CALL FOR TENDERS

for the provision of office-wide professional production of animated video and cartoons as well as podcasts (republic of moldova)

2021/AO/28

Object of the procurement procedure ►	Professional production of animated videos and cartoons as well as professional podcasts
Project ►	Office-wide (Chisinau Office)
Organisation and buying entity ►	Council of Europe Office of the Director General of Programmes Council of Europe Office in Chisinau (Republic of Moldova)
Type of contract ►	Framework Contract (with minimum 1 provider and maximum 3 per lot)
Duration (renewable) ►	Until 31 December 2025
Expected starting date ►	4 July 2021
Tender Notice Issuance date ►	25 May 2021
Deadline for tendering ►	15 June 2021

TABLE OF CONTENTS

This Tender File contains:

·       The TERMS OF REFERENCE. 3

The TERMS OF REFERENCE describe what will be expected from the selected Providers.

·       The TENDER RULES. 6

The TENDER RULES explain the procedure through which the tenders will be submitted by the tenderers and assessed by the Council of Europe.

·       The ACT OF ENGAGEMENT(See Document attached) is the document formalising the consent of the Parties to be bound by the LEGAL CONDITIONS, which are the legal provisions which will be applicable between the Council of Europe and the selected Providers. It also contains the TABLE OF FEES, which indicates the applicable fees, throughout the duration of the contract.

PART I –TERMS OF REFERENCE

CALL FOR TENDERS

for the provision of production of professional animated videos and cartoons as well as podcasts (republic of moldova)

2021/AO/28

A.  Background

The Council of Europe[1] (hereinafter “the Council”) is an international organisation, based in Strasbourg and encompasses 47 European States. It was set up on 5 May 1949 to promote democracy, human rights and the rule of law, and to develop common responses to political, social, cultural and legal challenges in its member States.

The Council of Europe Office in Chisinau (Republic of Moldova) organises numerous events and missions annually and currently administers nine (9) projects, co-funded by European Union and other CoE member States. Additional regional projects, with activities carried out in the Republic of Moldova, are managed by the HQ in Strasbourg.

The Council of Europe Office in Chisinau is looking for a maximum of three providers (provided enough tenders meet the criteria indicated below) per lot in order to support the implementation of the projects with a particular expertise in the production of professional animated videos and podcasts (including editing and processing of the final products).

This Contract is currently estimated to cover up to one-two activities every six months. 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.

B.  LOTS

The present tendering procedure aims to select Provider(s) to support the implementation of the office activities (including projects’ events) and is divided into the following lots:

Lots	Maximum number of Providers to be selected
Lot 1: Production of professional animated videos and cartoons	3
Lot 2: Production of professional podcasts	3

Lot 1 concerns :

Animated videos and cartoons (2D and/or 3D) production services will cover a wide range of topics corresponding to the mandate of the Council of Europe and the needs of the Office in Chisinau. Mostly, they will be in the line with the fields of action of the projects implemented in the Republic of Moldova, managed by the Office and by Strasbourg directly. The videos/cartoons are expected to contribute to the Council of Europe and its projetcs communication and visibility efforts. Providers are expected to send the animated videos/cartoons  to the CoE Secretariat, after processing and coordinating a story line with unique characters (gender balanced and agreed with the Organization), producing customized texts and graphics in line with the Council of Europe’s visibility guidelines, preparing texts and recording voice-over in different languages (Romanian, Russian and English, but also other languages, including minority language used in the Republic of Moldova). The deliverables also include sound design and editing/producing in common electronic formats, within a given deadline. For specific videos and cartoons, the inclusion of burned-in subtitles, sign language interpretation and sub-titles may be requested. Different formats will be requested depending on the project and intended use (landscape, portrait, square) to be disseminated also on Istangram and Twitter.

