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Questions and Answers

Call reference: EAC/27/2015

Title: Framework contracts for services and supplies in support

of communication activities in the fields of education,

culture, youth and sport

Version: 11 of 28/06/2016

Question 1: • Lot 2 case studies – Section 3.2 on page 13 of the

tender specifications states that: “The tenderer shall provide

a specific technical and financial proposal for all case studies

listed for the Lot for which he is tendering, simulating a

specific offer submitted in response to an official request for

services/supplies.” On the other hand, the qualitative criteria

for Lot 2 include (on page 17) the “quality and impact of the

dummy” and the “quality of the translation”. Since neither

dummies nor translation would normally form part of a

specific offer, could you please clarify exactly what should be

included in each of the tenderers’ case studies?

• Case study 1/2 for Lot 2 – Under section 1.5

Deliverables, please confirm our understanding that the last

bullet point should read "the synopsis of 1 video clip".

Answer In order to evaluate the tenderers on the same basis, the

Commission is asking for different deliverables of a hypothetical

project defined in the concerned case study.

The Commission will be able to evaluate the level of creativity and

the technical skills on concrete samples, mock-ups (=dummies) of

the project.

The tenderer must provide all the deliverables required for the case

study n° 1/2 of Lot 2, i.e.:

- a short presentation of the graphic line (2 pages maximum)

- the cover/back cover + 6 inside pages (3 spreads) of the brochure

- translation of a spread of text in FR and in DE

- the Erasmus multilingual birthday poster

- a mock-up of 2 roll-ups: a roll-up with all ambassadors and a roll-

up with the 2 national ambassadors

- the synopsis and 1 video clip.

Questions and Answers Call reference: EAC/27/2015 Title: Framework contracts for services and supplies in support of communication activities in the fields of education, culture, youth and sport

June 2016

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Case Study n° 1/2 of Lot 2 requires tenderers to provide "the

synopsis and 1 video clip". Tenderers are asked to provide the

synopsis (= summary) and the story board of a hypothetical video

clip of approximately 90 seconds illustrating the Erasmus+

programme, together with at least 1 example of the tenderer's

recent video production which can illustrate the quality of his work.

Question 2: • The qualitative criteria for Lot 2 related to the quality of the

technical proposals for the case studies refer to the “quality and

impact of the dummy”. What dummy specifically is this referring to?

• Lot 2 case study 1 lists a number of deliverables in section

1.5. Is our understanding correct that this refers to the deliverables

that tenderers are expected to include as part of their response?

• The Lot 2 case study 1 list of deliverables includes “the

synopsis and 1 video clip”. What precisely do you mean by synopsis?

And do you expect tenderers to produce a video clip as part of their

response, or is this a clerical error and should instead read “the

synopsis for 1 video clip”?

• For Case study 2 of Lot 2, is our understanding correct that

tenderers are not expected to include any mock-ups, drafts or

storyboards as part of their response?

Answer Concerning the deliverables required by case study 1/2 of Lot 2,

please see the answer given to Question 1.

Concerning the case study n° 2/2 for lot 2, the tender should include

a mock up factsheet according to the specifications set out in the

Request for Services 1.3a) and a storyboard for a video as explained

in 1.3c). The storyboard should be created for a video of no more

than 2 minutes. These two deliverables should be based on the

Creative Europe project LIFT and the information that is available

about this project in the Creative Europe Project Result Database:

http://ec.europa.eu/programmes/creative-europe/projects/ce-

project-details-page/?nodeRef=workspace://SpacesStore/e955b1a4-

dca2-4378-b061-410d15ee5966.

For the storyboard, the tenderer should use this information and

existing film material about this project that is already available on

Youtube:https://www.youtube.com/watch?v=E2dXf_mP1P8.

Additional information about Creative Europe may also be included if

relevant and stock photographs/archive material may be used.

Question 3: • For lot 2, case study 1, could you confirm that you do actually

want the tenderers to design and produce a genuine video clip as

part of the deliverables to be included in their offers?

• For lot 2, case study 2, could you list the deliverables that

need to be included in the offer?

Answer Concerning the deliverables required by case study 1/2 of Lot 2,


Concerning the deliverables required by case study 2/2 of Lot 2,


http://ec.europa.eu/programmes/creative-europe/projects/ce-project-details-page/?nodeRef=workspace://SpacesStore/e955b1a4-dca2-4378-b061-410d15ee5966



https://www.youtube.com/watch?v=E2dXf_mP1P8


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Question 4: In reference to the above-mentioned call for tender, we would be

grateful if you could be so kind as to clarify the following:

In regards to the award quality criteria for the 3 Lots, detailed on

pages 15 to 18, under the qualitative criteria “Organisation and day-

to-day management of the work”, it is mentioned:

a) “(…) specifically the balance of profiles and the breakdown of

tasks (i.e. which profile is going to perform which task and

how much time each profile will spend on each task)”, and

b) “(…) The tender should provide details on the allocation of

time and resources and the reasons behind the choice of this

allocation.”

Taking into account that this is a tender for a framework contract

and the exact scope of the specific contracts and tasks is not yet

known, can you please elaborate further on how the tenderers shall

estimate the time and resources allocated per task, without having

concrete information for the latter?

Answer The sentences you refer to concern the evaluation criteria for Lot 1

and 2.

A detailed description of the tasks that the future contractor will be

asked to perform is contained in the Technical Specifications, in

chapters 6 and 7 respectively.

The tenderer should demonstrate his capacity to organise and

execute these tasks in an efficient and effective manner. The

tenderer should indicate in his tender, for example, the composition

and the work organisation of a standard project team in relation to

the main tasks to be performed depending on the type and the

dimension of the project (e.g. organisation of a conference,

participation in a fair, production of a video).

The case studies can give you an idea of what the concrete

application of the framework contracts to the related specific

contracts would look like.

Question 5: 1) On page 12 of the tender specifications the profile for a Junior

Manager is described. Can you please clarify if this position is

envisaged for the core framework contract management team

(i.e. to support the senior manager / framework contract

manager) or is the profile more generally applicable for Junior

Manager’s allocated at assignment level?

2) With regards to Case Study 1 (Lot 2), under deliverables “the

synopsis and 1 video clip” is stated. Can you please clarify if

we are required to produce an actual video clip as part of our

offer?

Answer In conformity with article 2.5.4. (b) of the Tender Specifications, a

junior manager shall be part of the minimum permanent team

dedicated to the implementation of the framework contract. The

future contractor can make recourse to the junior manager both to


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support the senior manager and to entrust him/her with the

execution of a specific assignment.

Concerning the deliverables required by case study 1/2 of Lot 2,


Question 6: 1. In the Price list for Lot 1 there appears to be a duplication for

price items C.5.3.-C.5.5 and C.5.6–C.5.8. Both groups refer

to the price for “Frame for photo panels” in two different

dimensions. Could you please confirm if we should complete

these prices twice for the same product or should the

description differ? Also do we need to include a unit price for

items C.5.3 and C.5.6.or should these entries be greyed out?

2. In the Price List for Lot 2 could you please clarify if there is a

difference between cost item “B.9 Video titling” and “B.15.

Video titling”. If there is no difference should we complete the

same price twice?

Answer Actually, because of a clerical error, there are duplicate items in the

price lists. In these cases, the tenderer must quote the same price

for the same item.

Concerning the Price List for Lot 1:

• item C.5.4 is duplicated in C.5.7, the same price shall be

indicated in the two lines.

• item C.5.5 is duplicated in C.5.8, the same price shall be


• line C.5.3 is duplicated in C.5.6. No price shall be indicated in

these two lines as they are specified in the following items. If the

tenderer indicates a price in these two lines (C.5.3 and C.5.6), the

price will not be considered for the purpose of the financial offer.

Concerning the Price List for Lot 2:

• item B.9 is duplicated in B.15, the same price shall be


If the tenderer indicates a different price for the same item present

in duplicate, the lower price will be considered the correct one for the

purpose of the financial offer.

Question 7: Section 1.6 of the tender specifications (page 6) covers the case of

subcontractors who contribute to a tenderer’s technical capacity, for

whose work the contractor will retain full liability. By contrast,

section 2.7.3 of the technical specifications (page 11) limits to 5%

the administrative charge that may be invoiced for managing the

purchase of services such as the renting of a venue. The use of the

word ‘subcontractor’ in this context, which we believe is very

different from that addressed in section 1.6 of the tender

specifications, could lead to confusion.

Please confirm that the work of subcontractors who contribute to the

performance of the framework contract and for whose work the

contractor retains full liability should be invoiced at the rates


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included in the price lists, without the addition of management costs

and without any obligation to present the subcontractors’ invoices.

Please also confirm that the contractor will not retain full liability for

services purchased from third parties where administrative charges

are limited to a flat-rate of 5% of the corresponding service invoiced

by the subcontractor.

Answer Even if, from a legal point of view, both fixed and reimbursable costs

can be subcontracted, it shall be noted that the managing costs will

apply, in conformity with art. 2.7.3 of the Technical Specifications,

only to reimbursable expenses invoiced by a subcontractor.

Obviously, no managing costs will be paid in addition to the fixed

prices listed in the Price Lists which, in conformity with art. 2.3 of

the Tender Specifications, must indicate the fixed global amount for

each item per unit. The Contractor shall not present any

subcontractor's invoice in relation to the fixed prices quoted in the

corresponding Price List.

As established in article 1.6. of the Tender Specifications and article

II.6 of the Draft Framework Contract, the future Contractor will

retain full liability towards the Contracting Authority for performance

of the corresponding framework contract.

Question 8: With reference to the above invitation to tender, could you confirm if

DG EAC intends to use this Framework Contract to monitor and

evaluate the communication activities and events to be implemented

through it?

Also, would membership of any successful consortia for the

Framework Contract result in an automatic conflict of interest with

regard to any tenders for the external evaluation of activities to be

implemented through the current FC?

Answer In conformity with article 2.1. of the Technical Specifications, the

subject of Lot 1 of Call for Tenders EAC/27/2015 covers the activities

of "monitoring and assessment of communication and information

campaigns".

Consequently, the future Contractor could be asked to perform these

activities in relation to new communication and information

campaigns carried out under the corresponding framework contract,

or other campaigns implemented in the past and/or under different

framework contracts.

The monitoring and assessment activities will be based on pertinent,

objective and measurable data (e.g. the number of followers

registered on a social media tool in respect to a specific

communication campaign).

The member of the consortium (hypothetically) obtaining the award

of a Framework Contract resulting from this Call for Tenders, will not

be automatically considered in a situation of conflict of interest


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causing the impossibility to provide objective findings when

implementing activities of monitoring and assessment of

communication and information campaigns. Nevertheless, the

Commission maintains the right to make recourse to different and

more specific framework contracts for audit and evaluation activities.

Question 9: Can you inform us on the estimated number of events you plan to

organise and out of them, the number of exhibitions and fairs to be

organised.

Answer It is in the nature of a framework contract that the number and the

specific value of the related specific contracts cannot be forecast in

detail in advance.

The activity plans to be adopted during the 4 year duration of the

framework contract will define the operational activities determining

the type, number and size of the communication events to be

implemented under the framework contract resulting from Lot 1 of

Call for tenders EAC/27/2015.

The global ceiling established for Lot 1 (i.e. 55 million euros) is

based on previous consumption levels and is the reference

parameter indicating the volume of the work the future Contractor

will be asked to perform. Nevertheless, it shall be noted that the

Commission will not be obliged to purchase for the maximum

amount.

