services tender - rempec€¦ · web viewthe tender must include a preliminary agreement or...

Med Programme – Cohesion Policy 2007 - 2013Europe in the Mediterranean

This project is part-financed by theEuropean Regional Development Fund (ERDF)

Co-financing rate: 85% EU Funds; 15% National FundsInvesting in your future

Mediterranean Decision Support System for Marine Safety - MEDESS-4MS

MED 2S-MED11-01

GIS AND DATASET UPDATE AND VISUALISATION INTERFACE

Closing Date: 28 January 2015 at 5pm CET (GMT+2)

Date Published: 9 January 2015

This Tender is free of charge

IMPORTANT:

Clarifications shall be uploaded and will be available to view/download from http://www.rempec.org (Response/MEDESS-4MS Section)

REMPEC –Regional Marine Pollution Emergency Response Centre for the

Mediterranean Sea

http://www.rempec.org/rempec.asp?theIDS=1_143&theName=RESPONSE&theID=9&daChk=3&pgType=1

http://www.rempec.org/

Maritime House, Lascaris Wharf, Valletta, VLT 1921, Malta -Tel: +356 21 337 296/7/8 - Fax: +356 21 339 951 – Email: [email protected]

GIS AND DATASET UPDATE AND VISUALISATION INTERFACE

Table of Contents

Table of Contents....................................................................................2VOLUME 1 SECTION 1 – INSTRUCTIONS TO TENDERERS..............................5A. GENERAL PART....................................................................................5

1. General Instructions.............................................................................................52. Timetable.............................................................................................................53. Lots.......................................................................................................................54. Financing..............................................................................................................65. Eligibility...............................................................................................................66. Selection Criteria..................................................................................................67. Multiple Tenders...................................................................................................78. Tender Expenses..................................................................................................79. Site Inspection......................................................................................................7

B. TENDER DOCUMENTS...........................................................................710. Content of Tender Document.............................................................................711. Explanations/Clarification Notes Concerning Tender Documents.......................812. Labour Law.........................................................................................................813. Law.....................................................................................................................8

C. TENDER PREPARATION.........................................................................814. Language of Tenders..........................................................................................815. Presentation of Tenders......................................................................................816. Content of Tender (Three-Package Procedure)..................................................917. Tender Prices....................................................................................................1018. Currencies of Tender and Payments.................................................................1019. Period of Validity of Tenders.............................................................................1020. Tender Guarantee (Bid Bond)...........................................................................1121. Variant Solutions..............................................................................................1122. Preparation and Signing of Tenders.................................................................11

D. SUBMISSION OF TENDERS..................................................................1123. Sealing and Marking of Tenders.......................................................................1124. Extension of Deadline for Submission of Tenders.............................................1225. Late Tenders.....................................................................................................1226. Alterations and Withdrawal of Tenders.............................................................12

E. OPENING AND EVALUATION OF OFFERS...............................................1227. Opening of Tenders..........................................................................................1228. Secrecy of the Procedure.................................................................................1329. Clarification of Tenders.....................................................................................1330. Tender Evaluation Process...............................................................................1331. Correction of Arithmetical Errors......................................................................15

F. CONTRACT AWARD.............................................................................1532. Criteria for Award.............................................................................................1533. Right of REMPEC to accept or reject any Tender..............................................1534. Notification of Award, Contract Clarifications...................................................1635. Contract Signing and Performance Guarantee.................................................1636. Commencement of Services.............................................................................16

G. MISCELLANEOUS................................................................................1737. Ethics Clauses...................................................................................................1738. Data Protection and Freedom of Information...................................................1739. Gender Equality................................................................................................18

VOLUME 1 SECTION 2 – TENDER FORM....................................................19VOLUME 1 SECTION 4 - TENDERER’S STATEMENTS...................................22

1. Statement on Conditions of Employment...........................................................222. Experience as Contractor...................................................................................233. Key Experts........................................................................................................24

VOLUME 1 SECTION 5 – GLOSSARY..........................................................25VOLUME 1 SECTION 6 – PUBLIC PROCUREMENT REGULATIONS..................27VOLUME 1 SECTION 7 - QUESTIONNAIRE.................................................28

Notes to Tenders....................................................................................................28Form 1 - Power of Attorney.....................................................................................29Form 2 - Data on Joint Venture/Consortium (Where applicable).............................30Form 3 - Financial Statement.................................................................................31Form 4 - Overview of Tenderer’s Personnel............................................................33Form 5 - Quality Assurance System/s.....................................................................34

VOLUME 2 SECTION 1 – DRAFT CONTRACT FORM.....................................35Signatures............................................................................................................39

VOLUME 2 SECTION 2 – GENERAL CONDITIONS........................................40VOLUME 3 SECTION 1 – REMPEC’S REQUIREMENTS (TERMS OF REFERENCE).............................................................................................................41

1. Background Information.....................................................................................431.1 - Beneficiary Countries...................................................................................431.2 – Contracting Authority...................................................................................431.3 - Relevant Background...................................................................................431.4 - Related Programmes and Donor Activities...................................................44

2. Contract Objectives and Expected Results.........................................................442.1 - Overall Objectives........................................................................................44 To implement an integrated real time multi-model oil spill forecasting system..................................................................................................................44 To implement an interconnected network of data repositories that will archive and provide in operational way access to all available environmental and oil spill data;..........................................................................44 To test the service functionalities with key end-users responsible for combating oil spills...............................................................................................44 To develop the integrated system with a unique access web portal with different services and user profiles, multi-model data access and interactive capabilities...........................................................................................................44This contract is under the Work Package WP 4 of the project MEDESS-4MS, composed of two subtasks:..................................................................................442.2 - Specific Objectives.......................................................................................442.3 - Results to be achieved by the Contractor....................................................45

3. Assumptions and Risks.......................................................................................453.1 – Risks............................................................................................................45

4. Scope of the Work..............................................................................................454.1 – General........................................................................................................454.2 - Specific Activities.........................................................................................464.3 - Project Management....................................................................................53

5. Logistics and Timing...........................................................................................545.1 – Location.......................................................................................................545.2 - Commencement Date & Period of Execution...............................................54

6. Requirements.....................................................................................................546.1 – Personnel.....................................................................................................546.2 – Accommodation...........................................................................................546.3 - Facilities to be provided by the Consultant..................................................546.4 – Equipment...................................................................................................55

7. Reports...............................................................................................................55

7.1 - Reporting Requirements..............................................................................557.2 - Submission & approval of the system..........................................................55

8. Monitoring and Evaluation..................................................................................568.1 - Definition of Indicators.................................................................................56

