SPECIFICATIONSNo tender by open 2010CE16BAT052"Services on the implementation of actionscommunication, publication and information in the field ofregional policy and cohesion of the European Union "
Lot 1: Design and production of information products, management of mailing listsLot 2: organization of eventsLot 3: Design, production and dissemination of audiovisualLot 4: stands1. Contract titleConclusion of four framework service contract on the realization of actions of communication, publishing and information in the field of regional policy and cohesion of the European UnionLot 1: Design and production of information products, management of mailing listsLot 2: organization of eventsLot 3: design, production and dissemination of audiovisualLot 4: standsThe contracting authority is the Directorate General for Regional Policy (DG REGIO). The framework contracts resulting from this tender may also be used by other DGs and services of the European Commission.2. OBJECTIVES AND CONTEXT OF THE MARKET2.1. ObjectiveThis tender is divided into four lots, is to conclude framework contracts with four companies that could assist the unit "communication, information and relations with third countries" of the Directorate General for Regional Policy ( DG REGIO) for consulting, design, monitoring of actions and the production of information products, as part of the action plan of DG REGIO. It also aims to assist the DG REGIO in the design, organization and implementation of various events such as exhibitions, stalls, entertainment, open houses and other events, located in the existing infrastructure and temporary outside, in tents, tent, etc..The services of DG REGIO remain masters of their respective activities, the purpose of this tender is to identify competent professionals and providers in the areas covered. No public official or task discretion will be delegated to the contractor. This tender is not to the provision of personnel to perform tasks within the public service.In service companies selected through this tender, the contractor may not, directly or indirectly, hold or acquire interests in nature or magnitude as might impair his independence in the performing the tasks assigned under the contract subject to this tender.2.2. ContextThe communication strategy and information from DG REGIO is to allow European citizens to better understand the mechanisms, results and impact of European regional policy. In the context of this framework contract, DG Regio wants to develop outreach activities and communications that relate to the principles and achievements of the cohesion policy, mainly regarding the European Regional Development Fund (ERDF) and the Cohesion Fund, but also to a lesser extent the pre-accession instrument or the solidarity fund. In the context of greater overall transparency, publicity and information are intended to increase awareness and knowledge of public programs and projects co-financed by the fund and to establish a coherent overall Member States. The actions of DG REGIO complement the communication activities of the Member States and regions.The legal provisions for regional policy and cohesion of the EU relating to the activities of information and communication are set up in 2013 in Article 69 of Regulation 1083/2006 treating the general rules of cohesion instruments of one hand, and Articles 2-10 of Regulation 1828/2006 which define the implementation on the other. These obligations and specific provisions should be viewed in light of the needs for transparency, as set out in the Financial Regulation of the Council imposing the publication of the list of beneficiaries of EU interventions managed jointly with Member States. The list of beneficiaries of the cohesion policy should be made public for each program. The information must contain the name of the recipient, the name of the operations and the amount of public funding for such operations.Thus, information and communication are integral to the process of implementation of regional policy and cohesion which adds further value to the quality of programs and projects in the field. This must be understood, emphasized and practiced by the national and regional authorities who are the beneficiaries, as well as by the Commission services. Therefore, it is important to evaluate and continuously improve the strategies and actions of information and communication related to the objectives of operational programs.Information activities and communication of DG REGIO main cover:• the websites of regional policy (Commissioner's website INFOREGIO, DG REGIO and platform RegioNetwork 2020);• information tools (news magazine Panorama, fact sheets, brochures, press releases, multimedia, video clips, photos, display boards, news in the form of Regioflash);• mailing lists;• conferences, seminars and exhibitions with the aim to share information with experts from the EU regional policy, but also to educate the general public;• networking and exchanging best practices in information programs and advertising of the member states and regions;• an information and documentation for the visitors.DG REGIO distinguishes the activities of communication and information targeted for the "informed public" and the "general public". DG REGIO must apply to both public and about 230,000 monthly users of its website. The public "informed" consists of:• management authorities such as regional and national ministries of Economy and Labour, or the organizations that manage EU structural funds;• other institutions and individuals involved, such as the EU institutions, the regional development agencies, social partners, non-governmental organizations active in civil society, members of monitoring committees, etc..;• multipliers such as information centers, the Europe Direct Centres, the Commission Representations and the European Parliament, the relays management authorities, etc..;• the academic world, including universities, researchers and students interested in developing EU regional, urban planners, economists, etc..The "general public" includes national and regional media, journalists in the field of economic and regional, local or "opinion leaders" concerned citizens such as teachers, members of political parties, youth, etc..Priorities and activities of information and communication are planned annually as part of the overall strategy of DG REGIO, which is to provide a coherent picture of the different actions. The Communication Plan 2011 of DG can be found at: http://ec.europa.eu/dgs/regional_policy/documentation/document_fr.htm.For 2011, DG REGIO employs 740 staff and operates together with the Member States with a budget of 38.4 billion euros. During 2007-2013, 270 billion euros will fund 