TENDER FILE / TERMS OF REFERENCE

(Competitive bidding procedure / Framework Contract)

Purchase of Production, Printing, Publishing, Video, and Photography Services

The Council of Europe is currently implementing a Project on Strengthening the human rights protection of refugees and migrants in the Republic of Moldova: phase II (hereinafter – the Project). The Project is being implemented from 1 January 2025 to 31 December 2028. In that context, it is looking for Provider(s) for the provision of production, printing, publishing, video, and photography services to be requested by the Council of Europe on an as needed basis.

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 €6,000 for intellectual services) and €171,000 tax exclusive.

This specific tender procedure aims at concluding a framework 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.

For Lots 1, 2, 3, and 6 the tenderer must be a legal person. For Lots 4 and 5 the tendered must be either a legal person or a natural person.

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 - Production, Printing, Publishing, Video, and Photography Services. 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: Questions - Production, Printing, Publishing, Video, and Photography Services.

Type of contract ►	Framework contract
Duration ►	Until 31 December 2028
Deadline for submission of tenders/offers ►	23 May 2025 23h59 CET
Email for submission of tenders/offers ►	[email protected]
Email for questions ►	[email protected]
Expected starting date of execution ►	02 June 2025

 

B.    EXPECTED DELIVERABLES

Background of the Project

The Council of Europe is currently implementing a Project on Strengthening the human rights protection of refugees and migrants in the Republic of Moldova: phase II (hereinafter – the Project). The overall purpose of the project is to enhance the protection of refugees, asylum seekers, and migrants in the Republic of Moldova by improving the capacities of the Moldovan authorities. This is to be done by a) developing more effective and human rights-based migration, asylum, and reception systems in the long term and b) provision of tailored support to the country in addressing the needs of refugees, asylum seekers, and migrants.

The Project is funded and implemented under the Council of Europe Action Plan for the Republic of Moldova for 2025-2028.

The project encompasses the following pillars: supporting the improvement of the legislative and policy framework in line with European and international standards; strengthening the expertise of various professionals and institutions to apply a human rights-based approach to the protection of refugees, asylum seekers, and migrants; facilitating access to support services, psychological aid, and integration programmes for refugees, asylum seekers, and migrants.

The Council of Europe is looking for 21 (twenty-one) Provider(s) (provided enough tenders meet the criteria indicated below) in order to support the implementation of the project with a particular expertise on production, printing, publishing, video, and photography services.

This Contract is currently estimated to cover up to 90 (ninety) activities, to be held by 31 December 2028. This estimate is for information only and shall not constitute any sort of contractual commitment on the part of the Council of Europe. The Contract may potentially represent a higher or lower number of activities, depending on the evolving needs of the Organisation.

For information purposes only, the total budget of the project amounts to 2,200,000.00 Euros and the total amount of the object of present tender shall not exceed 171,000 Euros tax exclusive for the whole duration of the Framework Contract. This information does not constitute any sort of contractual commitment or obligation on the part of the Council of Europe.

Lots

The present tendering procedure aims to select Provider(s) to support the implementation of the project and is divided into the following lots:

Lots	Maximum number of Providers to be selected
Lot 1: Layout and publishing	3
Lot 2: Printing of documents/materials	3
Lot 3: Design and production of visibility materials	3
Lot 4: Professional photography services, including processing/editing	4
Lot 5: Professional videography and filming, including processing/editing	4
Lot 6: Production of professional animated videos and cartoons	4

Lot 1 concerns layout and publishing of a variety of different awareness raising materials, publications and relevant project documents.

Layout services include creating new content or arranging predetermined content, graphics and other information in accordance with the Council of Europe Visual Identity Graphic Charter and also development of Romanian/English/Russian/Ukrainian layouts based on original InDesign files provided by the Council of Europe.

Lot 2 concerns colour and black & white printing of documents/materials for project events and activities.

Lot 3 concerns the production of visibility materials, such as notebooks, pens, roll-ups, bags, etc. and printing of the Council of Europe logos in accordance with the Council of Europe Visual Identity Graphic Charter.

Lot 4 concerns professional photography services, including processing/editing in line with the Council of Europe’s visibility guidelines.

