EUROPEAN COMMISSION

DG Employment, Social Affairs and Inclusion

Resources, Communication
Communication, CAD

Framework Service Contract

Contract title Framework contract for services in support of communication

activities in the field of employment, social affairs and inclusion

Contract ref. no. VC/2011/0431

The above title and reference no. must be quoted in all correspondence
with the Commission.

Contractor .........
.........

Other administrative information

Department DG EMPL.G.3

Pre-information notice O.J. publication ref. no: —

Call for tenders DG EMPL ref. no: VT/2011/051 of ………
Contract notice O.J. publication ref. no: ………
EPIC (CIAME) ref. no: ………/………
Service category no: A11

Type of Contract V/SE/FRASEC02

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The European Union (hereinafter referred to as “the Union”),
represented by the European Commission (hereinafter referred to as “the Commission”),
which is represented for the purposes of the signature of this Contract by Maria-Jose CUETO
FAUS, Acting Head of Unit - EMPL.G.3, DG Employment, Social Affairs and Inclusion,

on the one part,

AND

………(official name in full),

registered legal form: ………,
statutory registration number: ………,
official address in full: ………,
VAT registration number: ………,
(hereinafter referred to as “the Contractor”),
represented for the purposes of the signature of this Contract by ………(forename and name
in full), ………(function),

of the other part,

HAVE AGREED

the Special Conditions and the General Conditions below and the following Annexes:
− Annex I Tender Specifications (Invitation to Tender No. VT/2011/051 of ………) and
Monitoring
− Annex II Contractor's Tender (Registre CAD Ref. No. ……… of ………)
− Annex III Model Forms
− Annex IV CVs and classification of experts
which form an integral part of this Contract (hereinafter referred to as “the Contract”).

The terms set out in the Special Conditions shall take precedence over those in the other parts of the
Contract. The terms set out in the General Conditions shall take precedence over those in the
Annexes. The terms set out in the Contract shall take precedence over those in the Orders. The terms
set out in the Tender Specifications (Annex I) shall take precedence over those in the Tender
(Annex II).

Subject to the above, the several instruments forming part of the Contract are to be taken as mutually
explanatory. Ambiguities or discrepancies within or between such parts shall be explained or rectified
by a written instruction issued by the Commission, subject to the rights of the Contractor under
Article I.8 should he dispute any such instruction.

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I. Special conditions

Article I.1 Subject

I.1.1. The subject of the Contract is: Framework contract for services in support of
communication activities in the field of employment, social affairs and inclusion.

I.1.2. Signature of the Contract imposes no obligation on the Commission to purchase. Only
implementation of the Contract through Orders is binding on the Commission.

I.1.3. Once implementation of the Contract has been asked or has commenced, the Contractor shall
reply and execute the tasks in accordance with all terms and conditions of the Contract.

I.1.4. All Orders implementing the Contract shall conform to the terms set out therein.

I.1.5. The Contract does not confer on the Contractor any exclusive right to provide the services
described in Annex I to the Commission.

Article I.2 Duration

I.2.1. The Contract shall enter into force on the date on which it is signed by the last contracting
party. The date of signature of the present Contract is that of the date stamp applied by the postal
services of DG Employment, Social Affairs and Inclusion on the title page of the present Contract after
it has been signed by both parties.

I.2.2. Under no circumstances may implementation commence before the date on which the
Contract enters into force. Execution of the tasks may under no circumstances begin before the date
on which the Order enters into force.

I.2.3. The Contract is concluded for a period of 24 months with effect from the date on which it
enters into force. This contractual period and all other periods specified in the Contract are calculated
in calendar days unless otherwise indicated.

I.2.4. The Orders shall be signed before the Contract to which they refer expires.

The Contract shall continue to apply to such Orders after its expiry, but no later than 6 months.

I.2.5. The Contract may be renewed up to 1 time(s), each time for a period of 24 months, only
before expiry of the Contract and with the express written agreement of the parties. Renewal does not
imply any modification or deferment of existing obligations.

Article I.3 Prices

I.3.1. The prices of the services shall be as listed in Annex II.

The maximum total amount of the Contract may not exceed EUR 14 000 000.00 for the totality of
Orders.

I.3.2. Prices shall be expressed in EUR.

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I.3.3. Price revisions
Prices shall be fixed and not subject to revision for implementation during the first year of duration of
the Contract.

From the beginning of the second year of duration of the Contract, 80% of each price may be revised
upwards or downwards each year, where such revision is requested by one of the contracting parties
by registered letter no later than three months before the anniversary of the date on which it was
signed. The Commission shall purchase on the basis of the prices in force on the date on which orders
are signed. Such prices shall not be subject to revision.

This revision shall be determined by the trend in the consumer price index of the State in whose
currency Contract price is expressed.
Revision shall be calculated in accordance with the following formula: Pr = Po x [0,2 + 0,8 (Ir / Io)]
where:
− Pr = revised price;
− Po = price in the original tender;
− Io = index for the month corresponding to the final date for submission of tenders;
− Ir = index for the month corresponding to the date of receipt of the letter requesting a revision
of prices.

I.3.4. Travel, subsistence and shipment expenses

In addition to the total amount specified in each order, travel, subsistence and shipment expenses
shall be reimbursed in accordance with Article II.7.

Article I.4 Implementation of the Contract

I.4.1. Within 10 working days of the date of notification of a request for services by the Commission,
the Contractor shall send the latter a duly substantiated estimate of the resources to be allocated for
this purpose.

I.4.2. The Commission shall then send an order form, duly signed and dated, containing the
accepted bid and indicating the start date of the tasks and the deadline for their execution.

Article I.5 Payment periods

Payments under the Contract shall be made in accordance with Article II.4. Payments shall be
executed only if the Contractor has fulfilled all his contractual obligations by the date on which the
invoice is submitted. Payment requests may not be made if payments for previous orders have not
been executed as a result of default or negligence on the part of the Contractor.

I.5.1. Pre-financing
Within 30 days of the start date of the tasks and the reception of the relevant invoice, indicating the
reference number of the Contract and of the Order Form to which it refers, pre-financing payment of
30% of the total value of the Order shall be made.

I.5.2. Interim payment

Not applicable.

I.5.3. Payment of the balance

The request for payment of the balance by the Contractor shall be admissible if accompanied by:
− the final technical report in accordance with the instructions laid down in Annex I,
− the relevant invoices indicating the reference number of the Contract and of the Order to
which they refer,
provided the report has been approved by the Commission.

The Commission shall have 60 days from receipt to approve or reject the report, and the Contractor
shall have 30 days in which to submit additional information or a new report.

Within 30 days of the date on which the report is approved by the Commission, payment of the
balance corresponding to the relevant invoice shall be made.

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Only for Contractors to who VAT applies and with fiscal imposition in Belgium:
For Contractors established in Belgium, the Orders shall include the following provision: “En Belgique,
l’utilisation de ce bon de commande vaut présentation d’une demande d’exemption de la TVA n° 450”
or an equivalent statement in the Dutch or German language. The Contractor shall include the
following statement in his invoice(s): “Exonération de la TVA, Article 42, § 3.3 du code de la TVA” or
an equivalent statement in the Dutch or German language.

I.5.4. Performance guarantee

Not applicable.

Article I.6 Bank account

Payments shall be made to the Contractor’s bank account denominated in euro 1, identified 2 as
follows:
− Name of bank: ………
− Address of branch in full: ………
− Exact designation of account holder: ………
− Full account number including codes: ………
− IBAN or, if non available, BIC code: —

Article I.7 General administrative provisions

Any communication relating to the Contract or to its implementation shall be made in writing and shall
bear the Contract and Order numbers. Ordinary mail shall be deemed to have been received by the
Commission on the date on which it is registered by the department responsible indicated below.
Communications shall be sent to the following addresses:

Commission
European Commission
Directorate-General Employment, Social Affairs and Inclusion
EMPL.G.3
B-1049 Brussels (Belgium)

Contractor
……… (Mr/Mrs/Ms + forename and name)
……… (function)
……… (company name)
……… (official address in full)

Article I.8 Applicable law and settlement of disputes

I.8.1. The Contract shall be governed by Union law, complemented, where necessary, by the
national substantive law of Belgium.

I.8.2. Any dispute between the parties resulting from the interpretation or application of the Contract
which cannot be settled amicably shall be brought before the courts of Brussels.

Article I.9 Data protection

Any personal data included in the Contract shall be processed pursuant to Regulation (EC) No
45/2001 on the protection of individuals with regard to the processing of personal data by the
Community institutions and bodies and on the free movement of such data. Such data shall be

1 Or local currency where the receiving country does not allow transactions in EUR.
2 By a document issued or certified by the bank.

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processed solely for the purposes of the performance, management and monitoring of the Contract by
DG Employment, Social Affairs and Inclusion acting as data controller without prejudice to possible
transmission to the bodies charged with monitoring or inspection task in application of Union law.

Article I.10 Termination by either contracting party

Either contracting party may, of its own volition and without being required to pay compensation,
terminate the Contract by serving 30 days formal prior notice.

Should the Commission terminate the Contract, the Contractor shall only be entitled to payment
corresponding to the services ordered before the termination date. On receipt of the letter terminating
the Contract, the Contractor shall take all appropriate measures to minimise costs, prevent damage,
and cancel or reduce his commitments. He shall draw up the documents required by the Special
Conditions for the services rendered up to the date on which termination takes effect, within a period
not exceeding sixty days from that date.

Article I.11 Other special conditions

Provisions amending conditions of the Contract:

1- In addition to the costs mentioned in Art. I.3.4, costs related to purchase (copyright) of copyrighted
material such as images, music, etc. shall be eligible for reimbursement under this Contract in line with
section 6.4 of the Tender Specifications (see Annex I).

2- Art. I.5.1 concerning pre-financing shall only apply for specific Orders for services and only if the
amount of the single order is above 30.000 EUR.
Within 30 days of the reception date of the relevant invoice (indicating the reference number of the
Order for services to which it refers), a pre-financing payment of 30% of the "Fees and direct costs" of
the order shall be made.
For pre-financing payments equal to or above 150.000 EUR, a duly constituted financial guarantee
equal to at least the value of the invoiced pre-financing payment shall be submitted by the contractor.
In this case, the 30 days time limit for the pre-financing payment shall only start upon submission of
the financial guarantee.

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II. General conditions

Article II.1 Performance of the Contract

II.1.1. The Contractor shall perform the Contract to the highest professional standards. The
Contractor shall have sole responsibility for complying with any legal obligations incumbent on him,
notably those resulting from employment, tax and social legislation.

II.1.2. The Contractor shall have sole responsibility for taking the necessary steps to obtain any
permit or licence required for performance of the Contract under the laws and regulations in force at
the place where the tasks assigned to him are to be executed.

II.1.3. Without prejudice to Article II.3 any reference made to the Contractor’s staff in the Contract
shall relate exclusively to individuals involved in the performance of the Contract.

II.1.4. The Contractor must ensure that any staff performing the Contract have the professional
qualifications and experience required for the execution of the tasks assigned to him.

II.1.5. The Contractor shall neither represent the Commission nor behave in any way that would give
such an impression. The Contractor shall inform third parties that he does not belong to the European
public service.

II.1.6. The Contractor shall have sole responsibility for the staff who execute the tasks assigned to
him.

The Contractor shall make provision for the following employment or service relationships with his
staff:
− staff executing the tasks assigned to the Contractor may not be given orders direct by the
Commission;
− the Commission may not under any circumstances be considered to be the staff's employer
and the said staff shall undertake not to invoke in respect of the Commission any right arising
from the contractual relationship between the Commission and the Contractor.

II.1.7. In the event of disruption resulting from the action of a member of the Contractor's staff
working on Commission premises or in the event of the expertise of a member of the Contractor's staff
failing to correspond to the profile required by the Contract, the Contractor shall replace him without
delay. The Commission shall have the right to request the replacement of any such member of staff,
stating its reasons for so doing. Replacement staff must have the necessary qualifications and be
capable of performing the Contract under the same contractual conditions. The Contractor shall be
responsible for any delay in the execution of the tasks assigned to him resulting from the replacement
of staff in accordance with this Article.

II.1.8. Should any unforeseen event, action or omission directly or indirectly hamper execution of the
tasks, either partially or totally, the Contractor shall immediately and on his own initiative record it and
report it to the Commission. The report shall include a description of the problem and an indication of
the date on which it started and of the remedial action taken by the Contractor to ensure full
compliance with his obligations under the Contract. In such event the Contractor shall give priority to
solving the problem rather than determining liability.

II.1.9. Should the Contractor fail to perform his obligations under the Contract in accordance with the
provisions laid down therein, the Commission may - without prejudice to its right to terminate the
Contract - reduce or recover payments in proportion to the scale of the failure. In addition, the
Commission may impose penalties or liquidated damages provided for in Article II.16.

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 Article II.2 Liability
II.2.1. The Commission shall not be liable for damage sustained by the Contractor in performance of
the Contract except in the event of wilful misconduct or gross negligence on the part of the
Commission.

II.2.2. The Contractor shall be liable for any loss or damage caused by himself in performance of the
Contract, including in the event of subcontracting under Article II.13. The Commission shall not be
liable for any act or default on the part of the Contractor in performance of the Contract.

II.2.3. The Contractor shall provide compensation in the event of any action, claim or proceeding
brought against the Commission by a third party as a result of damage caused by the Contractor in
performance of the Contract.

II.2.4. In the event of any action brought by a third party against the Commission in connection with
performance of the Contract, the Contractor shall assist the Commission. Expenditure incurred by the
Contractor to this end may be borne by the Commission.

II.2.5. The Contractor shall take out insurance against risks and damage relating to performance of
the Contract if required by the relevant applicable legislation. He shall take out supplementary
insurance as reasonably required by standard practice in the industry. A copy of all the relevant
insurance contracts shall be sent to the Commission should it so request.

Article II.3 Conflict of Interests

II.3.1. The Contractor shall take all necessary measures to prevent any situation that could
compromise the impartial and objective performance of the Contract. Such conflict of interests could
arise in particular as a result of economic interest, political or national affinity, family or emotional ties,
or any other relevant connection or shared interest. Any conflict of interests which could arise during
performance of the Contract must be notified to the Commission in writing without delay. In the event
of such conflict, the Contractor shall immediately take all necessary steps to resolve it.

The Commission reserves the right to verify that such measures are adequate and may require
additional measures to be taken, if necessary, within a time limit which it shall set. The Contractor
shall ensure that his staff, board and directors are not placed in a situation which could give rise to
conflict of interests. Without prejudice to Article II.1 the Contractor shall replace, immediately and
without compensation from the Commission, any member of his staff exposed to such a situation.

II.3.2. The Contractor shall abstain from any contact likely to compromise his independence.

II.3.3. The Contractor declares:

− that he has not made and will not make any offer of any type whatsoever from which an
advantage can be derived under the Contract,
− that he has not granted and will not grant, has not sought and will not seek, has not attempted
and will not attempt to obtain, and has not accepted and will not accept, any advantage,
financial or in kind, to or from any party whatsoever, where such advantage constitutes an
illegal practice or involves corruption, either directly or indirectly, inasmuch as it is an incentive
or reward relating to performance of the Contract.

II.3.4. The Contractor shall pass on all the relevant obligations in writing to his staff, board, and
directors as well as to third parties involved in performance of the Contract. A copy of the instructions
given and the undertakings made in this respect shall be sent to the Commission should it so request.

Article II.4 Invoicing and Payments

II.4.1. Pre-financing
Where required by Article I.5.1, the Contractor shall provide a financial guarantee in the form of a bank
guarantee or equivalent supplied by a bank or an authorised financial institution (guarantor) equal to

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the amount indicated in the same Article to cover pre-financing under the Contract. Such guarantee
may be replaced by a joint and several guarantee by a third party.

The guarantor shall pay to the Commission at its request an amount corresponding to payments made
by it to the Contractor which have not yet been covered by equivalent work on his part.
The guarantor shall stand as first-call guarantor and shall not require the Commission to have
recourse against the principal debtor (the Contractor).

The guarantee shall specify that it enters into force at the latest on the date on which the Contractor
receives the pre-financing. The Commission shall release the guarantor from its obligations as soon
as the Contractor has demonstrated that any pre-financing has been covered by equivalent work. The
guarantee shall be retained until the pre-financing has been deducted from interim payments or
payment of the balance to the Contractor. It shall be released the following month. The cost of
providing such guarantee shall be borne by the Contractor.