334 programs of regional development.3. OBJECT OF THE3.1. Nature of the contractThe objective of this tender is to subscribe for each batch, one master contract with one contractor.The number of benefits and the precise timing of execution can not be defined in advance, DG Regional Policy intends to enter the market in the form of a framework agreement (model in Annex II). The Bidder represents and must accept it must take into account when preparing its bid.The framework contract is not an order but is intended only to establish the legal, financial, technical and administrative governing relations between the Contracting Parties during the term of the contract. The services requested by DG REGIO will be a purchase order or contract (depending on the model attached in Annex III) which will specify the conditions of performance, price (according to the price schedule contract) completion dates, location, etc..The signing of the framework agreement does not bind the DG REGIO to enter commands and does not confer any exclusivity to the contractor for services covered by the framework agreement. DG REGIO reserves the right at any time during the term of the framework agreement, not to place orders without it being liable for any compensation.The implementation of a framework agreement, however, is subject to the condition precedent relating to funding decisions from the Commission on the budget for such technical assistance from the ERDF and the Cohesion Fund for 2011/2014.3.2. Distribution packagesGiven the multiplicity of services, it was decided to provide several lots. Bidders are free to submit tenders for one or more lots. Batch, all tasks must be guaranteed. In case the bidder submits a bid for several lots, a separate tender, including technical and financial offers must be submitted for each lot. The bid for some of the services subject to a lot is excluded and will disqualify the offer.3.3. Timing and duration, deliverables, rather than achievingThe framework contract will be signed at the end of this call will last one year from the date of signature by the last contracting party. It will be renewed three times by tacit agreement unless either party notifies the other party of its intention not to renew the framework contract and if such notification is received by the recipient three months before the expiry of the framework agreement.The shares subject to this tender will occur especially in Brussels and in general in the 27 Member States of the European Union, but they can also occur outside the territory of the Union, especially in candidate countries for accession, or, exceptionally, in more distant countries with which the DG REGIO is in contact (such as China or Brazil).3.4. Technical specificationsThe technical specifications for each of the four lots are described in Appendix I.The following provisions apply to all four of these lots:3.4.1. Orders, deliverables, cost estimates and monitoringThe Commission will follow the procedure outlined below to send commands and monitor:a) It shall appoint from among its staff, a contract manager who, with the exception of Head of Unit, will be the only reference person authorized to give work instructions. The contract manager will discuss the appropriateness of a specific task within DG REGIO and, where appropriate, with the contractor.The contractor will, in turn, also designate a contact person responsible for the coherence of the overall approach and products offered. This will be the contact point vis-à-vis the Commission and act as interlocutor in all areas. The cost of the benefits of this contact is included in each deliverable as defined in the price schedule.b) Based on this initial discussion, DG REGIO will prepare a written demand for services it will provide to the contractor.c) This will form the basis of the estimate of the contractor. This estimate must be submitted no later than one week after the request for services, except in emergencies specified in the request. It consists of a detailed description of services requested, together with an estimate of costs, staff time and equipment necessary for the performance of those services requested. It also provides for the delivery and for lot 4 (stands) the date of installation / removal. The estimate will thus be a declaration of commitment on the methodology, costs and quality level in accordance with the demand for services. It may contain other information relating to the modalities of communication and consultation as well as arrangements for the unexpected. The cost estimate will be based, except for ad hoc services, the price schedule as annexed to the contract, he will take the form and amounts, without modifying them.d) The estimate, once approved by the Commission, will be used to establish a purchase order or contract which will be the sole authorization of works. The purchase order / contract is made in principle to the addition of deliverables as set out in the price schedule or offer services for ad hoc. The order form / contract signed by the Commission will be sent to the contractor for signature. This must sign at least 8 days after the mailing by the Commission. It will only be valid until the date of signature by the last contracting party.e) When the Contractor returns the order form / contract signed, he adds, if the bill for pre-financing of 30%, indicating the reference numbers of the framework agreement and the order concerned (see point 10.1).If significant changes were shown by the nature of work, work schedule or cost estimate, it will be necessary to provide an additional purchase order (using the same procedures as the first order).The delivery of each specific command, which depend on the size and urgency of the product will be agreed when sending the request for services by DG REGIO and confirmed by the Contractor in the submission of the quotation and the detailed description of benefits. In general, the time will make delivery under normal conditions. However, the contractor should be aware that sometimes occurs in circumstances of faster delivery is required. The agreed time will be confirmed in the order issued for this benefit. The contractor shall deliver the delivery on time and as required. If a delivery location is not specified, delivery will be on the premises of DG REGIO in Brussels.f) Once the delivery is completed and the product / service delivered, the contractor will submit to the Commission proof of delivery which will then be signed by the Commission as proof of receipt for each product delivered. The contractor will also submit the final technical report. The Commission has a period of thirty days from receipt to approve or reject the report, and the Contractor shall