VOLUME 3 SECTION 2 – TENDERER’S TECHNICAL OFFER (ORGANIZATION & METHODOLOGY)....................................................................................57VOLUME 4 - FINANCIAL BID....................................................................58

~~~~~~~~~~~~~~~

VOLUME 1 SECTION 1 – INSTRUCTIONS TO TENDERERS

A. GENERAL PART

1. General Instructions

1.1 In submitting a tender, the tenderer accepts in full and in its entirety, the content of this tender document, including subsequent Clarifications issued by the Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC), whatever his own corresponding conditions may be, which he hereby waives. Tenderers are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this tender document.

No account can be taken of any reservation in the tender as regards the tender document; any disagreement, contradiction, alteration or deviation shall lead to the tender offer not being considered any further.

The Evaluation Committee shall request rectifications in respect of incomplete/non-submitted information pertinent to the documentation as outlined in sub-Clause 16.1(a), 16.1(b), and 16.1(c) of these Instructions to Tenderers. Such rectification/s must be submitted within two (2) working days from notification: failure to comply shall result in the tender offer not being considered any further.

No rectification shall be allowed in respect of the documentation as outlined in sub-Clause 16.1(d), 16.1(e) and 16.1(f) of these Instructions to Tenderers. Only clarifications on the submitted information in respect of the latter may be eventually requested.

1.2 This is a call for tenders for the Geographical Information System and dataset update and visualisation interface aim at maintaining the system updated and supporting decision makers in case of oil spill potentially affecting sensitive socio-economic and environmental areas of interest.

1.3 This is a global-price contract.

1.4 The tenderer will bear all costs associated with the preparation and submission of the tender. REMPEC will in no case be responsible or liable for such costs, whatever the conduct or outcome of the procedure.

1.5 REMPEC retains ownership of all tenders received under this tender procedure. Consequently, tenderers have no right to have their tenders returned to them.

2. Timetable

DATE TIME*Deadline for request for any additional information from REMPEC 20 January 2015 17.00 (GMT+2)

Last date on which additional information are issued by REMPEC 22 January 2015 17.00 (GMT+2)

Deadline for submission of tenders / (unless otherwise modified in terms of Clause 11.3)

28 January 2015 17.00 (GMT+2)

Tender Opening Session 30 January 2015 17.00 (GMT+2)

* All times Central European Time (CET)

Following the evaluation and tender selection, the bidders have to right to appeal within 10 days after the transmission of the final decision by REMPEC, as per the Public Procurement Regulations of Malta (Volume 1 Section 6).

3. Lots3.1 This tender is not divided into lots, and tenders must be for the whole of quantities

indicated. Tenders will not be accepted for incomplete quantities.

4. Financing4.1 The project is co-financed by the European Union under the European Regional

Development Fund (ERDF), in accordance with the rules of the MED programme.

4.2 The beneficiary of the financing is the MEDESS-4MS Project, in which REMPEC is participating. The beneficiary countries of the project are Cyprus, France, Greece, Italy, Malta, Montenegro and Spain.

5. Eligibility5.1 Participation in tendering is open on equal terms to all natural and legal persons of

the Member States of the European Union, the beneficiary countries, any other country in accordance with Regulation 64 of the Public Procurement Regulations.

5.2 Natural persons, companies or undertakings who fall under any of the conditions set out in Regulation 50 of the Public Procurement Regulations, 2010 (Legal Notice 296 of 2010) may be excluded from participation in and the award of contracts. Tenderers or candidates who have been guilty of making false declarations will also incur financial penalties representing 10% of the total value of the contract being awarded.

5.3 Tenders submitted by companies forming a joint venture/consortium must also fulfil the following requirements:

One partner must be appointed lead partner and that appointment confirmed by submission of powers of attorney signed by legally empowered signatories representing all the individual partners. The tender must include a preliminary agreement or letter of intent stating that all partners assume joint and several liability for the execution of the contract, that the lead partner is authorised to bind, and receive instructions for and on behalf of, all partners, individually and collectively.

All partners in the joint venture/consortium are bound to remain in the joint venture/consortium until the conclusion of the contracting procedure. The consortium/joint venture winning this contract must include the same partners for the whole performance period of the contract other than as may be permitted or required by law.

5.4 All materials, equipment and services to be supplied under the contract must originate in an eligible country. For these purposes, "origin" means the place where the materials and/or equipment are mined, grown, produced or manufactured and/or from which services are provided.

6. Selection Criteria6.1 In order to be considered eligible for the award of the contract, tenderers must

provide evidence that they meet or exceed certain minimum qualification criteria described hereunder.

In the case of a joint venture, the joint venture as a whole must satisfy the minimum qualifications required below.

6.1.1 No evidence of economic and financial standing is required.

6.1.2 Information about the tenderer's technical capacity.

http://www.medess4ms.eu/

http://www.programmemed.eu/index.php?id=5175&L=1

(An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to REMPEC that it will have at its disposal the resources necessary for the execution of the contract, for example, by producing an undertaking by those entities to place the necessary resources at the disposal of the economic operator)

This information must follow the forms in Volume 1, Section 4 of the tender documents and include:

Evidence of relevant experience in carrying out services of a similar nature over the past five years including the nature and value, as well as contracts in hand and contractually committed.

In so listing the end clients, the tenderer is giving his consent to the Evaluation Committee, so that the latter may, if it deems necessary, contact the relevant clients, with a view to obtain from them an opinion on the works provided to them, by the tenderer.

A list of the key experts and other staff proposed for the execution of the contract. Public officers and employees of government agencies and government entities of Malta cannot be recruited as experts. The Evaluation Committee reserves the right to request the tenderers to substantiate their claims in respect to the staff proposed by requesting CVs of key staff and signed Declarations of Exclusivity and Availability during the evaluation stage.

7. Multiple Tenders7.1 A tenderer may submit multiple tender offers.

7.2 A company may not tender for a given contract both individually and as a partner in a joint venture/consortium.

7.3 A company may not tender for a given contract both individually/partner in a joint venture/consortium, and at the same time be nominated as a sub-contractor by any another tenderer, or joint venture/consortium.

7.4 A company may act as a sub-contractor for any number of tenderers, and joint ventures/consortia, provided that it does not participate individually or as part of a joint venture/consortium, and that the nominations do not lead to a conflict of interest, collusion, or improper practice.

8. Tender Expenses8.1 The tenderer will bear all costs associated with the preparation and submission of

the tender.

8.2 REMPEC will neither be responsible for, nor cover, any expenses or losses incurred by the tenderer through site visits and inspections or any other aspect of his tender.

9. Site Inspection9.1 No clarification meeting/site visit is planned.

B. TENDER DOCUMENTS10. Content of Tender Document

10.1 The set of tender documents comprises the following documents and should be read in conjunction with any clarification notes issued in accordance with Clause

24:Volume 1 Instructions to TenderersVolume 2 Draft Contract

General Conditions (available online from www.contracts.gov.mt/conditions)

Volume 3 Terms of ReferenceVolume 4 Model Financial Bid

10.2 Tenderers bear sole liability for examining with appropriate care the tender documents, including those design documents available for inspection, and any clarification notes to the tender documents issued during the tendering period, and for obtaining reliable information with respect to conditions and obligations that may in any way affect the amount or nature of the tender or the execution of the works. In the event that the tenderer is successful, no claim for alteration of the tender amount will be entertained on the grounds of errors or omissions in the obligations of the tenderer described above.

10.3 The tenderer must provide all documents required by the provisions of the tender document. All such documents, without exception, must comply strictly with these conditions and provisions and contain no alterations made by the tenderer.

11. Explanations/Clarification Notes Concerning Tender Documents

11.1 Tenderers may submit questions in writing to REMPEC through: sending an email to [email protected] fax number +356 21 339 951

up to 16 calendar days before the deadline for submission of tenders. REMPEC must reply to all tenderers' questions, and amend the tender documents by publishing clarification notes, up to at least 6 calendar days before the deadline for submission of tenders.

11.2 Questions and answers, and alterations to the tender document will be published as a clarification note on the website REMPEC (Response/MEDESS-4MS Section). Clarification notes will constitute an integral part of the tender documentation, and it is the responsibility of tenderers to visit this website and be aware of the latest information published online prior to submitting their Tender.

11.3 REMPEC may, at its own discretion, as necessary and in accordance with Clause 24, extend the deadline for submission of tenders to give tenderers sufficient time to take clarification notes into account when preparing their tenders.

12. Labour Law12.1 Particular attention is drawn to the conditions concerning the employment of

labour in Malta and the obligation to comply with all regulations, rules or instructions concerning the conditions of employment of any class of employee.

13. Law13.1 By submitting their tenders, tenderers are accepting that all disputes arising in

connection with this tender and the subsequent contract for the awarded tenderer shall be settled amicably. However, if the parties fail to reach a settlement, the dispute shall be finally settled by arbitration in accordance with the United Nations Commission on Industrial Trade Law (UNCITRAL) Arbitration Rules as at present in force. The place of arbitration shall be in Malta and the language used in the arbitral proceedings shall be English.

C. TENDER PREPARATION14. Language of Tenders

14.1 The tender and all correspondence and documents related to the tender exchanged by the tenderer and REMPEC must be written in English.

mailto:[email protected]

14.2 Supporting documents and printed literature furnished by the tenderer may be in another language, provided they are accompanied by an accurate translation into English. For the purposes of interpretation of the tender, the English language will prevail.

15. Presentation of Tenders15.1 Tenders must satisfy the following conditions:

(a) All tenders must be submitted in one original, clearly marked “original”, and one identical copy (including all documentation as in the original) signed in the same way as the original and clearly marked “copy”.

(b) Both documents are to be separately sealed and placed in another sealed envelope/package so that the bid can be identified as one tender submission. Following the tender opening session, the copy shall be kept, unopened, at REMPEC premises, for verification purposes only should the need arise.

(c) All tenders must be received by date and time indicated in the timetable at Clause 2 and deposited at REMPEC’s Premises, Maritime House, Lascaris Wharf, Valletta, VLT 1921, MALTA

(d) All package, as per (b) above, must bear only:(i) the above address;(ii) the reference of the invitation to tender concerned;(iii) the name of the tenderer.

16. Content of Tender (Three-Package Procedure)

16.1 The tender must comprise the following duly completed documents:

(a)

Documentation to be inserted in package 1.

(i) No bid bond is required for this tender.

Documentation to be inserted in package 2.

(b) General/Administrative Information (Note 2)

(i) Statement on Conditions of Employment (Volume 1, Section 4).(ii) Filled-in Questionnaire (Volume 1 Section 7), including:

Power of Attorney Data on Joint Venture/Consortium (where applicable): in case

of a tender prepared by a consortium, this form allows detailing the roles and responsibilities of each entity involved. Financial Statement: this will allow assessing the financial

sustainability of the bidder. Personnel: to ensure that the proper technical and

administrative resources are used for this contract, an overview of the personnel involved is required. Quality Insurance System: the bidder shall provide the system

or procedure in place to ensure the quality of the deliverables under this contract.

Selection Criteria

(c) Financial and Economic Standing(Note 2)

(i) No other evidence of economic and financial standing than the Financial Statement (Volume 1 Section 7) is required.

(d) Technical Capacity(Note 3)

(i) The team leader shall have an IT, Engineering, or Geography education and have at least 5 years of experience in GIS and database development/management.

(ii) The team of experts shall have scientific educations and

documented experience from recent large scale projects of similar character. Hands-on experience in handling of large amounts of environmental information data and GIS is advisable.

(e) Evaluation Criteria/Technical Specifications(Note 3)

(i) Tenderer’s Technical Offer in response to specifications/Terms of Reference (Volume 3)

(ii) Sample of similar work.

Tenderers must indicate where the above documentation is to be found in their offer by using an index. All documentation is to be securely bound/filed.

(f)

Documentation to be inserted ONLY in package 3.

Financial Offer (Note 3)

(i) The Tender Form in accordance with the form provided in Volume 1, Section 2; a separate Tender Form is to be submitted for each option tendered, each form clearly marked ‘Option 1’, ‘Option 2’ etc.;

(ii) A financial bid in the form provided in Volume 4;

Notes to Clause 16.1:1. Tenderers will be requested to clarify/rectify, within two working days from

notification, the tender guarantee only in the following two circumstances: either incorrect validity date, and/or incorrect value.

2. Tenderers will be requested to either clarify/rectify any incorrect and/or incomplete documentation, and/or submit any missing documents within two working days from notification.

3. No rectification shall be allowed. Only clarifications on the submitted information may be requested.

In terms of Regulation 83 of the Public Procurement Regulations, tenders shall only qualify for consideration if they are submitted in separate sealed packages as indicated above. Any indication of the financial offer in packages 1 and 2 will automatically disqualify the tender.

Tenderers are NOT required NOR expected to submit, with their offer, any components of the tender document except those specifically mentioned in Clause 16.

17. Tender Prices

17.1 The tender price must cover the whole of the works as described in the tender documents.

17.2 The tenderer must provide a breakdown of the overall price in Euro (€), and should in particular dissociate the price related to the implementation of:

WORK PACKAGE 1: MEDESS-4MS and REMPEC data visualization; and

WORK PACKAGE 2: Adjustable sensitivity mapping.

17.3 Services procured to REMPEC are normally exempt from all taxes and customs duties or value-added tax, and therefore tenderers must quote all components of the price exclusive of taxes, customs and import duties and inclusive of any discounts. Except as may otherwise be provided for in the contract, no payment will be made for items which have not been costed.

17.4 Different options are to be clearly identifiable in the technical and financial submission; a separate Tender Form (as per Volume 1, Section 2) marked ‘Option 1’, ‘Option 2’ etc. for each individual option clearly outlining the

price of the relative option is to be submitted.

17.5 If the tenderer offers a discount, the discount must be absorbed in the rates of the Bill of Quantities/Financial Statement.

17.6 The prices for the contract must include all of the works to be provided. The prices quoted are fixed and not subject to revision or escalation in costs, unless otherwise provided for in the Contract.

18. Currencies of Tender and Payments18.1 The currency of the tender is the Euro (€). All sums in the breakdown of the overall

price, in the questionnaire and in other documents must be expressed in Euro (€), with the possible exception of originals of bank and annual financial statements.

18.2 Payments will be made upon certification of services by REMPEC, based on the invoice issued by the Contractor, in accordance with the timeframes, terms and conditions of the contract.

18.3 All correspondence relating to payments, including invoices and interim and final statements must be submitted as outlined in the contract.

19. Period of Validity of Tenders19.1 Tenders must remain valid for a period of 150 days after the deadline for

submission of tenders indicated in the contract notice, the tender document or as modified in accordance with Clauses 11.3 and/or 24. Any tenderer who quotes a shorter validity period will be rejected.

19.2 In exceptional circumstances REMPEC may request that tenderers extend the validity of tenders for a specific period. Such requests and the responses to them must be made in writing. A tenderer may refuse to comply with such a request, his tender will no longer be considered for award. If the tenderer decides to accede to the extension, he may not modify his tender.