Lot 5 concerns professional videography and filming, including processing/editing in line with the Council of Europe’s visibility guidelines, preparing texts and recording voice-over in different languages (Romanian, French, English, Ukrainian, Russian or other languages of national minorities spoken in the Republic of Moldova).

Lot 6 concerns the production of animated videos and cartoons (2D and/or 3D) production services in line with the Council of Europe’s visibility guidelines, preparing texts and recording voice-over in different languages (Romanian, French, English, Ukrainian, Russian or other languages of national minorities spoken in the Republic of Moldova).

All deliverables must adhere to the Council of Europe’s official visual identity guidelines and logo usage rules, ensuring full compliance with established standards in the Council of Europe Visual Identity Manual and Guidelines for videos and social media (attached).

The compliance with the visual identity and guidelines will be reviewed by the Council of Europe Secretariat (with the support from the Directorate of Communication, if needed) prior to acceptance. This process may involve several rounds of proposals if adjustments are required.

The Council will select the abovementioned number of Provider(s) per lot, provided enough tenders meet the criteria indicated below. Tenderers are invited to indicate which lot(s) they are tendering for (see Section A of the Act of Engagement).

Scope of the Framework Contract

Throughout the duration of the Framework Contract, pre-selected Providers may be asked to provide the deliverables listed in the Act of Engagement (See Section A – Terms of reference). This list is considered exhaustive.

C.    FEES

Tenderers are invited to indicate their fees, by completing and sending the table of fees, as attached in Section A to the Act of Engagement. These fees are final and not subject to review.

The Council will indicate on each Order Form (see Section D below) the number of units ordered, calculated on the basis of the unit fees, as agreed by this Contract.

D.    HOW WILL THIS FRAMEWORK CONTRACT WORK? (Ordering PROCEDURE)

Once the selection procedure is completed, you will be informed accordingly. Deliverables will then be delivered on the basis of Order Forms submitted by the Council to the selected Provider (s), by post or electronically, on an as needed basis (there is therefore no obligation to order on the part of the Council).

Pooling

For each Order, the Council will choose from the pool of pre-selected tenderers for the relevant lot the Provider who demonstrably offers best value for money for its requirement when assessed – for the Order concerned – against the criteria of: 

-          quality (including as appropriate: capability, expertise, past performance, availability of resources and proposed methods of undertaking the work);

-          availability (including, without limitation, capacity to meet required deadlines and, where relevant, geographical location); and

-          price.

Each time an Order Form is sent, the selected Provider undertakes to take all the necessary measures to send it signed to the Council within 2 (two) working days after its reception. If a Provider is unable to take an Order or if no reply is given on his behalf within that deadline, the Council may call on another Provider using the same criteria, and so on until a suitable Provider is contracted.

Providers subject to VAT

The Provider, if subject to VAT, shall also send, together with each signed Form, a quote[2] (Pro Forma invoice) in line with the indications specified on each Order Form, and 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.

Signature of orders

An Order Form is considered to be legally binding when the Order, signed by the Provider, is approved by the Council, by displaying a Council’s Purchase Order number on the Order, as well as by signing and stamping the Order concerned. Copy of each approved Order Form shall be sent to the Provider, to the extent possible on the day of its signature.

E.     ASSESSMENT

Exclusion criteria and absence of conflict of interests

(by signing the Act of Engagement, you declare on your honour not being in any of the below situations)^[3]

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;

·         are subject to restrictive measures applied by the United Nations Security Council or the European Union. In the case of legal persons, the restrictive measures imposed on the tenderer’s owner(s) or executives will also exclude the tenderer from participating in this tender procedure.

Under Lot 1: Layout and publishing

Eligibility criteria

• Being registered as a company for at least 2 years;
• Proven track record of relevant/similar experience with public authorities/institutions and/or international organisations in the last 2 years;

Award criteria

• Quality of the offer (70 points), including:

-        Technical capacity to meet the requirements of the tender file of Lot 1 and the capacity to meet the deadlines indicated in the Terms of reference (40 points);

-        Experience of the tenderer in provision of services requested under Lot 1 (30 points).

• Financial offer (30 points).

