TENDER FILE / TERMS OF REFERENCE

(Competitive bidding procedure/ One-off contract)

Purchase of child-friendly Dosta! Campaign video spot/clip (for 15-17-year-old children).

The Council of Europe within the framework of its Thematic Action Plan on the Inclusion of Roma and Travellers (2016-2019) and its updated Strategy for the Rights of the Child (2016-2021) is implementing activities for the development of child-friendly campaign materials to further develop its Dosta! campaign “Go beyond prejudice, meet the Roma” (www.dosta.org). In that context, it is looking for Provider(s) to produce a child-friendly video clip of approximately 2 minutes, while respecting the age set for the targeted audience (15-17-year-old children) and specific requirements indicated in the call for tenders (see also Concept Outline for Video Spot/Clip in the Annexe). The expected video clip/spot will be used as a campaign tool and will be distributed through joint efforts of the Roma and Travellers Team and Children’s Rights Division. This distribution will be made through websites and social media and will be provided to both the Ad Hoc Committee for the Rights of the Child (CAHENF) and the Ad Hoc Committee of Experts on Roma and Traveller Issues (CAHROM). It will also be used as part of the training material for the child-friendly DOSTA! campaign toolkit and be used in formal and informal educational settings to address discrimination, anti-Gypsyism and stereotypes towards Roma children.  (See Section A of the Act of Engagement).

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: Tender child-friendly Dosta! Video. Tenders addressed to another email addresswill 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: Q&A child-friendly Dosta! Video

Type of contract ►

One-off contract  

Duration ►

Until complete execution of the obligations of the parties (See Article 2 of the Legal conditions as reproduced in the Act of Engagement)

Deadline for submission of tenders/offers ►

04 August 2019

Email for submission of tenders/offers ►

[email protected]

Email for questions ►

[email protected]

Expected starting date of execution ►

18 August 2019

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:

·         are or are likely to be in a situation of conflict of interests.

Eligibility criteria

The selected service provider should have experience in

(i)            producing animated video materials for children;

(ii)           human rights, intercultural and tolerance education activities;

(iii)          working with multi-cultural and multi-lingual target groups (working with Roma children and young people would be an added value).

Only tenders submitted in English or French accompanied by a draft storyboard incorporating the requirements indicated in the concept outline shall be deemed eligible.

Award criteria

Multiple tendering is not authorised.

E.     NEGOTIATIONS

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:

·         Contact details, together with a brief description of the organisation;

·         Draft storyboard incorporating the requirements indicated in the concept outline (See attached);

·         Indication of methodology for the design of the video spot/clip;

·         A list of potential venues for the implementation of the project.

All documents shall be submitted in English or French, 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 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, and 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 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.