solid partners, flexible solutions. do’s and don’ts in tendering for audiovisual...

Solid partners, flexible solutionsDo’s and don’ts in tendering for audiovisual mass-digitization

Brecht Declercq – Presto4U Preservathon – Brussels, VRT, 14th November 2014

YOUR ORGANISATION

YOUR PRESERVATIONSTRATEGY

YOUR DIGITIZATIONPROJECT

YOUR TENDER

CONTEXT DEFINING YOUR

TENDER

TIMINGSTARTENDDEPENDENCIESPHASING, ...

BUDGETSTAFFLOGISTICSDIGITIZATION, ...

SCOPEQUANTITYQUALITYSPECS, ...

BALANCING YOUR PROJECT

WHICH PROCEDURE?

Free awarding

0 – ca. 10k €

NegociationProcedure

(RFQ)

ca. 10k – 85k €

National Procedure

(RFP)

ca. 85k –200k €

EuropeanProcedure

(RFP)

ca. 200k+ €

GENERAL CALL FOR TENDERS

WHICH PROCEDURE?

PRE-INFORMATION PHASE (RFI)

STAGED TENDERING PROCEDURE

ONE OR MULTIPLE PARCELS?

VIAA PRACTICEoverview

document

attachments

price

matrix

background

document

OVERVIEW DOCUMENT

1. Introduction2. This tender3. Legal framework4. Selection5. Assessment6. Contractual provisions

OVERVIEW DOCUMENT

1. Introduction

Who are you? Who are you accountable to? Who are your other stakeholders?

=> Helps candidates to understand project context

OVERVIEW DOCUMENT

2. This tender

What are you tendering for (short) Structure of the documents Timeline of the tender and the project Instructions for the candidates

o e.g. how to submit an offer?o e.g. which docs to include in offer?

OVERVIEW DOCUMENT

28/02

21/0207/02

30/03

22/02

01/03

28/0431/03

12/0529/04

Check draft tender with CP’s

Final checks

deadline offers

evaluation & report

standstill

publication awarding effective awarding

TENDERING TIMING

OVERVIEW DOCUMENT

3. Legal framework

Depending on procedure Don’t just copy-paste this! Discuss it with your legal dept or attorney!

OVERVIEW DOCUMENT

4. Selection

First step: who can participate, yes or no?

Criteria for exclusiono e.g. respect for social legislation

Eventually: referenceso be careful but creativeo ask for details!o only as a selection criterion!

Financial and economic capacityo e.g. don’t end up with bankrupt partner

OVERVIEW DOCUMENT

5. Assessment

Second step: regularity assessment: o minimal requirementso level playing field: yes or no?

Third step: award criteriao base for scoreso pricing: formula for comparable figure, formula for score

calculations, x%o quality: open questions, definition of stages, x%

OVERVIEW DOCUMENT

6. Contractual provisions

Basis for your contract Don’t copy, always discuss Aspects like

o termo paymentso pricing recalculationso indemnityo confidentialityo ...

BACKGROUND DOCUMENT

1. Digitization as you see it2. Business case3. Project requirements4. Technical requirements

BACKGROUND DOCUMENT

1. Digitization as you see it

Vision on digitization Partners involved and their role in process

o e.g. VIAA: content providers, PACKED, ...

=> Helps candidates to identify their place in the game

BACKGROUND DOCUMENT

2. Business case

High level but extensive description of every step in the process

=> Candidate can fit his service into your story

Registration PackagingTransport

to SP DigitizationTransport

back...

BACKGROUND DOCUMENT

3. Project approach

Step per step detailed process explanation Minimal requirements and open questions

BACKGROUND DOCUMENT

4. Technical requirements

Step per step detailed process explanation Minimal requirements and open questions

o Be careful with the ‘checkbox approach’!o Leave space for improvements you didn’t think about

PRICE MATRIX

1. Specifications summary2. Matrix for every aspect3. Options (free/mandatory)4. Variables (free/mandatory)

PRICE MATRIX

1. Specs summary

Very clear and conciseProject Information

Project name:

Parcel:

Genre:

Format make up:

Total size of the collection:

ME21: End date of the digitization:

Delivery schedule:

Content from broadcasters

ME14: Output format: IMX D10

ME15: Output container: MXF OP1a, AS-VRT-D10 Core

ME16: Output specifications: 50 mbps, 10 bit colour code, aspect ratio

and audio tracks as on the original carrier;

audio: LPCM in MXF

Content from cultural heritage institutions

MJPEG2000

MXF - The specific MXF-JPEG2000-profile

will be communicated prior to the testphase.

lossless compressed video, 10 bit colour

code, aspect ratio and audio tracks as on

the original carrier; audio: LPCM in MXF

Digital Betacam cassettes of different lengths

Base part: 120000 Digital Betacam cassettes, estimated total length: 80000 hours

Base part: 31 december 2019

VIAA: Digitalisatie: wave 1 - only parcel: Digital Betacam

to be scheduled

1

mixed

PRICE MATRIX

2. Matrix for every price aspect

Make sure you cover everything you ask! Step by step vs. overall pricing

Services mandatory / non mandatory option /

free variable

Applicable VAT-

rate (%)

Startup cost mandatory

Output format. VIAA only asks for one output format per

carrier.

cost per hour to IMX

D10, in MXF, 50

mbps

cost per hour to

MJPEG2000 lossless,

in MXF

Cost per hour for the base part mandatory

Cost per hour for possible future expansion mandatory

Services

mandatory / non mandatory option /

free variable

price per carrier for

carriers from the

broadcasters

price per carrier for

carriers from the

cultural heritage

institutions

Applicable VAT-

rate (%)

VO01: Storage and elimination of the VRT-cassettes option with mandatory quoting

VO02: Extra XML with information on the quality of the essence. non mandatory option

VO03: Automated segmentation of the essence files. non mandatory option

VO04: Cost per hour for an extra quantity of ca. 32000 carriers

from a broadcaster (ca. 14900u).

option with mandatory quoting

VO05: Cost per hour for an extra quantity of ca. 5000 carriers

from a broadcaster (ca. 4000u).

option with mandatory quoting

Costs overview

PRICE MATRIX

3. Options (free/mandatory)

Normally not allowed to score it!

FREE OPTION MANDATORY OPTION

CONTRACTOR Not obliged to take it Not obliged to take it

CANDIDATE Not obliged to offer it Mandatory to offer it

PRICE MATRIX

4. Variants (free/mandatory)

Your own alternatives or the ones of the vendor

FREE VARIANT MANDATORY VARIANT

CONTRACTOR Should choose one Should choose one

CANDIDATE Not obliged to offer it Mandatory to offer it

ATTACHMENTS

1. Sample essence files2. Reporting templates3. Pictures4. Standards to comply to

ATTACHMENTS

1. Sample essence files

ATTACHMENTS

2. Reporting templates

ATTACHMENTS

3. Pictures

Next best thing if on site visit is not possible

ATTACHMENTS

4. Standards to comply to

MY 5 CENTS OF ADVICE

GET SOUND LEGAL ADVICE OF AN ATTORNEY OR YOUR

OWN LEGAL DEPARTMENT

TRANSPARENCY IS YOUR BEST POLICY

MAKE A THOROUGH MARKET STUDY BEFORE YOU START

DEMAND MACHINE READABLE DOCUMENTS

TRANSLATIONS CAN BE HELPFUL BUT MAKE A GOOD

ONE

THANK YOU !

E: brecht.declercq@viaa.beT: brecht_declercqL: be.linkedin.com/in/brechtdeclercq