution at the Commission's public access 'Open door day' and at DG REGIO events attracting the general public (carrier bags, key rings, sets of postcards, special games, rulers, pencils 'post it notes', pens, etc.).

(14) Other promotional material directed at specific themes such as the Open Days or growth and jobs and taking the form of tools useable by officials and other informed persons such as USB sticks, special small-scale folding maps, sets of cards, etc.

The Contractor will be required to provide advice and assistance in the context of DG REGIO’s contacts with the authorities in Member States responsible for implementing Article 69 of Council Regulation (EC) No 1083/2006 and Articles 2 to 10 of the Commission implementing regulation, under which they are required to provide information and publicity about Community co-financed actions to specific target audiences. This assistance will consist in making recommendations in respect of the communication plans which the Regulation calls for, developing methods of encouraging Member State authorities to achieve more sophisticated and effective communication (for example, by deploying specific tools), and helping to carry out the recommendations of the

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Community network of communication officers, set up to ensure the exchange of good practice in implementing the information and publicity requirements.

6.3. CALCULATING THE PRICE OF THE SERVICES

The deliverables above are listed in standard form in the price schedule below. Tenderers must quote a flat-rate price per deliverable (as described under point 3.4.2 of the General Conditions). These prices must include all the costs associated with producing the deliverable. No other expenses will be paid by DG REGION. If, in exceptional cases, certain deliverables are not to be found in the price schedule, the Contractor will make a price proposal based on the structure and price level of the price schedule. This proposal will be negotiated with the Commission. The cost of producing the content of a CD ROM or DVD will be calculated on the basis of part 5 of the price schedule (creation and adaptation of HTML pages). It is also understood that the cost of producing the video dossiers includes the camera crew (which must not be listed separately).

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SIMULATIONS lot 1Design and production of information products

Two simulations are needed. For each one, the tenderer must describe the approach proposed to achieve the objective, whilst stating the budget he proposes to allocate, using the tables below.

Tenderers are reminded that these simulations are intended to demonstrate a) their understanding of regional policy, b) their originality of approach, c) their method of working and d) their understanding of the costs involved and their ability to keep costs within the elements listed in the price schedule. The tenderer can thus prove his skill, the quality of his management and the allocation of human resources. The tenderer's response will be evaluated according to a qualitative award criterion.

The budget must be based exclusively on the rates in the price schedule.

SIMULATION 1.1. DESIGN, WRITING AND MULTI-MEDIA FOR A MAJOR CONFERENCE

Design the overall look, write examples of the background documentation and prepare multi-media material for a major conference launching a Commission initiative which will establish a key element of future policy. The title of this conference, to take place in July 2007, would be 'Fast track to Regional Growth' and the major themes to be discussed would include a) Making Europe's cities and regions more attractive: developing sustainable and energy-efficient housing stock, b) Improving knowledge and innovation for growth: improving the capacity of regions for research and innovation, c) More and better jobs: promoting entrepreneurship, d) The territorial dimension; achieving sustainable urban development.

Contractors are asked to Produce a sketch design in colour for the covers of all documentation, for exhibition

panels and for promotional material illustrating the themes of the conference and which could serve as the basis for future conferences of this kind. We shall look for a fresh and vigorous approach rather than a reworking of our existing graphic themes. A cost should be indicated for the full exercise.

Prepare the outline of a 20-page brochure on one of the conference themes, together with a draft of two chapters/sections illustrating the theme and a layout for one of them. Free use may be made of background material already on the DG REGIO Info-regio website but we shall be looking for a fresh approach to presentation and a writing style aimed at the general public. Tenderers are asked to indicate the cost of the complete brochure including translation into Finnish, German and Polish. In doing so they should assume level of difficulty 4, and confine themselves to the price schedule given below.

Design the structure and layout of a CD containing the Structural Fund Regulations, the implementing regulations, the Community Strategic guidelines (texts to be found on the website), a PowerPoint presentation (maximum 12 slides) on the information and publicity regulation (Article 69 of Regulation 1083/2006, see point 6.2 above) and a PowerPoint presentation (maximum 15 slides) based on the chapters/sections of the brochure described above. Tenderers are asked to prepare a sample of the first of these Powerpoints and to indicate the cost of the whole exercise, including producing 2000 copies of the CD in plastic pouches.

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Prepare an outline, including two sample pages of the story board, of a 15-minute video clip based on film coverage of the event with a draft script aiming to illustrate the themes and describe the proceedings of the conference. Tenderers are asked to indicate the cost of producing the whole video in English or French, including voice-over versions in Finnish, Polish and German, burning it onto DVD and making 2000 copies in plastic boxes.

SIMULATION 1.2. WEB PAGES FOR THE IPA PROGRAMME

Subject: Designing and producing a web project "The Instrument for Pre-Accession (IPA)" which will be made up of three pages (see below).

Background: Launch of the IPA programme 2007-2013, which is much more extensive than the previous programme, ISPA, covering many more fields and including many initiatives such as CARDS. It is an essential element in linking a number of Balkan countries to the European Community and its acquis.

Languages (6 in total): German (DE) - English (EN) - Spanish (ES) - French (FR) - Italian (IT) - Polish (PL).The pages produced must comply with the rules in the Information Providers Guide (IPG), and particular attention should be paid to WAI standards. http://europa.eu.int/comm/ipg/index_en.htm.

Page 1:

This page should present the objectives of the new IPA programme and highlight the new elements. It should show the countries concerned (Croatia, Turkey, Macedonia, Montenegro) and provide links illustrating the issues at stake in each.

Links

The page must allow access to the text of the new programme, and the following links (as a minimum) must be included:What’s new?Maps of the countriesAdvanced search

Search

A search field will allow all the projects to be located once they have been started (insert graphically and describe the methodology).

Interactivity:

This page will have interactive zones where users will be able to:find a link to a contact form (to be produced) to ask a question;send comments and specify their fields of interest;vote for the project of the month.

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Prepare one page of detail on a typical project (search for examples on the site)

The description of the project will contain five or six paragraphs plus a fact sheet giving the following information:Project NameSubjectProject organiserPartnersDuration of the projectEuropean Union contributionContact

Each project's page will be illustrated by two or three images/photos.Page 3:

Prepare a contact form with the following fields:Enter your e-mail address*Your nameYour countryAsk a question on this subject*

* =obligatory fields

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SIMULATION FORM lot 1Design and production of information products

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the price schedule.

SIMULATION 1.1. DESIGN, WRITING AND MULTI-MEDIA FOR A MAJOR CONFERENCE

TABLE I – List of tasks Quantities Unit prices

TOTAL

1) Produce a sketch design in colour for the covers of all documentation, for exhibition panels and for promotional material illustrating the themes of the conference and which could serve as the basis for future conferences of this kind. A cost should be indicated for the full exercise.

-

-

-

-

…

2) Prepare the outline of a 20-page brochure on one of the conference themes, together with a draft of two chapters/sections illustrating the theme and a layout for one of them. The cost of the complete brochure including translation into Finnish, German and Polish. level of difficulty 4

-

-

-

…

3) Design the structure and layout of a CD containing the Structural Fund Regulations, the implementing

38

regulations, the Community Strategic guidelines (texts to be found on the web site), a PowerPoint presentation (maximum 12 slides) on the information and publicity regulation (Article 69 of Regulation 1083/2006, see point 6.2 above) and a PowerPoint presentation (maximum 15 slides) based on the chapters/sections of the brochure described above. Prepare a sample of the first of these Powerpoints and indicate the cost of the whole exercise, including producing 2 000 copies of the CD in plastic pouches.

-

-

-

…

4) Prepare an outline, including two sample pages of the story board, of a 15-minute video clip based on film coverage of the event with a draft script aiming to illustrate the themes and describe the proceedings of the conference. Indicate the cost of producing the whole video in English or French, including voice-over versions in Finnish, Polish and German, burning it onto DVD and making 2 000 copies in plastic boxes.

-

-

-

…

TOTAL SIMULATION PRICE

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely

difficulties and likely results)

39

./.

40

SIMULATION FORM lot 1Design and production of information products

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 1.2. WEB PAGES FOR THE IPA PROGRAMME

TABLE I – List of tasks Quantities Unit prices

TOTAL

1) Page 1

-

-

-

…

2) Page 2

-

-

-

…

3) Page 3

-

-

-

…

TOTAL SIMULATION PRICE

41

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely

difficulties and likely results)

./.

42

PRICE SCHEDULE lot 1Design and production of information products

The tenderer will use this price schedule to formulate his financial proposal.

Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training for the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks which may be entrusted to him. In the last column, the tenderer must indicate e ach unit price multiplied by the relevant weighting coefficient.

DESCRIPTION UNIT Euros Weighting

TOTAL

1. Section 1 - Products requiring text1.1. One page of text (1 500 characters) level 4 difficulty €/page 502. Section 2 - Language versions2.1. One page (1 500 characters) from EN/FR into DE €/page 203. Section 3 - Graphic design3.1. Report analysing existing products, with recommendations

on update€/report 1

3.2 Report giving 5 alternative designs covering all information products

€/report 1

3.3. Final version of graphic chart covering all information products

€/document 1

3.4 Verification report on design conformity of one product €/report 203.5 Design of a specific product to include time of designer,

project manager and all materials€/day 20

3.6 Design of illustrative material for specific texts to include time of designer, project manager and all materials

€/hour 20

4. Section 4 - Products, layout/pre-press4.1. Delivery of PDFs for a) printing CTP, b) the web and c)

colour photocopying; simple level, base language version€/page 50

4.2. Idem; complex level, base language version €/page 204.3. Idem; simple level, other language version €/page 204.4. Idem; complex level, other language version €/page 205. Section 5 – Electronic production5.1. Creation of a model home page, in accordance with the

DG REGIO graphic chart – original language€/web page

1

5.2. Adaptation of a model home page, in accordance with the DG REGIO graphic chart – each additional language

€/web page

1

5.3. Creation of a model second-level page, in accordance with the DG REGIO graphic chart – original language

€/web page

1

5.4. Adaptation of a model second-level page, in accordance with the DG REGIO graphic chart – each additional language

€/web page

1

5.5. Design of the structure and navigation of the site €/pers./day 15.6. Creation of HTML pages based on a model and existing €/page 50

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texts - original language Including insertion of metadata, enclosed files, adapting and testing of links.

web

5.7. Adaptation of HTML pages based on a model and existing texts – each additional language Including insertion of metadata, enclosed files, adapting and testing of links.

€/page web

20

5.8. Updating of pages on the basis of existing texts Including insertion of metadata, enclosed files, adapting and testing of links.

€/pers./day 50

Database application (ORACLE)5.9 Database design €/pers./day 205.10 Loading of the data provided by the Commission in

agreed format, e.g. from an Excel table containing the data in columns, an email or another document

€/pers./day 50

5.11 Installation of a database application at the Commission Data Centre (Luxembourg)

€/pers./day 20

5.12 Design of the application, including back-office system €/pers./day 15.13 Development of the application, including testing,

debugging, etc.€/pers./day 1

Dynamic application (e.g. Cold Fusion ; .jsp, etc.) As pages created dynamically often use just one model to display multiple content, a "page" is defined as a set of contents which, when displayed, become the equivalent of one page of HTML.

5.14 Creation of a model home page, in accordance with the DG REGIO graphic chart – original language

€/model web page

1

5.15 Adaptation of a model home page, in accordance with the DG REGIO graphic chart – each additional language

€/model web page

1

5.16 Creation of a model second-level page, in accordance with the DG REGIO graphic chart – original language

€/model web page

1

5.17 Adaptation of a model second-level page, in accordance with the DG REGIO graphic chart – each additional language

€/model web page

1

5.18 Design of the structure and navigation of the site €/pers./day 1

5.19 Creation of pages from an existing model – original language Including insertion of metadata, enclosed files, adapting and testing of links.

€/web page

50

5.20 Adaptation of pages based on an existing model – each additional language Including insertion of metadata, enclosed files, adapting and testing of links

€/web page

20

5.21 Updating of pages Including insertion of metadata, enclosed files, adapting and testing of links

€/pers./day 50

Sites based on a WCMS (Documentum)5.22 Definition of XML structure €/pers./day 1

5.23 Adaptation to the format required in the graphic chart – original language

€/model web page

20

5.24 Adaptation to the format required in the graphic chart – each additional language

€/model web page

20

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5.25 Loading of data for Documentum €/pers./day 50

5.26 Conversion of an existing static website to Documentum – original language

€/web page

50

5.27 Conversion of an existing static website to Documentum – each additional language

€/web page

20

5.28 Creation of pages using defined XML structure – original language Including insertion of metadata, enclosed files, adapting and testing of links

€/web page

50

5.29 Creation of pages using defined XML structure – each additional language Including insertion of metadata, enclosed files, adapting and testing of links

€/web page

20

5.30 Updating of pages using a defined XML structure Including insertion of metadata, enclosed files, adapting and testing of links.

€/pers./day 50

Web applications5.31 Specification and design of tools for use with a website

e.g. see 5.2 Description of the tasks

€/pers./day 1

5.32 Development of tools for use with a website e.g. see 5.2 Description of the tasks

€/pers./day 1

5.33 Drafting technical documentation and user manuals €/pers./day 1

6. Section 6 multi-media products and others6.1. Uploading to digital photo library server €/100

images20

6.2. Photo shoot 5 projects, 10 images each zone A including set-up, travel costs and travel, shooting and editing time of photographer and photographer's assistant, copy of all images on hard drive and CD copy of photos to managers of projects involved.

€/shoot 20

6.3. Idem zone B €/shoot 206.4. Idem zone C €/shoot 206.5. Photo coverage of Commissioner regional visit (2 days)

including set-up, travel, travel and shooting time plus copy of all images on hard drive,

zone A

€/visit 10

6.6. Idem zone B €/visit 106.7. Idem zone C €/visit 106.8. Photo coverage of one-day conference in Brussels

including set-up, travel and shooting time of photographer€/day 10

6.9 CD with photos of conference (up to 1 000 high resolution)

€/set of CDs

10

6.10 DVD with content up to 4GB (see section 5 for editing costs) with ISBN, label and leaflet 4 pages 4 colour in plastic case (up to 100 copies)

€/copy 20

6.11 IDEM (up to 500 copies) €/copy 16.12 IDEM (more than 500) €/copy 16.13 DVD/CD with ISBN and label in plastic pouch up to 100 €/copy 206.14 Idem (up to 500) €/copy 16.15 Idem (more than 500) €/copy 1

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6.16 CD ROM with up to 750 MB of content, see section 5 for editing costs (up to 100 labelled copies in plastic box)

€/copy 20

6.17 CD ROM (up to 500 labelled copies in plastic box) €copy 506.18 CD ROM (over 500 labelled copies in plastic box) €/copy 506.19 Poster (60x80) sketch, proof, print batch of 5 000 copies €/batch 10

6.20 Exhibition panel (103x90) design and four colour PDF and illustrator for transmission

€/panel 50

6.21 Exterior exhibition banner 30m x 8m (for Berlaymont building: to include design, printing, delivery, putting up and taking down)

€/banner 1

6.22 Idem 20m x 3m for esplanade of Charlemagne building on rue de la Loi

€/banner 1

6.23 Idem 6m x 3m for façade of Charlemagne and other buildings.

€/banner 1

6.24 Burning 150 high-resolution scans onto CD ROM (1) €/CD 20

6.25 Ditto (10) €/CD 1

6.26 Set of 27 postcard-sized images of Community co-financed projects in pouch

€/ 1000 pouches

1

6.27 Set of 4 enlarged digital photos (on to A2) and captions for DG Regional Policy 'newsstand'

€/set 50

6.28 Set of four A4 text panels on 2mm forex for DG Regional Policy newsstand

€/set 50

6.29 Camera crew: director, cameraman, soundman plus equipment

€/day 20

6.30 Video Dossier: 5 projects in one country on Beta digital, (45 minutes, to EbS standards, to include all preparation, travel, setting up and shooting time, editing, materials and equipment) zone A

€/dossier 5

6.31 Idem zone B €/dossier 5

6.32 Idem zone C €/dossier 5

6.33 Video News Release (1 minute 30, Beta digital, 30 copies to EbS standards, to include all preparation, setting up and shooting time, editing, materials and equipment)

€/copy 10

6.34 Video clip, base version, Beta digital, with voice-over and music, up to 15 minutes to include all scripting and preparation, travel, setting up and shooting time, editing, archive search, sound studio, materials and equipment.

€/video 20

6.35 Idem, language version €/version 16.36 Video Beta digital copy (up to 5 minutes, 200 copies, box,

transcripts, sleeve with title) copy5

6.37 Idem up to 20 minutes copy 56.38 Idem, 20-60 minutes copy 56.39 Video VHS copy (up to 5 mins, 200 copies, box,

transcripts, sleeve with title)€/cassette 20

6.40 Idem up to 20 minutes €/cassette 1

6.41 Idem 20 to 60 minutes €/cassette 1

6.42 USB stick decorated as per graphic chart, 256 MB loaded with 120MB of conference materials (programme, presentations, etc.), up to 500 copies

€/ 100 sticks

5

46

6.43 Idem up to 5 000 copies €/100 sticks

5

6.44 Idem 512MB, up to 500 copies €/100 sticks

5

6.45 Idem 512 MB, up to 5 000 copies €/100 sticks

5

6.46 Transfer and compress a video file to a web-compatible format (up to 30 min)

€/file 20

TOTAL €

Signature : ……..………………..

Name : ……………….………..

Date : ………….………………..

PRICE SCHEDULE lot 1

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CALL FOR TENDER 2007CE160AT008Technical specifications lot 2

Event Management and Stands

The various components of this lot are described in the first part.

The second part describes the two simulations that the tenderer must complete.

The third part is the price schedule which must also be completed by the tenderer.

This lot covers:

1. Devising, organising, setting up and running events such as conferences and seminars.

2. Designing and setting up exhibition and information stands.

GENERAL CONSIDERATIONS

Some of the most visible and public actions of the Directorate-General for Regional Policy (DG REGIO) are the events which it organises and the exhibition stands which accompany these and other events throughout Europe. It is of great importance, therefore, that the events be professionally organised and that the stands have the highest visual and informative impact. It is equally of the greatest importance that they are fully consistent with the policy, message and visual elements of DG REGIO's activities under lot 1 of this call for tenders "Production of Information tools", and that all material, programmes, stand designs, etc. are equally consistent.

Whilst DG REGIO expresses no specific requirements as to the professional and academic qualifications of staff employed by Contractors covering these activities, it is nonetheless essential, that personnel in supervisory and design roles should have a thorough grounding in Regional Policy issues and be capable of applying and interpreting policy messages and DG REGIO's graphic chart, for example, in an intelligent and independent way. They should also be prepared to cooperate closely with the Contractor/s responsible for lot 1 so that full and fruitful coordination is assured between activities covered by the different lots. It is also of the utmost importance that all staff employed by Contractors on DG REGIO work, whether as supervisors, constructors or drivers, have the necessary papers to travel to and work in any of the European countries where events and exhibitions are likely to be organised. The Commission is not prepared to intervene with national authorities to obtain visas.