19.3 The successful tenderer must maintain his tender for a further 60 days from the date of notification of award.

20. Tender Guarantee (Bid Bond)20.1 No tender guarantee (bid bond) is required.

21. Variant Solutions21.1 No variant solutions will be accepted. Tenderers must submit a tender in

accordance with the requirements of the tender document.

22. Preparation and Signing of Tenders22.1 All tenders must be submitted in one original, clearly marked “original”, and one

identical copy (including all documentation as in the original) signed in the same way as the original and clearly marked “copy”. Tenders must comprise the documents specified in Clause 16 above.

It is the responsibility of the tenderers to ensure that both the original and the copy are an identical representation of one another.

22.2 The tenderer’s submission must be typed in. Any pages on which entries or corrections to his submission have been made must be initialled by the person or persons signing the tender.

22.3 The tender must contain no changes or alterations, other than those made in accordance with instructions issued by REMPEC (issued as clarification notes) or necessitated by errors on the part of the tenderer. In the latter case, corrections must be initialled by the person signing the tender.

22.4 The tender will be rejected if it contains any alteration, tampering, addition or deletion to the tender documents not specified in a clarification note issued by REMPEC.

D. SUBMISSION OF TENDERS23. Sealing and Marking of Tenders

23.1 The tenders must be submitted in English and deposited at REMPEC’s premises before the deadline specified in Clause 2 or as otherwise specified in accordance with Clause 11.1 and/or 24.1. They must be submitted:

EITHER by recorded delivery (official postal/courier service) or hand delivered to:

REMPECMaritime House,Lascaris Wharf

Valletta VLT1921Malta

GIS/Data Update and Visualisation Interface - MEDESS-4MS ProjectNOT TO BE OPENED NOR CIRCULATED INTERNALLY

To be kept at the Assistant to the Head of Office’s office

Tenders submitted by any other means will not be considered.

23.2 Tenderers must seal the original and the copy of their tender as outlined in Clause 15.

23.3 If the outer envelope is not sealed and marked as required in Sub clause 15.1, REMPEC will assume no responsibility for the misplacement or premature opening of the tender.

24. Extension of Deadline for Submission of Tenders24.1 REMPEC may, at its own discretion, extend the deadline for submission of tenders

by issuing a clarification note in accordance with Clause 11. In such cases, all rights and obligations of REMPEC and the tenderer regarding the original date specified in the contract notice will be subject to the new date.

25. Late Tenders25.1 All tenders received after the deadline for submission specified in the contract

notice or these instructions will be kept by REMPEC. The associated guarantees will be returned to the tenderers.

25.2 No liability can be accepted for late delivery of tenders. Late tenders will be rejected and will not be evaluated.

26. Alterations and Withdrawal of Tenders26.1 Tenderers may alter or withdraw their tenders by written notification prior to the

above deadline. No tender may be altered after the deadline for submission.

26.2 Any notification of alteration or withdrawal must be prepared, sealed, marked and submitted in accordance with Clause 23, and the envelope must also be marked with "alteration" or "withdrawal".

26.3 The withdrawal of a tender in the period between the deadline for submission and the date of expiry of the validity of the tender will result in forfeiture of the tender guarantee provided for in Clause 20.

E. OPENING AND EVALUATION OF OFFERS27. Opening of Tenders

27.1 Tenders will be opened in public session on the date and time indicated in the timetable at Clause 2 (or as otherwise specified in accordance with Clause 11.1 and/or 24.1) at REMPEC, Maritime House, Lascaris Wharf, Valletta VLT 1921, Malta by the Steering Committee. They will draw up a ‘Summary of Tenders Received’ which will be published on REMPEC’s website, in the following section: Response/MEDESS-4MS.

27.2 During the opening session, package one, if applicable, shall be opened first. Package two shall be opened during the same opening session.

Tenders unaccompanied by package 2 (technical bid) by the closing date and time of tender shall not be considered for the award of this contract.

At the tender opening stage, package number 3 (financial bid) shall not be opened during the tender opening session, but will only be opened following the administrative and technical evaluation dealing with the acceptability or otherwise of the documents submitted in packages 2.

On opening package 3, the administrative compliance with regards to the contents thereto (Tender Form, Financial Offer etc.) shall be evaluated.

The provisions of Part XII (Separate Packages in Tender Offer) of the Public Procurement Regulations (being reproduced in Volume 1, Section 6) shall apply.

27.3 Envelopes marked "withdrawal" will be read out first and returned to the tenderer.

27.4 Reductions or alterations to tender prices made by tenderers after submission will not be taken into consideration during the analysis and evaluation of tenders.

28. Secrecy of the Procedure28.1 After the opening of the tenders, no information about the examination,

clarification, evaluation or comparison of tenders or decisions about the contract award may be disclosed before the notification of award.

28.2 Information concerning checking, explanation, opinions and comparison of tenders and recommendations concerning the award of contract, may not be disclosed to tenderers or any other person not officially involved in the process unless otherwise permitted or required by law.

28.3 Any attempt by a tenderer to approach any member of the Evaluation Committee/REMPEC directly during the evaluation period will be considered legitimate grounds for disqualifying his tender.

29. Clarification of Tenders

29.1 When checking and comparing tenders, the Evaluation Committee may ask a tenderer to clarify any aspect of his tender.

29.2 Such requests and the responses to them must be made by e-mail or fax. They may in no circumstances alter or try to change the price or content of the tender, except to correct arithmetical errors discovered by the evaluation committee when analysing tenders, in accordance with Clause 31.

30. Tender Evaluation Process30.1 The following should be read in conjunction with Clause 27.

30.2 Part 1: Administrative Compliance

The Evaluation Committee will check the compliance of tenders with the

instructions given in the tender document, and in particular the documentation submitted in respect of Clause 16.

The Evaluation Committee shall request rectifications in respect of incomplete/non-submitted information pertinent to the documentation as outlined in sub-Clause 16.1(a), 16.1(b) and 16.1(c) of these Instructions to Tenderers. Such rectification/s must be submitted within two (2) working days from notification: failure to comply shall result in the tender offer not being considered any further. No rectification shall be allowed in respect of the documentation as outlined in sub-Clause 16.1(d), 16.1(e), and 16.1(f) of these Instructions to Tenderers. Only clarifications on the submitted information in respect of the latter may be eventually requested.

30.3 Part 2: Eligibility and Selection Compliance

Tenders which have been considered administratively compliant shall be evaluated for admissibility as outlined below:

(i) Eligibility Criteria

Tender Form (Volume 1, Section 2)

(In a 3-package procedure, the administrative compliance with regards to the contents of package 3 (Tender Form, Financial Offer etc.) shall be evaluated upon the opening of the latter package).

(ii) Selection Criteria

Evidence of technical capacity (sub-Clause 6.1.2)

30.4 Part 3: Technical Compliance

At this step of the evaluation process, the Evaluation Committee will analyse the administratively-compliant tenders’ technical conformity in relation to the Terms of Reference (Volume 3, and the documentation requested by REMPEC as per sub-Clause 16(e)).

Tenders who are deemed to be provisionally technically compliant through the evaluation of their technical offer (especially the specifications) shall be requested to submit samples and/or CVs and Declarations of Exclusivity and Availability so that the Evaluation Committee will corroborate the technical compliance of the offers received.

When evaluating technical offers, each evaluator awards each offer a score out of a maximum 100 points in accordance with the technical criteria and any sub-criteria as outlined below. The aggregate final score is arrived at by calculating the arithmetical average of the individual final score of each evaluator.

Evaluation Grid

Criterion MaximumScore Possible

1. Proposed technical solution 25Technical overview 15

Technologies and products to be used 10

2. Functional coverage and implementation

25

Functional overview of the interface 10

Graphic features 5

Output format and accessibility 10

3. Methodology 20

Project approach overview 4

Project management methodology 4

Project plan 4

Design methodology 4

Change and risk management 4

4. Team Composition 30

Project team overview 6

Roles and responsibilities 6

Team composition 12

Task assignments 6

TOTAL 100

Only tenders with average scores of at least 60 points will qualify for the financial evaluation.

Out of the tenders reaching this minimum threshold, the best technical offer is awarded 100 points. The others receive points calculated using the following formula:

Technical score = final score of the technical offer in question x 100 final score of the best technical offer

30.5 Part 4. Financial Evaluation

The financial offers for tenders which were not eliminated during the technical evaluation (i.e., those which have achieved an average score of 60 points or more) will be evaluated.

The Evaluation Committee will check that the financial offers contain no arithmetical errors as outlined in Clause 31.The tender with the lowest financial offer receives 100 points. The others are awarded points by means of the following formula:

Financial score = lowest financial offer X 100 financial offer of the tender being considered

31. Correction of Arithmetical Errors31.1 Admissible tenders will be checked for arithmetical errors by the Evaluation

Committee. Errors will be corrected as follows:(a) where there is a discrepancy between amounts in figures and in words, the

amount in words will prevail;(b) where there is a discrepancy between a unit price and the total amount

derived from the multiplication of the unit price and the quantity, the unit price as quoted will prevail.

31.2 The amount stated in the tender will be adjusted by the Evaluation Committee in the event of error, and the tenderer will be bound by that adjusted amount. The revised price will be communicated to the tenderer. If the tenderer does not accept the adjustment, his tender will be rejected.

31.3 When analysing the tender, the evaluation committee will determine the final tender price after adjusting it on the basis of Clause 31.1.

F. CONTRACT AWARD32. Criteria for Award

32.1 The quality of each technical offer will be evaluated in accordance with the award criteria and the associated weighting as detailed in the evaluation grid of this tender document (Article 30.4). No other award criteria will be used. The award criteria will be examined in accordance with the requirements as indicated in the Technical Specifications

The Most Economically Advantageous Tender (MEAT) is established by weighing technical quality against price on a 80/20 basis respectively. This is done by multiplying:

the technical scores awarded to the offers by 0.80 the financial scores awarded to the offers by 0.20

33. Right of REMPEC to accept or reject any Tender33.1 REMPEC reserves the right to accept or reject any tender and/or to cancel the whole

tender procedure and reject all tenders. REMPEC reserves the right to initiate a new invitation to tender.

33.2 In the event of a tender procedure's cancellation, tenderers will be notified by REMPEC. If the tender procedure is cancelled before the outer envelope of any tender has been opened, the sealed envelopes will be returned, unopened, to the tenderers.

33.3 Cancellation may occur where:(a) the tender procedure has been unsuccessful, namely where no qualitatively

or financially worthwhile tender has been received or there has been no response at all;

(b) the economic or technical parameters of the project have been fundamentally altered;

(c) exceptional circumstances or force majeure render normal performance of the project impossible;

(d) all technically compliant tenders exceed the financial resources available;(e) there have been irregularities in the procedure, in particular where these

have prevented fair competition.

In no circumstances will REMPEC be liable for damages, whatever their nature (in particular damages for loss of profits) or relationship to the cancellation of a tender, even if REMPEC has been advised of the possibility of damages. The publication of a contract notice does not commit REMPEC to implement the programme or project announced.

34. Notification of Award, Contract Clarifications34.1 Prior to the expiration of the period of validity of tenders, REMPEC will notify the

successful tenderer, in writing, that his tender has been recommended for award by the Evaluation Committee, pending any appeal being lodged in terms of Part XIII of the Public Procurement Regulations (Volume 1, Section 6).

34.2 Unsuccessful bidders shall be notified with the outcome of the evaluation process, and will be provided the following information:(i) the criteria for award;(ii) the name of the successful tenderer;(iii) the recommended price of the successful bidder;(iv) the score obtained by the unsuccessful bidder, and the score of the successful bidder;(v) the deadline for filing a notice of objection (appeal);

34.3 The recommendations of the Evaluation Committee shall be published online on REMPEC’s website in Response/MEDESS-4MS Section.

35. Contract Signing and Performance Guarantee35.1 After the lapse of the appeals period, and pending that no objections have been

received and/or upheld, the successful tenderer may be invited to clarify certain contractual questions raised therein. Such clarification will be confined to issues that had no direct bearing on the choice of the successful tender. The outcome of any such clarifications will be set out in a Memorandum of Understanding, to be signed by both parties and incorporated into the contract.

35.2 Within 15 calendar days of receiving the contract (against acknowledgment of receipt) from REMPEC, the successful tenderer will sign and date the contract and return it to REMPEC with the performance guarantee and the Financial Identification Form (if applicable). On signing of the contract by REMPEC, the successful tenderer will become the Contractor and the contract will enter into force.

35.3 Before REMPEC signs the contract with the successful tenderer, the successful tenderer may be requested to provide the documentary proof or statements required to show that it does not fall into any of the exclusion situations listed in Clause 7 of the Tender Form (Volume 1, Section 2). The above mentioned documents must be submitted by every member of a Joint Venture/Consortium (if applicable).

35.4 If the selected tenderer fails to sign and return the contract, other required documentation, and any guarantees required within the prescribed 15 calendar days, REMPEC may consider the acceptance of the tender to be cancelled without prejudice to REMPEC’s right to claim compensation or pursue any other remedy in respect of such failure, and the successful tenderer will have no claim whatsoever on REMPEC.

The tenderer whose tender has been evaluated as second most economically advantageous may be recommended for award, and so on and so forth.

35.5 Only the signed contract will constitute an official commitment on the part of REMPEC, and activities may not begin until the contract has been signed by REMPEC and the successful tenderer.

35.6 The performance guarantee referred to in the General Conditions is set at 10% of the amount of the contract and is valid upon signature of the Contract.

36. Commencement of Services36.1 Following the signing of the contract by both parties, the Project Manager will issue

a written notice of commencement of the services in accordance with the General Conditions, as specified by the Contract.

36.2 The Contractor must inform REMPEC’s representative by return that he has received the notice.

G. MISCELLANEOUS37. Ethics Clauses

37.1 Any attempt by a candidate or tenderer to obtain confidential information, enter into unlawful agreements with competitors or influence the committee or REMPEC during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of his candidacy or tender and may result in administrative penalties.

37.2 Without REMPEC's prior written authorisation, the Contractor and his staff or any other company with which the Contractor is associated or linked may not, even on an ancillary or sub-contracting basis, supply other services, carry out works or supply equipment for the project. This prohibition also applies to any other programmes or projects that could, owing to the nature of the contract, give rise to a conflict of interest on the part of the Contractor.

37.3 When putting forward a candidacy or tender, the candidate or tenderer must declare that he is affected by no potential conflict of interest, and that he has no particular link with other tenderers or parties involved in the project.

37.4 The Contractor must at all times act impartially and as a faithful adviser in accordance with the code of conduct of his profession. He must refrain from making public statements about the project or services without REMPEC's prior approval. He may not commit REMPEC in any way without its prior written consent.

37.5 For the duration of the contract, the Contractor and his staff must respect human rights and undertake not to offend the political, cultural and religious morals of Malta.

37.6 The Contractor may accept no payment connected with the contract other than that provided for therein. The Contractor and his staff must not exercise any activity or receive any advantage inconsistent with their obligations to REMPEC.

37.7 The Contractor and his staff are obliged to maintain professional secrecy for the entire duration of the contract and after its completion. All reports and documents drawn up or received by the Contractor are confidential.

