Specifications Invitation to tender No VT/2008/061

Transcription

1 Specifications Invitation to tender No VT/2008/ Title of the contract Establishment of a European observatory to inform the social policy debate and to provide analytical support on the social situation in the European Union (Social Situation Observatory) 2. Background The European Commission's Social Agenda ( ) 1 has as its overall goal the promotion of more and better jobs and securing equal opportunities for all. In addition to the Open Method of Coordination, the Social Agenda relies on a combination of other instruments comprising EU legislation and financial support, mainly from the European Social Fund, but also from the PROGRESS programme 2. The work of the Social Situation Observatory will be linked to the following policy areas: Reporting on the social situation in the European Union, Open Method of Coordination in social protection and social inclusion, Activities related to coping with the challenges of demographic change. Article 143 of the EC Treaty stipulates that the Commission shall draw up a report each year on progress in achieving the objectives of Article 136 (i.e. concerning employment, social protection and living condition) while also covering the demographic situation in the Community. The Social Situation Observatory will support the Commission in producing the annual Social Situation Report and in identifying new social trends and issues of relevance for social policy making in the EU. Under the auspices of the Social Protection Committee 3, the Open Method of Coordination (OMC) in social protection and social inclusion covers the areas of social inclusion, health, long-term care and pensions, providing Member States with a forum for the exchange of shared policy objectives, good practice and good governance. In March 2006, the European Council adopted a new framework for the Open Method of Coordination in the area of social protection and social inclusion. There is a new set of common objectives: three overarching objectives and objectives for each of the three policy areas of social inclusion, pensions and health and long-term care 4. In the area of social inclusion, Member States have agreed to provide access for all to the resources, rights and services needed for participation in society and to ensure active social inclusion by promoting participation in the labour market and by fighting poverty and exclusion. In the area of pensions, Member States have committed themselves to ensuring adequacy and sustainability. Regarding healthcare and long-term care, Members states have agreed to providing accessible, high quality services and to ensuring long-term sustainability For information on the Social Agenda see: See See See

2 The OMC in social protection and social inclusion is instrumental in promoting a common understanding of the priorities for social policy. Its framework for mutual learning and exchanging experience has encouraged more efficient political strategies. Progress to date confirms the validity of the common social objectives. They provide a comprehensive framework for integrated action, and the analysis of long-term challenges illustrates the urgency of stepping up efforts 5. Within the OMC, the Commission supports Member States in their efforts to modernize social protection systems in the areas of pensions, health and long-term care and to tackle poverty and social exclusion. To carry out these missions, the Commission needs to be regularly updated on existing reforms and debates as well as the state of monitoring and evaluation exercises, research and assessments done across Europe in these areas. The Social Situation Observatory will strengthen the analytical framework of the OMC and complement the resources already available in the form of MISSOC 6, the network of independent experts on social inclusion 7 and the planned analytical support on the socio-economic impact of social protection reforms in the EU Member States and EFTA/EEA, candidate and pre-candidate countries 8. It will support the Commission in drafting the supporting document for the Joint Report on Social Protection and Social Inclusion and it will provide input to the Social Protection Committee and its indicator's subgroup 9. The need for structural change and the opportunities linked to demographic change were highlighted by the Commission in its Communication "The demographic future of Europe from challenge to opportunity" adopted in October This document proposed an overall strategy to cope with demographic change based on five key policy directions and aimed at fostering a closer cooperation among Member States in tackling the challenges of demographic change. The Commission committed itself to organising a European Forum on Demography 11 once every two years, to publishing, in connection with the Forum, a European Report on Demography 12, and to setting up an Expert's Group on Demographic Issues. Following the communication of October 2006, the European Council referred, in its conclusions to the March 2007 meeting, to the creation of a European Alliance for Families which will be a platform for the exchange of experience and good practice between the Member States. The Commission set out how it intends to support this Alliance in its Communication Promoting solidarity between the generations adopted in May The Social Situation Observatory will support the follow-up activities to the 2006 demography communication, e.g. to provide input to the Demography Forum, the Demography Report and the Expert's Group on Demographic Issues. 5 See the Joint Report on Social Protection and Social Inclusion See 7 See 8 Tender No. VT/2007/110, see 9 See Work Programme 2008 of the SPC n.pdf 10 COM(2006)571 see 11 For information on Demographic Forum and on the Expert's group on demographic issues see 12 See 13 See 2

