General Invitation To Tender

GENERAL INVITATION TO TENDER
No 10224
Provision of electronic publications
SPECIFICATIONS
Invitation to tender No 10224 1/70

Contents
CONTENTS
1. PRELIMINARY INFORMATION CONCERNING THE INVITATION TO TENDER............................................4
1.1. PRESENTATION OF THE PUBLICATIONS OFFICE...................................................................................................4
1.2. NATURE OF THE CONTRACT................................................................................................................................4
1.3. SUBJECT AND BACKGROUND OF THE CONTRACT................................................................................................5
1.4. STARTING DATE OF THE CONTRACT AND DURATION OF THE TASKS/CONTRACT..................................................6
1.5. PRICE...................................................................................................................................................................6
1.6. TERMS OF PAYMENT............................................................................................................................................6
1.7. FINANCIAL GUARANTEES....................................................................................................................................6
1.8. PLACE OF PERFORMANCE....................................................................................................................................7
1.9. GENERAL TERMS AND CONDITIONS FOR THE SUBMISSION OF TENDERS.............................................................7
1.10. PERIOD OF VALIDITY OF THE TENDER.................................................................................................................7
1.11. VISIT TO THE PREMISES.......................................................................................................................................7
1.12. DATE AND PLACE OF OPENING OF THE TENDERS.................................................................................................7
2. THE TENDER AND THE EVALUATION..............................................................................................................8
2.1. ASSESSMENT AND AWARD OF CONTRACT........................................................................................................8
2.2. FORM AND CONTENT OF THE TENDER.................................................................................................................8
2.3. STRUCTURE OF THE TENDER...............................................................................................................................9
2.4. SECTION ONE: ADMINISTRATIVE INFORMATION...................................................................................................9
2.5. SECTION TWO: EXCLUSION CRITERIA................................................................................................................10
2.5.1. Documents relating to the exclusion criteria..............................................................................................10
2.5.2. Grounds for exclusion..................................................................................................................................11
2.5.3. Administrative and financial penalties........................................................................................................11
2.6. SECTION THREE: SELECTION CRITERIA..............................................................................................................12
2.6.1. Financial and economic capacity of the tenderer.......................................................................................12
2.6.2. Technical and professional capacity of the tenderer...................................................................................12
2.7. SECTION FOUR: AWARD CRITERIA – TECHNICAL BID.........................................................................................12
2.7.1. Documents to provide concerning the technical award criteria.................................................................12
2.7.2. Evaluation of the technical award criteria..................................................................................................12
2.7.3. Award criteria for specific tenders..............................................................................................................12
2.8. SECTION FIVE: AWARD CRITERIA – FINANCIAL BID...........................................................................................12
2.8.1. Documents to provide relating to the financial award criteria...................................................................12
2.8.2. Evaluation of the financial award criteria..................................................................................................12
2.9. FINAL EVALUATION...........................................................................................................................................12
2.10. INFORMATION FOR TENDERERS.........................................................................................................................12
2.11. AWARD OF THE CONTRACT...............................................................................................................................12
3. JOINT BID AND SUBCONTRACTING........................................................................................................12
3.1. MAKING A BID IN COLLABORATION WITH OTHER COMPANIES..........................................................................12
3.1.1. Joint bid.......................................................................................................................................................12
3.1.2. Subcontracting.............................................................................................................................................12
3.2. DOCUMENTS TO SUBMIT – JOINT BID................................................................................................................12
3.3. DOCUMENTS TO SUBMIT – SUBCONTRACTING..................................................................................................12
3.4. EVALUATION OF THE BIDS IN CASE OF JOINT BIDS OR SUBCONTRACTING.........................................................12
3.4.1. Exclusion criteria........................................................................................................................................12
3.4.2. Selection criteria.........................................................................................................................................12
3.4.3. Award criteria..............................................................................................................................................12
4. TECHNICAL SPECIFICATIONS.........................................................................................................................12
4.1. GENERAL INFORMATION....................................................................................................................................12
4.2. WORKING METHOD...........................................................................................................................................12
4.2.1. Project request submission..........................................................................................................................12
4.2.2. Contact between parties involved in the project.........................................................................................12
4.2.3. Project monitoring.......................................................................................................................................12
4.2.4. Acceptance of deliverables..........................................................................................................................12
4.3. INTERINSTITUTIONAL EDITORIAL POLICY..........................................................................................................12
4.4. LANGUAGE ASPECTS.........................................................................................................................................12

Contents
4.5. TASKS TO BE PERFORMED.................................................................................................................................12
4.5.1. Common tasks for Lot 1, 2, 3 and 4...........................................................................................................12
4.5.2. Specific tasks for Lot 1 - Electronic publishing based on Documentum CWCMS (Corporate Web
Content Management System) platform..................................................................................................................12
4.5.3. Specific tasks for Lot 2 – Electronic publishing based on Microsoft SharePoint platform....................12
4.5.4. Specific tasks for Lot 3 – Electronic publishing based on open-source platforms..................................12
4.5.5. Specific tasks for Lot 4 – Electronic publishing based on other proprietary platforms. Offline products
12
4.5.6. Lot 5 - Audiovisual production...................................................................................................................12
4.5.7. Lot 6 - Editorial services for electronic publications................................................................................12
5. ANNEXES.................................................................................................................................................................12
ANNEX 1 PRICE SCHEDULE AND ESTIMATION FORM.............................................................................................12
ANNEX 2A FINANCIAL IDENTIFICATION FORM..........................................................................................................12
ANNEX 2B LEGAL ENTITY FORM..............................................................................................................................12
ANNEX 2C AGREEMENT / POWER OF ATTORNEY.....................................................................................................12
ANNEX 3 FORM FOR IDENTIFICATION OF THE TENDERER...................................................................................12
ANNEX 4 QUESTIONNAIRE FOR JOINT BIDS AND SUBCONTRACTING...................................................................12
ANNEX 5 LIST OF DOCUMENTS TO BE PROVIDED.................................................................................................12
ANNEX 6 DECLARATION ON THE GROUNDS FOR EXCLUSION...............................................................................12
ANNEX 7 ECONOMIC AND FINANCIAL CAPACITY QUESTIONNAIRE.........................................................................12
ANNEX 8 COMPANY FORM......................................................................................................................................12
ANNEX 9 PROJECT / ACTIVITY REFERENCE FORMS (PARFS ).................................................................................12
Annex 10 Glossary..........................................................................................................................................................12

1. Preliminary information
1. PRELIMINARY INFORMATION CONCERNING THE INVITATION TO TENDER
These specifications follow the publication of:

- the pre-information notice in OJ S – 2009/S 38-054813 of 25/02/2009
- the contract notice in OJ S, see reference in the invitation letter.
1.1. Presentation of the Publications Office

The Office for Official Publications of the European Communities, hereinafter referred to as ‘the
Publications Office’, (2, rue Mercier, L-2985 Luxembourg) is the publishing house of the European
institutions in the broadest sense, responsible for producing and distributing, on all media and by all
means, all the publications of the European Union. The Publications Office, whose current
organisation and operation are laid down by Decision 2000/459/EC, ECSC, Euratom (Official
Journal of the European Communities, L 183, 22.7.2000, p. 12), is managed by a Management
Committee in which each institution is represented by its Secretary-General. The Publications Office
is administratively attached to the European Commission. More information can be found on the
Publications Office website: http://publications.europa.eu.
As a publisher, the Publications Office has a duty to offer the highest quality service to its customers
– the originating departments of the institutions and other bodies of the European Union and to its
public – the people of the European Union and those throughout the world who are interested in
European affairs. In the field of new technologies, the Publications Office must place itself in the
forefront of the publishing profession.
Under the provisions of the Treaties establishing the European Communities, the publication of
certain titles, such as the Official Journal of the European Union or the General Report on the
Activities of the European Union, is a legal obligation.
Useful web sites

Office for Official Publications http://publications.europa.eu
EU-bookshop: the Union's online bookshop http://bookshop.europa.eu
EUROVOC: multilingual thesaurus http://eurovoc.europa.eu
CORDIS: Community R&D Information Service http://cordis.europa.eu
Eur-Lex: the gateway to European Union law http://eur-lex.europa.eu
IDEA: inter-institutional directory of the European Union http://europa.eu/whoiswho/index.htm
TED: supplement to the Official Journal of the European http://ted.europa.eu
Union
SIMAP: EU-information for public procurement http://simap.europa.eu
DG MARKT: DG Internal Market http://europa.eu/comm/internal_market
Other useful links http://europa.eu/geninfo/info/index_en.htm
1.2. Nature of the contract

The contract title is ‘Provision of electronic publications’. The Commission intends to conclude:
 competitive multiple framework contracts for lots 1-5;
 cascading multiple framework contract for lot 6.

Remarks regarding competitive framework contracts (lots 1-5):

The multiple framework contracts shall be concluded in the form of separate but identical
contracts with up to eight economic operators, insofar as there is a sufficient number of
economic operators who satisfy the selection criteria and of admissible tenders which meet the
award criteria.
The purpose of a multiple framework contract is to establish the terms governing the specific
contracts which may be awarded during the period of its validity. The specific contracts may
specify the terms of the multiple framework contract or modify them insubstantially, notably as
concerns the prices.
Specific contracts based on multiple framework contracts will be awarded after the parties have
again competed on the basis of the same and, if necessary, more precisely formulated terms,
and, where appropriate, on the basis of other terms referred to in the specification for the
multiple framework contract (see also point 2.7.3).
Remarks regarding framework contracts (lot 6):
When exact implementing conditions, quantities and/or delivery times cannot be indicated in
advance, the Commission intends to conclude a framework contract, with up to three economic
operators insofar as there is a sufficient number of economic operators who satisfy the selection
criteria and of admissible tenders which meet the award criteria. The framework contract shall
establish the basic terms for a series of order forms or specific contracts to be issued or
concluded over its duration. Framework contracts do not give rise to any direct obligation on
the part of the Commission, it is only their implementation through specific contracts and/or
orders that is binding on the part of the Commission.
The estimated volume of the contract is 17.5 million euros for a period of its maximum duration
(4 years). The detail per lot for a period of contracts' maximum duration is as follows:
Lot 1: 4 million € Lot 4: 3 million €
Lot 2: 2.5 million € Lot 5: 3 million €
Lot 3: 3 million € Lot 6: 2 million €
1.3. Subject and background of the contract

The purpose of the call for tender is the selection of up to eight (8) economic operators for lots 1-5
and up to 3 economic operators for lot 6, for the provision of electronic publications services.
As an interinstitutional service, the Publications Office develops for itself and on behalf of the
European institutions, bodies and agencies websites, videos, texts and other electronic publications
using a wide range of technologies and media. Given the extent of this task, the Publications Office
requires professional expertise and support from external contractors (or consortia of contractors) to
define, produce, update, maintain, archive and/or migrate electronic publications, such as websites,
videos, CD/DVDs, Blu-Ray Discs, adapt publications to other media (PDA, mobile, USB key, DVD,
CD, Blu-Ray Disc, etc.), manage website tools and services, provide editorial services for electronic
publications, provide graphic services, perform quality control tasks on websites and give training
courses.

The different services covered by the call for tender are:
Lot 1 Electronic publishing based on Documentum CWCMS (Corporate Web Content

Management System) platform.
Lot 2 Electronic publishing based on Microsoft SharePoint Server.
Lot 3 Electronic publishing based on open-source platforms.
Lot 4 Electronic publishing based on other proprietary platforms. Offline products.
Lot 5 Audiovisual production.
Lot 6 Editorial services for electronic publications.
For more details on the tasks to be performed, refer to section 4 (technical specifications).
1.4. Starting date of the contract and duration of the tasks/contract

The Contract shall enter into force on 2 December 2009, providing it has already been signed by
both contracting parties. The execution of the tasks may not start before the contract has been
signed.
The initial duration of the contract shall be 1 year. The contract may be renewed automatically up to
three times, each time for one year, under the same conditions, unless written notification to the
contrary is sent by one of the contracting parties by registered mail and received by the other not
later than three months before its expiry. Renewal does not imply any modification or deferment of
existing obligations.
1.5. Price
 Prices must be all inclusive and expressed in euro. For tenderers in countries which are not
part of the euro zone, the price quoted may not be revised in line with exchange rate movements;
 Prices can only be revised (for lot 6 only) according to Article I.3 of the contract. Please note
that the price revision is conditional to a request which must be put in place at the latest three
months before the anniversary date of the entry into force of the contract. In case of a justified and
timely request, the revised prices shall enter into force on the anniversary date of the entry into force
of the contract. The price revisions will be calculated with the same number of decimal places as
was accepted in the initial original Price Schedule and also the revised prices will have the same
number of decimal places.
For details on how to present the financial bid in the price schedule and estimation form, see: point
2.8.1.
1.6. Terms of payment

Payments shall be made in accordance with Article I.5 of the draft service contract.
1.7. Financial Guarantees

Not applicable.