37.8 The contract governs the Parties' use of all reports and documents drawn up, received or presented by them during the execution of the contract.

37.9 The Contractor shall refrain from any relationship likely to compromise his independence or that of his staff. If the Contractor ceases to be independent, REMPEC may, regardless of injury, terminate the contract without further notice and without the Contractor having any claim to compensation.

37.10 The tender(s) concerned will be rejected or the contract terminated if it emerges that the award or execution of a contract has given rise to unusual commercial expenses. Such unusual commercial expenses are commissions not mentioned in the main contract or not stemming from a properly concluded contract referring to the main contract, commissions not paid in return for any actual and legitimate service, commissions remitted to a tax haven, commissions paid to a recipient who is not clearly identified or commissions paid to a company which has every appearance of being a front company.

38. Data Protection and Freedom of Information38.1 Any personal data submitted in the framework of the procurement procedure and/or

subsequently included in the contract shall be processed pursuant to the Data Protection Act (2001). It shall be processed solely for the purposes of the REMPEC without prejudice to possible transmission to the bodies charged with a monitoring or inspection task in conformity with National and/or Community law.

38.2 The provisions of this contract are without prejudice to the obligations of REMPEC in terms of the Freedom of Information Act (Cap. 496 of the Laws of Malta). REMPEC, prior to disclosure of any information to a third party in relation to any provisions of this contract which have not yet been made public, shall consult the contractor in accordance with the provisions of the said Act, pertinent subsidiary legislation and the Code of Practice issued pursuant to the Act. Such consultation shall in no way prejudice the obligations of REMPEC in terms of the Act.

39. Gender Equality39.1 In carrying out his/her obligations in pursuance of this contract, the tenderer shall

ensure the application of the principle of gender equality and shall thus ’inter alia’ refrain from discriminating on the grounds of gender, marital status or family responsibilities. Tenderers are to ensure that these principles are manifest in the organigram of the company where the principles aforementioned, including the selection criteria for access to all jobs or posts, at all levels of the occupation hierarchy are amply proven. In this document words importing one gender shall also include the other gender.

VOLUME 1 SECTION 2 – TENDER FORM(A separate, distinct Tender Form must be submitted for EACH OPTION – if applicable -

submitted)

Publication reference: ................................................<Name of Tender> <File Reference Number>

A. TENDER SUBMITTED BY:

(This will be included in the Summary of Tenders Received)

In case of a Joint Venture/Consortium:Name(s) of Leader/Partner(s)

Nationality Proportion of Responsibilities2

Leader 1

Partner 1

Etc …

1. Add/delete additional lines for partners as appropriate. Note that a sub-contractor is not considered to be a partner for the purposes of this tender procedure. If this tender is being submitted by an individual tenderer, the name of the tenderer should be entered as 'leader' (and all other lines should be deleted)2. Proposed proportion of responsibilities between partners (in %) with indication of the type of the works to be performed by each partner (the company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of the contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must have the ability to carry out at least 10% of the contract works by its own means).

CONTACT PERSON (for this tender)

Name Surname

Telephone (____) ________________________ Fax (____) ________________________

Address ...............................................................................................................

...............................................................................................................

...............................................................................................................

E-mail

C TENDERER'S DECLARATION(S)

To be completed and signed by the tenderer (including each partner in a consortium).

In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby declare that:

1 We have examined, and accept in full and in its entirety, the content of this tender document (including subsequent Clarifications Notes issued by REMPEC) for invitation to tender “GIS and dataset update and visualisation interface” dated 9 January 2015. We hereby accept the contents thereto in their entirety, without reservation or restriction. We also understand that any disagreement, contradiction, alteration or deviation shall lead to our tender offer not being considered any further.

2 We offer to provide, in accordance with the terms of the tender document and the conditions and time limits laid down, without reserve or restriction, the following services:

Lot No [____]:[………………………………………………………….……] [description of services]

Lot No [____]:[………………………………………………………….……][description of services]

Lot No [____]: [……………………………………………………………….][description of services]3 The total price of our tender (exclusive of VAT, duties, other taxes than VAT and any discounts)

is:

Lot No 1: [……………………………………………..]

Lot No 2: [……………………………………………..]

Lot No 3: [……………………………………………..] (etc)

4 This tender is valid for a period of 150 days from the final date for submission of tenders.5 If our tender is accepted, we undertake to provide a performance guarantee of 10% of the

contract value as required by the General Conditions.6 We are making this application in our own right and [as partner in the consortium led by <

name of the leader / ourselves > ] for this tender [Lot No]. We confirm that we are not tendering for the same contract in any other form. [We confirm, as a partner in the consortium, that all partners are jointly and severally liable by law for the performance of the contract, that the lead partner is authorised to bind, and receive instructions for and on behalf of, each member, and that all partners in the joint venture/consortium are bound to remain in the joint venture/consortium for the entire period of the contract's performance]. We are fully aware that, in the case of a consortium, the composition of the consortium cannot be modified in the course of the tender procedure.

7 We are not bankrupt or under an administration appointed by the Court, or under proceedings leading to a declaration of bankruptcy. We also declare that we have not been convicted criminally, or found guilty of professional misconduct. Furthermore, we are up-to-date in the payment of social security contributions and other taxes.

8 We accept that we shall be excluded from participation in the award of this tender if compliance certificates in respect of declarations made under Clause 7 of this declaration are not submitted by the indicated dates.

9 We agree to abide by the ethics clauses of the instructions to tenderers and, in particular, have no potential conflict of interests or any relation with other candidates or other parties in the tender procedure at the time of the submission of this application. We have no interest of any nature whatsoever in any other tender in this procedure. We recognise that our tender may be excluded if we propose key experts who have been involved in preparing this project or engage such personnel as advisers in the preparation of our tender.

10 We will inform REMPEC immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognise and accept that any false, inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts funded by the Government of Malta and the European Communities.

11 Our tender submission has been made in conformity with the Instructions to Tenderers, and in this respect we confirm having included in the appropriate packages as required, the following documentation:

(a) Tender Guarantee (Note 1)

o no Bid Bond is requested in this tender

(b) General Information (Note 2)

o Statement on Conditions of EmploymentFilled-in Questionnaire (Volume 1 Section 7), including:

o Power of Attorneyo Data on Joint Venture/Consortium (where applicable)o Financial Statemento Personnelo Quality Insurance System

Selection Criteria (Note 2)

(c) Financial and Economic Standing (Note 2)

o No other financial and economic standing than the Financial Statement (Section 1 Volume 7) is needed for this tender.

(d) Technical Capacity (Note 3)

● Experience as Contractor ● Personnel (Key Experts) to be employed on contract

(e) Evaluation Criteria/Technical Specifications (Note 3)

● Tenderer’s Technical Offer● Literature /List of Samples

(f) Tender Form, and Financial Offer/Bill of Quantities (Note 3)

Notes:

1. Tenderers will be requested to clarify/rectify, within two working days from notification, the tender guarantee only in the following two circumstances: either incorrect validity date, and/or incorrect value. This is indicated by the symbol ○

2. Tenderers will be requested to either clarify/rectify any incorrect and/or incomplete documentation, and/or submit any missing documents within two working days from notification. This is indicated by the symbol ○

3. No rectification shall be allowed. Only clarifications on the submitted information may be requested. This is indicated by the symbol ●

12 I acknowledge that REMPEC shall request rectifications in respect of incomplete/non-submitted information pertinent to the documentation listed in Clause 11(a), 11(b), and 11(c) of this Tender Form. We understand that such rectification/s must be submitted within two (2) working days, and that failure to comply shall result in our offer not being considered any further.

13 We note that REMPEC is not bound to proceed with this invitation to tender and that it reserves the right to cancel or award only part of the contract. It will incur no liability towards us should it do so.

Name and Surname: _________________________________________

I.D. / Passport Number: _________________________________________

Signature of tenderer: _________________________________________

Duly authorised to sign this tender on behalf of: _________________________________________

Company/Lead Partner VAT No: _________________________________________(if applicable)

Stamp of the firm/company: _________________________________________

Place and date: _____________________________________

VOLUME 1 SECTION 4 - TENDERER’S STATEMENTS

1. Statement on Conditions of Employment

Tenderers are to ensure that self-employed personnel are not engaged on this contract.

Non-compliance will invalidate the contract.

It is hereby declared that all employees engaged on this contract shall enjoy working conditions such as wages, salaries, vacation and sick leave, maternity and parental leave as provided for in the relative Employment Legislation. Furthermore, we shall comply with Chapter 424 of the Laws of Malta (Occupational Health and Safety Authority Act) as well as any other national legislation, regulations, standards and/or codes of practice or any amendment thereto in effect during the execution of the contract.

In the event that it is proved otherwise during the execution of the contract it is hereby being consented that the contract is terminated with immediate effect and that no claim for damages or compensation be raised by us.

I agree and commit to submit a copy of the monthly payslips of the employees being detailed to carry out the services if so requested.

Signature: .............................................................(the person or persons authorised to sign on behalf of the tenderer)

Date: .............................................................

2. Experience as Contractor

List of contracts of similar nature and extent performed during the past [.................] years:

Description of Services

Total Value of Services

Period of Execution Client*/Contracting Authority*

Signature: ....................................................................(the person or persons authorised to sign on behalf of the tenderer)

Date: ....................................................................

3. Key Experts

The Evaluation Committee reserves the right to request the tenderers to substantiate their claims in respect to the staff proposed by requesting CVs of Key Experts during the evaluation stage. Key Experts shall also be requested to submit a filled-in Statement of Exclusivity and Availability during the evaluation stage.

Name of Expert Proposed Position

Educational Background

Specialist Area of Knowledge

Experience in maritime risk assessments/ data

analysis

Years of Experience


Date: ....................................................................

VOLUME 1 SECTION 5 – GLOSSARY

Definitions

Note: the present definitions are given here for convenience only, in the context of the tender procedure. The definitions set out in the contract as concluded are determining for the relations between the parties to the contract.

Administrative order: Any written or oral instruction or order issued by the Project Manager to the Contractor regarding the execution of the services.

Breakdown of the overall price: A heading-by-heading list of the rates and costs making up the price for a lump-sum contract.

Budget Breakdown: In a fee-based contract, the schedule which breaks down the contract value, stating out the fee rates and the provision for incidental expenses.

Cash Flow Forecast: The Contractor’s estimate of the cash flows arising directly from the execution of a fee-based contract.

Commission: The European Commission.

Conflict of interest: Any event influencing the capacity of a candidate, tenderer or supplier to give an objective and impartial professional opinion, or preventing him, at any moment, from giving priority to the interests of REMPEC. Any consideration relating to possible contracts in the future or conflict with other commitments, past or present, of a candidate, tenderer or supplier, or any conflict with his own interests. These restrictions also apply to sub-contractors and employees of the candidate, tenderer or supplier.

Contract: The signed agreement entered into by the parties for the performance of the services, including all attachments thereto and all documents incorporated therein.

Contract Value: The total value of the contract to be paid by REMPEC in terms of the agreed terms and conditions.

Contracting Parties: Contracting Parties refers to the Contracting Parties to the Barcelona Convention (i.e. Albania, Algeria, Bosnia Herzegovina, Croatia, Cyprus, Egypt, France, Greece, Israel, Italy, Lebanon, Libya, Malta, Monaco, Montenegro, Morocco, Slovenia, Spain, Syria, Tunisia, Turkey, and European Union)

REMPEC: the final beneficiary of the contract.

Contractor: The party which contracts to perform the services.

Day: Calendar day.

Drawings: Drawings provided by REMPEC, and/or drawings provided by the Contractor and approved by the Project Manager, for the carrying out of the services.

EC: The European Community.

EU: The European Union.

Evaluation Committee: a committee made up of an odd number of voting members (at least three) appointed by REMPEC and possessing the technical, linguistic and administrative capacities necessary to give an informed opinion on tenders.

Fee-Based Contract: A contract under which the services are provided on the basis of fixed fee rates for each day/hour worked by experts/service provider.

Foreign currency: Any currency permissible under the applicable provisions and regulations other than the Euro, which has been indicated in the tender.

General conditions: The general contractual provisions setting out the administrative, financial, legal and technical clauses governing the execution of contracts.

General damages: The sum not stated beforehand in the contract, which is awarded by a court or an arbitration tribunal, or agreed between the parties, as compensation payable to an injured party for a breach of the contract by the other party.

Global Price Contract: A contract under which the services are performed for an all-inclusive fixed price.

In writing: This includes any hand-written, typed or printed communication, including fax transmissions and electronic mail (e-mail).

Liquidated damages: The sum stated in the contract as compensation payable by the Contractor to REMPEC for failure to complete the contract or part thereof within the periods under the contract, or as payable by either party to the other for any specific breach identified in the contract.

Modification: An instruction given by the Project Manager which modifies the works.

Month: Calendar month.

National currency: The currency of the country of REMPEC.

Period: A period begins the day after the act or event chosen as its starting point. Where the last day of a period is not a working day, the period expires at the end of the next working day.

Plant: appliances and other machinery, and, where applicable under the law and/or practice of the state of REMPEC, the temporary structures on the site required to carry out the works but excluding equipment or other items required to form part of the permanent works.

Project: The project in relation to which the services are to be provided under the contract.

Project Manager: The natural or legal person responsible for monitoring the implementation of the contract on behalf of REMPEC.

Public Service: Government Ministries and Departments.

Services: Activities to be performed by the Contractor under the contract such as technical assistance, studies, training and designs.

Tender document/s: The dossier compiled by REMPEC and containing all the documents needed to prepare and submit a tender.

Tender price: The sum stated by the tenderer in his tender for carrying out the contract.

Terms of Reference: The document in Volume 3, Section 1, drawn up by REMPEC giving the definition of its requirements and/or the objectives in respect of the provision of services, specifying, where relevant, the methods and resources to be used by the Contractor and/or the results to be achieved by it.

Time Limits: Those periods in the contract which shall begin to run from the day following the act or event which serves as the starting point for those periods. Should the last day of the period fall upon a non-working day, the period shall expire at the end of the first working day following the last day of the period.

Written communications: Certificates, notices, orders and instructions issued in writing under the contract.

VOLUME 1 SECTION 6 – PUBLIC PROCUREMENT REGULATIONS

