restricted procedure call for requests to participate phase 1 · tender specifications - phase 1...

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EUROPEAN AVIATION SAFETY AGENCY

RESTRICTED PROCEDURE

CALL FOR REQUESTS TO PARTICIPATE

PHASE 1

Specifications for the request to participate in a call for tender

Title: IT infrastructure support and development of and maintenance for

in-house business applications

(first phase of the call)

Ref. n.°: EASA.2013.RP.10 - Phase 1

Tender Specifications - Phase 1 Table of Contents

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Table of Contents

Table of Contents ....................................................................................................... 2

1 Contact details ...................................................................................................... 3

2 Restricted procedure ............................................................................................ 3

3 Subjects covered by this call ................................................................................. 4

3.1 Introduction and description of the contract ...................................................... 4 3.2 Technical environment .................................................................................. 7 3.3 Profile description ......................................................................................... 9 3.4 Responsibility and quality of the candidate ..................................................... 32

4 Place of execution and volume of the contracts .................................................. 32

5 Eligibility of candidates ....................................................................................... 33

6 Participation of consortia and subcontracting ..................................................... 34

6.1 Consortia................................................................................................... 34 6.2 Subcontracting ........................................................................................... 34

7 Exclusion criteria ................................................................................................ 35

7.1 Criteria which lead to exclusion ..................................................................... 35 7.2 Means of proof required ............................................................................... 35

8 Selection criteria ................................................................................................. 36

8.1 Legal capacity ............................................................................................ 36 8.2 Economic and financial capacity .................................................................... 36 8.3 Technical and professional capacity ............................................................... 36

9 Assessment ......................................................................................................... 39

10 Limitations on number of candidates .................................................................. 40

11 Reduction of the number of candidates during the restricted procedure ............. 41

12 Language ............................................................................................................ 42

13 Submission of the application ............................................................................. 43

13.1 Application’s format .................................................................................... 43 13.2 Documents to be supplied by applicants ......................................................... 43

14 Address to which applications must be sent and modalities of submission ......... 44

15 Timetable/deadline for submission of applications ............................................. 45

16 Other information ............................................................................................... 46

16.1 Contacts between EASA and the candidates .................................................... 46 16.2 Results Phase 1 .......................................................................................... 46 16.3 Invitations to applicants .............................................................................. 46 16.4 Forecast Phase 2 ........................................................................................ 46

ANNEX I – Standard application form ....................................................................... 48

ANNEX II - Declaration of honour on exclusion criteria and absence of conflict of interest ............................................................................................................... 50

ANNEX III - Legal entity form .................................................................................. 53

ANNEX IV - Curriculum vitae .................................................................................... 54

ANNEX V - Experience of the consultants ................................................................. 57

ANNEX VI - Pool of experts…………….………………………………………………….…………….58

ANNEX VII – Experience of the candidate ............................................................... 59

ANNEX VIII - Checklist of mandatory documents ..................................................... 60

Tender Specifications - Phase 1 Contact details

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Restricted procedure – call for requests to participate (phase 1)

Specifications for the request to participate in a call for tender

Title: IT infrastructure support and development of and maintenance for business applications

development

(first phase of the call)

Ref. n°.: EASA.2013.RP.10 - Phase 1

1 Contact details

Contracting Authority European Aviation Safety Agency (EASA)

Address Ottoplatz 1, D-50679 Cologne, Germany

Telephone 00 49 221 8999 0000

Fax 00 49 221 8999 0999

E-mail [email protected]

Internet address http://www.easa.europa.eu

2 Restricted procedure

This restricted procedure is carried out in two phases:

Phase 1 (present call):

In this first phase, economic operators are requested to express their interest in taking part in the tender procedure by sending a ‘request to participate’ and showing that (and how)

they meet the conditions for participation, i.e. the exclusion and the selection criteria.

Requests to participate will be evaluated on the basis of these criteria as spelt out in this document (see sections 7 and 8, also consult sections 9-11). The purpose of this first phase

is to identify and shortlist the best candidates capable of carrying out the type of assignments as mentioned below under section 3. At this stage of the procedure, only a broad description

of the technical requirements is being made available (see section 3). Only candidates shortlisted at the end of this first phase will be sent the full set of the Tender Specifications,

mailto:[email protected]

http://www.easa.europa.eu/

Tender Specifications - Phase 1 Subjects covered by this call

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based on which they will be invited to submit tenders for evaluation in Phase 2 of this

restricted procedure (see also section 16).

The number of shortlisted candidates (who will be invited to submit a tender) shall be restricted to maximum 5 (five) per lot (see sections 10 and 11).

Candidates who will not be retained at the end of the first phase will be notified thereof at that

time.

Inclusion on the list of selected candidates entails no obligation on the part of EASA concerning the award of the contract.

Phase 2 (separate invitation needed):

In the Phase 2 of the procedure, the tender phase, candidates shortlisted at the outcome of

phase 1 (maximum 5 per lot) will be invited to submit their tenders on the basis of the complete Tender Specifications provided in the Invitation to Tender. This Invitation to Tender

will be composed of the Tender Specifications including the full terms of reference for each Lot and its award criteria against which tenders will be evaluated as well as the Draft Contract.

The second phase is expected to be launched in spring 2013. Contract signature and project

implementation is expected to run from June/July 2013.

3 Subjects covered by this call

3.1 Introduction and description of the contract

The European Aviation Safety Agency, (hereinafter “EASA”, “the Agency” or “the Contracting Authority”), is an agency of the European Union, which has been given specific regulatory and

executive tasks in the field of aviation safety. The Agency constitutes a key part of the European Union’s strategy to establish and maintain a high uniform standard of safety and

environmental protection in civil aviation at European level.

The Agency was set up in 2003 as an independent body of the European Union under European public law accountable to the Member States and the European Union institutions. It works

hand in hand with the National Aviation Authorities (NAAs) in Europe for the execution of many operational tasks. The aviation industry is also actively involved in the Agency’s activities

through a number of consultative and advisory committees. Moreover, EASA develops close relations with counterpart organisations across the world concluding working arrangements

aimed at harmonising standards and promoting best practice in aviation safety worldwide.

The main tasks of the Agency currently include:

Rulemaking: drafting aviation safety legislation and providing technical advice to the

European Commission and to the Member States;

Inspections, training and standardisation programmes to ensure uniform

implementation of European aviation safety legislation in all Member States;

Safety and environmental type-certification of specific models of aircraft, engines and

parts approved for operation in the European Union;


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Approval of aircraft design organisations worldwide and of production and maintenance

organisations outside the EU;

Coordination of the European Union programme SAFA (Safety Assessment of Foreign

Aircraft) regarding the safety of foreign aircraft using European Union airports;

Data collection, analysis and research to improve aviation safety.

The Agency’s responsibilities have been extended in the new EASA Basic Regulation 216/2008

so as to include essential rulemaking in the fields of air operations & flight crew licensing and the oversight of third country operators. Further extensions include safety regulations

regarding airports and air traffic management systems.

Based in Cologne, the Agency already employs more than 600 professionals from across

Europe. It will continue to recruit highly qualified specialists and administrators in the coming years as it consolidates its position as Europe’s centre of excellence in aviation safety.

Further information can be found on the Agency’s web site at

http://easa.europa.eu/home.php.

This tender aims at putting a contractual agreement in place which will enable the Agency to

specify and require services provided by experts external to the Agency, i.e. not employed by, and not to be considered for any purpose employees of, the Agency (in the following referred

to as “consultants”). These consultants will contribute expertise directly to the design,

development and maintenance of IT business applications and to extending and maintaining the IT infrastructure within the Agency.

The implementation of the amended scope of the Agency’s responsibilities and the related

growing number of staff result in the need and requirements of a certain number of new tools, applications and business support as well as an adaption of the technical infrastructure in order

to build the basis of communication, integration of data and general support.

The objective of the Agency is to provide its staff with applications and technical support which helps to perform the core business in a safe and efficient way.

The Information Services Department is structured into four sections:

Business alignment

Project management

Development

Infrastructure/Technical Support & Services.

The tender aims at concluding two framework contracts: one for development of and

maintenance for IT business applications and one for support of the IT infrastructure section.

This tender procedure is therefore divided into the following lots:

Lot 1: Development of and maintenance for IT business applications,

Lot 2: Support for IT infrastructure.

Candidates selected to participate in the phase 2 of this restricted procedure will receive the full set of tender specifications including a more detailed description of the requested services.

http://www.easa.europa.eu/ws_prod/g/rg_regulations.php

http://easa.europa.eu/home.php


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Brief outline of the services:

Lot 1: Development of and maintenance for IT business applications

The Agency is gaining additional operational responsibilities (Flight Crew Licensing, Third Country Operators, Air Traffic Management, Central European Occurrence Reporting Database

etc.) and consequently new projects will be initiated to meet the needs for the new business

extents. For the existing procedures and business needs improvements are requested as well as extensions. In order to run all these projects in a smooth and effective way well educated /

capable consultants are required. The different profiles of requested consultants are described in detail below.

