Questions and Answers

Transcription

1 Status: /S : Editing and proofreading of documents drafted in English and related services Questions and Answers Below are the questions submitted by candidates together with the respective answers provided by the ECB. These questions and answers are deemed relevant to all candidates. Question 1: Is the editing test (Appendix 4) is to be completed by each staff member whom we wish to name as candidate to the ECB? Answer 1: An entity (e.g. a company) or private person declaring several persons' availability for the services specified in the 20/S contract notice is considered as a single Candidate. Page 6 of the Annex to the Call for applications specifies: "The short text included in Appendix 4, shall be edited by the Candidate using the tracked changes function." Thus, this editing test shall be completed only once by a company or person (even if it/he would be declaring several persons' availability for the services). However, in contrast to this, the Candidates should also note that on page 6 it is also stated that: "Appendix 1 shall be duly filled by the Candidate. If the Candidate is a company or a temporary grouping that proposes to put forward a team for the services, or a natural person intending to use subcontractors, then Appendix 1 shall be copied and duly filled in as many times as needed to include all the possible team members proposed by the Candidate to perform the services. " Question2: Regarding Annex 1, Section 4 that concerns insurance. The Candidate asked the ECB to elaborate the significance of the sentence: "Please enclose evidence of professional risk indemnity insurance and/or third party/civil liability insurance" to the evaluation of applications. Answer 2: The candidates should demonstrate that they have or they will have a capacity to take professional indemnity insurance and/or third party/civil liability insurance. However, at this pre-qualification phase, the actual scope of such insurance does not influence the evaluation of Candidate applications. If the Candidate is invited to tender by the ECB (the second stage of this tender procedure), enclosed with this invitation the ECB will also send out the draft framework contract. This draft contract may necessitate that the contractor has a professional risk indemnity insurance and/or third party/civil liability insurance. Question 3: Regarding Appendix 1 (CV). Are CVs from translators from all other 22 EU official languages in additional to EN-language editors required as proof of technical

2 capacity? Or are we expected to cover only a certain number of languages at this stage of the process? Answer 3: The Candidates are not mandatorily required to have translation capabilities to any other language. This restricted tender procedure is aimed at establishing framework contracts with English proof-readers and editors. However, translation skills from any official EU language into English are seen as an asset and, therefore, these skills will have a limited influence during the pre-qualification phase and at the later stage during the technical evaluation of the tenders. Question 4: In the notes it mentions that an in-house position can count as 1000 pages for 18 months, but then it mentions that the volume of pages edited should be mentioned in every reference letter. Can the total number of pages still count as 1000 for 18 months, even if the reference letter states a lower number of pages edited during that time? (I am not sure yet whether this will be the case for me or not). Answer 4: In the OJ notice the ECB states that, amongst other requirements, a sufficient previous experience in editing texts for financial organisations and/or EU or International Organisations is required. Experience will be considered as sufficient experience where experience of editing documents amounting to standard pages (1 500 characters excluding spaces) and / or professional experience can be demonstrated that is equivalent to a minimum of three years of full-time employment in editing texts for financial organisations and/or EU or International Organisations The Candidate may evidence his/her sufficient previous experience as a full-time employment and/or based on the number of pages edited. If the reference letter states that the position was a full-time position in editing texts for financial organisations and/or EU or International Organisations, the number of pages edited does not need to be evidenced, but only the period of full employment. If your employment was not a full-time position, it would be probably clearer to demonstrate professional experience by way of demonstrating a sufficient number of document pages in editing texts for financial organisations and/or EU or International Organisations. However, if no alternative evidence is available, you may also acquire evidence of the actual part-time pattern, e.g. evidence that you were working 50% of the full-time position, etc. However, the evaluation of sufficient previous experience has to be conducted case by case. We strongly advice you to submit all evidence that could help us to properly evaluate your application.

