EEA/CCA/06/002 - Editing and media-related work for the European Environment Agency

Call For Tender expired Published 03 Aug 2006

DK-Copenhagen: editing and media-related work for the European Environment Agency

2006/S 118-125101

Contract notice

Section I: Contracting authority
Name, addresses and contact point(s):  
European Environment Agency, attn: Mr Ove Caspersen, Kongens Nytorv 6, DK-1050 Copenhagen K. Tel.  (45) 33 36 72 03. Fax  (45) 33 36 72 95. E-mail:

Internet address(es):

General address of the contracting authority:

Further information can be obtained from:

As in above-mentioned contact point(s).

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:

European Environment Agency, attn: Eugenia Brad, contact point(s): Eugenia Brad, Kongens Nytorv 6, DK-1050 Copenhagen K. Tel.  (45) 33 36 71 06. Fax  (45) 33 36 72 74. E-mail: URL:

Tenders or requests to participate must be sent to:

As in above-mentioned contact point(s).

Type of the contracting authority and main activity or activities:  
European institution/agency or international organisation.
The contracting authority is purchasing on behalf of other contracting authorities:

Section II: Object of the contract
Title attributed to the contract by the contracting authority:  
Editing and Media-Related Work for the European Environment Agency
Type of contract and location of works, place of delivery or of performance:  
Service category: No 27.
Main place of performance: both EEA's offices and contractor's premises.
The notice involves:  
The establishment of a framework agreement.
Information on framework agreement:  
Framework agreement with a single operator.
Duration of the framework agreement: 48 months.
Estimated total value of the purchases for the entire duration of the framework agreement: Estimated value, excluding VAT: EUR 600 000.
Short description of the contract or purchase(s):  
To establish a framework contract with 1 or 2 service provider/s who can undertake editing and media related work. The service provider will in particular be needed in periods when the organisation's in-house resources in these areas are strained.
Common procurement vocabulary (CPV):  
Contract covered by the Government Procurement Agreement (GPA):  
Division into lots:  
Variants will be accepted:  
Quantity or scope of the contract
Total quantity or scope:  
Estimated value, excluding VAT: EUR 600 000.
Duration of the contract or time-limit for completion:  
Duration: 48 months from the award of the contract.

Section III: Legal, economic, financial and technical information
Conditions relating to the contract
Deposits and guarantees required
Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them  
Legal form to be taken by the group of economic operators to whom the contract is to be awarded
Other particular conditions to which the performance of the contract is subject  
Conditions for participation
Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:  
Information and formalities necessary for evaluating if requirements are met:
Candidates or tenderers shall be excluded from participation in a procurement procedure 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 have been convicted of an offence concerning their professional conduct by a judgment 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;
(d) they have 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 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 have been the subject of a judgment which has the force of 'res judicata' for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;
(f) they have been convicted for an environmental offence in the exercise of the profession;
(g) following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.
Candidates or tenderers must certify that they are not in one of the situations listed above. The tenderer shall provide an auto declaration, preferably made on oath before a judicial or administrative authority, a notary or a competent professional or trade body by a person competent to do so on behalf of the tenderer, which states that none of the grounds for exclusion apply to the tenderer (see annex 1). N.B. additional evidence may be requested at a later stage prior to signature of the contract.
Contracts may not be awarded to candidates or tenderers who, during the procurement procedure:
(a) are subject to a conflict of interest;
(b) are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the contract procedure or fail to supply this information.
The tenderer is requested to prove that he is authorised to perform the contract under national law, as evidenced by inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register. The tenderer should also provide an identification sheet (Annex 2) duly filled out and signed.
Economic and financial capacity:  
Information and formalities necessary for evaluating if requirements are met:
Evidence of economic and financial capacity shall be furnished by 1 or more of the following documents:
— appropriate statements from banks or evidence of professional risk indemnity insurance,
— the presentation of balance sheets or extracts from balance sheets for at least the last two years for which accounts have been closed, where publication of the balance sheet is required under the company law of the country in which the economic operator is established,
— a statement of overall turnover for the last 3 financial years.
If, for some exceptional reason, which the contracting authority considers, justified, the tenderer or candidate is unable to provide the references requested by the contracting authority, he may prove his economic and financial capacity by any other means which the contracting authority considers appropriate.
Technical capacity:  
Information and formalities necessary for evaluating if requirements are met:
The evidence of the technical and professional capacity should be furnished on the basis of the following documents:
— the educational and professional qualifications of the service provider and/or those of the firm's managerial staff and, in particular, those of the persons responsible for providing the services (CVs of the proposed staff). Tenders from consortiums of firms or groups of service providers must specify the role, qualifications and experience of each of the members or of the group,
— a list of the comparable services provided in the past 3 years, with the sums, dates and recipients, public or private,
— information on the tenderer's working languages and proof of the tenderer's ability to submit products in English,
— an indication of the proportion of the contract which the service provider may intend to subcontract.
Conditions specific to services contracts
Execution of the service is reserved to a particular profession:  
Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service:  

Section IV: Procedure
Type of procedure:  
Award criteria:  
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document.
An electronic auction will be used:  
Administrative information
File reference number attributed by the contracting authority:  
Previous publication(s) concerning the same contract:  
Conditions for obtaining specifications and additional documents or descriptive document:  
Payable documents: no.
Time-limit for receipt of tenders or requests to participate:  
Language(s) in which tenders or requests to participate can be drawn up:  
Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Slovak, Slovene, Spanish and Swedish. Bulgarian, Icelandic, Norwegian, Romanian, Turkish.
Minimum time frame during which the tenderer must maintain the tender:  
Duration: 6 months from the date stated for receipt of tenders.
Conditions for opening tenders:  
Date: 25.9.2006 (11:00).
Place: EEA premises.
Persons authorised to be present at the opening of tenders: yes.
Representative of the tenderers are allowed to participate in the opening. They are requested to inform Mr Ove Caspersen in advance, by e-mail: or letter: fax: (45) 33 36 72 95.

Section VI: Complementary information
This is a recurrent procurement:  
Contract related to a project and/or programme financed by EU funds:  
Additional information:
Date of dispatch of this notice:  

Annex B (1) — Information about lots

Lot No 1

Title: Editing
Short description:  
The work is planned to essentially focus on:
— editing of manuscripts for EEA reports in close collaboration with the EEA project manager responsible for the product. To get the messages across as effectively as possibly, texts have to be made readable and transparent.
Manuscripts are frequently drafted by more than one author, and by non-native English speakers. Important tasks for an editor are therefore to ensure good quality of the language — and a consistent writing style throughout the document.
— Language quality-control of material drafted by non-native English speakers of the communications team.
— Edit material for the web.
Common procurement vocabulary (CPV):  
Quantity or scope
Indication about different date for duration of contract or starting/completion
Additional information about lots

Annex B (2) — Information about lots

Lot No 2

Title: Media related work
Short description:  
The work is planned to essentially focus on:
— drafting of highlights for the EEA web site on the basis of written material, web sources and conversations/interviews with Agency staff and other,
— drafting of press releases on the basis of written material, web sources and conversations/interviews with Agency staff and other,
— support the communications team with the preparation and execution of press seminars at the EEA or other venues,
— managing of and support with press conferences at the EEA and other venues,
— respond to media inquiries for information,
— assist in monitoring of the media coverage of the EEA.
Common procurement vocabulary (CPV):  
Quantity or scope
Indication about different date for duration of contract or starting/completion
Additional information about lots


Invitation to Tender_Editing and Media Work.pdf

Tender Specifications_Editing and Media Work.pdf

Draft Framework Service Contract_Editing and Media Work.pdf

TS Annex 1 - Declaration on Exclusion Criteria.pdf

TS Annex 2 - Identification Sheet.pdf

TS Annex 3a - Price List Lot 1 Editing.pdf

TS Annex 3b - Price List Lot 2 Media services.pdf

TS Annex 4 - Sample Tasks_Editing and Media Work.pdf

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European Environment Agency (EEA)
Kongens Nytorv 6
1050 Copenhagen K
Phone: +45 3336 7100