More explicitly, Lot 1 concerns the provision of all sorts of IT services needed for the proper

implementation and maintenance of the following projects/products types:

- New web-based applications

- Intranet/Extranet

- Document Management/Record Management Systems (DMS/RMS)

- System Integration

- Data migration

The types of services needed for the implementation/maintenance of the above list are:

- Project management

- Analysis: business/requirements/functional analysis, feasibility studies, proof of concept, buy/build analysis

- Programming: front and back end

- Testing

- Technical/functional documentation

- Product installation

- Enterprise/Software architecture definition

- Data architecture/design/modelling

- Consultancy in the IT state-of-the-art technologies, IT strategy and vision support.

The EASA Information systems and software development environment include (non-

exhaustive list):

- Financial/accounting system: SAP FI/FM/CO/PS/SD/CS/MM/HCM/CATS - Reporting: Business Objects

- Mail Registration: Adonis - Business Process Modelling: Aris

- Training System: ELG

- EASA specific applications (completed or on-going developments): o Airworthiness Directives (AWD): PHP/Oracle


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o Common Response Tool (CRT): PHP/Oracle

o Safety Assessment of Foreign Aircrafts (SAFA): PHP/MySQL o Third Country Operators (TCO): PHP/Oracle

o Legacy applications (DOA/POA/ADT/MOA): Ms-Access

o Internal Occurrence Reporting System (IORS): Serena SBM/Web Services o Human Resources Applications: InfoPath, Share Point 2007, Silverlight, .Net

- Document/Record Management system: Share Point 2010 - EASA Intranet: Share Point

In this regard the consultants shall be contracted, in accordance with their respective profiles, in order to help the Development and the Project Management Sections in the analysis, project

management, development and test of new applications.

Lot 2: Support for IT infrastructure

The Agency is gaining additional operational responsibilities (see above) and consequently

needs continued external expertise to support the Technical Support & Service Section in

adapting the existing infrastructure according to the technical specifications of each new project as well as maintaining the existing infrastructure to the highest usability and security

standards. Additionally, Technical Support & Service Section has the objective to improve its operational availability. This will lead to the implementation of other datacentres for disaster

recovery and high availability purposes.

In this regard the consultants shall be contracted, in accordance with their respective profiles, to help the Technical Support & Service Section in the design, installation,

configuration, administration, patching, upgrade, migration, backup and restore, monitoring, trouble shooting and maintenance of the existing or future components of the Agency’s IT

infrastructure (servers, clients and network).

Any interested economic operator may submit a request to participate in any one or both lot(s). Each lot shall form a separate framework contract. Contracts proposed in the

subsequent call for tender shall be based on the cascading system, which is a mechanism applied for using multiple framework contracts signed with up to three contractors for each lot.

This mechanism will be duly described in the tender specifications sent to selected candidates

for phase 2.

3.2 Technical environment

3.2.1 Lot 1

The technical environment for the development of IT business applications is based on the following list:

PHP 5.x

PHP libraries/frameworks

o Yii framework

o Zend 1.10 , 2.x is an asset

Javascript and the AJAX paradigm.

Javascript libraries

o Sencha ExtJS 2.x, 3.x and 4.x o JQuery 1.8


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(X)HTML, HTML5

CSS2, CSS 3

XML, XSL, XPath

SOAP and REST Web services

Perl Compatible Regular Expression (PCRE)

Version control, mainly with Subversion

FlashPaper & Actionscript

Microsoft Office VBA

Oracle 9i or + SQL and PL/SQL, (queries, functions, triggers, stored procedures, db optimisation)

Microsoft (T-)SQL 2005 and 2008

MySQL 5.x SQL

Linux and Apache (configuration and usage)

Tools and editors

o Eclipse, Netbeans, and related VCS and CI plugins

o Database GUI like TOAD, SQLyog, Navicat o TortoiseSVN

o Zendserver o MS Access

o Photoshop, Fireworks, etc.

3.2.2 Lot 2

The technical components of EASAs infrastructure are as follows:

Hardware Infrastructure:

Client Computers: Laptops and Desktops, Windows 7 x64 OS

Network Infrastructure: CISCO, F5, Fortinet active network components

Storage: EMC² SAN, NAS components

Smartphones: BlackBerry

Printers and MFD: HP, Ricoh, Xerox

Server Infrastructure: Physical and virtualised Windows Server 2008 and future OS

versions, Redhat Enterprise Linux

Unified Communication: VoIP on CISCO CUCM, MS OCS/Lync

Private IP network: sTESTA

Application environment:

Office tools: MS Office 2010 and future versions

Mail server: MS Exchange 2010 and future versions

Virtualisation: VMWARE, HyperV


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Backup system: Netbackup, Enterprise Vault, PhD

Database: Oracle 9i, 10g, 11g, MySQL5, MS SQL Server 2005/2008 and future versions

Reporting: Business Objects, Business Intelligence

Software Distribution: SMS, SCCM

Monitoring tools: SCOM, PRTG

Web Server: Apache, IIS

Workflow Tool: Serena SBM WFT

Service Management Tool: Omninet Omnitracker 10

ERP: SAP ECC 6.3 EHP 6 and future versions

Collaboration Platform: MOSS 2010 and future versions

3.3 Profile description

The different services, competences, skills and experience requested from selected candidates shall include, as a general description:

Lot 1:

1. Project Manager (PM)

Description of main tasks (non-exhaustive):

Planning

Definition of tasks and deliverables

Review of project deliverables

Quality control

Risk assessment and management

Status and problem reporting

Follow-up of decisions and activities

Organisation of teams and work

Human resource management

Prepare and maintain quality plans

Estimation of costs, timescales and resource requirements

Reporting

Timely submission and due substantiation of invoices

Management of execution of projects against time, quality and cost criteria

Management of the change control process gaining agreement for revisions to the project from project owners


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Hold presentations at all levels (from team members to executive level)

Capability of integration in an international/multi-cultural environment, rapid self-starting capability and experience in team working, understanding the needs,

objectives and constraints of those in other disciplines and functions

Management of conflicts

General competences and skills:

English at level C1 or equivalent

Experience in multicultural organisations

Experience in the public sector

Ability to reach common understanding and agreement from all stakeholders

Conflict management

Presentation skills (ability to give presentation to people of all management and team

members’ levels)

Ability to use the project management tools and methodologies

Ability to manage one’s own time, even in the face of stressful situations

Ability to prioritise between competing tasks on a rational basis and in a decisive manner

Negotiations skills

Required proficiency in Information Services:

Professional experience acquired in a similar technical environment to that of the Agency’s IT activities with a minimum of 3 years acquired as project managerSolid

experience in business processes and requirements analysis

Solid hands-on experience in managing any IT project type (web, software,

infrastructure and security)

Solid hands-on experience in handling multiple projects in parallel

Solid experience in monitoring and reporting on time and cost performance during

project execution

Solid hands-on experience with SAP PPM or any other project management tool

Education and work experience:

Qualification in a project/programme management methodology: PMI or Prince2

A minimum of 3 years of professional experience as project manager

2. Business Analyst (BA)


Definition of business use cases and actors and how they interact

Gathering of user requirements

Critical review of user requirements

Documentation of user requirements

Formal business analysis methods and techniques


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Understand and learn the business aspects that are unique to the Agency, and also to

communicate the constraints of IT (within budget) to the users

Use the Agency’s requirements management tool and work within the Agency’s project

management methodology

Business acumen: application of deep understanding of external and internal environmental factors to drive Agency improvements

Share knowledge with the Agency

Agency focus and commitment: develop long term relationship with the Agency and

commit to successful project delivery


English at level C 1 or equivalent



Problem identification and solving skills: ability to constructively challenge assumptions,

identify key issues and escalate as appropriate

Ability to provide effective co-ordination for the business team ensuring that team

members are motivated and constantly developing their skills and experience;

Ability to manage conflicts

An understanding of working in a fast-paced and complex business environment

Ensure integrity and professionalism

Ability to define business architectures

Passion for achievement: must demonstrate full accountability


Proven experience with business and technical requirements analysis, elicitation,

modeling, verification, and methodology development

Experience overseeing the design, development, and implementation of software and

hardware solutions, systems, or products

Excellent understanding in the areas of application programming, database and system design

Strong experience in testing solutions and systems: writing test cases and testing

Proficiency in Microsoft Office Products (Word, Excel, PowerPoint) – required

Knowledge of conceptual data modeling, data flows and data analysis

Demonstrated project management skills

Strong knowledge of the EU Staff and Financial regulations


Certification in a known business analysis methodology (such as e.g. IIBA) is

recommended

Minimum of 3 years’ experience in the field of IT


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3. Software Architect


Architectural analysis, including definition of a candidate architecture for the system

and of the architectural patterns, key mechanisms and modelling conventions of the

system in line with the Agency’s Information and Communication Technology Standards

Use case analysis including:

o Identification of the classes which perform the flow of events in a use case

o Distribution of the use case behaviour to those classes, using use-case realisations.

o Identification of the responsibilities, attributes and associations of the classes

Definition of a software architecture satisfying quality attributes complying with

enterprise standards

Design and conduct architectural proofs-of-concept and prototypes

Design of the user interface in conjunction with a user-interface specialist

Define the structuring of the implementation model

Implementation of key elements of the system

Conduct architecture and code reviews

Production of the relevant technical documentation, such as system designs, class designs etc. and documentation for the support team