Lot 2 concerns:

The production of interview podcasts (audio and/or video) with a different frequency to be agreed in the Order Forms. The products will showcase the transformative effect and the impact on citizens lives of the Council of Europe’s advice, programmes and/or assistance in supporting the process of reform in the Republic of Moldova. The provider will produce trailers and full podcast episodes, based on a format and interviews agreed in advance with the CoE Secretariat. The provider will be responsible for designing the art work, production of the intro and outro, editing, research and uploading the video and audio podcasts on the podcast platform and social media (Facebook, LinkedIn and YouTube). Tasks of the provider will also include sound design, writing episode story outlines, working with the host on interview questions, capturing audio/video content, writing scripts if needed and sharing content for review. The provider will edit the audio/video down into a trailer to be released at least two weeks ahead of the full episode release (deadlines to be agreed in the Order Forms) and work with the Organization’s project teams to ensure each episode meets the set objectives, suggesting improvements where relevant. The CoE Secretariat may facilitate meetings to agree on working methods and on a production plan, including the recruitment of appropriate host(s) for the podcasts. The provider will be responsible for distributing the audio/video trailer and full episode across podcast apps, including iTunes, Google Play, Soundcloud, Spotify and any others which will help grow the audience. Jointly with the Office’s Communication Officer and the project teams, the provider will generate ideas and support in growing a podcast audience for each episode. A communication and visibility plan will be co-designed at kick-off stage. Podcasts may need to be recorded outside of Chisinau.

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).

C.  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.

This call for tenders is aimed at selecting a minimum of 1 (one) and a maximum of 3 (three) Providers able to support the Council of Europe in its project activities. The expected services are detailed below.

The contract shall be concluded until 31 December 2022 and takes effect as from the date of its signature by both parties. It shall be subject to renewal every year. The contract shall not renew beyond 31 December 2025.

The signature of a framework contract will in no way give rise to an obligation upon the Council of Europe to organise a minimum number of activities. Events shall be organised at the sole discretion of the Council of Europe.

The Provider will not in any manner be entitled to represent the Council of Europe, or to act on its behalf. The Provider will remain the sole and unique liable contractor in its relationship with the Council of Europe, irrespective of its relationship with subcontractors and other interested third parties.

The selected Provider shall appoint one (1) or more staff/account manager/contact point to ensure the delivery of the requested services. Also, this/these person(s) (key interlocutor) are to manage the overall framework contract, including responding to order forms (see Article 4.1 of the legal terms and conditions, as reproduced in the Act of Engagement).

The key interlocutor(s) on behalf of the Provider must be available for frequent communication concerning any element of the events and at least one staff member of the Provider acting as contact point must be present in Chisinau for the duration of the contract to facilitate communication and organisation. This person must be available on request during business hours and during the event itself, to ensure the smooth running of the activity concerned and deal with any problems that arise.

In terms of the scope of this Framework Contract, it covers all events/activities/missions, which are to be organised on the territory of the Republic of Moldova by the Council of Europe.

D.  FEES

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

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

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

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.

Pooling

For each Order, the Council will choose from the pool of pre-selected tenderers of 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.

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 Service 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 Service 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.

F.   ASSESSMENT

Exclusion criteria (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:

·         a. 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;

·         b. 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;

·         c. have received a judgment with res judicata force, finding an offence that affects their professional integrity or serious professional misconduct;

·         d. 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;

·         e. 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;

·         f. have been involved in mismanagement of the Council of Europe funds or public funds;

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

·         h. 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).

The Council of Europe reserves the right to ask successful bidders to supply the following supporting documents:

·         a. for the items in a), b), c) and f), 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 these requirements are met;

·         b. for the items in d), a certificate issued by the competent authority of the country of incorporation.

Eligibility criteria

Tenderers shall demonstrate that they fulfil the following criteria (to be assessed on the basis of all supporting documents listed in Section G):

·         Being registered as a company or an individual business;

·         At least 3 (three) years of experience in providing professional animated videos  and animated cartoons of a wide variety in the Republic of Moldova (LOT 1);

·         At least one (1) year of experience in producing a variety of podcasts (different in format and genres) in the Republic of Moldova (LOT 2);

·         Track record of strategic podcast distribution to grow audience (LOT 2);

·         Experience of work with international organizations and/or public institutions (LOT 1 and LOT 2).

Award criteria

·         Criterion 1: Quality  (70%), including:

-       Technical capacity to meet the requirements of the tender file (demonstrable experience);

-       Diversity of the portfolio.

·         Criterion 2: Financial (30%), including:

-        Financial offer.

Multiple tendering is not authorised.