Question 10: Please could you clarify what you are expecting for the deliverables

in case study 1/2, lot 2:

1) 6 inside pages (3 spreads). Are you expecting tenderers to

carry out real interviews? If so, can you provide us with the

list of ambassadors? If not, are we free to suggest potential

ambassadors and write mock ups of interviews with them? Or

are we supposed to suggest potential ambassadors and carry

out real life interviews with these people?

2) What is a multilingual poster? Should we submit the poster in

English only and take into account the DE and FR language

versions for the budget?

3) For the mock-up of the roll-up with all 66 ambassadors, once

again, please clarify your expectations. Can we use 66

random photos of ‘fake’ ambassadors?

4) For the creative video clip, is it compulsory to include

interviews and images of some of the ambassadors? The text

on page 3 is rather ambiguous. The sentence ‘it may be

based on concrete experiences by the Erasmus Ambassadors’

implies we are free to include this or not in our video. Please

clarify.

Answer 1) The tenderer is not required to suggest potential

ambassadors and carry out real life interviews with these people.

The tenderer is free to suggest 6 potential ambassadors (3 students

and 3 staff ambassadors) and write mock ups of interviews. The

texts and their style should reflect the objective of the brochure and


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the target audience. The layout of the spreads should be attractive,

easy to read, jargon free, with enough information (e.g. interview

with highlighted text quotes, names, graphic elements in the

background, icons, etc…).

2) A multilingual poster is a single poster with the information

(title, slogan,...) in English, French and German in this case.

3) Yes, for the mock-up of the 2 roll-ups and the pages of the

brochure, the tenderer can use random photos of 'fake'

ambassadors.

4) Please see the answer given to Question 1.

Tenderers are requested to provide the synopsis and the story board

of a hypothetical video clip of approximately 90 seconds. The case

study suggests that it should be better to include interviews and

images of some ambassadors as visual testimonials of European

diversity. However, if tenderers have another creative way to convey

the key message, they can do so.

Question 11: May you allow us a few requests for clarifications on this tender

documentation? 1) Price list for Lot 1

Lines C.5.3, C.5.4 and C.5.5 are identical to lines C.5.6, C.5.7 and

C.5.8.

Should we fill these prices twice or do you wish to delete these

duplicated lines?

Also, we understand that the line headed “Frame for photo panels”

should not be given a unit price (though your template indicate that

we must), but is only a heading for prices 5.4 and C.5.5.

Do you agree with this understanding?

2) Price list for lot 1

For budget lines C.5.2 and C.5.5, what will be the maximum size of

photos and/or frames above dimension 0.70x1.00m?

Answer 1) Please see the answer given to Question 6.

2) The maximum size required for item C.5.2 is 0.841x1.189m (i.e.

A0 size under standard ISO 216).

The maximum size required for item C.5.5 (and C.5.8) is

0.841x1.189m (i.e. A0 size under standard ISO 216).

Question 12: In reference to the call for tender, Lot2/ case study 2, regarding the

video for the LIFT project, we would be grateful if you could be so

kind as to clarify the following, as no dissemination plan is requested

in the case study:

1) The target audience (s);

2) The channels it is aimed for e.g. Social media channels or/ and

websites, events etc.

Answer 1) The target audience consists in the potential applicants

(stakeholders).

2) The relevant channels are web sites and social media.

Question 13: I would be grateful to receive your clarification on the following:

1) On page 12 of the tender specifications, it states that

tenderers should provide the following evidence for the

technical capacity criteria:


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List of relevant projects provided in the past, showing sums,

dates and recipients, public or private. The most important

projects shall be accompanied by certificates of satisfactory

execution, specifying that they have been carried out in a

professional manner and have been fully completed

In the case of projects which have been extended beyond the

original time period for implementation as a result of satisfactory

execution (e.g. an addendum has been issued) and are therefore

ongoing, would the completed original contract period be accepted

for the above criteria if accompanied by a certificate of satisfactory

execution to the same effect?

Answer Yes, a certificate of satisfactory execution making reference to the

completion of the original assignment will be accepted.

Question 14: In connection with the above mentioned call for tenders, can you

please clarify the following:

1) Your clarifications to Question 1 indicate the video clip as

having a length of approximately 90 seconds. In the brief of

case study 1/2, however, the video is described as having a

length of approximately one minute. Can you please confirm

that 90 seconds is indeed the correct length of the video?

2) For case study 1/2 of Lot 2, is our understanding correct that

tenderers are permitted to identify their own ambassadors,

considering that tenderers have no access to the profiles of

actual ambassadors?

3) Case study 1/2 of Lot 2 includes as deliverable a “small print

run” of the brochure. It is our understanding that the cost of

printing should be included in our financial offer. Can you

please clarify what you consider to be a small print run? And

if there is no directly corresponding item in the price list, how

would you expect tenderers to include this cost item in the

financial offer?

Answer 1) Please see the answer given to Question 1.

The duration (90 seconds) given for the synopsis and the story board

of the hypothetical creative video is approximate and purely

indicative.

The video(s) provided as example(s) shall be suitable to

demonstrate the quality of the videos the tenderer is able to

produce.

2) Please see the answer given to Question 10.

3) The "small print run" of the brochure means the printing of

maximum 200 copies of the brochure. It can correspond to

item B.26, B.27 or B.28 of the related price list.

It shall be noted that the printing is hypothetical, only the

"cover/back cover + 6 inside pages (3 spreads) of the brochure" are

included in the deliverables listed in article 1.5 of the case study.

In conformity with article 3.2 of the Tender Specifications, the

financial proposal for the case study shall neither contain the prices

of the items already quoted in the related Price List (fixed prices) nor

indicate other costs (reimbursable expenses, managing costs,


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contingencies for unforeseen expenses). As explained in these

provisions, the financial proposal for the case study must only

specify which items of the related price list are used (clearly

indicating code and quantity) but not indicate any price.

It shall be noted that the proposals related to the case studies will be

evaluated only on the basis of the qualitative criteria established in

article 3.3 of the Tender Specifications.


please clarify the following?:

1. Case study 1/2 of Lot 2 mentions “Social media posts” in the

list of communication tools to be developed. However, social

media posts are not further elaborated and are not included

in the list of deliverables. Is our understanding correct that

social media posts are not subject of this particular case

study?

2. Case study 1/2 of Lot 2 includes the production of the

Erasmus multilingual birthday poster. Could you please

specify in how far tenderers have to budget for the printing

and delivery of the birthday poster, in three language

versions, considering that the technical specifications refer to

the “print of 2 posters”?

3. Case study 1/2 of Lot 2 refers to the production of 35 roll-ups

of the ambassadors. Are tenderers expected to budget for the

printing and delivery of these roll-ups? And can you please

specify whether the two roll-ups showing all ambassadors

refer to two copies of the same roll-up or to two differently

designed roll-ups?

Answer 1) Yes, your understanding is correct. In Case Study 1/2 of Lot

2, the social media posts are neither considered in the

services to be provided nor required as deliverables.

The case studies are simplified simulations of a real Request

for Services, which are used to evaluate the quality of the

tenderers' proposals, therefore not every activity relating to

the hypothetical project is developed.

2) In conformity with article 3.2 of the Tender Specifications,

the financial proposal for the case study shall neither contain

the prices of the items already quoted in the related Price List

(fixed prices) nor indicate other costs (reimbursable

expenses, managing costs, contingencies for unforeseen

expenses). As explained in these provisions, the financial

proposal for the case study must only specify which items of

the related price list are used (clearly indicating code and

quantity) but not indicate any price. The proposals related to

the case studies will be evaluated only on the basis of the

qualitative criteria established in article 3.3 of the Tender

Specifications.

3) Concerning the budgeting, see the answer given to the

previous point.

In Case Study 1/2 of Lot 2, article 1.4 contains a description

of the tasks required in order to implement the related

hypothetical project. In point 4, the production of 35 original


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roll-ups is requested, the term "2 roll-ups with all

ambassadors" means two differently designed roll-ups with

all ambassadors.

In compliance with the provisions of article 1.5-Deliverables,

only a mock-up of two different designed roll-ups is required.

Specifically, the Tenderer shall provide a mock-up of a roll-up

with all ambassadors and a second one of a roll-up with the 2

national ambassadors.


please clarify the following:

1. In terms of presentation of the tender, can Parts A, D and E

be combined in one folder, or would you prefer to receive

separate folders for each of these parts?

2. The tender specifications indicate that the signed declaration

on honour is required both in Part D and Part E. Can you

please confirm whether it is sufficient for tenderers to include

just one copy of the signed declaration on honour, in Part D?

3. In the price list of lot 2, item B.8 refers to the length of a

standard page. Can you please confirm that by 1200 signs is

meant 1200 characters? And are we correct in assuming that

this refers to a character count without spaces?

4. In the price list of lot 2, items B.18 to B.24 refer to the layout

of products. Does this refer to the layout of products based

on existing templates or is this meant to include the original

design of these products followed by layout?

Answer 1) In conformity with the instructions given by article 3 of the

Invitation to tender, Parts A, D and E of the tender (as

described in article 1.7 of the Tender Specifications) shall be

contained in the external envelope/box with the indication of

the address and no specific inner envelope is required.

2) The Declaration on honour on exclusion criteria and selection

criteria (Parts D and E of the tender) is the Annex 3 of the

Tender Specifications and shall be presented, in conformity

with the instructions given by article 3 of the Invitation to

tender, in one paper original and four paper copies.

The other documents provided, in conformity with articles

2.5.3 and 2.5.4 of the Tender Specifications, as evidence for

the selection criteria (belonging to Part E of the tender) shall

be presented in one paper original and four paper copies.

3) Yes, your understanding is correct. We confirm that the

meaning of "1200 signs" is "1200 characters" (spaces are not

considered).

4) Items B.18 to B.24 refer to the original design of these

products followed by layout.


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Question 17: With regards to Lot 1 Case Study 2 “International Exhibition

Indonesia”:

a) In terms of our role in the case study, are we going to be

responsible for attracting and inviting exhibitors from Europe

to attend? Linked to this, shall we assume that we will be

responsible for setting up registration systems for all

participants including exhibitors?

b) Production and set-up of stands: does this just mean ‘blank’

stands for exhibitors to furnish and use?

c) There is mention of a Study in Europe visual identity – is it

possible to obtain this visual identity?

d)Does the EU stand to be used already exist? Or shall we

assume that it will be designed?

e) Cleaning of the stand is mentioned – does this include all

stands, or just the EU stand?

f) A daily allowance is mentioned – do we have to pay for travel

of participants too?

Answer a) The EU Delegation and DG EAC will work with organisations in

Indonesia and Europe to promote the event towards potential

exhibitors. They will give a summary overview of likely

exhibitors in the early stages of event preparation. The

contractor will therefore not have to actively recruit

exhibitors. The contractor will have to set up registration

systems for exhibitors and visitors.

b) Exhibitors will be provided with a stand that includes a

common visual identity element for the Fair. Apart from this,

the stand will be blank and able to feature the exhibitors' own

promotional materials. The exception to this is the EU stand

(see point d) below).

c) Information on Visual Identity is contained in this document:

http://ec.europa.eu/dgs/education_culture/calls/2715/sie-

brand-guidelines.pdf

d) The EU stand is not a pre-fabricated stand: it needs to be

created for this event. It should feature the event-adapted

visual identity. In addition to the standard set-up for

exhibitors, the contractor will have to organise the

promotional messages and visuals to be included in the EU

stand.

e) The task "cleaning of stand" indicated in article 1.6 has a

general meaning: it refers to the cleaning of all stands (for

ex. at the end of the day).

f) In compliance with the description of the required tasks

contained in article 1.6 of Case Study 2/4 for Lot 1,

management of the travel arrangements of participants and

corresponding payments are not required.