Estimation and prioritisation of work packages and project plans

Definition and maintenance of a software development methodology including standards and quality aspects

Communication abilities are very desirable. These include:

o Prepare and deliver formal presentations to the relevant stakeholders

o Interact at executive, team and business levels

o Liaise with different technical teams, such as system administrators,

testers and support, understanding their requirements





Excellent written and verbal communication skills

Capacity to assist the support team in training the users of the system

Capacity to assist with the evaluation and testing of products delivered by external system suppliers to ensure that they conform to requirements and technical

standards;

Able to communicate in a succinct, clear and understandable manner

Able to summarise and present successfully key technical issues to the relevant stakeholders (developers, analysts, peers, management and business users) taking

into consideration the background of the audience

Time management capabilities are very desirable. These include:


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o Ability to manage one’s own time, even in the face of stressful situations

o Ability to prioritise between competing tasks on a rational basis and in a decisive manner

Demonstrable leadership capabilities


Experience in solutions design through development of software components targeted to be reused by more than one business system or solution/project

Proven ability to quickly understand a complex situation, determine the few key critical factors, and make resolution recommendations (e.g. Build vs. Buy)

Experience in modelling complex business processes and translating them into understandable IT constructs (list examples)

General knowledge of current and emerging technology products and services, both in the domain of IT Architecture as well as for general IT technology advancement as

shown by training or experience

Experience with Enterprise Architecture Frameworks (e.g. The Open Group Architecture Framework (TOGAF) or Zachman)

Experience with a System Development Environment, including the specific development tools sets

Able to define tasks and assign them to developers according to the nature of the task and the developer’s skills

Experience in coaching developers in new technologies

Experience in managing interactions between the development team and other

stakeholders (e.g. system administration, testers, support, analysts, management,

business)


University degree in a the field of Computer/IT Science, Information Systems

Minimum of 7 years’ experience as software architect

4. Developer PHP


Assistance with design activities

Prototyping

Writing, maintenance and unit testing of programmes which reflect the specifications based on user requirements

Optimisation of programmes

Preparation of scripts for database migrations

Preparation of scripts for application installation (to be used by the support team)

Assistance with the testing of such programmes together with the other programmes

making up the system

Production of relevant technical documentation and documentation for the support team


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Working in an environment with technical teams comprised of testers, analysts and

system administrators

Assistance of the support team in training the users of the system

Assistance with operational support of programmes produced

Assistance with evaluation and testing of products delivered by external system suppliers to ensure that they conform to Agency requirements and methodology

Based on existing functional specifications and/or prototype, participating in the development of new applications for EASA, focusing on the development of the front-

end using browser-based technology

Maintaining and enhancing the existing EASA specific applications (as referred to under

section 3.2.1)

Providing detailed reports to the project manager and/or Team Coordinator (scope,

time)

Writing the technical documentation allowing an appropriate review and sharing

Documenting the deliverables (code) on a level of details that allows shared

maintenance

Perform unit testing and sometimes provide support during the quality assurance phase

Train the Trainer






Proven work experience with PHP (including version 5), XHTML, CSS 2, Javascript/AJAX and implementation of object-oriented patterns

Proven experience in integrating PHP with Oracle using OCI, and using Oracle stored procedures through PHP

Proven experience in integrating PHP with MySql 5+ , and using Mysql stored procedures through PHP

Proven experience in setting up and configuring Apache with SSL and other modules, in

different operating systems

Good understanding of web applications security features, proven by the

implementation of a secure web application involving user registration

Experience in writing ActiveX controls

Experience with Adobe Flashpaper and Adobe Actionscript

Experience with .NET,ASP,CAML,CSS, Web services, C#, Silverlight, JavaScript , LinQ,

Ajax

Knowledge and experience of the new concepts of HTML5/CSS3 is advantageous


minimum 1 year experience with PHP (including version 5)


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5. Developer Microsoft


Assistance with design activities

Prototyping

Writing, maintenance and unit testing of programmes which reflect the specifications

based on user requirements

Optimisation of programmes


Preparation of scripts for application installation (to be used by the support team)

Assistance with the testing of such programmes together with the other programmes making up the system

Production of relevant technical documentation and documentation for the support

team

Experience in working in an environment with technical teams comprised of testers,

analysts and system administrators

Assistance of the support team in training the users of the system


Assistance with evaluation and testing of products delivered by external system

suppliers to ensure that they conform to Agency requirements and methodology

Developing various SP elements like WebParts, workflows, event receivers, content

types, features, forms, master pages, timer jobs

Following good SP practices of programming

Providing developed elements in consistent form of solutions and features with proper

installation scripts

Provide support and expertise to other teams and as 3rd support level to end-users in

SP 2007 and 2010 field

Development and Maintenance of ASP.Net (MVC 3) Web sites

Development and Maintenance of Silverlight (MVVM) Applications

Provide support and expertise to other teams and as 3rd support level to end-users for

above applications

Follow standard good practices in programming with c#






Expertise with the development process for Share point 2007/2010 (tools, guidance,

practices)

Experience in Visual Studio 2010, .Net 3.5, SQL 2008 R2, C#, ASP.Net (with MVC ),

Silverlight or WPF, HTML, CSS, JS


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Expertise in MOSS architecture, InfoPath Form services, Workflow, Share Point

designer, Team Foundation Server, WSS

Experience with T-SQL, XSLT

Experience with LinQ

Experience in writing unit tests in Visual Studio

Experience with MVC and MVVM patterns


Minimum 1 year of experience with the above listed Microsoft technologies

6. Database Developer


Assistance with the design of the programmes

Writing, maintenance and unit testing of the database-level programmes which reflect the specifications based on user requirements; these can be web-based or client-

server applications

Optimisation and customisation of the databases


Preparation of scripts for the installation of the delivered programmes by the support team

Production of the relevant documentation for the support team

Assistance of the training team in training the users of the system







Experience of at least 1 year in design and implementation of databases, preferably in an application environment requiring integration between systems

Experience of at least 1 year in development of database programmes (Oracle and SQL Server)

Experience in implementing new database products or enhancements to core product

databases

Experience in working in an environment with technical teams comprised of testers,

analysts and system administrators

Experience in monitoring database performance and taking optimisation actions


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University level in the domain of Computer Science, or a professional experience in that field of at least 1 year

Experience of at least 1 year in the field of database implementation and programming

7. Principal Consultant


Rapid assimilation of facts and capacity to comprehend complex circumstances

Provide tailored and relevant advice based on a complete understanding of the

circumstances and an extensive and detailed knowledge of both the business and application domains

Widely recognised high level expertise in aspects of the application domain to be specified at the time of conclusion of the relevant Specific Contract






Knowledge and understanding of state-of-the-art technologies to support in the

decision making process during a buy/build process

Ability to support the IT department in defining IT strategies and vision

Proven experience with quality procedures

Sound experience in the realisation of studies and their implementation


Besides in-depth knowledge of the domain, a good mix of administrative, technical,

management and linguistic skills is essential

University degree or professional training of an equivalent level in the field of

Computer/IT Science, Information Systems

Minimum of 7 years’ experience in a similar role

8. Enterprise Architect


The Enterprise Architect is engaged across portfolios and works toward assisting in the

translation of business objectives and requirements into an enterprise compliant IT system specification with a focus on the performance, robustness, and operational

supportability patterns across the solutions


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Facilitating the development of architectural policies and standards as well as

technology architecture roadmaps with the other architectural disciplines (infrastructure / data / application / solutions)

The Architect assures the end-to-end architectural view of the system for alignment

with non-functional specification standards

Solution Review and Oversight Standards /Policy Governance

Planning, documenting, communicating life cycle state for enterprise technologies (Invest, Maintain, Divest) that enable stability, dependability and recoverability of IT

and operations

Facilitate the definition of the Strategic Architecture






Skilled in in EA and SA domains and demonstrate subject matter expertise in the areas

of performance, robustness, and operational supportability

Strong technical expertise and proven design skills with breadth of knowledge across

architecture disciplines, specializing in dependability architecture and design non-

functional specifications

Ability to conducts stakeholder and architecture capabilities reviews using industry

standard notations and tool such as UML/IDEF on Rational System Architect/Sparx Systems Enterprise Architect

Experience with Webservers, JEE Application servers (Tomcat, WAS), Messaging/ESB/SOA (Tibco AMX, JMX, Tibco EMS), Data technologies (MS SQL

Server, Oracle RAC, Coherence), Storage (SAN, NAS, FC), Server Platform (IBM, HP), Networking (routers, switches, vpn, protocols) and related technologies

Knowledge in major EA and IT Architecture frameworks, such as Zachman, TOGAF, RM-

ODP, Gartner Architecture, RUP, 4+1 views, DoDAF etc


University degree or professional training of an equivalent level in the field of

Computer/IT Science, Information Systems

Minimum of 7 years of experience as enterprise architect

Overview of years of experience for Lot 1:

Profile With minimum 1

year experience

With minimum 3

years’ experience

With minimum 7

years’ experience

Project Manager (PM) x

Business Analyst (BA) x

Software Architect (SWA) x

Developer PHP (DEV) x

Developer Microsoft (DM) x


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year experience

With minimum 3

years’ experience

With minimum 7

years’ experience

Developer Database (DDB) x

Principal consultant (PC) x

Enterprise Architect (EA) x

Lot 2:

1. System Administrator


Support the installation, configuration, security, operation, and maintenance of all equipment and software related to the servers & client (MS Windows 2008 R2 and

future versions, Windows 7 Enterprise and future versions) infrastructure and

associated components

Work with IT Project Managers, Business Analysts and the team to evaluate, design and

develop solutions to address business needs and opportunities, and propose changes that would make the server environment a more effective solution

Document the technical implementation, policies and procedures to support the operational environment and participate in the design and ongoing refinement of

technical implementation documentation, procedures and policies

Examine requirements documents and support creation of technical design documents,

unit test, system test and capacity and implementation plans for small to complex

projects

Perform, in close collaboration with the team, typical system administrative activities

including daily performance monitoring, routine equipment checks and preventative maintenance, updating, controlling access permissions and privileges or issue

troubleshooting and resolution

Ensure compliance with standard practices, processes and enterprise standards

Hardware and OS case follow up and resolution in collaboration with supplier support teams

Support developing, managing and testing back-up and recovery plans of the servers,

server functions and data

Second level and standby support

Supporting the production and non-production server environment

Administer Application Virtualisation solutions

Software packaging & deployment

Client OS image build, deployment & updates

Administer application installation and integration on production systems

Administer Virtual Systems (Hyper-V, VMware)

Administer Active Directory & GPO Settings

Administer Exchange Infrastructure

Administer OCS/Lync Infrastructure

Administer Server Infrastructure Monitoring tools


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Server and client patch management

Case follow up and resolution in collaboration with supplier support teams

Other duties as required

General competencies and skills:

Good communications skills, including the ability to produce clear and concise memos,

give technical explanations and present recommendations and status reports in user-friendly language

Technical documentation skills

Capability of integration in an international/multicultural environment

Rapid self-starting capability and team player

Strong analytical and troubleshooting skills combined with a disciplined approach to problem solving

Able to prioritise and execute tasks in a high-pressure environment


Good knowledge of both written and spoken English

Required proficiency in Information technologies:

Experienced in server and storage hardware and technologies

Experienced in operating systems administration Windows and/or Linux

Experienced in server applications integration and maintenance

Experienced in scripting

Experienced in packaging solutions

Experience with SCCM desirable

Experience with SCOM desirable

Experience with Active Directory, DNS and Network & Security Principles

Experience with SAN storage systems

Experience in MS Forefront Identity Manager desirable

MS Exchange 2010 experience

E-mail archive, OCS/Lync and SharePoint experience desirable


MCSE on Windows Server 2008 is desirable

MCSE Messaging certification desirable

ITIL certification is desirable

Project Management Certification desirable

2. Data Base Administrator

Description of main tasks:

Support the installation, configuration, security, operation, and maintenance of all

servers, equipment, and software related to the database (Oracle 9i, 10g and 11g and MS SQL 2008 Servers and future versions) infrastructure and associated

components


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Work with IT Project Managers, Business Analysts and the team to evaluate, design and

develop solutions to address business needs and opportunities, and propose changes that would make the database environment a more effective solution

Document the technical implementation, policies and procedures to support the

operational environment and participate in the design and ongoing refinement of technical implementation documentation, procedures and policies

Examine requirements documents and support creation of technical design documents, unit test, system test and capacity and implementation plans for small to complex

projects

Perform, in close collaboration with the IS team (especially the Technical Infrastructure

and Support Section), typical system administrative activities including daily performance monitoring, routine equipment checks and preventative maintenance,

updating, controlling access permissions and privileges or issue troubleshooting and

resolution


RDBMS case follow up and resolution in collaboration with supplier support teams




Design and development of complex databases to support business application in web-based or client server environments. Provide design of database schemas, data

access, database management programmes and other database applications

Develop supporting application and process documentation for client and internal application conforming to departments design methodology. Automate and deploy

databases in a production environment

Design and development of stored procedures, triggers, processes and functions,

optimisation of queries, database performance tuning, backups, replication, and capacity management are also key responsibilities

Perform necessary analysis, including complete development of functional specifications; provide time/cost quotations on complex database development work

Ensure existing databases consistently perform as specified, within quality standards,

within budget and per schedule








Strong analytical and troubleshooting skills combined with a disciplined approach to

problem solving




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Strong knowledge of Linux and/or Windows OS

Hands on experience in IT operation with strong understanding of database structures,

theories, principles, and practices

Experience with SAN storage systems

Experience with RMAN backups desirable

Experienced in backup/recovery/fail-over methods and best practices

Expert proficiency with MS SQL 2005/2008, Integration Services, Analysis Services, and

Reporting services and/or

Expert proficiency with Oracle 9i/10g/11g Integration Services, Analysis Services, and

Reporting services and/or

Proficiency with MySQL

Understanding of, and experience with, server-client computing and relational database

environments

Experience with data management and data processing flowcharting technique


MCSDBA or equivalent Oracle Certification is desirable



3. SharePoint Administrator


Support the installation, configuration, security, operation, and maintenance of all web

portal servers, equipment, and software related to SharePoint Farm infrastructure (MOSS 2010 and future versions) and associated components

Work with IT Project Managers, Business Analysts and the team to evaluate, design and develop solutions to address business needs and opportunities, and propose changes

that would make the sharepoint environment a more effective solution


operational environment and participate in the design and ongoing refinement of



unit test, system test and capacity and implementation plans for small to complex projects

Perform, in close collaboration with the IS team (especially the Technical Infrastructure and Support Section), typical system administrative activities including daily

performance monitoring, routine equipment checks and preventative maintenance, updating, controlling access permissions and privileges or issue troubleshooting and

resolution


SharePoint case follow up and resolution in collaboration with supplier support teams

Support developing, managing and testing back-up and recovery plans of the servers, server functions and data



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Administer the SharePoint Portal Server infrastructure, user access and application

deployment

Technical support of InfoPath forms, including communicating the location of form

libraries, their purpose and workflows

Serve as the primary technical authority for deployed SharePoint applications in the development and staging environment and be responsible for managing all

application deployment, administration, troubleshooting, maintenance, and technical support activities

Work with other team functional areas to assure timely resolutions for problems with SharePoint supported applications

Coordinate with business and technical sections in standardising and optimizing the way data/information is stored and retrieved and ensure its integrity and security

Provide technical guidance to the team in the technologies related to the development

and support of an Enterprise SharePoint environment (understanding relationship with active directory, SQL, IIS, etc.)

Maintain current industry knowledge of development concepts, best practices and procedures for SharePoint (MOSS 2010) solutions



Good communications skills, including the ability to produce clear and concise memos, give technical explanations and present recommendations and status reports in user-

friendly language





problem solving




Experience in use of the Visual Studio .NET toolset, configuration of the .NET framework, developing and deploying web services, and configuring and assessing

Internet Information Server (IIS)

Strong knowledge of and proficiency using Microsoft SharePoint Designer Version

2007/2010

Strong knowledge of Active Directory, DNS, and Network and Security Principles

Knowledge of SQL 2008, Web Services, .NET Framework, and Application Security

Vulnerabilities

Knowledge of ASP, .ASP, .NET, C#, Java, and VB Code and basic scripting ability in

VBScript

Experience managing the Microsoft Office SharePoint Server 2007/2010 environment

Experience using Microsoft Project Server application desired

Experience monitoring and correcting SharePoint site collections and permissions

Experience applying SharePoint patches and software updates and migrating

SharePoint site collections into the SharePoint farm and/or to new hardware platforms


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Experience in the migration and consolidation from different SharePoint versions


MCSE SharePoint Certificate desirable



4. Backup & Archiving Administrator


Support the installation, configuration, security, operation, and maintenance of all servers, equipment and software related to the Backup and archiving (Netbackup

vXX, Enterprise Vault vXX, PHD Virtual and future versions) system and associated components

Support the installation, configuration, security, operation, and maintenance of all servers, equipment and software related to the SAN environment (EMC² VNX) and

associated components


that would make the environment under responsibility a more effective solution



Examine requirements documents and support creation of technical design documents, unit test, system test and capacity and implementation plans for small to complex

projects

Perform, in close collaboration with the team, typical system administrative activities including daily performance monitoring, routine equipment checks and preventative

maintenance, updating, controlling access permissions and privileges or issue troubleshooting and resolution


Case follow up and resolution in collaboration with supplier support teams

Support developing, managing and testing back-up and recovery plans of the servers, server functions and data


Coordinate with business and technical sections in standardizing and optimizing the way data/information is stored and retrieved

Ensure documentation of entire backup and storage environment and data replication relationships are kept up to date

Maintain metrics around storage and backup components and ability to report for the purpose of capacity planning

Manage day-to- day operational tasks (software installs / code upgrades) and datacenter operations

Maintain storage aspects of new server integrations, storage allocation, and change

management

Setup procedures to consolidate storage of data from different platforms (i.e. Windows

and Linux)


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Troubleshoot and fix storage issues

Storage analysis, capacity planning, and performance planning of storage components;

Prepare reports on storage administration best practices, new technologies, etc., and

recommend enhancements and configuration changes to improve and optimize

storage

Participate in disaster recovery planning, testing and actions



Excellent communications skills, including the ability to produce clear and concise memos, give technical explanations and present recommendations and status reports

in user-friendly language





problem solving




Experience with tape libraries/ backup appliances and storage subsystems

Experience with Symantec Net Backup, incl. DLO

Experience with SAN storage environment

Experience with Enterprise Vault

Strong knowledge in Disaster Recovery concepts and implementations

Experience supporting end-user backup requests

Knowledge of various operating systems and their working with storage and backup

software

Knowledge of networking technologies




5. Network Administrator


Support the installation, configuration, security, operation, and maintenance of all network equipment and software

Work with IT Project Managers, Business Analysts and the IS team (especially the

Technical Infrastructure and Support Section) to evaluate, design and develop solutions to address business needs and opportunities, and propose changes that

would make the network environment a more effective solution


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Network case follow up and resolution in collaboration with supplier support teams




Administer LAN/WAN infrastructure

Administer Wireless Network Infrastructure

Administer Network security components (FW, AAA, Remote access facilities, NAC, Loadbalancing, etc.)