II.4.2. Interim payment

At the end of each of the periods indicated in Annex I the Contractor shall submit to the Commission a
formal request for payment accompanied by those of the following documents which are provided for
in the Special Conditions:
− an interim technical report in accordance with the instructions laid down in Annex I;
− the relevant invoices indicating the reference number of the Contract and of the order or
specific contract to which they refer;
− statements of reimbursable expenses in accordance with Article II.7.

If the report is a condition for payment, on receipt the Commission shall have the period of time
indicated in the Special Conditions in which:
− to approve it, with or without comments or reservations, or suspend such period and request
additional information; or
− to reject it and request a new report.

If the Commission does not react within this period, the report shall be deemed to have been
approved. Approval of the report does not imply recognition either of its regularity or of the
authenticity, completeness or correctness of the declarations or information enclosed.

Where the Commission requests a new report because the one previously submitted has been
rejected, this shall be submitted within the period of time indicated in the Special Conditions. The new
report shall likewise be subject to the above provisions.

II.4.3. Payment of the balance

Within sixty days of completion of the tasks referred to in each order or specific contract, the
Contractor shall submit to the Commission a formal request for payment accompanied by those of the
following documents, which are provided for in the Special Conditions:
− a final technical report in accordance with the instructions laid down in Annex I;
− the relevant invoices indicating the reference number of the Contract and of the order or
specific contract to which they refer;
− statements of reimbursable expenses in accordance with Article II.7.

If the report is a condition for payment, on receipt the Commission shall have the period of time
indicated in the Special Conditions in which:
− to approve it, with or without comments or reservations, or suspend such period and request
additional information; or
− to reject it and request a new report.

If the Commission does not react within this period, the report shall be deemed to have been
approved. Approval of the report does not imply recognition either of its regularity or of the
authenticity, completeness or correctness of the declarations and information enclosed.

Where the Commission requests a new report because the one previously submitted has been
rejected, this shall be submitted within the period of time indicated in the Special Conditions. The new
report shall likewise be subject to the above provisions.

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 Article II.5 General Provisions concerning Payments
II.5.1. Payments shall be deemed to have been made on the date on which the Commission's
account is debited.

II.5.2. The payment periods referred to in Article I.5 may be suspended by the Commission at any
time if it informs the Contractor that his payment request is not admissible, either because the amount
is not due or because the necessary supporting documents have not been properly produced. In case
of doubt on the eligibility of the expenditure indicated in the payment request, the Commission may
suspend the time limit for payment for the purpose of further verification, including an on-the-spot
check, in order to ascertain, prior to payment, that the expenditure is eligible.

The Commission shall notify the Contractor accordingly and set out the reasons for the suspension by
registered letter with acknowledgment of receipt or equivalent. Suspension shall take effect from the
date of dispatch of the letter. The remainder of the period referred to in Article I.5 shall begin to run
again once the suspension has been lifted.

II.5.3. In the event of late payment the Contractor shall be entitled to interest, provided the calculated
interest exceeds EUR 200. In case interest does not exceed EUR 200, the Contractor may claim
interest within two months of receiving the payment. Interest shall be calculated at the rate applied by
the European Central Bank to its most recent main refinancing operations (“the reference rate”) plus
seven percentage points (“the margin”). The reference rate in force on the first day of the month in
which the payment is due shall apply. Such interest rate is published in the C series of the Official
Journal of the European Union. Interest shall be payable for the period elapsing from the calendar day
following expiry of the time limit for payment up to the day of payment. Suspension of payment by the
Commission may not be deemed to constitute late payment.

Article II.6 Recovery

II.6.1. If total payments made exceed the amount actually due or if recovery is justified in accordance
with the terms of the Contract, the Contractor shall reimburse the appropriate amount in euro on
receipt of the debit note, in the manner and within the time limits set by the Commission.

II.6.2. In the event of failure to pay by the deadline specified in the request for reimbursement, the
sum due shall bear interest at the rate indicated in Article II.5.3. Interest shall be payable from the
calendar day following the due date up to the calendar day on which the debt is repaid in full.

II.6.3. In the event of failure to pay by the deadline specified in the request for reimbursement, the
Commission may, after informing the Contractor, recover amounts established as certain, of a fixed
amount and due by offsetting, in cases where the Contractor also has a claim on the Union that is
certain, of a fixed amount and due. The Commission may also claim against the guarantee, where
provided for.

Article II.7 Reimbursements

II.7.1. Where provided by the Special Conditions or by Annex I, the Commission shall reimburse the
expenses that are directly connected with execution of the tasks on production of original supporting
documents, including receipts and used tickets.

II.7.2. Travel and subsistence expenses shall be reimbursed, where appropriate, on the basis of the
shortest itinerary.

II.7.3. Travel expenses shall be reimbursed as follows:

(a) travel by air shall be reimbursed up to the maximum cost of an economy class ticket at the
time of the reservation;
(b) travel by boat or rail shall be reimbursed up to the maximum cost of a first class ticket;

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 (c) travel by car shall be reimbursed at the rate of one first class rail ticket for the same journey
and on the same day;
(d) travel outside Union territory shall be reimbursed under the general conditions stated above
provided the Commission has given its prior written agreement.

II.7.4. Subsistence expenses shall be reimbursed on the basis of a daily allowance as follows:
(a) for journeys of less than 200 km (return trip) no subsistence allowance shall be payable;
(b) daily subsistence allowance shall be payable only on receipt of a supporting document proving
that the person concerned was present at the place of destination;
(c) daily subsistence allowance shall take the form of a flat-rate payment to cover all subsistence
expenses, including accommodation, meals, local transport, insurance and sundries;
(d) daily subsistence allowance, where applicable, shall be reimbursed at the rate specified in
Article I.3.

II.7.5. The cost of shipment of equipment or unaccompanied luggage shall be reimbursed provided
the Commission has given prior written authorisation.

Article II.8 Ownership of the Results – Intellectual and industrial

Property
Any results or rights thereon, including copyright and other intellectual or industrial property rights,
obtained in performance of the Contract, shall be owned solely by the Union, which may use, publish,
assign or transfer them as it sees fit, without geographical or other limitation, except where industrial
or intellectual property rights exist prior to the Contract being entered into.

Article II.9 Confidentiality

II.9.1. The Contractor undertakes to treat in the strictest confidence and not make use of or divulge
to third parties any information or documents which are linked to performance of the Contract. The
Contractor shall continue to be bound by this undertaking after completion of the tasks.

II.9.2. The Contractor shall obtain from each member of his staff, board and directors an undertaking
that they will respect the confidentiality of any information which is linked, directly or indirectly, to
execution of the tasks and that they will not divulge to third parties or use for their own benefit or that
of any third party any document or information not available publicly, even after completion of the
tasks.

Article II.10 Use, Distribution and Publication of Information

II.10.1. The Contractor shall authorise the Commission to process, use, distribute and publish, for
whatever purpose, by whatever means and on whatever medium, any data contained in or relating to
the Contract, in particular the identity of the Contractor, the subject matter, the duration, the amount
paid and the reports. Where personal data is concerned, Article I.9 shall apply.

II.10.2. Unless otherwise provided by the Special Conditions, the Commission shall not be required to
distribute or publish documents or information supplied in performance of the Contract. If it decides not
to publish the documents or information supplied, the Contractor may not have them distributed or
published elsewhere without prior written authorisation from the Commission.

II.10.3. Any distribution or publication of information relating to the Contract by the Contractor shall
require prior written authorisation from the Commission and shall mention the amount paid by the
Union. It shall state that the opinions expressed are those of the Contractor only and do not represent
the Commission's official position.

II.10.4. The use of information obtained by the Contractor in the course of the Contract for purposes
other than its performance shall be forbidden, unless the Commission has specifically given prior
written authorisation to the contrary.

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 Article II.11 Taxation
II.11.1. The Contractor shall have sole responsibility for compliance with the tax laws which apply to
him. Failure to comply shall make the relevant invoices invalid.

II.11.2. The Contractor recognises that the Commission is, as a rule, exempt from all taxes and
duties, including value added tax (VAT), pursuant to the provisions of Articles 3 and 4 of the Protocol
on the Privileges and Immunities of the European Union.

II.11.3. The Contractor shall accordingly complete the necessary formalities with the relevant
authorities to ensure that the goods and services required for performance of the Contract are exempt
from taxes and duties, including VAT.

II.11.4. Invoices presented by the Contractor shall indicate his place of taxation for VAT purposes and
shall specify separately the amounts not including VAT and the amounts including VAT.

Article II.12 Force majeure

II.12.1. Force majeure shall mean any unforeseeable and exceptional situation or event beyond the
control of the contracting parties which prevents either of them from performing any of their obligations
under the Contract, was not due to error or negligence on their part or on the part of a subcontractor,
and could not have been avoided by the exercise of due diligence. Defects in equipment or material or
delays in making it available, labour disputes, strikes or financial problems cannot be invoked as force
majeure unless they stem directly from a relevant case of force majeure.

II.12.2. Without prejudice to the provisions of Article II.1.8, if either contracting party is faced with force
majeure, it shall notify the other party without delay by registered letter with acknowledgment of receipt
or equivalent, stating the nature, likely duration and foreseeable effects.

II.12.3. Neither contracting party shall be held in breach of its contractual obligations if it has been
prevented from performing them by force majeure. Where the Contractor is unable to perform his
contractual obligations owing to force majeure, he shall have the right to remuneration only for tasks
actually executed.

II.12.4. The contracting parties shall take the necessary measures to reduce damage to a minimum.

Article II.13 Subcontracting

II.13.1. The Contractor shall not subcontract without prior written authorisation from the Commission
nor cause the Contract to be performed in fact by third parties.

II.13.2. Even where the Commission authorises the Contractor to subcontract to third parties, he shall
none the less remain bound by his obligations to the Commission under the Contract and shall bear
exclusive liability for proper performance of the Contract.

II.13.3. The Contractor shall make sure that the subcontract does not affect rights and guarantees to
which the Commission is entitled by virtue of the Contract, notably Article II.17.

Article II.14 Assignment

II.14.1. The Contractor shall not assign the rights and obligations arising from the Contract, in whole
or in part, without prior written authorisation from the Commission.

II.14.2. In the absence of the authorisation referred to in 1 above, or in the event of failure to observe
the terms thereof, assignment by the Contractor shall not be enforceable against and shall have no
effect on the Commission.

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 Article II.15 Termination by the Commission
II.15.1. The Commission may terminate the Contract, a pending order or a specific contract in the
following circumstances:
(a) where the Contractor is being wound up, is having his affairs administered by the courts, has
entered into an arrangement with creditors, has suspended business activities, is the subject
of proceedings concerning those matters, or is in any analogous situation arising from a
similar procedure provided for in national legislation or regulations;
(b) where the Contractor has not fulfilled 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 he is established or with those of the country applicable to the Contract or those of the
country where the Contract is to be performed;
(c) where the Commission has evidence or seriously suspects the Contractor or any related entity
or person, of professional misconduct;
(d) where the Commission has evidence or seriously suspects the Contractor or any related entity
or person, of fraud, corruption, involvement in a criminal organisation or any other illegal
activity detrimental to the Union's financial interests;
(e) where the Commission has evidence or seriously suspects the Contractor or any related entity
or person, of substantial errors, irregularities or fraud in the award procedure or the
performance of the Contract;
(f) where the Contractor is in breach of his obligations under Article II.3;
(g) where the Contractor was guilty of misrepresentation in supplying the information required by
the Commission as a condition of participation in the Contract procedure or failed to supply
this information;
(h) where a change in the Contractor’s legal, financial, technical or organisational situation could,
in the Commission’s opinion, have a significant effect on the performance of the Contract;
(i) where execution of the tasks under a pending order or a specific contract has not actually
commenced within fifteen days 3 of the date foreseen, and the new date proposed, if any, is
considered unacceptable by the Commission;
(j) where the Contractor is unable, through his own fault, to obtain any permit or licence required
for performance of the Contract;
(k) where the Contractor, after receiving formal notice in writing to comply, specifying the nature
of the alleged failure, and after being given the opportunity to remedy the failure within a
reasonable period following receipt of the formal notice, remains in serious breach of his
contractual obligations.

II.15.2. In case of force majeure, notified in accordance with Article II.12, either contracting party may
terminate the Contract, where performance thereof cannot be ensured for a period corresponding to at
least to one fifth of the period laid down in Article I.2.3.

II.15.3. Prior to termination under point c), d), e), h) or k), the Contractor shall be given the opportunity
to submit his observations.

Termination shall take effect on the date on which a registered letter with acknowledgment of receipt
terminating the Contract is received by the Contractor, or on any other date indicated in the letter of
termination.

II.15.4. Consequences of termination

In the event of the Commission terminating the Contract or a pending order or specific contract in
accordance with this Article and without prejudice to any other measures provided for in the Contract,
the Contractor shall waive any claim for consequential damages, including any loss of anticipated
profits for uncompleted work. On receipt of the letter terminating the Contract, the Contractor shall
take all appropriate measures to minimise costs, prevent damage, and cancel or reduce his
commitments. He shall draw up the documents required by the Special Conditions for the tasks
executed up to the date on which termination takes effect, within a period not exceeding sixty days
from that date.

3 This period can be modified in the Special Conditions depending on the nature of the contract.

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The Commission may claim compensation for any damage suffered and recover any sums paid to the
Contractor under the Contract.

On termination the Commission may engage any other contractor to execute or complete the services.
The Commission shall be entitled to claim from the Contractor all extra costs incurred in doing so,
without prejudice to any other rights or guarantees enforceable under the Contract.

Article II.15a Substantial errors, irregularities and fraud attributable to

the Contractor
Where, after the award of the Contract, the award procedure or the performance of the Contract prove
to have been subject to substantial errors, irregularities or fraud, and where such errors, irregularities
or fraud are attributable to the Contractor, the Commission may refuse to make payments, may
recover amounts already paid or may terminate all the contracts concluded with the Contractor, in
proportion to the seriousness of the errors, irregularities of fraud.

Article II.16 Liquidated Damages

Should the Contractor fail to perform his obligations under the Contract within the time limits set by the
Contract, then, without prejudice to the Contractor's actual or potential liability incurred in relation to
the Contract or to the Commission's right to terminate the Contract, the Commission may decide to
impose liquidated damages of 0.2% 4 of the amount of the relevant purchase per calendar day of
delay. The Contractor may submit arguments against this decision within thirty days of notification by
registered letter with acknowledgement of receipt or equivalent. In the absence of reaction on his part
or of written withdrawal by the Commission within thirty days of the receipt of such arguments, the
decision imposing the liquidated damages shall become enforceable. These liquidated damages shall
not be imposed where there is provision for interest for late completion. The Commission and the
Contractor expressly acknowledge and agree that any sums payable under this Article are in the
nature of liquidated damages and not penalties, and represent a reasonable estimate of fair
compensation for the losses that may be reasonably anticipated from such failure to perform
obligations.

Article II.17 Checks and Audits

II.17.1. Pursuant to Article 142 of the Financial Regulation applicable to the general budget of the
European Communities, the Court of Auditors shall be empowered to audit the documents held by the
natural or legal persons receiving payments from the budget of the Union from signature of the
Contract up to five years after payment of the balance of the last implementation.

II.17.2. The Commission or an outside body of its choice shall have the same rights as the Court of
Auditors for the purpose of checks and audits limited to compliance with contractual obligations from
signature of the Contract up to five years after payment of the balance of the last implementation.

II.17.3. In addition, the European Anti Fraud Office may carry out on-the-spot checks and inspections
in accordance with Council Regulation (Euratom, EC) No 2185/96 and Parliament and Council
Regulation (EC) No 1073/1999 from signature of the Contract up to five years after payment of the
balance of the last implementation.

Article II.18 Amendments

Any amendment to the Contract shall be the subject of a written agreement concluded by the
contracting parties. An oral agreement shall not be binding on the contracting parties. An order or a
specific contract may not be deemed to constitute an amendment to the Contract.

4 The daily rate for liquidated damages may be modified in the Special Conditions where the subject of the contract so justifies.

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 Article II.19 Suspension of the Contract
Without prejudice to the Commission's right to terminate the Contract, the Commission may at any
time and for any reason suspend execution of the Contract, pending orders or specific contracts or
any part thereof. Suspension shall take effect on the day the Contractor receives notification by
registered letter with acknowledgment of receipt or equivalent, or at a later date where the notification
so provides. The Commission may at any time following suspension give notice to the Contractor to
resume the work suspended. The Contractor shall not be entitled to claim compensation on account of
suspension of the Contract, of the orders or specific contracts, or of part thereof.

ARTICLE II.20 – DATA PROTECTION

II.20.1 The Contractor shall have the right of access to his/her personal data and the right to rectify
any such data. Should the Contractor have any queries concerning the processing of his/her personal
data, s/he shall address them to the entity acting as data controller provided for in Article I.8.