1.8. Place of performance

The place of performance of the tasks shall be the contractor's premises or any other place indicated
in the tender. The meetings may be held at the premises of the Publications Office in Luxembourg or
at the premises of the European institutions in Luxembourg, Brussels or Strasbourg.
1.9. General terms and conditions for the submission of tenders

Participation in the tendering procedure is open on equal terms to all natural and legal persons
coming within the scope of the treaties and to all natural and legal persons in a third country which
has a special agreement with the European Communities in the field of public procurement on the
conditions laid down in that agreement.
Submission of a tender implies that the tenderer accepts all the terms and conditions set out in the
invitation letter, in these specifications (including the annexes) and in the draft contract and waives
all other terms of business. Submission of a tender binds the tenderer to whom the contract is
awarded during performance of the contract.
Once the Publications Office has accepted the tender, it shall become the property of the
Publications Office and the Publications Office shall treat it confidentially.
The Publications Office shall not reimburse any costs incurred in preparing and submitting tenders.
The Protocol on the Privileges and Immunities or, where appropriate, the Vienna Convention of 24
April 1963 on Consular Relations shall apply to this invitation to tender.
1.10. Period of validity of the tender

The offer must remain valid for a period of six months following the final date for submitting
tenders (see invitation letter). During this period, tenderers must maintain all the conditions of their
bids.
1.11. Visit to the premises

Not applicable.
1.12. Date and place of opening of the tenders

Tenders will be opened at 10h00 on 27/07/2009 at the following location:
Address of the Publications Office:

Publications Office
2, rue Mercier
L-2985 Luxembourg
An authorised representative of each tenderer may attend the opening of the bids. Companies
wishing to attend are requested to notify their intention by sending a fax or e-mail at least 48 hours
in advance to the address below. This notification must be signed by an authorised officer of the
tenderer and specify the name of the person who will attend the opening of the bids on the tenderer's
behalf.
Fax: (352) 2929-42672

E-mail: opoce-appels-offres@publications.europa.eu

2. The tender and the Evaluation
2. THE TENDER AND THE EVALUATION
2.1. Assessment and award of contract
The assessment of tenderers and offers will take place in three main stages:
The aims of each of these stages are:

 to check, in the first stage (exclusion criteria), whether tenderers are able to take part in the
tendering procedure and, where applicable, be awarded the contract;
 to check, in the second stage (selection criteria), the economic and financial capacity and the
technical and professional capacity of each tenderer who has passed the first stage;
 to assess, on the basis of the award criteria, each bid which has passed the first and second
stages.
The assessment procedure may end with the award of the contract.
The assessment will be based on the tenderer’s offer. Concerning the exclusion and selection criteria,
the Publications Office reserves the right to request additional evidence in relation to the bid
submitted for clarification or verification purposes within a time-limit stipulated in its request. All
the information will be assessed against the criteria specified in this chapter.
Please note that concerning the award criteria, the Publications Office may contact the tenderer only
if clarification is required or if obvious clerical errors must be corrected. This contact may only lead
to clarification of points already mentioned in the bid and may not lead to an alteration of the terms
of the bid. Only the offers meeting the requirements of a stage will pass on to the next stage of the
assessment.
2.2. Form and content of the tender
Tenders must be clear and concise and assembled in a coherent fashion (e.g. bound or stapled, etc.).
The tenderer is also asked to provide a completed list indicating where to find the required
documents (Annex 5). If the tender is divided into different files, it is advisable to make a table of
contents in each file.
Since tenderers will be judged on the content of their written bids, these must make it clear that they
are able to meet the requirements of the specifications.
Information on the general requirements and on how to submit the bid is provided in the invitation
letter.
Please pay attention to the fact, that the tender shall be signed1 by a person or persons who is/are
entitled to represent the economic operator in accordance with its articles of association and/ or
extract from the commercial register, or by a person(s) who received power of attorney to do so from
(a) person(s) who is/are mentioned in those documents. The documents showing that the person is
entitled to represent the economic operator must be submitted as explained in point 2.4.
The same rule is applicable to the person(s) designated to sign the contract.
1 The tenderer shall sign the cover letter and all the documents / forms which expressly require so.

2. The Tender and the Evaluation
2.3. Structure of the tender
All tenders must be presented in the following five sections:
Section One: administrative information

Section Two: exclusion criteria
Section Three: selection criteria
Section Four: award criteria - technical bid
Section Five: award criteria - financial bid
Sections one to four on the one hand and Section five on the other hand must be submitted in two
separate sealed envelopes, which together are placed in double sealed envelopes as described in the
invitation letter. Each inner envelope must clearly indicate its contents (‘technical’ and ‘financial’).
Please observe that all documentation has to be provided in triplicate (original and two copies) and
that this also applies to any diskette, CD or similar medium that is part of the offer.
If you are submitting a Tender for more than one lot, separate files (dossiers) shall be submitted for
each lot and a separate file (dossier) for documents common to both lots.
The document common to several lots are as follows:
 Duly signed cover letter (please do not forget to indicate in this letter for which lot(s)
offer is submitted);
 Financial Identification Form;
 Legal Entity Form (including documents mentioned there);
 Form for identification of the tenderer;
 Declaration on grounds for exclusion (including documents mentioned there);
 Economic and Financial capacity questionnaire (including documents mentioned there).
However, please do not forget that special requirements, related to the joint bids or sub-contracting
have to be fulfilled (for each lot).
2.4. Section one: administrative information
In the first section, the tenderer must provide the following:
 A duly signed cover letter
 the completed form for identification of the tenderer, as provided in Annex 3,

 a financial identification form filled in and signed by an authorised representative of the
tenderer, stamped by the bank and signed by a bank representative. If you attach the copy of a
recent bank statement, the stamp and signature of the bank's representative is not needed. A
standard form is provided in Annex 2A and a specific form for each Member State is available
at the following Internet address: http://europa.eu/comm/budget/execution/ftiers_en.htm
 the ‘Legal Entity’ form, to be signed by a representative of the tenderer authorised to sign
contracts with third parties. There is one form for individuals, one for private entities and one
for public entities. A model is provided in Annex 2B. Specific forms in each Member state
language are available at: http://europa.eu/comm/budget/execution/legal_entities_en.htm
Invitation to tender n°10224 9/70

The Legal Entity Form must be supported by the following documents in order to establish
proof of the administrative information of the tenderer:
 a legible copy of the instrument of incorporation or constitution, and a copy of the

statutes, if they are contained in a separate instrument, or a copy of the notices of such
constitution or incorporation published in the national or other official journal, if the
legislation which applies to the tenderer requires such publication;
 a legible copy of the most recent amendment to the instruments mentioned in the
previous indent, including that involving any transfer of the registered office of the
legal entity, or a copy of the notice published in the relevant national or other official
journal of such amendment, if the legislation which applies to the tenderer requires
such publication;
 where the above documents do not show the registration number, a proof of
registration, as prescribed in their country of establishment, on one of the
professional or trade registers or any other official document showing the registration
number;
where the most recent document submitted according to this or one of the two previous
paragraphs is more then one year old at the time the offer is sent, a written
confirmation, signed by a legal representative of the tenderer, that there has been no
amendment or transfer of registered office since the most recent of these documents
were issued must be added.
 where the above documents do not show the VAT number, a copy of the VAT
registration document, where applicable;
 a legible copy of the notice of appointment of the persons authorised to represent
the tenderer in dealings with third parties and in legal proceedings, where it is not
included in the abovementioned documents, or a copy of the publication of such
appointment where the legislation which applies to the legal entity concerned requires
such publication. Where the person(s) signing the tender or the person designated to
sign the contract is/are entitled to represent the economic operator by a Power of
Attorney from the abovementioned authorised persons, the Power of Attorney must
also be submitted;
2.5. Section two: exclusion criteria
2.5.1. Documents relating to the exclusion criteria
In Section Two, the tenderer(s) must provide the declaration on grounds for exclusion (Annex 6)
and the following related certificates or documents:
 a recent extract from the ‘judicial record’ or equivalent as evidence that they are not in one of
the situations listed in paragraph (a), (b) or (e) of point 2.5.2, or, failing this, of an equivalent
recent document issued by a competent judicial or administrative authority in the country of
origin or residence, showing that these requirements have been met;
 a recent certificate by the competent authorities of the state concerned stating that the tenderer
has fulfilled obligations relating to the payment of social security contributions or
equivalent;
 a recent certificate by the competent authorities of the state concerned stating that the tenderer
has fulfilled obligations relating to the payment of taxes or equivalent.

Where no such documents or certificates are issued in the country concerned, they may be replaced
by a sworn or failing that a solemn statement made by the tenderer before a judicial or
administrative authority, a notary or a qualified professional body in his country of origin or
provenance.
2.5.2. Grounds for exclusion
In accordance with Article 93 of the Financial Regulation No 1605/2002 (OJ L 248, 16.9.2002, p. 1,
as amended), tenderers shall be excluded from the selection and award procedures if they:
a) 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; or
b) have been convicted of an offence concerning their professional conduct by a judgment which
has the force of res judicata; or
c) have been found guilty of grave professional misconduct proven by any means which the
contracting authorities can justify; or
d) have not fulfilled 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; or
e) have been the subject of a judgment which has the force of res judicata for fraud, corruption,
involvement in a criminal organisation or any other illegal activity detrimental to the
Communities' financial interests; or
f) are currently subject to an administrative penalty referred to in Article 96(1) of the Financial
Regulation (Council Regulation No 1605/2002 of 25.6.2002, as amended).
In addition, contracts may not, according to Article 94 of the Financial Regulation, be awarded to
tenderers who, during the procurement procedure:
g) are subject to a conflict of interest;
h) are guilty of misrepresentation in supplying the information required by the contracting
authority as a condition of participation in the contract procedure or fail to supply this
information.
The Publications Office reserves the right to check the above information.
2.5.3. Administrative and financial penalties

The tenderers should also be aware of the following points:
 A central database shall be set up and operated by the Commission in compliance with
Community rules on the protection of personal data. The database shall contain details of
candidates and tenderers which is in one of the situations referred to in point 2.5.2 above and
candidates and tenderers which have been excluded from the contracts or grants financed by
the budget of the European Communities.
 According to Article 96 of the Financial Regulation No 1605/2002 (OJ L 248, 16.9.2002, p. 1,
as amended), administrative or financial penalties may be imposed by the Commission on
tenderers who are in the situation in point 2.5.2 (h) above or who have been declared to be in
serious breach of their obligations under contracts covered by the budget of the European
Communities after they have been given the opportunity to present their observations.
These penalties may consist:
a) in the exclusion of the tenderer or contractor concerned from contracts and grants financed by
the budget of the European Communities, for a maximum period of ten years;

b) in the payment of financial penalties by the tenderer or contractor up to the value of the contract
in question.
The penalties imposed will be in proportion to the importance of the contract and the seriousness of
the misconduct.
The details of those penalties are laid down in Article 133a of the implementing rules to the
Financial Regulation, Commission Regulation No 2342/2002 (OJ L 357, 31.12.2002, p. 1, as
amended).
2.6. Section three: selection criteria
Selection of the tenderer suitable for attribution of the contract will be based on an assessment of the
tenderer’s:
 economic and financial capacity, and
 technical and professional capacity.
A tenderer may, where appropriate, rely on the capacities of other entities, regardless of the legal
nature of the links which it has with them. In that case, it must prove to the contracting authority that
it will have at its 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 its disposal.
2.6.1. Financial and economic capacity of the tenderer
2.6.1.1. Documents to provide concerning the financial and economic capacity
Section Three must include in its first part, the information on the financial and economic capacity
of the tenderer. The tenderer shall provide an Economic and Financial capacity questionnaire
(see: Annex 7), including supporting documents mentioned there.
2.6.1.2. Evaluation of the financial and economic capacity
The tenderers’ financial and economic capacity will be evaluated on the basis of the above
mentioned documents which the tenderers have to submit according to point 2.6.1.1.
The minimum financial and economic capacity level is the following: the amount representing the
estimated volume of the contract for one year must not exceed 60% of the annual overall turnover
carried out by the tenderer over the last year, or the average annual turnover carried out by the
tenderer over the past three years. For the estimated volume of the contract for four years, see the
Specifications, point 1.2.
2.6.2. Technical and professional capacity of the tenderer
2.6.2.1. Documents to provide concerning the technical and professional

capacity of the tenderer
In the second part of Section Three, the tenderer must provide information on its technical and
professional capacity. The following documents shall be submitted:
o Short description of the tenderer's economic activity (maximum 5 pages of A4 format, font
Times New Roman size 12), including its activity with regards to the scope of the Call for
Tenders;
o A list of the principal services (maximum 2 pages of A4 format font Times New Roman size
12) provided in the past three years, with the sums, dates, languages used and recipients,
public or private;

o Company Form (see: Annex 8);

o Set of PARFs (see: Annex 9 for General rules on submitting PARFs).
By submitting a tender, each legal entity involved therein accepts the possibility of a check being
carried out by the Publications Office on its technical capacities and, if necessary, on its research
facilities and quality-control measures.
In addition, all tenderers are informed that they may be asked to prove that they are authorised to
perform the contract under national law, as evidenced by inclusion in a professional or trade register
or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or
entry in the VAT register.
Tenderers' attention is drawn to the fact that any total or partial omission of information for
which one or more legal entities involved in the tender are responsible may lead the
Publications Office to exclude the tender from the rest of the procedure.
2.6.2.2. Evaluation of the technical and professional capacity
The technical and professional capacity will be judged on the basis of the tenderer’s expertise
relevant to the required services in particular with regard to their know-how, efficiency, experience
and reliability.
Submitted PARFs (Project Activity Reference Forms) will be evaluated to verify tenderer's
experience with regards to the services requested under this call for tenders. The tenderer has to
provide a minimum of three and maximum of 8 PARFs per lot. If the tenderer presents more than 8
forms, only the first 8 forms as presented in its offer will be evaluated.
To pass selection phase for lot 1, accepted PARFs for their actually executed part shall cover:
 at least EUR 800 000 for tasks related to Documentum for all accepted PARFs;
 at least one of the accepted PARFs shall be related to activities with a multilingual coverage
(at least three languages).
 at least EUR 500 000 for tasks related to Microsoft SharePoint for all accepted PARFs;
 at least EUR 600 000 for tasks related to open-source software for all accepted PARFs;
 at least EUR 600 000 for tasks related to software other than Documentum, Microsoft
SharePoint and open-source software for all accepted PARFs;

 at least EUR 600 000 for tasks related to audiovisual production for all accepted PARFs;
 at least EUR 400 000 for tasks related to editorial services for all accepted PARFs;
(at least six languages).
2.7. Section four: award criteria – technical bid
The contract will be awarded to the tenderer who submits the most economically advantageous bid
on the basis of the criteria set out below.
2.7.1. Documents to provide concerning the technical award criteria
This part has to contain the documents showing the merits of the bid, to make it possible to evaluate
the technical award criteria. The following documents shall be submitted:
 A document of maximum 10 pages, A4 format, font Times New Roman size 12, presenting the
Tenderer's approach to project management;
Tenderer's approach to the technical issues;2
Tenderer's approach to quality assurance.
In the development of the above three documents, the tenderer shall demonstrate creativity and
degree of innovation (see Award criteria No 5 under 2.7.2) he intends to apply during the provision
of the services.
******
The document presenting the Tenderer's approach to project management with regards to the
scope of this call for tenders shall cover for all lots the following information: methods, scope,
planning, deliverables, reporting, controlling, risk, change, time and cost management, procedure for
the daily organisation of the work including interaction with the Publications Office and the Author
Services, allocation of resources.
******
The document presenting the Tenderer's approach to the technical issues related to the scoep of
this call for tenders shall cover the following information:
2 If the tenderer has any quality certificate it shall be attached to this document. The certificate in question is not
included into the pages limit.

