tender dossier reference number: 003/014 international
TRANSCRIPT
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Tender Dossier
Reference Number: 003/014
INTERNATIONAL OPEN TENDER
REGIONAL COOPERATION COUNCIL
PUBLIC RELATIONS SERVICES
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Table of Contents
SUBJECT OF THE TENDER 3
1.1. TIMETABLE 3
1.2. PARTICIPATION 3
1.3. CONTENTS 3
1.4. TECHNICAL OFFER 4
1.5. FINANCIAL OFFER 4
1.6. BINDING PERIOD 5
1.7. ADDITIONAL INFORMATION 5
1.8. SUBMISSION OF PROPOSALS 5
1.9. WITHDRAWAL OF PROPOSALS 6
1.10. TENDER PROCEDURE COSTS 6
1.11. EVALUATION OF TECHNICAL OFFERS 6
1.12. EVALUATION OF FINANCIAL OFFERS 8
1.13. SELECTION OF THE MOST FAVOURABLE TENDERER 8
1.14. GROUNDS FOR EXCLUSION 8
1.15. ADMINISTRATIVE AND FINANCIAL PENALTIES 9
1.16. CONFIDENTIALITY 9
1.17. SIGNATURE OF CONTRACT(S) 9
1.18. CANCELLATION OF THE TENDER PROCEDURE 9
TERMS OF REFERENCE 11
2.1. REGIONAL COOPERATION COUNCIL SECRETARIAT 11
2.2. RCC STRATEGY AND WORK PROGRAMME, AND
SOUTH EAST EUROPE 2020 STRATEGY 12
2.3. OBJECTIVE 14
2.4. SCOPE OF WORK 14
2.5. RESOURCES AND TIMING 15
2.6. REQUIRED OUTPUTS/REPORTING 16
2.7. MONITORING AND EVALUATION 18
ANNEX I Service Tender Submission Form 19
ANNEX II Statement of Exclusivity and Availability 20
ANNEX III Budget Breakdown 21
ANNEX IV General Terms and Conditions for the Purchase of Services Regional
Cooperation Council Secretariat 22
ANNEX V RCC Strategy and Work Programme 2014-2016 23
ANNEX VI SEE 2020 strategy 24
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SUBJECT OF THE TENDER
International open tender for public relations services in support to the Regional
Cooperation Council Secretariat, namely:
LOT 1: IMPLEMENTATION OF VARIOUS FACETS OF COMMUNICATION
Creation and implementation of a comprehensive public relations (PR) action plan
Media relations
Events
Online content
LOT 2: LAYOUT DESIGN OF PUBLICATIONS AND MATERIALS
Graphic design and DTP
LOT 3: PRINTING OF PUBLICATIONS AND MATERIALS
Contracting Authority – Regional Cooperation Council Secretariat
1.1. TIMETABLE
DATE TIME
Deadline for request for clarifications from the
Contracting Authority
3 March 2014
17.00
Deadline for issuing clarifications by the
Contracting Authority
5 March 2014
17.00
Deadline for submission of proposals 11 March 2014 12.00
Tender opening session 11 March 2014 15.00
Notification of Award of the Contract 21 March 2014
1.2. PARTICIPATION
Participation in this tender procedure is open to the respective public relations companies and
design/printing companies with substantive experience in the South East European, particularly
the Western Balkan, region.
Preference will be given to the companies from South East Europe.
1.3. CONTENTS
Proposals, all correspondence, and documents related to the tender exchanged by the tenderers
and the Contracting Authority must be written in English.
Supporting documents and printed literature furnished by the tenderers may be in another
language, provided they are accompanied by an explanation in English.
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THE PROPOSALS SUBMITTED BY THE TENDERERS WILL COMPRISE OF A
TECHNICAL OFFER AND A FINANCIAL OFFER, SUBMITTED IN SEPARATE
ENVELOPES.
LOTS
The tender has three LOTS. Tenderers may submit proposals either for one, two or three
LOTS.
Tenderers must offer the whole of quantity or quantities of services indicated for each
tender LOT/LOTS.