II.20.2 The Contractor shall have right of recourse at any time to the European Data Protection
Supervisor.

II.20.3 Where the Contract requires the processing of personal data by the Contractor, the Contractor
may act only under the supervision of the data controller, in particular with regard to the purposes of
the processing, the categories of data which may be processed, the recipients of the data, and the
means by which the data subject may exercise his/her rights.

II.20.4 The Contractor shall limit access to the data to the staff strictly necessary for the performance,
management and monitoring of the Contract.

II.20.5 The Contractor undertakes to adopt appropriate technical and organisational security
measures having regard to the risks inherent in the processing and to the nature of the personal data
concerned in order to:
a) prevent any unauthorised person from having access to computer systems processing personal
data, and especially:
aa) unauthorised reading, copying, alteration or removal of storage media;
ab) unauthorised data input as well as any unauthorised disclosure, alteration or erasure of
stored personal data;
ac) unauthorised using of data-processing systems by means of data transmission facilities;
b) ensure that authorised users of a data-processing system can access only the personal data to
which their access right refers;
c) record which personal data have been communicated, when and to whom;
d) ensure that personal data being processed on behalf of third parties can be processed only in the
manner prescribed by the contracting institution or body;
e) ensure that, during communication of personal data and transport of storage media, the data
cannot be read, copied or erased without authorisation;
f) design its organisational structure in such a way that it meets data protection requirements.

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Signatures

1. For the Contractor, 2. For the Commission,

……… (forename and name) Maria-Jose CUETO FAUS
……… (position) Acting Head of Unit - EMPL.G.3
……… (company name) DG Employment, Social Affairs and Inclusion

Done at ……………………………………... (place), Done at Brussels,

………………………………………………… (date) ………………………………………………… (date)

In duplicate in English.

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 Tender Specifications and Monitoring
ANNEX I Tender No. VT/2011/051 of ………

1. BACKGROUND

EU employment and social policies bring practical benefits to citizens, for example in finding a job,
moving to another EU country for work or other reasons, upgrading skills, etc. In partnership with
national authorities, social partners, civil society organisations and other stakeholders, the
Commission's Directorate-General Employment, Social Affairs and Inclusion (DG EMPL) addresses
challenges linked to globalisation, the ageing of Europe's population and changing social realities.
Examples of the areas in which the Commission is active include support for:

• More and better jobs through the European Employment Strategy (which brings national
policies closer in this field) and the European Social Fund (€9 billion per year managed in
partnership with the EU Member States).

• Free movement of workers and coordination of social security schemes, which means that
every EU national has the right to study/work and/or to live in any EU country and that people
who move between countries are not disadvantaged in relation to social security including
healthcare.

• Better working conditions through common minimum standards in the workplace, by

supporting and developing social dialogue at European level, by modernising labour relations,
and by assisting EU workers who want to be mobile.

• Social inclusion by supporting efforts to combat poverty and social exclusion, reform social
protection systems, assess new demographic and social developments.

An overview of the policies, initiatives and programmes managed by DG EMPL can be found at
http://ec.europa.eu/social/main.jsp?langId=en&catId=1.

With its Europe 2020 Strategy for smart, sustainable and inclusive growth5, the EU has set five
ambitious objectives - on employment, innovation, education, social inclusion and climate/energy - to
be reached by 2020. In the field of employment and social policies, three of these "headline targets"
are particularly relevant. By 2020, the EU aims to achieve

• 75% of the 20-64 year-olds to be employed;

• reducing school drop-out rates below 10% and at least 40% of 30-34 year-olds completing
third level education (or equivalent);

• at least 20 million fewer people in or at risk of poverty and social exclusion.

In support of these targets, a number of "flagship initiatives" have been adopted, among them

• An Agenda for new skills and jobs: A European contribution towards full employment6;

• Youth on the Move: An initiative to unleash the potential of young people to achieve smart,
sustainable and inclusive growth in the European Union7;

5 http://ec.europa.eu/europe2020
6 COM(2010) 682 of 23.11.2010 (http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:52010DC0682:EN:NOT)

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 • The European Platform against Poverty and Social Exclusion: A European framework for
social and territorial cohesion8.

1.1. Communicating employment and social policies

All policy areas covered by DG EMPL have a direct impact on people's daily lives. The DG has
marked since a number of years a resolute commitment to enhance its communication activities, both
on the internal and external side. In the short term, the DG's communication strategy aims at
emphasising the social dimension in the context of a lasting economic crisis and high levels of
unemployment.

Eurobarometer surveys9 show that European citizens consider that the EU impacts positively on
enhancing job creation and working conditions as well as on combating poverty and social exclusion.
However, those same surveys show that public support for the EU is decreasing across the EU, in
some cases significantly.

Consequently, effective communication with the citizens remains crucial so that they become better
informed of the concrete benefits and added value of European Union policies and programmes.

Citizen-centred, not institution-centred communication as well as decentralised approach (not

Brussels/Belgium focus) will be crucial in the coming years. It means frequent use of methods of mass
communication such as audiovisual tools and especially the web, given that many people only receive
their news and information from TV, radio and the internet. However, it also includes highly targeted
communication with specifics groups (e.g. young people, journalists, small businesses) and will
require a high level of coordination with other EC services (possible parallel communication activities)
and maximum exploitation of existing EC information and communication networks and tools.

While communicating with citizens, DG EMPL will also build on and further develop its relations with
its stakeholders and partners. This type of communication requires the use of established channels,
support to networking and tailoring of messages.

The new focus on better communicating policies and their benefits to citizens, as well as key
stakeholders, means that people must be able to identify easily with EU employment and social
policies. They need to see the real human, economic, social or political consequences of the EU
actions and understand how these actions relate to daily life in the EU. They also need to see that
their public concerns and aspirations have been acknowledged, reflected upon and acted on by the
EU and Member States.

2. SUBJECT, VALUE AND DURATION OF THE CONTRACT

The Framework Contract will cover a variety of services in support of the Commission's
communication in the fields of employment, social affairs and inclusion and related EU policies,
including for example:

a) assistance to communication planning and campaigns,

b) support to media relations,

c) Implementation of DG EMPL's official publications programme, creation of content and

development of other communication tools,

d) development of audiovisual material,

e) support to the development and maintenance of web sites.

As the exact scope, quantities, and timing of the tasks described in section 3 will depend on several
external factors, including the development of employment and social policies as well as evolving

7 COM(2010) 477 of 15.09.2010 (http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:52010DC0477:EN:NOT)

8 COM (2010) 758 of 16.12.2010 (http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:52010DC0758:EN:NOT)
9 http://ec.europa.eu/public_opinion/archives/eb_arch_en.htm

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demands from stakeholders, DG EMPL intends to conclude a Framework Contract. Within this
Framework Contract, the supply of specialised services and products is subject to the "Order for
services" procedure in accordance with Art.I.4. of the Standard Contract.

The Contract will be concluded for a period of 24 months with effect from the date on which it enters
into force. This Contractual period and all other periods specified in the Contract are calculated in
calendar days unless otherwise indicated.

The Contract may be renewed up to 1 time for a period of 24 months, only before expiration of the
Contract and with the express written agreement of the parties. Renewal does not imply modification
or deferment of existing obligations. It should be noted that the Commission expressly reserves the
right not to renew the Contract.

The maximum total volume of orders that can be executed during the each term of the Framework
Contract is 14.000.000 EUR.
The Commission reserves the right to allocate tasks described in these specifications to its own
departments or other Contractors. With a view to increasing the consistency and coherence of DG
EMPL's messages in the employment and social fields, the Contractor may be asked to coordinate, as
appropriate, parts of their work with other Contractors of DG EMPL or the Commission.

3. TASKS TO BE CARRIED OUT BY THE CONTRACTOR

The Contractor will be asked to carry out tasks in the following areas subject to Orders for services:

Task 1: Assistance to communication planning and campaigns

In order to maximise impact, ensure message consistency and improve synergies between related
policies and services, DG EMPL regularly focuses its activities on a limited number of clearly defined
actions/campaigns, directed to specific target audiences. For example, the DG's overall awareness
campaign 'Do you know what Social Europe can do for you?'10 attracted nearly 1,2 million visitors in
2009-2010. In 2011, the DG launched a new overall campaign11, in the context of the 'Youth on the
Move' flagship initiative, in order to provide the general public with a concrete overview of DG EMPL's
policies and instruments, contributing thereby to reinforce the values of social Europe.

This task includes, as specified in Orders for services and under instructions from the Commission:

• advice and assistance to the design of communication plans (within the framework of the DG
EMPL external communication strategy), both for communication campaigns and single
events, including the identification of appropriate target groups, communication
channels/tools, messages, partners and relay organisations, time schedules, targets for
communication impact and monitoring tools etc. as part of an integrated strategy;

• coordination of the implementation of these communication campaigns and the concrete

activities to be carried out under tasks 2-5;

• in each Member State, establishment of at least one national correspondent of the Contractor
(to be indicated in the tender) to carry out local communication activities, particularly
campaigning, under this Contract.

• coordination and supervision of the work of the Contractor's national correspondents and in
particular, information to the national correspondents about EU wide messages for
communication activities under this Contract and their adaptation to the different national
contexts;

• development of national communication campaigns in all Member States, through the

Contractor's network of communication correspondents and subject to approval by the
Commission;

10 http://ec.europa.eu/social/main.jsp?langId=en&catId=816
11 http://ec.europa.eu/youthonthemove

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 • approaching personalities and organisations to seek their endorsement for or involvement
within the national information campaigns, subject to approval by the Commission, and in this
context cooperation with organisations or enterprises with a view to joint communication
activities;

• preparation and organisation of communication events, conferences, seminars etc. at

European level and in all Member States, in close cooperation with DG EMPL's framework
Contractor for event organisation.

Task 2: Support to media relations

The purpose of the planned activities is to ensure balanced reporting of EU activities in the European
media supported by a dynamic communication campaign aimed, on the one hand, at journalists who
specialise in the areas covered by this invitation to tender and, on the other hand, at general
journalists and outlets. These activities may often call for interaction with the other tasks in this
invitation to tender.

The activities set out under task 3 below also apply to drafting, editing, correction, translation, and
layout of texts for media purposes.

This task includes, as specified in Orders for services and under instructions from the Commission:

Subtask 2.1: Advice on communication and media activities:

The purpose of this activity is to enhance DG EMPL's communications work with research, analysis,
strategic recommendations and editorial input. The result should ensure that relevant messages are
conveyed to the right target audiences, using the most appropriate communication methods. The work
will include:

• Providing strategic advice on DG EMPL's communication activities aimed at the audiovisual,

social and online media (including blogs) and written press; analysis and evaluation of DG
EMPL’s media activities and their impact, in cooperation with other contractors providing
communication services to DG EMPL;

• Analysing trends in prevailing perceptions and opinions of employment and social affairs
(including analysis of opinion polls);

• Identifying and proposing hooks and opportunities for media activities based on the work
planning of DG EMPL in cooperation with the DG;

• Identifying appropriate target audiences, communication methods and relevant media –

including media landscape study of a European country. The study should analyse the
structure of publications (national/regional/local) and recommend the relevant media with the
view of a specific media activity/event.

• Preparing messages under DG EMPL's lead to support specific media activities, and tailoring
the messaging to specific target audiences/Member States;

• Offering advice on innovative communication approaches in relation to new forms of media

and technologies;

Subtask 2.2: Preparing and drafting press materials

The Contractor should provide assistance to the preparation of press releases and press packs; and
adapt the press material to national/regional situations (using the contractor's communication network
in all Member States).

This material should be drafted in a journalistic style, in English. It should either be drafted or
proofread by native speakers and has to be drafted in close cooperation with the DG EMPL
communication unit. The contractor shall respect the Commission's rules on media relations, in
particular that no press release can be issued without the approval of the Commission's
spokesperson.

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Subtask 2.3 - Media monitoring, analysis and recommendations

The European Commission has its own monitoring mechanism system in place. Europe Media Monitor
(EMM)12 supplies daily news summaries, daily press reviews and other products. The media
monitoring provided by Contractor should complement the Commission's existing products and include
a quantitative analysis of the coverage (listing concrete results, dates of publication/broadcasting;
clippings/recordings and a short summary in EN, where the publication/broadcasting languages are
other than English or French) either related to DG EMPL's activity or to a specific event, initiative etc.

This subtask includes the monitoring and analysis of the media coverage of employment and social
affairs related policies and initiatives, of a particular event, theme etc (to be specified in the Order for
services). The requested analysis may focus, for instance, on different subjects such as media
reaction to DG EMPL's policy priority or initiative (e.g. Working Time Directive) or on a particular
aspect of a policy priority/initiative of DG EMPL. It can also focus on tracking evolutions in the media
coverage at regular intervals.

The Contractor may be requested to undertake media analysis in the EU member states. Media data
should be analysed in the original language by mother tongue speakers, with good knowledge of the
political culture of the country whose media they analyse. All the media types will be covered
(audiovisual, print, online - including social media and blogs). The list of media to be analysed is
proposed by the Contractor (ensuring that the suggested media are appropriate for the subject to be
analysed in terms of audience and media impact). The source list must be agreed with DG EMPL for
each specific contract. The Contractor should carefully select relevant media items to be analysed
using well defined keywords.

The task involves also providing recommendations for actions stemming from the analysis of media
coverage to be undertaken by the Commission (rebuttals, lines to take, proactive media outreach by
the Commissioner towards specific media; prognosis of expected coverage trends etc).

The parameters to be used should be decided under the lead of DG EMPL. They may include:

• Quantitative parameters: the overall visibility of the subject in the media; frequency; country,
source; media type; geographical outreach; persons covered and their visibility –
Commissioner, Director General, key opinion leaders from Member States, other
stakeholders; the take up and use of quotes and extracts from EU press releases and
speeches;

• Qualitative parameters: content of the coverage, tonal analysis, trends over time and key
changes, prognosis of the coverage tendency, what makes the news – DG EMPL, the
Commission, the Commissioner, other stakeholders; identification of opinion leaders.

The media monitoring and analysis results will be presented in English in different formats:

• Flash report: a short report covering an 'event' of short duration - up to one week. It gives a
quick summary of the main findings illustrated with key statistics produced at the latest within
48 hours after the end of the event. Such a review could be requested, for instance, on the
coverage of a visit of the Commissioner to a specific country, the launch of a new initiative, a
Council meeting, a press conference organised by DG EMPL etc.

• Tracking and thematic report: a report that tracks the coverage of a subject over time. This
type of report is produced at regular intervals (one month, six months and one year, unless
otherwise agreed with DG EMPL). It can cover one particular country or the EU.

• Transcripts of radio and TV broadcasts in the original language on an ad hoc basis and upon
request of DG EMPL. This will particularly be used to obtain transcripts of interviews given by
the Commissioner or by the Director General.

The subject of the media monitoring activities as well as the period and countries to be covered will be
detailed in corresponding Orders for services.

12 http://emm.newsbrief.eu/overview.html

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Subtask 2.4: Raising awareness and placement of articles or audiovisual products

This subtask includes contacting and liaising with media and press associations (in the relevant
language), developing contacts and activities designed to ensure a steady flow of timely information
between the Commission and European media to alert them on topical issues and events of relevance
to employment and social affairs.

It also includes promoting links with the media and press associations in the Member States with a
view of disseminating information on the employment and social affairs as required; pro-active and
reactive communication advice for placements and actual placement of articles in
international/national/regional/local press and publications (including online) across Europe.

It includes distribution of press releases and other material to relevant written, audiovisual or online
media and placing audiovisual material prepared by/in cooperation with DG EMPL at various
European media. The media targets will be detailed in the Order for services.

The Contractor will use the media database of DG EMPL and/or will pro-actively approach other
media with the view of placing articles or audiovisual materials.

Subtask 2.5: Maintaining and updating DG EMPL's database of journalists

This task entails compilation and management of mailing lists of European journalists (specialist or
generalist, classified by area of interest. It also requires the evaluation and updating of the existing DG
EMPL's database of journalists. The task includes the evaluation of the database and its updating,
according to DG EMPL's needs.

The media included in the database should include the key written, audiovisual, online and social
media, either general or specialized (economic, employment and social affairs, trade unions, family,
women, pensioners etc.) at European level and for each Member State (at national, regional and local
level). The main media (identified in decreasing order of audience) in each of the fields specified by
DG EMPL should be included with priority. The type and specialisation of media and other criteria
relevant for the inclusion in the database will be specified in the Order for services. These criteria can
change, according to the DG EMPL's needs. The variety of types of media (written press, audiovisual
or online) should be balanced and comprehensive for each Member State.