The Public Procurement Regulations can be consulted in the following website: http://www.justiceservices.gov.mt/DownloadDocument.aspx?app=lom&itemid=9532&l=1

Particular attention shall be given to the following part of the regulations:

Part II - Rules governing public contracts whose value does not exceed one hundred and twenty thousand euro (€120,000)

Part XII - Separate packages in tender offer

Part XIII - Appeals

http://www.justiceservices.gov.mt/DownloadDocument.aspx?app=lom&itemid=9532&l=1

VOLUME 1 SECTION 7 - QUESTIONNAIRE

Forms to be filled in by the Tenderer:

Form 1 - Power of AttorneyForm 2 - Data on Joint Venture/Consortium (Where applicable)Form 3 - Financial StatementForm 4 - Overview of Tenderer’s PersonnelForm 5 - Quality Assurance System/s

Notes to Tenders

1. All questions contained in the forms must be answered by the tenderer.

2. Additional sheets may be attached as necessary.

3. If a question does not apply to the tenderer, "not applicable" should be entered alongside with a brief explanation of why.

4. Every single page of each form must be numbered consecutively in the bottom right-hand corner.

5. Financial data and declarations presented by the tenderer must be given in Euro. Original bank statements may be also attached for reference.

6. Attached documentation/certificates must always be accompanied by a relevant translation in the language of the procedure.

7. Each partner in a joint venture/consortium must fill in and submit every form.

8. The person signing this questionnaire guarantees the truthfulness and accuracy of all the statements made.

9. The accuracy of the answers to the questionnaire, their completeness and the attached documentation will be taken into account in the tender evaluation. Please refer to Clause 1.1 of the Instructions to Tenderers.

Form 1 - Power of Attorney

Please attach here the power of attorney empowering the signatory of the tender and all related documentation.


Date: ....................................................................

Form 2 - Data on Joint Venture/Consortium (Where applicable)

1 Name.....................................................................

2Managing Board’s Contact Details

Address: ..........................................................

...........................................................

Telephone: ........................ Fax: ........................

Email: .............................................................

3 Agency in the state of REMPEC, if any(in the case of a Joint Venture/Consortium with a foreign lead partner)

Address: ..........................................................

...........................................................

Telephone: ........................ Fax: ........................

Email: .............................................................

4 Names of Partners(i) .......................................................

(ii) .......................................................

(iii) .......................................................

(iv) .......................................................

5 Name of Lead Partner ........................................................

6 Agreement governing the formation of the Joint Venture/Consortium(Enclose Joint Venture/ Consortium Agreement)Place of Signature:

..................................................

Date of Signature:

...................................................

7 Proposed proportion of responsibilities between partners (in %) with indication of the type of the works to be performed by each** The company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of the contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must have the ability to carry out at least 10% of the contract works by its own means

............................................. - .....%

............................................. - .....%

............................................. - .....%

............................................. - .....%

Signature: .............................................................(the person or persons authorised to sign on behalf of the tenderer)

Date: .............................................................

Form 3 - Financial Statement

Please provide all of the information required by this form in Euro.

1 Basic capital

Narrative €AmountCurrencyAuthorisedIssued

2 Annual value of services undertaken for each of the last three years, and projected for the next two years

Euro Year-3€

Year-2€

Last year

€

Current year

€

Year+1€

Year+2€

At homeAbroadTotal

3 Approximate value of services in hand (at home and abroad)

€ ..............................

(................................................................................................. Euro)

4 Name and address of banks (principal/others):

...........................................................................................................

5 Fill in the following table, extracting data from the Statements of Account and projections:

Euro Year- 2

Year– 1

Last year Current year

Year+ 1

Year+ 2

€ € € € € €1. Total Assets2. Total LiabilitiesNet Value(1-2)

3. Liquid Assets4. Short-term DebtsWorking Capital(3-4)

5. Pre-tax Profits6. Losses7. Turnover8. Access to Credit Facilities

NOTE: The Evaluation Committee reserves the right to verify the information herein contained, in any way, whether directly or indirectly, including but not limited to requesting the bidders to furnish a full set of audited accounts.

Signature: ..................................................... (the person or persons authorised to sign on behalf of the tenderer)

Date: .....................................................

I hereby declare that the information declared in this Financial Statement is true and fair on the basis of the information provided.

Name: ..................................................... (Independent Certified Auditor)

Signature: .....................................................

Date: .....................................................

Form 4 - Overview of Tenderer’s Personnel

Description Notes NumberA Managerial

Director/s and Management None specifically requested for this tender, however it is assumed that the tenderer would have an established internal management structure

B AdministrativeAdministrative Staff None specifically requested, however the

tenderer should ensure adequate administrative support for the execution of the contract and is free to list Administrative Staff as may be appropriate.

C Key Experts The tenderer is free to propose additional expert/s as stipulated in article 6.1.2 of the Instructions to Tenderers

Key Expert 1 [Refer to Terms Of Reference…]Key Expert 2 [Refer to Terms Of Reference…]Key Expert 3 [Refer to Terms Of Reference…]Key Expert 4 [Refer to Terms Of Reference…]

D Other Experts None specifically requested, but the tenderer is free to propose additional expert/s for the areas covered in this tender as stipulated in article 6.1.2 of the Instructions to Tenderers and the corresponding provisions of the TOR for Lot 1.

.................. .................. .................. ..................

TOTAL


Date: ....................................................................

Form 5 - Quality Assurance System/s

Please provide hereunder details of the quality assurance system(s) which would be available for ensuring the successful completion of the works. Also, please provide (where applicable) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and those upon whom the contractor can call in order to carry out the work. (to be typewritten)

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................

......................................................................................................................................


Date: ....................................................................

VOLUME 2

VOLUME 2 SECTION 1 – DRAFT CONTRACT FORM

Article 1 Scope of Contract

(a) This contract regulates the provision of consultancy services to REMPEC by the Contractor related to the Work Package 4 (WP4) of the project “Mediterranean Decision Support System for Maritime Safety”, hereinafter referred to as “MEDESS-4MS Project”, which is being implemented by REMPEC.

Article 2 Obligations

(a) The Contractor shall provide the services of Mr/Ms XXXXX, hereinafter referred to as “the Consultant” and/or any other personnel as mutually agreed between REMPEC and the Contractor, who shall perform the duties described in the Terms of Reference attached to and incorporated by reference in this contract as Appendix I.

(b) While performing duties referred to in Appendix I of this contract, the Contractor shall act exclusively in the service of REMPEC under direct instructions from the Officer-in-Charge/Head of Office of REMPEC or any other official or officials authorized by the Officer-in-Charge/Head of Office to act on his behalf. Performance of the duties required under this contract does not entitle the Consultant or the Contractor to any benefits other than those stipulated under this contract. Except to the extent specifically provided for under this contract, the Staff Regulations and Rules applicable to REMPEC staff shall not be applicable to the Consultant.

(c) The Contractor and the Consultant shall exercise their utmost discretion in performing the duties under this contract. They shall not communicate to any person unpublished information known to him by reason of his work under this contract, except in the performance of that work or by authorization of the Officer-in-Charge/Head of Office of REMPEC.

(d) As part of his duties, the Consultant shall, within the period of this contract, contact REMPEC for briefing and discussion as and when requested.

(f) The Consultant shall inform REMPEC how and where he can be contacted during the period of his contract with REMPEC.

Article 3 Effective date of Contract

(a) This contract shall enter into force upon signature by the parties hereto.

(b) The services and work envisaged under this contract shall be completed no later than the 31 March 2015, or such other date as REMPEC and the Contractor may agree in writing.

Article 4 Delay to perform obligations

(a) The Contractor shall fulfil the obligations arising out of this contract within the timeframe stipulated in Article 3 of this contract. However, the Contractor may, upon the written agreement of REMPEC, be entitled to a reasonable extension of time for performing any of such obligations.

(b) Unless an extension is agreed, or after this extension has elapsed, the Contractor shall be liable for any delay or for the consequences of any delay in performing any of the obligations under this contract, except in case of force majeure. In such case, REMPEC reserves the right to impose on the Consultant a penalty of ten (10) per cent of the remuneration to be paid under the terms of this contract per thirty (30) working days delay.

Article 5 Liability

(a) The total liability of the Contractor whether in contract or in tort or otherwise, shall not exceed the cost of this contract.

(b) Each party shall exempt the other party from any civil liability for damage suffered by it or its staff in connection with the execution of this contract, in so far as such damage is not due to serious or intentional misconduct on the part of the other party or its staff.

Article 6 Remuneration

For the performance of the duties specified in Appendix I of this contract, REMPEC shall pay the Contractor a lump sum of Euro XXXX representing XXX (XX) working days at a daily fee of Euro XXX.

Article 7 Terms of Payment

(a) All payments related to this contract shall be made in Euro from the budget of the MEDESS-4MS Project, (Ref MED 2S-MED11-01). In case that any conversions are required between Euro and any other currency, the rate of exchange shall be the official United Nations operational rate applied on the date of payment1.

(b) Payment shall be made as follows:

- thirty per cent (30%) following signature of this contract by both parties and upon submission by the Contractor of the relative invoice; and

- thirty per cent (30%) following the receipt by REMPEC of the interim report and the beta version of the GIS and Database update and visualisation online platform to be submitted by the Contractor in terms of Appendix I of this contract. This amount will be paid upon presentation of the relative invoice and certification by REMPEC that the performance of the duties and the work carried out are satisfactory.

- forty per cent (40%) following the receipt by REMPEC of the final report, and the operational GIS and Database update and visualisation online plateform, and all other document to be submitted by the Contractor in terms of Appendix I of this contract. This amount will be paid upon presentation of the relative invoice, by not later than 31 March 2015 and certification by REMPEC that the performance of the duties and the work carried out are satisfactory.

(c) Payments shall be made to the Contractor, as detailed hereunder:

Account Holder:

Bank:

Address:

International Bank Account Number (IBAN):

Bank SWIFT Code:

Article 8 Working Language

All correspondence and documents related to this contract shall be in English.

1 The United Nations operational rate of exchange is the exchange rate determined and used by the United Nations and the Specialized Agencies of the U.N. common system. The U.N. operational rate of exchange is normally established monthly and with effect from the first day of the calendar month.

Article 9 Communications

All communications concerning the execution of this contract shall be in writing, and shall be sent to the following addresses:

For REMPEC: Mr. Jonathan PaceHead of the Office/Officer in ChargeREMPECMaritime HouseLascaris Wharf Valletta VLT 1921 MALTA

For the Contractor: XXXXXXXXXXX (Address)

Article 10 Use of Documents(a) Any material or information obtained or produced during the course of performance

of the duties called for under this contract shall be the property of REMPEC and shall not be reproduced or disclosed to any third parties without prior written authorization from REMPEC.

(b) Documents and information contained in the reports prepared by the Contractor and/or the Consultant, could be subsequently used by REMPEC, MEDESS-4MS, the International Maritime Organization (IMO), the United Nations Environment Programme (UNEP), UNEP’s Mediterranean Action Plan (MAP), the European Commission (EC) and the competent national authorities of the respective beneficiary countries of the MEDESS-4MS Project, on condition that the source of information or document is duly acknowledged.

Article 11 Taxation and Indemnity

REMPEC shall assume no responsibility in respect of taxation for the Contractor or taxation or medical insurance for any Consultant provided by the Contractor under this contract, and shall assume no liability for compensation in respect of any damage, loss, accident, illness or injury suffered by any Consultant provided by the Contractor under this contract or suffered by any third party. The Contractor shall hold harmless and indemnify REMPEC against any claim for any such damage, loss, accident, illness or injury. REMPEC shall at no time bear any liability in respect of any loss or damage to the personal baggage and other effects of the Consultant.

Article 12 Insurance

(a) Without limitation of its obligations and responsibilities, the Contractor shall maintain professional liability insurance for the duration of the contract. The total aggregate of the Contractor’s professional liability to all parties related to this contract shall not exceed the maximum contract fee specified in Article 6.

(b) The Contractor at the request of REMPEC shall furnish to REMPEC at the address specified in this contract a certificate of the insurance required by Article 12 (a), giving evidence of the type and scope of insurance cover and a statement from the insurer that no insurance shall be cancelled or materially changed during the term of the contract without prior written notice by the insurers to REMPEC.

Article 13 Termination

(a) REMPEC may terminate this contract in the event of non-performance by the Contractor of the obligations arising out of this contract or in case of force majeure. Upon termination of

the contract under this paragraph, REMPEC shall pay the Contractor the accrued fees and expenses incurred only for work actually performed by the Consultant prior to termination, such fees and expenses to be calculated at the rates stipulated in Article 6 of this contract.

(b) Either party shall be entitled to terminate this contract forthwith by written notice if the other shall knowingly or negligently commit, or suffer to be committed, any material breach of its duties or obligations hereunder, and shall fail to remedy such breach (if capable of remedy) within seven (7) days of written notice.

Article 14 Waiver

Nothing contained in this contract shall constitute a waiver, expressed or implied, of any privilege or immunity which REMPEC may enjoy, whether pursuant to the Convention on Privileges and Immunities of the Specialized Agencies or any other convention or agreement, law, order or decrees of an international or national character or otherwise.

Article 15 Dispute settlement

All disputes arising in connection with this contract shall be settled amicably. However, if the parties fail to reach a settlement, the dispute shall be finally settled by arbitration in accordance with the United Nations Commission on Industrial Trade Law (UNCITRAL) Arbitration Rules as at present in force. The place of arbitration shall be in Malta and the language used in the arbitral proceedings shall be English.

Article 16 Advertisement

The Contractor and the Consultant shall in no manner whatsoever use the emblem or official seal of REMPEC, IMO, UNEP, UNEP/MAP and the EC in connection with the advertisement of its business.

Article 17 Amendments to the contract

Any amendment to this contract, including its Appendix I, shall be the subject of additional clause/s in writing, concluded under the same conditions as this contract.

Done at Valletta (Malta) in three (3) original copies in the English language, two (2) copies being handed to REMPEC and one (1) copy to the Contractor.SignaturesFor Regional Marine PollutionEmergency Response Centre The Contractor for the Mediterranean Sea (REMPEC)

______________________________ __________________________

Mr. Jonathan Pace Mr. XXXXXXXXXXHead of the Office/Officer in charge (Title)

(Name of Contractor)

Date: ________________________ Date:___________________

VOLUME 2 SECTION 2 – GENERAL CONDITIONS

The full set of General Conditions for Services Contracts (Version 1.05) can be viewed/downloaded from:

www.contracts.gov.mt/conditions

It is hereby construed that the tenderers have availed themselves of these general conditions, and have read and accepted in full and without reservation the conditions outlined therein, and are therefore waiving any standard terms and conditions which they may have.

These general conditions will form an integral part of the contract that will be signed with the successful tenderer/s.

http://www.contracts.gov.mt/conditions

VOLUME 3 SECTION 1 – REMPEC’S REQUIREMENTS (TERMS OF REFERENCE)

Table of ContentsTable of Contents....................................................................................2VOLUME 1 SECTION 1 – INSTRUCTIONS TO TENDERERS..............................5A. GENERAL PART....................................................................................5

1. General Instructions.............................................................................................52. Timetable.............................................................................................................53. Lots.......................................................................................................................54. Financing..............................................................................................................65. Eligibility...............................................................................................................66. Selection Criteria..................................................................................................67. Multiple Tenders...................................................................................................78. Tender Expenses..................................................................................................79. Site Inspection......................................................................................................7

B. TENDER DOCUMENTS...........................................................................710. Content of Tender Document.............................................................................711. Explanations/Clarification Notes Concerning Tender Documents.......................812. Labour Law.........................................................................................................813. Law.....................................................................................................................8

C. TENDER PREPARATION.........................................................................814. Language of Tenders..........................................................................................815. Presentation of Tenders......................................................................................816. Content of Tender (Three-Package Procedure)..................................................917. Tender Prices....................................................................................................1018. Currencies of Tender and Payments.................................................................1019. Period of Validity of Tenders.............................................................................1020. Tender Guarantee (Bid Bond)...........................................................................1121. Variant Solutions..............................................................................................1122. Preparation and Signing of Tenders.................................................................11

D. SUBMISSION OF TENDERS..................................................................1123. Sealing and Marking of Tenders.......................................................................1124. Extension of Deadline for Submission of Tenders.............................................1225. Late Tenders.....................................................................................................1226. Alterations and Withdrawal of Tenders.............................................................12

E. OPENING AND EVALUATION OF OFFERS...............................................1227. Opening of Tenders..........................................................................................1228. Secrecy of the Procedure.................................................................................1329. Clarification of Tenders.....................................................................................1330. Tender Evaluation Process...............................................................................1331. Correction of Arithmetical Errors......................................................................15

F. CONTRACT AWARD.............................................................................1532. Criteria for Award.............................................................................................1533. Right of REMPEC to accept or reject any Tender..............................................1534. Notification of Award, Contract Clarifications...................................................1635. Contract Signing and Performance Guarantee.................................................1636. Commencement of Services.............................................................................16

G. MISCELLANEOUS................................................................................1737. Ethics Clauses...................................................................................................1738. Data Protection and Freedom of Information...................................................1739. Gender Equality................................................................................................18

VOLUME 1 SECTION 2 – TENDER FORM....................................................19VOLUME 1 SECTION 4 - TENDERER’S STATEMENTS...................................22

1. Statement on Conditions of Employment...........................................................222. Experience as Contractor...................................................................................233. Key Experts........................................................................................................24

VOLUME 1 SECTION 5 – GLOSSARY..........................................................25VOLUME 1 SECTION 6 – PUBLIC PROCUREMENT REGULATIONS..................27VOLUME 1 SECTION 7 - QUESTIONNAIRE.................................................28

Notes to Tenders....................................................................................................28Form 1 - Power of Attorney.....................................................................................29Form 2 - Data on Joint Venture/Consortium (Where applicable).............................30Form 3 - Financial Statement.................................................................................31Form 4 - Overview of Tenderer’s Personnel............................................................33Form 5 - Quality Assurance System/s.....................................................................34

VOLUME 2 SECTION 1 – DRAFT CONTRACT FORM.....................................35Signatures............................................................................................................39

VOLUME 2 SECTION 2 – GENERAL CONDITIONS........................................40VOLUME 3 SECTION 1 – REMPEC’S REQUIREMENTS (TERMS OF REFERENCE)..........................................................................................41

1. Background Information.....................................................................................441.1 - Beneficiary Countries...................................................................................441.2 – Contracting Authority...................................................................................441.3 - Relevant Background...................................................................................441.4 - Related Programmes and Donor Activities...................................................45

2. Contract Objectives and Expected Results.........................................................452.1 - Overall Objectives........................................................................................45 To implement an integrated real time multi-model oil spill forecasting system..................................................................................................................45 To implement an interconnected network of data repositories that will archive and provide in operational way access to all available environmental and oil spill data;..........................................................................45 To test the service functionalities with key end-users responsible for combating oil spills...............................................................................................45 To develop the integrated system with a unique access web portal with different services and user profiles, multi-model data access and interactive capabilities...........................................................................................................45This contract is under the Work Package WP 4 of the project MEDESS-4MS, composed of two subtasks:..................................................................................452.2 - Specific Objectives.......................................................................................452.3 - Results to be achieved by the Contractor....................................................46

3. Assumptions and Risks.......................................................................................463.1 – Risks............................................................................................................46

4. Scope of the Work..............................................................................................464.1 – General........................................................................................................464.2 - Specific Activities.........................................................................................474.3 - Project Management....................................................................................54

5. Logistics and Timing...........................................................................................555.1 – Location.......................................................................................................555.2 - Commencement Date & Period of Execution...............................................55

6. Requirements.....................................................................................................556.1 – Personnel.....................................................................................................556.2 – Accommodation...........................................................................................556.3 - Facilities to be provided by the Consultant..................................................556.4 – Equipment...................................................................................................56

7. Reports...............................................................................................................567.1 - Reporting Requirements..............................................................................567.2 - Submission & approval of the system..........................................................56

8. Monitoring and Evaluation..................................................................................578.1 - Definition of Indicators.................................................................................57

VOLUME 3 SECTION 2 – TENDERER’S TECHNICAL OFFER (ORGANIZATION & METHODOLOGY).................................................................................58VOLUME 4 - FINANCIAL BID....................................................................59

Terms Of Reference

Note:Where in this tender document a standard is quoted, it is to be understood that REMPEC will accept equivalent standards. However, it will be the responsibility of the respective bidders to prove that the standards they quoted are equivalent to the standards requested by REMPEC. 1. Background Information

1.1 - Beneficiary Countries

The beneficiary countries of the project MEDESS-4MS from which this tender takes part are Cyprus, France, Greece, Italy, Malta, Montenegro and Spain. However, other Mediterranean coastal States are involved in the implementation and will have access to the products delivered by the project. To ensure a Mediterranean approach, this functions of the systems developed under this tender should include all 22 Contracting Parties to the Barcelona Convention (i.e. Albania, Algeria, Bosnia Herzegovina, Croatia, Cyprus, Egypt, France, Greece, Israel, Italy, Lebanon, Libya, Malta, Monaco, Montenegro, Morocco, Slovenia, Spain, Syria, Tunisia, Turkey, and European Union)

1.2 – Contracting Authority

The Contracting Authority shall be the Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC), headquartered at "Maritime House", Lascaris Wharf, Valletta VLT1921, Malta.

1.3 - Relevant Background

The Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC)

The “Regional Oil Combating Centre” (ROCC) was originally established in 1976 by the decision of the Contracting Parties with the mandate to strengthen the capacities of coastal States in the Mediterranean region and to facilitate co-operation among them in order to combat massive marine pollution by oil particularly by developing national capacities to combat oil pollution and by establishing a regional information system with a view to dealing with marine pollution emergencies. The mandate of REMPEC was extended over the years in conformity with the decisions of the Contracting parties with a view to address relevant emerging issues and the respective global developments with a particular focus in preventive measures against pollution from ships. The Centre’s mandate was extended over the years in conformity with the decisions of the Contracting Parties with a view to addressing relevant emerging issues and the respective global developments with a particular focus on preventive measures against pollution from ships. In 1989, the name of the Centre was changed to the Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC).

Finally, in 2001, with a view to the adoption in 2002 of the new Protocol concerning Cooperation in Preventing Pollution from Ships and, in Cases of Emergency, combating Pollution of the Mediterranean Sea (Prevention and Emergency Protocol), the Contracting Parties reaffirmed the involvement of the Centre in activities related to prevention of, preparedness for and response to marine pollution.

REMPEC’s objective and mission statement

The objective of REMPEC is to contribute to preventing and reducing pollution from ships and combating pollution in case of emergency. In this respect, the mission of REMPEC is to assist the Contracting Parties in meeting their obligations under Articles 4(1), 6 and 9 of the Barcelona Convention; the 1976 Emergency Protocol; the 2002 Prevention and Emergency Protocol; and the Regional Strategy for Prevention of and Response to Marine Pollution from

Ships, adopted by the Contracting Parties in 2005 which key objectives and targets are reflected in the Mediterranean Strategy for Sustainable Development (MSSD). The Centre will also assist the Contracting Parties which so request in mobilizing the regional and international assistance in case of an emergency under the Offshore Protocol.

1.4 - Related Programmes and Donor Activities

This call for tender is part of the project MEDESS-4MS. The project Mediterranean Decision Support System for Marine Safety (MEDESS-4MS) is dedicated to the strengthening of maritime safety by mitigating the risks and impacts associated to oil spills. MEDESS-4MS capitalizes on existing pan-European frameworks and embraces recent advances and important developments in oceanography in the Mediterranean area. MEDESS-4MS aims to deliver an integrated operational multi model oil spill system in the Mediterranean by gathering and analysing met-ocean data as well as data related to ship traffic, ship operations and sensitivity mapping. This data will be provided to well established oil spill monitoring and forecasting systems, thus, providing an invaluable tool regarding the early detection and efficient control of the oil spill at early stages.

Therefore, MEDESS-4MS aims to offer a comprehensive and integrated multi-model approach regarding our response to oil spills at sea; an approach that takes into account all three important aspects related to marine pollution, that is, Prevention, Detection and Control.

2. Contract Objectives and Expected Results

2.1 - Overall Objectives

The overall objectives of the project of which this contract will be a part are as follows:

To implement an integrated real time multi-model oil spill forecasting system To implement an interconnected network of data repositories that will archive and

provide in operational way access to all available environmental and oil spill data;

To test the service functionalities with key end-users responsible for combating oil spills

To develop the integrated system with a unique access web portal with different services and user profiles, multi-model data access and interactive capabilities

This contract is under the Work Package WP 4 of the project MEDESS-4MS, composed of two subtasks:

• WP4.1: Data for risk assessment

Under this task all necessary data for risk assessment of the basin were gathered and updated: maritime traffic (AIS), terminals, marine incidents, sensitivity maps, response equipment location, etc. An inventory of the data available through the partners or other sources has been carried out. The dataset has been reviewed for the purpose of this work package and is being integrated within the interconnected network of data repositories for use within the MEDESS-4MS User Interface.

• WP4.2: Data: Analysis and oil spill risk assessment in the Mediterranean region.

This task will improve the evaluation and monitoring of risks through the analysis of the databases setup in task 4.1. Once available, the delayed mode hazard service scenario developed in task 6.3 will be used to provide test cases scenarios of the possible oil dispersion and locate high risk areas. The outcome will be combined with sensitivity maps towards Impact Assessment Analysis at the scale of the whole basin and in more details in specific high risk geographical areas (e.g. Strait of Bonifacio). The outcome will be made available for contingency plans revision and equipment relocations.

2.2 - Specific Objectives