For lots 1-4

 Proposed technology, methods and tools to execute tasks as defined in Chapter 4 in a cost
effective way.
 Means of remaining up to date with new developments in the field.
 Approach to the source code transfer, file transfer and documentation.
For lot 5
 Proposed methods and tools to plan, prepare and produce audiovisual material in a cost effective
way.
 Means of remaining up to date with new developments in the field.
For lot 6
 Proposed methods and tools to create specialised content in a cost effective way.
 Techniques used for gathering specific documentation and knowledge.
 Approach to electronic text writing and translation.
******
The document presenting the Tenderer's proposed approach to quality assurance with regards to
the scope of this call for tenders shall cover the following information:
For lots 1-4
 Progress tracking methods to allow all parties to track the project status at any point in time;
 The various procedures that will be implemented and the indicators to be used to ensure the
quality and monitoring of the services rendered;
 Personnel policy, management and training;
 The procedures the bidder intends to use to gather and process indicators of performance and
client satisfaction and any complaints received;
 Quality control and assurance and complaint management;
 The procedure for updating and adapting changes to the quality plan, taking account that any
updating and adaptation must have the Publications Office's prior approval;
 The procedures to ensure continuity of service;
 Testing methods and tools;
For lot 5
quality and monitoring of the services rendered and the client satisfaction;
 Testing methods and tools;
For lot 6
quality and monitoring of the services rendered and the client satisfaction;


 Testing methods and tools, including for multilingual texts;
******
Where a submitted document, including its table of content, figures, graphs, examples,
annexes, and all other additional information, exceeds the maximum limits as set out above,
only the first number of pages requested will be evaluated.
2.7.2. Evaluation of the technical award criteria
The purpose of the award criteria is to choose between the tenders which have been submitted by
tenderers not subject to exclusion and which meet the selection criteria.
The award criteria are intended to assess the quality of the bid based on the proposal of the tenderer.
The criteria concerning the ability or capacity of the tenderers such as previous experience,
professional education and references, which are taken into account for the evaluation of the
selection criteria will not be taken into account for the evaluation of the award criteria. The
technical evaluation will be based on the following criteria.
Weighting
No Award criteria
(maximum
points)
1 Overall quality and relevance of the tenderer's response 5
2 Tenderer's approach to project management 40
3 Tenderer's approach to technical issues 30
4 Tenderer's approach to quality assurance 20
5 Creativity and degree of innovation 5
Total points 100
The result of the technical evaluation is the sum of the number of points obtained as a result of the
evaluation of each criterion. Only those bids which are awarded at least half the points for each
criterion and a total score of at least 65 points will be considered for the award of the contract.
Since assessment of the tenders will focus on the quality of the proposed services, tenders should
elaborate on all points addressed by these specifications in order to score as many points as possible.
The mere repetition of mandatory requirements set out in these specifications, without going into
details or without giving any added value, will only result in a very low score.
The tenderer’s attention is drawn to the fact that the documents presented should reflect real practice
and not intentions or theoretical reflections. "Copy & paste" from the specifications in this call for
tender will not be taken into account.

2.7.3. Award criteria for specific tenders
The technical award criteria for the Specific Tenders will be as follows:
Maximum
Minimum
number of
that must
Technical award criteria for specific tenders points to
be
be
obtained
awarded
1 Overall quality and relevance of the Tenderer's response to the Specific 10 5
Tender (concise, clear, well structured)
Quality and relevance of the Tenderer's technical proposal for the 70 35

2
Specific Tender
3 Creativity of the proposed solutions 20 10
Totals 100 65
The result of the technical evaluation will be the sum of the number of points obtained as a result of
the evaluation of each criterion. Only those bids which will be awarded at least half the points for
each criterion and at least 65 points for the total will be admitted to the assessment of the financial
award criteria. Only those offers that will have passed the previous stages will be considered for this
final evaluation. The contract will be awarded to the tenderer with the best-value-for-money bid. The
weightings of quality and price may differ from the weighting set for the present call for tender.
The results of the evaluation of the present call for tender will not be used for the calculation of the
best-value-for-money of the specific tenders.
2.8. Section five: award criteria – financial bid
2.8.1. Documents to provide relating to the financial award criteria
For the financial bid, the tenderer must use the annexed price schedule and estimation form.
The financial bid must fulfil the following requirements:

 prices must be expressed in euro;
 prices should be expressed to a maximum of [2] decimal places;
 prices should be quoted free of all duties, taxes and other charges, i.e. also free of VAT, as
the Communities are exempt from such charges in the EU under Articles 3 and 4 of the
Protocol on the Privileges and Immunities of the European Communities of 8 April 1965 (OJ
L 152, 13.7.1967). Exemption is granted to the Commission by the governments of the
Member States, either through refunds upon presentation of documentary evidence or by
direct exemption.
For those countries where national legislation provides an exemption by means of a
reimbursement, the amount of VAT is to be shown separately. In case of doubt about the
applicable VAT system, it is the tenderer's responsibility to contact his or her national
authorities to clarify the way in which the European Community is exempt from VAT.
The following must be taken into consideration when completing the Price schedule and Estimation
form.

- The price schedules must include the name of the firm and each page must be duly completed
and signed by one of the duly authorised representatives of the company (Annex 1). No
amendments to the price schedule will be permitted and a full reply must be given to each
question.
If no answer is given, the response will be assumed to be negative. Any omission or
amendment to the original price schedule will cause the bid to be considered null and void.
- The Estimation forms must be duly completed and signed (Annex 1). The content must be
based on the unit prices given in the price schedule and the price schedule will take
precedence over the estimation form if there is any discrepancy between them. However, the
estimation form is intended as a rough guide only and may not be cited in the event of
litigation, only the work actually carried out is to be invoiced, on the basis of the unit prices
given in the price schedule.
The price schedule and the estimation form shall also be provided electronically as MS Excel files.
In the case of a discrepancy between the paper version and the electronic file, the paper version will
take precedence.
2.8.2. Evaluation of the financial award criteria
The evaluation of the financial award criteria will be based on the final total price in the estimation
form (‘Total’ in the estimation form).
2.9. Final evaluation
Only those offers that have passed the previous stages will be considered for this final evaluation.
For lots 1-5 the contract will be awarded up to the eight tenderers with the best value for money bid.
For lot 6, the contract will be awarded up to the three tenderers whose offers present the best value
for money. The tenderers will be ranked on a list with the tenderer offering the best value for money
in first place, the tenderer offering the second best value for money in second place and the tenderer
offering the third best value for money in third place.
In order to identify the offer presenting the best value for money, quality will be given a weighting
of 50 % and price will be given a weighting of 50 % in accordance with the following formula, using
only data from bids that have reached the final evaluation stage
Pmin
R= (50x Q
Qmax
) + (50x P )
where:
R stands for value for money

Q stands for quality score for the bid in question
Qmax stands for quality score for the bid obtaining the highest quality mark
Pmin stands for the total final amount of the specimen quotation for the lowest bid
P stands for the total final amount of the specimen quotation of the bid in question

2.10. Information for tenderers
The Publications Office will inform tenderers of decisions reached concerning the award of the
contract, including the grounds for any decision not to award a contract or to recommence the
procedure.
If a written request is received, the Publications Office will inform all rejected tenderers of the
reasons for their rejection and all tenderers submitting an admissible tender of the characteristics and
relative advantages of the selected tender and the name of the successful tenderer.
However, certain information may be withheld where its release would impede law enforcement or
otherwise be contrary to the public interest, or would prejudice the legitimate commercial interests
of economic operators, public or private, or might prejudice fair competition between them.
2.11. Award of the contract
The procurement procedure is concluded by a contract signed by the parties, or by a decision not to
conclude the contract.
After the period of validity of the tender has expired, conclusion of the contract shall be subject to
the tenderer's agreement in writing.

3. Joint bid and subcontracting
3. JOINT BID AND SUBCONTRACTING
This section only applies for tenders involving a joint bid or subcontracting. Where this does not
apply, please continue to the next section (4. Technical specifications).
3.1. Making a bid in collaboration with other companies

Where a tender involves several legal entities, they may choose between:
 making a joint bid, in which case all the economic operators must be considered as tenderers
and, if their bid is successful, as contractors (in this case, one of the tenderers must be put
forward as coordinator to manage the contract); and
 making a bid in the name of only one tenderer, who is then the sole contractor if the bid is
successful, the other legal entities being considered as subcontractors.
Whichever type of bid is chosen (joint bid or bid in the name of one tenderer), the tenderer(s) must
stipulate the role, qualifications and experience of each legal entity and, where relevant, the
monitoring arrangements that exist between them.
3.1.1. Joint bid

Tenderers in a joint bid assume joint and several liability towards the Publications Office for the
performance of the contract as a whole. Statements saying, for instance:
 that one of the partners of the joint bid will be responsible for part of the contract and another
one for the rest; or
 that more than one contract should be signed if the joint bid is successful;
are thus incompatible with the principle of joint and several liability.
The Publications Office will disregard any such statement contained in a joint bid, and reserves the
right to reject such offers without further evaluation on the grounds that they do not comply with the
tendering specifications.
In the case of a joint bid, one of the partners of the joint bid (coordinator) should be given power of
attorney to represent the other parties to sign and administrate the contract.
If the joint bid is selected the tenderers may be required to adopt a given legal form after they have
been awarded the contract if this change is necessary for proper performance of the contract.
3.1.2. Subcontracting
If certain tasks provided for in the contract are entrusted to subcontractors, the contractor retains full
liability towards the Publications Office for performance of the contract as a whole. Accordingly:
 the Publications Office will treat all contractual matters (e.g. payment) exclusively with the
contractor, whether or not the tasks are performed by a subcontractor;
 under no circumstances can the contractor avoid liability towards the Publications Office on
the grounds that the subcontractor is at fault.
In the case of multiple framework contracts: it is forbidden for a tenderer, who bids alone or as part
of a consortium, to act as subcontractor for another tenderer or consortium These bids will thus be
excluded from participation by the Publications Office.

Tenderers must inform the subcontractor(s) that Article II.17 of the contract will be applied to them.
Once the contract has been signed, Article II.13 of the above mentioned service contract shall govern
the subcontracting. During execution of the contract, the contractor will need the Publications
Office’s express authorisation to replace a subcontractor with another and/or to subcontract tasks for
which subcontracting was not envisaged in the original offer.
3.2. Documents to submit – joint bid

In the case of a joint bid, the following documents must be provided:
Section One: Administrative Information and evidence for access to the contract
1. A declaration based on the model agreement on the ‘Power of Attorney’ attached in Annex 2C,
signed by the legal representatives of all the partners of the joint bid including the following:
recognising joint and several liability for all the partners of the joint bid for the performance of
the contract;
giving one of the partners of the joint bid (coordinator) power of attorney to represent the
other parties to sign and administrate the contract.
2. If the tenderers have already set up a consortium or similar entity to that end, they should state
this in their offer, together with any other relevant information and documentation in this
connection.
3. The questionnaire for joint bids and subcontracting (Annex 4) must be provided signed by a
legal representative of the coordinator.
4. The form for identification of the tenderer (Annex 3) must be provided by each partner of the
joint bid.
5. The ‘legal entity’ form (Annex 2B) for each tenderer with all the abovementioned supporting
documents as specified in point 2.4.
Only the coordinator must return the financial identification form.
Section Two: Documents relating to the exclusion criteria

6. Each tenderer must fill in and return the declaration on grounds for exclusion (Annex 6) and
provide the supporting documents as specified above in point 2.5.
Section Three: Documents relating to the selection criteria

7. Each of the parties of a joint bid must provide the Economic and Financial capacity
questionnaire (see: Annex 7), including documents mentioned there.
Documents concerning technical capacity have to be completed once for all partners of a joint bid,
but it must be indicated to which partner the described capacities belong.
Sections Four and Five: Documents relating to the award criteria

The documents relating to the award criteria shall be provided once by the coordinator representing
the group of tenderers.
3.3. Documents to submit – subcontracting
If the offer envisages subcontracting, it must include the following.

Section One: Administrative Information and evidence for access to contract

1. the questionnaire for joint bids and subcontracting provided in Annex 4, signed by a legal
representative of the tenderer. The third page of this questionnaire must be provided once for
each subcontractor, including the following information:
 the reasons for subcontracting;
 the roles, activities and responsibilities of each subcontractor, and
 the volume / proportion for each subcontractor;
2. a letter of intent by each subcontractor stating its intention to collaborate with the tenderer if
the contract is awarded to him.

3. subcontractors must provide the duly signed declaration on grounds for exclusion (Annex
6). Where, in a bid, the value of the subcontracting which is to be executed by a subcontractor
is equal to or exceeds 20% of the value of the contract, the subcontractor must be prepared to
provide all the supporting documents to the declaration as specified in point 2.5. Where those
services represent less than 20% of the contract, the subcontractor shall not be required to
provide the supporting evidence. The Publications Office, however, reserves the right, to
request the evidence if considered necessary.

4. Where, in a bid, the value of the subcontracting which is to be executed by a subcontractor is
equal to or exceeds 20% of the value of the contract, the subcontractor must provide the
documents related to the economic and financial capacity as specified in point 2.6. Where those
services represent less than 20%, the subcontractor does not have to provide the Economic and
Financial capacity questionnaire (Annex 7). However, in case the tenderer relies on the
capacities of subcontractors for fulfilling the selection criteria as he indicates in the
questionnaire for joint bids and subcontracting, the Publications Office will ask for those
documents. The Publications Office also reserves the right to ask for those documents if
considered necessary.
5. The subcontractor has to answer the questions which concerns the services he or she is
proposed to perform.
Sections Four and Five: Documents relating to the award criteria

The documents relating to the award criteria shall be provided only by the tenderer.
3.4. Evaluation of the bids in case of joint bids or subcontracting

3.4.1. Exclusion criteria

The exclusion criteria will be assessed in relation to each tenderer or subcontractor individually.
3.4.2. Selection criteria
Joint bid
If several tenderers are involved in the bid as partners of a joint bid, each of them must prove that
they have the required economic and financial capacity. However if the criteria are to be achieved
above a certain level, a consolidated assessment shall be made.
The selection criteria concerning the technical and professional capacity will be assessed in
relation to the group as a whole.
Subcontracting
The selection criteria concerning the economic and financial capacity will be assessed in relation
to the tenderer and each proposed subcontractor individually if the Publications Office finds it
necessary due to the role of the subcontractor and volume of the subcontracting. However if the
criteria are to be achieved above a certain level, a consolidated assessment shall be made to the
extent that the subcontractor puts its resources at the disposal of the tenderer for the performance of
the contract.
The selection criteria concerning the technical and professional capacity will be assessed in
relation to each proposed subcontractor only as regards the subcontracted services.
Only in the case where the tenderer intends to rely on capacities from the subcontractor in order to
fulfil the selection criteria, as he indicates in the questionnaire for joint bids and subcontracting
(Annex 4), the selection criteria for technical and professional capacity will be assessed in relation
to the combined capacities of the tenderer and the subcontractor as a whole, to the extent that the
subcontractor puts its resources at the disposal of the tenderer for the performance of the contract.
3.4.3. Award criteria
The evaluation (award) criteria will be assessed in relation to the tender as a whole.

