Open call for tenders - Reference No EACEA/2008/03

Framework contract for the organisation of events and promotional actions in the field of audiovisual, education and culture

Please find hereunder some additional information regarding the tender in reference.

Additional information regarding the call for tenders 2008-03

Madame, Monsieur,
Je vous prie de bien vouloir trouver, en annexe, des informations complémentaires relatives à l'appel d'offres en référence.

Question

Financial gauarantee (at least 150.000 EUR)- do we need to sumbit it now with Tender documentation or if we are chosen and when signing the Framework contract?

Answer

The financial guarantee will be requested to the contractor chosen in the context of signing the framework contract only.

Question

Is there a minimum budget as indication for the prices or we follow the 3.7. Volume of the contract where you specify the indications for some budgets according to the tasks?

Answer

There are no minimum prices/budget, figures are only given to give an indication given the volume of the contract.

Question

Est-ce que vous pouvez me confirmer que dans l’annexe VI ,il n’est pas nécessaire de remplir tous les variantes. Faut-il seulement faire ( la description) de une sur les trois ?

Réponse

Dans l'annexe VI, il faut remplir le tableau dans son intégralité et proposer des tarifs pour toutes les variantes

Question

Is it necessary to submit samples of promotional items or a 'ready for print' order with the simulation exercise?

Answer

No, this is only a simulation exercise.

Question

Regarding the submission of the three simulation exercises (A, B and C), and according to the Annex V (2.5 Simulations to submit, page 8), we understand that we need to submit a "Project treatment" per exercise, and two detailed budgets only for the exercise A.
According to the Annex IV, this "Project treatment" includes an estimated budget (point III, page 1) including a price list, which, according to the specifications on the financial offer (Tender specifications, page 5, paragraph 3), should include the tables of the Annex VI together with annex VII.
However, as indicated on the Simulation exercises' budget specifications (Annex V, page 7, 2.4 Budget), we shall not provide a forecast budget for the exercises B and C, but we should take in consideration the figures indicated when submitting a project treatment.
Could you please indicate how should we present this project treatment without including a forecast budget?

Answer

No forecasted budget is necessary for Exercises B&C. Tenderers are invited to use annexe IV ignoring point III for excercise B and C only. The approach should however take into account the budget specified in 2.4 of annex V.

Question

Regarding the 200 participants who will participate under the MEDIA Umbrella to these markets, will they be participating all along the event (for instance, the 9 days of the Marché du Film Cannes) or should we count an average of days per participant?

Answer

The number of participants varies daily. Tenderers are therefore invited to make an assumption based on their knowledge of this type of markets

Question

Regarding the translation services (Table VI of Annex VI and Table 1 Annex VI "Interpreter – Official Languages"), we understand that only translation services and not simultaneous interpretation during the events are required. Could you precise if this is correct?

Answer

Translation refers to written material while interpretation refers to simultanuous oral translation. Tenderers are invited to fill in Tables 1 and 4 of Annex VI accordingly, even if their simulation exercise does not use both types of services.

Question

Do we have to officially inform somehow the Agency that we intend to submit a tender? If so, in which way? Do we receive a protocole number and what is the deadline?

Answer : no.

Question

Do we have to submit CVs for all the staff members of the company or for the specific project team members alone? Is there a specific form in which we have to submit the CVs? What are your proof requirements for the language qualifications of the team members?

Answer

Please submit CVs of managers and key staff you think are relevant to demonstrate the technical capacity of the company to perform the tasks described in the tendering specifications. CVs should demonstrate language capacities and ability to work in EN and/or FR.

Question

In Point 4.2/c of the Tender's Specifications (technical capacity) it is mentioned that ''the personnel must possess... at least 10 years professional experience in the field" Could you please specify the word "field"?

Answer

In accordance with 1st paragraph of 3rd bullet point, field refers to 'field of communication and public relations with regard to audiovisual and new media and/or education and/or culture'.

Question

Regarding the specific promotional material (brochures - flyers etc) of the Media Programme and DG de Communication: will each entity bring their own meterials in each market or should we include this in ours?