The objectives of this contract are as follows:1. To develop an interface to enable the update of the data gathered under WP4 and

the visualisation of the GIS layers and dataset;2. Ensure sustainability after the completion of the MEDESS-4MS Project of the GIS

and the related data set through the development of the interface on REMPEC website (www.rempec.org - in the tool menu);

3. To provide an adjustable weighting factors system enabling end-users to obtain their own sensitivity maps after setting their own values for each criteria;

4. To enable end-users to download the layers available in the system developed under this tender to visualise them on their own local GIS system; and

5. To ensure the interaction between the system developed under this tender and the MEDESS-4MS’ User Interface to keep the layers updated.

2.3 - Results to be achieved by the Contractor

1. A user-friendly Interface where the input of data by the user is directly implemented in the database and the visualisation of the GIS layers. This interface will allow the visualisation of user-specific adjusted sensitivity maps;

2. A publically available and sustainable set of socio-economic and environmental sensitivity regional maps for national/local risk assessment though and interactive system;

3. A sustainable inventory of accidents, oil spill response equipment, offshore and oil handling facilities installations to be updated and accessible only by the individual countries (e.g. Albania will be able to update and visualise only the Albanian accidents and oil spill response equipment) through personalised accounts, with the possibility of rendering these data available/visible to other countries or to the public upon official confirmation by the country.

3. Assumptions and Risks

3.1 – Risks

The data used for this analysis is under a confidentiality use. The database content and the reports should take into account the restrictive access.

4. Scope of the Work

4.1 – General

4.1.1 Project Description

This tender is part of the project MEDESS-4MS. The data gathered under WP4 have been provided by individual Mediterranean coastal States, Plan Bleu and the Regional Activity Centre for Specially Protected Areas of the Mediterranean Action Plan - United Nations Environment Programme and the Italian Oil Company Eni S.p.A (ENI) following the signature of two Memorandum of Understanding:

Memorandum of Understanding between the Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC) , the Department of Merchant Shipping of Cyprus (DMS) and Eni S.p.A (ENI) in the framework of the Project Mediterranean Decision Support System for Marine Safety (MEDESS-4MS) co-financed by the European Regional Development Funds within the framework of the project strategy of the European MED Programme

Memorandum of Understanding between the Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC) , the Department of Merchant Shipping of Cyprus (DMS), the “Fundación Instituto Tecnológico para el Desarrollo de

http://www.rempec.org/

las Industrias Marítimas” (INNOVAMAR), from one part and Plan Bleu and the Regional Activity Centre for Specially Protected Areas (RAC/SPA) from the other part in the framework of the Project Mediterranean Decision Support System for Marine Safety (MEDESS-4MS) co-financed by the European Regional Development Funds within the framework of the project strategy of the European MED Programme

Within WP4, experts will define the weighting factors attributed to the various environmental and socio-economic sensitivities in the Mediterranean region. These defined weighting factors will serve as default factors, whilst the users will have the possibility to adjust such weighting factors in the system developed under this tender.

4.2 - Specific Activities

4.2.1) Work packages

WORK PACKAGE 1: MEDESS-4MS and REMPEC data visualization

Description

In order to ensure the sustainability of the GIS and the related data set acquired within the framework of the MEDESS-4MS project, an interface will be developed on REMPEC website under this tender. This deliverable could be sustained and maintained by REMPEC and updated by the Contracting Parties with personalized access to update and visualise their data.

The contract scope is to develop an interface to enable the easy update of the data gathered under WP4 and future data to be implemented by users as well.

Data and map formats

The data and maps to be implemented in the system developed under this tender consist in a set of single points data and a set of maps as detailed below:

A - SINGLE POINT DATA

The following single point data should not made publically available. The interface should enable the update and access of the data through personalised accounts for each individual country (e.g. Albania will be able to update and visualise only the Albanian accidents and oil spill response equipment). The interface should enable the possibility of rendering these data available/visible to other countries or to the public upon official confirmation by the country.

1/EQUIPMENT

The geo-referenced equipment data are available in .Csv and are separated per country. A consolidated file with all accident is also available. The data set contains detailed information (longitude, latitude, ownership and contact details) on the following oil spill response equipment category: Boom, Blower, Sorbents, Dispersant, bioremediation, Vessel, helicopter, Aircraft, Skimmer, pump, Storage.

A template of the .csv file is attached to the call for tender.

2/ACCIDENT

The geo-referenced accidents data are available in .Csv files and are separated per country. A consolidated file with all accident is also available. The data set contains the following information: Country, in whose EEZ the accident occurred, Year of occurrence or Date of occurrence, Time of occurrence, Latitude and Longitude, Ship name, IMO number of the ship, Maritime Mobile Service Identity (MMSI), Call sign of the ship, Vessel type, Gross tonnage, Type of accident, Pollution size in tonnes, Type of pollutant, Information on the second ship in case of collision.


3/ OIL AND GAS OFFSHORE INSTALLATIONS

The geo-referenced data on oil and gas offshore installation are available in .Csv files and are separated per country. A consolidated file with all accident is also available. The data set contains the following information: Latitude, Longitude, Year of commissioning, Name of the operator, Type of offshore installation, Type of production (Oil, Gas, and condensate), Production per day, Depth of drilling, Depth of water, Available response equipment on site, Available response equipment ashore, Booms available, Dispersants available, and Periodicity of the emergency drills.


4/ OIL HANDLING FACILITIES

The geo-reference data on oil handling facilities are available in .csv files and are separated per country. The data set contains the following information: Type of installation (Oil Terminal, Port or refinery), Name of the installation, Latitude and Longitude, Full address of the terminal if no coordinate are provided, Type of oil handled, Quantity of oil handled per day or per year and Contact details of the installation.


B –MAPS

The following maps should be publically available and should be accessible from the interface on REMPEC website as well as on MEDESS-4MS User Interface.

5/ MEDITERRANEAN SHORELINE MORPHOLOGY

Each layer has two types of representation: i) a vector representation for collecting the original data and ii) a simplified raster representation (matrix or image)used to run the MedSTAR methodology. Shape files (.shp extension, generally in ESRI®GIS application) are used to store the vector map representations; image files (.img extension, generally in ERDAS® image processing) are used to store the raster maps.

The shoreline of the Mediterranean basin has been digitized through the observation of the Google Earth® images. A skilled team in image earth observation (EO) analyzed the coastal limits moving across the Google portal interface. The result of such an activity is a vector map of the arcs representing the Mediterranean shore line. The accuracy of the geometry depends on the approach that has been followed to derive arcs from the Google, original images. The amount and accuracy of the activities and results may be given through: i) the summation of the arc lengths of the coverage (about Km 62.000, islands included) and ii) the total number of vertexes (3.500.000). On dividing the second number by the first an average of 52 points per kilometer is obtained. Each row of the attribute table of the shape file refers to a single arc; the field TIPO_COSTA represents the shoreline typology:

1 – low and/or sandy coastline 2 – high and/or rocky coastline 3 – artificial coastline: harbour, port or generic anthropic area

This vector layer has been converted into a raster map whose resolution (pixel dimension) is about 0.03125 geographical degrees. The coast line pixels have the same values of the corresponding arcs; values 100 are for “nodata” or “opensea and inland areas”.

6/ MEDITERRANEAN BATHYMETRY

Bathymetric charts are typically produced to support safety of surface or sub-surface navigation, and usually show seafloor relief or terrain as contour lines (called depth contours or isobaths) and selected depths (soundings), and typically also provide surface navigational information.

o The related file (isobaths) is made available in kmz file.

7/ ENVIRONMENTAL DATA and LAYERS

The following geo-referenced Mediterranean data are available and should be integrated in the system developed under the tender and be also visible on MEDESS-4MS User Interface:

Natura 2000: Natura 2000 is a network of protected areas across the European Union, with the aim of affording protection to habitats and species of wild fauna and flora of Community interest. Certain measures are to be implemented in order to ensure that the condition of the natural habitats and species populations which are of particular importance are maintained and/or restored in order to ensure their survival.

o Natura2000_2011 data available in shapefile, kmz and csv; Pelagos Sanctuary: The Sanctuary is a marine area of 87,500 sq. km subject to an

agreement between Italy, Monaco and France for the protection of marine mammals, which live in it.

o The related files (PELAGOS, pelagos_sanctuary, pelagos_sanctuary_WGS84) are available in shapefile, kmz and csv;

Fisheries restricted areas:o The related files (Fisheries_restric_areas_WGS84,

Fisheries_restric_areasCGFM) are available in shapefile, kmz and csv; Ecologically or Biologically Significant Marine Areas (EBSAs) are special areas

in the ocean that serve important purposes, in one way or another, to support the healthy functioning of oceans and the many services that it provides. The following scientific criteria have been adopted for identifying ecologically or biologically significant marine areas in need of protection in open-ocean waters and deep-sea habitats: Uniqueness or Rarity, Special importance for life history stages of species, Importance for threatened, endangered or declining species and/or habitats, Vulnerability, Fragility, Sensitivity, or Slow recovery, Biological Productivity, Biological Diversity, and Naturalness,

o The related files (EBSAs_pol and EBSAs_pol_WGS84) are available in shapefile, kmz and csv;

Alboran Areas: In the Northern Riviera of the Alboran Sea (Spain) there are several coastal and marine protected sites.

o The related files (pre_areas_Alboran, pre_areas_Alboran_WGS84) are available in shapefile, kmz and csv;

Specially Protected Areas of Mediterranean Importance (SPAMIs): The Contracting Parties to the Barcelona Convention established the List of Specially Protected Areas of Mediterranean Importance (SPAMI's List) in order to promote cooperation in the management and conservation of natural areas, as well as in the protection of threatened species and their habitats.

o The related files (GENOA_potential_SPAMIs, GENOA_potential_SPAMIs_depth, GENOA_potential_SPAMIs_depth_WGS84, GENOA_potential_SPAMIs_WGS84, Prosp_SPAMI, Prosp_SPAMI_WGS84, spami, SPAMI_2012, spami_potentialareas_fisheries, spami_potentialareas_fisheries_wgs84, and SPAMI2012) are available in shapefile, kmz and csv;

Cetaceans: The Areas of special importance for cetaceans in the ACCOBAMS area are available in shapefile, kmz and csv;

Seabirds: The Seabirds distribution in the Mediterranean basin (SEABIRDS_distribution_grid, SEABIRDS_distribution_grid_WGS84)are available in shapefile, kmz and csv;

Seagrass: Seagrass meadows offer considerable potential for carbon sequestration, and at a time when carbon credit schemes are becoming increasingly important in combating climate change, growing attention is being given to marine ecosystems and their possibilities. The best solution would be to protect and manage coastal ecosystems that are naturally active in carbon fixation and sequestration (for example, tidal marshlands, mangrove forests and seagrass meadows), so that they remain effective as carbon sinks and even further the potential for sequestration of CO2.

o The related files (magnoliophytes_marines) are available in shapefile, kmz and csv;

Coral (Coralligenous): In term of biodiversity, the coralligenous is considered as the second benthic ecosystem in the Mediterranean. It is estimated that it includes around 1700 species, among them 1300 algae, 1200 invertebrate species, in particular the well-known Mediterranean red coral (Corallium rubrum) and more than hundred fish species.

o The related files (Coralligenous) are available in shapefile, kmz and csv; Sea Turtles: Populations of marine turtles in the Mediterranean have been

decreasing steadily through the last decades. Incidental catches by fishing gears, sea pollution and the use of the nesting beaches are the main causes of marine turtles decline. Two unique breeding populations are of particular concerned in the Mediterranean region, the loggerhead (Caretta caretta) and the green turtle (Chelonia mydas) population, containing endemic genotypes and significant diversity for the species.

o The related files (Mediterranean_Sea_Caretta and Mediterranean_Sea_Green turtle) are available in shapefile, kmz and csv;

Monk seal: The Mediterranean monk seal (Monachus monachus) is believed to be the world's rarest pinniped species, and one of the most endangered mammals in the world

o The related files (Mediterranean_Sea_Monk) are available in shapefile, kmz and csv;

7/ SOCIO-ECONOMIC DATA AND LAYERS

The following geo-referenced Mediterranean data are available and should be integrated in the system developed under the tender and be also visible on MEDESS-4MS User Interface:

• Desalinisation plants : capacity, energy type and consumptiono Shapefile named “medsea_desalination” about desalination plants on

Mediterranean sea with name, capacity, technology and users. Data come from DesalData.

• Power Plants : power capacity/production, energy type and consumptiono Shapefile named “medsea_powerplant” with localization, name, country,

capacity, energy type and year. Data come from ESRI, Arab Union of Electricity, and Global Energy Observatory.

• Ports : Type, facilities, capacities, traffic (commodities, passengers)o Shapefile named “port_com” with name, main import and export goods, and

capacity. Data come from REMPEC.• Tourism facilities such as main hotel complex, marinas and yacht harbours

o Excel file named “Hotels complex” with Hotel name, city, province, and number of stars. The data sources, are in the excel file for each country. The shapefile “medreg2003” to produce map about number of Hotels is available.

o Shapefile named “med_yacht_harbour” with yacht harbors and Marina. There is name, country, city and capacity. Data come from Plan Bleu and portbooker.

Data input, update and rights

A. SINGLE POINT DATA

Access restriction should be applied: Each Contracting Parties will be provided with a username and password to access the national data. For instance, the national user of Cyprus who will be provided by REMPEC with the Cypriot user name and password will have access only to the data of his country.

After logging in the system through REMPEC website, the data on accidents, oil spill response equipment, offshore installation and oil handling facilities can be added/updated/deleted (on REMPEC Website) for a direct implementation on the database and visualised by the designated Contracting Parties representatives through the interface (on REMPEC Website and MEDESS-4MS User Interface), keeping the confidential level as defined by the country (as detailed below).

The interface should enable through a simple system to visualisation right to selected Contracting Parties (through REMPEC website) or to the general public (on REMPEC website and MEDESS-4MS User Interface). Contracting Parties which have been given visual access to data from another Contracting Parties should have the layers available for display along with their own national data. In case of Contracting Parties authorising general public access to their data, anyone can visualise the latter data without any login/password. The data would visible on REMPEC website and MEDESS-4MS User Interface.

REMPEC would have access to the entire set of data and have a personalised “administrator account” to manage the data and the Contracting Parties’ accounts (Logins and passwords).

To facilitate the work of the developer we have separated csv. files by country.

The interface should be user friendly:

Add data - symbol example:

Edit the data in the system - example:

Delete data - example:

B. MAPS

The maps listed in the following categories detailed above should be updatable only by REMPEC after logging in the system, through a simple process (e.g. Update button, browsing the new map and upload button, etc):

MEDITERRANEAN SHORELINE MORPHOLOGY MEDITERRANEAN BATHYMETRY SOCIO-ECONOMIC DATA AND LAYERS ENVIRONMENTAL DATA and LAYERS

All these maps should be visible on REMPEC website and on MEDESS-4MS User interface. Users should be able to select the individual layers to be displayed.

Visualization

The system should enable multilayer visualisation and should be visible at any time by the End Users.The system should enable the selection of the individual layer and the order of appearance (from top to down).The update of the data should not interfere with the display of the maps.

Filters

For the ACCIDENTS, OIL SPILL RESPONSE EQUIPMENT, OFFSHORE INSTALLATION, AND OIL HANDLING FACILITIES, the system developed under this tender should offer filters to visualise an extracts of selected data.

OIL SPILL RESPONSE EQUIPMENT

For the data on oil spill response equipment, users should be able to apply the following filters:- The category of equipment (e.g. boom, PPE, etc..)- The type of equipment (Type of boom, of dispersant, etc…)

