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1. Contracting authority:European Commission, Directorate-General for Communication, Unit A4 — Audiovisual Services , Mrs Fabrizia De Rosa , rue de la Loi 200 (BERL 04/363) , 1049 Brussels , BELGIUM. E-mail: firstname.lastname@example.org
2. Registration procedure:
The objective of this call for expressions of interest is to set up a list of vendors.
Expressions of interest should be submitted in one of the official languages of the European Union by electronic means at the following address: http://ec.europa.eu/avservices/vendor/
Inclusion on the list entails no obligation on the part of the contracting authority concerning the conclusion of contracts.
3. Information and documents to be provided:
Interested parties should provide their full contact details and list the specific fields indicated at point 7 that interest them in their application form.
4. General description of the procedure:
The contracting authority will draw up a list of vendors who have expressed their interest. This list comprises sublists, corresponding to each of the fields described at point 7.
Where a specific contract relating to the field described at point 7 is to be concluded, the contracting authority will invite all the vendors on the relevant sublist(s), to submit either a tender (procedure in 1 step) or a request to participate followed by a tender (procedure in 2 steps). In the case of a procedure in 1 step, the contracting authority will send the vendors the tender specifications relating to the contract in question. In the case of a procedure in 2 steps, the contracting authority will send the vendors only the subject matter of the contract and the exclusion and selection criteria. In a second step, only the vendors fulfilling these criteria will receive the tender specifications and will be invited to submit tenders.
5. Protection of personal data:
If processing your expression of interest involves the recording and processing of personal data (such as your name, address and CV), such data will 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. Unless indicated otherwise, your reply to this notice and any personal data requested are required for the purposes indicated above in point 4 and will be processed solely for those purposes by the contracting authority indicated in point 1, which is also acting as data controller. Details concerning the processing of your personal data are available on the privacy statement at:
Your personal data may be registered in the Early Warning System (EWS) only or both in the EWS and Central Exclusion Database (CED) by the Accounting Officer of the Commission, should you be in one of the situations mentioned in:
— the Commission Decision 2008/969 of 16.12.2008 on the Early Warning System (for more information see the privacy statement on http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm), or
— the Commission Regulation 2008/1302 of 17.12.2008 on the Central Exclusion Database (for more information see the privacy statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm#BDCE).
6. Use of the list resulting from this notice:
The list resulting from this notice will be used exclusively for public procurement contracts of the following types:
— service contracts below 130 000 EUR per contract, relating to the field C. Consultancy and training, as described at point 7,
— service contracts of Annex IIB of Directive 2004/18 below 200 000 EUR per contract, relating to the field A. Production of professional audiovisual material and field B. Dissemination of professional audiovisual material, as described at point 7,
— procedure for low-value contracts below 60 000 EUR.
7. Full description of the fields covered by the call for expressions of interest:
The aim of this call for expression of interest is to provide the Commission with a list of pre-selected vendors who could be awarded with contracts in connection with activities related to the areas of audiovisual communication, for the following services:
A. Production of professional audiovisual material
The production of audiovisual material may involve travel and filming in the European Union Member States, candidate countries and potential candidate countries. The audiovisual material must be delivered in one of the European Commission's working languages (English, French or German). Production of this audiovisual material in all the official EU languages must be allowed for (subtitling, text adaptation, voice over, etc.).
A1. Video graphics and animation
Production of services including but not limited to:
— design and creation of presentation content for live event and post event purposes (animated charts, backdrops, special effects, animated logos, titling, etc.) using traditional software packages and/or bespoke applications and hardware solutions,
— design and production of traditional animation, 2D and 3D animated videos, animated videos in other techniques (video scribing, etc.).
A2. Multimedia and digital marketing products
Development and publication of multimedia, digital marketing and web products on Commission websites, mobile and social media platforms, including but not limited to:
— multimedia tools like audio slideshows, rich media packages with audiovisual content, web documentaries, online games, online competitions, web info graphics, web animations, video tutorials, website tours, e-learning products,
— web banners, web animations, mobile and TV applications, tablet applications, interactive video overlays, video player, widgets, social media applications, mini websites, etc.
A3. Audiovisual production services
Provision of a wide range of audiovisual services meeting high professional standards, including but not limited to:
• Audiovisual pre-production services
— assistance in defining the key messages and the target audience,
— draft original concept proposals,
— pre-test the concept on a selection of sample audience,
— production of storyboards,
— casting selection,
— studio and props rental (for TV or cinema), including technical assistance.
• Audiovisual production services (SD and/or HD)
— professional filming services (lighting, sound and visual) for events in the European Union Member States, candidate countries and potential candidate countries: for small meetings and seminars, medium level conferences, road shows and technically complex live events (TV production and satellite truck, webcasting live and on demand, live broadcast delivered for multiple devices and in different languages, etc.),
— rental of audiovisual equipment (camera, sound, lighting, editing suit, mixing desks, etc.) with or without crews,
— provide project management services,
— provide full technical production management of the equipment.
• Audiovisual post-production services
— video editing (online, offline), calibration, etc. (SD and HD),
— sound recording, synchronisation, mixing, etc.,
— creation of original music and/or musical adaptation,
— special effects and motion graphics production.
