CALL FOR TENDERS No 2015CE16BAT006 Technical Specifications lot 1 Information products

Transcription

1 CALL FOR TENDERS No 2015CE16BAT006 Technical Specifications lot 1 Information products A. BACKGROUND In the context of this lot, the term 'information products' means written material or images for print or electronic media designed to provide a specific target group with information on regional policy and its achievements. As the EU Publications Office takes care of most of the printing and distribution of publications, the assistance required in the area of publications relates mainly to activities before the printing stage. This lot comprises a number of tasks falling under the following six headings, described in more detail in section B: 1. Publishing (drafting, editing, proofreading) 2. Translation and revision 3. Layout and pre-press 4. Graphic design 5. Photo-journalistic reports and selection of photographs 6. Managing DG REGIO's mailing lists B. GENERAL CONSIDERATIONS Lead time The lead time for each specific order form will be agreed with the Contractor before the quote is approved. The Contractor should be aware that circumstances may arise requiring a very short turnaround time. The Contractor must deliver the work in the format and within the deadline stated in the order form and must also provide a full digital archive no later than two weeks after the files have been delivered (see section 3.3). Working meetings In addition to day-to-day contact by telephone or , regular working meetings (in principle twice monthly) will be held on Commission premises to discuss ongoing and upcoming assignments. For each of these meetings, the Contractor will submit: the day before each meeting, a draft agenda; within two days of the meeting, the minutes of the meeting which will focus primarily on the measures to be taken by each party. 1

2 C. DESCRIPTION OF THE REQUIRED SERVICES 1. PUBLISHING DG REGIO produces a wide range of information products which may at some point require drafting, editing or proofreading. The range of products includes: articles for the quarterly Inforegio Panorama magazine; theme-based publications; Regional Focus and working papers; guides, reports, studies; text for the Inforegio website; various information sheets; fact sheets (projects, large projects, RegioStars, etc.) The Contractor must be able to draft/edit/proofread a text sent in English or French and is required to follow the conventions and working practices contained in the interinstitutional style guide ( as well as any rules specific to DG REGIO. The project leader and journalists drafting/editing/proofreading the texts must stay abreast of information, developments and decisions concerning European regional policy so as to better understand the subject and produce high-quality texts. The Contractor will produce original, clear, concise, consistent and pertinent texts and ensure that the final text is appealing and accessible to its target readers. End products must be delivered in one or more electronic formats (Word, Excel, InDesign and/or PDF or any other required format compatible with DG REGIO's software). The Commission currently uses Microsoft Office 2010 (Word, Excel, PowerPoint, Outlook) and Adobe Creative Suite software (InDesign, Photoshop, Illustrator, AcrobatPro, etc.). The Contractor will have to adapt to any future updates Description of tasks Drafting The Contractor must carry out research before writing the requested text. The Commission will provide any reference documents that it is aware of and, if possible, a contact person for any questions relating to the content. It will also define the length of the text to be provided as well as the form (print or web), and will indicate the target audience Editing Without substantially changing their meaning or length, the Contractor will also be responsible for partially re-writing certain texts in order to: improve their structure, clarity and readability by rewording certain sections and expressions, eliminating repetitions and clarifying any ambiguous sentences; where necessary, make them less bureaucratic and more appealing and easy to understand for target readers; 2