It is suggest having in the interface drop-down menus from which the Contracting Party representative can select one or several layers/sublayers to be displayed. A 3 level menu system is proposed as follows:

Menu Level 1: Category of equipment (e.g.Boom_Blower_sorbents)

If selected, the end-user will be requested to refine the selection with Menu Level 2. (mandatory)

Menu Level 2: Type of equipment

The end-user will be requested to choose between the type of equipment (e.g. Boom, Blower or sorbents)

Menu level 3

After selecting the menu Level 2, the end-user will be offered the possibility to choose a sub-category from the menu level 3(Optional) (By default all sub-category (level 3) are selected). For example for Boom type, the user can choose the following type: Inflatable Booms, Water Ballast Booms, Offshore Booms or Harbour Booms.

For menu 3, if there is no data for the selected equipment the following sentence should be displayed: “This equipment is not available in the database of your country. You may wish to contact REMPEC ([email protected]), which could assist in liaising with the national competent authority of your country or of other neighbouring counties”.

As the end-user can display several types of equipment, the use of icon for each category of equipment (corresponding to the menu Level 2 of the GIS_filters_Equipment_Facilities_accidents.xlsx) will be required. The corresponding icon will be provided by REMPEC to the Contractor.

ACCIDENT

Filter enabling the display of accident sorted by type of accident is required. A one level menu would give the possibility to select from the following type of accident (e.g. Cargo transfer failure, Collision, etc.)

Each type of accident will be represented by different icons which will be provided by REMPEC to the Contractor.

OIL HANDLING FACILITIES:

As for equipment and accidents, a drop down menu would enable the end-user to select the type of installation (e.g. Oil Terminal, Port or Refinery)

Each type of installation will be represented by different icons which will be provided by REMPEC to the contractor.

OFFSHORE INSTALLATION:

A drop down menu would enable the end-user to select the country and the type of production (i.e. Oil or Gas).

Each type of production will be represented by different icons which will be provided by REMPEC to the contractor.

For ACCIDENTS, OIL SPILL RESPONSE EQUIPMENT, OFFSHORE INSTALLATION, AND OIL HANDLING FACILITIES:

user should also be given the option to select “ALL” to display all the information without any filter;

when selecting a particular icon on the GIS, the corresponding information provided in the excel spreadsheet should be displayed in a bubble;

The filtered information can be exported in .csv file by the country representative.

WORK PACKAGE 2: Adjustable Sensitivity mapping

Adjustable sensitivity feature:

For decision making process, oil spill response managers requires a quick overview of the coastal and marine features in the area polluted to define the response strategy. Such strategy will depend on the efficiency of the response techniques and the priority of the decision makers. To facilitate their task, the system developed under this tender should provide a quick overview of the socio-economic and environmental potentially impacted areas and their vulnerably to oil spill measured through weighting factors.

Apart from the possible visualisation of the data mentioned above, the decision makers will be provided with a tool to “weight” the potential impacted areas. Within WP4, experts will define the weighting factors attributed to the various environmental and socio-economic sensitivities in the Mediterranean region.

These defined weighting factors will serve as default factors, whilst the users will have the possibility to adjust such weighting factors in the system developed under this tender.

The weighting factor concerns only the maps detailed in the following categories: MEDITERRANEAN SHORELINE MORPHOLOGY SOCIO-ECONOMIC LAYERS ENVIRONMENTAL LAYERS

Each layer provided in shape file will be associated to the corresponding weighting factor from 1 to 4 (4 = Very high vulnerability. 3 = High vulnerability, 2 = Moderate vulnerability, 1 = Low vulnerability).

The layers of the vulnerability of SOCIO-ECONOMIC features and of the ENVIRONMENTAL features will be the result of the average weighting factor of the sub-layers. For instance the vulnerability map of ENVIRONMENTAL features, will be the result of the average weighting factor of the weighting factors associated to Natura 2000, Pelagos Sanctuary, Fisheries restricted areas, Ecologically or Biologically Significant Marine Areas, Alboran Areas, Specially Protected Areas of Mediterranean Importance, Cetaceans, Seabirds, Seagrass, Coral, Sea Turtles and Monk seal.

The resulting layers will be: The vulnerability layer of the MEDITERRANEAN SHORELINE MORPHOLOGY; The vulnerability layer of SOCIO-ECONOMIC features; and The vulnerability layer of ENVIRONMENTAL features

The combination of the three set of the layers will be the “COMBINED VULNERABILITY MAP” and will be the result of the average weighting factor of the layers of the vulnerability of the MEDITERRANEAN SHORELINE MORPHOLOGY, the SOCIO-ECONOMIC features and of the ENVIRONMENTAL features.

If the user decides to use the default weighting factor, he will be given the possibility to select the following layers, which would be produced as described above taking into account the default weighting factors:

The default vulnerability layer of the MEDITERRANEAN SHORELINE MORPHOLOGY; The default vulnerability layer of SOCIO-ECONOMIC features; The default vulnerability layer of ENVIRONMENTAL features; or The default “COMBINED VULNERABILITY” map.

The 3 default layers and the default map should be uploaded in the system permanently and therefore quickly displayed. The production of these default layers and map should be done during the development of the system under this tender. However, REMPEC should in the future be given the possibility to redefine and update these default layers and map. These default layers and map should be displayable on REMPEC website and MEDESS-4MS user interface.

Personal vulnerability layers creation should be enabled through the adjustment of the weighing scale for each sub-layers (e.g. Natura 2000, Cetaceans, Seabirds, Seagrass, Coral, Sea Turtles and Monk seal).

Example of weighing scale for the user to set:

Cetaceans:

They will be added in the key of the map for direct adjustments by the user. Based on the new weight set by the user for the different criteria, each pixel will be readjusted through direct calculation to obtain new layers taking into account these chosen settings. A new and almost unique set of layers will be obtained.

As a result, a user-specific adjusted vulnerably map is obtained when applying his/her adjusted Weighting Factors to the Morphology, Environmental and Socio Economic vulnerability layers, following the same process indicated above.

To fasten the calculation and map production, the user should be invited to zoom in on the area of interest to define the area to be considered by the system for the production of the personalized layers. The contractor shall suggest depending on the technology and hardware available, the recommended coverage, etc.

The system should show a progression bar indicating the % and time remaining before the personalised layers are completed.

The user should be given the possibility to save the resulting layers to be uploaded on other GIS systems or on the system developed under this tender on REMPEC website and on MEDESS-4MS User Interface.

Compatibility – Export and import

The system should enable the users to add their own input files such as GIS layers to the map already displayed in the interface. A list should be provided regarding compatibility, requirements, and file formats handled by the interface for the data/layers to be added, an example is given in Table 1.

Tabl

e 1 Example of list of compatibility

When users add their own maps/layers, it should not hinder the display of existing maps, but should come added as a complementary layer instead.

All maps available in the system developed under this tender should be downloadable/exportable in different formats (to be specified, for instance as shown in Table2), to enable End-User to implement the maps in other software and visualization tools.

Table 2 Output list

The data within the system can be exported inter alia in the following formats .xls, .xlsx or .csv. The different formats possible for the user have to be listed for his/her information.

Language interface

The end-user interface will be available in the English. The system should give the possibility to REMPEC to add further languages for the data labels, maps names and relevant features of the system.

System administration

The system administrator should be able to maintain and update newly available information with standard computer skills.

A specific interface for system administration will be available. It will allow performing such tasks as: batch or manual update of data, management of users accounts (creation, modification, deletion, permissions). The system administrator will be able to create one national administrator user account per Contracting Party and one national consultative user account per country.

The account for system administration will be different from any other user account. System administration will always be performed internally at REMPEC. The system administrator may be physically more than one person.

A back-up system should enable REMPEC to reload previous datasets if deemed appropriate following any loss of data.

Hardware and hosting

Hosting of the system can be done either with a third party or using REMPEC's hardware.

Example of Data Feature details Compatible FormatsOil slick Polygon shape .shp

Map Possible outputsFrance Sensitivity Map .shp

.kmznetcdf

Bidders may propose either solution or both. Setup, licensing and maintenance costs shall be detailed in the bid. Procurement of software, hosting and maintenance services will be carried out directly by REMPEC under specifications agreed between REMPEC and the contractor. These costs must be included in the total price of the bid.

Possible solutions for internal hosting include respectively a server running Windows SBS 2008 (Dell Power Edge 2950 hosted inside REMPEC's premises) and co-located services.

Choice of software

There is no preferred type of software, and bidders may propose any choice of software for database any other software component of the system. For each component, the bid will provide information such as user-base, access to support, access to bug-reporting system, duration of the project, frequency of releases and, if applicable, details on the company or organisation owning or supporting the software. Any open source software can also be considered.

Limitations

Limitations for the server are to be determined, for instance as regard to bandwith bearing in mind:

the maximum number of users is probably going to average 100-odd users. 20 users surfing the interface at the same time will probably be the maximum for the

server to support.

4.2.2) Maintenance

This tender also covers the maintenance of the visualization service by the consultant for a two year duration after completion of the deliverable.

4.3 - Project Management

4.3.1

Responsible Body

The contract will be managed by REMPEC and the results will be discussed with the partners of the project MEDESS-4MS.

4.3.2

Management Structure

The Project Manager at REMPEC, M. Gabino Gonzalez, will be responsible of the supervision of the contract.

4.3.3

Facilities to be provided by REMPEC and/or other parties

No specific facilities are required to perform the tasks.

5. Logistics and Timing

5.1 – Location

The tasks will be performed at the Contractors/Consultant premises. Communication by phone and email will be privileged.

A one day meeting at REMPEC, preferably early February 2015, shall be scheduled by the Contractor to ensure that the concept of the system to be developed under this tender is well understood. The meeting will serve to both Parties to specify technical aspects of the system and can be the opportunity to submit the contract signed by the Contractor.

The cost of travel (flight, accommodation, etc…) of the Contractor representative(s) must be included in the total price of the bid.

5.2 - Commencement Date & Period of Execution

The intended commencement date is 2nd February 2015 and the period of execution of the contract will be 2 months from this date. The Contract will determine the actual commencement date and period of execution. The contact has to be implemented and the related invoices have to be issued before the end of the project on 31 March 2015.

6. Requirements

6.1 – Personnel

6.1.1

Other Experts

CVs for experts other than the key experts are not examined prior to the signature of the contract.

The Consultant shall select and hire other experts as required according to the profiles identified in the Organisation & Methodology. All experts must be independent and free from conflicts of interest in the responsibilities accorded to them.

The selection procedures used by the Consultant to select these other experts shall be transparent, and shall be based on pre-defined criteria, including professional qualifications, language skills and work experience. The findings of the selection panel shall be recorded. The selection of experts shall be subject to approval by REMPEC.

Note that civil servants and other staff of the Public Service of Malta cannot be recruited as experts. See sub-article 9.5 of the General Conditions.

6.1.2

Support Staff and Backstopping

The Consultant shall specify if Support staff will be needed to perform the task of the contract.

6.2 – Accommodation

No specific requirements are requested for the Office accommodation of the Consultant.

6.3 - Facilities to be provided by the Consultant

The Consultant shall ensure that experts are adequately supported and equipped. In particular it shall ensure that there is sufficient administrative, secretarial and interpreting provision to enable experts to concentrate on their primary responsibilities. It must also transfer funds as necessary to support its activities under the contract and to ensure that its employees are paid regularly and in a timely fashion.

If the Consultant is a consortium, the arrangements should allow for the maximum flexibility in project implementation. Arrangements offering each consortium partner a fixed percentage of the work to be undertaken under the contract should be avoided.

6.4 – Equipment

No equipment is to be purchased on behalf of REMPEC as part of this service contract or transferred to REMPEC at the end of this contract. The Consultant shall give details on software and tools used to perform the task.

7. Reports

7.1 - Reporting Requirements

A mission report, summarizing the outcome of the Meeting at REMPEC, shall be submitted by the Contractor to REMPEC within a week from the Meeting. The relative invoices, receipts and boarding passes shall be submitted together with the mission report for Project related administrative reasons.

Regular written exchanges between the contractor and REMPEC should be carried to ensure the adequate progress and completion of the project within the deadline defined in article 5.2 above.

7.2 - Submission & approval of the system

One (1) copy of the final report and the link to the final and operational online system must be submitted to the Project Manager by 31 March 2015. The progress report must be written in English. The Project Manager is responsible for approving the final report and the system developed under this tender.

8. Monitoring and Evaluation

8.1 - Definition of Indicators

The following evaluation grid gives an overview of the main element to be taken into account:

Criterion MaximumScore Possible

1. Proposed technical solution 25Technical overview 15

Technologies and products to be used 10

2. Functional coverage and implementation

25

Functional overview of the database/GIS

10

Graphic features 5

Output format and accessibility 10

3. Methodology 20

Project approach overview 4

Project management methodology 4

Project plan 4

Design methodology 4

Change and risk management 4

4. Team Composition 30

Project team overview 6

Roles and responsibilities 6

Team composition 12

Task assignments 6

TOTAL 100

VOLUME 3 SECTION 2 – TENDERER’S TECHNICAL OFFER (ORGANIZATION & METHODOLOGY)

To be completed by the tenderer

1. PROPOSED TECHNICAL SOLUTION AND FUNCTIONNAL COVERAGE AND IMPLEMENTATION

Any comments on the Terms of reference of importance for the successful execution of activities, in particular its objectives and expected results, thus demonstrating the degree of understanding of the contract. Any comments contradicting the Terms of reference or falling outside their scope will not form part of the final contract

Technical overview Technologies and products to be used Functional overview of the database, Graphic features, Output format and accessibility An opinion on the key issues related to the achievement of the contract objectives and

expected results An explanation of the risks and assumptions affecting the execution of the contract

2. METHODOLOGY AND TEAM COMPOSITION

An outline of the approach proposed for contract implementation A list of the proposed activities considered to be necessary to achieve the contract

objectives The related inputs and outputs In the case of a tender being submitted by a consortium, a description of the input

from each of the consortium partners and the distribution and interaction of tasks and responsibilities between them

A description of the support facilities (back-stopping) that the team of experts will have from the contractor during the execution of the contract

The timing, sequence and duration of the proposed activities, taking into account mobilisation time

The identification and timing of major milestones in execution of the contract, including an indication of how the achievement of these would be reflected in any reports, particularly those stipulated in the Terms of reference

VOLUME 4 - FINANCIAL BID

Global price for [description of service/s] as outlined in the Tender Document, Advert Number ........../.........:Description Price inclusive of

all taxes but excluding VAT

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(Option 1): The above amount must not be broken down further

OR

(Option 2): FINANCIAL BID BREAKDOWN

Item Description of Service

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GRAND TOTAL