Tenderers are also reminded that DG REGIO will expect to be able to keep in touch with all members of their staff involved in events both in and outside Brussels and that these personnel must therefore be provided with mobile telephones able to function in the locations in question. At the same time, tenderers should be aware that given the number of

48

events and exhibitions which are organised or attended every year by DG REGIO, it is probable that there will be some overlap such that several may take place in different locations on the same date. DG REGIO will look for evidence that tenderers have the capacity to handle these occasional bottlenecks.

1. Events, Conferences and Seminars

1.1 Context

An essential part of DG REGIO's communication activities is to organise events. The importance of these events is that they promote capacity-building, exchange of experience and discussion of Regional Policy issues as well as improvement of DG REGIO's own identity, reputation and profile as a source of information. They take many forms. The largest of them involve up to 5 000 participants (the annual "Open Days - European week of cities and regions", or the "European Cohesion Forum" which takes place every three years) and are organised in Brussels. Four to six regular events per year involve 500/600 participants and again take place mainly (but not exclusively) in Brussels. There are many other events of a smaller scale which may be organised in or outside Brussels either by DG REGIO alone or in partnership with national or regional authorities.

Whilst both for these and for Brussels-based events, DG REGIO can and regularly does call upon the services of the Commission's own Conference and Interpretation Service (SCIC), the pressure of other commitments often means that these services are not always fully available. DG REGIO must therefore take steps to devise, set up, organise and run such events itself with outside backup where necessary. As a guideline, DG REGIO expects to organise two large-scale events (1 000–5 000 participants), four medium-scale events (300–600 participants) and 15 small-scale events (80–200 participants) per year in the period 2007-2013.

The work required to make these events a success varies in proportion to the variety of the events themselves and could range from the simplest of the 'smaller' events (fewer than 200 participants), where the main work would entail mailing invitations based on an existing mailing list of regional representation offices in Brussels (which would, however, need to be updated), liaising with the host regional office and ensuring adequate refreshments, chairs and sound equipment for a morning meeting in Brussels, to a three-day seminar in a major conference venue attended by high-level speakers and participants, for which all the logistical, travel and accommodation arrangements would need to be made.

1.2 Description of the tasks

1.2.1 Core tasks

The core tasks involved in helping DG REGIO achieve a successful events programme can be set out as follows.

Please note that:

49

'Small events' is a term applied to events involving 40–200 participants, usually but not exclusively in Brussels.

'Larger events' may involve 200–5 000 participants. It will be noted that these are placed into three categories in the price list but the work required in activities such as preparing lists of speakers and participants is, for all three categories, of a higher order than for 'small' events.

Preparing a programme for each event:

For small half-day or one-day events the main input will come from DG REGIO, and Contractors will be asked for help primarily in developing the format of the event and in formatting the programme in line with the REGIO graphic chart.

For larger-scale events the Contractor will be asked to research the best format for the event (i.e. the split between plenary sessions and workshops and the practicalities of achieving the suggested organisation). The work of laying-out and printing the programme for wider distribution will be carried out by Contractors responsible for lot 1, with whom Contractors in lot 2 will be expected to develop a professional and effective relationship.

Identifying and liaising with speakers:

For small events these will mostly be already known but the Contractor will be expected to ensure that all speakers are kept informed of the location, the programme and the presentation facilities.

For larger events, the Contractor will be expected to help identify, contact and liaise with speakers. The Contractor will also be expected to collect and prepare for distribution the papers to be given by speakers (mainly in PowerPoint form), as well as prepare the nameplates to be placed for their speeches.

Liaising with, receiving instructions from and reporting to DG REGIO: These contacts will vary in intensity depending upon the type of event and the length of the preparation phase and the event itself. The costs of such liaison must be included in the basic price for each of the event types. If more contact is required it must be in the context of supplementary specific tasks and expressly approved by DG REGIO.

Preparing a list of potential participants:

For small events the main input will be lists already available to REGIO which may need some minor updating.

Larger events will call for research, either to target invitations at specific groups of people like regional presidents or mayors, or to produce the most comprehensive list possible for wide inclusion of different strata of civil society (for example, non-governmental organisations, interest groups or business sectors such as financial institutions). This list will contain the relevant information and be formatted in such a way that personalised invitations can be produced through mail merge by the Contractor and that the follow-up of the invitations can be fulfilled.

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Preparing an invitation and sending it with the programme to potential participants: Whilst the invitation will normally need to be in more than one Community language, translation will be the responsibility of other Contractors specialised in this task. Adapting or personalising invitations and changing/updating the programme will on the other hand be part of the work of this lot. Invitations and attachments will be sent by mail, by e-mail or both, by the Contractor.

Following up the invitations: The Contractor will be expected to issue reminders by mail, e-mail or telephone as appropriate, and to deal with queries about any aspect of the event.

Registering participants: The Contractor will be expected to use the CMS (Conference Management System) owned by DG REGIO for the registration and confirmation of participants. This is an existing web-based tool for presenting and managing workshops and attendance applications for all conferences organised by DG REGIO. Specific training for this system will be delivered to the Contractor. It is not expected that the Contractor would develop its own registration system. The Contractor must ensure that correct details of speakers and participants (name, address, function, language, e-mail, etc.) are obtained but kept secure. These data will be used exclusively for statistics (minimum set to be submitted on a regular basis), the preparation of badges and for the preparation of participants' lists (which may be handed out to participants). This list must take into account the legal obligations relating to personal data protection and confidentiality.

Ensuring the smooth running of the event. This will involve (for larger events) organising hostesses to deal with on-site and press registrations, prepare and hand out badges, guide participants to the correct meeting rooms, guide speakers to any VIP facilities, make up and distribute participant bags and documentation, handle microphones during questions and liaise with the technical services in the room to ensure the smooth functioning of PowerPoint presentations, videos or slides. The suggested provision of hostesses is two hostesses per hundred participants, though the precise number will be calculated for each event and does not therefore form part of the costs to be calculated as part of the core tasks. Costing for the core tasks relates solely to the presence of Contractors' staff in an active or supervisory role for the duration of the meeting. Provision of the hostesses constitutes part of the supplementary costs (see 1.2.2. below and price list point 3.7.).

1.2.2. Supplementary activities

In addition to the core tasks described above, some or all of the following tasks and or services might be required, depending on the nature, size or location of the event:

Advising DG REGIO on the subject and format, the programme content and structure and the location of events.

Researching sector-specific lists of speakers or participants where the nature of the information required calls for a higher level of investigation than is covered by the core tasks for the event.

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Preparation of other documents associated with the event such as preliminary announcements, internet pages, background packages or the programme where this is not handled by other Contractors.

Dealing with the organisation and the reimbursement of travel and accommodation or per diem allowances for speakers and/or participants at the rates applicable to Commission staff and experts (economy-class flights, first-class train, fixed daily rates per country). In many cases the Contractor will be expected to make the appropriate payments to the speakers and participants, and should have the necessary credit and fund handling facilities to do so, subject to reimbursement by the Commission in due course. The Commission must approve the final choice of hotel for the speakers/participants.

Identifying and liaising with the managers of suitable locations. Where the location is not already known (as it would be for smaller events), finding a hall or conference complex of the right size and standing for the event in question, establishing the best price for all the services needed, ensuring that all equipment and technical facilities necessary are in place.

Coordination with interpreters or interpretation services, obtaining these services where they are not provided by the Commission's own Conference and Interpretation Service. Arranging the provision of all technical equipment required by the interpreters.

Provision of conference seating of a suitable standard (stacking, plush seat, no armrests).

Provision of sound equipment, web-streaming, lighting, staging, heating or air conditioning, flowers, catering, decoration, wardrobe facilities and stage furniture where necessary.

Purchasing, preparing and distributing the participant kit (case, working documents, note pad, pen etc., in agreement with the Commission)

Photocopying of programme (smaller events) or other documents prior to or during an event.

Organising the follow-up to the event: publication (on paper, the Web, CD) of the speeches, letters of thanks, feedback survey, collection of press articles, or television or radio programmes.

Where an activity needs to be carried out which does not conform to the categories listed here and detailed in the price list, contractors may propose a price to DG REGIO based on persons/day. This will be regarded as an exception, except for hostesses. As a general rule, all personnel costs are to be included in the core tasks or supplementary tasks (see point 9 of the general conditions).

Provision of hostesses to deal with on-site and press registrations, prepare and hand out badges, guide participants to the correct meeting rooms, guide speakers to any VIP facilities, make up and distribute participant bags and documentation, handle microphones during questions and liaise with the technical services in the room to ensure the smooth functioning of PowerPoint presentations, videos or slides.

1.2.3 Media-specific activities

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Promotion of the events with the local and regional media beforehand and ensuring media coverage during the event by facilitating flows of information; on-site media organisation (press packs, preparing the press room). Ensuring that the event is covered afterwards by contacting journalists, periodicals or television/radio stations to check transmission times and answer any further questions.

Prepare notification to local, regional and national media of forthcoming event

Prepare list of journalists with special interest in the subject or area covered by the event, and backup list in case of need

Send background information to special interest journalists

Send invitation to special interest journalists

Undertake follow-up activities, reminders by mail or phone to secure attendance and/or media coverage

Prepare pack of special press materials for distribution at the event

Ensure presence of a photographer if event is not located in Brussels and this is not covered by another Contract

Make arrangements as necessary for travel and accommodation of journalists

Make arrangements for registration of journalists on site

Make arrangements for facilities (press room) to be used by journalists, to include telephones, PCs, printers, faxes, internet and TV viewing and editing equipment

Undertake follow-up activities by mail or by phone (20 minutes each) with journalists involved to check if a story or programme has been filed and to obtain copies.

