7 August 2013

Call for Tender: maintenance of existing website, continual improvement and development of online tools, three-year contract 1. Invitation to Tender 1.1 The purpose of this document is to invite tenders for the contract of maintaining the website of www.bruegel.org which will include continual improvement and development of other online capabilities within a strategic communications plan. 1.2 The commissioning party is the European economics think tank, Bruegel, a nonprofit organisation based in Brussels, Belgium. 1.3 This document constitutes an Invitation to Tender (ITT) for the contract. Subsequent sections describe the background to the project, the work to be done under the tender and the terms and conditions under which tendering will take place. 2. Background to the Project 2.1 Bruegel AISBL (non-profit organisation under Belgian law) is a European economics think tank based in Brussels, Belgium. It began operations in 2005 and has since become a global leader in its field. It receives financial support from European states, global corporations and international institutions. Its mission is to improve economic policy making with open, evidence-based research, analysis and debate. It is independent and non-doctrinal. 2.2 Bruegel’s first website was operational a few days after the organisation began. It has since been redeveloped and re-launched four times. Bruegel’s website is its most prominent and most important window on the world. As a public good, Bruegel’s website is a primary communication tool. 2.3 The website has undergone some radical changes since 2005, but we are now looking for evolutionary development of our on-line services rather than a revolutionary change. 2.4 www.bruegel.org content management system is TYP03. We would like to maintain this CMS. 3. Work to be undertaken 3.1 The contractors will host and maintain www.bruegel.org making adequate provision for security of service.

3.2 The contractors will not be responsible for the uploading of content onto the website, but rather for fixing technical problems, adding new pages and adjusting items that require changes in the CMS. A number of hours’ work for these changes per month is foreseen in the contract. 3.3 Further development work (such as new capabilities, different versions of the site for mobile devices, etc) will be required from time to time, but will be agreed separately, under another budget. 3.4 The ability to advise Bruegel on how to better utilise on-line tools to fulfill and further its communication strategy will be an advantage. 4. Skills and Experience 4.1 Credibility and proven expertise in website development and maintenance is essential. 4.2 Proven experience with TYP03 is essential. 4.3 Experience in moving a website from one provider to another is essential. 4.4 A proven ability to respond to requests swiftly is essential. 4.5 Experience in working with a similar organisation is preferable, as is an understanding of the market in which Bruegel operates. 4.6 The ability to work through English is essential; experience in working with multicultural and multi-lingual organisations is preferable. 5. Format of Responses Required 5.1 The tender proposals should include:     An outline of the approach that will be taken to establish and deliver regular maintenance and minor development Details of the people who will lead, manage and deliver the project including experience, training, qualifications and experience. Detailed costs A timetable for the transfer of hosting and other necessary considerations

5.2 Tenders should include background material to demonstrate previous experience of the organisation and the range of work of the people who will work with us. 5.3 Tenders should include contact details of two referees. 5.4 Tenders should be sent via email to communication@bruegel.org with accompanying documents in PDF format. 5.5 Any queries regarding this brief should be addressed to Matt Dann, Secretary General (matt.dann@bruegel.org), and Erik Dale, Digital Communications Coordinator (erik.dale@bruegel.org). 6. Evaluation Criteria 6.1 The tenders will be evaluated by Bruegel’s Communications team and the Secretary General. Each proposal will be evaluated against the following criteria:  Understanding of the brief demonstrated in the tender document: 5%

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Credibility and proven expertise in similar website maintenance: 25% Knowledge of the think tank sector and the market in which Bruegel operates: 10% Extensive and current experience in providing web hosting and support services: 25% Ideas for further development of Bruegel’s online and digital offer: 20% Price: 10% Any added value offered by the tenderer: 5%

6.2 Bruegel is seeking value for money in the tenders for this project but will not judge solely on price, but also on the quality, reliability and scope of the proposals being considered. 6.3 Bruegel reserves the right not to consider a tender if it is judged that it is not viable or appropriate. 7. Guide Price 7.1 All tenderers will submit a tender document, with a budget for the project, as described above. Example budgets for further development ideas are welcome. 7.2 The tenderer should have the ability to charge in EURO and receive payment in EURO. 7.3 As a general guide, an annual budget of +/- €18,000 (NOT including VAT) should cover hosting, maintenance and minor development work or around 10 hours per month. 8. Tender Evaluation Process and Timetable 8.1 The timetable for the process will be as follows:     The deadline for submission of tenders is 12:00 (midday) Friday, 4 October, 2013. Bruegel will select three tenderers to make a presentation in Brussels during the month of October 2013. Bruegel will inform all those who submitted a tender whether they have been selected to the final three being considered. A decision on the successful tender will be made by Friday November 15th, when the final three will be informed of the decision. The contract will start on January 1st, with necessary organisational preparations for transition from our existing supplier taking place in December 2013.

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