3 Question 5: The notes mention that the form must be signed handwritten by the candidate. Apart from the signature, though, is it ok to fill in the form on the computer? Answer 5: Apart from the signature the documentation may be filled in on the computer. However, please note that a hard copy of the documentation must be submitted to the ECB. Question 6: Currently don t have professional indemnity insurance because I am working inhouse, but I will obtain it once I become freelance again. Is it acceptable to enter on the form that this will be obtained when needed? (The form asks for evidence of this). Answer 6: The question and answer on insurance has been recently posted to the ECB wwwpage. Please refer to the question and answer 2. Question 7 As far as the provision of degree certificates is concerned, is a certified copy (signed by a solicitor) sufficient? (I presume a photocopy is not sufficient?) Answer 7 Photocopies of certificates and alike will suffice. However, the ECB may ask to see the originals in case the Candidate is selected to the second stage of this tender procedure and it is likely that framework agreement would be granted to the Candidate. Question 8: In the call for applications it mentions requesting the tender documentation. Do I have all the relevant documents if I have accessed those on the ECB website, or do I need to officially request something else? Answer 8: All the documentation for submitting the application may be downloaded from the ECB www-page. Question 9: In Annex 1 to the Call for applications, point 4 on page 6 requires that I enclose evidence of insurance. As I am not currently working as a freelancer, I don't hold this kind of insurance. If it were necessary in the future, I would of course be willing to obtain it but this would only be the case if my tender was successful. Can I therefore overlook this requirement at this stage, or do I need to include some kind of statement to the effect that I would be prepared to obtain this insurance if my tender were successful?

4 Answer 9: The question and answer on insurance has been recently posted to the ECB wwwpage. Please refer to the question and answer 2. Question 10: I also don't have my degree certificates with me in Germany but I have spoken to my university and they will send me a "degree verification letter". Is this enough documentary evidence for my qualifications? Answer 10: This is sufficient evidence. Question : I am not quite sure about how this tender should be submitted. The paperwork states that the editing test should be done using track changes, which means that it must be done on the computer. It is possible to print out a document with track changes, but these are not always so easy to read, so would it be possible to submit the printed application by post and to send the editing test separately by ? Answer : In the OJ notice it is stated that: The duly completed Application form and the documentation requested in the Application form shall be returned in BOTH paper copy and electronic format. Question 12: Is there a need for translations into/from Lithuanian (does this contract notice include translation services, or only (or mainly) editing services are needed)? Answer 12: The question and answer on similar matter has been recently posted to the ECB wwwpage. Please refer to the question and answer 3. Question 13: Would it be possible to know an approximate volume of work in this project: - For editing texts, drafted in English. - For translation of documents into/from Lithuanian. Answer 13: Unfortunately at this point of time we cannot give you an estimate.

5 Question 14: The application form must be filled out in writing, i.e. by hand. However, if more space is needed (e.g. to complete Appendix 2), applicants can continue on a separate page. Can this separate page be a typed Word document? Answer 14: Apart from the signature the documentation may be filled in on the computer. However, please note that a hard copy of the documentation must be submitted to the ECB. Question 15: Can proof-reading experience be included under Appendix 2 or is it not relevant? Answer15: At this application stage of the tender procedure we are only interested in editing experience. However, if you are accepted to the second (the actual tendering) stage of this tender procedure, the proof-reading experience will be considered as an asset when evaluating your offer. Question 16: I understand that 18 months' full-time work as an editor is equivalent to 1000 pages. Do you agree therefore that one month's full-time work is equivalent to 55 pages, and one week's experience is equivalent to 14 pages? (This seems very low.) Answer 16: In the OJ notice the ECB states that, amongst other requirements, a sufficient previous experience in editing texts for financial organisations and/or EU or International Organisations is required. Experience will be considered as sufficient experience where experience of editing documents amounting to standard pages (1 500 characters excluding spaces) and / or professional experience can be demonstrated that is equivalent to a minimum of three years of full-time employment in editing texts for financial organisations and/or EU or International Organisations The Candidate may evidence his/her sufficient experience as a full-time employment and/or based on the number of pages in editing texts for financial organisations and/or EU or International Organisations. If the reference letter states that the position was a full-time position in editing texts for financial organisations and/or EU or International Organisations, the number of pages edited does not need to be evidenced, but only the period of employment. If your employment was not a full-time position or you were not only editing texts for financial organisations and/or EU or International Organisations, it would be probably clearer to demonstrate professional experience by way of demonstrating a sufficient number of document pages edited for financial organisations and/or EU or International Organisations. However, if no alternative evidence is available, you may also acquire evidence of the actual part-time pattern, e.g. evidence that you were working 50% of the full-time position, etc.