The database should include the contact details (e-mail, phone and mobile number, where possible) of
the journalist(s) dealing with employment and social affairs and a general e-mail and phone number of
the news room. It should also include the website of the media. The Contractor is responsible for the
accuracy of the information included in the database. If the contact details are not valid anymore, they
should be updated or modified as soon as possible after the error message which signals this
problem, but not later than 30 days.

The contacts can be provided by the DG EMPL or be identified by the Contractor (to be specified in
the order for services). The Contractor is responsible for obtaining the agreement of the journalists to
include their personal data in DG EMPL's database and to send them on regular basis information
related to DG EMPL's activity.

The database belongs to DG EMPL and is jointly managed by DG EMPL and the Contractor. All the
rights to use the database, including after the expiration of the contract, stay with DG EMPL.

Subtask 2.6: Support for the preparation of small-scale media events

This task covers the organisation of small scale media events, such as press conferences and press
breakfasts or other informal events (of maximum half a day) on European or national level (through
the Contractors network of correspondents).

The Contractor will design the programme and identify the speakers, the relevant journalists and other
invitees under the guidance of DG EMPL. and will prepare a press pack under the guidance of DG
EMPL and multiply it for the distribution both to journalists and to speakers and other participants (if so
decided by DG EMPL).

The Contractor will invite the speakers and the journalists, will ensure the on site assistance during the
event. Where required, the Contractor will make the necessary arrangements for ensuring the

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accommodation of speakers, journalists and other invitees, for the provisions of meals and
refreshments, renting facilities and transport. The Contractor will also ensure the provision of
interpretation, if necessary.

This subtask includes a quantitative media coverage of the event (including summaries in English
where necessary) on the following day after the event, one week and one month later, as a thematic
media report (see subtask 2.4). A qualitative analysis will be provided one week and one moth later,
as a flash report. (see subtask 2.3). The Contractor should also provide recommendations stemming
from the coverage (rebuttals, lines to take, proactive media outreach for Commissioner towards
specific media; prognosis of expected coverage trend etc).

Further details or other specific tasks to be carried out by the Contractor for a particular event can be
specified in the Order for services.

Subtask 2.7: Organisation of press trips for journalists to EU institutions or in Member States

This subtask concerns the preparation, organisation and provision of information events for journalists
reporting on employment and social affairs or interested in the activities of DG EMPL. The press trip is
an integrated package, which comprises a standard formula (one day or more) and is adaptable
depending on specific needs (see options below). In the first half of 2010, DG EMPL organised four
press trips (two with small groups – less than 10 and 2 with bigger groups – around 25 journalists), but
the number of press trips can vary, depending on events.

The groups can vary between less than 10 and up to 30 journalists. The groups can comprise
representatives of written, audiovisual (AV) and online media, while the Contractor ensures that the
needs of audiovisual media are met. Under the guidance of DG EMPL and the audiovisual services,
the Contractor will make known and available to AV journalists the AV resources of the Commission
(studios, databases, archives etc.). If decided by DG EMPL, the Contractor will make sure that
audiovisual assistance is provided to journalists (cameraman, sound operator / technician, editor, ENG
camera, lighting equipment etc) – subject to detailing in specific additional Orders for services.

The Contractor designs the event media programme, under the supervision of DG EMPL. The
languages of the event are English or French, unless stated otherwise in specific Order for services.
Further details are to be specified in the Order for services.

The Contractor organises the information event for participants (journalists and/or other stakeholders
depending on the specifications in the Order for services) anywhere in Europe (EU, candidate or
potential candidate countries13).

The event will be of one day or more. The basic formula of one day can comprise only trainings,
meetings or can combine visits to a project, participation in a conference etc. In addition, a number of
optional services can apply (see Annex B):

• renting of a venue;

• an additional day for visiting a project, additional discussions and/or practical reporting time
and making contacts;

• transport of participants to a project site or other places;

• interpretation: from or into EN or FR and one of the other EU official languages (except
Gaelic);

• catering: Organisation of a dinner or welcome cocktail for participants, provision of lunches,

coffee breaks.

Roles and responsibilities of the Commission and the Contractor:

A. Role of the Commission:

13 http://ec.europa.eu/enlargement/index_en.htm

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 • Selection of event participants (with support from the Contractor as necessary); the size of the
groups involved could range from 5 to 30 participants;

• Coordinate an outline of programme and key themes by the Contractor;

• Provision of key speakers (Commissioners, Director General, other high-level officials);

B. Role of the Contractor:

Directly linked to the content of the events:

• Selection of specific themes under the guidance of the ordering service;

• Definition of the criteria for participation (establishment of the group) under the guidance of the
ordering service;

• Preparation of the detailed programme for the event under the guidance of the ordering
service. The EU logo and the name of DG EMPL should be clearly mentioned in the
programme and in all documentation distributed to the participants;

• Invitation of speakers under the guidance of the ordering service. Speakers can come from
Commission services (DGs), Representations or Delegations, any other EU Institution or
Agency hosting the event and outside bodies;

• Dispatch of invitations to participants, speakers;

• Production of the content of the event in relation to the subject to be covered;

• Selection and preparation of documentation in coordination with the ordering service;

• Production of a welcome package and other event materials. If needed, the press package or
parts of it will be translated in any of the EU languages (to be decided with DG EMPL)

• Support to participants in producing written/audiovisual stories during the event;

• Answering questions from journalists. Up to 7 days after the event, journalists are entitled to
put questions to the Contractor who should answer them within 24 hours;

• General administrative and secretarial tasks;

• Evaluation of each information event by the participants; monitoring the impact of the media
event in the press, from a quantitative and qualitative aspect and number of audiences. The
coverage report should also provide recommendations stemming from the coverage.

• Conclusions or remarks concerning the overall event.

Logistics:

• Organisation of travel, accommodation and subsistence for participants and, where

necessary, for speakers and event leaders;

• The Commission shall pay to the Contractor the expenses that are directly connected with the
execution of the tasks upon production of original supporting documents, including receipts
and tickets used (see section 7 of the Tender Specifications);

• For the participants' travel expenses and accommodation, the Contractor will collect original
supporting documents from the participants, and include these in the final invoice;

• On-site assistance to journalists. The contractor should deploy at least one senior member of
the staff assisting the participants on the ground for less than 15 journalists and at least two
staff members for more than 15 journalists. The assistance will also include support in making
contact with EU and national officials, as well as with other journalists during the event;

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 • Booking of conference facilities and of the necessary equipment and communication tools (PC
and Internet access);

• Providing interpretation, including booths and equipment when necessary;

• Ensuring the smooth running of the event (e.g. assistance to participants and problem solving
when necessary);

• Providing facilities for participants to dispatch their written/audiovisual stories to their

newspapers or broadcasting stations during the event.

Task 3: Implementation of DG EMPL's official publications programme, creation of

content and development of other communication tools

DG EMPL makes use of various tools to provide information on and communicate its policies,
including an annual programme of publications that is an integral part of the European Commission’s
Publications Programme.

The DG produces an average of 40 publications annually, including a quarterly magazine and annual
reports, various brochures (practical guides, policy assessments, dissemination of good practices),
leaflets, posters etc.

The format used and the number of language versions depend on the target groups: leaflets and
posters intended for the general public are usually published in all the official languages of the
European Union, whereas publications for more specialised groups (national, regional or local
authorities, policymakers, non-governmental organisations, social partners, researchers, project
promoters etc.) are published in French, English and German, or solely in English in the case of more
technical brochures.

For further information, tenderers are asked to consult the "publications" pages of the DG’s web site:
http://ec.europa.eu/social/main.jsp?catId=738&langId=en.

This task also includes, as specified in Orders for services and under instructions from the
Commission, the development of communication messages, texts and tools such as campaign tool-
kits, texts for the web, power-point presentations, panels and other promotional material in support to
tasks 1, 2, 4 and 5. With regard to Internet-related activities (task 5), all the content needs to be
produced using the latest SEO (Search Engine Optimisation) techniques, be fully accessible and up to
the latest web standards. Journalistic working methods will often be required, such as researching for
a human-touch perspective, success stories, and often also localisation to various EU countries.

In many cases, the Contractor will be asked to adapt such texts (content) and tools to the different
national specificities of the EU Member States. This can imply producing a template at EU level which
will then be complemented and/or adapted by the Contractor's national correspondents.

Services under this task will cover in particular:

Sub-task 3.1: Gathering, analysing and compiling information, coordination of tasks

The Contractor shall keep abreast of the progress in policies and legislation in the fields of action of
DG EMPL.

This subtask includes the search for information or material required for the drafting of texts or the
production of communication tools, either from sources identified by the Commission or from other
sources, and the analysis of this information.

It will also cover coordination of the various stages of production for each project (meetings with the
Commission, coordination with various operators such as graphic designers, journalists,
photographers, printers etc.).

Sub-task 3.2: Drafting, copy-editing and proofreading texts

This activity covers, under instructions from the Commission, the drafting, copy-editing, rewriting and
proofreading of communication messages and texts, including entire publications, on the topics

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covered by the DG's policies. These texts will be used across various communication channels and
media.

Drafting

• The tenderer shall propose a team which combines the appropriate mix of writers/editors with
a high level of expertise in all policy areas covered by this call for tenders, a high level of
journalistic skills, and mother tongue or equivalent in all official EU languages.

• For EU level texts, originals will be written up (to a large part) in English and, where required,
in French and/or German.

• Texts by the Contractor's national correspondents will be written up in the national

language(s) and/or in English.

• The Contractor will ensure observance of the Interinstitutional Style Guide established by the
Publications Office of the European Union14 The Commission will, as appropriate, indicate the
editorial approach, the target audience and context, the length of the texts and the language.
In particular, the Contractor must be capable of presenting administrative and technical texts
for a wider public in a clear and concise manner.

• Products need to be delivered against tight deadlines agreed with the Commission, meeting
high journalistic and linguistic standards, while accurately conveying facts and policy
messages. Systematic quality checks, in line with the proposed quality plan (see section 0)
must ensure that there are no errors or mistakes in the products delivered to the Commission.

• Corrections requested by the Commission need to be carried out by the Contractor. Costs for
corrections will only be eligible for reimbursement, if they are not due to obvious deviation
from the standards mentioned above.

Copy-editing/rewriting

The Contractor will also be responsible for copy-editing certain texts supplied by the Commission in
order to make them more appealing and easier to understand for their target groups, without making
any substantial changes to the length of the text concerned.

Proofreading

The proofreading of texts is to be systematically included as part of the task "Graphic design and lay-
out" (subtask 3.4) and is to be included in the unit prices.

Sub-task 3.3: Translations

This activity covers the translation of texts from all official languages into all official languages of the
European Union. In specific cases, the Contractor may also be asked to provide translations from the
EU's official languages into languages of candidate countries as well as into languages of ethnic
minorities within the EU such as Romani.

Special attention will be given to the quality of translations, which must respect the quality and style of
the source text language while coping with the particularities of the target language (accuracy,
consistency, completeness, clarity…). No 'word by word' translations will be accepted. Translations
shall not only be linguistically correct, but also reflect the journalistic style of the original text.
References to documents already published must be checked and quoted correctly. The terminology
and lexis used have to be consistent throughout the text and with any relevant reference material. The
Contractor will be responsible for checking the translation ready to print.

• Translators will translate into their native language;

• Whenever the word "translation" is used to designate a deliverable, it always means a revised
and reviewed translation of a source text or original: “revision” means systematic comparison
of the original and target texts before delivery to ensure that the target text is an accurate and

14 http://publications.europa.eu/code/

VC/2011/0431 V/SE/FRASEC02-en – v. 20110228 26 ► 66

 consistent rendering of the original, that it meets the quality requirements set in the tender
specifications and that any discrepancy between the source and target texts is eliminated.
Revision therefore includes making any amendments necessary for this purpose. “Review”
means to examine a target text for its suitability for the agreed purpose and compliance with
the conventions of the domain specified in the Contract and to make any amendments
necessary for this purpose;

• Corrections need to be carried out if requested by the Commission. Costs for corrections will
only be eligible for reimbursement if they relate to changes expressly requested by the
Commission and are not due to obvious deviation from the standards mentioned above.

• For material designed to the general public and if justified by the public interest, the Contractor
may also be asked to provide a translation into easy-to-read language, i.e. the language easily
accessible for people with learning disabilities. This 'translation' will concern translating from
the original but also from other language versions into easy-to-read languages. This sub-task
will be reimbursed as specified in Orders for Services under unit costs for 'copy-editing' or, if
justified, for 'drafting'.

Sub-task 3.4: Graphic design and layout

This item covers the following tasks:

Graphic design

• Production of a dummy in the pilot language of a brochure, leaflet, newsletter, press pack,
conference kit, poster, … in accordance with the Interinstitutional Style Guide15, the graphic
guidelines for the EU emblem16, the DG EMPL Social Europe style guide17 and existing or
future Commission logo sets.

• The Contractor must produce, depending on the objective of the publication and its target
group, a dummy of the publication in the pilot language. He/she must take account from the
outset of the number of language versions in which the document is to be published.

• Design of graphic material for promotions and presentations, including power point
presentations, promotional gadgets and graphic production of advertising (example: for
publication in the press or for a presentation at a conference). The unit prices will include the
adaptation of all these products to digital media (Internet, DVD, memory sticks etc).

• The unit prices will vary according to the type of standard page:

o Standard page No 1: full cover (covers I, II, III and IV)

o Standard page No 2: title page

o Standard page No 3: page of text

o Standard page No 4: page including one or more photographs or illustrations

o Standard page No 5: page including one or more tables

o Standard page No 6: page including one or more graphics

o Standard page No 7: poster (any format)

o Standard page No 8: Powerpoint slide

o Standard page No 9: advertising text

o Promotional gadget

15 http://publications.europa.eu/code/
16 http://publications.europa.eu/code/en/en-5000100.htm
17 http://ec.europa.eu/social/BlobServlet?docId=6835&langId=en

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 • To be included in the unit prices:

o three different proposals for the cover and two different proposals for the inside pages;

o after the lay-out, proofreading of the text by a professional proof reader;

o incorporating the corrections requested by the Commission during the approval process If
these corrections account for more than 30% of the page, an extra page may be invoiced
in accordance with the price schedule in Annex B (table 3);

o the supply, during the approval process, of a maximum of three sets of proofs in certified
pdf format or any other format which is to replace pdf in the future on the basis of
technological developments;

o the supply of 2 CDs or other suitable storage medium (one for the printer, and one for the
Commission) containing the publication's source files in Indesign format and pdfs;

o a brief summary (maximum of 8 lines) of the publication in English and a translation of this
summary into the other languages of the publication

The Contractor shall ensure that the chosen graphics reinforce the message(s) promoted by the
publication. The source data for graphs and tables will be supplied by the Commission.

Composition

This task will involve making up the other language versions of a document or other communication
product for which the Contractor will previously have created a pilot version dummy. However, this
task will in most cases be undertaken by the Publications Office.

• The unit prices apply per standard page and per language version and must include:

o after the lay-out, proofreading of the text by a professional proof reader;

o incorporating corrections requested by the Commission. If these corrections account for

more than 30% of the page, an extra page may be invoiced in accordance with price
schedule in Annex B (table 3);

o the supply, during the approval process, of a maximum of three sets of proofs in certified
pdf format or any other format which is to replace pdf in the future on the basis of
technological developments;

o the supply, for each language version or combination of language versions, of 2 CDs (one
for the printer, and one for the Commission) containing the publication's source files in
Indesign format and pdfs.

Developing a new visual identity

The Contractor might be asked to develop a new visual identity relating to an event or series of ad hoc
events, such as a "European Year", relating to a new programme or new policy or to a set of policies
for DG EMPL.

This task will entail:

• presenting five different concepts;

• studying and developing the concept chosen by the Commission (verifying that the concept
adopted is suited to various kinds of media, including web sites);

• making available to the Commission high-definition versions of various elements of the visual
identity adopted;

• drafting, in English or in French, a detailed graphics guide for all potential users of the new
visual identity and translating it into the other language;

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 • all dummies and colour proofs required for successful presentation and appreciation of the
quality of the proposed concepts.

Selection and production of photos and illustrations

The Contractor shall place particular importance on the choice of photos and illustrations.

The Contractor shall submit a carefully chosen selection of photos for each project requiring photos.
The Commission will reimburse the actual costs of the copyright of these photos as part of the
reimbursable expenses. The number of hours spent on selecting photos may be invoiced on the basis
of the unit prices per person/hour in accordance with the price schedule (Annex B).