1.4. TECHNICAL OFFER
LOT 1 AND LOT 2
The Technical offer must include the following documents:
Proposal Submission Form, Annex I
Technical Proposal – detailed public relation action plan in accordance with the Terms of
Reference. Tenderers are encouraged to be as creative and result oriented as possible.
Proposed Team as described in Section 1.11 Evaluation of Technical Offer (accompanied
by CVs), supported by signed Statement of Availability Annex II;
List and description of equipment (type and quantity) and software which will be used for
implementing proposed activities.
Legal entity file:
Company Profile (1-2 pages about the company)
Company Registration Certificate Copy
Company balance sheet and profit-and-loss statement for the past two years
(2011-2012).
Reference list samples of previous public relations, communication, and graphic
design services as described in the Section 1.11 Evaluation of Technical Offer.
LOT 3
If bidders are submitting the offer for LOT 3 only, they shall be responsible to submit the
following documentation as evidence of their status:
1. Proposal Submission Form, Annex I
2. Copy of company’s registration;
3. Copy of extract from commercial register;
4. Balance sheet and profit-and-loss statement for 2011-2012;
5. References of services, list of contracts in the amount of 25.000,00 EURO or more
annually.
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1.5. FINANCIAL OFFER
The Financial offer must be presented in EUR currency and include a budget breakdown.
Budget Breakdown should represent:
Fee rates for each LOT/LOTS presented separately as follows:
LOT 1: Contract Billing Rate information, detailing the billing rates for direct labor,
labor overhead and other direct costs for the tenderer's staff listed in the tender and for all
other staff included in the tenderer's organization that will be performing the Services as
described.
LOT 2: Price of design layout for publications and materials
LOT 3: Price of printing for publications and materials as per technical specification
Maximum incidental expenditures presented in absolute figures.
VAT amount
The proposed Financial Offer must not exceed overall 98,510.00 EUR for all LOTS.
1.6. BINDING PERIOD
Tenderers are bound by their tenders for 90 days after the deadline for the submission of
proposals. In exceptional cases, before the period of validity expires, the Contracting Authority
may ask the tenderers to extend the period for a specific number of days, which may not exceed
30 days.
1.7. ADDITIONAL INFORMATION
Tenderers may submit any additional questions and/or requests for clarifications in electronic
form to the e-mail address [email protected] until 3 March 2014 by 17.00.
Clarifications of the tender dossier will be published on the official website of the RCC by 5
March 2014 by 17.00. No further clarifications will be given after this date.
No information meeting is foreseen.
No site visit is foreseen.
1.8. SUBMISSION OF PROPOSALS
Proposals must be submitted by 11 March 2014 until 12.00 Central European Time in person /
via post mail (registered mail).
Delivered in person to the Contracting Authority to the following address:
Regional Cooperation Council Secretariat
Attention to: Administration Department
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Trg Bosne i Hercegovine 1 / V
Building of the Friendship between Greece and Bosnia and Herzegovina
71000 Sarajevo, Bosnia and Herzegovina
Proposals must be submitted using the double envelope system:
An outer parcel or envelope containing two separate, sealed envelopes - one titled "Envelope A -
Technical offer" and the other "Envelope B - Financial offer".
Any infringement of these rules (i.e., unsealed envelopes or references to price in the technical
offer, surpassed tender deadline, etc.) is to be considered a breach of the rules, and will lead to
rejection of the proposal.
The outer envelope should carry the following information:
Address for submission of tenders, as indicated above;
Reference code of the tender procedure to which the tenderer is responding;
LOT/LOTS indication;
Title "Not to be opened before the tender-opening session";
Name and address of the tenderer.
TENDER OPENING SESSION
Tenders will be opened at 15.00 on 11 March 2014. Tenderers wishing to attend the
opening of the tenders are asked to notify the department responsible for managing this
procurement procedure, no later than two working days before the tender opening date,
by e-mail: [email protected].
Only 2 representative(s) per a tenderer may attend. The names of the persons attending
the opening of the tenders must be given in the notification. Tenderers failing to give
notification will automatically be refused access to the opening.