3 ensure that spelling, punctuation, grammar and style conventions have been followed. If available, reference documents will also be provided to facilitate a better understanding of the context. Where possible, the author may be consulted regarding the details of the text supplied Proofreading When proofreading, the Contractor will focus on ensuring that the text is free of errors (typographical errors, spelling, grammar and punctuation errors or inconsistencies between the table of contents and the text) Calculating the price of services The prices to be set out in the price schedule will be for one page of standard text (1 500 characters excluding spaces). Only the final version will be subject to a 'passed for press' order. The final technical report, and therefore invoices, will be drawn up exclusively on the basis of this validated final text. All costs associated with any research and proofs must be included in the prices per page under section 1 of the price schedule. The proofs, which are necessary to keep track of work, will be commented on/corrected by the Commission, and the Contractor will take these into consideration when preparing the final text. The number of proofs to be submitted cannot be restricted in the quote. In addition to the customary validation by the Commission's departments, some texts (project descriptions, various articles for the Panorama magazine, etc.) may require validation by non-commission entities/staff. It is up to the Contractor to obtain such validation where necessary before submitting the texts in question to the Commission for final validation. The comments and observations received during the validation process must be taken into account. This process should be fully covered by the prices stated in sections and of the price schedule Deliverables The proofs and final text shall be sent in electronic format (Word, etc.). 2. TRANSLATION AND REVISION Many DG REGIO information products are published in several official EU languages. Some may be published in the languages of candidate countries, potential candidate countries or other non-eu countries. For example, since 2007, documents have been translated into Chinese, Russian, Ukrainian, Armenian and Japanese to support dealings between DG REGIO and the authorities of various non-eu countries. The Contractor must work with translators translating into their mother tongue and ensure that the translations are correct from a linguistic viewpoint and that they reflect the style, structure and content of the original. The Contractor will ensure that the spelling, punctuation and grammar follow the rules contained in the interinstitutional style guide for the language in question and especially that the tables and images are consistent in the different language versions. 3

4 The Contractor will also ensure that the correct terminology is used for official terms: As regards regional policy in particular, the Contractor is obliged, for each language version, to take into consideration the legal texts relating to the European Structural and Investment Fund Regulations ( The Contractor is wholly responsible for the quality of translations provided. DG REGIO expects to receive work that can be printed and published immediately and will not, as a general rule, check the language versions sent by the Contractor. In the event of a manifest error, DG REGIO reserves the right to seek damages and interest in accordance with Article II.12 of the framework contract Description of tasks The various language combinations for translations are categorised as follows: One page of translation from English or French into one of the following languages: EN, FR, DE, IT, ES, PL. Translations of less than one page (this concerns mainly the 'News' section of the Inforegio website) must be delivered within a maximum of 24 hours from the time the Commission's request is sent One page of translation from an official EU language into another EU language, not including the language combinations set out in the previous point. The majority of source texts will be in English or French One page of English or French to be translated into or from a language which is not an official EU language (e.g. languages of the (potential) candidate countries or non-eu countries such as Ukraine, Russia or China) Revision The Contractor will improve and correct the text with the aim of ensuring language quality and effective communication by: correcting spelling errors and typographical errors checking grammar, punctuation and consistency checking syntax and rewording, where necessary correcting vocabulary issues (barbarisms, Anglicisms, pleonasms, incorrect usage, incorrectly used technical terms, etc.) standardising the layout (pagination, hyphenation, line spacing, size and font of characters) Revision of a text already translated by a third party will be invoiced per A4 page Calculating the price of services The translation services required by DG REGIO are to be invoiced on the basis of a price per source text page, with one page being equal to characters excluding spaces. Where a text delivered in file form includes graphics (e.g. tables, diagrams or maps) containing written material to be translated, only the number of characters to be translated is counted. Texts which are shorter than one page (for example short reports 4

5 and panel texts) will be invoiced pro rata. The price stated in sections to of the price schedule includes all translation-related costs Deliverables Documents will be sent in electronic format. Files must be handled in strict accordance with the instructions given by DG REGIO to ensure that no reformatting is subsequently required. 3. LAYOUT AND PRE-PRESS The Contractor will be responsible for monitoring and coordinating the layout work, conforming with the Commission's visual identity ( and preparing files for print. The Contractor should pay particular attention to the following issues: any hyperlinks must be valid and checked; metadata (title, author, date, keywords) must systematically be embedded into electronic files for each language version; references to previously published documents much be checked; quotations must be correct and their sources must be referenced; any reference documents provided must have been consulted and validated; any rights relating to photographs, maps and images must be mentioned; identifiers provided by the Commission must be incorporated; the terminology used must be consistent throughout the information material (this also applies to translations) and, where applicable, official legal terms must be used. The proofs, which are necessary to keep track of work, will be sent in PDF format page by page. The Commission will insert comments/corrections, which the Contractor will then take into account when preparing the final proof. Only the original language version will be subject to a 'passed for press' order. After the layout has been finalised, the Contractor will have the text reviewed by a professional proofreader. At the originating department's request, the Contractor will generate barcodes and QR codes and ensure that they will not expire. Layout complexity levels As regards the layout of the original language version and any other language versions of an information product, there are two possible complexity levels: level A: layout of text with or without photographs; level B: layout of text with graphics (graphs, tables, diagrams, maps, etc.) and possibly photographs. Versions other than the original version are considered to be easier as most of the decisions concerning the positioning of the various elements, the addition of images and 5

6 any other graphics have already been taken. The price per page for the original version and the various other language versions should therefore reflect this Description of tasks Layout of the original version and sending files The layout will be carried out based on a pre-existing template (for example a previous version or a similar publication) and using a text available in French or English, into which illustrations (photographs, graphs, tables, maps, etc.) may have to be incorporated, in line with the Commission's visual identity. The proofs, which are necessary to keep track of work, will be sent in PDF format page by page. The Commission will insert comments/corrections, which the Contractor will then take into account when preparing the final proof. Only the original language version will be subject to a 'passed for press' order Adapting language versions and sending files A language version of a document is a version in a language other than that of the original version, but otherwise identical to it, created on the basis of a text provided in the language concerned and the same illustrations. The Contractor will be responsible for preparing all language versions, including all the features that make up the document (texts, photographs, captions, pagination, identifiers, etc.). In the event of a manifest error, DG REGIO reserves the right to seek damages and interest in accordance with Article II.12 of the framework contract Calculating the price of services The layout (original version or language versions) will be invoiced at a flat rate per page, recto, depending on the level of complexity (A or B), calculated on the basis of the final document sent. The price will include creating and sending the files to be produced. The number of proofs to be submitted, which cannot be restricted in the quote, will depend on the quality of proposals. The validation process may require that several proofs be provided Deliverables For the original version and each of the language versions of an information product, the Contractor will provide two optimised PDF files: one for the web and the other for printing (HD). No more than two weeks after receipt of the final PDF files, the Contractor will send a digital archive on DVD, compatible with the software used by DG REGIO, containing all the source files associated with the creation of the product, in all the language versions required: texts (.doc or.txt format), illustrations (.psd,.jpg or.png format), layout files (.indd or equivalent format), files for the Web (.pdf format) and for HD printing (.pdf format). All costs associated with these deliverables should be included in sections and of the price schedule. 6

7 4. GRAPHIC DESIGN 4.1. Description of tasks In specific cases, graphic design may be authorised after prior approval by the Commission. For example, if a pre-existing template is not available or if the Commission is unable to provide files for graphics (tables, graphs, various diagrams, etc.) in editable format, graphic design may be required (after prior approval) in order to deal with these graphics Calculating the price of services This work will be invoiced in person-days. Tasks invoiced by the person-day which take less than a day to perform will be invoiced in hours at the rate of an eighth of the cost of a person-day. The number of proofs to be submitted, which cannot be restricted in the quote, will depend on the quality of proposals. The validation process may require that several proofs be provided. 5. ILLUSTRATIONS AND PHOTOGRAPHS FOR THE VARIOUS DG REGIO INFORMATION TOOLS The Contractor will pay extra special attention to the choice of photographs and illustrations for DG REGIO information products. The Contractor will take into account the copyright issues outlined in this call for tenders. The photograph captions must be 100 to 150 characters long (not including spaces) Description of tasks Selecting photographs and related tasks When illustrating DG REGIO's information products, the Contractor will give priority to photographs from the DG REGIO photo library ( those of other Commission DGs ( or of other EU institutions. In the case of project descriptions and the Inforegio Panorama magazine in particular, the Contractor may need to contact non-commission authors to obtain photographs in a suitable format and free of copyrights for illustration purposes. 7