6 However, the evaluation of sufficient previous experience has to be conducted case by case. We strongly advice your company to submit all evidence that could help us properly evaluate your application. Question 17: I worked as a permanent member of staff at the ECB beween end-2004 and mid During that time I had several part-time arrangements. I have recalculated to give the appropriate full-time period. However, I would like to know if you require proof of these part-time arrangements? Answer 17: You are requested to evidence your professional experience acquired at the ECB the similar way as any other professional experience needs to be evidenced. Question 18: We are an agency working with freelancers as well as in-house staff. Should the proven professional experience apply to our company or the editors doing the actual work? In other words, should we or our suppliers prove experience of editing documents amounting to 2000 standard pages? If our suppliers are to prove the experience, how can this be proven by our in-house staff? They cannot get a letter of reference by a third party as we are their employer. Answer 18: In the OJ notice the ECB states that, amongst other requirements, a sufficient previous experience in editing texts for financial organisations and/or EU or International Organisations is required. Such proven professional experience has to be evidenced for the each individual staff members of your company that would be conducting the actual work. As a company you would need to disclose information and evidence on the editing assignments you have received from financial organisations and/or EU or International Organisations and, in addition to this, to what extend your staff members (who you are proposing for this tender) contributed to these assignments. You may also provide evidence of previous freelance or other professional experience of your staff members, if their experience was for editing texts for financial organisations and/or EU or International Organisations. However, the evaluation of sufficient previous experience has to be conducted case by case. We strongly advice your company to submit all information and evidence that you consider could help us properly evaluate your application. Question 19: I do not have a VAT number as my turnover is lower than the level at which VAT registration is required in the United Kingdom. What should I therefore put as an answer to the question about VAT number under section 2.1? (e.g. leave blank, write "not applicable", give my income tax reference number)

7 Answer 19: Please write "not applicable "and state the reason for this. Question 20: Also under section 2.1, I do not have a homepage/url. Should I simply leave this answer blank? Answer 20: Please write "not applicable". Question 21: Query with regards to appendix 1, section C. What is the relevance and/or importance of this section since the tender is for the provision of editing services? Does this section carry the same weighting as sections A and B and do you require the same amount of evidence/documentation? Answer 21: The relevance and/or importance of this section is in relation to the criteria as set in the OJ notice "III.2.3) Technical capacity "sub-section: "Minimum level(s) of standards possibly required" It does not have an influence to the fulfilment of minimum criteria but has an impact to the overall evaluation when the ECB determines which Candidates will be invited to submit a tender. However, we advice you to disclose as much information and evidence as possible for all the documentation requested. Question 22: Is it possible to participate in parallel in several tender procedures of ECB? Answer 22: Yes. Question 23: Shall the application form filled in electronically and, if yes, is it possible to add additional rows in the tables on page 10 and 13 of the application form (for example, there are only four rows in the table on page 10 and I have worked for more than four contractors)? Answer 23: The question and answer on similar matter has been recently posted to the ECB wwwpage. Please refer to the question and answer. In addition, we confirm that you may add rows to the documents.

8 Question: Regarding the requirement for third party/civil liability insurance, shall I include a declaration of free text that I am ready to sign such insurance, if offered a contract? Answer 24: If this is your intention, please do include such declaration. Question 25: Please confirm that, if applying as a company for the above tender, it is not necessary to complete Appendix 2, candidate's experience. Answer 25: Quoting the Annex 1 for the Call for Applications, p. 6: "Appendix 2 shall be duly filled by the Candidate if he/she is a natural person who does not intend to use subcontractors. Appendix 3 shall be duly filled by the Candidate, if the Candidate is a company or temporary grouping or natural person intending to use subcontractors. If the Candidate is a natural person, who does not intend to use subcontractors, she/he is not obliged to fill in Appendix 3." Question 26: Does the guarantee issued by a bank count like a liability insurance (if yes for which amount does this guarantee has to be issued)? Answer 26: The Question and answer on insurance has been recently posted to the ECB wwwpage. Please refer to the question and answer 2. Question 27: If our company will use services of more than one editor, do all of them have to complete editing test? Answer 27: The Question and answer on this matter has been recently posted to the ECB wwwpage. Please refer to the question and answer 1. Question 28: Are ed references sufficient (e.g. scanned in with signature?) Answer 28: You will need to send the documentation both electronically and as a hard copy. For the electronic submission scanned versions of the reference documentation are sufficient; for the paper versions, photocopies are sufficient.

9 Question 29: I worked for 3 months as a translator and editor for someone, and all the invoices are in words for translation, and in hours for proofreading. Could I submit a reference where they have entered the amount in these terms, or do you have an official way in which I can convert these to pages? Answer 29: If you are unable to provide the references for your professional experience in the precise manner indicated/requested in the Call for application documentation, it is still beneficial for you to provide any evidence that you have on your professional experience in the fields required. The ECB will analyse Candidates professional experience based on all the information and evidence provided by the Candidates. Question 30: Submission: I assume that the documents can be submitted electronically. Are they to be submitted to procurement@ecb.europa.eu? Answer 30: You will need to submit both: Signed paper copies and the electronic version of the documentation. Question 31: The requirement is for the documents to be signed in handwriting. Does this mean that it is possible to sign the documents, scan them and submit them in pdf format? Or can one also paste in an electronic picture of one's signature? Answer 31: You will need to submit both: Originally signed paper copies and the electronic version of the documentation. As regards the signature for electronic documents, either submitting scanned versions of the signed documents or electronic documents with a signature block are acceptable options. Please also refer to Answer above. Question 32: Temporary groupings: a temporary grouping can be a group of freelancers, i.e. a group of natural persons (and not only a group of companies?) Sometimes the wording includes "companies" with regard to temporary groupings, but I assume it could be either.

10 Answer 32: Yes, a temporary grouping may also consist of several natural persons. As regards the legal form of a temporary grouping the Annex to the Application form states in Section 2.3: 1.The representative of the temporary grouping must be authorised to report to the ECB on behalf of the temporary grouping, and to make legal statements and accept payments on behalf of the temporary grouping and of each member of it.. Question 33: In the instructions it states "Please do not alter the numbering or the format of the application form", but when referring to temporary groupings it states "Each member of the temporary grouping must provide the information requested in this form. Where necessary, please duplicate the boxes and mark clearly to which member of the grouping the information relates to". I just wondered how should we do this without changing the format of the form - is it best to add columns and boxes with a pen? Answer 33: You should not change the principal numbering or the format. However, you could possibly introduce a sub-numbering. E.g. if the number of the Section is 2 and you will need to duplicate this section three times, mark them as 2a, 2b and 2c OR 2i, 2ii, 2iii, depending on which approach appears to be the least confusing in your view. You may duplicate boxes when this is specifically permitted in the documentation. You may make such modifications electronically to the Word documents and fill in the requested data. However, please remember that you will need to also provide the ECB with a hard copy of your application. Question 34: There are 4 of us in the temporary grouping, so it might look a little messy at the end. Should we include all parties' addresses, telephones numbers, etc.? This could become confusing as the city and postcode and country are required in separate boxes. Should we in this case include only one address, telephone number and , VAT number etc? (of the authorised representative, for example?) Later in section 2.3 it asks for "names of the companies forming part of the temporary grouping" - so should we only put all our names here? Answer 34: Annex to the Application form, Section 2.3. states: Each member of the temporary grouping must provide the information requested in this form. Where necessary, please duplicate the boxes and mark clearly to which member of the grouping the information relates to. You may add extra spaces and duplicate boxes to the electronic versions of the documents if this is necessary in order to be able to include all the information required. If you are unsure if the information is required or not in a particular place, please provides the information.

11 Question 35: Is it only one of us that needs to sign the editing test page as one will do it on behalf of the group? Answer 35: In the Annex to the Application form it is stated in Section 2.3.: 1.The representative of the temporary grouping must be authorised to report to the ECB on behalf of the temporary grouping, and to make legal statements and accept payments on behalf of the temporary grouping and of each member of it. 2. The members of the temporary grouping must co-sign this Application form. Because of these qualities, the editing test may be signed on behalf of the grouping by the authorised representative. Question 36: Could you confirm that as a temporary grouping, not using subcontractors, we need to fill in Appendix 3 - is that correct? Answer 36: Yes.