322146-2014: Belgium-Brussels: Multimedia content production for the Parlamentarium and related European Parliament visitor facilities


IMPORTANT NOTE

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Section I: Contracting authority

I.1)Name, addresses and contact point(s)

European Parliament, Directorate-General for Communication
rue Wiertz 60
Contact point(s): Parlamentarium Unit
For the attention of: Mr Alexander Kleinig
1047 Brussels
BELGIUM
Telephone: +32 22844397
E-mail: visitcenterproject@ep.europa.eu
Fax: +32 22848536

Internet address(es):

General address of the contracting authority: http://www.europarl.europa.eu

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

European institution/agency or international organisation

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Multimedia content production for the Parlamentarium and related European Parliament visitor facilities.

II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: European Parliament, rue Wiertz 60, 1047 Brussels, BELGIUM.

NUTS code BE100

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement
Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 4 000 000 EUR

II.1.5)Short description of the contract or purchase(s)

The Parlamentarium is the European Parliament’s visitors’ centre in Brussels. With a surface of 5 200 m2 it is the largest parliamentary information centre in Europe and one of the largest worldwide. The Parlamentarium portrays the history of European integration, explains how the European Parliament functions and provides examples of how the European institutions’ work influences the daily life of citizens. In doing so, it heavily relies on media applications.

Inaugurated in autumn 2011, it has quickly become one of the most visited tourist attractions in Brussels. In April 2014, the 750 000 visitor threshold was passed.

The success of the Parlamentarium has triggered several other media production projects for Parliament’s visitor facilities. Already today, the European Parliament offers its visitors in Brussels an audio-guided tour to the Plenary Chamber separately from the Parlamentarium. At the moment of the launch of this tender, 2 additional projects in Strasbourg and Berlin, consisting in the reproduction of specific elements of the Parlamentarium, are under way. Other projects may follow in the future.

The invitation to tender relates to the production of media content, programming and technical support service for the Parlamentarium, the audio-guided tour to the Plenary Chamber and, should additional needs arise, any other visitor-related activity in one of Parliament’s working places or its Information Offices in the Member States. It also includes hosting and servicing of a website.

The services covered by the contract range from small audio productions to large scale 360° film productions and the development of a Web platform. Media production assignments under the contract may refer either to the repetition or adaptation of existing media formats or to the development of completely new formats. Thematically, the productions relate to the history of European integration, the role, functions and working methods of the European Parliament and the impact of the European Union’s actions on the daily life of citizens.

The following general conditions apply to the entire media content production:

— multilingualism: the European Parliament (hereinafter ‘EP’) needs to provide comprehensive language coverage in at least 24 languages for all its visitor facilities. Content should, in principle, be accessible in all official languages of the European Union (to date 24 languages). The contract requires experience with and capacities in the production of subtitling and voice-over in all official languages of the European Union,

— accessibility: the EP attaches great importance to the ‘accessibility for all’ principle. The use of a portable media guide combining audio, image, video and interactive functions is a core element in serving a heterogeneous and multilingual audience, but enhancing different categories of disabled persons’ capacity to experience the exhibition is an important aspect of the entire media production. The contract requires experience in sign language applications, experience in the development of screen applications for the visually impaired, etc.,

— visual impact: the European Parliament seeks solutions with strong artistic elements, focus on strong visual and emotive effects and seamless integration of media into space in accordance with the principle of ‘experience areas’,

— didactics: the target audience is as heterogeneous as the European population. All media applications need to be user-friendly and should, where applicable, allow visitors to access different layers of information according to their knowledge level/specific interest. The European Parliament also wishes the Parlamentarium to be as interactive as possible in line with the overarching theme of ‘active citizenship’,

— evolutionary character: the exhibition content will be evolving as a function of continuous changes in the composition, role, functions and working methods of the European Parliament. Whilst some applications will remain unchanged over a longer time, others are fitted with content management systems allowing updating, preferably to be done in-house.

