Clarification to Tender: No 1

Transcription

1 Clarification to Tender: No 1 Title of Procedure: Provision of Support To the Communication Activities of the European Defence Agency Ref: 14.TT.OP.002 Date: 28/01/ Question Lot 3: In order to assess the feasibility, could you be kind to provide the tenderers an estimation on the type and number of audio-visual products that you expect from the contractor on an annual basis? Answer 3 products on an annual basis (e.g. annual conference see EDA YouTube Channel) 2 Lot 3: Could you please clarify EDA s language regime for the audio-visual products? (i.e: Do you expect the audio-visual products to be in all official languages of the EU? Do you expect sub-titling or voice over?) Main language: English 3 Is there an overview of which documents have to be handed in once and which documents have to be handed in per lot? Documents included in envelope A should be submitted once and documents included in envelope B & C should be submitted separately per lot. Please see Nota Bene p. 7 of tender specifications. 4 Is it correct, that the documents for part A "administrative documents" have to be handed in once- for all lotsin one separate envelope? If not, do we have to hand in part A for each lot and in one or multiple envelopes? Envelope A has to be submitted once for all lots. 1

2 5 6 7 Is it correct, that the envelope for part A contains all forms and evidences required the way it is listed in the tender documents on page 39 of 40? If so, do we have to hand in the evidences required proving economic and financial status (3.2.2) and the documents proving our technical and professional capacity (3.2.3) in the envelope containing part A. Is this correct? If we have to hand in all the listed documents we mentioned in question 5, do we have to put all evidences including original and copies in one envelope? If not, do we have to hand in one "outer" envelope A which contains 4 further "inner" envelopes (1x original + 3 copies)? We understand it like this, that envelope A has to be handed in oncefor all lots- and without copies. Is that correct? Envelope A should contain all documents listed in page 6-7. Evidences regarding the economic and financial status (3.2.2) should be included in the envelope A. Evidences regarding the technical and professional capacity (3.2.3) should be included in the envelope B. Original and copies should be included in the same envelope. Correct 8 Is it correct, that part B, the technical proposal does only contain the evidences required listed under 4.2? Envelope B should contain evidences regarding the technical and professional capacity (3.2.3) and the technical proposal with all information requested in point In part "3.2.2 Economic & Financial Capacity" you refer to a document as follows: " It should be certified by means of a signature of the chief accounting officer of the tendering organisation" Do you accept a signature of an authorized person, as well? With envelope A we hand in the "Financial Identification Form". Does this form have be filled by the bank or can we fill it as well? Yes The Financial Identification Form can be filled in either by the bank or by you. If the form is not dated, signed and stamped by the bank then you need to provide us with a copy of a bank statement confirming the information included in the form ( bank account no, account holder, IBAN, swift code etc.). 2

3 With envelope B we hand in the "proposed draft contract". Do we have to fill in and sign the draft contract or do we have to hand it in as blank sheet? TENDER SPECIFICATIONS, p 28 Task 1: We understand that we need to provide EDA with a publication concept and layout only, without a budget. Can you confirm that our understanding is correct? TENDER SPECIFICATIONS, p 28 Task 3: We understand that we need to provide EDA with a concept note, not with a detailed project plan or budget. Can you confirm that our understanding is correct? ANNEX II Conference folder: can you specify the number of pages of the folder? Price for the building decoration: can you be specific about the final deliverables (in terms of size and material)? The draft contract should not be filled in, signed and included in envelope B. At this stage, the draft contract is an annex to the tender specifications in order to inform tenderers on the provisions of the contract that will be signed. Please see par for more information on this. Correct Correct It is only a basic A4 folder to insert programmes, fact sheets, brochure, papers in the folder. It is not a full programme. 15 Lot 1: Evidence required Do we have to hand in the references for Part A in English or is any other EU language allowed, as well? The references should be preferably provided in English. Requested documents not available in English should be accompanied by an English courtesy translation. 16 For the case studies of Lot 1 you defined 3 tasks. Task 1: is it correct to hand in one cover page + 4 internal pages? If not, is an additional concept paper requested as well? If we have to hand in a concept paper we would like to know whether the number of pages is limited? 1 cover + 4 internal pages is enough to demonstrate a concept. More is accepted as well but only cover + 4 pages will be evaluated. 3

4 17 For the case studies of Lot 1 you defined 3 tasks. Task 3: Is the number of pages limited for the event concept? There is no limit but the panel appreciates concise note. 18 You mentioned the detail "printing of publication". 18a Is printing of brochures, leaflets and further stuff elementary component of the task? Yes 18b If so, could you give us some information concerning the number of copies published? It varies from one publication to another. Example: EDA corporate brochure = copies. EDA Annual report: copies. 18c And whether these copies have to be printed by an external printer's shop? Up to the tenderer to manage the printing process from A to Z; eventually with a subcontractor. 19 We would like to know some details concerning the price 4

5 19a How do you calculate the price? 19b How do you calculate the criteria (value) price which is part of the formula best quality-price-ratio? 19c Are the any relevant amounts in man/day and/or per item? If so, could you please provide the scheme of the complete calculation including the amounts of every position in the price list (Annex II) to us? Please see the corrigendum on the tender specifications that will be published. 19d Could you please let us know how "quality and price" are consolidated in and for the evaluation? 20 For the case studies of Lot 1 you defined 3 tasks. Task 1: Do the case-studies (the publication concept) include redaction/ text +headlines or shall dummy texts be used? Dummy text is ok. 21 Regarding the Evidence Required for the Technical and professional capacity for Lot 2: Web services & digital communication : A letter from a client or a Sitefinity related company proving your ability to work on Sitefinity and Microsoft.net technologies or a document proving the company s registration in the Sitefinity s partner network. In case of participation of Consortia, does this evidence apply to all consortium members, or is it sufficient that at least 1 member can provide it? At least 1 member of the Consortia is enough. 5

6 22 23 In order to develop correct concept papers and templates we would like to ask you whether it is possible to receive the EDA's CD Manual? If not, could you please provide the most important information concerning EDA's CI to us? On page 14 of 40 you mention the task "database management" to be described in detail for Lot 1 (Graphic design, publication). As it is not clear to us how you define this term, we kindly ask for a definition of "database management". Please give us a short overview of the services and a definition of "database management" in this concern. EDA s graphic charter is uploaded as a separate document under the link: --provision-of-support-to-the-communicationactivities-of-the-european-defence-agency Database Management = Managing a database of contact details (name, address, , phone, etc.) including enriching the data, checking the validity of them, using the right software, etc. This database is used to make queries and to select the right profiles for an invitation to an event, for sending a publication, etc. 6