have ten days to submit additional information or a new report.g) The contractor may then send the final invoice for payment of the balance (see item 10.3). In case of long lead times (more than 3 months), an interim bill may eventually be introduced, however, subject to approval by the Commission on progress (see Section 11.2).h) The contract manager may conduct a six-monthly review of services provided pursuant to purchase orders or contracts. There will be an annual assessment to check how the contractor has fulfilled its tasks on the basis of orders, tasks and controls half.3.4.2. Price schedule of deliverables and standard procedure for non-current availableEach lot has a Schedule "Price schedule" that the bidder should use in its offer. The space must provide unit prices for each deliverable or service as set out in this note. These unit prices are fixed and include all costs and expenses. Prices are available prices including all the tasks (including the preparation of specifications and reports) for their implementation, they include all costs (project management, coordination, quality control, staff training Contracting support resources, visa fees, cell phone, etc.). and all expenses (company management, secretarial, travel to the main place of performance tasks (Brussels), social security, salaries , etc.). directly or indirectly incurred by the contractor in providing services as may be assigned.The price schedules indicate most of the tasks that the contractor will have to do. However, the number of posts and the list of unit prices contained in the price list is not exhaustive. The Commission may request the contractor products and / or services. In this case, the goods and services whose unit price is not required in the bill will be prospecting market. These relate in particular goods and services for which it is not possible to provide a price because of market fluctuations and the nature of the expense. This could include for example: multimedia rental fees, catering, decoration costs of a stand with plants, cost of renting a tent, cost of renting a space for mounting an exhibition stand, or Another task of support, etc..The attention is drawn to the fact that the sole purpose of the price schedule is to determine the financial arrangements for the contract and to establish an equitable and nondiscriminatory for the comparison of financial bids. This price list can not in any way be construed as a commitment from the Commission to conclude the purchase orders / contracts for specific services and benefits related and can give rise to any right or legitimate expectation in the of the contractor.3.4.3. SimulationsFor lots 1 and 3, simulations / case studies were developed. The Bidder will describe the proposed approach to achieve the objective described while defining the budget he proposes to allocate. The budget must be based exclusively on rates provided in the price schedule. The proposed approach for each simulation / case study must demonstrate concrete quality, creativity and profitability of the offer. The bidder can demonstrate its competence, the quality of its management and allocation of human resources. The bidder's response will be evaluated in a qualitative award criteria (see Section 13.3.1).3.4.4. CopyrightIt should refer to Article II.8 of the framework contract in Annex II (ownership of the results - intellectual and industrial property).The copyright for all text, copy and images submitted to DG REGIO belong to the European Union and their authorized agents who reserve the right to publish, modify (by the contractor or otherwise) or delete texts at any time. For this purpose, and without prejudice to general rules of copyright apply, the contractor shall deliver all products free of copyright. In this regard, the contractor is solely responsible for damages resulting from breach of copyright or any form of intellectual property rights as a result of the publication by the Commission / product (s) pound (s) .If the contractor uses for the purposes of the contract, textual or artistic material whose rights belong to third parties, it is their sole responsibility to take the necessary steps to obtain from the rights holders or their representatives Legal unlimited right to include print, publish and sell the equipment for the duration of legal protection of rights, in whole or in part in all editions, in any form and on whatever medium, and in all languages and, for the European Commission itself, the right to authorize, in turn, reproduction or translation.3.4.5. Life cycle and environmentalGiven the importance of environmental issues associated with services covered by these lots, the contractor should pay particular attention to this and ensure that the life cycle is as "green" as possible. Among the possible measures for this purpose include, for example, the use of materials and components safe / environmentally friendly facilities of exposure, gimmicks or publications, reusing or recycling materials exposure The choice of a suitable type of ink for printing posters and publications, the sorting of waste, environmentally sustainable transport personnel and equipment, use of recycled paper, printing double-sided the principles of sustainability in food (using local, organic and fair trade, vegetarian selection, recyclable packaging, etc.).. This list is not exhaustive.Procurement Guide "green" can be found on the website of DG Environment at the following address: http://ec.europa.eu/environment/gpp/index_en.htm3.4.6. Lump sumIf the work does not meet the terms and quality standards prescribed by the order / contract, it may be refused. If the contractor fails to perform its contractual obligations in accordance with the Contract, the Commission may - without prejudice to its right to terminate the Contract - reduce or recover payments in proportion to the failure. The Commission will apply, in addition, penalties or damages, as provided below (see Article I.11 of the contract scope of services included in Annex II).3.4.6.1. Delivery delaysIn case of delay in the delivery of a product or performing a service, as defined by default in the technical specifications and / or as agreed before work begins, the lump sum (I) is calculated using the following formula:I = V x R100where V is the total value of the order concerned (all the services, without exception) and R is the coefficient resulting from the number of working days in arrears from the date set by default in the technical specifications or agreed upon before the start work and calculated according to the geometric progression below:R = 0.2 x J x (1.03) (J-1)where J is the number of days late. The values of R are listed in the table below.