II.1.6)Common procurement vocabulary (CPV)

92110000, 92521000, 92111250, 92111310, 92312000, 72243000, 72420000, 72260000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The contract deliverables are the following:

(a) media- and film-based productions, including 360° film productions;

(b) audio productions;

(c) interactive applications;

(d) production of a Web-based platform for support of the Parlamentarium’s pedagogic offer;

(e) maintenance and technical support services;

(f) hosting and servicing of a website.

Estimated value excluding VAT: 4 000 000 EUR

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3

II.3)Duration of the contract or time limit for completion

Duration in months: 12 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Under the contract, a prefinancing guarantee will be required for prefinancing amounts exceeding 60 000 EUR. Detailed information about the prefinancing guarantee is contained in the technical specifications that will be sent to the candidates selected in the first phase of the procurement procedure.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Detailed information about the financing conditions and payment arrangements is contained in the draft framework contract that will be sent to the candidates selected in the first phase of the procurement procedure.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Extract from the draft technical specifications:

Consortia of economic operators may submit a tender. The European Parliament reserves the right to require the consortium selected to have a given legal form if this is necessary for the proper performance of the contract. This requirement may be communicated by the European Parliament at any time during the contract award procedure, but at all events, before the contract is signed.

The consortium of economic operators shall provide proof of its legal form by the time the contract — if awarded to it — is signed. This may take one of the following forms:

— an entity with legal personality recognised by a Member State,

— an entity without legal personality but offering sufficient protection of the European Parliament’s contractual interests (depending on the Member State concerned, this may be, for example, a consortium or a temporary partnership),

— the signature by all the partners of a type of ‘power of attorney’ or equivalent document confirming a form of cooperation.

The consortium’s actual status shall be established by any document or agreement signed by the members of the consortium, which shall be appended to the tender.

Those documents or agreements may exceptionally be modified and/or submitted after the time limit for submission of a tender, but, under no circumstances, after the outcome of the invitation to tender has been communicated to the tenderers concerned. The European Parliament reserves the right to reject a tender if the terms of agreement between the members of a consortium are modified during the procedure, if those terms make no provision for the joint and several liabilities of the consortium’s members, or if no agreement with legal force has been submitted with the tender.

The European Parliament may accept other legal forms not referred to above, provided that they ensure the parties’ joint and several liabilities and are compatible with performance of the contract. At all events, it should be noted that, in the contract to be signed with the consortium, the European Parliament will refer expressly to the existence of such joint and several liability. In addition, it reserves the right to require, contractually, the appointment of an authorised representative who may represent the members and who is empowered, inter alia, to issue invoices on behalf of the other members.

Tenders from consortia of economic operators must specify the role, qualifications and experience of each of the members of the consortium. The tender shall be submitted jointly by the economic operators, who shall also assume joint and several liability for the tender submission.

In the case of a consortium of economic operators, each member shall furnish proof of right of access to the contract (eligibility), as well as proof concerning compliance with the exclusion and selection criteria. With regard to the selection criteria, the European Parliament may rely on the capacity of the other members of the consortium in order to establish whether the tenderer will have the resources needed to perform the contract. In this case, an undertaking shall be required from those members stating that they will make available to the other members the resources needed to perform the contract.

Subcontracting is permitted. The tender shall give details, as far as possible, of that part of the contract which the tenderer proposes to subcontract and the identity of the subcontractors. During the contract award procedure or performance of the contract, the European Parliament reserves the right to require tenderers to supply information about the financial, economic, technical and professional capacity of the proposed subcontractor(s). Likewise, the European Parliament may demand the requisite proof to establish whether the subcontractors comply with the requisite exclusion criteria. Tenderers are hereby informed that proposed subcontractors may not be in one of the situations described in Articles 106, 107 and 109 of the Financial Regulation, which entail exclusion from participation in a contract issued by the European Union.

The European Parliament is entitled to reject any subcontractor who does not comply with the exclusion and/or selection criteria.