The case studies are simplified simulations of a real Request


tenderers' proposals, and not every task pertinent to the

related hypothetical project is considered.

http://ec.europa.eu/dgs/education_culture/calls/2715/sie-brand-guidelines.pdf

http://ec.europa.eu/dgs/education_culture/calls/2715/sie-brand-guidelines.pdf


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Question 18: In the Price list for Lot 1, item B.17.24 “Providing and co-ordinating

computer equipment, including internet access” is listed as a cost

item. Could you please clarify whether this is a standalone item or a

header to items B.17.9 (Computers ≤ 4) and B.17.10 (Computers >

4). If it is a header, should we still provide a price?

Answer No price shall be indicated in lines B.17.24 "Providing and co-

ordinating computer equipment, including internet access", B.17.9

"Computers ≤ 4" and B.17.10 "Computers > 4" because these lines

are actually duplicates of item B.17.6 "Multimedia PC, 17" screen,

high-speed internet access". Only the unit price for item B.17.6

"Multimedia PC, 17" screen, high-speed internet access" shall be

quoted in the Price List.

If the tenderer indicates prices in lines B.17.24 "Providing and co-

ordinating computer equipment, including internet access", B.17.9

"Computers ≤ 4" and B.17.10 "Computers > 4", these prices will not

be considered for the purpose of the financial offer.

Question 19: In reference to the above-mentioned call for tender, Lot2/ case

study 2, regarding the video for the LIFT project, in question 2

(version 6 of 20-05-16), it is mentioned: “(…) For the storyboard,

the tenderer should use this information and existing film material

about this project that is already available on Youtube:

https://www.youtube.com/watch?v=E2dXf_mP1P8 .”

we would be grateful if you could be so kind as to clarify whether the

tenderers can only use film material from the video that the above

Youtube link refers to or any other LIFT film material available on

Youtube and / or LIFT website?

Answer The tenderers are free to use all pertinent material that is available

on line provided that they respect applicable copyright.

Question 20: 1. In Annex 5 Price list for Lot 3, I noted that the lines C.40 –

C.41 – C.42 – C.43 are repeated. Could you please confirm

we should only complete 1 version of these items and delete

the doubled lines?

2. In Annex 5 Price list for Lot 3, should the price include a 1

colour print on each item?

Answer 1) Actually, because of a clerical error, there are duplicate items

in the price lists. In these cases, the tenderer must quote the

same price for the same item.

Concerning the Price List for Lot 3, items C.40, C.41, C.42

and C.43 are respectively repeated with the identical

numbering. The tenderer must quote the same price for the

same item. If the tenderer indicates a different price for the

same item present in duplicate, the lower price will be

considered the correct one for the purpose of the financial

offer.

2) For the items requiring a generic print (without specific

indication of the number of colours), the quoted price shall

include one colour print.

https://www.youtube.com/watch?v=E2dXf_mP1P8


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Question 21: I would be grateful to receive your clarification on the following:

1. With regards to Case study 2, Lot 1, can you please clarify if the

EU stand is different from the 120 stands to be set up?

2. In the Price list for Lot 2, item C.7 states: “Production of USB key

with menu” our understanding is that this refers to a USB key with

pre-loaded files. Can you please clarify / confirm if this is correct?

Answer 1) In Case Study 2/4 of Lot 1, article 1.6 contains a description

of the tasks required in order to implement the related

hypothetical project.

Stands for all exhibitors (including the EU stand) should have

the same size. However the contractor should provide

additional services for the design and set up of the EU stand

(in this regard, see the answer given to Question 17 point b)

and d)).

2) Yes, your understanding is correct. Item C.7 of the price List

for Lot 2 refers to a USB key with pre-loaded files (the

content to be determined at the moment of the specific

assignment).

Question 22: In the Price List for Lot 2, please confirm that no price should be

indicated in line C.8.

Answer We confirm that no price shall be indicated in the line C.8

"Duplication of DVD-R, four-colour process printing of label and

sleeve" of the Price List for Lot 2, because this line is actually a

header for the items specified in the following lines.

If the tenderer indicates a price in this line (C.8), the price will not

be considered for the purpose of the financial offer.

Question 23: The invitation to tender letter states that <Tenderer Reference>

should be included on the packaging labels. By <Tenderer

Reference> do you mean the name of the tenderer or something

different?

Answer Your understanding is correct, the term "Tenderer Reference" refers

to the official name of the Tenderer.

Question 24: Price list for Lot 1:

a) For budget lines C.5.2 and C.5.5, what will be the maximum

size of photos and/or frames above dimension 0.70x1.00m?

b) There is no budget line in the price schedule for “Provision

and installation of simultaneous interpretation booth”. Could

you please advise on how to proceed?

c) There are four different budget lines in the price schedule for

the provision of computers, namely:

B.17.9 Computers ≤ 4

B.17.10 Computers > 4

B.17.6 Multimedia PC, 17" screen, high-speed

internet access

B.17.7 Multimedia laptop, high speed internet access

Could you please indicate if we must understand these

budget lines differently from one line to another?


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Answer a) See the answer given to Question 11 point 2.

b) Only the unit prices corresponding to the items listed in the

concerned price list shall be quoted.

c) See the answer given to Question 18.

Question 25: Concerning the price list for Lot 2:

1. can you please clarify what type of task/activity budget item

B.16 “Shooting with portable shooting studio” is meant to

describe;

2. can you please confirm that budget item C.8 (row 160)

requires no price indication and should therefore remain

empty?

Answer 1) Budget line B.16 "Shooting with portable shooting studio"

includes the provision, placement and use of a portable

shooting studio, as well as the cost for the person using it.

2) See the answer given to Question 22.

Question 26: We would like to ask whether the 18 samples to be provided should

be printed samples or not, and if yes, whether it can be a random

print (another company’s logo) or does it have to be the logos

mentioned in the scenario (i.e. Creative Culture and Erasmus+

programme logos).

Answer In compliance with article 3.2.of the Tender Specifications, the

tenderers are required to provide 18 samples, one for each item

indicated in the case study 1/1 for Lot 3. Each sample shall contain

the printed dedicated logo (and, for some items, the related slogan)

as specifically required in the description of each item. This is

necessary for the purpose of evaluating the graphic quality of the

specific printings.

Question 27: In the price list for Lot 2, item C.8 “Duplication of DVD-R, four-colour

process printing of label and sleeve” is listed as a cost item. Could

you please clarify whether this is a header for items C.8.1-C.8.5 (i.e.

no price is required for row C.8), or a standalone item for which a

price must be provided?

Answer See the answer given to Question 22.

Question 28: May I please ask you some clarifications on the following products

concerning the Price List for Lot 3:

a) C.12 & C.13 Pens with European Commission program logo :

both mention “blue/black/red ink” in their specifications. Do

all 3 ink colours must be available, or it is ok if only 2 out of 3

are available (ie. blue and black)?

b) C.13 Pens with European Commission program logo: does

the “colour soft touch rubber grip” must have colour

variation?

c) C.16 Bags with European Commission program logo: is this

a ‘shopping bag’ like model with long handles?

d) C.20 Pant Leg Bands with European Commission program


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logo: is this a model with Velcro closing system, or a “slap

wrap” system (with a metal piece that wraps around your leg

by itself when you slap it) ?

e) C.21 Sport Bottles with European Commission program

logo: what do you mean exactly by “wide neck” ?

Furthermore, is there a mouthpiece (like cyclist bottles with a

“nipple”) or is it a simple cap ?

f) C.24 Sticky Notepads with European Commission program

logo: could you provide details such as number of sheets and

size?

g) C.36 Reflective shoelaces with European Commission

program logo: this product is really not common. Is it the

whole shoelace fabric that is reflective, or is it like a reflective

material that is applied to the lace (ie. like reflective silver ink

printed on the fabric)?

h) C.37 Wristbands with European Commission program logo:

the description is not clear at all, especially the “security

closure” and “flexible plastic with textile ribbon inside” part.

They are many types of wristbands available on the market.

Could you possibly send us another product specifications

with better suited terms? (or even better would be a picture)

i) C.58 Diaries with European Commission program logo: does

the pen need to be integrated to the product or can it be

delivered separately?

Answer a) The required type of pen shall be available in each of the 3

ink colours.

b) The colour soft touch rubber grip should be preferably in the

same colour as the respective ink of the pen.

c) Yes, it is.

d) The model with the "slap wrap" system is required.

e) The term "wide neck" means: wide opening for easy filling,

with a nipple.

f) The size should be between 75mm and 130mm in length and

between 75mm and 90mm in height. The number of sheets

should be around 150.

g) The idea is to have shoelaces that are reflective and with our

logo printed on them, whatever technique is used.

h) In order to ensure equal treatment and as wide competition

as possible, the description of the items can't be so restrictive

to exclude equivalent products.

The basic characteristics given shall be respected:

the wristband shall be in plastic flexible material and

the internal side preferably covered with a textile

ribbon;

the type with a snap closure system, used for ex. to

control the access to festivals/concerts, is required.

i) The pen shall be integrated in the product.

Question 29: Concerning the case studies for Lot 1:

1. Case Study 1

1.1 Rental of venue for the exhibition:


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a) Can you inform us on the numbers of exhibitors that are

expected during the duration of the FWC ?

b) Is there an even distribution / appearance of these shows

over the whole year or are there month with a higher frequency?

c) Can you inform us on the expected area (sqm) needed for the

exhibition?

1.2 Organisation of a one day conference:

a) Do we need to describe the full package of necessary services

(see 6.1.1, 6.1.2, 6.14 of the Technical Specifications) to

organise a conference or only the elements mentioned in your

call, i.e. travel, accommodation, dinner for a limited number of

persons, technical aspects (video-recording, editing,

photography) and the adequate equipment; invitations and

registrations of participants; conference material?

b) 6.1.3. Information stands: Do you mean with Conception of

stands a Design proposal? Layout of the venue and stands (

approx. 100m²) with 3D design presentation of renderings ?

c) For the dinner, how many persons should be invited?

d) Editing: did you mean video-editing?

e) How many visitors/participants are expected in total; i.e.

Exhibition and conference together?

2. Case Study 2

Article 4.1. - Structure and contents: The offer shall contain a

technical approach and a financial approach. The technical approach

must be structured as follows:

Proposed approach

Proposed team

a) Could you please advise exactly what you expect to deliver

within the “proposed approach”?

b) Is it including a 3D design proposal of the venue layout and

the 120 stands with renderings and cross-section drawings ?

c) Is it including a 2D design proposal (artwork) to show how we

implement the existing visual identity in our overall design

proposal ?

d) If yes at c) could you please provide the visual identity (key

visual) ?

3. Case Study 3

3.1 General information:

Local co-organisers: Are they local NCPs? Do we have to (or can we)

contact them for the development of the case study (choice of

catering suppliers, venues...)?

3.2 Under section "1.4. Nature of Services requested":

a) Page 2 - Selection, can you please clarify what is meant with

"selection" under "Selection and renting of event venues"? We

noticed that each of the 8 events described in pages 3 to 5

already mentions a venue. Is the contractor expected to find


June 2016

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alternatives to that mentioned in each of the 8 events or are we

to understand that the venue mentioned is already decided?

b) Page 2 - Invitees, can you clarify what is meant with

"proposing the list of invitees" since the description for each of

the 8 events mentions that "Invitation to participants (agenda

and list to be provided by the NCP and the Commission)"?

c) Page 2 "drafting, dissemination and overall handling of

invitations and registrations via a centralised website": are we

correct in assuming that the entire invitation and registration

process is 100% online (using email addresses, rather than

postal ones)?

d) Page 3 – conference materials and promotional brochures,

are we correct in assuming that all conference materials are to

be produced in 1 language (presumably EN)? This question also

applies to "Technical Equipment" (page 7 of the case study), 1

single roll-up is meant to travel to each of the 8 events. Do you

confirm the creation for this roll-up will be in 1 language

(presumably EN)?

e) Page 3 – Greece, we also notice that in some cases, there is

an additional comment next to the mentioned venue "(no

additional technical support needed"): does this mean that we

know that this facility already has all the required technical

equipment? Please clarify what your requirements are for this

particular task.

f) Page 3 - Surveillance, can you please clarify what is meant by

"surveillance" in the point "overall monitoring/surveillance of the

event". Is this in any way connected with health, safety and

security?

g) Page 4, for the Belgium, Finland and Croatia venues : 2

venues are proposed: does the contractor need to make the final

selection or just pick one of the both to complete the other tasks

such as catering?

h) Page 5, for Croatia, it is expected to invite 30 participants

from neighbourhood countries, does the contactor need to

arrange travel and accommodations and covers the costs?

i) Page 7, concerning "signaling and banners should be installed

in and around the venue", are we to understand you require

room decoration (event branding) in addition to the single roll-

up, and that you also require indoor signage in addition to

outdoor event branding?

3.3 Under "Technical Equipment":

Page 7, does "electrical connections in the speakers' table" mean you

specifically require speaker tables that are fitted with electrical plugs,

or are electrical plugs in the ground next to the table sufficient?

3.4 Under “Transportation”:

Can you provide us with the storage premises location of the

Commission?

Answer 1. Case Study 1/4 for Lot 1


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1.1 Concerning the rental of venue for the exhibition:

a) Your question is unclear, probably due to a misunderstanding.

This case study is based on a hypothetical project for a one-off

event of about three weeks. There is only one exhibitor: the

Fundació Mies van der Rohe.

b) Your question is unclear, probably due to a misunderstanding.

See article 1.5. of the case study for indications on date and

duration.

c) As the case study is a hypothetical project and no pricing is

required, the tenderers are free to determine this operational

detail while taking care of the internal coherence of their

proposals.

It shall be noted that no "ideal" technical or financial proposal

that could be used as a benchmark exists. It is therefore possible

that two different original proposals (based on different

operational details) may receive the same scoring under the

evaluation criteria that are, for the case studies, exclusively

qualitative.

1.2 Concerning the organisation of a one day conference:

a) The proposals should be based only on the specific tasks

requested in the case study (and not on all the tasks described in

the Technical Specifications).

b) Your question is unclear, probably due to a misunderstanding.

No stand is required in this case study.

c) As the case study is a hypothetical project and no pricing is



proposals.


that could be used as a benchmark exists. It is therefore possible

that two different original proposals (based on different



qualitative.

d) Yes, the meaning is video-editing.

e) See answer given to point c) above.

2. Case study 2/4 for Lot 1

a) The term "approach" refers globally to the way chosen by the

tenderer to organise and execute the hypothetical project

described in the case study.

Please refer to the quality criterion "Quality of the technical

proposals for case studies" for Lot 1 described in article 3.3 point

a) of the Tender Specifications, to understand the essential

aspects the proposals related to a case study should consider.

The Tenderer is free to make reference, in his technical proposal

related to a case study, to the methodologies described in his

Technical Offer when appropriate.

b) The tenderer is free to propose the best way to implement

the required tasks on the basis of his professional judgement.

This is exactly the meaning of this exercise.

c) See answer given to point b) here above.


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d) Concerning the visual identity, please see the answer given to

Question 17 point c).

3. Case study 3/4 for Lot 1

3.1 Concerning the general information

Yes, the local co-organisers are the local NCPs (National Contact

Points for the Commission's actions nominated in all Member

States). For the purpose of developing the hypothetical project

related to this case study it is not necessary that the Tenderer

actually contacts them.

3.2 Concerning the section 1.4. – Nature of the services

requested

a) The Tenderer can assume that the venues are normally

suggested by the local NCPs, nevertheless he is free to propose

alternative venues.

b) Concerning the "list of invitees", it should be drawn up by the

tenderer respecting the indications given by the NCPs and the

Commission.

c) Yes, your understanding is correct, the entire invitation and

registration process is 100% online.

d) Yes all promotional materials should be produced in English.

e) Yes, the instruction "no additional technical support needed"

in article 1.6. of the case study means that the venue already

has all the required technical equipment.

f) In article 1.4. of the case study, the task "overall

monitoring/surveillance of the event" refers to the monitoring of

the regular course of the event (for example: there are no

technical problems with the equipment, the PC works, there are

mobile micros, etc.). The term doesn't refer to any safety or

security aspects.

g) The local NCPs can suggest different venues (may be one will

not be available).In conformity with the provisions of article 1.4.

of the case study, the contractor should make the final selection.

h) Yes, the contractor is required to arrange travel and

accommodation and bear the related costs (as reimbursable

expenses).

i) Concerning "signaling and banners installed in and around the

venue", it is up to the contractor to arrange these aspects in the

best way depending on the characteristics of the concerned

venue.

3.3 Concerning the Technical equipment, with regard to the

"electrical connections in the speakers' table", electrical plugs in

the ground next to the table would be sufficient.

3.4 For the purpose of this case study, the premises in Brussels of

the Directorate-General for Education and Culture of the European

Commission (address indicated in the Contract Notice) can be

considered as the storage location.

Question 30 Q&A 2 specifies that Case Study 2/2 of Lot 2 should create a

mock-up factsheet based on the information available in the


June 2016

20

Creative Europe Project Result Database for the project LIFT.

The database, however, includes hardly any information about

the project and start and end dates refer to a project period in

2012. The project’s website, on the other hand, points to an

ongoing engagement under the Creative Europe programme. Do

you expect tenderers to focus strictly on project activities

implemented in 2012?

Answer See the answer given to Question 19.

Question 31 Regarding Case Study 1 for Lot 1, we would be grateful if you

could answer the following questions:

1. by reading the terms of reference of case study 1, our

understanding is that you do not expect us to organise the Prize

award ceremony. Is that correct ?

2. point a) : how many m2 do we have to foresee ?

3. point a) : do we need to provide all the structures to exhibit

the architecture models, architecture archive and online

symposium ? If so, please describe which kind of structures for

which kind of items and the quantity for each kind of structures

needed.

4. point a) : could you explain why the exhibition and

conference should be organised at Bozar ?

5. point b) : regarding the transportation of architecture

models , architecture archive and online symposium, could you

give us an estimation of quantity, dimensions, m3 ? Could you

send us pictures or give us a detailed description of what would

be transported ?

6. point c) : is the supervisory staff coming from the Fundació

in Barcelona ? How many staff will travel ? Are they coming for

the mounting and then come back for the dismounting or would

they stay during 3 weeks for the exhibition ?

7. point c) : do we need to create the visual identity of the

exhibition ?

8. point c) : what do you mean by « design and production of

exhibition material » ?

9. point e) : do we need to create the visual identity of the

conference ? Does it have to be different from or equal to the

exhibition one ?

10. point e) : do we need to create the scenography of the

conference ? If so, do you expect this scenography to be related

to the topic of the event ?

11. point e) : do you expect us to give a title to the conference

and exposition and work on content ?

12. point e) : how many guests do you foresee for the

arrangement of travel, accommodation and dinner ?

13. point e) : do we have to propose catering for the conference

(welcome coffee, coffee breaks, lunch…) ?

14. point e) : what do you expect as conference material ?

Answer Concerning Case Study 1/4 for Lot 1:

1. Yes, your understanding is correct.

2. In conformity with article 1.4 point a) of the case study, the

room should be suitable for a conference of maximum 250


June 2016

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participants.

As the case study is a hypothetical project and no pricing is



proposals.


that could be used as a benchmark exists. It is therefore

possible that two different original proposals (based on different



qualitative.

3. No, these structures will be provided by the Fundacio in

Barcelona.

4. Because Bozar is a well-known place to architecture

students, and Bozarhas contacts with architecture schools in

Brussels.

5. A detailed description can't be provided.




proposals.






qualitative.

6. In conformity with article 1.4 of the case study, the

supervisory staff should be present for both the mounting and

dismounting of the exhibition but they will not stay throughout

the exhibition. Travel and accommodation must be provided for

all members of the supervisory staff for both occasions. The

tenderers are free to establish the composition and provenance

of this supervisory staff.

7. This task is not requested.

8. Panels produced by the Fundacio together with the

architecture models.

9. Yes, it shall be similar to the exhibition one.

10. Yes.

11. No, this will be provided by the Commission together with

the Fundacio.

12. As the case study is a hypothetical project and no pricing is



proposals.






qualitative.

13. Yes, in conformity with article 1.4 of the case study, the

organisation of a dinner is requested.


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14. The conference programme.

Question 32 With regards to Lot 1, Case study 1, could you please clarify if

the online symposium is something that already exists and just

needs to be set up and shown at the venue as per the

architecture models, or is it something which needs to be created

as part of the services requested in the case study?


The online symposium (consisting in videos to be shown during

the conference) shall be considered as something that already

exists.

Question 33 I would be grateful to receive your clarification on the following:

1. With regards to ‘Annex 4-b- Economic Financial Analysis’, each

worksheet in the spreadsheet contains a category for completion

called ‘Amount of tender (EUR)’. Given that this is a framework

contract, should tenderers should indicate the maximum value

for each Lot? If not, could you please clarify what information is

required?

Answer The tenderer shall indicate as "Amount of Tender" the maximum

amount of the Lot related to his tender, which is specified in

article 2.2 of the Technical Specifications.

In compliance with article 2 of the Invitation to tender, the

tenderer shall submit a separate tender for each Lot he is

interested in.

Question 34 In the context of the call for tenders EAC/27/2015 (lot 3), we

would like to have a clarification regarding the Case Study:

- On page 14, it is mentioned that for the financial proposal,

the section b) Contingencies for unforeseen expenses, c)

Reimbursable expenses and d) Managing costs of the

template shall not be filled in.

- On the first page of Annex 6 (Case Study n°1/1 for Lot 3), it

is mentioned that for the financial proposal, the section b)

Contingencies for unforeseen expenses of the template shall

not be filled in.

Could you therefore clarify whether section b (only) or sections

b/c/d shall not be filled in w.r.t the case study?

Answer In compliance with the provisions of article 3.2 of the Tender

Specifications, in the financial proposal related to the case study

for Lot 3, the sections b)-Contingencies for unforeseen expenses,

c)-Reimbursable expenses and d)-Managing costs of template IV-

b of the Draft Framework Contract shall not be filled in at all.

Question 35 Please find another request for clarification on :

- C.25 Notepads with European Commission program logo : the

product specifications in Annex 5 (pricelist) mentions:

“(Notepad mini, about 200 sheets, size A6 9x14cm, )”. What

kind of binding is it : glued or wire-O ? Moreover, is there a

cover ?


June 2016

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Answer Concerning Price List for Lot 3, Item C.25:

Both binding systems are accepted. The cover is not specifically

required.

In order to ensure equal treatment and as wide competition as

possible, the description of the items can't be so restrictive as to

exclude substantially equivalent products. Provided that the basic

characteristics specifically required in the description of each item

are respected, the tenderer is free to choose the product to offer.

It should be noted that, conforming to the provisions of article

3.5 of the Tender Specifications, the tenders will be ranked using

the indicated formula to determine the tender offering best value

for money. A weight of 60/40 is given to quality and price.