Delay in days value of the coefficient R Delay in days value of the coefficient R Delay in days value of the coefficient R1 0.2 13 3.7 25 10.22 0.4 14 4.1 26 10.93 0.6 15 4.5 27 11.64 0.9 16 5.0 28 12.45 1.1 17 5.5 29 13.36 1.4 18 6.0 30 14.17 1.7 19 6.5 31 15.08 2.0 20 7.0 32 16.09 2.3 21 7.6 33 17.010 2.6 22 8.2 34 18.011 3.0 23 8.8 35 19.112 3.3 24 9.5 36 20.03.4.6.2. Non-acceptance of deliverablesIn case of obvious errors or poor quality of deliverables (publications, video, panel, etc..), The costs of correcting these errors, the provision of new events to the reprint and redistribution, etc. . shall be borne exclusively by the contractor.If damage were to be found on products (stands, etc..), These products must be replaced. Related costs will be borne exclusively by the contractor.4. MARKET PARTICIPATIONParticipation in the competition is open on equal terms to all natural or legal persons within the scope of the Treaties and to all natural and legal persons of a third country which has concluded with the Communities a specific agreement in the public procurement, as provided by this agreement.In the event that the Multilateral Agreement on Government Procurement concluded within the World Trade Organisation applies, the markets are also open to nationals of states that have ratified the agreement, as provided for therein.Bidders indicate in which State they have their headquarters or domicile and present the corresponding documents in accordance with national legislation.The offer may involve several service providers, they can choose from:- Making a bid as a consortium, all providers must then be considered as tenderers and, if their bid wins the contract, as contractors (in this case, one of the bidders must be put forward as coordinator to ensure, if the offer is accepted, contract management);- Making a joint bid, all providers must then be considered as tenderers and, if their bid wins the contract, as contractors (in this case, one of the bidders must be put forward as coordinator to ensure, if the tender is accepted, contract management);- Make a bid in the name of one tenderer (the latter being, if the bid is successful the market, the sole contractor), other service providers then being regarded as subcontractors.It should be noted that if the bid is submitted by a consortium, its composition can not be changed for the duration of validity of the offer once it shed.Whichever type of bid (joint bid / consortium or bid in the name of one tenderer), the (or) bidder (s) must (Fri) t stipulate the role, qualifications and experience of each service provider and, where appropriate, the means of control exist between them.4.1. ConsortiumThe consortium selected may be required to adopt a particular legal form once the contract has been awarded if the change is necessary for the proper performance of the contract. Any group of economic operators to designate a party responsible for the receipt and processing of payments for members of the grouping, the administrative management of the service and coordination. The documents required and listed in points 13.1 and 13.2 of the specifications must be provided by each member. In any case, such offers will be treated the same way as any other type of tender, each being assessed on its own merits against the criteria and evaluation process established in the specifications . Each member of the group is jointly and severally liable to the Commission.4.2. GroupsBids can be submitted by groupings of service providers that are not required to adopt a legal form prior to the contract being awarded, but may be required after award. However, a consortium must designate a party responsible for the receipt and processing of payments for members of the grouping, service management and coordination. The documents required and listed in paragraph 13.1 and 13.2 below must be provided by each member. Each member of the group is jointly and severally liable to the Commission.4.3. SubcontractingThe contractor may make use of subcontractors, or to provide specific expertise or to meet unexpected increases and exceptional workload.The contractor will handle all legal and financial responsibility vis-à-vis the DG REGIO for all services, including those of (of) subcontractor (s). Among the selection criteria (see section 13.2), we note that particular attention be given to the approach proposed by the contractor for the management of its subcontractors.
Bidders must indicate the maximum percentage they want to outsource, to mention the types of work they intend to subcontract and the names of companies with which they plan to work. The contractor will of course be responsible for the quality of the work of its subcontractors. Interventions subcontractors do not affect the contractor's responsibility vis-à-vis the Commission. In case of intervention of new subcontractors during the contract, the contractor will obtain the prior approval of the Commission, in accordance with Article II.13 of the framework service contract.In addition to the documents concerning the exclusion criteria and selection in accordance with paragraphs 13.1 and 13.2, each subcontractor shall furnish the following documents:- A document prepared by the bidder clearly defining the identity, roles, activities and responsibilities of the sub-contractors and specifying the volume or proportion of tasks that will be up to each subcontractor;
5.
6.
7.
8.
9.
10. PRICE
11.11.1.
11.2.
11.3.
12.
13.13.1.13.1.1.
13.1.2.
13.2.13.2.1.
13.2.2.
13.2.3.
13.3.
13.3.2.
13.3.3.
14.
ANNEXESI. Technical specifications
II.III. A.
IV.V.VI.VII.VIII.
A.
1.2.3.4.5.6.7.8.
Quality
B.1.
1.1.1.1.1.
1.1.2.
1.1.3.
1.1.4.
1.2.
2.
2.2.
3.
3.1.3.1.1.
3.2.
4.
4.1.4.1.1.
4.2.
5.