Answer

Tenderers are to assume that promotional material will be neither produced nor transported by the Agency or DG Communication.

Question

Can you provide us with a detailed floor plan (in autocat if possible) of the Umbrella Stand in each market?

Answer

A more detailed floor plan is not necessary for the excercise. Tenderers should give their general aproach for the organisation of the space given the objectives of the stand and the specificities of the place (for MIP: approx. 300 sqm constructible area spread over more than 700 sqm and 2 floors with no usable /constructible walls). Tenderers are invited to submit graphics or visuals to illustrate their approach on space organisation as well as design of furniture and elements.
Regarding appendix 1, tenderers should consider that 4 and 5th floor are 700 sqm empty space with no partitions but with spaces with building restriction to allow traffic and evacuation (as written on the floor plan)

Question

Regarding the Umbrella Stand / Pavillion in each Market, do you normally rent the space with the basic construction (shell) or do we have to provide ideas for this?

Answer

There is no 'shell' except for Festival de Cannes where the stand is located in a rented pavillion

Question

What are the guidelines regarding the visibility of the Media logo?

Answer

The logo should be visible.

Question

Is EACEA the owner of the lists drawn up by the current contractor; i.e. lists of names and addresses of professionals who have been on the Agency stands or were registered to attend events organised by EACEA?
Is a copy of the file containing those data as well as the structure of the database available to the Agency?

Answer

The Agency has the names and addresses of companies and professionals who were 'sheltered' on the MEDIA stands, but no structured listings exists as such. Tenderers are invited to describe the strategy that they intend to implement in order to advertise the MEDIA stand and its services to a large target audience.

Question

L’EACEA est-elle propriétaire des listings établis par le prestataire actuel du contrat; ces listings comprenant les noms et coordonnées des professionnels du cinéma qui sont soit passés par vos stands soit, ont été inscrits à des événements divers organisés par l’EACEA ?
Une copie du fichier informatique reprenant ces données ainsi que celle de la structure de la banque de données est – elle en votre disposition ?

Réponse

L'Agence dispose des noms et coordonnées des compagnies et personnes qui ont été hébergées sur les stands MEDIA, mais il n'existe pas de listings structurés en tant que tel . Les candidats sont invités à décrire la stratégie de promotion et de publicité qu'il compte mettre en place pour faire connaitre le stand MEDIA et ses services auprès d'un large public cible.

Question

How will the handover between the current contractor (who may already have selected the 2009 festivals and reserved the surfaces for EACEA stands) and the new contractor take place?

Answer

The handover phase will be coordinated by the Agency and will involve the previous contractor, the new contractor and the events organisers.

Question

Comment envisagez-vous le passage de témoin entre l’actuel prestataire du contrat (qui a vraisemblablement déjà sélectionné les festivals 2009 et réservé les superficies pour le stand EACEA) et le nouveau prestataire ?

Réponse

La transition sera coordonnée par l'Agence et impliquera l'ancien et le nouveau contractant ainsi que les organisateurs des événements.

Question

Multiple framework contract
Since this is a multiple framework contract, will each MEDIA stand on a festival be subject to a call for tenders addressed to contractor no 1 (and to the others contractors in case the offer does not meet EACEA requirements)?
If this is the case, how will this be made compatible with the long-term strategy needed for this kind of services?

Answer

There will be no systematic competitive bidding between the selected tenderers for each order. As long as tenderer no 1 is able to provide the requested services, the other contractors will not be called upon.
The multiple framework contract works as follows (section 5.1 of tendering specifications):
"The framework contract is drawn up according to a “cascade” system. This contract sets out the legal, financial, administrative and technical conditions that apply for its duration, including price indexation. The contract is concluded under the same terms and conditions with a maximum of 3 service providers, provided that there are a sufficient number of economic operators meeting the selection criteria and/or acceptable tenders meeting the award criteria, classified on the basis of the points scored at the end of the tender evaluation process. Initially, a request for services shall be sent to the first of the 3 successful service providers.
The same request shall be sent to the second service provider in the following cases:
- if no estimate is received from the first service provider within the set deadline; or
- if the first estimate is rejected because it fails to comply with the specific specifications of the framework contract; or
- if the framework contractor declares that it is unable to perform the task.
The same request will be sent to the third service provider if the same circumstances also arise for the second service provider. Each service shall be the subject of a specific contract drawn up on the basis of the template attached to the contract.