3 3. Subject of the contract The subject of the contract is the establishment of a European Observatory with the aim of improving the European Commission's capacity to monitor socio-economic and demographic developments in the European Union. To this end the Commission wants to avail itself of the services of teams of researchers to undertake independent analysis of the social situation. The teams will monitor trends in quantitative terms and initiate quantitative and qualitative analyses in the relevant areas across the European Union. The data analysis will cover the whole of the EU and come, in particular, from EU surveys. The tasks are divided into three lots and bidders may bid for one, two or three lots. For each lot a separate bid must be submitted. 4. Participation Please note that: The competition is open to any physical person or legal entity coming within the scope of the Treaties and any other physical person or legal entity from a third country which has concluded with the Communities a specific agreement in the area of public contracts, under the conditions provided for in that agreement. Where the Multilateral Agreement on Public Contracts concluded within the framework of the WTO applies, the contracts are also open to nationals of States that have ratified this Agreement, under the conditions provided for therein. It should be noted that research and development services, which come under category 8 of Annex II A of Directive 2004/18/CE, are not covered by this Agreement. In practice, the participation of applicants from third countries that have concluded a bilateral or multilateral agreement with the Communities in the area of public contracts must be allowed, under the conditions provided for in that agreement. Bids submitted by applicants from third countries that have not concluded such an agreement may be accepted, but may also be rejected. 5. Tasks to be carried out by the contractor On the basis of an annual work programme agreed with the European Commission the overall task of the contracted research teams will be: (i) to monitor social and demographic trends by analyzing the main EU comparative data sources; (ii) to provide policy relevant analysis and to evaluate policies; (iii) to provide methodological papers, and (iv) to monitor key research findings. 5.1 Lot 1 - Income distribution and living conditions (Max annually) The research team on income and living conditions will analyse income, wealth, the impact of taxes and benefits, consumption, living conditions, time use, social mobility as well as social inclusion and participation. The research team shall exploit and analyse the main EU comparative data sources such as 3

4 Statistics on Income and Living Conditions (EU-SILC), European Labour Force Survey, Household Budget Survey, European Quality of Life Survey, European Social Survey, Survey of Health, Ageing and Retirement in Europe (SHARE), Harmonised European Time Use Survey, Eurobarometer surveys, Luxembourg Wealth Study as well as results from micro simulation models and results from particularly relevant national data sources. The research team will be required to cover different groups of the population such as the elderly, families with children or migrants. Task 1 The research team will produce an accessible, high-quality and publishable reference document presenting and analysing key EU comparable data in the relevant research area to be updated in subsequent years. Task 2 The research team will provide policy relevant analysis, evaluate policies (e.g. in the area of how to measure efficiency of social protection systems, adequacy of pensions) and write methodological papers (e.g. indicators and measurement tools). The number and topics of these research and methodological papers will be agreed in the annual work programme (a maximum of 8 research and methodological papers). Task 3 On request the research team could be asked to provide at short notice independent advice to the Commission. Such ad hoc contributions may replace one or more of the initially scheduled research or methodological papers referred to under task 2. Task 4 The research team will monitor research that is of policy relevance for the EU. Two one-day expert seminars will be organised by the research team to present to the Commission and other interested parties new research findings. For each seminar a maximum of 8 presentations by experts not belonging to the research team should be foreseen. The research team will be responsible for the preparation and organisation of the two seminars, the costs of which have to be budgeted for in the bid. Seminar participants will not exceed 50 persons in total for each seminar (including research teams, EU officials, 8 external experts, other participants). In particular, the research team will: - in agreement with the Commission, set the dates and places of the seminars, invite the 8 external experts and other participants, and prepare the agendas, - pay travel and accommodation expenses for the 8 external experts, - make the necessary practical arrangements for the seminars (room, catering, facilities for a maximum number of 50 participants in each seminar), - pay a speaker's fee of up to 500 Euros to the 8 external experts. Following the seminar the research team will prepare the documentation on the seminar. It shall be suitable for inclusion on the website of Social Situation Observatory on EUROPA. Task 5 On the basis of work carried out under tasks 1 to 4 which leads to important policy conclusions, the research team will produce 3-4 policy briefs which will explain the issue, summarise the evidence and draw clear policy conclusions. 4