5.1.1.
5.1.2.
5.2.
6.
Lot 1: Design and production of information products, management of mailing listsLot 2: organization of eventsLot 3: Design, production and dissemination of audiovisualLot 4: stands1. Contract titleConclusion of four framework service contract on the realization of actions of communication, publishing and information in the field of regional policy and cohesion of the European UnionLot 1: Design and production of information products, management of mailing listsLot 2: organization of eventsLot 3: design, production and dissemination of audiovisualLot 4: standsThe contracting authority is the Directorate General for Regional Policy (DG REGIO). The framework contracts resulting from this tender may also be used by other DGs and services of the European Commission.2. OBJECTIVES AND CONTEXT OF THE MARKET2.1. ObjectiveThis tender is divided into four lots, is to conclude framework contracts with four companies that could assist the unit "communication, information and relations with third countries" of the Directorate General for Regional Policy ( DG REGIO) for consulting, design, monitoring of actions and the production of information products, as part of the action plan of DG REGIO. It also aims to assist the DG REGIO in the design, organization and implementation of various events such as exhibitions, stalls, entertainment, open houses and other events, located in the existing infrastructure and temporary outside, in tents, tent, etc..The services of DG REGIO remain masters of their respective activities, the purpose of this tender is to identify competent professionals and providers in the areas covered. No public official or task discretion will be delegated to the contractor. This tender is not to the provision of personnel to perform tasks within the public service.In service companies selected through this tender, the contractor may not, directly or indirectly, hold or acquire interests in nature or magnitude as might impair his independence in the performing the tasks assigned under the contract subject to this tender.2.2. ContextThe communication strategy and information from DG REGIO is to allow European citizens to better understand the mechanisms, results and impact of European regional policy. In the context of this framework contract, DG Regio wants to develop outreach activities and communications that relate to the principles and achievements of the cohesion policy, mainly regarding the European Regional Development Fund (ERDF) and the Cohesion Fund, but also to a lesser extent the pre-accession instrument or the solidarity fund. In the context of greater overall transparency, publicity and information are intended to increase awareness and knowledge of public programs and projects co-financed by the fund and to establish a coherent overall Member States. The actions of DG REGIO complement the communication activities of the Member States and regions.The legal provisions for regional policy and cohesion of the EU relating to the activities of information and communication are set up in 2013 in Article 69 of Regulation 1083/2006 treating the general rules of cohesion instruments of one hand, and Articles 2-10 of Regulation 1828/2006 which define the implementation on the other. These obligations and specific provisions should be viewed in light of the needs for transparency, as set out in the Financial Regulation of the Council imposing the publication of the list of beneficiaries of EU interventions managed jointly with Member States. The list of beneficiaries of the cohesion policy should be made public for each program. The information must contain the name of the recipient, the name of the operations and the amount of public funding for such operations.Thus, information and communication are integral to the process of implementation of regional policy and cohesion which adds further value to the quality of programs and projects in the field. This must be understood, emphasized and practiced by the national and regional authorities who are the beneficiaries, as well as by the Commission services. Therefore, it is important to evaluate and continuously improve the strategies and actions of information and communication related to the objectives of operational programs.Information activities and communication of DG REGIO main cover:• the websites of regional policy (Commissioner's website INFOREGIO, DG REGIO and platform RegioNetwork 2020);• information tools (news magazine Panorama, fact sheets, brochures, press releases, multimedia, video clips, photos, display boards, news in the form of Regioflash);• mailing lists;• conferences, seminars and exhibitions with the aim to share information with experts from the EU regional policy, but also to educate the general public;• networking and exchanging best practices in information programs and advertising of the member states and regions;• an information and documentation for the visitors.DG REGIO distinguishes the activities of communication and information targeted for the "informed public" and the "general public". DG REGIO must apply to both public and about 230,000 monthly users of its website. The public "informed" consists of:• management authorities such as regional and national ministries of Economy and Labour, or the organizations that manage EU structural funds;• other institutions and individuals involved, such as the EU institutions, the regional development agencies, social partners, non-governmental organizations active in civil society, members of monitoring committees, etc..;• multipliers such as information centers, the Europe Direct Centres, the Commission Representations and the European Parliament, the relays management authorities, etc..;• the academic world, including universities, researchers and students interested in developing EU regional, urban planners, economists, etc..The "general public" includes national and regional media, journalists in the field of economic and regional, local or "opinion leaders" concerned citizens such as teachers, members of political parties, youth, etc..Priorities and activities of information and communication are planned annually as part of the overall strategy of DG REGIO, which is to provide a coherent picture of the different actions. The Communication Plan 2011 of DG can be found at: http://ec.europa.eu/dgs/regional_policy/documentation/document_fr.htm.For 2011, DG REGIO employs 740 staff and operates together with the Member States with a budget of 38.4 billion euros. During 2007-2013, 270 billion euros will fund 334 programs of regional development.3. OBJECT OF THE3.1. Nature of the contractThe objective of this tender is to