TENDER FILE / TERMS OF REFERENCE
(Competitive bidding procedure / One-off contract)
Purchase of film production services
Partnership for Good Governance
Contract N°BH4710/2020/FILMS
The Council of Europe is currently implementing a joint programme funded by the European Union and the Council of Europe: the Partnership for Good Governance II for Eastern Partnership countries. In that context, it is looking for a Provider to produce four short promotional films highlighting the results and positive impact of the programme (See Section A of the Act of Engagement).
Four “success stories” based on the results of the four projects:
1. Country specific Project “Support to the Judicial reform – enhancing the independence and professionalism of the judiciary” in Armenia
Filming to take place in Yerevan, Armenia
2. Country specific Project “Enhancing the system of prevention and combating corruption, money laundering and terrorist financing” in Georgia
Filming to take place in Tbilisi, Georgia
3. Country specific Project “Strengthening the capacities of the justice sector actors to deliver justice in line with European standards, in particular to fight discrimination” in the Republic of Moldova
Filming to take place in Chisinau, Republic of Moldova
4. Regional Project “Women’s Access to Justice: delivering on the Istanbul Convention and other European gender equality standards”
Filming to take place in Tbilisi, Georgia or Yerevan/Armenia
Aim: The films aim to raise the visibility of the programme by highlighting the positive impact of the joint actions of the European Union and the Council of Europe to improve on the life of citizens in the eastern Partnership countries. They should tell ‘a story’ about how the project has changed/impacted on an individual (or a group of individuals). They will also recall the overall objectives of the programme as an introductory part.
Target: The films are aimed at the general public and will be published on the programme website, YouTube channel and social media. They will be presented for the first time at the PGG Mid-term implementation Conference to be held on 14th May in Tbilisi, Georgia.
Technicalities:
The edited films should be a maximum of 4-5 minutes. Two versions will be proposed:
- one version in English language with English subtitles when necessary;
- one version in local languages (Armenian, Georgian and Moldovan/Romanian) for country specific projects with subtitles in local languages when necessary.
They will include interviews (maximum three), including Ministry officials, project managers, Head of Field office, EU delegation staff, and beneficiaries outside shots of the city, locations.
Most interviews will be in English, the cost of an interpreter will be borne by the Council of Europe if necessary.
The film should be produced in mp4 HD standard, 720 p definition and 16:9 screen format.
The film will contain titles and logos and graphics where relevant. The cost of voiceovers and background music should be included in the price.
The provider will provide the scripts of the films that will include transcripts of the interviews and planned text of the voiceovers.
Prices indicated below are final and not subject to review, throughout the duration of the contract.
Prices will include all related expenses.
A. TENDER 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 (or €5,000 for intellectual services) 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 120 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, or a duly registered company under sole proprietorship of a natural person, or equivalent, provided that the signatory of the Act of Engagement is individually liable for all obligations undertaken by the entity and is the owner of the moral rights in any creations of the entity. If contracted by the Council of Europe, the signatory of the Act of Engagement shall provide the deliverables personally, in accordance with the terms as provided in the present Tender File and Act of Engagement.
Tenders shall be submitted by email only (with attachments) to the email address indicated in the table below, with the following reference in subject: Purchase of film production services, Partnership for Good Governance, Contract N°BH4710/2020/FILMS. 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 CoE Contact details indicated below for any question you may have. All questions shall be submitted at least 5 (five) 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: Purchase of film production services, Partnership for Good Governance, Contract N°BH4710/2020/FILMS
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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 ► |
02 March 2020 |
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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 ► |
09 March 2020 |
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;
- 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;
- 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 or are likely to be in a situation of conflict of interests;
· are or if their owner(s) or executive officer(s), in the case of legal persons, are included in the lists of persons or entities subject to restrictive measures applied by the European Union (available at www.sanctionsmap.eu).
Eligibility criteria
- the supplier must have at least a 3-year record of making similar products
Award criteria
- Quality of the offer (60%), including:
- Quality of recent examples of similar films: graphics, background music, editing, voiceover.
- Experience of producing films in different languages
- Experience of filming in Eastern Europe.
- Financial offer (40%).
Multiple tendering is not authorised.
The Council reserves the right to hold negotiations with the bidders in accordance with Article 20 of Rule 1395.
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);
- A list of all owners and executive officers, for legal persons only;
All documents shall be submitted in English, 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 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;
- For legal persons, an extract from the companies register or other official document proving ownership and control of the Tenderer;
- For natural persons (including owners and executive officers of legal persons), a scanned copy of a valid photographic proof of identity (e.g. passport).
[3] The Act of Engagement must be completed, signed and scanned in its entirety (i.e. including all the pages). The scanned Act of Engagement may be sent page by page (attached to a single email) or as a compiled document, although a compiled document would be preferred. For all scanned documents, .pdf files are preferred.