Question

Contrat cadre en cascade
Ce contrat-cadre étant un contrat cascade, chaque présence de Media sur un festival fera-t-il l’objet d’un nouvel appel d’offre au contractant N°1 (et aux suivants ensuite si la proposition ne correspond pas attentes de l’EACEA) ?
Dans le cas d’une réponse positive, comment comptez-vous rendre cela compatible avec une stratégie de long terme obligatoire dans ce genre de prestation ?

Réponse

Il n'y aura pas de remise en concurrence systématique pour chaque commande entre les contractants sélectionnés. Si le contractant no 1 est à même de fournir les prestations demandées, il n'y aura pas lieu de faire appel aux autres contractant.
Le contrat-cadre 'en cascade' fonctionne de la manière suivante (voir point 5.1 du cahier des charges):
"Le contrat-cadre est établi selon un système "en cascade". Ce contrat stipule les conditions juridiques, financières, administratives et techniques applicables pendant sa durée de validité, y compris l’indexation des prix. Le contrat est conclu selon les mêmes modalités avec un maximum de 3 prestataires de services, dans la mesure où il y a un nombre suffisant d’opérateurs économiques satisfaisant aux critères de sélection et/ou d’offres recevables satisfaisant aux critères d’attribution, classés en fonction des résultats obtenus au terme de l'évaluation des offres. Une demande de remise de prix sera d'abord envoyée au premier des 3 prestataires de services retenus. La même demande sera envoyée au deuxième prestataire de services dans les cas suivants:
- si aucune offre n'est reçue du premier prestataire de services dans le délai imparti; ou
- si la première offre est rejetée en raison de sa non-conformité au cahier des charges spécifique ou au contrat-cadre; ou
- si le Contractant cadre déclare ne pas être en mesure d'exécuter la mission.
La même demande sera envoyée au troisième prestataire si les mêmes circonstances se présentent également pour le deuxième prestataire de services.Chaque prestation fera l’objet d’un contrat spécifique établi suivant le modèle joint au contrat.

Question

Tendering specifications - Advice and Strategy (p. 13)
The first three points refer to 'assisting' the Agency. To what extent will the contractor be able to determine festivals and events and recommand the presence of a MEDIA stand? The same question applies to audience to be invited and to the identification of the contributors/speakers to be invited.

Answer

If necessary and upon request of the Agency, the contractor will assist and advise the Agency as regards the choice of events and the identification of contributors and targeted audiences. In this case, the contractor will have to make recommandations based on his knowledge of the audiovisual sector, in particular markets, and meets in the best way the objectives both of the Agency and of the MEDIA Programme.

Question

Cahier des charges – Conseil et stratégie (p13/21) : pour les 3 premiers points, vous parlez d’assistance. Pouvez-vous nous préciser dans quelle mesure le contractant pourra être à l’initiative du choix des festivals et événements sur lesquels recommander la présence d’un stand Media ? La même question s’applique également aux publics à inviter et à l’identification des intervenants et orateurs à inviter.

Réponse

Si nécessaire et à la demande de l'Agence le contractant assistera et conseillera l'agence dans l'identification des événements, intervenants et public cibles. Le contractant devra donc être en mesure de faire des propositions basées sur sa connaissance du secteur audiovisuel et des marchés en particulier et répondant au mieux aux objectifs de l'agence et du programme MEDIA.

Question
Is it necessary to include a list of all participants to the umbrella stand for the simulation exercise?

Answer
No, it is not necessary to include a list of all participants to the umbrella stand for the simulation exercise. However, tenderers are reminded that in accordance with the services described in section 3.4 of the tender specifications, the selected contractor must be able to identify and draw up a pre-selection list of potential participants.