1.3. Calculating prices

1.3.1 So far as possible the costing will be based on the 'core tasks' given above. The price list (see part 3 of this lot) for Basic Event Types is divided into four types which are classified according to number and type of participant to give a selection of reference prices for basic event types.

Given the range of events undertaken by DG REGIO, the core tasks set out in the basic event types indicated will not always correspond to the reality of the total requirements. For these reasons, a range of supplementary tasks and services are listed, some of which might be added to the reference price for the event in question in order to arrive at a correct total price. These supplementary tasks will always be negotiated with DG REGIO.

In exceptional situations where standard tasks and/or tasks in additional to those in the price schedule cannot meet demand, they may be charged in person-days. The price in person-days is therefore also specified at the end of the price schedule.

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1.3.2 Once an agreed price has been fixed for an event, taking account of the event type and the supplementary tasks which are added to it, as a general rule DG REGIO will not consider extra costs. Exceptional situations which arise must be notified to DG REGIO and any extra costs arising must be approved in advance.

1.3.3 In calculating their reference prices, tenderers are reminded to include sufficient time to allow for a full programme of contact meetings with DG REGIO and for their presence at the event itself, since no extra will be allowed for once the order form has been signed. The price list indicates the expected preparation and running time for each type of event. Similarly it should be emphasised that the research and liaison time for the larger, type 2, 3 or 4 events will be greater than for type 1 events, as a general rule. Where special research is required into a particular sector of activity, DG REGIO will normally invoke the supplementary task appropriate to it.

1.3.4. Prices in this lot are calculated both according to ad hoc requirements and as fixed products. However, the attention of tenderers is drawn particularly to point 9 of the general conditions dealing with distance and mileage/kilometrage. Three levels of price are requested for specific elements of the price list depending on the distance from Brussels of the event or exhibition in question.

The attention of the tenderers is drawn, in particular, to the fact that, for most tasks, the specifications make no provision for the separate reimbursement of travelling expenses within the European Union. These expenses should be included in the unit prices. Tenderers will have to work on the basis of fixed costs.

These fixed costs can be varied depending on the place where the services are performed, subdivided into three zones:

Zone A includes Brussels and cities within a radius of 500 km, such as Paris, London, Amsterdam and Cologne;

Zone B includes places within a radius of 500 and 1 500 km, such as Berlin, Vienna, Rome, Madrid, Stockholm, Dublin, Copenhagen, Warsaw or Prague;

Zone C includes those places located further than 1500 km away, such as Lisbon, Madeira, Athens, Helsinki, northern Sweden, the Baltic States and the Canary Islands.

We do not plan to vary travel or mileage costs within the zones, even though the delivery charges and prices for zone A are accepted for certain ultra-peripheral destinations such as the French overseas departments.

Any reimbursement of travel and subsistence expenses arising in the context of exceptional missions not included in the products in the price schedule but carried out at the specific request of and after obtaining prior authorisation from the Commission, away from the main place of performance of the tasks (Brussels), will be made in euros. The reimbursement will be made on the basis of original supporting documents (see Article II.7. of the draft contract in Annex 2).

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2 Assembly of information stands – exhibitions

2.1 CONTEXT

The larger events and many of the smaller and jointly organised events in which DG REGIO is involved require the presence of a DG REGIO exhibition/information stand with panels reflecting the policy themes of the moment. Such stands vary in size from 12 to 100m² and have a range of facilities such as computers and video screens. Outside these events DG REGIO sends stands of various sizes to events organised by other organisations such as associations of regions, national or regional authorities. The function of the exhibition stands is to illustrate aspects of Regional Policy and reinforce the role of DG REGIO as a source of information and expertise vis-à-vis specialists such as the regional authorities and other relays as well as non-specialists including the general public. As a general guideline DG REGIO has stands at six medium to large events in Brussels per year and between 20 and 30 events of various sizes in the rest of Europe. DG REGIO currently has +/- 150 panels (103 x 90 cm), two circular stands for documentation, two luminous pillars and 6 "quick" supports for signposts. This equipment will be reused by the Contractor, who will have to transport and assemble it. The cost thereof will be included under the heading "Assembly and dismantling of the stand" (see price schedule).The Contractor will store and keep an inventory of exhibition panels and produce them. DG REGIO requires that the panels be kept under optimum conditions (this includes existing ones). Each (existing and new) panel must be photographed, numbered and classified in a database for easy locating. The Contractor also undertakes to respect all the safety and hygiene rules at the place where the stands are assembled, and to respect the rules on electrical installations, regular cleaning of the stands and floors and the removal of rubbish at no extra charge to DG REGIO.

2.2 DESCRIPTION OF THE TASKS

The tasks incumbent on the Contract will relate to:

Designing appropriate exhibition supports for each event, and designing and fixing the decoration and dressing of the stands, in accordance with DG REGIO's instructions. These supports will be of modular type, made of wood, metal or MDF and able to support the DG REGIO exhibition panels (measuring 103 x 90 cm on 2mm forex photo pasted or similar). The exact technical specifications for the modular concept and the projects/designs proposed by the Contractor will form part of the bid. It will be for the Contractor to submit several drafts/designs, without this implying different prices. Hours for stand designer will only be authorised in case of real design modifications.

Leasing, transporting, assembling and dismantling the supports, setting up the panels using an appropriate adhesive system, providing standard furniture (see point 2.3), on-site maintenance, if necessary, transporting the documentation from Brussels and taking back any documentation prepared by DG REGIO which has not been distributed.

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Transporting and assembling supports belonging to DG REGIO, i.e. display stands for documentation, one or two luminous pillars and the "quick" supports for signposts.

The production of 103 x 90 cm and 40 x 60 cm panels and visuals for a portable Maxvit-type stand measuring 223.5 cm (height) x 408 cm, based on a design provided by DG REGIO or another Contractor of DG REGIO. Support used: CD ROM –pdf files, etc.).

The production of panels for light boxes, on the basis of a design provided by DG REGIO or another Contractor of DG REGIO. Support used: CD ROM –pdf files, etc.).

Banners for inside and outside, including assembly and transport.

Reprinting of existing panels and visuals.

Printing of a new panel on paper (poster).

In exceptional cases, the graphic creation (layout, design) of new panel(s), in accordance with the existing DG REGIO graphic chart, with a reasonable delivery deadline imposed by DG REGIO.

Printing and production of signposts with or without support feet.

Printing of visuals 1910mm x 800 mm on digital support for signposts

Help for exhibitors, including the provision of a reserve for the storage of documents and safe storage facilities for personal effects and equipments, as well as all types of assistance to facilitate the work of the exhibitors and representatives of DG REGIO, before, during and after the event.

Provision of multimedia equipment as described in the price schedule, in accordance with the rules.

Provision of additional furniture and accessories, as described in the price schedule.

Provision of various products, as described in the price schedule.

If necessary, if specified in the order form, presence of a member of staff (permanently or upon request) at the stand (during the assembly, the event or the dismantling).

2.3. STANDARD EQUIPMENT FOR AN EXHIBITION STAND

In addition to the modular supports (see above) and regardless of its surface area, the stand (not including platform floor) must include the following items:

a low table,

three tables measuring 150 x 70 x 80 for displaying documentation,

two seats,

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a stool,

floor covering,

lighting, wiring, general signs,

a DVD player,

a monitor (minimum 67cm screen) and

a PC connected to the Internet.

The PC should have the following technical specifications: min. Pentium 4 – 3.0 GHz; 512 MB; 250 GB, network card and modem; DVD reader; 17" screen; graphics card min. 128 MB; software: Mic. XP and multi-media player. The contractor is in charge of the internet connection. The contractor must deliver equipment which will always be at the latest version of technological development level (hardware and software). The PC is rented and will stay under the contractor's responsibility for its good functioning

The PC, the DVD reader (with remote control) and the monitor must be incorporated in the stand so as to be protected against theft.

The furnishings and floor covering must visually match the general design of the stand.

2.4 PAYMENT OF CHARGES ASSOCIATED WITH AN EVENT

In principle, DG REGIO does not pay rental charges for the space during the assembly of a stand in a conference centre, hotel or other place. However, there may be occasions when, for reasons of convenience, DG REGIO accepts, exceptionally, to pay the rental for the space. In this case, subject to prior agreement, these charges are paid by the Contractor and then reimbursed by the Commission, without the Contractor being able to impose any management charges for the service provided.

Electricity and Internet communication charges in a conference centre will be paid by the Contractor and reimbursed by the Commission at actual cost, without the imposition of any management charges by the Contractor.

The attention of tenderers is drawn, in particular, to the fact that, for these tasks, the Specifications make no provision for the separate reimbursement of travelling expenses within the European Union. These expenses should be included in the unit prices. Tenderers will have to work on the basis of fixed costs.

These fixed costs can be varied depending on the place where the services are performed, subdivided into three zones:

Zone A includes Brussels and cities within a radius of 500 km, such as Paris, London, Amsterdam and Cologne;

Zone B includes places within a radius of 500 and 1 500 km, such as Berlin, Vienna, Rome, Madrid, Stockholm, Dublin, Copenhagen, Warsaw or Prague;

Zone C includes those places located further than 1500 km away, such as Lisbon, Madeira, Athens, Helsinki, northern Sweden, the Baltic States and the Canary Islands.

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The price of leasing, assembly and dismantling for each zone must include transport costs from the Contractor's place of business to the location of the exhibition and return, on-site mileage and subsistence expenses if relevant. Variants are not allowed.