G.  DOCUMENTS TO BE PROVIDED

Ø  One signed and scanned copy of the Act of Engagement;[4]

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

Ø  Company or individual business registration document;

Ø  For legal persons, list of video producers/podcasts producers working with the company (with individual portfolios);

Ø  Description of the services provided and three examples of work (company’s portfolio and for LOT 2, examples of strategic podcast distribution), including with international organizations and/or public institutions;

Ø  A declaration certifying that Tenderer is not in any of the situations mentioned in the exclusion criteria;

All documents shall be submitted in English or Romanian, 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.

* * *

PART II – TENDER RULES

CALL FOR TENDERS

for the provision of professional animated video production and professional podcasts (republic of moldova)

2021/AO/28

ARTICLE 1 – IDENTIFICATION OF THE CONTRACTING AUTHORITY

1.1   Name and address

COUNCIL OF EUROPE

Office of the Directorate General of Programmes

Council of Europe Office in Chisinau

1.2   Background

The activities of the Organisation are governed by its Statute. These activities concern the promotion of human rights, democracy and the rule of law. The Organisation has its seat in Strasbourg and has set up external offices in about 20 member and non-member states (in Ankara, Baku, Belgrade, Brussels, Bucharest, Chisinau, Erevan, Geneva, Kyiv, Lisbon, Moscow, Paris, Podgorica, Pristina, Rabat, Sarajevo, Skopje, Tbilisi, Tirana, Tunis, Warsaw, Venice and Vienna).

Council of Europe procurements are 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.

The Organisation enjoys privileges and immunities provided for in the General Agreement on Privileges and Immunities of the Council of Europe, and its Protocols, and the Special Agreement relating to the Seat of the Council of Europe.^[5]

Further details on the project are provided in the Terms of Reference.

ARTICLE 2 – VALIDITY OF THE TENDERS

Tenders are valid for 120 calendar days as from the closing date for their submission.

ARTICLE 3 – DURATION OF THE CONTRACT

The duration of the framework contract is set out in Article 2 of the Legal Conditions in the Act of Engagement.

ARTICLE 4 – CHANGE, ALTERATION AND MODIFICATION OF THE TENDER FILE

Any change in the format, or any alteration or modification of the original tender will cause the immediate rejection of the tender concerned.

ARTICLE 5 – Content of the tender file

The tender file is composed of:

-    Tender rules;

-    An Act of Engagement, including the Legal Conditions of the contract.

ARTICLE 6 – LEGAL FORM OF TENDERERS

The tenderer must be a legal person except consortia.

ARTICLE 7 – SUPPLEMENTARY INFORMATION

General information can be found on the website of the Council of Europe: http://www.coe.int

Other questions regarding this specific tendering procedure shall be sent at the latest by one week before the deadline for submissions of tenders, in [English or Romanian], and shall be exclusively sent to the following address: [email protected]

This address is to be used for questions only; for modalities of tendering, please refer to the below Article.

ARTICLE 8 – MODALITIES OF THE TENDERING

Tenders must be sent to the Council of Europe electronically.

Electronic copiesshall be sent only to [email protected]. Tenders submitted to another e-mail account will be excluded from the procedure;

ARTICLE 9 – Deadline for submission of tenders

The deadline for the submission of tenders is 15 June 2021  as evidenced by the date in the email.

ARTICLE 10 – ASSESSMENT OF TENDERS

Tenders shall be assessed in accordance with Rule 1395 of 20 June 2019 on the procurement procedures of the Council of Europe. Assessment shall be based upon the criteria as detailed in the Terms of Reference.

ARTICLE 11 – NEGOTIATIONS

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

* * *

FINAL CHECK LIST

1)BEFORE SENDING YOUR TENDER, CHECK THAT IT INCLUDES:

Ø  One signed and scanned copy of the Act of Engagement;[6]

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

Ø  Company or individual business registration document;

Ø  For legal persons, list of video producers/podcasts producers working with the company (with individual portfolios);

Ø  Description of the services provided and three examples of work (company’s portfolio and for LOT 2, examples of strategic podcast distribution), including with international organizations and/or public institutions;

Ø  A declaration certifying that Tenderer is not in any of the situations mentioned in the exclusion criteria.

2) HOW TO SEND TENDERS?

Tenders must be sent to the Council of Europe electronically.

Electronic copiesshall be sent only to [email protected]. Tenders submitted to another e-mail account will be excluded from the procedure;

The deadline for the submission of tenders is 15 June 2021 as evidenced by the date of the email.