5 5.2. Lot 2 - Demography (Max annually) The research team on demography shall monitor and analyse population trends including fertility, family structure and household composition, morbidity and mortality and migration. The team will analyse the main socio-economic and cultural drivers of these trends as well as their future implications for labour markets and growth, social protection and care systems, housing, regional (including urban and rural) development and the environment. A particular emphasis should be put on projecting trends and their implications for policies. Projections should not be limited to future cohort sizes, but also take account of qualitative characteristics of these cohorts, notably in terms of education levels, occupations, health status and possibly attitudes, values and life styles. The research team will exploit and analyse key demographic comparative data sources and also develop policy-relevant indicators from them. The team will exploit data sources such as national demographic data, the Census, the Fertility and Family Survey, the Generations and Gender Survey, SHARE, Eurobarometer surveys as well as other relevant international or national data. Task 1 The research team will produce an accessible, high-quality and publishable reference document presenting and analysing key indicators on demographic trends, their drivers and impacts with a particular emphasis on policy-relevant forward-looking indicators to be updated in subsequent years. Task 2 The research team will provide policy relevant analysis, evaluate policies and write methodological papers (e.g. indicators and projection tools). The number and topics of these research and methodological papers will be agreed in the annual work programme (a maximum of 5 research and methodological papers). Task 3 On request the research team could be asked to provide at short notice independent advice to the Commission. Such ad hoc contributions may replace one or more of the initially scheduled research or methodological papers referred to under task 2. Task 4 The research team will monitor research that is of policy relevance for the EU. A one-day expert seminar will be organised by the team to present to the Commission and other interested parties new research findings. A maximum of 8 presentations by experts not belonging to the research team should be foreseen. The research team will be responsible for the preparation and organisation of the seminar, the costs of which have to be budgeted for in the bid. Seminar participants will not exceed 50 persons in total (including research teams, EU officials, 8 external experts, other participants). In particular, the research team will: - in agreement with the Commission, set the date and place of the meetings, invite the 8 external experts and other participants, and prepare the agenda, - pay travel and accommodation expenses for the 8 external experts, - make the necessary practical arrangements for the seminar (room, catering, facilities for a maximum number of 50 participants in total), - pay a small fee of up to 500 Euros to the 8 external experts. 5

6 Following the seminar the research team will prepare the documentation on the seminar. It shall be suitable for inclusion on the website of Social Situation Observatory on EUROPA. Task 5 On the basis of work carried out under tasks 1 to 4 which leads to important policy conclusions, the research team will produce 2-3 policy briefs which will explain the issue, summarise the evidence and draw clear policy conclusions Lot 3 - Health status, health care and long-term care (Max annually) The research team on health status, health care and long-term care shall analyse measures of health status such as life expectancy, mortality, avoidable mortality, morbidity including mental health, self-assessed general health, limitations and chronic illness, life-styles as well as access to, use of, quality of and rational use of resources of healthcare and long-term care services. A particular focus shall be put on the links between social conditions and health status. The research team will exploit and analyse the main EU comparative data sources such as EU comparative data sources e.g. Statistics on Income and Living Conditions (EU-SILC), the European Health Interview Survey, Survey of Health, Ageing and Retirement in Europe (SHARE), European Household Survey, Eurobarometer surveys as well as other international or national data. The research team will be required to cover different groups of the population such as the elderly, families with children or migrants. Task 1 The research team will produce an accessible, high-quality and publishable reference document presenting and analysing key EU comparable data in the relevant research area to be updated in subsequent years. Task 2 The research team will provide policy relevant analysis, evaluate policies and write methodological papers (e.g. indicators and measurement tools). The number and topics of these research and methodological papers will be agreed in the annual work programme (a maximum of 5 research and methodological papers). Task 3 On request the research team could be asked to provide at short notice independent advice to the Commission. Such ad hoc contributions may replace one or more of the initially scheduled research or methodological papers referred to under task 2. Task 4 The research team will monitor research that is of policy relevance for the EU. A one-day expert seminar will be organised by the team to present to the Commission and other interested parties new research findings. A maximum of 8 presentations by experts not belonging to the research team should be foreseen. The research team will be responsible for the preparation and organisation of the seminar, the costs of which have to be budgeted for in the bid. Seminar participants will not exceed 50 persons in total (including research teams, EU officials, 8 external experts, other participants). 6