Administer Video conferencing services

QoS handling

Cable management

Updating of the network diagram, documentation and information databases









problem solving




Experience in managing network components from the major vendors (Cisco, Juniper,

F5, Fortinet, Opensource etc.)

Strong expertise in recent network technologies


Cisco Certification (CCNA, CCNP,CCIE) desirable

Other vendor certification desirable


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6. Unified Communications Solution Administrator


Support the installation, configuration, security, operation, and maintenance of all

servers, equipment and software related to the Unified Communication solutions and associated components


that would make the UC environment a more effective solution









Network case follow up and resolution in collaboration with supplier support teams




Administer mobile devices management solution

Administer IP Telephony and videoconferencing solutions

Administer fax server solutions

Administer online collaboration tools

Administer CCTV systems

User support for special communication, conferencing and collaboration needs









problem solving




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Experience in managing communication components from the major vendors (Cisco, Tandberg, Microsoft, RIM…)

Strong expertise in recent communication technologies

Experience with mobile device management systems desirable

Experience with A/V equipment in conference room environment desirable


Relevant vendor certification desirable



7. SAP technical / Basis Administrator


Support the installation, configuration, security, operation, and maintenance of all servers, equipment and software related to SAP ECC, Portal and associated

components

Work with IT Project Managers, Business Analysts and the IS team (especially the Technical Infrastructure and Support Section) to evaluate, design and develop

solutions to address business needs and opportunities, and propose changes that would make the SAP environment a more effective solution

Document the technical implementation, policies and procedures to support the operational environment and participate in the design and ongoing refinement of



unit test, system test and capacity and implementation plans for small to complex

projects

Perform, in close collaboration with the team, typical system administrative activities

including daily performance monitoring, routine equipment checks and preventative maintenance, updating, controlling access permissions and privileges or issue

troubleshooting and resolution


SAP case follow up and resolution in collaboration with supplier support teams




Implementation and management of SAP authorization

SAP User management

SAP release upgrades

Change and transport management

SAP OSS research for application bugs

Assist in unit and integration testing for change requests, enhancements and new development


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Maintenance of the SAP database

Create and monitor SAP printer ID's;

Receive, process, monitor and report on SAP related Change Requests

Configure and manage workload distribution

Perform clones, additions, deletions, and transports

Configure and customise CCMS monitors and thresholds

Support SAP batch processing



Good communications skills, including the ability to produce clear and concise memos, give technical explanations and present recommendations and status reports in user-

friendly language





problem solving




Good knowledge on SAP ERP ECC 6.x with Enterprise Portal

Good knowledge on SAP GUI 6.x on windows platform

Proficiency in virtualized SAP environments

Proficiency in implementation and administration of Java Stack and SAP Portal

Proficiency in designing and implementing SAP Disaster Recovery solutions (high

availability); and with SAN technology


Relevant SAP certification desirable



8. IT Operational Security Administrator


Support the installation, configuration, security, operation, and maintenance of all servers, equipment and software related to security solutions and associated

components

Work with IT Project Managers, Business Analysts and the IS team (especially the Technical Infrastructure and Support Section) to evaluate, design and develop


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solutions to address business needs and opportunities, and propose changes that

would make the Security Infrastructure environment a more effective/secure solution






Perform, in close collaboration with the IS team (especially the Technical Infrastructure and Support Section), typical system administrative activities including daily

performance monitoring, routine equipment checks and preventative maintenance, updating, controlling access permissions and privileges or issue troubleshooting and

resolution


Security case follow up and resolution in collaboration with supplier support teams

Administer End-Point Protection Solutions, Data Encryption services, E-mail security solutions, Proxy/reverse proxy services , PKI services, Application layer firewalling,

AAA services, Intrusion Prevention Systems



Excellent communications skills, including the ability to produce clear and concise

memos, give technical explanations and present recommendations and status reports in user-friendly language



rapid self-starting capability and team player

Strong analytical and troubleshooting skills combined with a disciplined approach to problem solving




Proven expertise in managing security solutions and components from the major

vendors (Cisco, Juniper, F5, Fortinet,Symantec, Microsoft, Opensource etc.)

Strong expertise in recent security standards and technologies

Proven expertise in technologies required to carry out tasks described above


Cisco Security Certifications desirable

Other vendor security certificate desirable




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9. Helpdesk Assistant


Pickup incoming technical support calls or tickets and log them in the Help Desk

Tracking System

Forward technical support issues that cannot be addressed by the Help Desk to the appropriate technician

Troubleshoot and resolve end-user hardware, operating system, and software related problems, when possible from the Help Desk

Troubleshoot and resolve end-user mobile telephony problems, when possible from the Help Desk

Troubleshoot and resolve basic network and server access problems for end users, when possible from the Help Desk

Troubleshoot and resolve issues with WAN, WiFi, firewall, VPN, VoIP etc. systems, when

possible from the Help Desk

Prepare Service management KPI reports



Capability of integration in an international/multicultural environment, rapid self-starting capability and experience in team working

Good communication skills to communicate effectively with all levels of users

High level of service orientation



IT Service Management ITIL foundation knowledge

Knowledge of PC, laptop, printer as well as mobile devices

Good knowledge of operating systems (Microsoft)

Good knowledge of office applications (Microsoft Office family)


IT Service Management ITIL foundation certification desirable


Tender Specifications - Phase 1 Place of execution and volume of

the contracts

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Overview of years of experience for Lot 2:


year experience

With minimum 3

years’ experience

With minimum 7

years’ experience

System Administrator x

Data Base Administrator x

SharePoint Administrator x

Backup & Archiving Administrator x

Network Administrator x

Unified Communications Solution

Administrator

x

SAP technical / basis Administrator x

IT Operational Security Administrator x

Helpdesk Assistant x

3.4 Responsibility and quality of the candidate

It shall be the responsibility of the contractor to be able to provide efficient, effective, high

quality and rapid services. In case of subcontracting the contractor shall remain fully responsible for all services to be provided (see also section 6.2 below).

Further detailed information as well as details on the cancellation policy, will be provided to

candidates shortlisted at the outcome of Phase 1 of this procedure.

4 Place of execution and volume of the contracts

As a general approach, the services for both lots will take place at EASA premises.

However, both lots are covering services (as further described in section 3.1 above) which may also be requested to be conducted outside EASA premises, according to prior agreement

with the EASA contract manager.

Lot 1 and Lot 2 are supposed to be generally performed at EASA premises in Cologne and occasionally outside EASA premises.

Over the maximum period of 4 years, it is estimated that the potential total value of the

framework contracts shall not exceed the following amounts:

Lot 1 – Development of and maintenance for IT business applications: 4,5 Million Euro

Lot 2 – IT infrastructure support: 7 Million Euro.

Tender Specifications - Phase 1 Eligibility of candidates

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5 Eligibility of candidates

This section defines the conditions which a candidate must meet when preparing and presenting its request to participate, in order to be accepted for consideration and to allow the

Agency to gain a better understanding and appreciation of the information received:

This call is open to any natural or legal person wishing to apply and who is established in any of the European Union Member States, Norway, Iceland,

Liechtenstein or Switzerland (hereinafter referred to as “EASA Member States).

Submission of a request to participate implies that the candidates accept the terms and conditions set out in all documents of this call for requests to participate. Those

candidates, who will be asked to submit a tender, will in addition need to comply with the future Invitation to Tender including the Tender Specifications, Draft Contract and

all Annexes. Submission of a tender will bind the tenderer to whom the contract may eventually be awarded during the performance of the contract.

The request to participate shall be signed by a person or persons entitled to represent the economic operator and in case of consortia the whole consortium.

Requests to participate must be drawn up in strict accordance with the provisions of

these specifications and using the relevant annexed forms.

Expenses incurred in the preparation and dispatch of the request to participate shall

not be refunded by the Agency.

Fulfilment of the conditions of the call for requests to participate and the initiation of

a tendering procedure impose no obligation on the Agency to award the contract. The Agency shall not be liable for any compensation in case of requests to participate not

being accepted or selected, or in case the Agency decides not to award the contract.