4. Technical specifications
4. TECHNICAL SPECIFICATIONS
4.1. General information
This chapter provides details of the working method and the tasks to be performed in each lot.
Deliverables of this framework contract include the entire set of elements, directories, files, source
files, documentation, etc. that enable the installation and operation of the electronic publication,
websites, videos, CD/DVDs, Blu-Ray Discs, publications adapted to other media (PDA, mobile,
USB key, DVD, CD, Blu-Ray Disc, etc.), website tools and services, editorial services for electronic
publications, graphic services, quality control tasks on websites and training coursesContractors
shall comply with the following requirements:
o Contractors shall be and remain up to date with new developments and trends in the field of
electronic publishing, and in particular of online communication, web tools and all related
fields (copywriting and marketing techniques, writing for the web, web usability and
accessibility, internet tools, user requirements, video production, etc.).
o The techniques, technologies and software mentioned in this call for tender are those valid at
the time of writing. However, contractors shall ensure that they will be able to adopt and use
future developments in electronic publications.
o The list of tasks included in this contract serves as a guideline of the services and activities
that contractors may be asked to provide.
o The Publications Office fosters the use of open-source software. Therefore, as far as possible,
it will give preference to this type of product when developing electronic publications.
o All websites created in the context of this contract should be WAI level A compliant (Web
Content Accessibility Guidelines http://www.w3.org/WAI/).
o Websites shall be accessible to the largest possible audience and thus be compliant with
widely used browsers3, and be available in multiple formats and bandwidths.
o The Publications Office will select the appropriate lot according to the technical
specifications of the tasks to be executed.
o The list of the tasks which might be requested and which are presented in this chapter is not
an exhaustive one. The contractors can be requested to execute other tasks, which are related
to the scope of this call for tender.
4.2. Working method
In its role of providing expertise and coordination in the production of online/offline content, video
and texts for electronic publishing, the Publications Office follows a specific workflow for all
service delivery requests submitted via this framework contract.
3 Considering the fast evolution of information technology it is impossible to predefine a list of the widely used
browsers, since the most widely used browsers at the beginning of the contract maybe surpassed by others at the end of
the contract. The contractor is responsible for keeping the site up-to-date with any evolutionary changes.

4.2.1. Project request submission
4.2.1.1 Competitive framework contract (Lot 1-5)
The Contractors will receive an Invitation to submit Specific Tender, containing information about
the tasks to be performed and modalities for their execution, including time limits. Submitted
Specific tenders will be evaluated according to the provision set out in point 2.7.3 of the
Specifications.
4.2.1.2 Cascade framework contract (Lot 6)
Provisions set out in point I.4 of the Contract will apply.
The offer shall include all of the following elements4:
o Detailed project description based on the Publications Office request, where project
constraints and necessary input/materials from the Author Service and Publications Office
are clearly specified.
o Project planning, where deliverables, time allocated for Author Service and Publications
Office's input and for their validation are clearly identified.
o Quality plan (see 4.2.3.3.).
o Documentation and source code provision.
Upon reaching an agreement on the service to be provided and the cost quotation, the contractor
carries out the request and delivers the developed service to the Publications Office and to the
Author Service, who both accept or reject the final project deliverables.
4.2.2. Contact between parties involved in the project
The Publications Office is the only party authorised to negotiate with the Contractor. Only an official
nominated by the Publications Office (called project leader in the remaining) is authorised to give
production instructions to the Contractor.
The project leader will organise regular follow-up meetings with the Contractor (see 4.2.3.2.).
Meetings between the three parties involved in the project will be organised as the need arises.
Before every meeting, a detailed draft agenda must be communicated and approved by the project
leader. The agenda shall be communicated even when the project leader is unable to take part in a
meeting between the originating department and the Contractor. The project leader will validate the
conformity of the decisions in relation to the order form. All instructions having an impact on
resources, the timetable and criteria for acceptance of deliverables will be given by the project
leader.
All publications covered by this framework contract are produced in close cooperation with the
competent Author Service and they require validation by the Author Service. Therefore, the
contractor may have to liaise, either directly or via the Publications Office, with the Author Service
to obtain validation of the electronic publications covered by each specific contract.
4 Unless otherwise specified in the request.

The contractor is expected to take part in planning meetings at the EU institutions, body or Agencies
premises when required, to advise and propose alternative technical and design solutions, if needed
accompanied with cost and time estimates for carrying out the different alternatives. However, after
an initial run-in period it is expected that much planning communication and exchanges between the
Office and the contractor can be undertaken electronically.
Preparatory activities will include tasks such as preparing an initial draft of the electronic
publication: layout, technical implementation proposal, graphic designs and/or texts on the basis of
input from the Author Services and the Publications Office, reworking these drafts after consultation
with the Author Services and the Publications Office, preparing the final deliverables.
4.2.3. Project monitoring
The Publications Office will monitor the performance of each specific contract via activity reports,
follow-up and planning meetings, project quality management activities and acceptance of
deliverables. These methods are described below in detail.
Unless the specific contracts contain provisions to the contrary, the contractor must write the activity
reports in English and/or French and forward to the Publications Office two paper copies of the
report and one copy by electronic mail.
4.2.3.1. Activity reports
4.2.3.1.1. Activity reports for lots 1-5

The contractor may be requested to produce activity reports. The requirements will be set out in the
Invitation to submit specific tender.
4.2.3.1.2. Activity reports for lot 6

The contractor will produce the activity reports described below.
(1) Monthly Activity Reports:
Every month, the contractor must submit an activity report. This summary report must describe the
work performed and the results obtained during that period. It will contain in particular:
o the quantity and the price of the work performed during the reference period; subdivided by
project;
o a summary financial table of the work;
o project status for each specific contract, which shall include an updated planning and
highlight achieved milestones and remaining percentage to project completion (consumption
of time and resources).
The reports must be sent to the Publications Office within 5 working days of the end of the reference
period.
(2) Annual Activity Reports:

Every 12 months, the contractor must submit an annual activity report. This report must describe the
work performed and the results obtained during the previous 12 months. It will contain in particular:
o the quantity and the price of the work performed during the reference period, subdivided by
project and specified per action carried out: translation, linguistic review, graphical work,
etc.;
o a summary financial table of the work;
o a qualitative analysis, including recommendations to optimise and evaluate the impact of the
action taken, particularly in terms of cost effectiveness.
The reports must be sent to the Commission within 30 working days of the end of the reference
period.
(3) Final Activity Report – specific contracts and/or framework contract:
At the latest one month before the end of the specific contract and/or the framework contract, the
contractor must submit a final activity report containing, in consolidated form, the elements of each
monthly activity report.
In his final activity report the contractor will describe all the work carried out and the results
obtained under the specific contract, including detailed breakdowns of expenses per project
(specified per action carried out: translation, linguistic review, graphical work, etc.). This report will
also contain a summary of the main results.
The final report will be deemed to have been accepted by the Publications Office if, within 45
working days of receipt of the report, the Publications Office has not addressed any comments to the
contractor.
4.2.3.2. Follow-up and planning meetings
In addition to the activity reports, the project will be monitored and planned through meetings.
The contractor is required to draft the meeting minutes (in English or French) within three working
days after each meeting and send one copy by electronic mail for approval to the Publications
Office.
As soon as the order form is signed, the project will start and a kick-off meeting will be organised.
This meeting will include participants from the contractor side, the Publications Office and the
Author Service.
Follow-up meetings between the contractor and the Publications Office on the quality of the services
provided under these contracts and on planning future actions will be held at the Publications Office
premises in Luxembourg. These meetings will be held every two to three months.
Depending on the project duration, evaluation and planning meetings will be held at regular
intervals, normally every three to four weeks, and will monitor the progress of the work and
compliance with the procedures and with the quality management criteria.
The Publications Office reserves the right to change the frequency of these meetings if necessary.

These follow-up meetings will provide an opportunity to ensure that the following contractual
commitments are being met:
o compliance with quality standards;
o speed and quality of response to the service requests;
o compliance with deadlines;
o quality of contract administration;
o quality of the services provided;
o quality of the products.
The cost of these meetings must be included in the overall price of the tender.
4.2.3.3. Project quality management
All expenses incurred in producing and implementing the quality plan will be borne by the
contractor.
The contractor will be responsible for the quality of the content produced by ensuring that
information is timely available and that all products have a high level of completeness, accuracy and
consistency.
All deliverables shall undergo an internal quality control before being released. This shall include
formal, technical and logical checking in order to ensure global consistency and coherence.
The Publications Office reserves the right to make quality and safety audits on the project
management on the contractor's premises. In performing such audits, the Publications Office may
use the services of third parties for carrying out these audits. The contractor shall undertake to
cooperate fully with the Publications Office during such audits. In particular, the contractor
undertakes to grant access to all the information on the project no later than two weeks after the
Publications Office requests it and to answer any question from the Publications Office on the
project.
4.2.3.4. Time limits
The time limits will be specified on each order form in line with the complexity of each project. A
deliverable is liable to be rejected definitively once it has been presented a third time and the
Publications Office considers it does not meet the requirements.
The delivery times specified in the order form are per order, irrespective of other orders being
processed, and apply to each electronic publication and language version, even if several
publications in several language versions are submitted simultaneously. They shall run
independently for each electronic publication.
Liquidated damages for delay shall be applied in the event of failure to meet the deadlines specified
in the order form or specific agreement
In the case of the technical development of an electronic publication, the Commission should accept
the deliverables by no later than 10 working days after receipt,

4.2.4. Acceptance of deliverables
The Contractor shall provide the Publications Office and the Author Service with all deliverables on
electronic media (FTP, DVD, CD-ROM, Blu-Ray Disc, etc.). Deliverables include the entire set of
elements, directories, files, source files, documentation, etc. that enable the installation and operation
of the electronic publication.
Each delivery of a deliverable is subject to the following phases:
o delivery sheet signed by a Publications Office official, attesting to the receipt, in good order,
of the deliverable on a electronic medium.
The delivery sheet must be established by the Contractor and must incorporate a certification of the
Contractor’s Quality Control Manager, see 4.2.3.3. (Quality management).
o approval sheet signed by a Publications Office official, attesting that the deliverable has been
installed and that the main functions are operational;
o acceptance sheet signed by a Publications Office official, attesting that the deliverable
corresponds to the specifications.
o acceptance of deliverables is subject to the time limits specified under section 4.2.3.4. (Time
limits).
For each qualitative acceptance criterion, the results of the tests will be classified according to the
categories as specified in Article I.14.2 the Draft Contract.
Qualitative acceptance shall cease immediately:
o if there is any unacceptable defect (fatal error);
o if three major defects are detected;
o if three minor defects are detected.
The contractual guarantee period commences when a deliverable is accepted, and has a nine months'
duration. Refusal to accept a deliverable must be justified and communicated in writing. In the event
of refusal, the deliverables will be returned to the Contractor, who must correct the errors and
malfunctions. In accordance with the time limits specified under section 4.2.3.4. Time limits, the
Publications Office may see cause to reject such a deliverable after it has been presented a third
time. The project plan is to be updated and communicated to the originating department.
4.3. Interinstitutional editorial policy
The Contractor must follow the procedures and guidelines in force in the European institutions and
must take any future updates into account from the date on which they come into effect.
Available editorial rules, both ergonomic and technical, will be specified at the start of each project.
The references currently used are to be found in the following publications:
- Interinstitutional style guide http://publications.europa.eu/code/en/en-000100.htm

- Vademecum for editors

http://publications.europa.eu/vademecum/vademecum/index_en.html
- Information Providers Guide http://ec.europa.eu/ipg/index_en.htm
- Recommendations W3C et WAI http://www.w3.org
The Contractor will also be required to update the metadata associated with electronic publications
in accordance with the European institutions' instructions (see Information Providers Guide).
Information to be included as metadata will either be provided by the originating departments or will
have to be derived from the content using mechanisms of varying degrees of complexity. The
Contractor is responsible for developing such mechanisms.
4.4. Language aspects
The working languages are English and French.
The Contractor must have the technical capacity to manage data in all the languages of the EU. For
further details, please refer to the Interinstitutional Style Guide
http://publications.europa.eu/interinstitutional_style_guide/index_en.htm
The multilingual requirements of each project will be specified at the beginning of the project.
However, it is possible to foresee monolingual electronic publications and, others, based on two or
more languages.
4.5. Tasks to be performed
4.5.1. Common tasks for Lot 1, 2, 3 and 4
This Section covers all activities and tasks common to Lots 1 to 4 and related to online publications
such as communication support, definition, production and maintenance, graphic support, tools and
service management, audiovisual production (excluding video shooting which is covered by Lot 5),
quality control and training.
The choice between Lot 1 to 4 will be based on the main target platform where the electronic
publications will be published. All editorial writing services are covered by Lot 6.
4.5.1.1. Communication support, input in the creative process, web monitoring

and analysis
To this end, the contractor will not only fulfil the specifications of each new project request, but he
will also be required to suggest new ideas, concepts and approaches for developing online and
electronic communications in line with the needs of the European institutions, bodies and Agencies.
The tasks in this category may involve the following:
o Communication support: contribute to the definition of an online communication strategy

and plan, define metrics to evaluate the success of the online communications and electronic
publishing campaign. These activities shall ensure the best possible integration with other
communication tools developed by European institutions and service.