For certain projects requiring specific photos, the Commission may ask the Contractor to call on the
assistance of one or more professional photographers in order to produce a photo compilation on a
specific topic. The travel and accommodation expenses associated with such missions will be
reimbursed by the Commission in accordance with Article I.3.4 of the Standard Contract.

The Commission may also ask the Contractor to produce photos on topics in advance in order to have
available a store of photos on these topics. The photos selected by the Commission are to be supplied
on a high-resolution electronic medium and are to be accompanied by a legend in English and French.

Some projects will preferably be illustrated by drawings. The Contractor shall call on the assistance of
draughtsmen or professional graphic designers to create the drawings required.

The Contractor shall pay particular attention to observing the clauses relating to rights as laid down
under section 0 below.

Sub-task 3.5: Printing and production of promotional material

While the printing of DG EMPL publications is usually carried out by the EU Publications Office (OP) in
line with Commission rules, this activity covers the printing of ad-hoc publications as well as the
production of promotional material (such as conference kits, posters, panels, banners, information
packs).

Sub-task 3.6: Provision of Information Stands

This activity covers the design, production, delivery, installation and manning of information stands to
promote employment and social policies and display promotional material.

While DG EMPL stands at conferences organised by the Commission will, as a general rule, be
provided under the existing DG EMPL Framework Contract for conferences, it is envisaged to use the
present Contract, for example, for developing stands promoting Commission messages and material
at conferences within the Member States which are related to communication campaigns on the
policies covered by this call for tenders.

Task 4: Development of audiovisual material

DG EMPL makes regular use of audiovisual tools in its overall communication efforts, including in
particular:

• Provision of professional quality audiovisual footage to broadcasters in the form of short

format Video News Releases and ad hoc filming on key themes and events;

• Proactive marketing to broadcasters of the DG's existing stock of audiovisual broadcast

material around key communication events;

• Press visits for broadcast journalists on key themes and events;

• Production and distribution of short clips or podcasts for broadcast and web distribution aimed
at youth/general public target audiences.

On average, DG EMPL produces around 10-15 audiovisual products annually.

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In accordance with media planning and strategy decisions taken by the Commission, the Contractor
may be called upon to produce audiovisual material on various subjects and for different target
audiences, as agreed with the Commission.

The objective of having audiovisual material broadcast by mainstream television networks should
underpin most production projects. Audiovisual material should therefore be produced to the highest
production standards, conceptually, editorially and technically.

The target audiences for each product will need to be determined in advance and an appropriate
communication strategy defined, also in advance, by the Contractor in consultation with the
Commission. Each audiovisual production will be the subject of a validation process with the
Commission before the green light is given to the Contractor to start production.

Production of audiovisual material may involve travel and shooting on location. The Contractor will be
responsible for the travel arrangements required under this Contract. Reimbursement of travel costs is
covered by Article I.3.4 of the Contract.

This task includes, as specified in Orders for services and under instructions from the Commission:

• advice and search for subjects for audiovisual material that promotes the Commission's
messages in employment and social affairs among the broad public and which could be
appropriate for usage by television/radio networks and stations;

• development of script and production of video news releases (VNR), TV/radio documentaries,
reports, spots/clips, and other audiovisual material, meeting high professional quality
standards;

• assistance in developing the cooperation with European television networks and national and
local TV and radio stations as well as online media;

• monitoring of up-take of audiovisual productions in the media [see also task 2];

• provision of audiovisual material for publication on the web (on the Commission's and/or
national web-sites, on social networks and sharing platforms) and for dissemination in DVDs.

All material have to comply with the guidelines for the deposit of audiovisual material at the
Audiovisual Library (see Annex D) and any visual material has to be also prepared for use on EUTube

Task 5: Support to the development and maintenance of web sites and other Internet-
related activities

Web communication plays an essential part in DG EMPL's overall strategy to communicate and
interact with citizens and stakeholders. The DG pays particular attention that its web sites provide up-
to-date, jargon-free and accessible information. The current monthly average for the main EMPL
policy web site amounts to 250.000 unique visitors and 1.5 million page views, all web sites combined
aggregate around 3 million unique visitors a month. The DG also intends to further explore the
potential of social networks to connect with new audiences and to use the existing content more
efficiently.

This task includes, as specified in Orders for services and under instructions from the Commission,
the development, regular maintenance and up-dating of web sites or parts of web sites and web
applications. The task will also include editorial support and production of digital content (texts,
messages, AV products, etc.) - general conditions as described under tasks 3 and 4 apply.

All web sites and any other digital products have to adhere to the Commission's Information Providers
Guide (IPG)18, technical rules and standards of the Commission (DG DIGIT) and common web
accessibility and usability standards: accessibility check (WAI level A compliance), technical check
(compliancy with W3C standards and with most used technical platforms and browsers). All products
and work failing to meet the above will be not accepted before they are fully compliant (at Contractor's
expense).

18 http://ec.europa.eu/ipg/

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All activities will follow the EC policy on multilingualism, so the Contractor can expect to work in all EU
official languages and occasionally also in languages of the candidate countries.

Please note, that it is likely that many web sites, applications or databases or their parts will be
managed and developed by the Commission's own staff or other Contractors. The work will
therefore require a high degree of coordination and streamlining.

Sub-task 5.1: Definition, production and adaptation of web sites/databases/apps/digital platforms

This category of tasks involves all activities related to the definition, production and adaptation of
multilingual static and dynamic web sites, databases, applications and other digital platforms using the
Commission’s standard IT technical tools:

• creation and development of new sites, applications, databases, etc.;

• migration of web sites/content/databases to new locations;

• transformation to different formats, adaptations of sites to new formats or web trends;

• archiving of obsolete web sites/content/databases;

• mobile web will most likely become more spread, so for some of the existing sites or their
parts mobile formats will be developed

• hosting of web sites, databases and applications (only in exceptional circumstances or as a

temporary solution - in general EC's Data Centre or EMPL servers will be used for hosting)

Currently, DG EMPL web sites are technically managed using different technologies. Dynamic sites
are managed by means of web applications based on Java, Coldfusion or Weblogic (J2EE)
technology and accessing Oracle databases. Static sites are produced and maintained using the
Commission's corporate web content management system (based on Documentum and its Web
Publisher interface) or managed manually by means of the HTML editors Frontpage or Dreamweaver.
The Contractor is expected to be able to work and have the technical expertise in all these and other
standard environments.

Sub-task 5.2: Graphical support for web sites, social networks and cross-media products

• Development of original concepts and overall ‘look and feel’;

• Translation of overall design into mock-ups or HTML prototypes, creation of web site
navigation systems;

• Graphic design specifications and guides for all level of pages, graphic design and layout
resulting in ready-to-web-publish image files in certified and standard formats for the Web,
which conform to existing or future Commission graphic charts;

• Graphic production of advertising tools (for example wallpapers and greeting cards for the
web, promotional buttons, logos, drawings, flash animations, Rich Media packages, etc.);

• Storyboards, ‘thumbnail’ images of all animated graphics, rich media packages and videos-on-
demand, along with short associated texts (titles, captions, teaser paragraphs, technical
details).

Sub-task 5.3: Maintenance and updating of web sites

This task covers day-to-day management and updating of existing web sites and other digital
platforms.

• Maintenance: manual and automatic transfer request procedures, capturing and periodically
analysing information about site usage, coordination and review of new content streams,
maintenance of graphic and editorial standards, regular site backups (off-line and on-line),
deletion of obsolete content or relocation of the content (redirection, archiving, notification
procedure); writing of technical documentation and user manuals.

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 • Regular updating (daily, weekly, monthly): updating of content and of links (including link
verification); insertion of changes requested by DG EMPL, reformatting, rewriting of pages,
adjustment of all language versions; setting up a systematic quality control system for
updates.

• Archiving/relocation: pre-announcement before archiving/relocation, identification of the

sites/pages pointing (referrers) to the site, post announcement, and co-ordinate end-of-site
event, making backups and archiving of site contents, removal of site from online production
environment, setting in place redirections.

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, sms-messaging and any other existing or new tool or service DG EMPL may decide
to implement in the future.

Sub-task 5.4: Production and adaptation of digital content

This sub-task is governed by the main conditions laid out under task 3.

• Production (drafting, editing, adopting) of texts of various formats (messages, snippets,

articles, news pieces, interviews, newsletters, etc) and styles. The Contractor’s editorial staff
may be required to introduce content produced by them directly into various web content
management applications;

• AV products (production and adaptation of web videos, audio spots, files and podcasts). The
Contractor staff may be required to integrate products into various platforms or applications;

• Purchasing of stock photos and illustrations for multiple use in various contexts/media,
including editorial search, management of related copyright issues and assurance that the
European Commission has the relevant rights to use these images;

• Creation of illustrations, logos, drawings, photographs or animated content for online

purposes;

• Production of full digital content packages linked to one topic or theme.

Sub-task 5.5: Usability testing of web sites, applications and digital content

All activities under this sub-task will result in reports, recommendations and also improvement
implementation plans:

• Modelling and prototyping of web sites and applications;

• Prototypes and digital content testing with various target groups and end-users;

• Expert reviews of both new and existing sites.

Sub-task 5.6: Digital marketing and promotion

This sub-task will cover various promotional and marketing activities in line with the overall DG EMPL
communication strategy and specialised PR campaigns:

• Development of digital marketing/promotion strategies and implementation plans;

• SEO of web sites;

• Social networks/media (promotion, development of applications, purchase of applications);

• Organisation of online contests, incl. production of mini-sites where necessary;

• Implementation of online promotional campaigns, incl. advertising.

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4. PROVISIONS CONCERNING PAYMENT, CONTRACT PERFORMANCE, CONFLICT OF INTERESTS
AND CONFIDENTIALITY

When preparing their tender, tenderers' attention is drawn to the provisions of the Standard Contract
comprising the "General terms and conditions applicable to service contracts", in particular those on:

• - prices (cf. Article I.3 and I.11);

• - payments (cf. Article I.5 and I.11);

• - conflict of interests (Article II.3);

• - confidentiality (Article II.9);

• - use, distribution and publication of information (cf. Article II.10).

Any limitations, amendment or denial of the terms of Contract will lead to automatic exclusion from the
procurement procedure.

Art. I.5.1 of the Standard Contract concerning pre-financing shall only apply for specific Orders for
services and only if the amount of the single order is above 30,000 EUR.

Signature of the Contract does not place the Commission under any obligation to place an
assignment. Assignments under the Framework Contract can be done either by orders or by specific
agreements depending on the nature of the tasks to be carried out.

The Contractor shall perform this Contract to the highest professional standards.

The Contractor will have sole responsibility for complying with all legal obligations incumbent on him,
notably those arising from employment law, tax law and social legislation.

The Contractor may neither represent the Commission nor behave in any way that would give such an
impression. The Contractor shall inform third parties that he does not belong to the European public
service, but that he is providing services on behalf of the European Union.

The Contractor will be solely responsible for the staff providing the services, and may not be placed in
a position of dependency in relation to the Commission.

During the performance of the Contract, the Contractor must pay particular attention to compliance with
copyright and other intellectual property rights involved in the activities planned (see section 0).

In connection with performance of the Contract, the Contractor may gain access to sensitive or
confidential information, for example on political initiatives that are being prepared or on the launching
of calls for proposals. The Contractor undertakes to treat in the strictest confidence and not make use
of or divulge to third parties any information or documents which are linked to performance of the
Contract. The Contractor shall continue to be bound by this undertaking after completion of the tasks.

The tenderer will have to take account of the fact that work done by the service provider under the
Framework Contract on behalf of a Directorate-General or another Commission department must, as
far as possible, be re-usable for other Directorates-General or departments in order to achieve
economies of scale.

4.1. Team to be set up

The Contractor shall work in close contact with the Commission, which will guide and monitor the
quality of work and compliance with deadlines.

The Contractor shall appoint one Contract coordinator who acts as a single contact point for the
Commission on all tasks, unless agreed otherwise for specific purposes.

Tenderers must clearly designate the Contract coordinator who acts as a single contact point for the
Commission on all tasks, unless agreed otherwise for specific purposes. The Contract coordinator
must provide the Commission with answers and solutions, both as regards the subject of the Contract

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and organisational or administrative matters (including problems related to invoicing and payment),
and implement them subject to the Commission's agreement.

The Contractor will set up a team capable of carrying out both ongoing tasks and ad hoc requests. The
team as a whole must have all the experience and know-how necessary to carry out the tasks
described under section 3, according to the highest quality standards (absence of errors in the texts
and layout, excellent sense of editorial and graphic style, perfect understanding of the Commission's
expectations…).

The Contractor will ensure that the team is composed in accordance with the terms of his tender for the
whole duration of the Contract. He/she will provide the training programmes necessary to keep the
team’s work at a high standard. The Commission reserves the right to request the replacement of any
member of staff who has insufficient experience and/or qualifications, stating its reasons for doing so
(see Article II.1.7 of the Contract).

The Contractor's structure shall ensure the sufficient flexibility to adapt to changing workload and tight
deadlines. The Contractor shall be prepared to cooperate with different contact points within the
Commission (e.g. for work in the different policy sections), while ensuring coherence for the overall
work under this Contract.

Implementation of DG EMPL's publications programme is centralised in the Communications Unit. The

Contractor will therefore be asked to set up a specific team dedicated to the production of DG EMPL's
publications programme who will liaise on a daily basis with DG EMPL's publications team.

The Contractor shall ensure its ability to act both at European and national level. The tenderer shall
therefore clearly indicate how he/she will coordinate work between the various policy strands and how
he/she will support the Commission's contacts with authorities and stakeholders in each of the 27
Member States.

4.1.1. Professional qualifications

See Annex IV of the Standard Contract, table with classification of experts.

For each of the tasks to be performed under the Contract, the person(s) appointed by the Contractor
to be in charge of its implementation shall demonstrate the appropriate skills and competencies.

In particular, the team proposed by the tenderer shall include a high level of expertise required for the
policies covered by this call for tenders.

The Contractor will, for each Order for services, propose the most appropriate team from the list of
experts included in its tender. If this proposal is not approved by the Commission, the Contractor will
modify it appropriately and, if necessary, replace experts listed in the tender, subject to written
agreement with the Commission in line with Article II.18. of the Standard Contract.

Additional requirements:

The Contract coordinator must have, at least, seven years of experience in the field of communication,
and be familiar with working with European Institutions. He/she should also be familiar with the field of
EU employment and social policy and funding, or related fields. Fluent English is required.

Project/product managers are required to have at least five years of experience in the field of
managing the production of information materials.

Journalists/editors are expected to have a diploma in the field of editing/journalism/communication and

knowledge of employment and social affairs issues as well as European affairs. A proven experience
of three years in journalism is requested.

The translation coordinator and translators must have a translation diploma (masters' level), officially
recognised in the European Union. A proven experience of three years in a translator position is
required.

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The graphic coordinator or art director and graphic designers must have a diploma in the field of
graphic design. Graphic designers must have at least three years of proven experience in the field of
graphic design, while the art director should have five years of experience.

Web specialists and web coordinator must have relevant diplomas and at least three years of proven
experience in the field.

4.2. Time schedule and reporting

Work under the Contract should begin immediately after its signature as will be specified within the
single Orders for services.

4.2.1. Reports

In addition to the standard provisions on reporting, the Contractor shall provide the Commission with:

a) a weekly update on the implementation of DG EMPL's publications programme,

b) a monthly overview of the status of all Orders for services issued under the Contract,
including information on contract amounts and invoicing,

c) interim reports: the Contractor shall draw up an interim report on performance of the
Contract every six months. These reports will be structured as follows:

− summary of the tasks performed during the period in question;

− progress report on the orders for services under way accompanied by a table showing the forecast
and actual completion dates;
− method used to evaluate the quality of the tasks completed under the Contract (planning, checks,
evaluation);
− financial implementation: total sum for orders for services signed and total sum for orders for
services invoiced during the reference period.
The initial interim report is to cover the first six months of performance of the Contract and
must be received by the Commission (one original and two copies) no later than one month
after the end of the period covered by the report. The subsequent interim reports will cover a
period of six months each and are to be sent to the Commission no later than one month after
the end of the reference period. The reports are also to include a cumulative budget table.

d) final report: The final report must include a summary of all the work carried out and a budget
table. This report must be submitted to the Commission no later than one month after expiry of
the Contract.

The interim reports and final report will be deemed to have been approved by the Commission if it
does not expressly inform the Contractor of any comments within 60 days of receiving the reports.

The cost of producing these reports must be borne exclusively by the Contractor; the Commission will
not participate in any way in the expenditure incurred, whether it relates to the drafting, production or
distribution - this list not being exhaustive - of the reports required.