subscribe for each batch, one master contract with one contractor.The number of benefits and the precise timing of execution can not be defined in advance, DG Regional Policy intends to enter the market in the form of a framework agreement (model in Annex II). The Bidder represents and must accept it must take into account when preparing its bid.The framework contract is not an order but is intended only to establish the legal, financial, technical and administrative governing relations between the Contracting Parties during the term of the contract. The services requested by DG REGIO will be a purchase order or contract (depending on the model attached in Annex III) which will specify the conditions of performance, price (according to the price schedule contract) completion dates, location, etc..The signing of the framework agreement does not bind the DG REGIO to enter commands and does not confer any exclusivity to the contractor for services covered by the framework agreement. DG REGIO reserves the right at any time during the term of the framework agreement, not to place orders without it being liable for any compensation.The implementation of a framework agreement, however, is subject to the condition precedent relating to funding decisions from the Commission on the budget for such technical assistance from the ERDF and the Cohesion Fund for 2011/2014.3.2. Distribution packagesGiven the multiplicity of services, it was decided to provide several lots. Bidders are free to submit tenders for one or more lots. Batch, all tasks must be guaranteed. In case the bidder submits a bid for several lots, a separate tender, including technical and financial offers must be submitted for each lot. The bid for some of the services subject to a lot is excluded and will disqualify the offer.3.3. Timing and duration, deliverables, rather than achievingThe framework contract will be signed at the end of this call will last one year from the date of signature by the last contracting party. It will be renewed three times by tacit agreement unless either party notifies the other party of its intention not to renew the framework contract and if such notification is received by the recipient three months before the expiry of the framework agreement.The shares subject to this tender will occur especially in Brussels and in general in the 27 Member States of the European Union, but they can also occur outside the territory of the Union, especially in candidate countries for accession, or, exceptionally, in more distant countries with which the DG REGIO is in contact (such as China or Brazil).3.4. Technical specificationsThe technical specifications for each of the four lots are described in Appendix I.The following provisions apply to all four of these lots:3.4.1. Orders, deliverables, cost estimates and monitoringThe Commission will follow the procedure outlined below to send commands and monitor:a) It shall appoint from among its staff, a contract manager who, with the exception of Head of Unit, will be the only reference person authorized to give work instructions. The contract manager will discuss the appropriateness of a specific task within DG REGIO and, where appropriate, with the contractor.The contractor will, in turn, also designate a contact person responsible for the coherence of the overall approach and products offered. This will be the contact point vis-à-vis the Commission and act as interlocutor in all areas. The cost of the benefits of this contact is included in each deliverable as defined in the price schedule.b) Based on this initial discussion, DG REGIO will prepare a written demand for services it will provide to the contractor.c) This will form the basis of the estimate of the contractor. This estimate must be submitted no later than one week after the request for services, except in emergencies specified in the request. It consists of a detailed description of services requested, together with an estimate of costs, staff time and equipment necessary for the performance of those services requested. It also provides for the delivery and for lot 4 (stands) the date of installation / removal. The estimate will thus be a declaration of commitment on the methodology, costs and quality level in accordance with the demand for services. It may contain other information relating to the modalities of communication and consultation as well as arrangements for the unexpected. The cost estimate will be based, except for ad hoc services, the price schedule as annexed to the contract, he will take the form and amounts, without modifying them.d) The estimate, once approved by the Commission, will be used to establish a purchase order or contract which will be the sole authorization of works. The purchase order / contract is made in principle to the addition of deliverables as set out in the price schedule or offer services for ad hoc. The order form / contract signed by the Commission will be sent to the contractor for signature. This must sign at least 8 days after the mailing by the Commission. It will only be valid until the date of signature by the last contracting party.e) When the Contractor returns the order form / contract signed, he adds, if the bill for pre-financing of 30%, indicating the reference numbers of the framework agreement and the order concerned (see point 10.1).If significant changes were shown by the nature of work, work schedule or cost estimate, it will be necessary to provide an additional purchase order (using the same procedures as the first order).The delivery of each specific command, which depend on the size and urgency of the product will be agreed when sending the request for services by DG REGIO and confirmed by the Contractor in the submission of the quotation and the detailed description of benefits. In general, the time will make delivery under normal conditions. However, the contractor should be aware that sometimes occurs in circumstances of faster delivery is required. The agreed time will be confirmed in the order issued for this benefit. The contractor shall deliver the delivery on time and as required. If a delivery location is not specified, delivery will be on the premises of DG REGIO in Brussels.f) Once the delivery is completed and the product / service delivered, the contractor will submit to the Commission proof of delivery which will then be signed by the Commission as proof of receipt for each product delivered. The contractor will also submit the final technical report. The Commission has a period of thirty days from receipt to approve or reject the report, and the Contractor shall have ten days to submit additional information or a new