All the documents submitted by the candidates shall become the property of the

Agency and will be treated as confidential.

Tender Specifications - Phase 1 Participation of consortia and

subcontracting

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6 Participation of consortia and subcontracting

6.1 Consortia

The participation of consortia is described hereafter. Consortia may submit an application

(request to participate) under the condition that they comply with the rules of competition.

A consortium may be a permanent, legally-established grouping or a grouping which has been constituted informally for a specific tender procedure. All members of a consortium (i.e., the

leader and all other members) are jointly and severally liable to EASA.

Such grouping (or consortium) must specify the company or person heading the project (the leader) and must also submit a copy of the document authorising this company or person to

submit a tender on behalf of the consortium.

In addition, each member of the consortium must provide the required evidence for the exclusion and selection criteria (see sections 7 and 8 of this call). Concerning the selection

criteria “technical and professional capacity”, the evidence provided by each member of the

consortium will be checked to ensure that the consortium as a whole fulfils the criteria.

The participation of an ineligible person (natural or legal) will result in the automatic exclusion

of that person. In particular, if that ineligible person belongs to a consortium, the whole

consortium will be excluded.

The candidate is fully aware that, in the case of a consortium, the composition of the

consortium cannot be modified in the course of the tender procedure except with the prior

written authorisation of EASA. The consortium members would have joint and several liability towards EASA concerning participation in both the above procedure and any contract awarded

to the tenderer as a result of it.

6.2 Subcontracting

In case the candidate plans to sub-contract all or parts of the tasks, the candidate must

indicate clearly, which parts of the work will be sub-contracted and to what extent (proportion

in %). Sub-contractors must not sub-contract further.

Any sub-contracting may only occur and be performed under the full responsibility and

potential liability of the main candidate.

Sub-contractors must satisfy the exclusion and selection criteria applicable to the award of the contract and must provide the required evidence therefore.

The candidate must indicate clearly the relationship he has with the subcontracting entity. In

any case, the candidate and subcontractor must supply the documentation as per sections 7 and 8, in particular with regard to providing a detailed CV of each consultant. No other

consultant will be allowed to perform the services requested without prior consent from EASA.

If the identity of the intended sub-contractor(s) is already known at the time of submitting the request to participate, the candidate must furnish a statement guaranteeing the eligibility of

the sub-contractor.

If the identity of the sub-contractor is not known at the time of submitting the tender, the tenderer who is awarded the contract will have to seek EASA’s prior written authorisation

before entering into a sub-contract.

Where no sub-contractor is given, the work will be assumed to be carried out directly by the bidder.

Tender Specifications - Phase 1 Exclusion criteria

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7 Exclusion criteria

7.1 Criteria which lead to exclusion

Candidates will be excluded from participation in this Call if:

They are bankrupt or being wound up, are having their affairs administered by the courts,

have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation

arising from a similar procedure provided for in national legislation or regulations;

They have been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata;

They have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;

They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they

are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

They have been the subject of a judgement which has the force of res judicata for fraud,

corruption, involvement in a criminal organisation or any other illegal activity detrimental to the European Union's financial interests;

Following another procurement procedure or grant award procedure financed by the European Union budget, they have been declared to be in serious breach of contract for

failure to comply with their contractual obligations.

In addition, contracts may not be awarded to persons or organisations who, during the

procurement procedure:

Are subject to a conflict of interest or,

Are guilty of misrepresentation in supplying the information required by EASA as a

condition of participation in the procurement procedure or fail to supply this information.

7.2 Means of proof required

Candidates as well as candidate’s legal representatives shall provide a declaration of honour (see model in Annex II), duly signed and dated, stating that they are not in any of the

situations referred to above.

Please note that in addition to the declaration of honour, the candidates shortlisted for phase 2 shall be requested to provide, as part of their tender, the following documentary

proofs to confirm the declaration referred to above:

For points a), b) and e) a recent extract from the judicial record or, failing that, an equivalent document recently issued by a judicial or administrative authority in the country

of origin or provenance showing that those requirements are satisfied.

For point d) a recent certificate issued by the competent authority of the State

concerned.

Where the document or certificate referred to above is not issued in the country concerned,

it may be replaced by a sworn or, failing that, a solemn statement made by the interested

party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.

Tender Specifications - Phase 1 Selection criteria

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8 Selection criteria

The following selection criteria are applicable to candidates. In the case of applications submitted by a consortium, these selection criteria will be applied to the consortium as a

whole.

8.1 Legal capacity

Any candidate is asked to prove that he is authorised to perform the contract under the national law as evidenced by inclusion in a trade or professional register, or a sworn

declaration or certificate, membership of a specific organisation, express authorisation or entry in the VAT register.

The candidate shall provide a duly filled in and signed Legal Entity Form (see Annex III)

accompanied by the documents requested therein. (Where the candidate has already signed another contract with EASA recently, he may provide instead of the legal entity file and its

supporting documents a copy of the legal entity file provided on that occasion as far as it is still

valid and unless a change in his legal status occurred in the meantime or the legal entity file or its supporting documents are older than one year).

8.2 Economic and financial capacity

The candidate must be in a stable financial position and have the economic and financial capacity to perform the contract.

To prove their economic and financial capacity, candidates shall provide together with their

application:

balance sheets or extracts from balance sheets for at least the last two years for which accounts have been closed (where publication of the balance sheet is required under the

company law of the country in which the economic operator is established), and

a statement of overall turnover during the last three financial years 2010, 2011 and 2012

and of a value of at least EUR 3 million per year for lot 1 and EUR 5 million per year for lot

2.

If, for some exceptional reason which EASA considers justified, the candidate is unable to

provide the references requested by the contracting authority, he may prove his economic and financial capacity by any other means which EASA considers appropriate.

The Agency reserves the right to request any additional documentary evidence it deems

necessary or useful in order to verify a candidate’s economic and financial standing.

8.3 Technical and professional capacity

The candidate shall provide documents showing that the requirements listed below are met:

A) Profiles of the consultants the candidate envisages to place under the contract shall

meet the knowledge requirements as defined in section 3 - profile description, minimum levels of seniority and C1 level of English or equivalent or higher in reading, writing,

speaking and listening (section 3.3). This shall be described in the CVs (Annex IV) and as

an overview presented in Annex V.

B) Recent experience of consultants the candidate envisages to place under the contract (within the scope of this call for tender Phase 1 in all the requested services for


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each lot they apply for as described in section 3.3) in similar complex international

working environments to that of EASA.

C) The candidate shall have available a pool of at least two (2) consultants per profile

with the required competences and skills (i.e. fulfilling the requirements listed in each respective profile). Every profile must be duly covered.

D) The candidate shall have adequate experience in complex international environments

in the field of IT.

Candidates are requested to pay the highest attention in submitting the means of proof

requested by each lot.

The means of proof need to be duly recognisable and labelled on the top right corner with the corresponding reference (e.g. A, B, C or D).

The following documents or information must be presented as evidence of compliance with the

technical and professional capacity criteria:

A) CVs (in the EU format of the template to be found in Annex IV) of at least two (2) main consultants per profile and including a clear description of their qualifications,

expertise, technical proficiency and competences/skills in accordance with/relation to those listed under the specific profiles as defined in section 3.3 and

completion of table provided in Annex V (experience of the consultants) – clearly indicating the profile for which each consultant is being submitted, relevant reference

projects and experience gained/held in line with the requirements set out in section 3.3.

As well as the following (please note copies of these documents shall be attached to the CVs):

As evidence of the consultants level of English language proficiency it is required to

provide an English Certificate showing Level C1 or higher knowledge or an equivalent proof.

For Lot 1 evidence of a minimum of two trainings (or equivalent, e.g. work experience)

received in the soft-skills mentioned/indicated in the CV and one in the technical domain are required.

For Lot 2 evidence of a minimum of one training in interpersonal skills and two or more

trainings in the related technical domain are required.

B) Short presentation of the consultants the candidate envisages to place under the contract in relation to their experience in the delivery of services (in relation to those as

defined for each specific lot - see sections 3.2 and 3.3) in a similar complex international working environment to that of EASA.

C) Pool of experts: at least two (2) consultants per profile with the required competences

and skills (Annex VI - “Pool of experts - Identity and number of consultants per profile” to be duly completed); including details of the structure of the organisation,

number of staff permanently employed (consultants as well as administrative support).

D) Description of similar services provided by the candidate over the past seven years (2005-2012) indicating five references of international working environments and

details of deliverables in support of evidencing provision of similar services (Annex VII).


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Any other proof that the candidate may bring in support of his fulfilling the above-

mentioned requirements.

Please note that it is the responsibility of candidates to inform EASA immediately of any changes to their administrative, technical or financial details which could affect any part of

their original application.

Tender Specifications - Phase 1 Assessment

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9 Assessment

The assessment of candidates will take place in two stages:

1. Exclusion of candidates on the basis of the exclusion criteria listed in section 7. Please complete the form to be found in Annex II.

2. Selection of candidates on the basis of selection criteria listed in section 8.

The assessment of the exclusion and selection criteria (see above) will be carried out during

this first phase of the procedure in order to shortlist the best candidates with the legal,

economic & financial and technical & professional capabilities to perform the contract, which are then invited to take part in the tender procedure Phase 2.

Tender Specifications - Phase 1 Limitations on number of

candidates

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10 Limitations on number of candidates

The maximum number of candidates who might be invited to the tender in the second phase is set to five (5) per Lot.

Tender Specifications - Phase 1 Reduction of the number of

candidates during the restricted

procedure

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11 Reduction of the number of candidates during the restricted procedure

Should the selected number of candidates, which fulfil the legal, economic/financial and technical/professional capacity requested in section 8, exceed the maximum of five (5) by

each lot, the following criteria and scoring will apply to reduce the number to five by each lot.

The five highest ranked candidates (shortlisted) for each lot will be invited to the tender Phase 2. These candidates will be ranked in a shortlist according to their scores achieved in

accordance to the following criteria:

Lot 1/ Lot 2

CRITERIA POINTS

I. Consultants (individuals):

max 60 points

Skills & experience in IT (as defined in the

respective profiles)

max 40 points

English skills

max 10 points

Experience of the consultants in similar international environment (number of reference

projects)

max 10 points

II. Candidate (legal entity):

max 40 points

Experience in respective IT projects

max 20 points

Experience in international public environment

max 10 points

Pool of experts

max 10 points

TOTAL: max 100 points

Tender Specifications - Phase 1 Language

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12 Language

Requests to participate shall be drafted in one of the official languages of the European Union,

preferably in English.

Tender Specifications - Phase 1 Submission of the application

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13 Submission of the application

13.1 Application’s format

Requests to participate (applications) shall be sent in as one original plus three signed copies

of the original1. They shall be submitted using the standard application form (one for each

Lot2, see Annex I) whose format and instructions must be strictly observed.

13.2 Documents to be supplied by applicants

Candidates should ensure that the following documents are included in their applications:

a. Standard application form (see Annex I)

b. Exclusion criteria documentation (declaration; see section 7 above and Annex II)

c. Duly filled in and signed Legal Entity Form (see section 8.1 above and Annex III)

d. Documents enabling EASA to evaluate the Economic and Financial capacity of the candidates (see section 8.2 above)

e. All documents/information enabling EASA to select candidates against the technical

and professional capacity criteria, see section 8.3 above, especially:

- Annex IV - Curriculum Vitae

- Annex V – Experience of the consultants

- Annex VI – Pool of experts

- Annex VII – Experience candidate

f. Checklist of mandatory documents (Annex VIII)

1 Requests to participate must be submitted as follows: 1 original and 3 copies. The original must be clearly labelled

as “Original” and the copies as “Copy 1”, “Copy 2” and “Copy 3”

2 Should you answer to more than one lot, you are permitted to submit the administrative documents, such as

declaration on exclusion criteria and/or legal entity form, in original only once (for one lot) provided you include

the following information in the envelopes for the other lots you apply for:

- A copy of the originals submitted

- A note stating that only copies are submitted and

- an indication as to where – in which lot envelope – to find the originals.

Tender Specifications - Phase 1 Address to which applications must

be sent and modalities of

submission

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14 Address to which applications must be sent and modalities of

submission

Applications sent by post mail are to be sent to the following postal address:

European Aviation Safety Agency

Finance and Business Services Directorate

Procurement and Contracts Section

Postfach 10 12 53

D-50452 Köln, Deutschland

Applications sent by Express mail, commercial courier or hand-delivered should be addressed to the following physical address:

European Aviation Safety Agency

Finance and Business Services Directorate

Procurement and Contracts Section Ottoplatz 1

D-50679 Köln-Deutz, Deutschland

The outer envelope or parcel should be sealed with adhesive tape and signed across the seal

and carry the following information:

the reference number of the procedure N°. EASA.2013.RP.10 – Phase 1, the project title: “Call for requests to participate in the provision of ICT

services - [Lot 1: Development of and maintenance for IT business

applications] [Lot 2: Support for IT infrastructure]”.

the name of the Candidate

the indication “Request to participate - Not to be opened by the internal mail service”

the address for submission of tenders (as indicated above)

the date of posting (if applicable) shall be legible on the outer envelope.

It is strictly required that requests to participate be presented in the correct format and include

all documents necessary to enable the evaluation committee to assess them. Failure to respect these requirements will constitute a formal error and may result in the rejection of the

requests to participate.

Should candidates submit two requests to participate (one request per lot), the outer envelope or parcel should contain one separate envelope per request, each envelope bearing the

reference and title of the relevant Lot, as suggested below, and each containing the documents requested in section 13.

Requests to participate shall be submitted as follows: 1 original and 3 copies. The original

must be clearly labelled as ‘Original’ and the copies as ‘Copy 1’, ‘Copy 2’ and ‘Copy 3’.

Tender Specifications - Phase 1 Timetable/deadline for submission

of applications

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15 Timetable/deadline for submission of applications

Summary timetable – Phase 1 Date Comments

Launch date 6 March 2013

Deadline for submitting requests for clarifications from EASA

8 April 2013 12:00h local time*

Last date on which clarifications are

issued by EASA

10 April 2013

Deadline for submission of

applications (requests to participate)

15 April 2013 Applications

delivered by hand shall be submitted

not later than 17:00h local

time*

Opening session + start of evaluation 23 April 2013 Estimation

Finalisation and notification May/June 2013 Estimation

* Local time shall be the time of Cologne (Germany) – Central European Time (CET),

i.e. GMT +1

Tender Specifications - Phase 1 Other information

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16 Other information

16.1 Contacts between EASA and the candidates

Contacts between EASA and candidates are prohibited throughout the procedure save in

exceptional circumstances and under the following conditions only:

A. Before the final date for submission of the application:

At the request of the candidate, EASA may provide additional information solely for

the purpose of clarifying the nature of the contract. Any request for additional information must be made in writing by e-mail at [email protected] and

should indicate the reference number and the title of the procurement procedure.

Requests for clarification received after the deadline for request for clarifications will

not be processed.

EASA may, on its own initiative, inform interested parties of any error, inaccuracy,

omission or any other clerical error in the text of the call for tender.

Any additional information including that referred to above will be published on EASA’s website. Please ensure that you regularly visit the website for

updates.

B. After the opening of applications:

If, after the applications have been opened, some clarification is required in connection with an application, or if obvious clerical errors in the submitted

application must be corrected, EASA may contact the candidate, although such contact may not lead to any alteration of the terms of the submitted request to

participate (/application).

16.2 Results Phase 1

Candidates will be informed of the outcome of their applications. At the end of Phase 1 of the procedure, the Agency will inform the candidates of the decision made concerning the selection

of the companies which will be invited to take part in Phase 2.

The candidates having successfully passed, and been shortlisted as a result of, the selection process, Phase 1, will be invited to submit a tender. They will receive a complete set of

descriptive documents including the detailed Tender Specifications.

The unsuccessful candidates will be informed in writing that they have not been retained.

16.3 Invitations to applicants

Depending on the number of applications, it is estimated that the Agency intends to issue in April/May 2013 an invitation to submit tenders (estimated deadline for submission around

mid/end of May/June 2013) for services to be delivered starting in the second half of 2013 (estimation: as of July 2013).

16.4 Forecast Phase 2

Shortlisted candidates who will be invited to submit a tender in Phase 2 will be asked to

irrevocably and unconditionally accept the Agency’s terms and conditions, in particular the draft contract, to sign a corresponding statement of acceptance and a (further) statement of

mailto:[email protected]

Tender Specifications - Phase 1 Other information

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absence of conflict of interest and to submit the proofs for the declaration of honour on

exclusion criteria.

Tender Specifications - Phase 1 ANNEX I – Standard application

form

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ANNEX I – Standard application form

EASA.2013.RP.10 – phase 1

Per lot one signed original application/request to participate must be supplied, together

with three copies. The application must include a signed declaration using the annexed format from each legal entity making the application. All data included in this application

must concern only the legal entity or entities making the application.

Applications being submitted by a consortium (i.e., either a permanent, legally-established grouping or a grouping which has been constituted informally for a specific tender procedure)

must follow the instructions applicable to the consortium leader and its members.

1. SUBMITTED by (i.e. the identity of the Candidate)

Name(s) of legal entity or entities making this application

Nationality3

Leader

Member 2

of the

consortium (if

applicable)

Etc … 4

2. CONTACT PERSON (for this application)

Name

Organisation

Address (Street,

City-Code, City, Country)

Telephone

Fax

e-mail

3 Country in which the legal entity is registered.

4 Add / delete additional lines for consortium members as appropriate.

Tender Specifications - Phase 1 ANNEX I – Standard application

form

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3. Name and position of the Authorised Signatory of the Candidate:

Name

Position

Organisation

4. LOT applied for

Lot number5 Lot title

5. Signed on behalf of the Candidate

Date Name of the candidate’s authorised representative

Signature

5 See section 3 of the present call.

Tender Specifications - Phase 1 ANNEX II - Declaration of honour

on

exclusion criteria and absence of

conflict of interest

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ANNEX II - Declaration of honour on

exclusion criteria and absence of conflict of interest

(to be submitted by each legal entity identified under point 1 of this application, including every consortium member)

(Complete or delete the parts in grey italics in parenthese)

[Choose options for parts in grey between square brackets]

The undersigned (insert name of the signatory of this form):

in [his][her] own name (for a natural person)

or

representing the following legal person: (only if the economic operator is a legal person)

full official name:

official legal form:

full official address:

VAT registration number:

declares that [the above-mentioned legal person][he][she] is not in any of the following situations:

a) is bankrupt or being wound up, is having its affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is the subject of

proceedings concerning those matters, or is in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

b) has been convicted of an offence concerning professional conduct by a judgment of a

competent authority of a Member State which has the force of res judicata;

c) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify including by decisions of the European Investment Bank

and international organisations;

d) is not in compliance with all its obligations relating to the payment of social security contributions and the payment of taxes in accordance with the legal provisions of the

country in which it is established, with those of the country of the contracting authority and those of the country where the contract is to be performed;

e) has been the subject of a judgement which has the force of res judicata for fraud,

corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such activity is detrimental to the Union's financial interests;

f) is a subject of an administrative penalty for being guilty of misrepresentation in supplying

the information required by the contracting authority as a condition of participation in a procurement procedure or failing to supply this information, or having been declared to be

in serious breach of its obligations under contracts covered by the Union's budget.

(Only for legal persons other than Member States and local authorities, otherwise delete) declares that the natural persons with power of representation, decision-making


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or control6 over the above-mentioned legal entity are not in the situations referred to in

b) and e) above;

declares that [the above-mentioned legal person][he][she]:

g) has no conflict of interest in connection with the contract; a conflict of interest could arise in

particular as a result of economic interests, political or national affinity, family, emotional life or any other shared interest;

h) will inform the contracting authority, without delay, of any situation considered a conflict of

interest or which could give rise to a conflict of interest;

i) has not granted and will not grant, has not sought and will not seek, has not attempted and

will not attempt to obtain, and has not accepted and will not accept any advantage, financial

or in kind, to or from any party whatsoever, where such advantage constitutes an illegal practice or involves corruption, either directly or indirectly, inasmuch as it is an incentive or

reward relating to award of the contract;

j) provided accurate, sincere and complete information to the contracting authority within the context of this procurement procedure ;

acknowledges that [the above-mentioned legal person][he][she] may be subject to administrative and financial penalties7 if any of the declarations or information provided

prove to be false.

In the event of being invited to tender for phase 2 of the above-mentioned procedure [we/I]*

undertake to submit as part of our tender all the documents requested by the Agency in accordance with the tender specifications, including (amongst others) in particular:

consortium agreement (in case of a consortium); and

the following documentary proofs expected from the shortlisted candidate (and in case of a

consortium from each of the partners to the consortium) to confirm the declaration on

exclusion criteria:

- For situations described in (a), (b) and (e), production of a recent extract from the

judicial record is required or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance showing

that those requirements are satisfied. Where the candidate is a legal person and the national legislation of the country in which the candidate is established does not

allow the provision of such documents for legal persons, the documents should be provided for natural persons, such as the company directors or any person with

powers of representation, decision making or control in relation to the candidate.

- For the situation described in point (d) above, recent certificates or letters issued by the competent authorities of the State concerned are required. These documents

must provide evidence covering all taxes and social security contributions for which

6 This covers the company directors, members of the management or supervisory bodies, and cases where one natural person holds a majority of shares.

7 As provided for in Article 109 of the Financial Regulation (EU, Euratom) 966/2012 and Article 145 of

the Rules of Application of the Financial Regulation


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the candidate is liable, including for example, VAT, income tax (natural persons

only), company tax (legal persons only) and social security contributions.

For any of the situations (a), (b), (d) or (e), where any document described in two paragraphs above is not issued in the country concerned, it may be replaced by a sworn

or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of

origin or provenance.

If the candidate is a legal person, information on the natural persons with power of representation, decision making or control over the legal person shall be provided only upon

request by the contracting authority.

Full name Date Signature

Tender Specifications - Phase 1 ANNEX III - Legal entity form

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ANNEX III - Legal entity form

(to be downloaded, depending on the candidate’s nationality and legal form, from the following

website)

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm

Tender Specifications - Phase 1 ANNEX IV - Curriculum vitae

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ANNEX IV - Curriculum vitae

E U R O P E A N

C U R R I C U L U M V I T A E

F O R M A T

PERSONAL INFORMATION

Name [ SURNAME, other name(s) ]

Address [House number, street name, postcode, city, country ]

Telephone

Fax

E-mail

Nationality

Date of birth [ Day, month, year ] [optional to complete]

TOTAL YEARS OF EXPERIENCE [ month, year ]

WORK EXPERIENCE

• Dates (from – to) [Add separate entries for each relevant post occupied, starting with the most recent.]

• Name and address of employer

• Type of business or sector

• Occupation or position held

• Main activities and responsibilities

EDUCATION AND TRAINING

• Dates (from – to) [Add separate entries for each relevant course you have completed, starting with the most recent.]

• Name and type of

organisation providing

education and training

• Principal subjects/occupational

skills covered

• Title of qualification awarded

• Level in national classification

(if appropriate)


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PERSONAL SKILLS

AND COMPETENCES

Acquired in the course of life and career but not necessarily covered by formal

certificates and diplomas.

MOTHER TONGUE [ Specify mother tongue ]

OTHER LANGUAGES

[ Specify language ]

• Reading skills [Indicate level: excellent, good, basic.]

• Writing skills [Indicate level: excellent, good, basic.]

• Verbal skills [Indicate level: excellent, good, basic.]

SOCIAL SKILLS

AND COMPETENCES

Living and working with other people, in multicultural environments, in positions where communication is

important and situations

where teamwork is essential (for example culture and sports), etc.

[Describe these competences and indicate where they were acquired.]

ORGANISATIONAL SKILLS

AND COMPETENCES

Coordination and administration of people, projects and budgets; at work, in voluntary work (for

example culture and sports) and at home, etc.


TECHNICAL SKILLS

AND COMPETENCES

With computers, specific kinds of equipment, machinery, etc.


ARTISTIC SKILLS

AND COMPETENCES

Music, writing, design, etc.

[Describe these competences and indicate where they were acquired.] [optional to complete]

OTHER SKILLS

AND COMPETENCES

Competences not mentioned above.


DRIVING LICENCE(S) [optional to complete]


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ADDITIONAL INFORMATION [Include here any other information that may be relevant, for example contact persons, references, etc.]

ANNEXES [LIST any attached annexes.]

Tender Specifications - Phase 1 ANNEX V - Experience of the consultants

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ANNEX V - Experience of the consultants

Name of candidate:

Lot number and title:

Please complete a table using the format below to summarise the relevant services delivered in the course of the past 7 years by the respective consultant of the legal entity or entities making this application.

Consultant Profile Reference Projects

Experience From – to/ domain

Add more lines if

applicable

Tender Specifications - Phase 1

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ANNEX VI – Pool of experts - Identity and number of consultants per profile

Name of candidate:

Lot 1:

Profile (number and identity of consultant to be

indicated)

Identity of persons

With minimum 1

year experience

Identity of persons

With minimum 3

years’ experience

Identity of persons

With minimum 7

years’ experience

Project Manager (PM)

Business Analyst (BA)

Software Architect (SWA)

Developer PHP (DEV)

Developer Microsoft (DM)

Developer Database (DDB)

Principal consultant (PC)

Enterprise Architect (EA)

Lot 2:

Profile (number and identity of consultant to be

indicated)

Identity of persons

With minimum 1

year experience

Identity of persons

With minimum 3

years’ experience

Identity of persons

With minimum 7

years’ experience

System Administrator

Data Base Administrator

SharePoint Administrator

Backup & Archiving Administrator

Network Administrator

Unified Communications Solution

Administrator

SAP technical / basis Administrator

IT Operational Security Administrator

Helpdesk Assistant


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ANNEX VII – Experience of the candidate

Name of candidate:

Lot number and title:

Please complete a table using the format below to summarise the relevant five references delivered in the course of the past 7 years by the legal entity or entities making this application in a complex international environment in the field of IT.

Entity Location

Experience

From – to

Reference of Projects in complex international

environment in the field of IT

Domain/ details of deliverables where the candidate provided similar services

1.

2.

3.

4.

5.


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ANNEX VIII - Checklist of mandatory documents

The checklist must be used to ensure that you have provided all the documentation for this

application and in the correct way. This checklist shall be included as part of your application.

Please tick the boxes provided

DOCUMENT REFERENCE

Standard application form duly filled in and signed by the Candidate’s authorised signatory

ANNEX I

Declaration on Exclusion Criteria ANNEX II

Legal Entity Form duly filled in and signed and accompanied by the respective

supporting documentation

ANNEX III

Documents proving the Candidate’s economic and financial status

Section 8.2 of the present call

Curriculum Vitae ANNEX IV

Experience of consultants ANNEX V

Pool of experts ANNEX VI

Experience of candidate ANNEX VII

Additional documents proving the

Candidate’s technical and professional capacity

Section 8.3 of the present call