TENDER FILE / TERMS OF REFERENCE
(Competitive bidding procedure/ One-off contract)
Purchase of the production of a series of TV programmes dedicated to the best practices of Ukrainian local authorities’ resilience under martial law
Contract N° 9143/2024/7
The Council of Europe is currently implementing a Programme on “Strengthening Good Democratic Governance and Resilience in Ukraine”. In that context, it is looking for a Provider for the production of 8 (eight) TV programmes dedicated to the best practices of Ukrainian local authorities’ resilience under martial law and 9 (nine) SMM-versions of these programmes – 1 (one) per programme and 1 (one) summary (see Section A of the Act of Engagement). Namely, selected practices will focus on the following thematic priorities:
- Ensuring the provision of high-quality public services;
- Supporting the Defence Forces in resisting the full-scale invasion of Ukraine by the Russian Federation and protecting the territorial integrity and sovereignty of the State;
- Energy stability and innovative solutions of local authorities to meet needs of their communities suffering from the energy crisis;
- Integration of internally displaced persons and their involvement in the community’s economic and cultural life;
- Support, reintegration, socialisation of veterans;
- Inclusion and creation of a barrier-free environment in communities.
A. TENDER PROCEDURE RULES
This tender procedure is a competitive bidding procedure. In accordance with Rule 1395 of the Secretary General of the Council of Europe on the procurement procedures of the Council of Europe[1], the Organisation shall invite to tender at least three potential providers for any purchase between €2,000 and € 55,000 tax exclusive.
This specific tender procedure aims at concluding a one-off contract for the provision of deliverables described in the Act of Engagement (See attached). A tender is considered valid for 180 calendar days as from the closing date for submission. The selection of tenderers will be made in the light of the criteria indicated below. All tenderers will be informed in writing of the outcome of the procedure.
The tenderer must be either a natural person, a legal person or consortia of legal and/or natural persons.
Tenders shall be submitted by email only (with attachments) to the email address indicated in the table below, with the following reference in subject: Tender for the production of TV programmes. Tenders addressed to another email address will be rejected.
The general information and contact details for this procedure are indicated on this page. You are invited to use the Council of Europe Contact details indicated below for any question you may have. All questions shall be submitted at least 3 (three) working days before the deadline for submission of the tenders and shall be exclusively addressed to the email address indicated below with the following reference in subject: Questions – Tender for the production of TV programmes.
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Type of contract ► |
One-off contract |
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Duration ► |
Until complete execution of the obligations of the parties (see Article 2 of the Legal conditions as reproduced in the Act of Engagement) |
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Deadline for submission of tenders/offers ► |
3 October 2024 23:59h EEST |
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Email for submission of tenders/offers ► |
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Email for questions ► |
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Expected starting date of execution ► |
8 October 2024 |
B. EXPECTED DELIVERABLES
The expected deliverables are described in Section A of the Act of Engagement (see attached).
C. FEES
All tenderers are invited to fill in the table of fees as reproduced in Section A of the Act of Engagement.
Tenderers subject to VAT shall also send a quote (Pro Forma invoice) on their letterhead including:
- the Service Provider’s name and address;
- its VAT number;
- the full list of services to be provided;
- the fee per type of deliverables (in the currency indicated on the Act of Engagement, tax exclusive);
- the total amount per type of deliverables (in the currency indicated on the Act of Engagement, tax exclusive);
- the total amount (in the currency indicated on the Act of Engagement), tax exclusive, the applicable VAT rate, the amount of VAT and the amount VAT inclusive.
D. ASSESSMENT
Exclusion criteria and absence of conflict of interests
(by signing the Act of Engagement,[2] you declare on your honour not being in any of the below situations)
Tenderers shall be excluded from participating in the tender procedure if they:
- have been sentenced by final judgment on one or more of the following charges: participation in a criminal organisation, corruption, fraud, money laundering, terrorist financing, terrorist offences or offences linked to terrorist activities, child labour or trafficking in human beings;
- are in a situation of bankruptcy, liquidation, termination of activity, insolvency or arrangement with creditors or any like situation arising from a procedure of the same kind, or are subject to a procedure of the same kind;
- have received a judgment with res judicata force, finding an offence that affects their professional integrity or serious professional misconduct;
- do not comply with their obligations as regards payment of social security contributions, taxes and dues, according to the statutory provisions of their country of incorporation, establishment or residence;
· are an entity created to circumvent tax, social or other legal obligations (empty shell company), have ever created or are in the process of creation of such an entity;
· have been involved in mismanagement of the Council of Europe funds or public funds;
· are or appear to be in a situation of conflict of interest;
· are retired Council of Europe staff members or are staff members having benefitted from an early departure scheme;
· are currently employed by the Council of Europe or were employed by the Council of Europe on the date of the launch of the procurement procedure;
· have not fulfilled, in the previous three years, their contractual obligations in the performance of a contract concluded with the Council of Europe leading to a total or partial refusal of payment and/or termination of the contract by the Council of Europe.
Eligibility criteria
· Being registered as a private entrepreneur or а legal company specialised in the field of video and/or TV production;
· At least 3 (three) years of experience in video and/or TV production.
Award criteria
- Quality of the offer (70% points):
- Relevant proven professional experience in the production of video content (reports, interviews, documentaries and other media materials) related to multilevel governance, strengthening democracy and civil society with samples of previous work.
- Financial offer (30% points).
Multiple tendering is not authorised.
E. NEGOTIATIONS
F. DOCUMENTS TO BE PROVIDED
Tenderers are invited to submit:
- A completed and signed copy of the Act of Engagement[3] (see attached)
- For tenderers subject to VAT only: a quote, describing their financial offer, in line with the requirements of section C of the Tender File (see above);
· Registration documents, for legal persons only (a copy in the Ukrainian language with a summary translation in English);
- A detailed CV (including a portfolio), clearly demonstrating that the tenderer meets the eligibility criteria (in English), including brief information on the projects accomplished during 3 (three) recent years and at least 3 (three) links to samples of previous work.
All documents shall be submitted in English, except registration documents to be submitted in Ukrainian (with a summary translation in English) and samples of previous work to be submitted as specified above. Failure to do so will result in the exclusion of the tender.
If any of the documents listed above are missing, the Council of Europe reserves the right to reject the tender.
The Council reserves the right to reject a tender if the scanned documents are of such a quality that the documents cannot be read once printed.
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[1] The activities of the Council of Europe are governed by its Statute and its internal Regulations. Procurement is governed by the Financial Regulations of the Organisation and by Rule 1395 of 20 June 2019 on the procurement procedures of the Council of Europe.
[2] The Council of Europe reserves the right to ask tenderers, at a later stage, to supply the following supporting documents:
- An extract from the record of convictions or failing that an equivalent document issued by the competent judicial or administrative authority of the country of incorporation, indicating that the first three and sixth above listed exclusion criteria are met;
- A certificate issued by the competent authority of the country of incorporation indicating that the fourth criterion is met.
[3] The Act of Engagement must be completed, signed, scanned in its entirety (i.e. including all the pages) and sent as a compiled document. For all scanned documents, .pdf files are preferred.