Delivery charges and prices for zone A are accepted for certain ultra-peripheral destinations such as the French overseas departments, in complement to the real costs of air transportation of the stand.

3. Price schedule

Part 3 includes a form entitled "Price schedule", which the tenderer must use in his bid. Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks which may be entrusted to him.

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SIMULATIONS lot 2Stands and events

Two simulations are needed. For each one, the tenderer must describe the approach proposed to achieve the objective, whilst stating the budget he proposes to allocate, using the tables below.

Tenderers are reminded that these simulations are intended to demonstrate a) their understanding of regional policy, b) their originality of approach, c) their method of working and d) their understanding of the costs involved and their ability to keep costs within the elements listed in the price schedule. The tenderer can thus prove his skill, the quality of his management and the allocation of human resources. The tenderer's response will be evaluated according to a qualitative award criterion.

The budget must be based exclusively on the rates in the price schedule.

SIMULATION 2.1: ORGANISATION OF EXCHANGE OF EXPERIENCE CONFERENCE

COMBINED WITH A MEDIA SEMINAR IN TALLINN, ESTONIA

This conference will bring together 350 participants from managing authorities in regions all over Europe to hear presentations from two Commissioners and three Directors of DG REGIO in plenary sessions and 20 other speakers presenting detailed results and project evaluations in five workshops. The event will last two days and will require highly detailed research to pinpoint speakers and participants. In addition to the full range of core activities for the size of event in question, it will be necessary to locate a suitable venue and liaise with the organisers. Interpretation from and into English, German, French and the three Baltic languages will be required, together with all the associated equipment. Reimbursement of the expenses of all speakers and 40 participants will need to be arranged. A press room will be needed.

At the same time a special press seminar for journalists from the Balkan countries will be held nearby. Twenty journalists will need to be identified and invited to attend. In addition to the core tasks for an event of this size, all the media-specific activities listed in 1.3.3 will be required except the press room, which will be part of the parallel larger event.

The simulation should first indicate the costs of organising the two, linked, events: that is the cost of the core tasks as set out above and the cost of the extra elements indicated here, using the form below.

In addition the simulation should include:- A clear retro-planning setting out the different stages of organising the event- A draft programme for the two events- A draft design for the stage setting for the exchange of experience event plenary sessions- A draft briefing for the design of a banner for the event to be placed behind the podium

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SIMULATION 2.2. : STAND

Organisation of an exhibition in Porto (Portugal) lasting three days, on the occasion of a conference on "Cohesion for growth" with a 60 m² stand in the Conference Centre. The exhibition will illustrate, using panels and a video montage, decisions made by the Council in the area of job creation and competitiveness in the context of ERDF programmes. The tenderer will provide a draft including all the practical aspects of such a stand, including:

Rental of stand 2x30m²Setting up and dismantling standRental of 16 stand-alone panels for photo exhibition (see below).

In addition to the standard equipment, the tenderer will organise:

two additional PCs connected to the Internet a platform floorthe reprinting of six existing panels and the printing of ten new ones, of which two will be used in the light box. The graphics for/design of these new panels will be undertaken by DG REGIO on CD ROM. The documentation service has created a fairly large volume of documentation in ten languages, currently in Brussels, which will have to be transported to Porto, as well as four display stands belonging to DG REGIO. DG REGIO also wishes to have an exhibition of photographs in the vestibule of the Conference Centre. This exhibition will be presented on a maximum of 16 stand-alone panels along the wall, as well as two plasma screens situated to the left and right of the main entrance. Outside the Conference Centre, a 4m x 1.5m banner will be required, bearing the name and date of the conference, suspended between two existing posts.

In addition to the elements indicated above, there should be a draft design of the floor plan and elevations of the stand to show how it would look.

The tenderer will present a detailed budget and an adapted methodology, identifying the following points: timeframe, organisation of the work, staff allocated, details of the standard equipment, identification of the DG REGIO stand, assessment of probable difficulties and results, inventory system for the panels, and on-site storage of the documentation.

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SIMULATION FORM lot 2Stands and events

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 2.1. ORGANISATION OF EXCHANGE OF EXPERIENCE CONFERENCE

COMBINED WITH A MEDIA SEMINAR IN TALLINN, ESTONIA

TABLE I – List of tasks Quantity Unit price TOTAL

1) Event type 2 350 participants in Estonia

2) Event type 1 – 20 journalists

3) Supplementary activities :

2.7.

2.8.

2.5.

4) Media activities :

…..

TOTAL SIMULATION PRICE

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TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely difficulties and likely

results)

./.

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SIMULATION FORM lot 2Stands and events

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 2.2. : STAND

TABLE I – List of tasks Quantity Unit price TOTAL

1) Rental of stand 2 x 30 m2

2) Setting up and dismantling stand

3) Rental of 16 stand-alone panels for photo exhibition

4) 2 supplementary PCs linked to Internet

5) Assembly of a platform floor

6) Reprinting of six existing panels

7) Printing of ten new panels

8) Banner for outside the Conference Centre

TOTAL SIMULATION PRICE

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely difficulties and likely

results)

./.

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PRICE SCHEDULE lot 2Event management and stands

The tenderer will use this price schedule to formulate his financial proposal.Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks which may be entrusted to him. In the last column, the tenderer must indicate e ach unit price multiplied by the relevant weighting coefficient .

Description UNIT Euros Weight TOTAL

1. Core tasks: Basic Event Types1.1 Event type 1: Zone A.

Up to 200 participants, up to 10 speakers, one to one and a half days, two months preparation: core tasks (see 1.2.1): programme, speaker liaison, contact with DG REGIO, participants list, invitation (design, send, follow up), registration, presence at meeting.

€/event 10

1.2     Idem Zone B. €/event 41.3    Idem Zone C. €/event 11.4     Event type 2: Zone A.

201–599 participants, up to 25 speakers, one to two days, four months preparation: core tasks as at 1.2.1 (larger events) 

€/event 2

1.5    Idem Zone B. €/event 11.6     Idem Zone C. €/event 11.7     Event type 3: Zone A.

600–2 000 participants, up to 100 speakers, two to three days, six months preparation: core tasks as at 1.2.1 (larger events)

€/event 1

1.8     Idem Zone B. €/event 11.9     Idem Zone C. €/event 11.10   Event type 4: Zone A.

2000–5 000 participants, up to 200 speakers, three to five days, 6 months preparation: core tasks as at 1.2.1 (larger events)

€/event 1

1.11  Idem Zone B.   11.12  Idem Zone C. €/event 1

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Description UNIT Euros Weight TOTAL

2.  Supplementary activities

2.1.    Advice on subject, format, programme: Four-page report

€/report 

5

2.2 Research list of sector-specific experts or participants

ten persons 10

2.3.    Preparation of copy-ready documents associated with the event (preliminary announcements, diary notes, background packages)

€/page 5

2.4.   Idem, print-ready in line with REGIO graphic chart

€/page 5

2.5.    Arranging travel and accommodation for speakers, experts, participants or journalists

ten persons 5

2.6. Preparing participants list, print-ready black and white

€/page 10

2.7     Identifying hall, liaising with managers, ensuring equipment levels

€/hr 1

2.8     Liaising with interpretation services €/hr 12.9     Provision of sound equipment 200watt

amplification, mixing desk two speaker units, five microphones (one lapel), two radio microphones (or equivalent)

outfit/day 5

2.10     Idem 400 watts, four speakers (or equivalent)

outfit/day 1

2.11   Idem 1 000 watts, eight speakers  (or equivalent)

outfit/day 1

2.12   Provision of conference seating (stacking, plush seats, no armrests)

100 seats 1

2.13     Case printed in two colours (stars + title of conference) with A4 pad and pen with EU logo (canvas)

100 bags 20

2.14 Idem    (rigid) 100 bags 202.15 Photocopies black and white 502.16 Printing of colour photocopies   100 pages 503.  Staff for events

3.1     Project leader €/hour 503.2     Assistant project leader/project

manager/media manager€/hour 50

3.3    Account executive/event assistant/media assistant

€/hour 20

3.4    IT technician (registration, data bases) €/hour 103.5    Sound/light/multi-media technician €/hour 13.6 Security guard €/hour 13.7   Hostess €/day 504.  Staff for stands

4.1    Stand designer €/hour   50

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Description UNIT Euros Weight TOTAL

5.  Media-specific activities

5.1     Notification (diary note) to local national or regional press

€/page 5

5.2     Research list of special-interest journalists 10 journalists 25.3     Send invitations, background

documentation to special-interest journalists

10 journalists 5

5.4     Undertake follow up calls to journalists  (max. 20 minutes) following invitation and following event

10 journalists 5

5.5     Research, assemble and distribute special press pack (average 50 pages of documents)

€/pack 10

5.6     Provide local event photographer (not in Brussels); price to include travel and the provision of CDs with high-resolution images of the event.

€/day 10

5.7     Press room: one telephone and internet point per journalist: one PC, printer and fax machine per four journalists, one photocopier, TV and digital video editing suite per ten journalists.