Question 36 Concerning Price List of Lot 3:

As applicant of the Tender in object, we'd want to know if you

have some images of similar promotion articles realized in the

past.

We'd want also to know, what's an indicative delivery time from

each single order, to evaluate if we can give you price from

import or only from stock.

Answer Concerning Price List of Lot 3:

a) In order to ensure equal treatment and as wide

competition as possible, the description of the items can't

be so restrictive as to exclude substantially equivalent

products. No specific photos of articles realised in the past

can be provided.

On condition that the basic characteristics specifically

required in the description of each item are respected, the

tenderer is free to choose the product to offer.

It should be noted that, conforming to the provisions of

article 3.5 of the tender Specifications, the tenders will be

ranked using the indicated formula to determine the

tender offering best value for money. A weight of 60/40 is

given to quality and price.

b) There is not a standard delivery time for the Orders of

promotional material.

A reasonable time is agreed specifically for each Order

depending on the quantity and the type of the items

required.

Question 37 In reference to the above-mentioned call for tender, lot 2 – case

study 2, we would be grateful if you could be so kind as to clarify

whether the tenderers can contact the organization of LIFT or

should the case study be prepared on the basis of information

publically available?

Answer The technical proposal related to the Case Study 2/2 for Lot 2

should be drawn up on the basis of the information publicly

available.

Question 38 Please find another request for clarification concerning the Price

List for Lot 3, item C.58-Diaries with European Commission


June 2016

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program logo:

1. You mention “soft and coloured cover”, could you please be

more precise ? For example, which kind of material is used

(ex. fake leather, plastic, etc..), how many colours should be

available ?

2. You mention “calendar and language personalised following

the country”: is it correct to understand that the content

(inside paper with calendar) is :

- standard per country/language chosen ? (i.e. no

additional content personalisation such as logo printed on

inside paper)

- removable or is it bound to the cover ?

Answer Concerning Price List for Lot 3, Item C.58:

1. In order to ensure equal treatment and as wide competition

as possible, the description of the items can't be so restrictive

as to exclude substantially equivalent products. Provided that

the basic characteristics specifically required in the

description of each item are respected, the tenderer is free to

choose the product to offer.

2. The diaries are standard per country/language chosen; no

additional content personalisation is required for the inner

pages.

Both models (removable or bound content) are accepted.

Question 39 This question relates to the pricing of the promotional items in

the Price List of Lot 3. All items are supposed to be priced “with

European Commission program logo”. The program logos,

“namely Erasmus+” and “Creative Europe”, are available in 2-3

colours in their full colour version, or monochrome. Some items

cannot be printed in 2-3 colours, because either they are limited

to 1 single printing colour or because they require other

personalisation technique (for example : laser engraving on

metal pens, embossing on leather, etc). But all of them can be

customised at least in 1 colour.

The question: for the purpose of this tender, is it acceptable to

consider a pricing based on 1 single printing colour (unless

specified otherwise in the product description of course)?

Answer See the answer given to Question 20 point 2.

Question 40 Concerning Call for Tenders EAC/27/2015 Lot 1, to aid the

preparation of our tender, we would be grateful for clarification

on the following points:

a) Lot 1: Technical and professional capacity criteria

(page 11/12 of tender specifications)

Could you please clarify whether the three requirements

(seven projects > 150.000 EUR, three projects with necessary

language skills, five projects in five different EU countries) all

require separate references, meaning that a minimum 15

projects are required in total? Or can individual projects be

used to demonstrate fulfilment of all three criteria, if they

should meet all three requirements?


June 2016

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b) Lot 1: Technical and professional capacity criteria

(page 12 of tender specifications)

Could you please clarify the phrase "excellent command of

English and French"? Does this correspond to level C1 in the

Common European Framework?

c) Lot 1: Case study 1: supervisory staff

Could you clarify how many staff will require travel and

accommodation – and is it correct that all staff will be

travelling from Barcelona?

d) Lot 1: Case study 1: one day conference

Is the conference intended to last a full day (e.g. 10:00-

17:00) is this a short evening event (e.g. 18:30-20:30) prior

to the exhibition opening?

e) Lot 1: Case study 1: one day conference

Is it the contractor's task to suggest speakers, journalists and

high-profile architects to participate in the conference or will

the list of speakers/invitees be provided by the contracting

authority?

f) Lot 1: Case study 1: design and production of exhibition

material

Could you clarify the scope of the exhibition material to be

designed and produced? Is this informational materials (e.g.

panels) to accompany the models etc. provided? Or should

the contractor include the production of additional

exhibits/displays/etc. in its proposal?

g) Lot 1: Case study 1: online symposium

Could you clarify to what extent the contractor is responsible

for the online symposium? Should the production of video

clips with interviews be included in the proposal or will these

clips be provided and it is the contractor's task just to

manage their display at the exhibition?

h) Lot 1: Case study 2: exhibitors

Could you please confirm that it will not be the contractor's

task to identify and invite exhibiting European HEIs and that

the contracting authority will provide a list of exhibitors and

contact information?

i) Lot 1: Case study 4: interpretation

Will interpretation be provided by SCIC or should contractors

plan with the hiring of external interpreters for the six

languages?

j) Lot 1: Case study 4: programme

Should six different language versions of the programme be

produced or just one master version for all participants?

Answer a) The number of the projects required as evidence of the

technical and professional capacity on the basis of the three

criteria listed in article 2.5.4 point a. of the Tender

Specifications is not cumulative. Therefore, each individual

project can be used to demonstrate fulfilment of all three

criteria, if it should meet all three requirements.

b) The skill of "an excellent command of both English and

French" required, in conformity with article 2.5.4 point b. of

the Tender Specifications, for the senior and the junior


June 2016

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manager composing the minimum necessary team, means

that they shall be proficient users of these languages, able

to:

Understand extended speech, long and complex factual

and literary texts, specialised articles and long technical

instructions;

Express themselves fluently and spontaneously, using

the languages flexibly and effectively for social and

professional purposes;

Formulate ideas and opinions with precision and relating

their contribution to those of other speakers;

Present clear, detailed descriptions of complex subjects

integrating subthemes, developing particular points and

rounding off with an appropriate conclusion;

Express themselves in clear, well-structured text,

expressing points of view at some length;

Write about complex subjects in a letter, an essay or a

report, underlining what they consider to be the salient

issues.

c) See the answer given to Question 31 point 6).

d) In conformity with article 1.4. of the Case Study, a full day

conference (10:00-17:00) shall be organised by the

hypothetical contractor.

e) The list will be provided by the contracting authority.

f) All the material for the exhibition will be provided by the

Fundacio Mies van der Rohe.

g) The contractor is only required to display the online

symposium. See answer given to Question 32.

h) See the answer given to Question 17 point a).

i) In conformity with article 1.4 of the case study, the task

"interpretation for 6 languages" must be provided by the

contractor. The interpretation services provided should have

an equivalent professional level to those offered by the SCIC

(i.e. the "Service CommunInterprétation-Conférences /Joint

Interpreting and Conference Services of the European

Commission).

j) In conformity with article 1.4. of the Case Study, just one

master version of the programme for participants is required

(in English language).

Question 41 Concerning Case Study 2 for Lot 2:

1. Can we assume that all 10 videos will have a duration of

maximum 2 minutes?

2. Can we assume that DG EAC will provide us with the list of

projects to be contacted and the contacts of the project

managers?

Answer Concerning Case Study 2 for Lot 2:

1. As the case study is a hypothetical project and no pricing is



proposals.




June 2016

27

possible that two different original proposals (based on

different operational details) may receive the same scoring

under the evaluation criteria that are, for the case studies,

exclusively qualitative.

In conformity with article 1.3. point c) of the Case Study, the

length of the videos may depend on the amount of material

that is supposed to be available.

2. Yes, a list of projects will be provided by DG EAC, including

contact information.

Question 42 Are you expecting methodology in the case studies (the award

criteria refer to ‘proposed work organisation’). Or does this refer

to the organisation of the work within the team given that

detailed methodologies are provided in the technical tender?

Answer In conformity with the provisions of article 3.3 of the Tender

Specifications, the quality criterion "Quality of the technical

proposals for case studies" comprises the assessment of the work

organisation, composition and responsibilities of the team

assigned to each project. These aspects should be described in

the Tenderer's technical proposal related to a case study.

The Tenderer is free to make reference, in his Technical Proposal

related to a case study, to the methodologies described in his

Technical Offer when appropriate.

Question 43 Concerning Case Study 1/2 for Lot 2:

Does all the information on the poster need to be translated in

three languages? This severely limits the amount of information

which can be presented and risks to be confusing for the reader.

Answer In conformity with article 1.7. of the Case Study 1/2 for Lot 2,

the tenderer is required to translate all information on the poster

in three languages, which is exactly the challenge of this

exercise.

On the basis of our experience, a graphic solution can be found

to design a poster with several languages.

Question 44 Could you please confirm if you need only the 18 sample of the

items from the case study?

You don’t need the samples for all items from the pricelist?

Answer In conformity with the provisions contained in article 3.2. of the

Tender Specifications, the tenderers are required to provide only

18 samples. See the answer given to Question 26.

Question 45 Concerning Call of Tenders EAC/27/2015 Lot 3, we have a few

questions see hereunder:

1. Concerning the samples: could you please confirm we need

to provide samples only for the products that are in the CASE

STUDY and not for all the products of annex 5 for which we

need to give a price?

2. Concerning some products:

2.1 C5 filling USB with data: price is mainly depending on the


June 2016

28

data we need to load 100MB not same price as 2GB.

Is it possible to give us an idea of the size of the data we

need to load?

2.2 C7 is there any reason you need a woman t-shirt with

40% polyester? Most of the woman t-shirts are 100%

cotton or a little less with elastane, viscose or spandex.

Is this mandatory ? We were wondering why you are

asking such fabric

As 60/40 cotton-polyester is more a workwear fabric and

we usually do this for polo shirt and not t-shirt.

2.3 C10 : lanyard which width and length ?

2.4 C10: “second location setup charge waived if both sides

decorated with same imprint” does it means that you ask

us if there is an extra cost to print on both sides of the

lanyard?

3. Concerning the Case study:

3.1 We have to admit we do not understand what you want

as financial proposal:

We do not have to put any unit price or total cost OK

But you ask us to use annex 4b but annex 4b is a

balance sheet for the last 2 years

What do we need to do just to put annex 4b concerning

our 2 last year for which the accounts have been closed ?

But we do not understand than the connection between

this sheet and the case study

If not could you please clarify exactly what you want to

have as financial proposal taking into account that we

cannot put any cost in the case study

3.2 In order to do the case study correctly can we take into

account that you place the order on 20/06/2016?

4. Concerning the imprint:

4.1 In case study when you write imprint Creative Europe for

t-shirt do we have to understand a 2 colour imprint or a

one colour imprint. (logo exist in 1 and 2 colours)

Answer Concerning Call of Tenders EAC/27/2015 Lot 3:

1. We confirm that the tenderers are required to provide only 18

samples. See the answer given to Question 26.

2. Concerning the Price List:

2.1. Concerning item C.5, there is not a standard size of the data

to be uploaded into the USB keys. This item will be used as

promotional item not as storage device.

2.2. Concerning Item C.7, the fabric composition should be 60%

cotton and 40% polyester.

2.3. Concerning Item C.10, the dimensions of the lanyard should

be those that are commonly proposed in the market.

In order to ensure equal treatment and as wide competition

as possible, substantially equivalent products are accepted.