report.g) The contractor may then send the final invoice for payment of the balance (see item 10.3). In case of long lead times (more than 3 months), an interim bill may eventually be introduced, however, subject to approval by the Commission on progress (see Section 11.2).h) The contract manager may conduct a six-monthly review of services provided pursuant to purchase orders or contracts. There will be an annual assessment to check how the contractor has fulfilled its tasks on the basis of orders, tasks and controls half.3.4.2. Price schedule of deliverables and standard procedure for non-current availableEach lot has a Schedule "Price schedule" that the bidder should use in its offer. The space must provide unit prices for each deliverable or service as set out in this note. These unit prices are fixed and include all costs and expenses. Prices are available prices including all the tasks (including the preparation of specifications and reports) for their implementation, they include all costs (project management, coordination, quality control, staff training Contracting support resources, visa fees, cell phone, etc.). and all expenses (company management, secretarial, travel to the main place of performance tasks (Brussels), social security, salaries , etc.). directly or indirectly incurred by the contractor in providing services as may be assigned.The price schedules indicate most of the tasks that the contractor will have to do. However, the number of posts and the list of unit prices contained in the price list is not exhaustive. The Commission may request the contractor products and / or services. In this case, the goods and services whose unit price is not required in the bill will be prospecting market. These relate in particular goods and services for which it is not possible to provide a price because of market fluctuations and the nature of the expense. This could include for example: multimedia rental fees, catering, decoration costs of a stand with plants, cost of renting a tent, cost of renting a space for mounting an exhibition stand, or Another task of support, etc..The attention is drawn to the fact that the sole purpose of the price schedule is to determine the financial arrangements for the contract and to establish an equitable and nondiscriminatory for the comparison of financial bids. This price list can not in any way be construed as a commitment from the Commission to conclude the purchase orders / contracts for specific services and benefits related and can give rise to any right or legitimate expectation in the of the contractor.3.4.3. SimulationsFor lots 1 and 3, simulations / case studies were developed. The Bidder will describe the proposed approach to achieve the objective described while defining the budget he proposes to allocate. The budget must be based exclusively on rates provided in the price schedule. The proposed approach for each simulation / case study must demonstrate concrete quality, creativity and profitability of the offer. The bidder can demonstrate its competence, the quality of its management and allocation of human resources. The bidder's response will be evaluated in a qualitative award criteria (see Section 13.3.1).3.4.4. CopyrightIt should refer to Article II.8 of the framework contract in Annex II (ownership of the results - intellectual and industrial property).The copyright for all text, copy and images submitted to DG REGIO belong to the European Union and their authorized agents who reserve the right to publish, modify (by the contractor or otherwise) or delete texts at any time. For this purpose, and without prejudice to general rules of copyright apply, the contractor shall deliver all products free of copyright. In this regard, the contractor is solely responsible for damages resulting from breach of copyright or any form of intellectual property rights as a result of the publication by the Commission / product (s) pound (s) .If the contractor uses for the purposes of the contract, textual or artistic material whose rights belong to third parties, it is their sole responsibility to take the necessary steps to obtain from the rights holders or their representatives Legal unlimited right to include print, publish and sell the equipment for the duration of legal protection of rights, in whole or in part in all editions, in any form and on whatever medium, and in all languages and, for the European Commission itself, the right to authorize, in turn, reproduction or translation.3.4.5. Life cycle and environmentalGiven the importance of environmental issues associated with services covered by these lots, the contractor should pay particular attention to this and ensure that the life cycle is as "green" as possible. Among the possible measures for this purpose include, for example, the use of materials and components safe / environmentally friendly facilities of exposure, gimmicks or publications, reusing or recycling materials exposure The choice of a suitable type of ink for printing posters and publications, the sorting of waste, environmentally sustainable transport personnel and equipment, use of recycled paper, printing double-sided the principles of sustainability in food (using local, organic and fair trade, vegetarian selection, recyclable packaging, etc.).. This list is not exhaustive.Procurement Guide "green" can be found on the website of DG Environment at the following address: http://ec.europa.eu/environment/gpp/index_en.htm3.4.6. Lump sumIf the work does not meet the terms and quality standards prescribed by the order / contract, it may be refused. If the contractor fails to perform its contractual obligations in accordance with the Contract, the Commission may - without prejudice to its right to terminate the Contract - reduce or recover payments in proportion to the failure. The Commission will apply, in addition, penalties or damages, as provided below (see Article I.11 of the contract scope of services included in Annex II).3.4.6.1. Delivery delaysIn case of delay in the delivery of a product or performing a service, as defined by default in the technical specifications and / or as agreed before work begins, the lump sum (I) is calculated using the following formula:I = V x R100where V is the total value of the order concerned (all the services, without exception) and R is the coefficient resulting from the number of working days in arrears from the date set by default in the technical specifications or agreed upon before the start work and calculated according to the geometric progression below:R = 0.2 x J x (1.03) (J-1)where J is the number of days late. The values of R are listed in the table below.