o Assistance in the creative thinking process to adopt techniques and technologies that let the
European institutions, bodies and agencies websites keep up with the latest developments in
electronic publishing and web communication, in particular.
o Website and content monitoring and analysis of existing web content and presentation. These
activities aim at maintaining high-quality websites and improving compliance with the
communication objectives and priorities, enhancing editorial, technical and graphical
coherence, ensuring a better integration of content (e.g. by avoiding overlaps and gaps),
improving the website usability, etc.
o Regular evaluation via user surveys for existing and new websites. This can include the
development, management and analysis of online and offline user surveys. It can also involve
the analysis of user statistics, creating usage reports and/or statistical digests. These shall
highlight strengths and weaknesses of the websites and suggest relevant changes to the
existing publications. These analyses require the use of data provided via the SAS-Webhound
user statistical tool or by any other statistical tool or resource.
o Benchmarking analysis: setting parameters for benchmarking an existing or new electronic

publication with those of comparable organisations. This can include identifying problematic
areas, identifying organisations with similar processes and those who excel in these areas,
survey the best practices and implement the newly found practices in the source electronic
publication.
4.5.1.2. Graphic support
The approach to any project must be user-oriented rather than technology-driven. Pages must offer a
design approach that is efficient, easy to use and meets the needs of the target audience. Usability
aspects are important. The graphic design should be adapted accordingly.
The website design, navigation and architecture shall follow best practices in usability, accessibility
and information architecture.
The graphic work must follow guidelines in ergonomics and the use of appropriate standards, style
guides and technologies to produce consistent designs.
The Contractor should follow design rules such as the Web Content Accessibility Guidelines
(http://www.w3.org/WAI/), which establish principles on how to make web content more accessible
to a wide audience, including people with disabilities.
The contractor may be asked to perform the following tasks:
o Conceiving and creating animated online graphics and animations to explain complex issues.
Compliance with several browsers is mandatory.
o Communication consultancy on branding aspects: creation of graphic charters or strategic

advice on use of colours, type of illustrations, layout styles, etc.
o Graphic design, layout and final files in valid formats for any kind of electronic publication.
o Acquisition of illustrations: purchasing multiple-use stock photos for various contexts/media,

image research, management of related copyright issues to ensure that the Author Service has
the relevant rights to use these photos.

o Making photo reports.
o Creating logos, drawings, cartoons, comic-strips, photos and other visual works.
o Development of original concepts and overall ‘look and feel’, visual identity and brand for
any EU institution, agency or body website.
o Translation of overall design into web page mock-ups or HTML prototypes, creation of a
graphical website navigation structure.
o Graphic design specifications and guide for all or individual level of pages.
o Creating and editing CSS files.
o Optimised and resized images ready to be published online in the required sizes, using
standard formats and required style.
o Graphic production of promotional buttons, drawings, animations, Rich Media packages,

storyboards, thumbnails, animated graphics, along with writing short associated texts (titles,
captions, teaser paragraphs, technical details).
o Design of wallpapers and e-cards.
All graphic materials shall be accessible and understandable for a maximum number of users, be
available in multiple formats and in both low and high-bandwidth versions, in case of online
publications.
4.5.1.3. Conception, production and maintenance of websites
This category of tasks involves all activities related to the definition, production and maintenance of
multilingual static and dynamic websites.
These tasks shall comply with European institutions, bodies and agencies’ standards such as the rules
laid down in the Information Providers’ Guide (IPGs) http://ec.europa.eu/ipg/index_en.htm, unless
otherwise specified, and the Interinstitutional Style Guide http://publications.europa.eu/code/en/en-
000100.htm.
EU websites use a wide range of technologies. A non-exhaustive list of the most common solutions
is listed below.
- Static sites (html encoded)
Static sites are mostly managed by means of the HTML editors, such as FrontPage, Dreamweaver,
etc. The static pages are stored in a set of conventional directories.
- Static sites produced and maintained using a Web Content Management System
(WCMS)
EU websites may have different WCMS depending on the Author Service. European Commission
uses its own Corporate Web Content Management System (CWCMS) based on Documentum.
- Dynamic sites

Dynamic sites are managed by means of web applications mainly based on Coldfusion or Weblogic
(J2EE) technology and accessing Oracle databases, etc.
For all types of websites, the main activities involved are the following:
4.5.1.3.1. Website definition

Project definition and planning: defining project scope, the type of site, target audience
(expectations, etc.) and communications needs for the given target audience, defining and describing
in detail the goal of the website, providing a preliminary planning with: definition of profiles, man-
days and working-days allocated for each task/deliverable of the project. This planning shall also
include the main deadlines, identify constraints such as special standards, establish a work plan and
calendar, take into account the quality control phase and a test plan where relevant, as well as define
a website governance and maintenance.
Information architecture and content mapping: functional analysis; inventory of all existing
content; analysis of new content needs; re-purposing existing content; defining the site structure,
navigation, technical architecture and making key design choices; labelling site elements; building
prototypes (mock-ups), defining metadata; database design (type of encoding, type of data,
language, fields, etc.).
4.5.1.3.2. Website production

Interface and technical design: establish a precise page layout, page design, overall graphic design
standards; collect and integrate illustrations, photography, logos, flash animations, rich media
packages and any other audiovisual content (including collection of the captions), integrate web-
based social networking, collaboration, tagging, etc.; acquire copyrights, if necessary, for elements
provided by third parties, Data Entry (GUI – Graphical User Interface) design, programming and
scripting with CGI, ColdFusion, Java, XSLT, AJAX, etc.; customization of search functionality;
design and validation of accessibility features (WAI, etc.); database design, application design,
including back-office systems.
Site construction and testing: programming, scripting, editing; construction of all site pages,
completely filled out with content; creation of CSS, HTML, XHTML, XSLT, XML, RSS, PDF,
including audio and video files or any other formats needed; using the latest SEO techniques when
creating a site, adaptation of pages to different devices (PDA, mobiles, printers); uploading data,
installation of an application database on target servers/data centres; in-depth (functional) testing of
database and programming functionality, stress testing, testing and verification of database reporting
features, testing user personalisation features; creating archives/backup of all site components
including: code and any other site development materials; mapping (redirection, flexible redirection,
short address – alias, reverse proxy).
Verification and checking: site quality control verification, link verification, standards verification
(HTML, WAI compliancy, etc.), IPG conformity checking, usability testing, verification of data
protection and copyright compliance verification.
Website publication: install/transfer to EU test environment if provided, final checking of the site
on the EU test server, transfer site to the EU production server(s), final checking of the site on the
EU production server and bug/error correction.
4.5.1.3.3. Website maintenance and updating

Maintenance: manual and automatic transfer request procedures, gathering and periodically
analysing site usage, coordination and review of new content streams, maintenance of graphic and
editorial standards, regular site backups (off-line and online), websites/pages backup (frequency, off-
line, online), websites/pages archiving, deletion of obsolete content or content relocation
(redirection, archiving, notification procedure), verification of links integrity and editorial quality
control; writing technical documentation and user manuals.
Regular updating: regular (daily, weekly, monthly) update of web pages using the chosen HTML
editor, CWCMS or other Web Content Management System. In particular this task includes:
o Editing content, that is, adding, modifying and/or deleting content (text, images, links and
other components).
o Updating pages: removing, changing and replacing specific pages, documents and
hyperlinks; creation of new pages; reformatting, making amendments of the layout; updating
index pages.
o Updating links (including link verification).
o Uploading and linking documents.
o Creation of redirection pages in all EU languages when a website address is changed and
adjustment of all links on the former website.
o Setting up a systematic and automated quality control system for updates.
Archiving and migration: creating and publishing an announcement before archiving/migration,

identification of the sites/pages pointing (referrers) to the site, announcement, and coordinating the
website shut down/closure, backing up and archiving site contents, removal of site from online
production environment, creating redirections.
4.5.1.4. Tools and services management
This category of activities entails tasks related to the management and optimal use of various IT and
Internet tools and services which Author Services currently uses or may use in the future for web
publishing via their website.
4.5.1.4.1. Search engines outside Europa

In the case the website is not be part of the Europa website, another search engine may be used. The
contractor will be involved in providing assistance in activities related to search engine optimisation.
The main objective of these activities will be to implement the recommendations and guidelines for
improving the ranking and positioning of the website pages and documents with the search engine
and the other external search engines and crawlers (Google, Yahoo, etc.).
The main activities involved are the following:
o Technical installation to integrate the search engine on the target website;
o Modifying content and metadata to improve searchability;
o Identifying keywords and managing their use and frequency;

o Optimising content architecture and site map;
o Analysis of the website users' search patterns;
o Monitoring of the search performance and usage;
o Preparing and giving presentations/workshops;
o Preparing proposals and recommendations on improving the ranking of the pages and
documents with the website search engine;
o Preparing proposals and recommendations on improving the ranking of the website pages
and documents external search engines and crawlers.
4.5.1.4.2. The EUROPA search engine

The contractor will be involved in assisting with search engine optimisation. The goal is to improve
the ranking and positioning of the EUROPA pages and documents on the EUROPA search engine
(currently Verity K2). This activity shall follow existing and future guidelines and recommendations.
 Central Search interface:
o Tuning of the presentation layout of the search interface;
o Preparing and maintaining the search interface pages (in HTML and .JSP format) and
search boxes;
o Preparing and updating the on-line help files;
o Providing assistance to the webmasters on developing site-customised search forms,

and boxes, search results.
 Management of the topics:
o Management of the existing ‘topics’ (addition/deletion of the topics, update of search

strings, etc.);
o Providing assistance to webmasters on creation site-specific topics.
 Management of the ‘Hot pages’:
o Identification of pages that should be set up as a hot page(s);
o Definition of keywords linked to the hot page(s);
o Updating the information on hot page(s) via an interface (adding a new hot page,
updating the keywords, deletion of the hot page, etc.).
 Analysis of the EUROPA users' search patterns and reporting.
 Monitoring the search performance and usage.

 Modifying content and metadata to improve searchability.
 Identifying keywords and managing their use and frequency.
 Optimising content architecture.
 Preparing and giving presentations/trainings.
 Preparing proposals and recommendations on improving the ranking of pages and documents
with the EUROPA search engine.
 Preparing proposals and recommendations on improving the ranking of the EUROPA pages
and documents external search engines and crawlers.
4.5.1.4.3. Search engine for offline publications

In the case were the search engine is used in an offline electronic publication the same activities as
4.5.1.4.1 will be involved.
4.5.1.4.4. Interactive tools and services

The contractor may also be required to provide support for operating online interactive services and
events, such as blogs, discussion forums, Internet chats, online surveys, polls, virtual conferences,
RSS/XML feeds, video and podcasting, sms-messaging and any other existing or new tool or service
that the Author Service may decide to implement.
The European Commission currently uses various systems for its interactive services. These are
available on the Flexible Platform 5. Preference will therefore be given to existing or newly
developed tools, if available.
o Setting up the tool: integration of the platform into the various sites or one of its subsites;
launch and promotion of the services.
o Monitoring and support: including amongst other things moderation (online moderation,
posting of messages, re-editing, filtering harmful content, replying to specific questions from
users, etc.), posting contributions on extranet forums (such as Circa6).
o Reporting: providing feedback to Author Services on user statistics (e.g. number of messages
posted, number of visits) by producing regular reports.
4.5.1.4.5. Hosting services

The contractor may be required to host websites on a dedicated machine in a secure environment.
The websites should be accessible 24 hours a day, 7 days a week and should be actively supervised.
Contractor shall ensure compliance with security and other rules specified by the European
institutions, bodies and agencies at the time of the signature of the order form.
5 Some examples of this services can be found at http://blogs.ec.europa.eu (blogs) and

http://forums.ec.europa.eu/debateeurope/ (forums)
6 cf. http://circa.europa.eu

o Host a website on a dedicated machine in a secure environment
o Measure the quantity of traffic (hits, visitors, etc.) and make it visible to users, if required.
4.5.1.4.6. Domain names

The contractor may be required to register domain names. Such registration shall be guaranteed for
one year beyond the duration of the contract. If a domain name has already been registered, the
contractor must take all the administrative and technical measures required with the institutions,
bodies and agencies concerned to ensure transfer of the domain names to another server hosting the
website. The domain name subscription shall allow for transferring the domain name to another
registrar or host.
The owner of the domain name shall be the requesting European institution, body or agency.
4.5.1.5. Quality control
The contractor will be responsible for the quality of the content produced by ensuring that
information is timely available and that all products have a high level of completeness, currency,
accuracy and consistency.
All deliverables shall undergo an internal quality control before being released. This shall include
formal, technical and logical checking in order to ensure global consistency and coherence.
This activity shall be included in the unit price of each deliverable. The same applies for deliverables
on quoted times and means basis.
Apart from the compulsory quality control of their own productions, the contractor may be requested
to perform a quality control of existing electronic publications such as websites, portals, forums,
CD-ROMs, DVDs, Blu-Ray Discs, PDFs, etc. In general, Quality control entails the following items
o Editorial check of an electronic publication (structure, navigation, linking policy,

presentation, etc).
o Content quality management, including technical quality check and compliancy with W3C
standards and with most used technical platforms and browsers.
o Accessibility check (WAI level A compliance).
o Compliance with the Interinstitutional Style Guide (http://publications.europa.eu/code/en/en-

000100.htm) or other applicable guidelines.
o Compliance with the editorial and technical requirements defined in the Europa Information
Provider's Guide (http://ec.europa.eu/ipg/index_en.htm) or other applicable guidelines.
4.5.1.6 Animation and audiovisual content
The contractor may be asked to perform the following tasks:
o Conceiving and creating animated online graphics and animations to explain complex issues,
using technologies which can be viewed on most browsers.

o Encoding, editing, converting, compressing and optimising supplied audiovisual material for
online distribution, for download or streaming, using several standard technologies
compatibles with current and future web publishing systems adopted by the European
institutions, bodies and Agencies.
o Record, encode, edit, convert, cut and produce audio and video files for web use and
podcasting in the most common formats.
4.5.1.7 Training
The Contractor may be required to provide training courses for the Author Services or the project
managers of the Publications Office in relation with the developed electronic publication. The course
programme and duration will be fixed in agreement with the Publications Office. Training courses
include methodology, materials, syllabus, courseware, packages, presentations, etc.
The price for preparation, drafting and supply of course material will be drawn up in the form of a
‘fixed price’ financial bid. Courses will be given on the premises of the European institutions,
agencies and other bodies. The price per man/day must be all-inclusive.
The tasks in this category may involve the following:
o Preparing training courses on the website content, services and the software or application
used to manage the website according to the established needs.
o Courses may be requested for beginner or advanced users.
o Specifying requirements for training courses;
o Producing training material in electronic format and hard copy, including tutor's notes.
o Maintaining and improving existing training courses.
o Revising courses to reflect the latest product or service developments.
o Revising courses based on participants' feedback.
o Providing online tutorials and interactive training material.
o Providing user documentation for the website services and related products, as electronic
publications and available online.
4.5.2. Specific tasks for Lot 1 - Electronic publishing based on Documentum