On condition that the basic characteristics specifically


June 2016

29

required in the description of each item are respected, the

tenderer is free to choose the product to offer. It should be

noted that, conforming to the provisions of article 3.5 of the

Tender Specifications, the tenders will be ranked using the

indicated formula to determine the tender offering best value

for money. A weight of 60/40 is given to quality and price.

2.4. Concerning Item C.10- Lanyards with European Commission

Program logo, actually the parts of the description "Second

location setup charge waived if" and "Run charges still apply"

are meaningless and will be deleted soon with a specific

Corrigendum.

We confirm that the printing of the logo on both sides of the

lanyard is required and that only one unit price shall be

quoted for the item.

If the tenderer indicates two different unit prices for the

same item in the Price List, the lower price will be considered

the correct one for the purpose of the financial offer.

3. Concerning the case study:

3.1. Your serious misunderstanding is caused by the reference to

the wrong annex: you are confusing Annex IV-b (Model for

Financial Offer to be used for Lot 3) of the Draft Framework

Contract (where "IV" is in Roman numeral) with Annex 4-b

(Analysis of Economic and Financial Capacity) of the Tender

Specifications (where "4" is in Arabic numeral).

Concerning the content of the financial proposal related to a

case study, see the answer given to Question 15 point 2.

3.2. June 20, 2016 can be indicated as signature date of the

hypothetical order.




proposals.

See answer given to question 36 point b).

4. Concerning the printings:

4.1. See the answer given to Question 20 point 2.

Question 46 In the price list for Lot 1, item B.6.6 is described as “Pop-up

counter – please indicate dimension” and requires a price per

m2.

Could you please clarify whether “please indicate dimension” is

an error, or would you like tenderers to indicate a dimension for

the corresponding price provided?

Answer Concerning the Item B.6.6 – Pop-up counter of the Price List for

Lot 1, actually the instruction "please indicate dimension" is

meaningless (because of it is impossible to modify the description

of an item) and will be deleted soon with a specific Corrigendum.

Question 47

Concerning Case Study 2/2 of Lot 2, for the factsheet, one page A4,

is this recto simple or recto verso?

http://ec.europa.eu/dgs/education_culture/calls/2015-eac-27_en.htm#corrigenda




June 2016

30

Answer One-sided only.

Question 48 In the price list for Lot 2 an ‘Assistant Director’ position in

listed. Can you please clarify if this is a creative, delivery role (i.e.

assistant to a Creative Director) or a deputy to the senior manager?

Answer Actually the Price List for Lot 2 contains two pertinent items:

A.2 – Assistant Director

A.8 – Assistant Artistic Director

The second position has a creative character.

Question 49 Concerning Call for tenders EAC/27/2015, the Price List for Lot 2:

1. To avoid doubt, in the Lot 2 price list, item B.8, should the

price per page be for the translation of a standard page into

all the languages mentioned or into any one of the languages

mentioned?

2. Could you please explain the words “data re- designed” in the

Lot 2 price list, item B.13?

3. In the Lot 2 price list, item B.13, should the Person/day rate

reflect only the graphical work or also the development of the

concept of the infographic and the drafting of its English text?

4. In the Lot 2 price list, item B.14, should the Person/day rate

reflect only the graphical work or also the translation of the

English text?

5. To avoid doubt, in the Lot 2 price list, item B.14, should the

Person/day rate reflect adaptation of the English infographic

into all the languages mentioned or into any one of the

languages mentioned?

Answer Concerning the Price list for Lot 2:

1) The unit price requested for item B.8 must correspond to the

cost of the translation of a standard page into (any) one of the

required languages.

2) The term "data re-designed" in the description of item B.13

means to create an infographic with graphs from rough data in

an excel file.

3) The unit price of item B.13 shall comprise all these tasks.

4) The unit price of item B.14 shall comprise both of these tasks.

5) The unit price requested for item B.14 comprises the cost of

adapting infographics to (any) one of the required languages.

Question 50 Concerning Call of Tenders EAC/27/2015, the Case Study for Lot 3,

we have another question:

1. For the T-shirts you say 3900 pieces with different

sizes….3900 by colour? so in total 19000 pieces or 3900 just

for one colour and you will choose between white-blue-red-

green-black ?

2. We do not have to put any unit price or total cost OK

Answer 1) The total number of T-shirts required as first item for this

hypothetical order is 3 900. The number of the T-shirts required

for each size shall be considered equally subdivided among the 5

colours listed in the description of the item.

2) We confirm that the financial proposal related to a case study


June 2016

31

shall not contain any unit price or total cost per item. See

answer given to Question 15 point 2.

Question 51 Lot 1/2/3 - Framework contracts for services and supplies in support

of communication activities in the field of education, culture, youth

and sport

I would be grateful to receive your clarification on the following:

With regards to Q&A 16 (part 1), the response indicates that the

following sections:

Part A: Cover letter and tenderer information

Part D: Evidence for exclusion criteria

Part E: Evidence for selection criteria

Will be submitted in the “external envelope”.

In past EU funded tenders that we have worked on, these

standard sections are usually submitted within the ‘technical

offer’ inner envelope, together with the technical proposal. Can

you please clarify / reconfirm that these sections should be

submitted separately?

Answer We confirm what is stated in the answer given to Question 16 point

Please follow as literally as possible the instructions given by article

3 of the Invitation to Tender when packaging and delivering your

Tender.

For practical reasons related to the stages of the evaluation

procedure, we prefer to receive the Technical Offer (Part B of the

Tender) and the Financial Offer (Part C of the Tender), that shall be

evaluated under the award criteria, separately from the

administrative documents required as evidence for the selection and

exclusion criteria (Part D and Part E of the Tender) and from the

Cover Letter and Tenderer Information (Part A of the Tender).

Question 52 Following are some questions about Annex 6, Case Study no. 1/4 for

Lot 1 to the Call for Tenders EAC/27/2015:

1. In section 1.4 point b) it is written: "Organisation of the

transportation of architecture models as well as

Contemporary Architecture archive [...]" and in point c) it is

written: "Organisation of mounting and dismounting of the

exhibition items [...]": could you please give to us more

information about the exhibition space and the surface of the

area to be mounted/dismounted?

2. In section 1.4 point d) it is written: "Production of

dissemination and press materials explaining the exhibition,

media and social media campaign": what do you mean for

"media and social media campaign"? The services listed under

6.2 of technical specifications (i.e. design of integrated

communication campaign, development of messages on all

media, etc.) or to those under 6.1.1 (i.e. publicity and media

coverage at local, regional and European level)? In the first

case, it would be necessary to know the area you intend to

cover and the budget.

3. In section 1.4 point e) it is written: "Organisation of a one

day conference [...] including: the travel, accomodation and


June 2016

32

dinner for a limited number of guests (including high profile

architecs)2: for how many people the Contractor will need to

provide the payment for travel, accomodation and dinner?

4. on page 2 (section 1.2 - Objective) we can read: “The

objective is to organise a highly visible and political event

around the 9th of May (Europe Day)” but later, in the section

“1.5 - Dates, duration and places of performance”, is

indicated: “The one day conference at a cultural centre in

Brussels (if possible "Bozar") will take place in the first half of

2016, opening the exhibition which will last for approximately

3 weeks”. Could you please clarify when the event should

take place? Furthermore, if the EU prize award ceremony is

held every two years, and the last ceremony was organised in

2015, why the Contracting Authority is asking to imagine an

edition in 2016?


1) As the case study is a hypothetical project and no pricing is



proposals.

It shall be noted that no "ideal" technical or financial

proposal that could be used as a benchmark exists. It

is therefore possible that two different original

proposals (based on different operational details) may

receive the same scoring under the evaluation criteria

that are, for the case studies, exclusively qualitative.

2) Chapter 6 – Content and scope of work for Lot 1 of the

Technical Specifications contains a detailed description of the

tasks that the future Contractor will be asked to perform

under the framework contract resulting from this Call for

Tenders.

The case studies can give you an idea of what the

concrete application of the framework contracts to the

related specific contracts would look like.

The proposals related to a case study should be based

only on the specific tasks requested in the case study

(and not on all the tasks described in the Technical

Specifications).

3) See the answer given to point 1) above.

4) The hypothetical event that is the object of this Case Study

should take place if possible around the 9th of May and in any

case in the first half of 2016. The EU Contemporary

Architecture Prize Ceremony and this event are two different

things. We are asking the hypothetical Contractor for the

organisation of a specific conference on architecture (not a

prize ceremony) followed by an exhibition of architecture

models.

Question 53 1) With regard to Annex 6, Case study no. 1/4 for Lot 1, section 1.4

letter c) it is written: "Organisation of the mounting and dismounting

of the exhibition items including travel and accommodation expenses

of supervisory staff, design and production of exhibition material".


June 2016

33

Questions :

a) What do you mean when you speak of "design and production

exhibition material"? What are the exhibition materials we should

design and produce?

In other words, do you intend that the Contractor must also design

the exhibition, produce the supporting structures (panels,

showcases, screens, etc.)? In this case, we would need the details of

the objects to be displayed, in order to be able to consider either the

profiles (man days) and the production costs.

b) We would like to know if the “supervisory staff” also includes

people selected by the Contracting Authority in order to oversee the

outfitting works, or only the internal / contractor’s staff we consider

will supervise the mounting and dismounting the exhibition.

2)With regard to Annex 6, Case study no. 1/4 for Lot 1 section 1.4

letter b), it is stated "including insurance and adapted cases to

protect models during the transport".

Question: in order to propose the most appropriate methodology and

to quote the cost, we need to know how many objects require

packing and insurance.

3) With regard to Annex 6, Case study no. 1/4 for Lot 1 section 1.4

letter b), "an online symposium (a series of video clips with

interviews of architects on the question of the identity of European

architecture)".

Question: which is the service that is required to the contractor with

regard to the “online symposium”? It is required to collect all the

video clips in order to make them available for the exposure during

the exhibition or it is requested to manage the transport of the video

screens for the transmission of the clips? In this last case, how many

screens do you envisage would be needed?

4) With regard to Annex 6, Case study no. 1/4 for Lot 1 section 1.4

letter e) and specifically to the organisation of the services, do we

have to consider only the services specifically listed (travel,

accommodation and dinner for a limited number of guests, technical

aspects and equipment, invitations and registration of participants,

conference material) or shall we consider some other services such

as the catering (lunch, dinner), interpreting services, etc. that we

think should be provided?

Answer 1) All the architecture models will be provided by the Fundació.

The term "design and production of exhibition material" refers

to the generic material needed for the set-up of the exhibition

areas.

2) As the case study is a hypothetical project and no pricing is



proposals.It shall be noted that no "ideal" technical or

financial proposal that could be used as a benchmark exists.

It is therefore possible that two different original proposals

(based on different operational details) may receive the same

scoring under the evaluation criteria that are, for the case

studies, exclusively qualitative.

3) The contractor is supposed to collect the video clips and to


June 2016

34

show them during the conference.

4) The case studies are simplified simulations of a real Request



related hypothetical project is considered.The proposals

related to a case study should be based only on the specific

tasks requested in the case study.

Question 54 The answer given to Question 2 states that the factsheet should be

based on information that is available about the LIFT project in the

Creative Europe Project Result Database:

In this database, the dates of the project are given as Start Date:

01/05/2012 - End Date: 30/09/2012. From the video, it appears that

LIFT has benefited from funding for a longer period.

Please advise which project period should be taken into account for

the factsheet and how much funding has been allocated.

Answer Any available information may be taken into account. If precise

information (e.g. funding or end date) is not available it is sufficient

to indicate "TBC" (To Be Confirmed).