20 journalists 1

6.  Stand for exhibitions Conception, location et montage

6.1   Rental of a 12 m² stand €/stand 50

6.2   Rental of a 30 m² stand €/stand 506.3   Rental of a 100 m² stand €/stand 56.4   Rental of partitions with spotlight  200 x 100 cm €/item 106.5   Assembly and dismantling of a 12 m² stand (zone A) €/stand 206.6   Assembly and dismantling of a 12 m² stand (zone B) €/stand 206.7   Assembly and dismantling of a 12 m² stand (zone C) €/stand 106.8   Assembly and dismantling of a 30 m² stand (zone A) €/stand 206.9   Assembly and dismantling of a 30 m² stand (zone B) €/stand 206.10 Assembly and dismantling of a 30 m² stand (zone C) €/stand 106.11 Assembly and dismantling of a 100 m² stand (zone A) €/stand 16.12 Assembly and dismantling of a 100 m² stand (zone B) €/stand 16.13 Assembly and dismantling of a 100 m² stand (zone C) €/stand 16.14 Platform floor €/m² 106.15 Stand modules 3 x 3 m; (shell scheme) €/m² 106.16 Podium speaker podium 56.17 Podium large per m2 m² 506.18 On-site maintenance of the stand €/hr 107.  Panels/visuals

7.1  Design of panels/visuals (graphics, layout of texts and images  103 x 90 cm)

€/panel    50

7.2 Idem    40 x 60 cm €/panel  507.3 Visual for portable Maxvit stand  €/panel 5

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Description UNIT Euros Weight TOTAL

height 223.5 – length 408 7.4 Printing of a new panel measuring 103 x 90

cm with text and/or photo€/m² 50

7.5   Printing of new panel for "light-box" 103 x 60 cm     

€/m² 5

7.6   Printing of new panel for "light-box" 40 x 60 cm     

€/m² 5

7.7   Printing of a visual for portable stand Type Maxvit 408 cm l. x 223.50 cm h.

€/m² 5

7.8   Reprinting of existing panels €/m² 107.9   Reprinting of existing visuals

h. 223.5 cm: l. 408 cm€/m² 10

7.10 Printing of a new panel as poster (170 gr paper), 100 copies 103 x 90

€/100 10

7.11 Printing of signs with support base m² 107.12 Idem without support base m² 107.13. Printing of visuals 1910 mm x 800 mm

on digital support for signposts quick supports

visual 10

7.13 Printing of banners with fixing rings, including transport and installation

m² 5

7.14 Storage and inventory of existing and new panels (database with photo, numbering, etc.) 

10 panels 50

8. Multimedia (including transport and installation)

Rental of PCs in addition to those that come as standard with the stand, including connection

   

8.1   2 to 5 €/PC 58.2   5 to 10 €/PC 58.3   Rental of an additional DVD player €/unit 108.4 Rental of a video player  €/unit 108.5   Rental of a monitor for playing videos or

DVDs, in addition to that provided as standard

€/unit 5

8.6   Rental of a large 42'' plasma screen, connectable to a PC or DVD player

€/unit 5

8.7   Rental of a monitor on base €/unit 58.8 Rental of desktop photocopier €/unit 58.9 Rental of high-speed photocopier €/unit 58.10 Rental of laser printer (b/w) €/unit 58.11 Rental of projection screen €/unit 108.12 Rental of an overhead projector €/unit 108.13 Location of a video/beamer projector €/unit 108.14 Installation of telephone Prix/unit 58.15 Rental of fax machine Prix/unit 58.16 Rental of an interactive terminal Prix/unit 58.17   Recording of conference debates conference 58.18   Web streaming of conference conference 10

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Description UNIT Euros Weight TOTAL

8.19   Rental of a video wall (4 screens) wall 58.19   Rental of a video wall (8 screens) wall 58.19   Rental of a video wall (16 screens) wall 58.22 Rental of interpreting booths, including

technical installation for simultaneous interpretation in accordance with ISO 4043-1998 (http://scic.cec.eu.int/europa/display.jsp?id=c_6575)

€/booth/day 5

8.23 Infrared headphones/receivers unit/day 509   Extra furniture and other material  (including transport and installation)

9.1    Meeting table 150 x 80 x 70 cm €/unit 209.2     Reception counter €/unit 209.3     Display stands for documentation €/unit 209.4     Low table €/unit 209.5     Seat/stool €/unit 209.6     Coat-stand €/unit 59.7     Refrigerator 80 x 60 x 60 cm  €/unit 109.8 Lockable cabinet (minimum volume ½ m³) €/unit 109.9     Heating units, radiators for exhibition

marquees/tentsunit/day 1

9.10 Portable air-conditioning unit for marquees/exhibition tents

unit/day 1

9.11    Floral decoration event < 200 persons (two bouquets at entrance to event and two at speaker's table)

€/event 10

9.12 Floral decoration event >200 persons (two bouquets at entrance, five on stage)

€/event 10

9.13 Hire of coach up to 30 seats with driver €/hr 59.14    Hire of 50-seater coach with driver €/hr 109.15    Hire of small van €/km 59.16 Hire of medium van €/km 59.17 Cocktail: sparkling and still wines, aperitifs,

five canapés per guest with service (two hours)

€/guest 50

9.18 Coffee, juice, water and biscuits for breaks €/guest 509.19 Buffet lunch – sandwiches and cold

selection (meats, charcuterie, shellfish, smoked fish)

€/guest 10

9.20 Buffet lunch – as above with warm selection

€/guest 10

TOTAL €

Signature : ……..………………..

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Name : ……………….………..

Date : ………….………………..

PRICE SCHEDULE LOT 2

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CALL FOR TENDER 2007CE160AT008Technical specifications lot 3

Mailing Lists

The various components of this lot are described in the first part.

The second part describes the two simulations that the tenderer must complete.

The third part is the price schedule which must also be completed by the tenderer.

The activities planned under this lot are for the provision of services in the following areas:

Updating and management of the Directorate-General for Regional Policy's contact files

Dissemination of the Directorate-General's information by email or by post, in collaboration with the Publications Office (OPOCE)

1. BACKGROUND

The current mailing list data are available in two separate files.The main contact file, known as the general list, currently has 50 000 parties recorded, in six categories (Commission; interinstitutional; local, regional and national authorities; economic actors; study centres, universities and the press; VIPs). These categories are managed by the Publications Office using the SAGAP software and allow, as a priority, the labels to be edited. The main current source for the list is the "Mailing lists" page of the Inforegio site (http://ec.europa.eu/regional_policy/mailing/maillist/maill_fr.htm). On average, 150 parties are added to the list each month.

A more detailed file, known as the targeted list, is also available (3000 parties recorded). It is divided into various categories: Offices of the regions in Brussels, management authorities, ministers for regional policy, presidents of regions and other regional entities, members of specific national parliamentary committees, associations and organisations in the field of regional policy, etc. This file can be used for the sending of publications, emails or personalised invitations.

The two files will be supplied to the Contractor selected in .XLS format.The management of these data, their updating and the search for new addresses are the main subjects of this lot.

2. General provisions

The title and some of the categories may require modification. For example, a specific category "Media" should be added to the targeted list. Subcategories will be defined within certain categories, e.g. "Media" (by support, region, etc.).

New registrations will arrive by email, and the Contractor will integrate them automatically, i.e. without transcription, in the database.

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The Contractor must have a very good knowledge of how the data are recorded in each Member State. Spelling and accents/diacritics must be meticulously respected in each of the Community languages. The Contractor will be responsible for ensuring that the files are maintained, in full compliance with the prevailing rules on the protection of personal data (Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000). The tenderer must describe in his bid how he intends to comply with this Regulation.

Close cooperation with the Publications Office is vital to properly conduct the various dissemination activities.Every six months, the Contractor will submit a report of not more than around twenty pages, describing the development of the database for all the lists. The report will be structured as follows: introduction, general statistics (% subscribers per category, country, region, etc.), information on the addresses added since the last report and those that have been withdrawn, suggestions to improve the consistency of the general list and the targeted list, as well as the identification of any sources of information to find new addresses and information concerning the continual updating of the data for the targeted list. The prices of the deliverables in the price schedule must include these reports.

Every year, the Contractor will send the 'Information and Communication' unit a CD holding all the information in the database (in .XLS or another format to be defined later on).The database and the files are the exclusive property of the European Commission. No communication of this information is authorised without the prior written approval of DG REGIO's 'Information and Communication' unit. At the end of the contract, all the data will be sent to the Commission in .XLS format (on CD ROM or similar). The Contractor must not keep a copy thereof.

3. Description of tasks and deliverables

The tasks to be performed by the Contractor may include (non-exhaustive list):3.1. Initial study

This concerns the data available at the start of the contract. It will comprise a detailed report on the situation and the potential of the current data (most important subscribers, subscribers who can act as "information multipliers", subscribers listed several times, underrepresented categories and regions, etc.), the identification of potential sources of new data and a proposal for action to be taken. It will be charged as a total amount for all the associated tasks.

Database3.2. Development of the database, design and implementation of applications to manage

the database and the ad hoc interface.The database must be developed by the Contractor in ORACLE with a UNIX environment. The database must be designed in accordance with the Informatics DG's standards (visual aspect, infrastructure, etc.): http://ec.europa.eu/dgs/informatics/index_fr.htm, http://ec.europa.eu/dgs/informatics/pdf/ceaf_guide_v1_1.pdf,http://ec.europa.eu/ipg/index_fr.htm.

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It will be hosted by the Contractor on a server and will be accessible in real time to all staff of DG REGIO's 'Information and Communication' unit, for consultation and amendment, via a web interface to be developed by the Contractor. This relational database, comprising configurable and flexible fields, will be structured as follows: data associated with the sheet, data associated with each person on the list, data on the persons on the list in the format required by the Publications Office (see point 4), optional data for the targeted list. The database will allow the automatic sending of emails on the basis of configurable lists of recipients. The database must be configured such that it is possible to add new fields if necessary during the period of the contract. The application will be guaranteed for a period of one year after its installation and bringing into service. The database must contain the information currently included in the files provided at the start of the Contract and described under the section 'Background'. However, it is possible that these data will not include the information for certain fields, as required for the new database and described in 4.1. and 4.2. The cost of the final product, as described above, will be given in point 2 of the price schedule.

3.3. Hosting of the database on the Contractor's server, including the necessary back-up. The cost of this task will be assessed for a period of one year and will be invoiced

on a flat-rate basis.

3.4. Amending the databaseRelates to all additions or amendments to the structure of the database and the associated applications which may be necessary for the smooth operation of the Contractor's work, in agreement with the Commission. These will be invoiced in person-days.

Targeted list3.5. Searching for addresses for the targeted list, including the encoding

On the basis of precise information (type of activity, country, etc.), the Contractor will identify a certain number of contacts who may be interested in receiving ongoing information on cohesion policy. An understanding and awareness of regional policy are vital for this work, which may also involve contact by telephone, purchasing mailing lists, mail shots, Internet searches, etc. All the fields mentioned in points 4.1 and 4.2 must be completed. Payment will be based on the number of addresses identified and added to the database.

3.6. Continual updating of data for the targeted list, including encodingThe Contractor must specify the staff allocated to this task and time to be spent on it and define the strategy for and means used to perform the work. He must also describe the automatic systems which will be created so that the data are proactively and regularly updated. The automatic monitoring tools proposed will be specified in detail. The cost of this task will be calculated on a monthly basis and invoiced with an all-inclusive price per batch of 1000 addresses. This cost will include all the activities required, the search for and the encoding of the data.The targeted list currently has 3000 entries. An increase to 6000 entries must be envisaged in order to assess the measures to be taken.

3.7. Manual encoding of addresses for the targeted list

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This activity does not require the Contractor to carry out any research. The information will be communicated to the Contractor for encoding after quality control.

General list3.8. Searching for addresses for the general list, including the encoding

In certain cases, the Contractor will have to search for and identify addresses to be used for a specific communication activity. The indications to be supplied will be those necessary for the fields defined for the general list (see point 4.1). This information, in addition to its specific use, will be updated by means of the annual survey described in points 3.9 and 3.10.Payment will be based on the number of addresses identified and added to the database.

3.9. Manual encoding of amendments to addresses in the general listThese amendments may be the result of a publication being sent to the general list (returned post). They may also be the result of a survey carried out annually by the Publications Office to check the details of those on the general list.

3.10. Development of an application for persons on the general list to update their address details using a personalised web-based form.

In the context of the annual survey (see 3.9), each person on the list with have the possibility of updating their address details via a dedicated access to specific Internet pages. The changes will be incorporated automatically in the database.

Processing and incorporation of mailing lists3.11. Processing and incorporation of mailing lists, on the basis of various formats

Following quality control, the Contractor will have to ensure that the addresses identified are automatically incorporated in the list. For example, it may be a case of collecting the files available, both within and outside DG REGIO, in order to incorporate them in the database. Any purchase of mailing lists will be invoiced at cost price. This activity may relate to mailing lists for the general list or the targeted list.

Sending of emails3.12. Dissemination of information by email

Sending information by email is a priority. The accuracy of information in the database must be regularly checked. To this end, the Contractor must have a web tool for the creation of a list, sending information in HTML format and storing data. The files will have to be communicated within a short deadline (12 hours maximum). The emails will be sent depending on what news there is to report, and a regular newsletter must also be planned. The cost will be calculated by request. A request corresponds to a specific email in a specific language, however many people it is sent to. Thus, sending the same message in three different languages counts as three requests.

Miscellaneous3.13. Extraction of address details in amendable form

Extraction of data by field or group of fields in .XLS, .DOC, .TXT, or .RTF format. These may be ad hoc requests (communication of data as encoded). It may also relate to extractions for the Publications Office, requiring a particular format, to allow the Publications Office to physically send each new publication.

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3.14. Label printing

3.15. Document handlingLabelling and inserting documents into an envelope, sorting by country, if necessary, and sending to the European Commission.

4. Fields to be included in the database (potential and non-exhaustive list)

These data will be recorded using the UTF8 character set.4.1. Fields to be included in the language of origin for all future records (general and targeted lists)

Identification number Creation Date Date of last update First name Surname Language Organisation Street Country Postal code Town/city Province/Region Email Category No of copies

4.2. Specific supplementary fields for those on the targeted list

Title Language of origin Sex M or F Second language FR or EN Department Language of origin Function Language of origin Function FR or EN Telephone Fax Salutation: Language of origin Salutation: FR or EN Closing formula: Language of origin Closing formula: FR or EN Final verification + mode of verification

4.3. Technical specifications of the files to be provided to the Publications Office for the SAGAP software

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The Publications Office currently uses SAGAP, so the technical specifications indicated below refer to that software.

Files must be in ASCII, Dbase or Excel format. Other formats may be possible, but prior agreement must be obtained. However, Excel is the preferred format, because of the experience gained in working with it.

Only poor fonts should be used (ASCII codes up to and including 127) because accented or special characters are not accepted by the current system. Special characters such as ä, ö, ü, ß, etc. must not be used in the names and addresses. They must be replaced by the equivalent in poor ASCII font, i.e. ae, oe, ue, ss, etc. in order to avoid having these addresses rejected during the incorporation procedure.

The file must contain CAPITAL LETTERS only. Small letters cannot be used, for technical reasons associated with the printing of the labels.

The files provided must be adapted to fit in with the fields as described, so as to avoid being cut off at the end, potentially losing some information. The file can only be incorporated in the SAGAP database if it strictly complies with the conditions set out in this document. Otherwise, it will have to be printed out and sent for manual inputting, leading to additional expenses for the author.

The minimum data for the creation of a record in the address files are:

name + street + postcode + town/city + country code (country and postal code, in accordance with the postal rules in each country) + quantity + language version + method of sending

The addresses supplied must therefore be intelligible for each of the compulsory fields if they are to be considered as valid.

If a default value can be applied to the quantity, language version or method of sending fields, this information will not be required in the file supplied, provided that explicit instructions have been communicated to that effect.

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SIMULATIONS lot 3Mailing lists

Two simulations are requested. For each one, the tenderer must describe the approach proposed to achieve the objective, whilst stating the budget he proposes to allocate, using the tables below.

Tenderers are reminded that these simulations are intended to demonstrate a) their understanding of regional policy, b) their originality of approach, c) their method of working and d) their understanding of the costs involved and their ability to keep costs within the elements listed in the price schedule. The tenderer can thus prove his skill, the quality of his management and the allocation of human resources. The tenderer's response will be evaluated according to a qualitative award criterion.

The budget must be based exclusively on the rates in the price schedule.

SIMULATION 3.1 MAILING LIST OF 100 JOURNALISTS WORKING FOR THE POLISH PRESS

Creation of a mailing list (targeted list) of 100 journalists working for the Polish press responsible for information on the European Union's regional policy (all media together) whom we wish to keep regularly informed (by sending publications and electronic newsletters, by inviting them to conferences, etc.) of what is happening in EU regional policy.

The tenderer will describe all the stages to arrive at a final list of 100 entries and, in particular, the problems associated with the collection of the data (sources used). He will give details of the quality assurance performed.

SIMULATION 3.2 MAILING LIST (450 ADDRESSES) IDENTIFYING A GROUP INTERESTED IN A

PUBLICATION ON THE CONCLUSION OF THE ISPA PROGRAMME

Creation of a general list of 450 addresses identifying a group interested in a publication on the conclusion of the ISPA programme (http://ec.europa.eu/regional_policy/funds/ispa/ispa_fr.htm). These persons should be found from the accession countries (Romania, Bulgaria), the candidate countries (Croatia, Former Yugoslav Republic of Macedonia and Turkey) and potential members (Albania, Serbia, Montenegro, Bosnia and Herzegovina).

The tenderer will describe all the stages to arrive at a final list of 450 entries and, in particular, the problems associated with the collection of the data (media and sources used).

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SIMULATION FORM lot 3Mailing lists

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 3.1. MAILING LIST OF 100 JOURNALISTS WORKING FOR THE POLISH PRESS

TABLE I – List of tasks Quantities Unit prices

TOTAL

Searching for addresses for the targeted list, including the encoding

TOTAL SIMULATION PRICE

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely difficulties and likely

results)

./.

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SIMULATION FORM lot 3Mailing lists

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 3.2. : MAILING LIST (450 ADDRESSES) IDENTIFYING A GROUP INTERESTED IN A

PUBLICATION ON THE CONCLUSION OF THE ISPA PROGRAMME

TABLE I – List of tasks Quantities Unit prices

TOTAL

1) Searching for addresses for the general list, including the encoding

TOTAL SIMULATION PRICE

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely difficulties and likely

results)

./.

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PRICE SCHEDULE lot 3Mailing Lists

The tenderer will use this price schedule format to formulate his financial proposal.

Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks which may be entrusted to him. In the last column, the tenderer must indicate e ach unit price multiplied by the relevant weighting coefficient .

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PRICE SCHEDULE lot 3Mailing lists

Description Unit Euro Weight TOTAL

1. Initial study Study 12. Development of the database, design

and implementation of applications to manage the database and the ad hoc interface.

Final product 10

3. Hosting of database, including back-up year 14. Modifying the database person-days 105. Searching for addresses for the targeted

list, including the encoding per address 50

6. Ongoing updating of the database for the targeted list, including encoding

per month per 1000

addresses

10

7. Manual encoding of addresses for the targeted list

per address 50

8. Searching for addresses for the general list, including the encoding

per address 50

9. Manual encoding of address changes for the general list

per address changed

50

10. Development of an application for persons on the general list to update their address details using a personalised web-based form

per application

5

11. Processing and incorporation of mailing lists, on the basis of various formats

per list 20

12. Dissemination of information by email per request 1013. Extraction of address details per extraction 5014. Label printing per 100 labels 5015. Document handling per 100

copies10

TOTAL €

Signature: ……..………………..