Delay in days value of the coefficient R Delay in days value of the coefficient R Delay in days value of the coefficient R1 0.2 13 3.7 25 10.22 0.4 14 4.1 26 10.93 0.6 15 4.5 27 11.64 0.9 16 5.0 28 12.45 1.1 17 5.5 29 13.36 1.4 18 6.0 30 14.17 1.7 19 6.5 31 15.08 2.0 20 7.0 32 16.09 2.3 21 7.6 33 17.010 2.6 22 8.2 34 18.011 3.0 23 8.8 35 19.112 3.3 24 9.5 36 20.03.4.6.2. Non-acceptance of deliverablesIn case of obvious errors or poor quality of deliverables (publications, video, panel, etc..), The costs of correcting these errors, the provision of new events to the reprint and redistribution, etc. . shall be borne exclusively by the contractor.If damage were to be found on products (stands, etc..), These products must be replaced. Related costs will be borne exclusively by the contractor.4. MARKET PARTICIPATIONParticipation in the competition is open on equal terms to all natural or legal persons within the scope of the Treaties and to all natural and legal persons of a third country which has concluded with the Communities a specific agreement in the public procurement, as provided by this agreement.In the event that the Multilateral Agreement on Government Procurement concluded within the World Trade Organisation applies, the markets are also open to nationals of states that have ratified the agreement, as provided for therein.Bidders indicate in which State they have their headquarters or domicile and present the corresponding documents in accordance with national legislation.The offer may involve several service providers, they can choose from:- Making a bid as a consortium, all providers must then be considered as tenderers and, if their bid wins the contract, as contractors (in this case, one of the bidders must be put forward as coordinator to ensure, if the offer is accepted, contract management);- Making a joint bid, all providers must then be considered as tenderers and, if their bid wins the contract, as contractors (in this case, one of the bidders must be put forward as coordinator to ensure, if the tender is accepted, contract management);- Make a bid in the name of one tenderer (the latter being, if the bid is successful the market, the sole contractor), other service providers then being regarded as subcontractors.It should be noted that if the bid is submitted by a consortium, its composition can not be changed for the duration of validity of the offer once it shed.Whichever type of bid (joint bid / consortium or bid in the name of one tenderer), the (or) bidder (s) must (Fri) t stipulate the role, qualifications and experience of each service provider and, where appropriate, the means of control exist between them.4.1. ConsortiumThe consortium selected may be required to adopt a particular legal form once the contract has been awarded if the change is necessary for the proper performance of the contract. Any group of economic operators to designate a party responsible for the receipt and processing of payments for members of the grouping, the administrative management of the service and coordination. The documents required and listed in points 13.1 and 13.2 of the specifications must be provided by each member. In any case, such offers will be treated the same way as any other type of tender, each being assessed on its own merits against the criteria and evaluation process established in the specifications . Each member of the group is jointly and severally liable to the Commission.4.2. GroupsBids can be submitted by groupings of service providers that are not required to adopt a legal form prior to the contract being awarded, but may be required after award. However, a consortium must designate a party responsible for the receipt and processing of payments for members of the grouping, service management and coordination. The documents required and listed in paragraph 13.1 and 13.2 below must be provided by each member. Each member of the group is jointly and severally liable to the Commission.4.3. SubcontractingThe contractor may make use of subcontractors, or to provide specific expertise or to meet unexpected increases and exceptional workload.The contractor will handle all legal and financial responsibility vis-à-vis the DG REGIO for all services, including those of (of) subcontractor (s). Among the selection criteria (see section 13.2), we note that particular attention be given to the approach proposed by the contractor for the management of its subcontractors.
Bidders must indicate the maximum percentage they want to outsource, to mention the types of work they intend to subcontract and the names of companies with which they plan to work. The contractor will of course be responsible for the quality of the work of its subcontractors. Interventions subcontractors do not affect the contractor's responsibility vis-à-vis the Commission. In case of intervention of new subcontractors during the contract, the contractor will obtain the prior approval of the Commission, in accordance with Article II.13 of the framework service contract.In addition to the documents concerning the exclusion criteria and selection in accordance with paragraphs 13.1 and 13.2, each subcontractor shall furnish the following documents:- A document prepared by the bidder clearly defining the identity, roles, activities and responsibilities of the sub-contractors and specifying the volume or proportion of tasks that will be up to each subcontractor;
5.
6.
7.
8.
9.
10. PRICE
11.11.1.
11.2.
11.3.
12.
13.13.1.13.1.1.
13.1.2.
13.2.13.2.1.
13.2.2.
13.2.3.
13.3.
13.3.2.
13.3.3.
14.
ANNEXESI. Technical specifications
II.III. A.
IV.V.VI.VII.VIII.
A.
1.2.3.4.5.6.7.8.
Quality
B.1.
1.1.1.1.1.
1.1.2.
1.1.3.
1.1.4.
1.2.
2.
2.2.
3.
3.1.3.1.1.
3.2.
4.
4.1.4.1.1.
4.2.
5.
5.1.1.
5.1.2.
5.2.
6.
Aucun commentaire:
Enregistrer un commentaire