As the case study is a hypothetical project and no pricing is required,

the tenderers are free to determine all necessary operational details

which are not known, while taking care of the internal coherence of

their proposals.

It shall be noted that no "ideal" technical or financial proposal that

could be used as a benchmark exists. It is therefore possible that

two different original proposals (based on different operational

details) may receive the same scoring under the evaluation criteria

that are, for the case studies, exclusively qualitative.

.

Question 55 1. In the price list for Lot 2, items A.27 and A.28 specify two-

person crews (“cameraman & sound engineer”), and the unit is

given as “Person/day”. Please clarify whether the price

requested is the daily rate per person or the daily rate for the

two-person crew in each case.

2. We understand that the budgets for the two Lot 2 case studies

should be presented using Annex IV-a as a template. Can you

please confirm our understanding?

3. May tenderers recreate the template set out in Annex IV-a in

Excel sheets, to help them prepare these budgets?

4. We understand that the financial proposal for the case study

shall neither contain the prices of the items already quoted in

the related Price List (fixed prices) nor indicate other costs

(reimbursable expenses, managing costs, contingencies for

unforeseen expenses). Nevertheless, section b) Reimbursables

Expenses exists in the template, which will presumably be used

by the contractor for his specific offers once the contract has

been awarded. Article I.5.3 Reimbursement of expenses of the

draft framework contract states that “travel, subsistence,

accommodation and shipment expenses; and any other

expenses provided for in the technical specifications” will be


June 2016

35

reimbursed. May we understand that the prices quoted in the

price grid are therefore exclusive of these expenses, which will

be invoiced separately?

5. Article I.5.3 Reimbursement of expenses of the draft framework

contract goes on to state that “Special provisions on travel rules

are laid down in the technical specifications.” However, we can

find no such provisions in the tender specifications. Please

clarify.

Answer 1) The unit prices requested for item A.27 (ENG crew in Belgium)

and A.28 (ENG crew outside Belgium) of the Price List for Lot 2

must correspond to the daily rate per person.

2) Yes, Annex IV-a of the Draft Framework Contract shall be used

as template to prepare the financial proposals related to the

case studies for Lot 1 and Lot 2.

3) Yes.

4) Please refer to the provisions on cost categories contained in

article 2.7 of the Technical Specifications. The fixed prices (i.e.

the unit prices indicated in the Price List) are of course separate

from the reimbursable expenses.

5) Your question is unclear, probably due to a misunderstanding.

The Tender Specifications and the Technical Specifications are

two different documents. The provisions on travel rules are

contained in article 2.7.2.2.1 of the Technical Specifications.

Question 56 The price list for Lot 2 includes three Cost Groups – A. Personnel, B.

Standard services, and C. Equipment and Supplies. We believe that

there is an error in the Fixed prices section of Annex IV-a, which

currently includes only two Cost Groups – A. Personnel and B.

Standard services. We believe that the cell “[ - Other cost groups ][-

indicate cost group with reference to the related Price List ]” is

probably intended to be marked “C. Equipment and Services”, and

that the cell “Indicate sub-total for [ - cost group ] ” should probably

read “Indicate sub-total for Equipment and Services”. Could you

please confirm?

Answer Annex VI-a -Model for Financial Offer of the Draft Framework

Contract is a template to be used in relation to Requests for

Services/Supplies for Lot 1 and Lot 2 (as well as, for the purpose of

this Call for Tenders, to answer Case Studies for Lots 1 and 2).

For the Lot 2 the cell [- Other cost groups] should be filled in, if

necessary for the presentation of the financial proposal, with the

information relating to the Equipment and Supplies Cost Group from

the concerned Price List. The correspondent sub-total shall refer to

the same cost group.

Question 57 1. Re: Lot 1: Price list positions B.1

Do the positions under B.1, in particular B.1.1 to B.1.4, also include

the graphic design of the stand or just the design of the stand in

terms of build/structure/overall look?

Or would any graphic design for the stands be covered via the daily

rate for a graphic designer (position A3)?

2. Re: Lot 1: Price list position B.4


June 2016

36

Do we understand correctly that the position B.4 (Design and

production of panels) is only referring to panels and not the overall

stand design?

3. Re: Lot 1: Case study 4

Regarding the amount of attendees in case 4, please could you

specify if the speakers are included in the total amount of up to 90

participants and if the travel management should be organized for

speakers as well as for participants?

Answer Concerning the Price List for Lot 1:

1. The unit prices quoted for Items B.1.1 and B.1.4 shall include

the graphic design of the stand.

2. Yes, your understanding is correct.

Concerning the Case Study 4/4 for Lot 1:

3. In conformity with article 1.3 of the Case Study, the meeting

is organised for up to 90 participants in total (speakers are

included). In conformity with article 1.4 of the Case Study,

travel management is required only for the speakers. The

case studies are simplified simulations of a real Request for

Services, which are used to evaluate the quality of the


related hypothetical project is considered. The proposals

related to a case study should be based only on the specific

tasks requested in the case study.

Question 58 1. Can you please clarify what procedure the Lot 2 contractor

will follow if he needs to incur costs that do not correspond to

any of the items in the price grid? This would be the case, for

example, for the purchase of free-of-rights stock images,

free-of-rights archive footage, inexpensive free-of-rights

music and postage and shipping costs, but might also include

other higher priced items.

2. Specifically, for the Lot 2 case studies, how should tenderers

present in their case study budgets costs that do not

correspond to any of the items in the price grid?

Answer 1. Concerning the classification of costs not included in the Price

Lists in the Specific Contracts implementing the framework

contracts resulting from this Call for Tenders, please refer to

article 2.7.2 of the Technical Specifications.

2. No budgeting is required for the financial proposal related to a

case study.

Concerning the content of the financial proposal related to a case

study, see the answer given to Question 15 point 2.

Question 59 Please can you clarify which visual identity we should use for lot 2,

case study 2?

The specifications state that the contractor is asked to respect the

visual identity of:

Erasmus+ and Creative Europe:

http://ec.europa.eu/dgs/education_culture/promotional_en.htm

http://ec.europa.eu/dgs/education_culture/promotional_en.htm


June 2016

37

European Commission:

http://ec.europa.eu/dgs/communication/services/visual_identity/ind

ex_en.htm

Clearly we can only use one visual identity on the factsheet. Is

our assumption correct that this should be the one of the EC?

Answer Yes, your understanding is correct.

Question 60 Concerning the pricelist for lot 3 under “Personnel”, are we allowed

to add new functions? For example: we have a Warehouse &

Logistics Manager which intervention in all projects is central as he

takes care of all shipments, storing, packing, etc. Not mentioning

this function in the pricelist wouldn’t be very realistic.

Answer In order to ensure that the tenders could be evaluated on the same

basis, no item can be added to the price list by a tenderer. Only the

unit prices corresponding to the items listed in the concerned price

list shall be quoted.

The definition and subdivision of job functions is often different and

specific for each company.

You should classify the "warehouse & logistics manager" under the

professional grade of Senior Manager or Junior Manager (respectively

items A.1 and A.2 of the Price List for Lot 3).

Question 61 Concerning LOT 1 CS 1 Culture Prize Award. Can you please precise

when should this event take place ? We are not sure about the exact

date for two reasons 1. First it is indicated that the event will link

the 25 years of the Prize to the European narrative, but the 25 years

of Prize took place in 2013. 2. It is indicated that the event should

take place around the 9th of May and in the first half of 2016, but

the 9th of May 2016 is already passed. Should the event take place

on the 9th of May 2017? And how it is related to the 25 years as this

anniversary has passed?

Answer As the case study is a hypothetical project, it is not relevant that in

reality the date indicated for the event is already passed. The

tenderer should assume that his proposals had been presented in

due time before the event took place.

Question 62 For Case study Lot 3, could you please confirm the Annex IV-b of

the Framework contract, that we should use for the Case Study,

should it be in the envelope of the ‘Technical offer’ with the case

study? Or in the envelope of the ‘Financial offer’?

Answer In conformity with article 3.2 of the Tender Specifications, the

technical and financial proposals for the case studies are part of the

Technical Offer and should be presented in the same envelope.

Question 63 Regarding the Price List of Lot 1, we would be grateful if you could

indicate the exact length for item B.16.29 side board basic and

http://ec.europa.eu/dgs/communication/services/visual_identity/index_en.htm

http://ec.europa.eu/dgs/communication/services/visual_identity/index_en.htm


June 2016

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B.16.30 side board elegant.

Answer A specific length is not required for items B.16.29 and B.16.30 of the

Price List for Lot 1. The side boards will be used as generic furniture

for events.

In order to ensure equal treatment and as wide competition as

possible, the description of the items can't be so restrictive as to

exclude substantially equivalent products. Provided that the basic

characteristics specifically required in the description of each item

are respected, the tenderer is free to choose the product to offer.

Question 64 Regarding Case Study 4 for Lot 1, we would be grateful if you could

answer the 2 following questions about interpretation:

1. On Terms on reference, you mention the need of

simultaneous interpretation in 6 European languages. Can

you precise how the interpretation should be ensured if one of

the participant wants to speak in one of the EU language

which is not covered by the 6 selected languages?

2. Can we assume that the invited participants have at least a

basic level of English language?

Answer Concerning Case Study 4 for Lot1:

1. For the purpose of this Case Study, the simultaneous

interpretation in 6 languages is considered sufficient to assure

the correct course of the meeting.

2. Yes, you can assume that the invited participants have a

basic level of English language.

Question 65 1. Item C.2.12 of the Lot 2 price list asks for a price for standard

page of sub-titles. In fact the industry prices subtitle translation

by the minute – like item C.2.11 immediately above – and not by

the number of characters. Would it be possible to change the unit

from ‘Page’ to ‘Minute’?

2. To avoid doubt, in the Lot 2 price list, item C.2.12, should the

price be for translation of subtitles into all 30 languages

mentioned or into any one of the languages mentioned?

Answer 1. The price for the translation of subtitles (item C.2.12 of the

Price List for Lot 2) has to be indicated per page (like any

other translation work) considering that the translated text is

based on the original subtitled text (for which the price is

indicated per minute).

2. The unit price requested for item C.2.12 of the Price List for

Lot 2 must correspond to the cost of the translation work per

(one) language.

Question 66 1. Re: Lot 1: Price list positions B.6.23 and B.6.24

Please could you clarify if positions B.6.23 and B.6.24 should only

include the cost of production of the requested items or if design is

also to be included? Or would design be covered by the daily rate in

A.3.?

2. Re: Lot 1: Price list positions C.5.1-C.5.8

Please could you clarify what is required under the positions C.5.1 to

C.5.8 as there seem to be duplications or triplications of positions?


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e.g. c.5.3., c.5.4 and c.5.5 read the same as c.5.6., c.5.7 and c.5.8.

3. Re: Lot 1: Price list positions C.8.1-C.8.6: Mailing paper

documents to large number of people:

Shall these documents be sent in A4 format or folded in a normal

envelope format? We ask as this can have a great bearing on the

price. Moreover, what is the paper grammage? (e.g. normal paper

would be 80g but an invitation could be 250g)

4. Re: Lot 1: Financial proposals for case studies

Please could you confirm that only section a) of the template should

be filled in for the financial proposals for the case studies, meaning

that effectively only those budget positions which directly correspond

to an item in the price list should be listed?

Answer Concerning the Price List for Lot 1:

1. The unit prices quoted for Items B.6.23 and B.6.24 shall

comprise the costs of design and production.

2. Actually, because of a clerical error, there are duplicate items

in the price list for Lot 1:

Item C.5.4 is duplicated in C.5.7, the same

price shall be indicated in the two lines.