CWCMS (Corporate Web Content Management System) platform
In addition to the tasks and activities specified in 3.2, this lot is specific to building and updating
websites using the content management software selected for the European Commission: the
corporate web content management system (CWCMS) based on Documentum.
At present, the CWCMS is based on Documentum and its Web Publisher interface 7. It is foreseen to
replace the Web Publisher interface with one or more custom made interfaces, therefore tenderers
shall be able to start working with the new interface(s) in due time.
7 See also: http://circa.europa.eu/Public/irc/opoce/wcmsk/library?l=/public&vm=detailed&sb=Title

An additional custom layer called ‘Starter Kit’ has been developed to facilitate the use of the
CWCMS, avoid duplication of effort and enhance its functionalities. The kit is made up of a set of
content definitions and templates to present the content. The kit also contains add-on modules for
websites (e.g. dynamic calendar, media gallery, slide show, etc.) and for tool and legacy system
integration.
It includes the following tasks:
o Creating/developing a complete Documentum-based website, including design.
o Migrating an existing static or dynamic website into Documentum (this can involve creating
new site templates or adapting existing ones, adapting design, making code changes, making
any technical modifications required by the use of Documentum).
o Creation and customisation of XSLT files.
o Analyses, definition and adaptation of XML standard structures, within the WCMS, to
website specifications and requirements.
o Transformation of the graphic design into required Documentum format (XSLT, CSS).
o Import and export websites (site packaging pivot format).
o Creation/Updating of XML/HTML pages using a defined XML structure.
o Development of DQL queries.
o Insertion of categories (categorisation of documents, folders and hyperlinks) and metadata,

and testing hyperlinks.
o Creation of hyperlinks, category groups and menus.
o Publication of a website through the CWCMS.
o Carry out specific requirements or needs related to Documentum website.
o Assigning different levels of security to web content.
o Creating, updating and publishing electronic texts.
o Providing software helpdesk support to Author Services managing websites.
o Training Author Services in managing websites using the target platform.
4.5.3. Specific tasks for Lot 2 – Electronic publishing based on Microsoft

SharePoint platform
In addition to the tasks and activities specified in 4.5.1, this lot is specific to building and updating
websites, collaboration sites and document management sites using one of the software selected for
this purpose within European institutions: Microsoft Office SharePoint Server (MOSS).

o Developing/Customising a complete or part of SharePoint publishing or collaboration sites,

including design.
o Migrating an existing static or dynamic website into SharePoint (this can involve creating
new sites or customising existing ones, adapting design, designing site architecture, making
code changes, making any technical modifications required by the use of SharePoint).
o Design and architect SharePoint solutions.
o Design and architect content structure for SharePoint solutions.
o Creating/Customising an existing SharePoint site.
o Creating/Customising SharePoint Lists.
o Branding and customising the design of SharePoint sites.
o Managing and updating site layout, structure, navigation and content.
o Developing/Customising web parts & features.
o Developing/Customising content types and workflows.
o Developing/Customising InfoPath forms.
o Developing/Customising BI (Business Intelligence) solutions using SharePoint features.
o Customising SharePoint search engine and optimising indexation and content crawling.
o Installing SharePoint forms.
o System administration of SharePoint forms.
o Installing and customising plug-ins and SharePoint features.
o Hosting and administering SharePoint Solutions.
o Providing SharePoint helpdesk support to Author Services managing websites.
4.5.4. Specific tasks for Lot 3 – Electronic publishing based on open-source

platforms
In addition to the tasks and activities specified in 4.5.1, this lot is meant for electronic publications
using open-source content management systems and software, such as Drupal, Joomla!, Plone,
Typolight, Alfresco, etc., to create and update electronic publications.
o Creating/updating/customising websites using open-source content management systems and

software (including graphics), e.g. Drupal, Joomla!, Plone, Typolight, Alfresco, etc.
o Developing and customising existing and new products, services, functionalities, contents
and tools following developments in electronic publishing using open source software.

o Creating/updating/customising websites to be used on PDAs or mobiles.
This lot also involves creating elements of a new or existing offline electronic publication such as:
o Creating/updating animations for an existing publication.
o Creating/modifying animated or static graphics.
o Modifying audiovisual files.
o Recording, encoding, editing, compressing, converting, optimising, subtitling, dubbing and

cutting existing audiovisual files to make it suitable to be used in the target website, e.g.
download and streaming, podcasting, etc.
o Creating/modifying content using rich media technologies and interactive packages.
4.5.5. Specific tasks for Lot 4 – Electronic publishing based on other proprietary
platforms. Offline products
In addition to the tasks and activities specified in 4.5.1, this lot is meant for electronic publications
using proprietary content management systems and software, other than content management
systems specified in Lot 1 and 2, to create and update websites (e.g. Coldfusion, Bea Weblogic,
Interwoven, etc.). It also includes the creation of static websites. This also includes the production of
offline electronic publications, such as those on DVDs, CDs, Blu-Ray Discs, USB keys, e-books,
etc.
o Creation of a new or existing electronic publication such as websites, DVDs, CDs, Blu-Ray
Discs, e-books, etc. using proprietary software.
o Creating/updating/customising websites or parts thereof using proprietary content

management systems (including graphics)
o Developing and customising existing and new products, services, functionalities, contents
and tools following developments in electronic publishing using proprietary software.
o Design, development and installation of procedures to extract data from existing databases
and making them available in the target electronic publication.
It also includes the creation of elements of new or existing offline publications such as:
o Creating/updating animations for an existing publication.

o Creating/modifying animated or static graphics.
o Modifying audiovisual files.
o Recording, encoding, editing, compressing, converting, optimising, subtitling, dubbing and

cutting existing audiovisual files to make it suitable to be used in the target electronic
publications, e.g. Website download and streaming, podcasting, DVD/CD, Blu-Ray Discs,
mobiles, etc.
o Creating/modifying content using rich media technologies and interactive packages.
o Designing of the packaging (CD, DVD, etc.).
4.5.6. Lot 5 - Audiovisual production
One of the major objectives of the Office is to be at the forefront of the new communication trends,
to monitor them actively and to suggest how best to include them in the Author Services'
communication plans. Nowadays images, animations and videos are more and more used, and are
part of a wider communication plan. Since these tasks require a specialised expertise, this lot focuses
specifically on audiovisual production.
This lot is to be used only if video shooting is one of the tasks included in the project.
Production will include finalisation of the master of a given product, as well as delivery to the Office
premises or other location of the finished material.
The Contractor will make available to the Office the masters of the edited material, cut raw footage,
B-rolls and full rushes of the audiovisual products – all of this shall be accompanied by shotlists
with timecodes in English. Formats and numbers of copies required will be determined by the
Author Services for each specific project.
In addition, the Contractor will deliver all edited productions in formats adapted for web
distribution, including high-definition and low-definition streaming formats, suitable for viewing
with widely available end-user software.
4.5.6.1. Task description
The contractor should be able to assist the Office with all technical tasks relating to the planning,
preparation and production of audiovisual material.
Although the following list is not exhaustive, the categories of services will include:
o Production of video clips in the common streaming media formats for use on websites
(Quick Time, Real Player, Windows Media Player, etc.) on different bit rates (high, medium
or low bandwidth).
o Video clips, audio files in formats suitable for use on CD, DVD, Blu-Ray Disc (or any other
electronic support).
o Shooting/Recording videos at any EU institution, body or agency premises or outside,

according to specific project needs, to be used in EU publications.

o Encoding, editing, converting, compressing and optimising supplied audiovisual material for
on-line distribution, for download or streaming, using several standard technologies
compatible with current and future web publishing systems adopted by the European
institutions, bodies and agencies.
o Supplying ‘rich media packages’ combining audiovisual and other material.
o Recording, encoding, editing, digitizing, compressing, converting, cutting and producing

audio and video files for web-use and podcasting in the most common formats.
o Coverage and audiovisual post-production of events (media support).
o Webstreaming in real time, video-on-demand, audio-on-demand and related services.
o Re-editing.
o Subtitling and dubbing.
o Drafting a script.
o Suggesting a shooting/scenario strategy based on the brief
o Writing a script of the films or scenes that have been previously shot.
o Advice on a communication strategy when dealing with radio and television stations (or web
channels) and on appropriate message for target groups.
o Providing media coverage of events.
o Adding sound to a video, e.g. rights free music, composing ad hoc music.
o Designing of the packaging (CD, DVD, etc.)
4.5.7. Lot 6 - Editorial services for electronic publications
This Lot will be used to provide multilingual editorial services for electronic publications.
This work entails providing support for editorial activities carried out by the European institutions,
bodies and agencies in the field of websites, other electronic publications and products under their
responsibility.
This work does not require specific computer programming and entails cross-media publishing. The
content developed in the framework of the editorial activity should adapt to any type of electronic
publications (websites, Intranets, CDs, DVDs, Blu-Ray Disc, e-newsletters, mobile content,
audiovisual, animations, etc.).
4.5.7.1. Task description
The editorial work in this lot includes drafting texts on all aspects of European Union policies and
activities suited to the requirements of numerous target audiences, such as the general public and its
sub-audiences (various age groups such as children, young people and adults, women, minorities,
local audiences in Members States, etc.), the press and media, professionals working in the private
sector, public administrations, universities, etc.

In general, the work requires journalistic working methods that include conducting research on a
topic, presenting stories where the human-touch perspective is highlighted, success stories,
conducting interviews, etc.
In particular, the editorial and journalistic tasks may include:
o Production of editorial content for electronic publications, e.g. creating, copy-editing and
summarising information so as to present the activities of the European Union.
o Importing and updating the content of an electronic publication.
o Writing and editing editorial and journalistic content based on a previous briefing by the
Author Services.
o Formatting, summarising and updating existing text to adapt it to electronic publications

(websites, mobile applications, etc.) on the basis of previous studies, documents, information
and other material provided.
o Rewriting and adapting existing content to cater for specific target audiences (including local
audiences in the Member States).
o Writing clear and understandable summaries of legislation. For this task, contractors are
required to have both journalistic and legal expertise.
o Updating texts: regular and ad hoc updating of existing content, simple and substantial
amendments to existing content (e.g. summaries of legislation) and updating texts.
o Gathering and compiling information and data: proposing outlines and editorial concepts,
journalistic research for information on specific subjects from sources identified or delivered
by the Publications Office or other institutions, bodies or agencies, or from other sources,
compiling material from different sources, reading and analysing documents, monitoring
various online and printed media, gathering images and illustrations, including management
of related copyright issues.
o Localisation: translation and copy-writing of texts by experienced journalists, adapting texts

to the national context of the reader.
o Translating: translation and linguistic adaptation of texts from and into the official EU
languages.
o Proofreading: the contractor will be required to ensure the linguistic quality in all EU
languages of (original, rewritten or updated) content during the pre-production phase (e.g. in
HTML format or other electronic format), so as to ensure the editorial quality of published
content. This task includes checking that linguistic versions tally, making the necessary
modifications.
o Editorial coordination: continuous content monitoring (inter alia by scanning EU

institutions, bodies and agencies websites for relevant content) to ensure an overall coherent
editorial approach for any given theme or issue.

o Editorial formatting: adapt texts to presentation and readability constraints of electronic

publications, not affecting their substance, complying with the EU institutions’ editorial and
publishing standards.
The content needs to be written using the latest SEO (Search Engine Optimisation) techniques.
The text types that can be requested as output of the editorial activities can be: abstracts, summary
sheets, table of contents, news, editorials, etc.
Linguistic aspect: Normally, texts need to be written in one or all of the following languages:
English, French or German. Translation into one or more official languages is nevertheless
envisaged; If translation is requested, the editorial activity could include reviewing created contents,
preferably by editors specialised in the topic concerned.
Formats: Manuscripts may be provided to the Contractor in various formats. The format used will be
specified with each project request. Page A4 is an unit of measurement for invoicing purposes.
4.5.7.2. Definition of editorial formatting work
Editorial formatting work may be required in order to adapt texts to the presentation and readability
constraints of electronic publications. This editorial formatting must not affect the substance of the
texts and must be tailored to the needs of the publication’s target readership. Texts will be written in
the various official languages of the European Union and must comply with the institutions’ editorial
and publishing quality standards.
For editorial formatting work, the Contractor will receive the basic manuscripts in the various
language versions of the particular publication. The Contractor will have to ensure the editorial
formatting of the documents in the other language versions requested on the order form.
4.5.7.3. Definition of translation
Translations will normally be done by the institutions. Occasionally, the Publications Office may ask
the Contractor to translate the texts into one or all official EU languages, or as the case might be, the
official language of a candidate country. The original texts could be made available in several
linguistic versions; in this case the Contractor might be asked to complete the translations with the
missing languages. This will be specified in the order form.
For the purposes of this call for tender, a page is considered to be 1 500 characters per source
language.
4.5.7.4. Definition of proofreading
The following courses of action are possible for proofreading texts in various language versions:
o proofreading is carried out by the EU institutions, bodies and agencies where the
requirements in terms of drafting and editorial quality are stringent (official publications,
publications intended for institutional partners or the general public, etc.);
o proofreading is carried out by the Contractor, with the Publications Office carrying out an
audit of the work; this course of action will be adopted wherever the Publications Office, in
agreement with the originating department, considers it sufficient.

The Publications Office will use the tools available to it for auditing proofreading and translation
work.
Quality assurance with respect to work performed by the Contractor or its subcontractor, will be
carried out by the specialist departments of the institutions according to 4.2.4 Acceptance of
deliverables. The work may also be subject to external quality control.

5. Annexes
5. ANNEXES
1. PRICE SCHEDULE AND ESTIMATION FORM
2.A FINANCIAL IDENTIFICATION FORM
2.B LEGAL ENTITY FORM
2.C AGREEMENT /POWER OF ATTORNEY, MODEL 1 AND MODEL 2
3. FORM FOR IDENTIFICATION OF THE TENDERER
4. QUESTIONNAIRE FOR JOINT BIDS AND SUBCONTRACTING
5. LIST OF DOCUMENTS
6. DECLARATION ON THE GROUNDS FOR EXCLUSION
7. ECONOMIC AND FINANCIAL CAPACITY QUESTIONNAIRE
8. COMPANY FORM
9. PARF
10. GLOSSARY

Annexes 2A and 2B
Annex 1 Price Schedule and Estimation Form
See attached excel file.
Annex 2A FINANCIAL IDENTIFICATION FORM
A specific form for each Member State is available at the following Internet address:
http://europa.eu/comm/budget/execution/ftiers_en.htm.
Annex 2B LEGAL ENTITY FORM
A specific form for each Member State is available at the following Internet address:
http://europa.eu/comm/budget/execution/legal_entities_en.htm.