7 In particular, the research team will: - in agreement with the Commission, set the date and place of the meetings, invite the 8 external experts and other participants, and prepare the agenda, - pay travel and accommodation expenses for the 8 external experts, - make the necessary practical arrangements for the seminar (room, catering, facilities for a maximum number of 50 participants), - pay a small fee of up to 500 Euros to the 8 external experts. Following the seminar the research team will prepare the documentation on the seminar. It shall be suitable for inclusion on the website of Social Situation Observatory on EUROPA. Task 5 On the basis of work carried out under tasks 1 to 4 which leads to important policy conclusions, the research team will produce 2-3 policy briefs which will explain the issue, summarise the evidence and draw clear policy conclusions Organisation of work The contractors will be responsible for the setting up of a research team in the research areas, which will be managed and co-ordinated by a coordinator. The coordinator will be responsible for the management of the research team, as well as for the high quality of the deliverables, both in terms of substance and presentation. The work of the research teams will be co-ordinated by the Commission on the basis of an annual work programme. This annual work programme for each research team will be agreed with DG Employment, Social Affairs and Equal Opportunities (Unit E/1), taking into account, on one hand, the required analytical input for the annual Report on the Social Situation in the European Union, the annual Report on Social Protection and Social Inclusion, and the priorities and work programmes of the Social Protection Committee, the Indicators' Subgroup and the Experts' Group on Demographic Issues and, on the other hand, the amount of resources (person hours) to be devoted to the different tasks. All deliverables must be sent to the Commission by electronic mail and should be submitted in English. All deliverables must be provided in a high quality and format suitable for publication. The Commission will manage the Social Situation Observatory's website on EUROPA. All deliverables must be suitable for this website. The successful contractors will participate in 2 annual meetings with the Commission in Brussels and participation costs at these meetings should be included in the tender budget. 6. Professional qualifications required See Annex IV of the draft contract. 7. Time schedule and reporting See Article I.2 of the draft contract. 7

8 7.1. Time schedule The contracts for each lot will have a duration of 12 calendar months with effect from the date of signature, which is estimated to take place in December The contractor's work is estimated to start as soon as possible after signature and a working meeting with the Commission is scheduled for January 2009 during which the annual work programme and the scheduling of tasks will be discussed. The Contract may be renewed a maximum of 3 times, each time for a period of 12 calendar months Reporting The timing for the deliverables mentioned under point 5 (tasks 2-5) will be agreed at the working meeting at the beginning of Interim Technical Report An interim technical report will be delivered at the beginning of month 7 following signature of the contract. The report will detail execution of the contract from signature up to and including month 6 of the contract and will report on the state of play for the second half of the contract. Draft final Reference Document The draft reference document (point 5 task 1) will be delivered 40 calendar days before the end of the contractual period. Final Report The final report, consisting of the final reference document (point 5 task 1), all deliverables (point 5 tasks 2 to 5), all annexes and an executive summary, will be delivered at the end of the contractual period. The report shall be submitted to the Commission in English. 8. Payments and standard contract 8.1. Pre-Financing Following signature of the contract by the last contracting party, within 30 days of receipt by the Commission of a request for pre-financing with a relevant invoice, a pre-financing payment equal to 30% of the total amount referred to in Article I.3 of the contract shall be made Interim payment Requests for interim payment by the Contractor shall be admissible if accompanied by - an interim technical report detailing contract execution up to and including month 6 of the contract, in accordance with the instructions laid down in Annex I to the contract, - the relevant invoices, provided the report has been approved by the Commission. The Commission shall have 45 days from receipt to approve or reject the report, and the Contractor shall have 30 days in which to submit additional information or a new report. 8