Item C.5.5 is duplicated in C.5.8, the same

price shall be indicated in the two lines.

If the tenderer indicates a different price for the

same item present in duplicate, the lower price

will be considered the correct one for the

purpose of the financial offer.

Line C.5.3 is duplicated in C.5.6. No price shall

be indicated in these two lines as they are

headers for the following items.

If the tenderer indicates a price in these two

lines (C.5.3 and C.5.6), the price will not be

considered for the purpose of the financial

offer.

Line C.5 is a header for items C.5.1 and C.5.2.

Items C.5.1 and C.5.2 are not duplicate in any

other items.

3. No specific requirement is requested in the description

contained in header C.8 (valid for Items C.8.1 to C.8.6). The

tenderer should refer to the standard format A4 with the

standard normal paper weight.

4. Your understanding is correct.

Question 67 With regard to Annex 6, Case study no. 1/4 for Lot 1, section 1.4

letter e) we would like to know if it is expected that the Contractor

also organises an award ceremony or if that is not foreseen by the

Contracting Authority during the one day conference.

Answer No award ceremony is required.


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40

The case studies are simplified simulations of a real Request for

Services, which are used to evaluate the quality of the tenderers'

proposals, therefore not every activity relating to the hypothetical

project is developed.

Question 68 Concerning Case Study 2/2 of Lot 2:

The contractor should ensure that each video is subtitled in

English and up to two additional languages (depending on the

subject of the video). Does this mean that we have to create

three language versions of each film? So for example, if the film

is in English, we have to subtitle it into 2 other languages? If the

film is not in English, we have to subtitle it in English and one

other language?

Answer It is enough to submit the video in one language. The script should

be submitted in word format for two additional languages.

Question 69 Dans le cadre de la grille de prix pour le Lot 1, nous devons

constater qu’il manque plusieurs postes permettant de répondre aux

attentes exprimées dans le cahier des charges telles que et de façon

non-exhaustive : journaliste, personnel(s) événement, personnel(s)

vidéo, personnel(s) stand et exposition,…

Nous permettez-vous d’ajouter des lignes à la grille de prix afin de

pouvoir répondre aux exigences du contrat ? Ou voyez-vous une

autre façon de pallier à ce manque ?

Par ailleurs, les expertises assemblées dans les postes A.3 et A.7 ne

sont pas des profils correspondant à des catégories de personnel

identiques et nous ne pouvons dès lors pas les vendre aux mêmes

prix.

Pouvez-vous svp éditer une nouvelle grille de prix avec ces profils

dans des cases scindées ?

Answer Afin de s'assurer que les offres des soumissionnaires soient

évaluées sur une même base, il n'est pas permis d'ajouter de ligne

complémentaire à la liste de prix.

Chaque compagnie a une grille de postes différente pour les

catégories de personnel, nous avons estimé que les profils

assemblés sur les postes A.3 et A.7 étaient les plus cohérents au

niveau du prix.

Question 70 In your answer to question 15, you state that the case studies

are simplified simulations of a real Request for Services, which

are used to evaluate the quality of the tenderers' proposals,

therefore not every activity relating to the hypothetical project is

developed. Please can you confirm that the financial proposal

should contain all elements mentioned in the request for services

and not just the deliverables for the tender?

Answer In conformity with article 3.2. of the Technical Specifications, the

financial proposal related to a Case Study shall be drawn up using as

template Annex IV-a (for Lots 1 and 2) or Annex VI-b (for Lot 3) of

the Draft Framework Contract.

The Tenderer shall indicate in his financial proposal related to a Case


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Study each item listed in the concerned Price List which corresponds

to an item used in his corresponding technical proposal. These items

shall correspond to all the tasks required by the case Study (and not

only to the deliverables).

Question 71 The case study asks for 35 roll ups- (1 roll up should show the two

ambassadors per country and 1 roll up for each national agency or

EU representation and 2 rolls-ups with all the ambassadors.

Should the 2 roll-ups of all the ambassadors be divided into student

and staff? So they should each feature 33 ambassadors? Are we

supposed to provide just one of these for the deliverables (all the

ambassadors) and one showing the two ambassadors per country?


The list of tasks of the hypothetical project, contained in article 1.4

of the Case Study, includes the production of 35 roll-ups.

However the tenderer must provide as deliverables (article 1.5 of the

Case Study) a mock-up of only 2 roll-ups: a roll-up with all

ambassadors and a roll-up with the 2 national ambassadors from

one country (one student and one staff ambassador).

Question 72 For Lot 3, Annex 5 price lsit, could you confirm how we should fill in

the table for the items with unit : 100 ex ?

For example: if this item costs 1€

Cost group

and item

Unit Price per unit

C26

Conference set

100

ex

Price per unit is 1€ or 100€?

Answer The price per 100 items shall be quoted.

Question 73 In reference to the Open Call for Tenders n° EAC/27/2015, we would

be grateful if you could be so kind as to clarify the following:

In regards to the award quality criteria for the Lot 1 and 2 under

qualitative criteria “Organisation and day-to-day management of the

work” it is mentioned:

a) “(…) specifically the balance of profiles and the breakdown of

tasks (i.e. which profile is going to perform which task and how

much time each profile will spend on each task)”, and

b) “(…) The tender should provide details on the allocation of time

and resources and the reasons behind the choice of this allocation.”

In addition, in your answer to question 4 it is furthermore stated that

the tenderer should indicate in his tender, for example, the

composition and the work organisation of a standard project team in

relation to the main tasks to be performed depending on the type

and the dimension of the project.

With the given specifications this is technically not possible, as each

project differs substantially based on different factors, i.e. budget,

scope, duration, geography etc. There is no typical project and no


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one-size fits all approach.

In our understanding, the requested case studies already allow to

assess the resource allocation per hypothetical task, as also

indicated in the award criteria of the case studies. Therefore we

believe that this criteria can be fulfilled by the response to the case

studies.

However, if your services would like to create another criterion to

assess resource allocation then we would insist on more detailed

specifications to be published. This would allow tenderers to submit

comparable information in response to this criteria.

Answer Concerning the evaluation criteria for Lot 1 and 2:

The Technical Specification contains, in chapters 6 and 7 respectively

for Lot 1 and Lot 2, a detailed description of the tasks the future

Contractors will be required to execute under the implementation of

the framework contracts resulting from this Call for Tenders.

The tasks are subdivided in groups in accordance with the type of

activity to be performed (e.g. for Lot 1 the organisation of events or

the organisation of communication campaigns). These groups

correspond to different types of projects.

The Tenderer should demonstrate in his Technical Offer to be able to

organise and execute these types of projects, in an efficient and

effective manner, using the human resources at his disposal.

The composition and the work organisation of the project team

should be specified in details in each case study.

We consider the established award criteria pertinent, appropriate and

necessary to evaluate the capacity and readiness of the tenderers to

provide the services and supplies we need.

Question 74 For the Case Study Lot 3, if we use template of the Annex IV-b of

the Framework Contract as you mention, could you confirm our

understanding of the calculation of the third column ‘Number of

unit’?

For example in the Case Study we have : 1500pieces of headphones,

Supplies - Unit - number of unit

Headphones - 100 ex - 15 units of 100ex

could you confirm we understand it correctly?

Extract of Annex IV-b of the Framework Contract

Answer We confirm your understanding. The calculation of the number of

units in your example is correct.


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Question 75 For Lot 3 , Annex 6, Case Study 1, page 1, it is said:

The financial proposal for the case study shall neither contain the

Unit Price nor the Total Cost per Item. And thus the sub-totals by

costs group and the total for fixed prices shall not be indicated. Will

you then fill in these parts following the Price List?

Answer The proposals related to the case studies will be evaluated only on

the basis of the qualitative criteria established in article 3.3 of the

Tender Specifications.

No price will be added to the Tenderers' financial proposals related to

case studies.

Question 76 The formats of some products asked for in the case studies of lot 2

are not in the related price list such as:

• A0 poster

• Brochure 21 x 21

• Roll-ups

• Factsheet A4 1 page

How should we budget for these and other items which are missing

(purchase of music from a library etc.)?

Answer No budgeting is required for the financial proposals related to case

studies. See answer given to Question 15 point 2.

Concerning the classification of costs not corresponding to any item

included in the Price Lists, please refer to article 2.7.2 of the

Technical Specifications.

Question 77 Referring to Q&A nr. 72 concerning lot 3, you mention : “The price

per 100 items shall be quoted.” Just to avoid any misunderstanding,

can you please confirm one of the following :

Price per unit = total price for 100 items (ex. 100 * 1 €/pc)

or

Price per unit = unit price for 100 items (ex. 1 €/pc)

Answer As is stated in the answer to Question 72, in line C26 of the Price List

for Lot 3 the tenderer shall indicate the global amount per 100 items

(that is the Unit). Following your example, "100 €" would be the

quoted price.

Question 78 1) With regard to Annex 6, Case study no. 1/4 for Lot 1 section 1.4

letter e), in the Answer n.1.2 to the Question n.29 of the "Questions

and Answers" document, you clarify that the proposal should be

based only on the specific tasks requested in the case study.

- does this mean:

that we have not to consider the organisation of conference catering

(coffee break, lunch, etc.) but only the dinner for a limited number

of guests?

- does this mean:

that we have not to consider interpreting services?

2) In section 1.4 point d) it is written: "Production of dissemination

and press materials explaining the exhibition, media and social

media campaign":

- what do you mean for "media and social media campaign"? The


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44

services listed under 6.2 of technical specifications (i.e. design of

integrated communication campaign, development of messages on

all media, etc.) or to those under 6.1.1 (i.e. publicity and media

coverage at local, regional and European level)?

- In the first case, it would be necessary to know the area you intend

to cover and the budget.

3) on page 2 (section 1.2 - Objective) we can read: “The objective is

to organise a highly visible and political event around the 9th of May

(Europe Day)” but later, in the section “1.5 - Dates, duration and

places of performance”, is indicated: “The one day conference at a

cultural centre in Brussels (if possible "Bozar") will take place in the

first half of 2016, opening the exhibition which will last for

approximately 3 weeks”.

- Could you please clarify when the event should take place?

Furthermore, if the EU prize award ceremony is held every two

years, and the last ceremony was organised in 2015, why the

Contracting Authority is asking to imagine an edition in 2016?

- Can we consider the period between the 9th of May and the end of

August 2017?

Answer 1) We confirm your understanding.

2) Please see the answer given to Question 52 point 2).

The case studies are simplified simulations of a real Request for

Services, which are used to evaluate the quality of the tenderers'

proposals, therefore not every activity relating to the hypothetical

project is developed. This case study focused on the organisation of

a one day conference followed by an architecture exhibition.

3) Please see the answer given to Question 52 point 4).

Question 79 We would like further clarification of your answer to question 68.

Please note that we were referring to the contractor and the tasks

which need to be budgeted for and not deliverables for the tender.

Can you confirm if we should take into account the instructions in

the case study for the subtitles for our budgets or not? When you

refer to submitting the video in one language, are you referring to

the deliverables for the tenderer? As tenderers only have to submit

a storyboard for case study 2, lot 2 (question 2) and not a script, we

are not clear to what this refers.

Answer No budgeting is required for the financial proposal related to a case

study. See answer given to Question 15 point 2.

Concerning the real deliverables required for Case Study 2/2 of Lot

2, no video is included. See answer given to Question 2.

However, in conformity with article 1.3 of the Case Study, 10 videos

are part of the services the hypothetical contractor shall provide in

the related technical proposal to implement this hypothetical project.

questions and answers - european commission · questions and answers call reference: eac/27/2015...

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