Annex 2C, Agreement/Power of attorney
Annex 2C AGREEMENT / POWER OF ATTORNEY
Agreement / Power of attorney

Model 1
(DESIGNATING ONE OF THE COMPANIES OF THE GROUP AS LEADER AND

GIVING A MANDATE TO IT)
We the undersigned:
– Signatory 1 (Name, Function, Company, Registered address, VAT number)

– …..
– Signatory N (Name, Function, Company, Registered address, VAT number),
Each of them having the legal capacity required to act on behalf of his/her company,
HEREBY AGREE AS FOLLOWS:
(1) The European Commission has awarded the framework

contract 10224 (« the Contract ») to Company 1, Company 2, …, Company N (« the Group Members »), based
on the joint offer submitted by them on … ….. for the provision of electronic publications (« the Services »).
(2) As co-signatories of the Contract, all the Group Members:
(a) Shall be jointly and severally liable towards
the European Commission for the performance of the Contract.
(b) Shall comply with the terms and conditions of
the Contract and ensure the proper execution of their respective share of the Services.
(3) To this effect, the Group Members designate Company X
as Group Leader.
[N.B.: The Group Leader has to be one of the Group Members]
(4) Payments by the European Commission related to the
Services shall be made through the Group Leader’s bank account.
[Provide details on bank, address, account number, etc.].
(5) The Group Members grant to the Group Leader all the
necessary powers to act on their behalf in connection with the Services. This mandate involves in particular the
following tasks:
(a) The Group Leader shall sign any contractual
documents — including the framework contract, Orders and Amendments thereto — and issue any
invoices related to the Services on behalf of the Group Members.
(b) The Group Leader shall act as a single point
of contact for the European Commission in connection with the Services to be provided under the
Contract. It shall coordinate the provision of the Services by the Group Members to the European
Commission, and shall ensure the proper administration of the Contract.
Any modification to the present agreement / power of attorney shall be subject to the European Commission’s express
approval.
This agreement / power of attorney shall expire when all the contractual obligations of the Group Members towards the
European Commission in connection with the Services to be provided under the Contract have ceased to exist. The
parties cannot terminate it before that date without the Commission’s consent.
Signed in …. on ……….. ………
Name Name
Function Function

Company Company
Agreement / Power of attorney

Model 2
(CREATING THE GROUP AS A SEPARATE ENTITY, APPOINTING A GROUP

MANAGER AND GIVING A MANDATE TO HIM/HER)
We the undersigned:

– …..
– Signatory N (Name, Function, Company, Registered address, VAT number),
Each of them having the legal capacity required to act on behalf of his/her company,
HEREBY AGREE AS FOLLOWS:
(1) The European Commission has awarded the framework

contract 10224 (« the Contract ») to Company 1, Company 2, …, Company N (« the Group Members »), based
on the joint offer submitted by them on … ….. for the provision of electronic publications (« the Services »).
(2) As co-signatories of the Contract, all the Group Members:
(a) Shall be jointly and severally liable
towards the European Commission for the performance of the Contract.
(b) Shall comply with the terms and
conditions of the Contract and ensure the proper execution of their respective share of the Services.
(3) To this effect, the Group Members have set up under the
laws of ……. the Group ….. (« the Group »). The Group has the legal form of a .…..
[Provide details on registration of the Group: VAT number, Trade register, etc.].
(4) Payments by the European Commission related to the
Services shall be made through the Group’s bank account.
[Provide details on bank, address, account number, etc.].
(5) The Group Members appoint Mr/Ms ……. as Group
Manager.
(6) The Group Members grant to the Group Manager all the
necessary powers to act alone on their behalf in connection with the Services. This mandate involves in
particular the following tasks:
(a) The Group Manager shall sign any contractual documents – including the framework contract and
amendments thereto – and issue any invoices related to the Services on behalf of the Group Members.
(b) The Group Manager shall act as a single point of contact for the European Commission in connection with
the Services to be provided under the Contract. He/she shall coordinate the provision of the Services by the
Group Members to the European Commission, and shall ensure the proper administration of the Contract. Any
modification to the present agreement / power of attorney shall be subject to the European Commission’s
express approval.
This agreement / power of attorney shall expire when all the contractual obligations of the Group Members towards the
European Commission in connection with the Services to be provided under the Contract have ceased to exist. The
parties cannot terminate it before that date without the Commission’s consent.
Signed in ……….. on ……….. ………

Name Name
Function Function
Company Company

Annex 3, Form for identification of the tenderer
Annex 3 FORM FOR IDENTIFICATION OF THE TENDERER
Identification of the tenderer

(to be completed)
acting in the capacity of:
 member of consortium (specify role ……………………………)

members of a consortium, which are not the coordinator, only have to fill in the first
paragraph – identity, a contact person and the last paragraph – declaration
 single tenderer
Information to be included in the contract in case of award
Identity Answer
Official name of tenderer in full

Official legal form
Country of registration
Statutory registration number
Official address of tenderer in full
(Internet address – if applicable)
VAT registration number
Person(s) designated to sign the contract –
name in full and function. Please indicate if
the person(s) are authorised to sign alone
or together*
Bank account Answer

The information should be consistent with the financial
identification form in Annex 2A
Name of bank
Address of branch in full
Exact designation of account holder
Full account number including codes
IBAN code
BIC code

Annex 3, Form for identification of the tenderer
Contact person Answer

For administrative matters
Name in full and title

Function
Company name
Address in full
Telephone number
Fax number
E-mail address
Contact person Answer

for technical matters

Function
Company name
Address in full
Telephone number
Fax number
E-mail address
Declaration by an authorised representative*

I, the undersigned, certify that the information given in this tender is correct, that I accept the conditions
set out in the invitation letter, the tender specifications and the draft contract and that the tender is valid
Function/Position (e.g. ‘manager’)
Telephone number
Fax number
E-mail address
DATE/
SIGNATURE
* The tender must include documents proving that the person(s) designated to sign the contract as well as the person(s) signing the
tender are authorised to do so.

Annex 4, Questionnaire for joint bids and subcontracting
ANNEX 4 QUESTIONNAIRE FOR JOINT BIDS AND SUBCONTRACTING
This questionnaire only has to be completed if your tender involves a joint bid or subcontracting.
Joint bid
1. Does your bid involve more then one tenderer? Yes No
Questions No 2-4 shall be answered only if the answer is affirmative.
2. Please fill in the name of the company having power of attorney for the group of tenderers and
acting as a coordinator:
3. Please fill in the names of the other companies taking part in the joint offer:
4. If a consortium or similar entity exists, please fill in the name and the legal status of the entity:
Subcontracting
5. Does your bid involve subcontracting? Yes No
If the answer is yes, please complete question number 6, and the next page once for each
subcontractor.
6. List of subcontractors:
…….….……………………………….…
…….….……………………………….…
…….….………………………………….
……….………………………………..…
…….….……………………………….…

Annex 4, Questionnaire for joint bids and subcontracting
Reasons, roles, activities and responsibilities of subcontractors
Please complete this page once for each subcontractor:
Name of the subcontractor:

…….….……………………………….………………………………………..
Official legal form:
…….….……………………………….………………………………………..
Country of registration:
…….….……………………………….………………………………………..
Statutory registration number:
…….….……………………………….………………………………………..
(Internet address, if applicable):
…….….……………………………….………………………………………..
Official address in full:
…….….……………………………….………………………………………..
…….….……………………………….………………………………………..
Contact person:
…….….……………………………….………………………………………..
Telephone number:
…….….……………………………….………………………………………..
Reasons for subcontracting:
…….….……………………………….………………………………………..
Role, activities and responsibilities of the subcontractor:
…….….……………………………….………………………………………..
…….….……………………………….………………………………………..
…….….……………………………….………………………………………..
The volume or the proportion of the subcontracting:
…….….……………………………….………………………………………..
Do you intend to rely on capacities from the subcontractor in order to fulfil the selection criteria? If
yes, specify which selection criterion – financial and economic capacity or technical and
professional capacity – and be aware that the tenderer must provide the documents which make it
possible to assess the selection criteria to the extent that the subcontractor puts its resources at the
disposal of the tenderer:
…….….……………………………….………………………………………..
…….….……………………………….………………………………………..

Annex 5, List of documents to provide
ANNEX 5 LIST OF DOCUMENTS TO BE PROVIDED
Place in
Annex to the
DOCUMENT the
specifications
tender
Section One: Administrative information and evidence for access to contract
* Duly signed cover letter ---

(to be provided)
* Financial identification form 2A
(to be completed)
* Legal ‘entity form’ (to be completed) with supporting documents as 2B
described in point 2.4 (to be provided)
 Articles of association
 Proof of registration number and of VAT number
 Documents showing that the person(s) signing the tender and
designated to sign the contract are entitled to do so
* Form for identification of the tenderer (to be completed) 3
Questionnaire for joint bids and subcontracting 4
(if applicable, to be completed)
* If it is a joint bid, a declaration (Agreement/Power of Attorney) signed 2C
by legal representatives of all the partners of the joint bid:
 recognising joint and several liability for all the partners of the
joint bid for the performance of the contract,
 giving one of the partners of the joint bid (coordinator) power of
attorney to represent the other parties to sign and administrate the
contract,
* If subcontracting is involved in the bid, a letter of intent by each ---
subcontractor stating its intention to collaborate with the tenderer if the
contract is awarded to him
* This list of documents to provide (to be completed) 5
* Declaration on grounds for exclusion (to be completed) with the 6

following supporting documents (to be provided):
 a recent extract from the ‘judicial record’ or equivalent
 a recent certificate of having fulfilled obligations relating to the
payment of social security contributions or equivalent
 a recent certificate of having fulfilled obligations relating to the
payment of taxes or equivalent

Annex 5, List of documents to provide
Place in
Annex to the
DOCUMENT the
specifications
tender
a) financial and economic capacity

* Economic and Financial capacity questionnaire (to be completed) 7
Including documents mentioned there (to be provided)
b) technical and professional capacity
Short description of the tenderer’s economic activity (to be provided) ___
List of the principal services (to be provided) ___
* Company Form (to be completed) 8
* Set of PARFs (to be provided) 9
Section Four: Documents relating to the technical award criteria
* Tenderer’s approach to project management (to be provided) ---

Tenderer’s approach to technical issues (to be provided) ---
* Tenderer’s approach to quality assurance (to be provided) ---
Section Five: Documents relating to the financial award criteria
* Price schedule (to be completed) 1

* Estimation form (to be completed) 1

Annex 6, Declaration on grounds for exclusion
ANNEX 6 DECLARATION ON THE GROUNDS FOR EXCLUSION
DECLARATION
1. Pursuant to Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the

Financial Regulation applicable to the general budget of the European Communities (OJ
L 248/1 of 16 September 2002, as amended), I, the undersigned, declare on my honour
that the following grounds for disqualification do not apply to the company or
organisation which I represent, or to me (if the tenderer/subcontractor is a natural
person):
(a) being bankrupt or being wound up, having one's affairs administered by the court, having
entered into an arrangement with creditors, having suspended business activities, being
the subject of proceedings concerning those matters, or being in any analogous situation
arising from a similar procedure provided for in national legislation or regulations;
(b) having been convicted of an offence concerning professional conduct by a judgement

which has the force of res judicata;
(c) being guilty of grave professional misconduct proven by any means which the
contracting authority can justify;
(d) not having fulfilled my obligations relating to the payment of social security
contributions or my obligations relating to the payment of taxes in accordance with the
legal provisions of the country of establishment or with those of the country of the
contracting authority or those of the country where the Contract is to be performed;
(e) having been the subject of a judgment which has the force of res judicata for fraud,
corruption, involvement in a criminal organisation or any other illegal activity
detrimental to the Communities' financial interests;
(f) being subject of the administrative penalty for being guilty of misrepresentation in
supplying the information required by the contracting authority as a condition of
participation in the procurement procedure or for failing to supply an information, or for
being declared to be in serious breach of his obligation under contract covered by the
budget.
For (d), the applicant must submit recent certificates issued by the competent authority of the
country concerned showing that his or her situation is in order.
The Commission will accept as sufficient evidence that none of the cases quoted in (a), (b) or (e)
applies to the tenderer, the production of a recent extract from the ‘judicial record’ or, failing this, of
an equivalent recent document issued by a competent judicial or administrative authority in the
country of origin or residence, showing that these requirements have been met.
Where the country concerned does not issue documents or certificates of the kind required above,
they may be replaced by a sworn, or failing this, a solemn statement, made by the interested party
before a judicial or administrative authority, a notary or a qualified professional body in the country
of origin or provenance.

Annex 6, Declaration on grounds for exclusion
2. Pursuant to Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the

Financial Regulation applicable to the general budget of the European Communities,
published in Official Journal No L 248 of 16 September 2002, as amended, I declare on
my honour that:
- neither the company or organisation that I represent nor any member of its staff or of its
board or any of its directors is placed in a situation of conflict of interests for the
purposes of this tendering procedure;
- I will inform the Commission, without delay, if any situation of conflict of interests or
any situation that may lead to a conflict of interests arises;
- I have not been found guilty of misrepresentation in supplying the information required
by the awarding authority as a condition of participation in the contract procedure or
have failed to supply this information;
- the information given to the Commission for the purposes of this tendering procedure are
accurate, honest and complete.
The Commission reserves the right to check this information.
Done at ....................................................., on ..................................................
Signature:
Name of the signatory(ies) of this form (representative(s) legally authorised to represent the tenderer
vis-à-vis third parties and acting on behalf of the aforementioned company or organisation)
…………………………………………………………………………………….
Name of the company/organisation represented (if applicable):
…………………………………………………………………………………….
Legal address:
…………………………………………………………………………………….

Annex 7 Economic and Financial capacity questionnaire
Annex 7 Economic and financial capacity questionnaire

2008 2007 2006
Total turnover
Turnover related to the requested tasks
Total assets / liabilities
Fixed assets
 Intangible assets
 Tangible assets
 Financial assets
Current assets
 Debtors / debts due within one year
 Debtors / debts due after one year
 Cash (bank & hand)
 Stocks
 Other current assets
Capital
 Subscribed capital
 Reserves
 Profits and loss brought forward
 Provisions
Creditors
 Short term bank debt (to be paid within one year)
 Long term bank debt (to be paid after one year)
 Short term non-bank debt (to be paid within one year)
 Long term non-bank debt (to be paid after one year)
 Other debts
Turnover
Other operating income
Costs of staff
Costs of material
Gross operating profit
Net operating profit
Financial profit
Profit / loss on ordinary activity
Profit / loss for the financial year
Company: Date:
Name: Signature:
The following documents shall be attached:

 Balance sheet for the year 2008;
 Profit and loss account for the year 2008;
 If financial statements have been audited during any of the last three years, a copy of the auditor's statement
(cover page of the auditor's report);
 Evidence of professional risk indemnity insurance.