Under Lot 2: Printing of documents/materials

Eligibility criteria

• Being registered as a company for at least 2 years;
• Proven track record of relevant/similar experience with public authorities/institutions and/or international organisations in the last 2 years;

Award criteria

• Quality of the offer (70 points), including:

-        Technical capacity to meet the requirements of the tender file of Lot 2 and the capacity to meet the deadlines indicated in the Terms of reference (40 points);

-        Experience of the tenderer in provision of services requested under Lot 2 (30 points).

• Financial offer (30 points).

Under Lot 3: Design and production of visibility materials

Eligibility criteria

• Being registered as a company for at least 2 years;
• Proven track record of relevant/similar experience with public authorities/institutions and/or international organisations in the last 2 years;

Award criteria

• Quality of the offer (70 points), including:

-        Technical capacity to meet the requirements of the tender file of Lot 3 and the capacity to meet the deadlines indicated in the Terms of reference (40 points);

-        Experience of the tenderer in provision of services requested under Lot 3 (30 points).

• Financial offer (30 points).

Under Lot 4: Professional photography services, including processing/editing

Eligibility criteria

For legal persons

• Being registered as a company for at least 2 years;
• At least 2 (two) years of experience in providing professional photographic services at different types of events in the Republic of Moldova.

For natural persons

• At least two (2) years of experience in providing professional photographic services at different types of events in the Republic of Moldova.

Award criteria

• Quality of the offer (70 points), including:

-        Technical capacity to meet the requirements of the tender file (demonstrable experience and equipment available) of Lot 4 and the capacity to meet the deadlines indicated in the Terms of reference (40 points);

-        Diversity of the portfolio (30 points).

• Financial offer (30 points).

Under Lot 5: Professional videography and filming, including processing/editing

Eligibility criteria

For legal persons

• Being registered as a company for at least 2 years;
• At least 2 (two) years of experience with public authorities/institutions and/or international organisations in providing videos/videography/filming, as well as editing/processing and production (including storyboard creation, subtitles, voiceover, etc.);

For natural persons

• At least 2 (two) years of experience with public authorities/institutions and/or international organisations in providing videos/videography/filming, as well as editing/processing and production (including storyboard creation, subtitles, voiceover, etc.);

Award criteria

• Quality of the offer (70 points), including:

-        Technical capacity to meet the requirements of the tender file (demonstrable experience and equipment available) of Lot 5 and the capacity to meet the deadlines indicated in the Terms of reference (40 points);

-        Diversity of the portfolio (30 points).

• Financial offer (30 points).

Under Lot 6: Production of professional animated videos and cartoons

Eligibility criteria

• Being registered as a company for at least 2 years;
• At least 2 (two) years of experience with public authorities/institutions and/or international organisations in providing professional animated videos and animated cartoons;

Award criteria

• Quality of the offer (70 points), including:

-        Technical capacity to meet the requirements of the tender file (demonstrable experience and equipment available) of Lot 6 and the capacity to meet the deadlines indicated in the Terms of reference (40 points);

-        Diversity of the portfolio (30 points).

• Financial offer (30 points).

Multiple tendering is not authorised.

F.     NEGOTIATIONS

The Council reserves the right to hold negotiations with the bidders in accordance with Article 20 of Rule 1395.

G.    DOCUMENTS TO BE PROVIDED

·         A completed and signed copy of the Act of Engagement[4] (See attached);

·         A list of all owners and executive officers, for legal persons only;

·         A document certifying the registration of the company, for legal persons only (accepted in Romanian);

·         A document describing the tenderer’s experience for similar services in the last 2 years with public authorities/institutions and international organisations;

·         At least two (2) electronic samples of similar publications produced by the Provider in the last 2 years (Lot 1) (also accepted in Romanian);

·         Photos of at least two samples of similar visibility materials produced by the Provider (Lot 3);

·         Photography portfolio showcasing similar work (Lot 4);

·         At least two (2) electronic samples of similar videos (produced by the Provider in the last 2 years (Lot 5) (also accepted in Romanian);

·         Company Portfolio showcasing previous experience in production of professional animated videos and cartoons (at least 2 samples (2D and 3D animated videos for various stakeholders) (Lot 6) (also accepted in Romanian);

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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