Furthermore, the European Parliament must be informed by the contractor of any subsequent use of subcontracting not provided for in the tender. The authorising officer responsible reserves the right to accept or reject the proposed subcontractor. In order to do so, he may demand the requisite proof to establish whether the subcontractor(s) complies/comply with the requisite criteria. The European Parliament’s authorisation will always be granted in writing.

If the contract is awarded to a tenderer who proposes a subcontractor in his tender, this equates to giving consent for the subcontracting.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please note that all selected candidates who will be invited to submit a full tender in the second phase of the procurement procedure will have to declare compliance with the following provisions regarding exclusion criteria and absence of conflicts of interest:
Article 106 of the Financial Regulation:
1. Candidates or tenderers shall be excluded from participation in procurement procedures 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 or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgment of a competent authority of a Member State 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 including by decisions of the EIB and international organisations;
d) they are not in compliance with 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 or persons having powers of representation, decision-making or control over them have been the subject of a judgment which has the force of ‘res judicata’ for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such illegal activity is detrimental to the Union’s financial interests;
f) they are subject to an administrative penalty referred to in Article 109(1).
Points (a) to (d) of the first subparagraph shall not apply in the case of the purchase of supplies on particularly advantageous terms from a supplier which is definitively winding up its business activities or from the receivers or liquidators of a bankruptcy, through an arrangement with creditors, or through a similar procedure under national law.
Points (b) and (e) of the first subparagraph shall not apply where the candidates or tenderers can demonstrate that adequate measures have been adopted against the persons having powers of representation, decision-making or control over them, who are subject to a judgment as referred to in point (b) or (e) of the first subparagraph.
Article 107 of the Financial Regulation:
2. A contract shall not be awarded to candidates or tenderers who, during the procurement procedure for that contract:
a) are subject to a conflict of interests;
b) are guilty of misrepresenting the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply that information;
c) find themselves in one of the situations of exclusion, referred to in Article 106(1), for the procurement procedure.
Evaluation of the exclusion criteria:
1. All selected candidates must submit a declaration on the tenderer’s honour, duly dated and signed, which will be supplied with the technical specifications that will be sent to the selected candidates who are invited to submit a full tender.
2. The tenderer to whom the contract is to be awarded will be required, within 15 calendar days of the date of notification of the provisional award of the contract and before the contract is signed, to supply the following documentary evidence:
— 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 the tenderer to whom the contract is to be awarded is not in one of the situations referred to in Article 106(1)(a), (b) or (e) of the Financial Regulation; for the instances referred to in Article 106(1)(b) and (e), the same shall apply to persons having powers of representation, decision-making or control over the tenderer,
— a recent certificate issued by the competent authority of the State concerned proving that the tenderer is not in the situation referred to in Article 106(1)(d) of the Financial Regulation,
— where the documents or certificates referred to above are not issued in the country concerned, and in respect of the other exclusion situations referred to in Article 106 of the Financial Regulation, they 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. The tenderer to whom the contract is to be awarded shall be exempt from the requirement to submit the documentary evidence referred to in paragraph 2 if that evidence has already been submitted for the purposes of another European Parliament procurement procedure and provided that the documents in question were not issued more than 1 year previously and are still valid. In such cases, the tenderer shall attest on his honour that the supporting documents have already been provided in a previous procurement procedure, which he shall identify, and that no changes in his situation have occurred.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: On pain of exclusion, the candidates must supply with their application the following documents:
1. balance sheets or extracts from balance sheets for the last 2 financial years for which the accounts have been closed, where publication of the balance sheet is required under the company law of the country where the tenderer is established;
2. a statement of the tenderer’s turnover for the 2 previous financial years. As regards the turnover, the tenderer or group to which the tenderer belongs must have an overall annual turnover of more than 3 000 000 EUR for each of the last 2 financial years. A consortium of economic operators may rely on the capacities of members of the consortium or of other entities. Any tenderer relying on the capacities of other entities, regardless of the legal nature of the links which he has with them must in that case prove that he will have at his disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at his disposal. If, for some exceptional reason which the contracting authority considers justified, the tenderer or 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 the contracting authority considers appropriate.
Minimum level(s) of standards possibly required: Annual turnover of 3 000 000 EUR for each of the last 2 financial years.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

On pain of exclusion, the candidates must supply with their application the following documents:

1. the average annual number of people employed by the tenderer, or the group of which the tenderer is a part, during the last 2 financial years and provision of an organisational chart illustrating the structure of the firm and the number of staff per department;

2. experience as evidenced by the qualifications, both educational and professional, of the tenderer and those of the firm’s managerial staff and, in particular, those of the person or persons responsible for carrying out the service. Curricula vitae must be provided for all responsible members of the team. The European Parliament requires the contractor to cover the following functions (with the possibility of 1 person holding several functions):

(A) Management department:

— project manager (main interlocutor with client), and/or,

— chief production manager/director of production,

— producer (if not in film production department),

— assistant manager (film),

— assistant manager (interactive),

— director.

(B) Creative department:

— production designer/creative director,

— art director (film),

— art director for animation design,

— art director for interactives,

— editor concept/content,

— professional scriptwriter (copies of relevant diploma or postgraduate diploma in scriptwriting and/or screenwriting as well as diploma providing evidence of language skills are to be provided).

(C) Film production department:

— director,

— director of photography,

— film editor,

— graphic designer,

— animation artist,

— composer,

— post-production supervisor.

(D) Interactive media and Web department:

— software engineer/software developer,

— lead programmer,

— artistic editor,

— graphic designer,

— animation artist,

— composer,

— post-production supervisor.

(E) Audio department:

— sound director (if not in creative department),

— sound editor,

— sound engineer,

— post-production supervisor.

CVs of the persons holding these functions must be provided. The European Parliament encourages the candidates to provide any additional documentation that demonstrates the team’s technical and creative capacity to carry out the tasks described in the contract notice;

3. a reference list of relevant previous projects provided during the past 5 years must be provided, indicating the sums involved, dates, recipients, public or private. The reference projects must demonstrate the candidate’s experience with the integration of media into space (exhibitions, visitor centres, trade fairs or similar spatial installations). The candidates must also provide at least 1 reference project of a 360° film production.

4. a description of the technical equipment and the measures employed to ensure the quality of services, and a description of the firm’s facilities;

5. language capacity of the personnel responsible: the main project language is English, including for the drafting of scripts. A good command of English is required for all core team members who will be in contact with the European Parliament’s services and external consultants. Part of the documentation relating to existing infrastructures and audiovisual archives is available only in French. The European Parliament thus requires an adequate command of French for at least 1 core member of the tenderer’s team;

6. an indication of the proportion of the contract which the service provider may intend to subcontract must be clearly indicated.

Minimum level(s) of standards possibly required:

Minimum 5 reference projects concerning media integration into space (exhibitions, visitor centres, trade fairs or similar spatial installations) and minimum 1 production for a 360° cinema.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: The procurement procedure is a restricted procedure in 2 phases:
In a first phase, the European Parliament will select a number of candidates on the basis of the selection criteria indicated in III.2.2 (Economic and financial ability) and III.2.3 (Technical capacity). As a result of this qualifying phase, the European Parliament will draw up a shortlist of candidates who will be invited to submit a full tender. The shortlist will include a minimum of 5 candidates provided that a sufficient number of eligible candidatures are received. All candidates must meet the minimum selection criteria. In case more than 10 candidates meet the requirements, the European Parliament will reassess the applications according to the relative strengths of the applications with regard to the selection criteria stipulated in the contract notice. Only the candidates selected in the qualifying phase of the restricted procedure will receive the tender documentation and be asked to provide in the second phase of the procedure a full tender for the contract to be awarded. To participate in the first phase of the procedure, potential candidates are requested to submit an application containing the documentation indicated under III.2.2 (Economic and financial ability) and III.2.3 (Technical capacity). The potential candidates’ attention is drawn to the fact that the selected candidates will have to prove compliance with the exclusion criteria indicated in III.2.1 (Personal situation of economic operators) in the second phase of the restricted procedure.
Applications must be submitted in accordance with the procedures indicated below:
(1) Content:
The application must contain the documents providing proof of the candidate’s compliance with the minimum selection criteria (see points III.2.2 and III.2.3). The requisite documents shall be drafted in either English or French. The application must comprise a signed original together with 3 copies, presented in separate files. The documentation has to be perfectly legible so as to preclude any doubt whatsoever as to the wording and figures. The European Parliament’s Administration will ask candidates to complete any application which is incomplete or illegible or which is not formatted as requested;
(2) Presentation:
In order to maintain the confidentiality and integrity of the applications, they must be sent under double cover. The 2 envelopes shall be sealed. Both envelopes, inner and outer, must be marked as follows: ‘EUROPEAN PARLIAMENT Directorate-General for Communication Parlamentarium Unit Willy Brandt Building, Office WIB 01M047 B-1047 BRUSSELS INVITATION TO TENDER COMM/DG/AWD/2014/335 Multimedia content production for the Parlamentarium and related European Parliament visitor facilities NOT TO BE OPENED BY THE MAIL UNIT OR BY ANY UNAUTHORISED PERSON’. Depending on the physical size of the application, the term ‘envelope’ must be taken to cover — by extension — parcels, packages, boxes and other containers; the dimensions of containers should match, as far as possible, the files within them. At all events, irrespective of the type of packaging used, candidates should pay attention to the quality of the envelopes used for submitting their applications, in order to ensure that they do not arrive torn, thereby no longer ensuring the confidentiality or integrity of their contents. If self-adhesive envelopes are used, they must be sealed with adhesive tape bearing the signature of the sender. The signature of the sender shall be deemed to comprise either the handwritten signature or the signature and the company stamp. Any application whose contents have not remained confidential until all applications are opened will be rejected automatically. It is, therefore, of high importance that the envelope carries the above warning ‘not to be opened by the mail unit or by any unauthorised person’. The outer envelope shall also bear the candidate’s name or business name, together with the exact address at which he can be informed of the decision taken on his application;
(3) Closing date:
The closing date and time for the submission of applications are 30.10.2014 (17:00), Brussels time. Applications may be submitted:
either by post (registered mail or equivalent) or by courier company, posted no later than the closing date indicated above, as evidenced by the postmark or the date of the deposit slip, to the following address:
European Parliament, Official Mail Unit, Altiero Spinelli Building, Office 00F256, 1047 Brussels, BELGIUM. Ref.: COMM/DG/AWD/2014/335, or by handing them in to the Official Mail Unit, either directly or through their representatives, no later than the closing date and time laid down above. Delivery of the application shall be confirmed by a receipt, dated and signed in duplicate, issued by the European Parliament’s Official Mail Unit. The date and time indicated on the receipt shall serve as the reference date and time. The opening hours of the Official Mail Unit to which tenders must be handed in are: Monday to Thursday, 9:00 to 12:00 and 14:00 to 17:00, Fridays from 9:00 to 12:00; closed on Saturdays and Sundays and on public holidays and office closing days for the European Parliament. The European Parliament cannot guarantee receipt of tenders, regardless of how they are submitted, outside the Official Mail Unit’s opening hours given above. The European Parliament cannot be held liable for not having notified candidates of any changes to the Official Mail Unit’s opening hours which have come into effect since the publication of the contract notice. Before handing in an application, candidates must themselves establish that the stated opening hours still apply. Applications which do not comply with the time limits for submission given in the paragraphs above will be deemed inadmissible. Save in exceptional circumstances, all contact between candidates and the European Parliament is prohibited throughout the procedure. The candidates will be informed in writing of the decision taken on their application.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Quality of creative tasks (tenderers will be asked to produce 3 sample media productions as part of their tender). Weighting 60

2. Methodology of work (tenderers will be asked to describe their methodology as part of their tender). Weighting 40

IV.2.2)Information about electronic auction

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

COMM/DG/AWD/2014/335.

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

30.10.2014 – 17:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.12.2014

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English. French.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders


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