8 If necessary, and with the Commission's prior approval, the Contractor may buy photographs. The Commission will reimburse the Contractor on the basis of the cost of the rights for these photographs Photo-journalistic report for a project and inclusion of photographs in the BELUGA database The Contractor may need to produce a report within the European Union on one or more projects co-financed by the European Structural and Investment Funds. The Contractor must be able to quickly call upon a local professional photographer to cover the project(s) in question. For each project covered, 20 photographs will be sent to the Commission. They shall be accompanied by captions in English or French, forms relating to image rights and copyrights and full metadata (date, place, description, keywords, photographer's name, etc.). The Commission will select, on average, five photographs, which the Contractor will then add to the BELUGA database following a procedure that the Commission departments responsible for the database will explain. High resolution photographs will be sent in.jpg format. The captions describing the photographs selected should be added in English, French and German Calculating the price of services The selection of photographs (section ) will be invoiced at the unit price per personday stated in the price schedule. Tasks invoiced by the person-day which take less than a day to perform will be invoiced in hours at the rate of an eighth of the cost of a personday. For photo-journalistic reports and adding photographs to the BELUGA database (section ) the price stated in the price schedule is a flat-rate price covering all the above tasks, including writing and translating captions. Prior approval is required for any reimbursement of travel expenses, according to Article II.16 of the framework contract. This reimbursement will be carried out in accordance with Article II.16 of the framework contract and only on the basis of original receipts. 6. MANAGING DG REGIO'S MAILING LISTS Around 20 targeted lists (institutions, Member States, information networks, miscellaneous) have been compiled, representing some addresses. The general list ( subscribers) is compiled from spontaneous online registrations via Inforegio. Subject to privacy rules, the services to be provided may include, inter alia: searching for new contacts for targeted lists; entering new data; updating lists; correcting contact details; processing and integrating files. All these tasks will be invoiced in person-days. 8

9 Tasks charged by the person-day which take less than a day to perform will be invoiced in eighths of a day (person-hours). Data management, in particular data entry, must be performed taking into account the current and future characteristics of the files to be provided to the Publications Office, which is responsible for disseminating publications. The Publications Office currently uses SAGAP software to manage its contact data. This call for tenders does not cover the technical management or hosting of the INFOREGIODOC application ( database for managing lists and sending RegioFlash messages). 7. MISCELLANEOUS Item to be used for services not defined in the call for tenders and deemed necessary for a given project. In this case, the Commission may request that these services or products be provided at the best market price. The Contractor must therefore present three quotes from different suppliers and the Commission will choose the one offering the best value for money. D. SIMULATIONS Two simulations are requested for this lot. They have been designed solely for the purposes of the procurement process. They are entirely fictitious and cannot, in any way, be regarded as an indication of the priorities or the exact nature of future projects. SIMULATION 1.1: BROCHURE CELEBRATING 25 YEARS OF EUROPEAN TERRITORIAL COOPERATION A) Background: In September 2015, under the Luxembourg Presidency, there will be several events celebrating 25 years of European territorial cooperation. DG REGIO therefore wishes to produce a 16-page brochure aimed primarily at elected representatives, regional associations, academia and management authorities, etc., but also accessible to the general public. The brochure, which will comply with the European Commission's visual identity, will be in landscape mode and measure 220 mm by 165 mm. B) Tenderers are requested to: - propose and describe a draft table of contents for the brochure, which must include a one-page editorial, and explain the suggested approach. - write a draft editorial of 200 to 300 words in English, signed by the Director- General of DG REGIO, as well as a four-page article of 600 to words highlighting the appropriateness of European territorial cooperation policy, synergies with other EU policies and the need for national and regional authorities to become more involved. - select and caption ten photographs, including the two photographs requested below. 9

10 - propose a layout for the cover, the table of contents page, the editorial page and the four pages (including at least two photographs and one map) comprising the article, for the English version. The other texts indicated in the table of contents (proposed by the Contractor) will be drafted by the Commission and edited by the Contractor: this corresponds to eight pages for a total of four articles and represents characters excluding spaces. No text for the back cover. Complexity levels: level A (12 pages) and level B (4 pages). - provide a French translation of the editorial. - prepare the budget, solely on the basis of the sections available in the price schedule, for the original version and the translated version of the brochure. Two days of graphic design may be invoiced (section 4 of the price schedule) for work relating to the creation of a new layout. - provide a hard copy of the original English version of the brochure as well as the graphic sources in InDesign and PDF (web and HR). C. Marking criteria (maximum 25 points) Technical award criteria Maximum number of points 1 Quality of work (minimum required: 21/30) 30 Description of approach, proposed content (5) Drafting (8) Layout and pre-press (6) Translation (4) Selection of photos (3) Budget (4) Total number of points 30 10