Annex 8 Company Form

Tenderer 8:
acting as :
 member of consortium (specify role ……………………………)
 main contractor
 subcontractor
Legal form of tenderer :
Date of registration:
Country of registration:
Registration number:
VAT number:
Registered address of tenderer:
Usual administrative address of tenderer:
Person(s) authorised to sign contracts (together or alone) on behalf of the tenderer:
Surname, forename, title (e.g. Dr, Mr, Ms, etc.), function (e.g. manager, etc.).
Contact person for this call for tenders:
Surname, forename, title (e.g. Dr, Mr, Ms, etc.), function (e.g. manager, etc.), telephone
number, fax number, address, e-mail.
Structure of the company:

Number of technical staff : 2007: 2008: 2009:
8 In case of subcontracting or consortium: please specify company name.

Breakdown regarding the different types of services required in the scope of this call for
tender :
Consulting : 2009:
Project management : 2009:
Number of non-technical staff : 2007: 2008: 2009:

Breakdown per category :
Management : 2009:
Sales : 2009:
Secretaries : 2009:
Total technical staff permanently employed by the tenderer, in the tenderer’s IT division
and invoiced for provision of:
only fixed price services : 2009:
only time and means services : 2009:
both : 2009:
Total technical staff non-permanently employed by the tenderer, in the tenderer’s IT

division and invoiced for provision of:
only fixed price services : 2009:
only time and means services : 2009:
both : 2009:
Facts and figures about the company:
Current number of active accounts per activity sector:
Administration :
Banking :
Industry, Telecom and Commerce :
Energy :
Current number of technical staff without contract :
Staff turnover r(in %) : 2006 2007 2008

Annex 9 PARF
Annex 9 Project / activity reference forms (PARFs )
The project/activity reference form must be used to give details about relevant projects and/or
activities the tenderer wants to present as proof of experience with the delivery of services
comparable to those defined in the Technical Specifications.
The technical selection is based on these requested tenderer’s project/activity forms
General rules:
1. The use of the annexed project/activity form is mandatory. Only projects and/or activities
references submitted by using the annexed form will be evaluated.
2. A submitted PARF should be relevant to the subject and requires electronic publishing expertise
for the relevant lot of this call for tender. Projects or activities that do not conform will be
eliminated.
3. The tenderer has to provide at least 3 PARFs per lot and a maximum of 8 PARFs per lot. The
same PARF may be submitted for several lots if relevant.
4. One PARF can fulfil several specific requirements at the same time.
5. If the tenderer submits more than 8 forms per lot, only the first 8 found in the offer will be
analysed in the selection procedure.
6. PARFs shall not be outdated; the project shall be executed during the period 2006-2009. Projects
which started before 01/01/2006 and which are ongoing may be submitted, but only with regards
to its part executed during the reference period in question.
7. A PARF consists of the following three pages. All three pages must be completed. It is forbidden
to add any additional page.

Annex 9 PARF
Project/Activity Form (PARF)

PARF No: …..… page 1 of 3
Tenderer: ……………………………..………………………
Project/Activity name: ……………………………..………………………………
Client information
Client Name: ………………………………….……..………………………
Client Economic Sector: ……………………………..………………………
Public/Private sector? 9
Contact persons: (at least one)
Names Function: Tel. E-mail
1. ……………………………..……………………………..…………………………………
2. ……………………………..……………………………..…………………………………
3. ……………………………..……………………………..…………………………………
Organisation, planning, volumes

Principal contractor for this project/activity (check the appropriate):
 Tenderer  Other => please specify …………………………………………….
Principal location for execution of this project/activity:

 Tenderer's premises  Client's premises  Other: ……………...
Fixed-price contract? (Y/N): …….

Start date (mm/yyyy):……….. End date (mm/yyyy):…………
Total value of the project executed during the period 2006-2009 ………………….. EUR
Value of the project related to the lot and executed by the tenderer during the period 2006-2009 …………….. EUR
Total number of man-days / Number of man-days provided by tenderer's own technical staff by profile (during the
period 2006-2009)
Profile Man-days Profile Man-days Profile Man-days
9 Delete what is not applicable.

Annex 9 PARF

Tenderer: ……………………………..………………………
Description of Project/Activity
Explain the relevance of this project for the lot:
Project/Activity type (development, maintenance, support, study):
Internet address of the project when applicable:
Description (objectives, executed tasks, main functions developed, data volume, etc.):
This PARF demonstrates the specific experience required in the following domain:
 Tasks related to Documentum / Value related to Documentum10 EUR…………..
 Tasks related to SharePoint / Value related to SharePoint EUR…………..
 Tasks related to the development and maintenance using open-source software / Value related to these tasks
EUR…………..
 Tasks related to the development and maintenance using other proprietary software / Value related to these tasks
EUR…………..
 Tasks related to audiovisual production / Value related to these tasks EUR…………..
 Tasks related to multilingual coverage / Value related to multilingual coverage EUR…………..

10 During the period 2006-2009.

Annex 9 PARF

Tenderer: ……………………………..………………………
Technical environment
Project methodology:
Software tools (Name of product(-s) used; Type of software: open source, proprietary, in-house development, etc;
Purpose of the tool):
Hardware/operating systems involved:
Multilingual coverage:
Others:

Annex 10 Glossary
Annex 10 Glossary
Name Description
Approval Final acceptance of a publication or deliverable as being final and

satisfactory in its current state.
Author Services Client; person(s) of an EU institution, body or agency responsible for the
content of a project
Bidder A company or consortium of companies that reply to a call for tender by

making formal offer to supply goods or services at a stated price
Client The Publications Office and/or an Author service
Contractor The company or consortium of companies that have been awarded a

lot(s) of a call for tender and have subsequently been asked to perform a
task via an order form
Cross-Media Cross-media publishing is the publishing of content via printed materials

Publishing and/or electronic media.
Deliverable Tangible result of a task submitted to the originating department for

checking and acceptance. It has to be specified in the planning phase of
the project.
Electronic publication Document(s) recorded and published on a digital medium
Ergonomics The study of the design and arrangement of physical and logical
equipment so that people will interact with the equipment in healthy,
comfortable, and efficient manner.
Framework contract Type of contract concluded for a fixed duration with a contractor, on the
basis of which projects can be allocated and produced
Graphic design Graphic design for the presentation and layout of an electronic
publication
GUI (Graphical User The activity concerned with the interfaces of the software system
Interface) contained in the software requirements and software interface
requirements documentation. Consolidates the interface descriptions into
a single interface description of the software system
Html prototype Prototype of a web page provided in html format with some or all
functioning hyperlinks
Index page The main entrance page or homepage of a website that normally
describes the sites contents. It is what a search engine will index when it
goes to the website to find its content.
Indexation The purpose of indexing is to facilitate access to the content of a

document or set of documents on the basis of a subject or combination

Annex 9 PARF
Name Description
of subjects (using the Boolean operators AND, OR, NOT).
It is often a prerequisite for good indexation that the structure of

documents or several headings (also called "fields" or "zones") must
correspond to information categories which are clearly defined and
identified, are locatable within the documents and will subsequently be
the subject of searches.
IPG Information Provider's Guide: Rules to which every site hosted on the
Commission's Europa server must conform.
Legacy system A computer system or application program which continues to be used

because of the cost of replacing or redesigning it and often despite its
poor competitiveness and compatibility with modern equivalents. The
implication is that the system is large, monolithic and difficult to modify.
Look and feel Term referring to the graphic design and structure of a website
Manuscript Various components of a publication (text, tables, graphics, sound, audio

and video, etc.) as supplied by the originating department.
Mapping The process of breaking down or combining existing documents into

logical content components or chunks, thereby separating the content
from its container. A content chunk is not a sentence or a paragraph or a
page. Rather, it is the most finely grained portion of content that merits
or requires individual treatment.
The content must be mapped onto the information architecture.
Source: http://www.en8848.com.cn/reilly
%20books/webdesign/infoarch/ch09_02.htm
Master Original source files of a final publication to allow further reproduction

and editing
Model Structure of the publication, without data or final data.
Multimedia Publications containing text, graphics, image, sound, video and/or

publication animations on whatever medium (CD, DVD, Internet site, video, etc.)
Official An employee who has been appointed, as provided for in these Staff
Regulations, to an established post on the staff of Publications Office by
an instrument issued by the Appointing Authority of this institution.
Official publication An official publication is a document produced or disseminated,

nationally or internationally, by a public body (ministry, office,
secretariat of state, etc.) or by a person belonging to such a body. The
author of an official publication may thus be a body or an individual
person.

Annex 10 Glossary
Name Description
Official publications encompass various document types: documents of

an administrative nature (list of members, annual financial reports, etc.).
Open-source software A software program bound by the following principles, among others:
- The license shall not restrict any party from selling or giving
away the software as a component of an aggregate software
distribution containing programs from several different sources.
- The program must include source code, and must allow
distribution in source code as well as compiled form.
- The license must allow modifications and derived works, and
must allow them to be distributed under the same terms as the
license of the original software.
Source: http://www.opensource.org/docs/osd
Order form (or Contract specifying details of a particular project based on the
specific contract) previously signed framework contract
Project leader An employee in charge of coordinating and following up on the project

from the beginning until the final delivery
Project plan Identification of phases, tasks, man-days by deliverable, deliverables,

prerequisites and provisional timetable.
Proprietary software A computer software which is the legal property of one party. The terms
of use for other parties is defined by contracts or licensing agreements.
These terms may include various privileges to share, alter, dissemble,
and use the software and its code.
Source http://en.wikipedia.org/wiki/Proprietary_software
Prototype Publication structure, simulated data or representative sub-set of data

used to portray the publication.
Publications on Publications with the same content on different media with the same or a
various media different layout.
Quality control Testing, debugging and validation of a deliverable before releasing for
distribution/dissemination
Request The action of asking a contractor to perform a given task and submit an
offer and a project plan.
Rich media packages A broad range of digital interactive media that can be downloadable or
embedded in a webpage. If downloadable, it can be viewed or used
offline with media players such as Real Networks' RealPlayer, Microsoft
Media Player, or Apple's QuickTime, among others.
These media are characterised by dynamic motion.
Scenario A scenario specifies an objective, the partners, activities, technical

Annex 9 PARF
Name Description
solutions to be applied, scale, pre-conditions, timetable, and risk factors.
Search Engine The process of making changes to a website (structure, content, link)
Optimisation with the goal of improving the volume and quality of traffic from search
engines via ‘organic’ search results. Normally, these activities will result
in being ranked higher on the search result list, i.e. to be displayed
earlier on the list.
Service level Document describing the responsibilities of the various parties involved
agreement in the project, setting out the service requirements and stating the
organisational and operational arrangements.
Subcontractor A subcontractor is company or consortium of companies that signs a

contract to perform part or all of the obligations of another company's
contract.
Tenderer A company or consortium of companies that reply to a call for tender by

making formal offer to supply goods or services at a stated price.
Test plan The period of time in the software life cycle during which the
components of a software product are evaluated and integrated, and the
software product is evaluated to determine whether or not requirements
have been satisfied.
Where no software development is involved, the test plan includes all

the activities aimed at discovering whether or how well the electronic
publication works and ensuring that its behaviour respects what specified in the order form.
Usability The level of handling and accessibility of an application. It assesses how

easy it is to use a user interface. The term also refers to methods for
improving the ease of use in the design process.
Validation The review of a draft publication or deliverable done by the Publications

Office and/or the Author Service. This review can lead to the request of
modifications on the publications to be performed by the contractor or to
the approval
Publication mock-up Prototype or model of a publication or user interface provided in graphic

form.

General Invitation To Tender

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General Invitation To Tender

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GENERAL INVITATION TO TENDER

Provision of electronic publications

Invitation to tender No 10224 1/70

Invitation to tender No 10224 2/70

Invitation to tender No 10224 3/70

1. PRELIMINARY INFORMATION CONCERNING THE INVITATION TO TENDER

These specifications follow the publication of:

1.1. Presentation of the Publications Office

Useful web sites

1.2. Nature of the contract

Invitation to tender No 10224 4/70

Remarks regarding competitive framework contracts (lots 1-5):

1.3. Subject and background of the contract

Invitation to tender No 10224 5/70

The different services covered by the call for tender are:

Lot 1 Electronic publishing based on Documentum CWCMS (Corporate Web Content

Lot 2 Electronic publishing based on Microsoft SharePoint Server.

Lot 3 Electronic publishing based on open-source platforms.

Lot 4 Electronic publishing based on other proprietary platforms. Offline products.

Lot 5 Audiovisual production.

Lot 6 Editorial services for electronic publications.

1.4. Starting date of the contract and duration of the tasks/contract

1.6. Terms of payment

1.7. Financial Guarantees

Invitation to tender No 10224 6/70

1.8. Place of performance

1.9. General terms and conditions for the submission of tenders

1.10. Period of validity of the tender

1.11. Visit to the premises

1.12. Date and place of opening of the tenders

Address of the Publications Office:

Fax: (352) 2929-42672

Invitation to tender No 10224 7/70

2. THE TENDER AND THE EVALUATION

2.1. Assessment and award of contract

The aims of each of these stages are:

2.2. Form and content of the tender

Invitation to tender No 10224 8/70

2.3. Structure of the tender

All tenders must be presented in the following five sections:

Section One: administrative information

2.4. Section one: administrative information

In the first section, the tenderer must provide the following:

 A duly signed cover letter

 the completed form for identification of the tenderer, as provided in Annex 3,

Invitation to tender n°10224 9/70

 a legible copy of the instrument of incorporation or constitution, and a copy of the

2.5. Section two: exclusion criteria

2.5.1. Documents relating to the exclusion criteria

Invitation to tender No 10224 10/70

2.5.3. Administrative and financial penalties

Invitation to tender n°10224 11/70

2.6. Section three: selection criteria

2.6.1.1. Documents to provide concerning the financial and economic capacity

2.6.2. Technical and professional capacity of the tenderer

2.6.2.1. Documents to provide concerning the technical and professional

Invitation to tender No 10224 12/70

o Company Form (see: Annex 8);

2.6.2.2. Evaluation of the technical and professional capacity

Invitation to tender n°10224 13/70

2.7. Section four: award criteria – technical bid

2.7.1. Documents to provide concerning the technical award criteria

Invitation to tender No 10224 14/70