• Design and production of finished professional audiovisual products for the general public, to be distributed in various forms (DVD, USB sticks, satellite, online, cinema, broadcasters, etc.), including but not limited to:
— corporate videos,
— informational videos: education, research and development, agriculture, technology etc.,
B. Dissemination of professional audiovisual material
Provision of a wide range of services covering all European Union Member States, candidate countries and potential candidate countries, such as: audience research, dissemination of audiovisual material and of online platforms (i.e. websites, social media) containing audiovisual material about programmes and specific measures undertaken by the EU. The services must be delivered in one of the European Commission's working languages (English, French or German). The Commission will provide the audiovisual material.
B1. Audience research, measurement and analysis
Provision of services including but not limited to:
— target audience identification and measurement (demographic, geographic, audience perceptions, preferences and media consumption),
— monitoring and measurement of the effectiveness of cross-platform communication (for example: audience measurement surveys, etc.),
— evaluation of the audience engagement and response rates,
— qualitative research (focus groups, panels, interviews, etc.).
B2. Strategic planning and implementation
Provision of audiovisual dissemination services, across multiple channels (online media, national/regional/local TV programmes, radio programmes, specialised magazines, generalist media, audiovisual festivals, fairs and events, etc.), to promote audiovisual material and online platforms (i.e. websites, social media) containing audiovisual material, including but not limited to:
— create strategic plan: determine goal, identify audience, develop messages, select communication channels, choose activities and materials and establish partnerships,
— implement the plan,
— evaluate and make mid-course corrections.
B3. Online video advertising
Preparation and implementation of online advertising campaigns to promote audiovisual material and online platforms (i.e. websites, social media) containing audiovisual material, in one or several European Union Member States, including but not limited to:
— research and identification of the most suitable sites, blogs and new platforms (social media, mobile, gaming, etc.) for audiovisual material placements,
— prepare and implement online campaigns (using audiovisual material or/and other online marketing tools supplied by European Commission services), including: bannering, seeding; campaigning through social media; viral marketing; etc.,
— carry out search engine marketing and optimisation (SEM/SEO) for audiovisual material and online platforms (web, social media) containing audiovisual material (keywords, meta tags, video title, etc.) in order to improve search engine rankings,
— social media marketing,
— measure and report the impact and efficiency of the online advertising campaigns.
B4. Institutional public relations
Provision of public relation services, targeting the professional audience from various sectors covered by the EU policies (agriculture, industry, employment, research and development, consumers protection, health, transport, energy, etc.), to promote audiovisual material and online platforms (i.e. websites, social media) containing audiovisual material, including but not limited to:
— develop public relations messages,
— channel selection for the media mix in public relations campaigns,
— schedule the public relation campaign,
— put measures in place to track the results of the campaign.
C. Consultancy and training
Provision of consultancy services (delivered in one of the European Commission's working languages: English, French or German), assistance to evaluation committees and training to Commission staff in the following fields:
— consultancy in the production and dissemination of audiovisual material (commission briefing, content strategy, scenarios, budgeting, production, dissemination, evaluation strategy, etc.),
— consultancy in assessing the audience engagement and communications effectiveness,
— analysis of media trends, emerging issues and media landscape,
— analysis of web trends, emerging issues and web landscape,
— consultancy in defining — for online platforms (i.e. web, social media, etc.) — key performance indicators, developing an effective online measurement framework, advising on how to translate the findings into continuous improvement of online communications and developing various reporting formats on these indicators.
8. Place of delivery:
Most of the work will be carried out on the contractor's premises. However, depending on the service to be provided, the contractor may be asked to attend meetings with or provide services for the Commission on the Commission's premises in Brussels or elsewhere in the EU or the candidate and potential candidate countries.
9. Expiry date of the list resulting from this call for expressions of interest:
The list resulting from this notice is valid for 5 years from dispatch of this notice. Interested parties may submit an application at any time prior to the last 3 months of validity of the list.
10. Exclusion criteria:
Vendors shall be excluded from participation if:
(a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
(b) they or persons having powers of representation, decision making or control over them have been convicted of an offence concerning their professional conduct by a judgment of a competent authority of a Member State which has the force of 'res judicata';
(c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify including by decisions of the European Investment Bank and international organisations;
(d) they are not in compliance with their obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;
(e) they or persons having powers of representation, decision making or control over them have been the subject of a judgment which has the force of 'res judicata' for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such an illegal activity is detrimental to the Union's financial interests;
(f) they are subject to an administrative penalty for being guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in a procurement procedure or failing to supply information, or being declared to be in serious breach of their obligation under a contract covered by the budget;
(g) they have a conflict of interest in connection with the contract; a conflict of interest could arise in particular as a result of economic interests, political or national affinities, family or emotional ties or any other relevant connection or shared interest.
Before signing a contract, vendors shall provide a declaration on their honour stating that they are not in one of the situations of exclusion listed above. In case of doubt, they may be requested to provide supporting evidence of non-exclusion.
11. 'Ex-post' transparency:
Details on the contractors who have concluded a contract of more than 15 000 EUR awarded following the procedure set out at point 4 shall be published on the website of the contracting authority no later than 30 June of the year following contract award.
These details include name, locality (address for legal persons and region of origin for natural persons), amount, and subject of the contract. For natural persons, the information shall be removed 2 years after the year of contract award.
12. Date of dispatch of notice:
13. Date of receipt by the Publications Office: