EEA/CCA/07/001 - Audio-visual services to the European Environment Agency (3 lots)

Call For Tender expired Published 19 Apr 2007

DK-Copenhagen: framework contract(s) for audio-visual services to the European Environment Agency (3 lots)

2007/S 83-100910

Contract notice


Section I: Contracting authority
Name, addresses and contact point(s):  
European Environment Agency, attn: 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:

the 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, Kongens Nytorv 6, DK-1050 Copenhagen. Contact: European Environment Agency. Tel. (45) 33 36 72 42. Fax (45) 33 36 72 74. E-mail: URL:

Tenders or requests to participate must be sent to:

the 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: no.

Section II: Object of the contract
Title attributed to the contract by the contracting authority:  
Framework contract(s) for audiovisual services to the European Environment Agency (3 lots).
Type of contract and location of works, place of delivery or of performance:  
Service category No 27.
Main place of performance: the work will be carried out at the EEA headquarters in Copenhagen, at the contractor’s premises, or (in particular for video production work) at other European locations as may be required by the tasks at hand.
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 purchases for the entire duration of the framework agreement: EUR 1 200 000, excluding VAT.
Short description of the contract or purchase(s):  
An important element of the EEA’s work is to make the environmental information it prepares known and available to current and potential user groups. Often it will be desirable to make use of audio-visual material as a supplement to or even replacement for more traditional text-based presentations so as to make them more easily understandable.
This process often requires extensive reformatting and adaptation of content derived from, for instance, Agency reports or indicator fact sheets. In order to ensure a high professional standard of such content, there is a need to supplement the Agency’s own capacity for audio-visual production with the services of external service providers.
The objective of this call for tender is thus to select contractor/s to undertake all necessary tasks relating to the planning, preparation and production of audio-visual material.
Common procurement vocabulary (CPV):  
32321300, 93000000.
Contract covered by the Government Procurement Agreement (GPA):  
Division into lots:  
Tenders should be submitted for 1 or more lots.
Variants will be accepted:  
Quantity or scope of the contract
Total quantity or scope:  
Estimated value, excluding VAT: EUR 1 200 000.
Duration of the contract or time-limit for completion:  
48 months from the award of the contract.

Information about lots

Lot No 1 — video production
Short description:  
Lot 1 covers all aspects of regular video production, and may also include stills photography and production of drawings and other imagery.
Common procurement vocabulary (CPV):  
Indication about different date for duration of contract or starting/completion:  
Duration: 48 months from the award of the contract.

Lot No 2 — interactive content development and production
Short description:  
Lot 2 includes all other categories of audio-visual material such as motion graphics. To a large extent, though not exclusively, this content is intended for presentation on and dissemination through the web.
Common procurement vocabulary (CPV):  
Indication about different date for duration of contract or starting/completion:  
Duration: 48 months from the award of the contract.

Lot No 3 — dissemination of video news releases to broadcasters
Short description:  
Lot 3 covers the liaising with and the dissemination to broadcasters of video news releases produced for the Agency with a view to having them broadcast/used.
Common procurement vocabulary (CPV):  
Indication about different date for duration of contract or starting/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:  
As specified in the draft contract.
Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them:  
As specified in the draft contract.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:  
Tenders may be submitted by groups of service providers that if awarded the contract, shall assume a legal form by incorporation, partnership or will otherwise enable them to contract as a single entity. A group of service providers, however, must identify the main contractor, the sole responsible towards the Agency, which will interface between the Agency and the service provider. Each member of the group must fulfil the conditions for participation mentioned in point III.2.
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:
Exclusion criteria — to be eligible for participation in this contract award procedure, tenderers must not be in any of the exclusion situations referred to in Articles 93 and 94 of Council Regulation (EC, Euratom) No 1605/2002 of 25.6.2002, OJ L 248 of 16.9.2002. To that effect tenderers are required to submit a declaration of honour (annex 1 to the technical specifications) in accordance with Article 134 of Commission Regulation (EC, Euratom) No 2342/2002 of 23.12.2002, OJ L 357/1 as last modified by Commission Regulation No 1248/2006 of 7.8.2006, OJ L 227/13. Under the same provision, the tenderer to whom the contract is to be awarded will be required to produce evidence confirming the prior declaration unless this obligation is waived by the contracting authority.
Legal capacity — any tenderer or candidate will be asked 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 provide an identification sheet (annex 2 to the technical specifications) duly filled out and signed, a copy of inscription in trade register, where applicable, and a copy of inscription in VAT registers.
Economic and financial capacity:  
Information and formalities necessary for evaluating if requirements are met:
tenderers shall provide evidence of economic and financial capacity that shall be furnished by 1 or more of the following documents:
(a) appropriate statements from banks or evidence of professional risk indemnity insurance;
(b) the presentation of balance sheets or extracts from balance sheets for at least the last 2 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;
(c) 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:
(a) the professional qualifications of the service provider and/or those of the firm's managerial staff demonstrating a thorough expertise in audio-visual work in a national or international context and, in particular, those of the persons responsible for providing the services (CVs of the proposed staff at senior consultant level, minimum 1 per lot). 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;
(b) a list of the comparable services provided in the past 3 years, with the sums, dates and recipients, public or private;
(c) information on the tenderer’s working languages and proof of the tenderer’s ability to submit products in English;
(d) an indication of the proportion of the contract which the service provider may intend to subcontract;
(e) a description of the service provider’s environmental management measures.
Where the services referred to in point (b) are provided to contracting authorities, evidence of performance shall be in the form of certificates issued or countersigned by the competent authority.
An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal.
Under the same conditions, a consortium of economic operators may rely on the capacities of members of the consortium or of other entities.
Reserved contracts:  
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
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:  
Time-limit for receipt of requests for documents or for accessing documents: 31.5.2007.
Payable documents: no.
Time-limit for receipt of tenders or requests to participate:  
Language(s) in which tenders or requests to participate may be drawn up:  
Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Icelandic, Irish, Italian, Latvian, Lithuanian, Maltese, Norwegian, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish and 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:  
19.6.2007 (11:00).
Place: EEA premises.
Persons authorised to be present at the opening of tenders: yes.
Representatives of tenderers (1 per tenderer) are allowed to participate in the opening session. They are requested to inform in advance Mr Ove Caspersen by e-mail: or 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:  
Tender documents can be downloaded from EEA web site, at:
Procedures for appeal
Body responsible for appeal procedures:  
Court of First Instance of the European Communities (insofar as the CFI has jurisdiction), boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. (352) 43 03-1. Fax (352) 43 37 66. E-mail: URL:

Body responsible for mediation procedures:

The European Ombudsman, 1, avenue du Président Robert Schuman, F-67001 Strasbourg Cedex. Tel. (33) 388 17 23 13. Fax (33) 388 17 90 62. E-mail: URL:

Lodging of appeals:  
Precise information on deadline(s) for lodging appeals:
insofar as the CFI has jurisdiction, within 2 months of the notification to the plaintiff (date of receipt), or, in the absence thereof, the day on which the person concerned had knowledge of the relevant information; a complaint to the European Ombudsman has no impact on the above deadline for lodging an appeal.
Service from which information about the lodging of appeals may be obtained:  
Court of First Instance of the European Communities (insofar as the CFI has jurisdiction), boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. (352) 43 03-1. Fax (352) 43 37 66. E-mail: URL:
Date of dispatch of this notice:  


Invitation to Tender

Tender Specifications

Draft Framework Service Contract

Annex I - Declaration on Exclusion Criteria

Annex II - Identification Sheet

Annex III - Sample Task Lot 1

Annex IV - Sample Task Lot 2

Annex V(a) - Price list - Lot 1

Annex V(b) - Price list - Lot 2

Annex V(c) - Price list - Lot 3

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