4.2.2. Follow-up meetings

Follow-up meetings between the Contract coordinator and the Commission services on the quality of
the services provided under this Contract will be held at the Commission's premises in Brussels.

These meetings will be held every three months to monitor the progress of the work and compliance
with the procedures and with the quality criteria and plan future actions. The Commission reserves the
right to change the frequency of the meeting if necessary.

These follow-up meetings will provide an opportunity to ensure that the following contractual
commitments are being met:

• compliance with quality standards;

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 • speed and quality of response to the service requests;

• compliance with deadlines;

• quality of contract management;

• quality of the services delivered and work provided.

The cost of these meetings must be borne exclusively by the Contractor; the Commission will not
participate in any way in the expenditure incurred (transport, accommodation, etc.).

4.3. Ensuring quality

The Contractor must guarantee full quality control of all works carried out by him in accordance with
the requirements described in this call for tenders. Tenderers must include in their tenders the quality
plan they propose to adopt in order to perform the proposed services.

In their proposed quality plan tenderers must specify how they intend to control and ensure high
quality and effective monitoring of the services, works and products they may be required to supply to
the Commission throughout the period of performance of the Contract. In particular, the quality plan
describes:

• the various procedures that the tenderer intends to implement and the indicators to be used to
ensure the quality and monitoring of the services and products rendered;

• the personnel policy, management and training including the mechanisms for notification to
the Commission, and timely and full replacement of any reduction in capacity in order to
ensure the committed level of expertise and resources throughout the whole duration of the
Contract;

• the procedures the tenderer intends to use to gather and process indicators of performance
and client satisfaction and any complaints received;

• the quality control and assurance/complaint management;

• the procedure for updating and adapting changes to the quality plan, taking account of the fact
that any such updating and adaptation must have the Commission's prior approval.

All expenses incurred in producing and implementing the quality plan will be borne by the Contractor.

If the projects do not meet the requested quality requirements, the Commission can exercise all rights
foreseen in the Framework Contract and the respective Order for services, in particular terminating the
Contract and/or requesting penalties.

Quality control is mandatory and must be performed at each step of the production process. For each
aspect of a deliverable, the work must have been thoroughly revised and reviewed by the Contractor,
so as to be usable as it stands, without further amendment by the Commission.

4.4. Copyright, other intellectual property rights and image rights

Compliance with Copyright law, and more generally with intellectual property legislation, as well as
with image rights, is of utmost importance to the European Union.

The Contractor shall give warranties to the European Union concerning ownership and/or the
acquisition of relevant licences and authorisations pertaining to the above-mentioned rights and in
particular shall give warranties that no third-party rights will be infringed.

The Contractor shall assign ownership to the European Union of the rights pertaining to the results
obtained under the performance of this call for tenders as from the moment of their acceptance by the
Commission. In case of rights existing prior to the contract being entered into, the Contractor shall
grant to the European Union a licence, permitting the Commission to use the results for all the
purposes defined in this call for tenders, as from the moment of acceptance by the Commission.

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In case the Contractor cannot obtain the necessary rights to assign or licence them to the European
Union, he shall immediately inform the Commission before the creation of the results. It is also the
Contractor's obligation to notify in writing the Commission of the rights that are subject only to a
licence. In the absence of such notification by the Contractor, the Commission shall presume that all
rights are subject to assignment.

Any costs associated to such rights shall be borne by the Contractor, who ensures that any other
conditions linked to the rights are fulfilled, in particular concerning the appropriate acknowledgement
of the source material.

By derogation from para. 5 above and in addition to costs mentioned in Art.I.3.4 of the Standard
Contract, the specific Order for services can foresee the reimbursement of costs related to purchase
(copyright) of copyrighted material such as images, music, etc.

The Contractor shall hold the European Union harmless and shall provide compensation and
assistance in the event of actions and proceedings brought against the Union by a third party as a
result of the enjoyment by the European Union of rights obtained in performance of this Contract.

4.5. Audits

The Commission reserves the right to perform quality and safety audits on the project organisation at
the Contractor’s offices. The Commission may use the services of third parties for carrying out these
audits. The Contractor undertakes to give his full assistance to the Commission during these audits. In
particular, the Contractor undertakes to grant access to all the information on the project no more than
two weeks after the Commission requests it and to answer any question the Commission puts to
him/her on the project.

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 Annex B – Price schedules

The rates quoted are to include all the general expenses and those linked to providing the services,
without prejudice to the rules in Article I.3.4 of the Contract. All amounts are in euro.

Any form that is incomplete or has been amended will disqualify the tender:

Tenderers must fill in all the empty boxes in the price schedule. A service which the tenderer intends
to provide free of charge must be marked “€0”. The descriptions of work must not be amended or
deleted.

Each price table needs to be duly signed by the tenderer.

In defining the prices please note particularly point Error! Reference source not found. of these
Specifications and in particular its paras. 5 and 6 which state:

"If the unit price for a certain activity is related to certain results/products (e.g. cost for drafting a line),
this unit price covers the experts' fees related to the activity. For other activities, the experts’ fees
related to the activity will be reimbursable according to unit costs for person/day or person/hour in line
with Annex B as specified in Orders for services.

Management and other administrative expenditure, with the exception of the reimbursable expenses
referred to hereafter, shall be covered by unit prices and are not eligible for separate reimbursement."

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 PRICE SCHEDULE
Task 1: Assistance to communication planning and campaigns

Please note: Drafting and layout tasks are subject to the price schedule for task 3.

1. Staff costs
Person/day

Cost Weighting
(each box to be
filled in, only
one price per
box)

Senior consultant 115

Consultant 139

Project manager 120

Junior project executive 75

Assistant/technical support/secretary 24

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 PRICE SCHEDULE
Task 2: Support to media relations

Please note: Other than specified below, drafting, editing, correction, translation, and layout of texts for
media purposes are subject to the price schedule for task 3.

1. Staff costs
Person/day

Cost Weighting
(each box to be
filled in, only
one price per
box)

2.1 Senior media expert 319

Organising activities and designing messages aimed at written, audiovisual and online media;
identification of target groups; identification of the most suitable media for a specific activity;
advice and support to national communication campaigns aimed at journalists; analysis of
trends; identification of communication opportunities; advice on innovative communication
approaches; advice on placement of articles etc.

2.2 Junior media expert 1488

Organising activities and designing messages aimed at written, audiovisual and online media;
target groups; advice and support to national communication campaigns aimed at journalists;
analysis of trends; identification of communication opportunities; advice on innovative
communication approaches; advice on placement of articles etc.

2.3 Media training: Senior media expert / journalist 8

Training in small groups on interaction with the media, especially as regards interviews,
including practical exercises. Details of the training concept are to be given in the technical part
of the tender.

2. Services
Description Cost Weighting
(each box to be filled
in, only one price per
box)

Preparing and drafting of press material

2.4 Preparing a press pack, flat rate price 5

For the purpose of the price list, this entails compilation of a press pack from existing
materials and drafting new ones (one background document, 11 000 characters with
spaces) and multiplication

2.5 Photocopying of documents, per 100 pages 80

b/w recto-verso, including handling and assembly of files where necessary

2.6 Photocopying of documents, per 100 pages 26

colour recto-verso, including handling and assembly of files where necessary

2.7 Adaptation of press material to national/regional/local situations 28

Adaptation (re-writing and updating of information) of press material – maximum 5000
characters, spaces included

Media monitoring and analysis (as per subtask 2.3)

For the purpose of this price list, the list of monitored media is to be set up based on the size of audiences/readership in
decreasing order:
• for large Member States (over 20 million inhabitants): the most important 6 dailies/4 weeklies, key 4 radio stations, key 4 TV
stations and the 5 most visited online media;
• for smaller Member States (less than 20 million inhabitants): top 5 dailies/3 weeklies, 2 radio stations, 3 TV stations and 4 key
online media.
The price indicated takes into account an average for all the Member States.

2.8 Flash report, large Member state 15

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

2.9 Flash report, small Member state 15

2.10 Tracking and thematic report, large Member state, 1 month 4

Including weekly summary reports and final report with in-depth analysis, executive
summary and conclusions

2.11 Tracking and thematic report, large Member state, 6 months 3

Including bi-weekly summary reports and final report with in-depth analysis, executive
summary and conclusions

2.12 Tracking and thematic report, large Member state, 12 months 2

Including monthly summary reports and final report with in-depth analysis, executive
summary and conclusions

2.13 Tracking and thematic report, small Member state, 1 month 4

Including weekly summary reports and final report with in-depth analysis, executive
summary and conclusions

2.14 Tracking and thematic report, small Member state, 6 months 3

Including bi-weekly summary reports and final report with in-depth analysis, executive
summary and conclusions

2.15 Tracking and thematic report, small Member state, 12 months 2

Including monthly summary reports and final report with in-depth analysis, executive
summary and conclusions

2.16 Tracking and thematic report, EU, 6 months 2

On the subject of "employment and social affairs". Media to be monitored according to
large/small country definition above. Including bi-weekly summary reports and final
report with in-depth analysis, executive summary and conclusions

2.17 Tracking and thematic report, EU, 6 months 3

On one particular subject to be specified. Media to be monitored according to
large/small country definition above. Including bi-weekly summary reports and final
report with in-depth analysis, executive summary and conclusions

2.18 Transcripts of radio and TV broadcasts, per ten minutes of 10

broadcast

Media placement.

2.19 Placement of articles in international/national/regional/local 8

media, price per article

2.20 Placement of videos in audiovisual or online media across 16

Europe, price per video/media

Management of journalists databases

Maintenance and updating of an electronic database of DG EMPL containing the contact details and specialisations of journalists,
publications, agencies, etc. (according to the subtask 2.5).

2.21 Incorporation of contacts supplied by the Commission, price per 12

10 contacts

2.22 Search for new contacts, price per 10 new contacts 25

Searching for and encoding new contacts not yet in the database

2.23 Maintenance, updating, flat-rate cost per 100 contacts 30

Verification of contact details / updating

Support for the preparation of media events

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

2.24 Price of organizing a press conference, per event 5

Includes inviting media, identifying a venue (renting of venue not included), coordination
of speakers with the DG, on site assistance and follow up activities etc. for details, see
subtask 2.7

2.25 Price of targeted events, per event 4

Press breakfasts of small scale (less than 10 journalists) – including inviting media,
providing food and drinks and follow up activities.Rrenting of venue not included – for
details, see subtask 2.7

Organisation of press trips

Renting of venue not included – see items 2.43 - .2.50

2.26 Overall coordination, flat rate price per event 5.75

Internal coordination and coordination meetings with the Commission. Includes at least
one meeting with the Commission in Brussels. Travel or accommodation costs for such
coordination meetings in Brussels will not be reimbursed.

2.27 Planning phase, flat rate price per event 5.75

Design of the event and media programme; identification of participants (journalists and
speakers; profiles of selected participants (including photos and latest/updated
information including prominence of the participant; key topics covered by participant
etc); preparation of a press pack including background notes and information for
participants.

2.28 Press trip organisation – up to 5 participants, per event 0.25

Total number of invited participants actually present. Work includes invitation, follow-up
(phone calls, email correspondence); practical organisation (equipment, logistics, lunch
and beverages during the day), on-site assistance. Attention: price does not include
reimbursable expenses such as travel and accommodation costs

2.29 Press trip organisation – up to 10 participants, per event 0.5

Total number of invited participants actually present. Work includes invitation, follow-up
(phone calls, email correspondence); practical organisation (equipment, logistics, lunch
and beverages during the day), on-site assistance. Attention: price does not include
reimbursable expenses such as travel and accommodation costs

2.30 Press trip organisation – up to 15 participants, per event 0.5

Total number of invited participants actually present. Work includes invitation, follow-up
(phone calls, email correspondence); practical organisation (equipment, logistics, lunch
and beverages during the day), on-site assistance. Attention: price does not include
reimbursable expenses such as travel and accommodation costs

2.31 Press trip organisation – up to 20 participants, per event 1

Total number of invited participants actually present. Work includes invitation, follow-up
(phone calls, email correspondence); practical organisation (equipment, logistics, lunch
and beverages during the day), on-site assistance. Attention: price does not include
reimbursable expenses such as travel and accommodation costs

2.32 Press trip organisation – up to 25 participants, per event 2

Total number of invited participants actually present. Work includes invitation, follow-up
(phone calls, email correspondence); practical organisation (equipment, logistics, lunch
and beverages during the day), on-site assistance. Attention: price does not include
reimbursable expenses such as travel and accommodation costs

2.33 Press trip organisation – up to 30 participants, per event 1.5

Total number of invited participants actually present. Work includes invitation, follow-up
(phone calls, email correspondence); practical organisation (equipment, logistics, lunch
and beverages during the day), on-site assistance. Attention: price does not include
reimbursable expenses such as travel and accommodation costs

2.34 Press trip – One additional day in the same location – up to 5 0.25
participants, flat-rate price

2.35 Press trip – One additional day in the same location – up to 10 0.25
participants, flat-rate price

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

2.36 Press trip – One additional day in the same location – up to 15 1

participants, flat-rate price

2.37 Press trip – One additional day in the same location – up to 25 1

participants, flat-rate price

2.38 Press trip – One additional day in the same location – up to 30 1

participants, flat-rate price

2.39 Interpretation, per day 3

Two interpreters, technical equipment. Not included: travel costs and
allowances).

2.40 Media monitoring and reporting – event with up to 10 participants 0.5

Quantitative and qualitative analysis of the media coverage, recommendations,
rebuttals. Quantitative analysis report three days and eight days after the event, full
report (quantitative and qualitative) 30 days after the event.

2.41 Media monitoring and reporting – event with up to 20 participants 1.5

Quantitative and qualitative analysis of the media coverage, recommendations,
rebuttals. Quantitative analysis report three days and eight days after the event, full
report (quantitative and qualitative) 30 days after the event.

2.42 Media monitoring and reporting – event with up to 30 participants 3.5

Quantitative and qualitative analysis of the media coverage, recommendations,
rebuttals. Quantitative analysis report three days and eight days after the event, full
report (quantitative and qualitative) 30 days after the event.

Renting of rooms for a press conference

Seats facing a podium. Room fully equipped particularly with audiovisual hardware (especially overhead projector and PC with
presentation software like PowerPoint or equivalent and microphones/loudspeaker). Name plates for speakers.

2.43 Press conference room in Brussels for 20 persons, cost per half 2
day

2.44 Press conference room in Brussels for 20 persons, cost per day 0.5

2.45 Press conference room in Brussels for 50 persons, cost per half 1
day

2.46 Press conference room in Brussels for 50 persons, cost per day 0.5

2.47 Press conference room in a city in Europe19for 20 persons, cost 5

per half day

2.48 Press conference room in a city in Europe for 20 persons, cost 2

per day

2.49 Press conference room in a city in Europe for 50 persons, cost 4

per half day

2.50 Press conference room in a city in Europe for 50 persons, cost 2

per day

2.51 Catering
Fixed price for an event in Europe
Service and renting of equipment included

19 EU, candidate or potential candidate countries

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

2.52 Cocktail, price per person on basis of 50 persons minimum 75

Sparkling wine, water, juice, peanuts, biscuits.

2.53 Coffee break, price per person on basis of 25 persons minimum 400
Choice of coffee, tea, orange juice, mineral water.

2.54 Lunch sandwich, price per person 50

To be specified in the technical part of the tender: two filled sandwiches per person,
wines, waters, pastry goods, coffee.

2.55 Restaurant dinner, price per person 75

Approach for choice of restaurant and minimum standards to be specified in the
technical part of the tender. Choice of three menus for approval by the Commission,
including at least one vegetarian menu. A choice of aperitifs, white and red wines,
mineral water and coffee (including espresso, cappuccino, etc.) must be included.

Transfer of participants by coach

Fixed price for a return trip of up to 50 km by coach for at least 50 persons

2.56 In Belgium: 2.5

2.57 In another town or city within the European Union 1.5

Since needs for other specific services of this kind may arise the tenderers should attach their
complete signed supplementary price catalogue to this bid.

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 PRICE SCHEDULE
Task 3: Implementation of DG EMPL's official publications programme, creation of content and
development of other communication tools

Please note: Time spent by the experts responsible for coordinating production at meetings with the
Commission, and coordinating with the various operators involved (graphic designers, journalists,
photographers, printers, etc.) and the Commission may be billed by person/hour in accordance with
table 1 below. Each Order for services will specify the maximum quantity of units which can be
reimbursed.

1. Gathering, analysing and compiling information, coordination of tasks

Person/hour

Cost Weighting

3.1 Coordination of tasks 2621

3.2 Gathering, analysing and compiling information 393

2. Drafting, copy-editing and proofreading

Description Cost Weighting

(each box to be filled
in, only one price per
box)

3.3 Drafting, per line20 10240

3.4 Devising a key message or slogan, per line 50

3.5 Copy-editing, rewriting, per line 12008

3.6 Proofreading, per page21 254

3. Translations

Translation from among EN, FR or DE into all the other UE official languages, per line of source text.
Since needs for translations from English into other languages (including languages of acceding and
candidate countries and Romani) may arise, the tenderers should attach their complete signed price
catalogue to this bid.

Translation
from

DE EN FR

Translation into Cost Weighting Cost Weighting Cost Weighting

3.7 BG 20 11120 500

3.8 CZ 20 11120 500

3.9 DA 20 11120 500

20 One line = 60 characters including spaces

21 One page = 40 lines

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3.10 DE N.A. N.A. 78310 1200

3.11 EL 20 11120 500

3.12 EN 500 N.A. N.A. 1200

3.13 ES 20 11120 500

3.14 ET 20 11120 500

3.15 FI 20 11120 500

3.16 FR 500 78310 N.A. N.A.

3.17 GA 20 11120 500

3.18 HU 20 11120 500

3.19 IT 20 11120 500

3.20 LV 20 11120 500

3.21 LT 20 11120 500

3.22 MT 20 11120 500

3.23 NL 20 11120 500

3.24 PL 20 11120 500

3.25 RO 20 11120 500

3.26 SK 20 11120 500

3.27 SI 20 11120 500

3.28 SV 20 11120 500

4. Graphic design and layout

Please note the following technical specifications for unit prices below (in addition to those mentioned
under point 3 of these specifications):

• Graphic design will involve devising the basic concept and producing draft covers and
specimen pages for one language version and executing the lay-out of the pilot version The
price will be determined per specimen page:

• Graphs will be produced, on paper or in electronic form, from data supplied by the
Commission.

• Composition includes photocomposition of texts and titles, captions, graphics, image scanning
and adding author's corrections.

• Any author's corrections of up to 30% will be included in the unit prices. If author's corrections
exceed 30%, a new page is to be invoiced.

• Finalisation steps (delivery of CDs including print ready and source files, conversion to pdf,
etc.) are included in the unit prices as specified under subtask 3.4.

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

Graphic design - publications (pilot language), per page (1 DIN A4 page = 40 lines x 60 characters)

3.29 Model page 1 (full cover) 51

3.30 Model page 2 (title page) 42

3.31 Model page 3 (text page) 1996

3.32 Model page 4 (including one or more photographs or 433

illustrations)

3.33 Model page 5 (including one or more tables) 356

3.34 Model page 6 (including one or more graphs) 200

3.35 Model page 7 (poster, any format) 25

3.36 Model page 8 (Powerpoint slide), per slide 36

3.37 Model page 9 (Advertising text), per text 8

3.38 Promotional gadget, per item 12

Composition (one language version), per page

3.39 Model page 1 (full cover) 10

3.40 Model page 2 (title page) 2

3.41 Model page 3 (text page) 48

3.42 Model page 4 (including one or more photographs or 110

illustrations)

3.43 Model page 5 (including one or more tables) 4

3.44 Model page 6 (including one or more graphs) 2

3.45 Model page 7 (poster, any format) 25

Developing a new visual identity

3.46 Graphic designer, cost per day 10

Selection and production of photos and illustrations

3.47 Searching for photographs, per person/hour 327

3.48 Photographer, per person/hour 32

Delivery of pictures with assignment of rights to unlimited use, on a non-exclusive
basis. Cost including all costs for equipment, supplies.

3.49 Production of drawings or illustrations, per drawing/illustration 18

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5. Printing

Description Cost Weighting

(each box to be filled
in, only one price per
box)

3.50 Brochure 144 A4 pages, per 1000 copies 1

B/W printing on white 80g offset paper, cover: 4-colour printing on 250g matt coated
board, perfect binding

3.51 Brochure 24 A5 pages, per 1000 copies 3

4 colour printing on 90 g matt coated, cover: 4-colour printing on 200 g mat coated
board, stitched

3.52 Leaflet, per 1000 copies 6

Open: 21x29.7 cm, folded: 21x9.9 cm, 4-colour printing, 2 folds) on 130 g matt coated

3.53 Folder including 20 A4 sheets, per 1000 copies 1

Folder: 4-colour printing on 250 matt coated; A4 sheets: 4-colour recto/verso printing on
115 g matt coated

3.54 Poster A1, per 100 copies 20

4-colour printing on 115g matt coated

3.55 Poster A3, per 100 copies 100

4-colour printing on 115g matt coated

3.56 Poster 70x100cm, per 100 copies 20

4-colour printing on 115g matt coated

3.57 Panel A1, per panel 15

4-colour printing, on Forex 3mm

3.58 Panel A2, per panel 15

4-colour printing, on Forex 3mm

3.59 Panel 70x100cm, per panel 20

4-colour printing, on Forex 3mm

6. Provision of information stands

Description Cost Weighting

(each box to be filled
in, only one price per
box)

Personnel

3.60 Design of stand – head of project, per day 9

3.61 Design of stand – assistant, per day 6

3.62 Graphic design of panels, posters, per day 5

3.63 Receptionist – contact person, per day 1

3.64 Technical supervision, per day 4

Technical supervision by multi-skilled worker(s) throughout the exhibition

Rental of stand
Construction and rental of stands customised in style and layout and made using a variety of materials and finishes including
wood, glass, steel, aluminium - details to be provided in the technical part of the offer. Including blue carpeting for whole area and
lighting for all panels.

3.65 Stand, up to 12m², per m² and day 1

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

3.66 Stand, up to 30m², per m² and day 1

3.67 Stand, more than 30m², per m² and day 0.5

Transport of stand
Transport costs incurred on a round trip of less than 500 km are included in the various unit costs set out in this price schedule.

3.68 Stand ≤ 30m², distance (round trip) > 500 km, cost per km 1000

3.69 Stand > 30m², distance (round trip) > 500 km, cost per km 500

Transport of documentation

3.70 Distance (round trip) ≤ 3000 km, cost for 1 m3 (i.e. 330 kg) per km 4000

3.71 Distance (round trip) >3000 km, cost for 1 m3 (i.e. 330 kg) per km 500

Creation of panels
Printing of paper posters and other panels: according to section 5 above

3.72 Photo printing/laminating with 3 mm PVC/plastification of a 700 x 48

1000 mm photo, unframed

3.73 Lacquered aluminium frame for panels 24

Rental for the duration of the exhibition

3.74 Printing of posters on light boxes or plexi, per m² 25

Other services

3.75 Stand assembly and dismantling, per m² 12

including all personnel and other costs for both assembly and dismantling

3.76 Modular structure panels with internal cabling, per linear metre 18
details to be provided in the technical part (Annex II.1) Choice of colours.

3.77 On-panel lighting, per unit 18

3.78 Platform floor, cost per m2 120

3.79 Rental of office/secretariat, per day 4

Office space to be rented at events not organised by the Commission

3.80 Storage of a panel for one year 42

Coding system to be agreed on with the Commission

3.81 Destruction of a panel 20

Facilities and equipment: Cost of hiring for a period of up to three days. For longer periods, this
price will be multiplied by the following factors: up to 5 days x 1.5, up to 7 days x 1.8, up to 14
days x 3, and for each additional week x 1
Details to be provided in the technical part of the offer. Fixed price per unit including installation, insurance, assembly and
dismantling.

3.82 Multimedia PC with Internet access 6

3.83 Black and white laser printer 3

3.84 Office photocopier 2

3.85 Monitor for video or DVD player 1

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

3.86 Video reader 25

3.87 Video screen for connection to a PC or video/DVD player, min. 4

42"

3.88 Fax 1

3.89 Video projector / beamer 4

3.90 Standard screen for projection 3

3.91 Video wall – 4 cubes 3

3.92 Video wall – 9 cubes 1

Furniture, cost per unit for duration of the event, including assembly and dismantling
Details to be provided in the technical part of the offer

3.93 Counter (modular), standard finish 3

3.94 Chair, standard finish, upholstered 120

3.95 Display stand for brochures (A4) 30

3.96 Stool (high), standard finish, upholstered 10

3.97 Lockable metal cupboard 6

3.98 Welcome desk 2

3.99 Lectern 2

3.100 Paper board (flipchart) with paper and felt tips 2

3.101 Table 60

3.102 Fridge 2

3.103 Coffee machine 2

3.104 Waste paper basket 4

Since needs for other specific services of this kind may arise the tenderers should attach their
complete signed supplementary price catalogue to this bid.

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 PRICE SCHEDULE
Task 4: Development of audiovisual material

Hour Day Overtime

1 hour

Personnel Cost Weighting Cost Weighting Cost Weighting

4.1 Journalist 3 297 15

4.2 Researcher 0.5 25 1

4.3 AV and TV specialist/consultant 0.5 10 0.5

4.4 Script-writer 0.5 33 2

4.5 Producer 0.5 24 1

4.6 Assistant producer 12 32 2

4.7 Production director 0.5 43.5 2

4.8 Production manager 2 171 8

4.9 Production assistant 0.5 23 1

4.10 Production secretary 0.5 20 1

4.11 Studio director 0.5 20 1

4.12 Art Director 0.5 20 1

4.13 Photography director 0.5 20 1

4.14 Cameraman 1 83 3

4.15 Camera assistant 0.5 12 0.5

4.16 Prompter technician 0.5 10 0.5

4.17 Chief Electrician 0.5 12 0.5

4.18 Electrician 0.5 24 1

4.19 Sound operator 1 97 5

4.20 Post-production manager 0.5 59 2.5

4.21 Post-production assistant 0.5 20 0.5

4.22 Artist 2D senior 0.5 15 0.5

4.23 Artist 3D senior 0.5 15 0.5

4.24 Make-up 0.5 5 0.5

4.25 Decorator 0.5 12 0.5

4.26 Actor senior 0.5 10 0.5

Rights: buy out worldwide 3 years.

4.27 Actor junior 0.5 6 0.5

Rights: buy out worldwide 3 years.

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4.28 Speaker 0.5 5 0.5
Rights: buy out worldwide 3 years.

4.29 Aid 0.5 10 0.5

4.30 Video Editor 0.5 160 0.5

4.31 Sound engineer 0.5 160 0.5

4.32 Artist 2D junior 0.5 15 0.5

4.33 Artist 3D junior 0.5 20 0.5

4.34 Sound effect engineer 0.5 15 0.5

Description Cost Weighting

(each box to be filled
in, only one price per
box)

Equipment, per day

Including insurance.

4.35 Camera DVC Pro 25 (or HD or similar) 20

4.36 Prompter 18

4.37 Wide angle optics x 0,8 5

4.38 ENG sound equipment 94

4.39 HF Microphone 27

4.40 Lighting equipment 30

Supplies

4.41 Shooting tapes (digital) 20' 40

4.42 Shooting tapes (digital) 30' 50

4.43 Shooting tapes (digital) 60' 5

4.44 Shooting tapes (digital) 90' 5

4.45 Creation of a master for 500 DVD copies (glass master) 8

Compression

4.46 Compression (MPEG2/MOV, streamings (Flash, wmv), transfer to 20

hard disk), per hour

Duplication

4.47 From MASTER to DVD, ≤ 100 copies, per copy 300

4.48 From MASTER to DVD, ≤ 250 copies, per copy 500

4.49 From MASTER to DVD, ≤ 1000 copies, per copy 1500

4.50 From MASTER to DVD, >1000 copies, per copy 2000

4.51 Copies > BETACAM Digital (15'), per copy 3

4.52 Copies > BETACAM Digital (30'), per copy 2

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

Other services

4.53 Transcription, per minute of video 90

4.54 Subtitling, per minute 225

4.55 Soundtrack (all rights included), per minute 72

4.56 Creation of original music (all rights included), per minute 10

Description Hour Day Overtime 1 hour

Services Cost Weighting Cost Weighting Cost Weighting

4.57 Multi-machine digital editing 20 180 10

4.58 2 D graphic palette 5 30 3

4.59 3 D graphic palette 5 30 3

4.60 Sound studio 5 10 3

4.61 Multi-track mixing studio 22 160 9

Since needs for other specific services may arise for other productions the tenderers should attach
their complete signed supplementary price catalogue to this bid.

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 PRICE SCHEDULE
Task 5: : Support to the development and maintenance of web-sites

Please note: Drafting, editing, correction and translation of texts will be reimbursed in accordance with
the respective unit costs for task 3 – see tables 3 above.

Description Cost Weighting

(each box to be filled
in, only one price per
box)

Personnel, cost per day

5.1 Project manager 29

5.2 Senior analyst 12

5.3 User requirements analyst 12

5.4 User interface specialist 12

5.5 Web editor 73

5.6 Web developer 73

5.7 Junior web developer 539

5.8 Database developer/administrator 73

5.9 Graphical web designer 120.5

5.10 Multi-media designer 26.5

5.11 Webmaster 73

5.12 Content encoder 365

5.13 Usability and accessibility specialist 20

5.14 Web consultant 12

5.15 PR specialist (digital marketing) 14

5.16 Junior account executive (digital marketing) 28

5.17 Social networks and online discussions administrator/moderator 56

Services

5.18 Definition of overall design of web site structure, cost per site 6

5.19 Graphical design of a template for a complex page22, cost per web 18
page

5.20 Transformation of the graphical design (complex page) into an 18

HTML template using a classical HTML editor, cost per web page

5.21 Transformation of the graphical design (complex page) into XSL 18

templates for use in Documentum, cost per XSL file

22 simple page: only text or ready-to-use components; complex page: using customised components, specially developed components

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Description Cost Weighting
(each box to be filled
in, only one price per
box)

5.22 Graphical design of a template for a simple page, cost per web 30
page

5.23 Transformation of the graphical design (simple page) into an 30

HTML template using a classical HTML editor, cost per web page

5.24 Transformation of the graphical design (simple page) into XSL 30

templates for use in Documentum, cost per XSL file

5.25 Migration of content (no development) of an existing static web 150

site to Documentum, cost per web page/language version

5.26 Migration of content (no development) of an existing dynamic 150

web site to Documentum, cost per web page/language version

5.27 Model/prototype of a web site for user testing (wireframe, 3-5 6

pages max)

5.28 Model/prototype of an application (Android) for user testing 6

5.29 Full user testing of a web site (live test with min. 10 users from 6
relevant target group incl. eye tracking, 2 focus groups)
delivering report and implementation plan of outcomes

5.30 Partial user testing of a wireframe or application prototype (live 6

test with min. 10 users) delivering report and implementation
plan of outcomes

5.31 Usability expert review of a web site (3 reviewers) delivering 6

report and implementation plan of outcomes

Since needs for other specific services may arise for other productions the tenderers should attach
their complete signed supplementary price catalogue to this bid.

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Annex D - Guidelines for the deposit of audiovisual material at the Audiovisual Library

The Audiovisual Library of DG COMM functions as central deposit for any audiovisual material (photo,
video, audio) produced by the services of the Commission.

It only accepts material for which the Commission is the copyright owner.

If a service wants to integrate some material into the Audiovisual library for long term archiving and
distribution/publishing via EbS, EU-tube or the audiovisual portal, the following guidelines should be
respected.

General information

ƒ Indicate which type of publication is wanted: EbS, audiovisual portal,

Publication EU-tube or only for archives

Editorial context ƒ If the material is news/event related, give short information about its
context and the desired publication date.
ƒ Name of the editor responsible for the content

Delay ƒ Material (including metadata and copyright information) should be

sent at least 2 days before publication/transmission!

Where to send your ƒ DG COMM

material Service audiovisuel
Médiathèque centrale
Claudia Christl
BERL 04/279

Contact ƒ tel.: 99005

ƒ e-mail: COMM MEDIATHEQUE

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Specific information

1. Video

ƒ 1 dubmaster of all language versions in a professional format

Technical aspects (preferably BetaDigital or BetaSp, BetaSX, DVCpro) or MPEG2
15Mb/s MP@ML or H264 Hip level 3 at 10Mb/s. Consumer formats
will not be accepted.
ƒ each version has to be preceded by a title
ƒ different versions on the same tape have to be separated by black
images
ƒ clear description of the sound tracks
ƒ international sound has to be mixed
ƒ indication of the duration of the product
ƒ tapes have to be clearly identified (title, producer, duration, sound
tracks)

Metadata Detailed information in English and/or French:

ƒ type of product: video news release, documentary, stockshots, clips,
…
ƒ title
ƒ original title (if different)
ƒ language versions
ƒ producer
ƒ director
ƒ place of production
ƒ end date of production
ƒ place of event
ƒ start date of shooting
ƒ end date of shooting
ƒ start date of distribution (if the distribution is authorised only from a
certain date on)
ƒ end date of distribution (if the video may not be distributed after a
certain date)
ƒ summary
ƒ script or shotlist with names and functions of the personalities filmed
and clear identification (e.g.: from left to right; 2nd from left; etc.)
ƒ links to IP note, other useful information/website, DG website where
the product can be viewed or downloaded

Copyright ƒ Videos realised within a framework service contract: copy of the

signed framework service contract and the signed specific
agreement. The contract has to contain the standard copyright
clause (see annex 1)
ƒ Videos and video sequences acquired from third parties (agencies,
archives etc.) outside a framework contract: copy of the signed rights
agreement (see annex 2)
ƒ Persons filmed: signed model release for all persons that are not
public figures. For children the model release has to be signed by
their parents. (text of the model releases see annex 3)
ƒ Work of art photographed: clear identification (author, title) and
signed publishing agreement
ƒ Third party rights (music, pictures): detailed information (author, title)
and copy of the declaration and payment to the appropriate
collecting society
ƒ Site licensing and property release, where applicable

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2. Photo

ƒ Format: jpeg-file
Technical aspects ƒ Resolution: 300dpi with a picture size of 15x21 cm
ƒ Image Quality in Photoshop: 10/12

Metadata Detailed information in English and/or French:

ƒ date when the photo has been taken
ƒ place where the photo has been taken
ƒ event description
ƒ description of each photo with names and functions of the
personalities photographed and clear identification (e.g.: from left to
right; 2nd from left; etc.)
ƒ name of the photographer
ƒ links to IP note, other useful information/website, DG website where
the product can be viewed or downloaded

Where technically possible, the IPTC metadata fields of the jpeg-file

should be filled in by the photographer/producing service.

Copyright ƒ photos produced within a framework service contract: copy of the

signed contract and the signed specific agreement. The contract has
to contain the standard copyright clause (see annex 1)
ƒ photos acquired from third parties (agencies, archives etc.) outside a
framework contract: copy of the signed rights agreement (see annex
2)
ƒ Persons photographed: signed model release for all persons that are
not public figures. For children the model release has to be signed by
their parents. (text of the model releases see annex 3)
ƒ Work of art photographed: clear identification (author, title) and
signed publishing agreement
ƒ Site licensing and property release, where applicable

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3. Audio

ƒ WAV (PCM) or MP3 file (64Kbps to 192Kbps – professional encoding

Technical aspects CBR & VBR)
ƒ international sound has to be mixed
ƒ indication of the duration of the product

Metadata Detailed information in English and/or French:

ƒ type of product: magazine, documentary, speech, interview, …
ƒ title
ƒ original title (if different)
ƒ language versions
ƒ producer
ƒ director
ƒ place of production
ƒ end date of production
ƒ place of event
ƒ start date of recording
ƒ end date of recording
ƒ start date of distribution (if the distribution is authorised only from a
certain date on)
ƒ end date of distribution (if the video may not be distributed after a
certain date)
ƒ summary
ƒ script with names and functions of the personalities interviewed
ƒ links to IP note, other useful information/website, DG website where
the product can be viewed or downloaded

Copyright ƒ Sound recordings realised within a framework service contract: copy

of the signed framework service contract and the signed specific
agreement. The contract has to contain the standard copyright clause
(see annex 1)
ƒ Sound recordings acquired from third parties (agencies, archives etc.)
outside a framework contract: copy of the signed rights agreement
(see annex 2)
ƒ Persons interviewed: signed model release for all persons that are not
public figures. For children the model release has to be signed by
their parents. (text of the model releases see annex 4)
ƒ Third party rights (music): detailed information (author, title) and copy
of the declaration and payment to the appropriate collecting society
ƒ Site licensing and property release, where applicable

Annexes (not included in these specifications):

1- Copyright clause for framework contracts
2 - Assignment of rights for videos, photos and sound recordings acquired from third parties outside a
framework contract
3, 4 - Model release forms

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 Contractor’s Tender
ANNEX II Registre CAD Ref. No. ……… of ………

See attached document: ……… pages.

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 ANNEX III Model Forms

1. Model Forms

1.1. Request for Services

The Request will be accompanied by indicative Draft Tender Specifications and Monitoring about the
services to be performed.

1.2. Service Order Form

The Order Form will be accompanied by precise and detailed (binding) Tender Specifications and
Monitoring about the services to be performed and by the Tender of the Contractor.

2. Calculation of amounts due under the present Contract

2.1. Fees

Initial calculation based on unit price(s) per w.d. of expert(s) depending on the level of qualification of
the expert(s) executing the mission. The unit price(s) is (are) expected to cover the expert(s) fees, the
Contractor’s administrative expenses, as well as the costs of producing the contractual number of
copies of the required report(s) 23 in the required format(s), but does not include the reimbursable
expenses defined below.

N.B. Duration of the services: This includes, besides the time necessary for the carrying out of the
services themselves, the necessary time for preparatory work, trips and travelling back and forth
between the offices of the Contractor and/or the expert(s) and the places where the services are being
carried out and for meetings with the services of the Commission, as well as time for the preparation
of reports and output documents related to the work.

2.2. Reimbursements

If the reimbursement of expenses is foreseen in the Special Conditions, the Commission will
reimburse only:
− the subsistence expenses of the Contractor and his staff,
− travel expenses (other than local transport costs),
− expenses for the shipment of equipment or unaccompanied luggage,
directly connected with performance of the tasks specified in Article I.1. of this Contract.

2.2.1. DSAs (Daily Subsistence Allowances)

The daily subsistence allowance (DSA) is paid as a flat-rate amount and is considered to
cover breakfast and two main meals, local travel, the cost of telecommunications,
including fax and Internet, and all other sundries. They will be paid for each calendar day spent on
mission away from the usual place of work, provided that the corresponding assignment is of a short-
term nature. The DSA will vary according to the country in which the missions are to be carried out.

Daily subsistence allowances (DSA) are to be calculated as follows according to the length of the
mission:
− 6 hours or less: reimbursement of actual expenses (on production of supporting documents);
− more than 6 hours but not more than 12 hours: 0.5 DSA;
− more than 12 hours, but not more than 24 hours: 1 DSA;

23 All details on Monitoring and Reporting are to be indicated and included in the Tender Specifications.

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 − more than 24 hours but not more than 36 hours: 1.5 DSA;
− more than 36 hours but not more than 48 hours: 2 DSA;
− more than 48 hours but not more than 60 : 2.5 DSA, and so on.

The agreed rates (in EUR per calendar day) to be used for the purposes of the present Contract are
set as follows:

Destinations DSA in Maximum hotel Destinations DSA in Maximum hotel

EUR price in EUR EUR price in EUR
AL Albania 50,00 160,00 LI Liechtenstein 80,00 95,00
AT Austria 95,00 130,00 LT Lithuania 68,00 115,00
BA Bosnia-Herzegovina 65,00 135,00 LU Luxembourg 92,00 145,00
BE Belgium 92,00 140,00 LV Latvia 66,00 145,00
BG Bulgaria 58,00 169,00 ME Montenegro 80,00 140,00
CH Switzerland 80,00 140,00 MK F.Y.R. of Macedonia 50,00 160,00
CY Cyprus 93,00 145,00 MT Malta 90,00 115,00
CZ Czech Republic 75,00 155,00 NL The Netherlands 93,00 170,00
DE Germany 93,00 115,00 NO Norway 80,00 140,00
DK Denmark 120,00 150,00 PL Poland 72,00 145,00
EE Estonia 71,00 110,00 PT Portugal 84,00 120,00
EL Greece 82,00 140,00 RO Romania 52,00 170,00
ES Spain 87,00 125,00 RS Serbia 80,00 140,00
FI Finland 104,00 140,00 SE Sweden 97,00 160,00
FR France 95,00 150,00 SI Slovenia 70,00 110,00
HR Croatia 60,00 120,00 SK Slovakia 80,00 125,00
HU Hungary 72,00 150,00 TR Turkey 55,00 165,00
IE Ireland 104,00 150,00 UK United Kingdom 101,00 175,00
IS Iceland 85,00 160,00 XK Kosovo 80,00 140,00
IT Italy 95,00 135,00

2.2.2. Travel expenses

Travel expenses shall be reimbursed following the provisions of Article II.7.3.

3. Additional provision

It is understood that the Parts “Fees and Direct Costs” and “Reimbursable Expenses” are set as
provisions only. They constitute a maximum for the overall cumulative value of all services rendered
by the Contractor under the present Contract – they will be due only if services are actually rendered
to the Commission according to this Contract and its Annexes, both in quantity and in quality.

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 EUROPEAN COMMISSION
DG Employment, Social Affairs and Inclusion

[directorate]
[unit]

Brussels, (date of notification)

EMPL/……… – D(2011) – ………

[Name and address of Contractor]

Request for Services

Ref. No VC/………/………
(Ref. No to be quoted in all correspondence)

Under the Service Framework Contract

ref. No ……… of ………
between ……… and DG ………

Further to the above-mentioned Contract concluded between the Commission and your firm, we
request a proposal for the service described below.

1. Title of the requested services

2. Requestor
(Name and title)
3. Draft Tender specifications and
See attached Draft Tender specifications and Monitoring
Monitoring
4. Estimated duration
(Calendar days)
5. Estimated expertise required
See attached Draft Tender specifications and Monitoring, 4. Estimated expertise
(Estimated number of experts, of
required
w.d./expert, of total w.d.)
6. Expected output
See attached Draft Tender specifications and Monitoring
(Specialised services to be provided)
7. Address of requestor, where to send the European Commission
proposal in return DG Employment, Social Affairs and Inclusion
[Unit and administrative address]
(Full address)
B-1049 Brussels, Belgium

8. Signature of requestor

9. Date of signature by requestor

w.d. = 1 working day for 1 expert; only the services actually provided by the expert(s) for the mission concerned will be payable to the
Contractor.

We thank you in advance for responding rapidly to this request by submitting at your earliest
convenience a proposal (estimate) in accordance with the provisions of the Contract, within
10 working days of the date of notification of this service request.

Please ensure that your estimate is drawn up in accordance with the provisions of Annex I to the
Contract and that it includes your personal opinion, suggestions and recommendations concerning the
methodology and/or professional qualification required (including the counter-proposals and
proposals/alternative suggestions you deem appropriate).

Annex:
− Proposed Draft Tender Specifications and Monitoring.

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 Brussels, (date of issue)
Service Order Form
Following a Service Framework Contract

EUROPEAN COMMISSION Reference Nos to be quoted in all

correspondence
DG Employment, Social Affairs and
Inclusion Order form No: Accounting No:
Requesting Department
………
VC/……/…… SI2. ………
………

Order form title: ……….

This order is governed by the provisions of Framework Contract No …...... of ………, between the Contractor and DG ………, in force
from …… to ……….
Acceptance of this order implies that the contractor waives all other terms of business or of execution of the tasks.

Unit price Unit

Description of the Services in € Quantity type Sub-total in € Total in €

FEES AND DIRECT COSTS (fixed prices)

Specialised services: max. provision for fees 0,00
Experts of qualification level I
Details 0,00 0 w.d. 0,00
Experts of qualification level II
Details 0,00 0 w.d. 0,00
Experts of qualification level III
Details 0,00 0 w.d. 0,00
Experts of qualification level IV
Details 0,00 0 w.d. 0,00
Specialised supplies: max. provision for direct costs (to be
specified) 0,00
Details 0,00 0 unit 0,00
Travel 0,00
Journeys for participants as mentioned in Annex I
Details 0,00 0 trip 0,00
Provision for supplementary journeys upon request of
the Commission
Details 0,00 0 trip 0,00
Accommodation 0,00
Hotel expenses for participants as mentioned in Annex I
Details 0,00 0 pers. 0,00
Provision for supplementary accommodation upon
request of the Commission
Details 0,00 0 pers. 0,00
Subsistence 0,00
Subsistence expenses for participants as mentioned in
Annex I
Details 0,00 0 w.d. 0,00
Provision for supplementary subsistence upon request
of the Commission
Details 0,00 0 w.d. 0,00
Logistic and organisational expenses 0,00
Rent of conference rooms
Details 0,00 0 pers. 0,00
Catering
Details 0,00 0 pers. 0,00
Fees for interpreters
Details 0,00 0 pers. 0,00
Rent of interpreters' boots and supplies
Details 0,00 0 unit 0,00
Printing and dissemination of documents
Details 0,00 0 copies 0,00
Translations
Details 0,00 0 pages 0,00

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 Unit price Unit
Description of the Services in € Quantity type Sub-total in € Total in €

Other direct costs (to be specified) 0,00

Details 0,00 0 unit 0,00
Sub-total “Fees and Direct Costs” 0,00

REIMBURSABLE EXPENSES (max. prices)

Travel expenses 0,00
Journeys for experts as mentioned in Annex I
Details 0,00 0 trip 0,00
Provision for supplementary journeys upon request of
the Commission
Details 0,00 0 trip 0,00
Accommodation expenses 0,00
Hotel for experts as mentioned in Annex I
Details 0,00 0 pers. 0,00
Provision for supplementary accommodation upon
request of the Commission
Details 0,00 0 pers. 0,00
Subsistence expenses 0,00
Subsistence for experts as mentioned in Annex I
Details 0,00 0 w.d. 0,00
Provision for supplementary subsistence upon request of
the Commission
Details 0,00 0 w.d. 0,00
Shipment and/or other reimbursements (to be specified) 0,00
Details 0,00 0 unit 0,00

Contingencies (cannot be used without the prior and express

approval by the Commission, by the way of a written note
allowing for reallocation(s) of part or total of this provision to
one or several items above) 0,00
Calculation base 0,00
Contingencies: approx. % of calculation base 0 % 0,00
Sub-total “Reimbursable Expenses” (Art. I.3.4) 0,00

Place of implementation: Total amount without VAT 0,00

European Commission VAT % 0 0,00
………
Terms of payment:
Overall Total 0,00
………

Pursuant to the provisions of Articles 3 and Duration:

4 of the Protocol on the Privileges and
Immunities of the European Union, the
Commission is exempt from all taxes and
dues, including value added tax, on
payments due in respect of this Order form.
For Contractors established in
Belgium, the provisions of the Contract
constitute request for VAT exemption No
450, provided that the Contractor indicates
in his invoice(s) as follows: “Exonération de
la TVA, Article 42, § 3.3, du code de la
TVA”, or equivalent indication in Dutch or
German language.
If the Contractor has a fiscal imposition
place in a Member State of the European
Union other than Belgium, see attached
Form 15.10.
The duration of the tasks shall not exceed ………
Execution of the tasks:
Execution of the tasks shall start from ………
Signature
For the Commission,
………, ……… - ………
DG Employment, Social Affairs and Inclusion
(signature)
Done at Brussels, …………………………………...………………………………………… (date)
In duplicate, in English
Annexes:
− Annex I: Tender Specifications and Monitoring
− Annex II: Contractor's Tender (Registre CAD Ref. No. ……… of ………) signed by the
Contractor
− For Contractor with fiscal imposition place in a Member State of the European Union
other than Belgium: form 15.10 – VAT and excise duty exemption certificate

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 ANNEX IV CVs and classification of experts

1. Classification of experts according to level of expertise

Level of qualification Category of personnel

Highly qualified expert having assumed important responsibilities in his/her profession, recruited for
his/her management/supervisory, thought and creativity skills as regards professional practise.
I
He/she must have at least 15 years professional experience of which at least 7 must be connected
with the professional sector concerned and the type of tasks to be performed.
Highly qualified expert having assumed responsibilities in his/her profession, recruited for his/her
management/supervisory, thought and creativity skills as regards professional practise.
II
He/she must have at least 10 years professional experience of which at least 4 must be connected
with the professional sector concerned and the type of tasks to be performed.
Certified expert having received a high-level training in his/her profession, recruited for his/her thought
and creativity skills as regards professional practise.
III
He/she must have at least 5 years professional experience of which at least 2 must be connected with
the professional sector concerned and the type of tasks to be performed.
Junior expert, newcomer to the profession but holding a university degree or equivalent training
IV
related to the professional sector concerned and the type of tasks to be performed.

2. List of experts assigned

Level of Qualification
Full names of experts assigned
(I to iv, see above)
Project leader (responsible for the management and co-ordination of the services requested by the Commission)
……… (Contract signatory)
Other experts

3. CVs of experts assigned

See Annex II.

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