9 Within 30 days of the date on which the report is approved by the Commission, an interim payment corresponding to the relevant invoices, up to a maximum of 40% of the total amount referred to in Article I.3.1, shall be made Payment of the balance The request for payment of the balance shall be admissible if accompanied by: - the final report (as detailed at point 7.2) in accordance with the instructions laid down in Annex I (the tender specifications) to the contract, - the relevant invoices, provided the report has been approved by the Commission. The Commission shall have 45 days from receipt to approve or reject the report, and the Contractor shall have 30 days in which to submit additional information or a new report. Within 30 days of the date on which the report is approved by the Commission, payment of the balance of the total amount referred to in Article I.3.1 of the contract shall be made. In drawing up their bid, contractors should take into account the provisions of the standard contract comprising the "General terms and conditions applicable to service contracts" 9. Price The total contract price, composed of fees and direct costs only, will not exceed in year 1: Lot 1: Lot 2: Lot 3: If the contract is renewed, the total price of each of the 3 possible renewals will not exceed: If renewed in: LOT I LOT 2 LOT 3 - Year Year Year Under the terms of Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities, the latter are exempt from all charges, taxes and duties, including value added tax; such charges may not therefore be included in the calculation of the price quoted. The amount of VAT is to be indicated separately. The price must be stated in EUR( ), net of VAT (using, where appropriate, the conversion rates published in the C series of the Official Journal of the European Union on the day when the invitation to tender was issued), and broken down according to the model in Annex III included in the attached standard contract. 9

10 Part A: Professional fees and direct costs Fees, expressed as the number of person-days multiplied by the unit price per working day for each expert proposed. The unit price should cover the experts' fees and administrative expenditure. Other direct costs: (i.e. translation, travel, accommodation costs, etc. etc.) Total price = Part A Fees and direct costs 10. Groupings of economic operators or consortia Tenders can be submitted by groupings of service providers/suppliers who will not be required to adopt a particular legal form prior to the contract being awarded, but the consortium selected may be required to assume a given legal form when it has been awarded the contract if this change is necessary for proper performance of the contract 14. However, a grouping of economic operators must nominate one party to be responsible for the receipt and processing of payments for members of the grouping, for managing the service administration, and for coordination. The documents required and listed in the following points 11 and 12 must be supplied by every member of the grouping. Each member of the grouping assumes a joint and several liability towards the Commission. 11. Exclusion criteria and supporting documents 1) Bidders must provide a declaration on their honour, duly signed and dated, that they are not in one of the situations referred to in Articles 93 and 94 of the Financial Regulation. Those articles are as follows : "Article 93 : Applicants or tenderers shall be excluded if: a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended 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; b) they have been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata; c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify; d) they have not fulfilled their obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed; e) they have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests; 14 These entities can take the form of an entity with or without legal personality but offering sufficient protection of the Commission s contractual interests (depending on the Member State concerned, this may be, for example, a consortium or a temporary association). The contract has to be signed by all members of the group, or by one of the members, which has been duly authorised by the other members of the grouping (a power of attorney or sufficient authorisation is to be attached to the contract), when the tenderers have not formed a legal entity. 10

11 f) they are currently subject to an administrative penalty referred to in Article 96(1) 15. ( ) Article 94 : Contracts may not be awarded to candidates or tenderers who, during the procurement procedure: a) are subject to a conflict of interest; b) are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply this information;( )" 2) The tenderer to whom the contract is to be awarded shall provide, within a time limit defined by the contracting authority and preceding the signature of the contract, the< evidence referred to in Article 134 of the implementing Rules, confirming the declaration referred to in point 1 above. Article 134 of the Implementation Arrangements Supporting documents 1. The contracting authority shall accept, as satisfactory evidence that the candidate or tenderer is not in one of the situations described in points (a), (b) or (e) of Article 93 of the Financial Regulations, production of a recent extract from the judicial record or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance showing that these requirements are met. 2. The contracting authority shall accept, as satisfactory evidence that the candidate or tenderer is not in the situation described in point (d) of Article 93 of the Financial Regulations, a recent certificate issued by the competent authority of the State concerned. Where no such document or certificate is 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. 3. Depending on the national legislation of the country in which the tenderer or applicant is established, the documents referred to in paragraphs 1 and 2 above shall relate to legal entities and/or physical persons, including, where considered necessary by the awarding authority, company directors or any person with powers of representation, decision-making or control in relation to the tenderer. See Annex 6 (which may be used as a checklist) for the supporting documents accepted by the European Commission to be provided by applicants, tenderers or tenderers to who the contract will be awarded. 3) The contracting authority may waive the obligation of a candidate or tenderer to submit the documentary evidence referred to in Article 134 of the Implementing Rules, if such evidence has already been submitted to it for the purposes of another procurement procedure launched 15 "Article 96(1): The contracting authority may impose administrative or financial penalties on the following: (a) candidates or tenderers in the cases referred to in point (b) of Article 94; (b) contractors who have been declared to be in serious breach of their obligations under contracts covered by the budget. ( )" 11

12 by DG EMPL and provided that the issuing date of the documents does not exceed one year and that they are still valid. In such a case, the candidate or tenderer shall declare on his honour that the documentary evidence has already been provided in a previous procurement procedure and confirm that no changes in his situation have occurred. 12. Selection criteria 12.1 Economic and financial capacity Candidates shall provide the following to demonstrate their economic and financial capacity: - presentation of 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. In countries where publication of the balance sheet is not required under company law, the candidates' annual accounts audited by an approved external auditor should be provided; - proof of annual turnover at least equal to 3 times the annual contract amount For entities with public body status, only the document under the relevant national legislation demonstrating the entity's public legal status should be provided Technical capacity Each coordinator shall have a minimum of ten years experience as well as in-depth knowledge in one of the research areas as well as comparative research. Moreover, the coordinator must demonstrate experience in carrying out similar assignments; strong analytical and synthesis skills; ability to conduct socio-economic research; ability to draft reports and to oversee the organization of expert seminars as well as management skills to co-ordinate the work of the experts. Each research team needs to be composed in such a way that it can cover all research areas and activities mentioned under point 5 for the corresponding theme. Means of proof required: A description of the intended organization and internal management of the research teams The bidder must provide a list of the coordinator, team members/experts of the network, together with their CVs and their qualifications. The CVs should include a list of main works in relation to the subject specified in this tender. If the work was undertaken for the European Commission, the candidate must also include the Commission reference number of the contract and the DG/Directorate/Unit for which the contract was performed. In the case of tenders from consortia, written confirmation from each member of the consortium that they are ready and willing participate in the work of the network should the contracted be awarded to their consortia, and briefly describing their role. 12

13 13. Award criteria The contract will be awarded to the bid offering the best price / quality ratio, taking account of the following criteria: Quality and policy relevance of the outline and description of the reference document, including details on the data and information sources to be used; (30%) Quality and policy relevance of the programme for research and methodological papers, including the topics and data and information sources to be used; (30%); Breadth of thematic coverage and understanding of diversity across EU Member States. (20%) Presentation of the bid (including clarity and drafting quality), work organisation and work programme (20%) The points total will be divided by the price, with the highest-scoring bid being chosen. Please note that the contract will not be awarded to any bid receiving less than 70% in the award criteria. 14. Content and presentation of bids Content of bids Specifically, tenders must include: all information and documents necessary to enable the Commission to appraise the bid on the basis of the selection and award criteria (see points 12 and 13 above); a bank ID form duly completed and signed by the bank; a legal entity form duly completed; the price; the detailed CVs of the proposed experts; the name and function of the contractor's legal representative (i.e. the person authorized to act on behalf of the contractor in any legal dealings with third parties); proof of eligibility: tenderers must indicate the State in which they have their registered office or are established, providing the necessary supporting documents in accordance with their national law. Presentation of bids Bids must be submitted in triplicate (i.e. one original and two copies). They must be clear and concise. They must be signed by the legal representative. They must be submitted in accordance with the specific requirements of the invitation to tender, within the deadlines laid down. 13