11 D. Estimated cost Based on the standard price schedule provided with the proposal, the tenderer is requested to estimate the cost of the simulation, in accordance with the previous indications and the following table. Estimated cost for lot 1 Simulation No 1 (*) Description of tasks Unit type Number of units Unit price Subtotal Total (*) All prices will be shown in EUR, excluding VAT. Before indicating the cost estimates in the table, please note that a task may comprise various steps and that each step may require different unit types (i.e. falling under personnel or basic service categories, etc., of the corresponding price schedule). It is therefore important to carefully define and list the different unit types necessary for a given step or task. 11

12 SIMULATION 1.2.: POSTERS A. Subject: DG REGIO wishes to produce two posters in A1 format (594 x 841 mm): one for the general public in the Netherlands and one for the general public in Italy. These posters will use graphics and images to promote the objective and/or benefits of the cohesion policy for the country in question. The tenderers are responsible for choosing the content and illustrations. The European Commission's visual identity must be taken into consideration. The text appearing on each of these posters must be produced in the language of the country in question as well as in English. Tenderers are requested to: describe the approach proposed for designing the posters and their content; describe how the posters will be distributed, based on one Dutch and one Italian version, with prints estimated for each poster; submit the posters (four versions in total) in the form of electronic files, accompanied by a print-out. B. Marking criteria (maximum 25 points) Technical award criteria Maximum number of points 2 Quality of work (minimum required: 21/30) 30 Approach proposed, content (10) Layout and pre-press (8) - Dissemination (7) Translation (5) - Total number of points 30 12

13 E. PRICE SCHEDULE Tenderers must use this price schedule to formulate any financial proposal for this lot. They must complete both price columns (EUR and TOTAL) for each deliverable or service listed in the schedule. These unit prices will be fixed and will include all costs and expenses. The prices of the deliverables will therefore cover all tasks (including preparing quotes and reports) necessary for their performance, including all costs (project management, coordination, quality control, training the Contractor's staff, support resources, etc.) and all expenses (management of the firm, secretarial services, social security, wages, etc.) incurred directly or indirectly by the Contractor when providing the services that may be requested. The last column is the unit price multiplied by the weighting coefficient. All prices shown must exclude VAT. Where the Commission requires services not described in the list below, the Contractor will be asked to present three quotes from different suppliers and the Commission will choose the one offering the best quality/price ratio. DESCRIPTION UNIT EUR Weighting TOTAL 1. Section 1 Products requiring text One page of text (1 500 characters excl. spaces), drafting /page One page of text (1 500 characters excl. spaces), editing /page One page of text (1 500 characters excl. spaces), /page 18 proofreading Section 1 subtotal xxx xx xxx 2. Section 2 Translation and revision One page (1 500 characters excl. spaces) from FR/EN /page 12 into one of the following languages: FR, DE, EN, IT, ES, PL One page (1 500 characters excl. spaces) from and into an /page 18 official EU language (all current and future languages, not including the combinations in section 2.1.1) One page (1 500 characters excl. spaces) from FR/EN /page 1 into a non-eu language, or vice versa Revision /page 2 Section 2 subtotal xxx xx xxx x 3. Section 3 Layout and pre-press Level A, original version /page 4 Level B, original version /page Level A, translated version /page 20 Level B, translated version /page 5 Section 3 subtotal xxx xx xxx 4. Section 4 Graphic design /person -day x x 1

14 5. Section 5 Illustrations and photographs 5.1 Selection of photos /person -day Photo-journalistic report for a project and adding /project 0.5 data to BELUGA Section 5 subtotal xxx xx xxx x 6. Managing DG REGIO's mailing lists /person 1 7. Miscellaneous TOTAL Signature:... Name:... Date:... -day 14