Name: ……………….………..

Date: ………….………………..

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CALL FOR TENDER 2007CE160AT008Technical specifications lot 4

Evaluation

The various components of this lot are described in the first part.

The second part describes the two simulations that the tenderer must complete.

The third part is the price schedule which must also be completed by the tenderer.

This lot covers the evaluation of information and communication activities of the Regional Policy Directorate-General.

SERVICES TO BE DELIVERED

The Contractor will be required to carry out surveys, studies and expert seminars on the impact of the Regional Policy DG's information and communication activities, with particular emphasis on the impact of the publications and services, including the DG's websites for different target audiences, as well as on the different types of information/communication activities, such as the various events organised by the DG, conferences in the different Member States, networking activities with those responsible for communicating the Structural Funds in the Member States and actions and services targeting the media.

Evaluation activities will reflect upon the priorities laid down in the DG's multi-annual information and communication plan. Typically, the forward planning of evaluation activities will be carried out on the basis of an annual evaluation plan which itself will be specified through a limited number of evaluation projects. The analytical tools applied will be based on the usual methodologies used for empirical surveys and studies in a wider sense and in particular those necessary to assess opinions of the general public or specific target groups. For this purpose and in view of the Europe-wide nature of the evaluation activities, the Contractor must not only be experienced in the field of quantitative and qualitative analysis of datasets stemming from, for example, online surveys, interviews or secondary sources, but must also be demonstrably capable of covering all the Community languages to interpret and assess multilingual sources such as completed questionnaires, reports, articles, etc.

It is expected that the Contractor will present the outlines, interim results and final reports of the different activities in the form of written material, by electronic means and through the persons involved in the activities. The preferred languages to be used for communication between the Contractor and the Regional Policy DG are English and French. Presentations of evaluation results may also be carried out in the framework of in-house seminars, conferences or other occasions and at the request of the DG. In addition, the Contractor is expected to have regular meetings with the DG on general aspects of the Contract and the forward planning of future activities. Publication of any of the results, reports or other material produced or the use of parts thereof is subject to the granting of prior permission by the Regional Policy DG.

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For each evaluation project, the Regional Policy DG will specify the components in a briefing. On that basis, the Contractor will be required to prepare an outline illustrating in detail how the project will be carried out, including its total cost. The latter will include the costs of preparing questionnaires, interviews or other measures needed for the assessment, on the basis of the prices proposed in the price schedule. Work may only start once the DG has approved the outline and signed the order.

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SIMULATIONS lot 4Evaluation

Two simulations are requested. For each one, the tenderer must describe the approach proposed to achieve the objective, whilst stating the budget he proposes to allocate, using the tables below.

Tenderers are reminded that these simulations are intended to demonstrate a) their understanding of regional policy, b) their originality of approach, c) their method of working and d) their understanding of the costs involved and their ability to keep costs within the elements listed in the price schedule. The tenderer can thus prove his skill, the quality of his management and the allocation of human resources. The tenderer's response will be evaluated according to a qualitative award criterion.

The budget must be based exclusively on the rates in the price schedule.

SIMULATION 4.1: EVALUATING DG REGIO PANORAMA PUBLICATION

Task assignment: The evaluation aims to discover (a) how satisfied the target audience of this publication is with its current content and presentation; in this respect, the aim is to define a general benchmark of satisfaction against which future evaluation results can be measured; detailed benchmarks should specify target group and tool; (b) what kind of information channels the target audience uses; (c) what kind of changes the target audience wishes to see in the future. The results should make it possible to draw conclusions for DG REGIO’s subsequent issues (publication and website) in the short and long term.

The evaluation should be based on two specific surveys: (1) a web-based questionnaire with not more than 20 closed and open questions, with an expected 1 000 filled in within six weeks; (2) 60 in-depth interviews with stakeholders; all the Community languages (EU27) are to be used.The anticipated timescale for attending to all the tasks is four months, including the final report (not more than 100 pages in EN) and executive summaries (in FR and EN). During that period, four 2-hour meetings between DG REGIO and the Contractor’s project manager will be necessary in Brussels.

The tenderer should submit a detailed description of how the next steps would be taken and give the budget for these actions:

1. Develop questionnaires for (1) and (2), including a methodology for their assessment, and set up a team and detailed work plan for the evaluation.

2. Finalise the questionnaires for (1) technically, and deliver them for DG REGIO’s website.

3. Assess the results of (1) and summarise them in a first interim report.

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4. Agree selection of 60 candidates for (2) with DG REGIO, carry out the interviews and summarise the results in a second interim report.

5. Present draft final report and finalise it on the basis of DG REGIO comments as described in the task assignment.

SIMULATION 4.2. EVALUATING “EU REGIONAL POLICY IN THE MEDIA”

Task assignment: This evaluation aims to discover (a) what image EU Regional Policy has in the different Member States (EU27), (b) how this information is gathered by different media (newspaper; TV; radio; web services) at European, national, regional and local level, and (c) what kind of sources regional journalists find useful for updating their knowledge about the subject. The results should make it possible to draw conclusions for DG REGIO’s information and communication activities in general and on the format of targeted information for regional media in particular.

The evaluation should be based on assessment of the following sources: (1) up to 2 000 selected press clippings on EU Regional Policy over a period of three months; (2) an online survey based on a questionnaire with not more than 10 closed and open questions and expected to have 500 filled in within six weeks; (3) 100 in-depth interviews with regional journalists from all media and all Member States; sources in all the Community languages (EU27) are to be used. For (1), 50% of the clippings can be estimated to be delivered by DG REGIO. The anticipated timescale for attending to all the tasks is six months, including the final report (not more than 100 pages in EN) and executive summaries (in FR and EN). During that period, five 2-hour meetings between DG REGIO and the Contractor’s project manager will be necessary in Brussels.

The tenderer should submit a detailed description of how the next steps would be taken and give the budget for these actions:

1. Select, categorise and assess the press clippings for (1) and deliver an interim report on the assessment.*

2. Develop questionnaires for (2) and (3), including a methodology for their assessment, and set up a team and detailed work plan for the evaluation.*

3. Assess the results of (2) and summarise them in an interim report.

4. Agree selection of 100 candidates for (3) with DG REGIO, carry out the interviews and summarise the results in an interim report.

5. Present draft final report and finalise it on the basis of DG REGIO comments as described in the task assignment.

*these tasks to be carried out in parallel

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SIMULATION FORM lot 4Evaluation

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 4.1. EVALUATING DG REGIO PANORAMA PUBLICATION

TABLE I – List of tasks Quantity Unit price TOTAL

1) Develop questionnaires for (1) and (2), including a methodology for their assessment, and set up a team and detailed work plan for the evaluation

---…

2) Finalise the questionnaires for (1) technically, and deliver them for DG REGIO’s website

--…

3) Assess the results of (1) and summarise them in a first interim report

--…

4) Agree selection of 60 candidates for (2) with DG REGIO, carry out the interviews and summarise the results in a second interim report

--…

5) Present draft final report and finalise it on the basis of DG REGIO comments as described in the task assignment

--…

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TOTAL SIMULATION PRICE

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely difficulties and likely

results)

./.

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SIMULATION FORM lot 4Evaluation

Tenderers are requested to complete one form per simulation. They should clearly indicate the estimated total budget and the unit prices on the basis of the Price Schedule.

SIMULATION 4.2. EVALUATING “EU REGIONAL POLICY IN THE MEDIA”

TABLE I – List of tasks Quantity Unit price TOTAL

1) Select, categorise and assess the press clippings for (1) and deliver an interim report on the assessment.*

---…

2) Develop questionnaires for (2) and (3), including a methodology for their assessment, and set up a team and detailed work plan for the evaluation.*

---…

3) Assess the results of (2) and summarise them in an interim report.

---…

4) Agree selection of 100 candidates for (3) with DG REGIO, carry out the interviews and summarise the results in an interim report.

---…

5) Present draft final report and finalise it on the basis of DG REGIO comments as described in the task

assignment. ---

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…

TOTAL SIMULATION PRICE

TABLE II – PROPOSED APPROACH (methodology, timetable, organisation of work, assignment of staff to the various tasks, assessment of likely difficulties and likely

results)

./.

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PRICE SCHEDULE lot 4Evaluation

The tenderer will use this price schedule to formulate his financial proposal.

Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be firm and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the Contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the Contractor in performance of the tasks which may be entrusted to him. In the last column, the tenderer must indicate e ach unit price multiplied by the relevant weighting coefficient.

Description Unit Euro Weight Total1. Costs of project design Design of an annual evaluation plan (max. 20 pages)

plan 1

Preparation of one project design (max. 20 pages)

project design

5

2. Costs of surveys and studiesPreparation of a questionnaire /5 questions 10Cost of one expert interview /20

questions50

Cost of analysing questionnaires/interview /5 closed questions

20

Cost of analysing questionnaires/interview /5 open questions

20

Cost to collect and analyse press articles /10 articles 10Cost of assessment of existing reports, studies, etc. (max. 50 pages)

report 20

Cost of the project report (100 pages of text) final report 53. Costs of expert seminarsPreparation of the outline (5 pages of text) one outline 1Cost of external experts expert/day 20Cost of assessment of existing reports, studies, etc.

report 10

Cost of the project report (100 pages of text) report 1TOTAL €

Signature : ……..………………..

Name : ……………….………..

Date : ………….………………..

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