1.9. WITHDRAWAL OF PROPOSALS
Tenderers may alter or withdraw their tenders by written notification prior to the deadline for
submission of tenders. No tender may be altered after this deadline.
1.10. TENDER PROCEDURE COSTS
No costs incurred to the tenderer in preparing and submitting the proposals will be reimbursable.
All such costs will be borne by the tenderer.
1.11. EVALUATION OF TECHNICAL OFFER
The quality of each technical offer will be evaluated in accordance with the following award
criteria:
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Evaluation of technical offers for LOT 1 and LOT 2:
1) Professional capacity of the tenderer:
The tenderer must have work experience matching the requirements of this tender as
specified in the Section 2, Terms of Reference, and on projects in areas covered by the
RCC Strategy and Work Programme and the SEE 2020 Strategy (such as trade,
investment, education, innovation, competitiveness, energy efficiency, infrastructure,
environment, employment, social partnership, health, culture, good governance) - It
needs to possess credible expertise and reliability in providing communication and
public relations consulting services; established reputation in the public relations
community particularly with governmental clients and international organizations in
South East Europe. This is to be proved by submitting evidence of minimum five
contracts/projects (tenderer being a contractor), at least one of them of size comparable
to this size of tender in the specified field. The contracts/projects may still be under
implementation.
The tenderer must submit proof of an ability to ensure coverage across South East
Europe, particularly Western Balkans region; through but not limited to one or more of
the following: demonstrated presence (office/staff) across the region or proof of
partnership with the same type of entity present in the region.
The tenderer must submit track record in providing communication and public relations
consulting services to governmental agencies, as well as international organizations; a
list of international clients for the last five years with samples of previous public
relations, communication, graphic design and printing work, as appropriate. Reference
list must be supported with official statements of clients, clearly indicating work
period, sum and type of work.
The tenderer must propose minimum 5 (five) personnel dedicated to the project, and
provide information on their professional experience and references, as well as areas of
expertise. The Project/Account Manager must have at least ten years of relevant work
experience, with the other staff possessing at least five years of relevant work
experience. Employees’ CVs will be evaluated in terms of experience in
communication and public relations, graphic designing and DTP.
2) Quality of the Technical Proposal; detailed public relation strategy and execution plan in
accordance with the Terms of Reference, described in the Section 2.
Evaluation of technical offers for LOT 3:
1) Professional capacity of the tenderer based on the following:
Balance sheet and profit-and-loss statement for 2011-2012;
References, list of contracts for printing services in the amount of 25,000 EURO
or more annually.
Quality of products and services (based upon samples, photos of items, references
and previous cooperation);
Delivery date;
Possibility to produce samples;
Price;
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Terms of payment.
1.12. EVALUATION OF FINANCIAL OFFER
The following evaluation criteria will be applied:
Fee rates as per budget breakdown including incidental expenditures for LOT 1, LOT 2 and LOT
3.
Any arithmetical errors are corrected without penalty to the tenderer, such as where there is a
discrepancy between a fee rate and the total amount derived from the multiplication of the fee
rate by the corresponding number of working days, the fee rate as quoted will prevail, unless the
opinion of the Evaluation Committee that there is an obvious error in the fee rate, in which event
the total amount as quoted will prevail and the fee rate will be corrected.
1.13. SELECTION OF THE MOST FAVOURABLE TENDERER
Selection of the most favorable tenderer will be internal, in accordance with defined award
criteria and the RCC’s procedures.
The best value for money is established by weighing technical quality against price on a 70/30
basis.
1.14. GROUNDS FOR EXCLUSION
Grounds for exclusion
Candidates or tenderers will be excluded from participation in a procurement procedure if it is
known that:
(a) they are bankrupt or being wound up, are having their affairs administered by the courts,
have entered into an arrangement with creditors, have suspended business activities, are
the subject of proceedings concerning those matters, or are in any analogous situation
arising from a similar procedure provided for in national legislation or regulations;
(b) they have been convicted of an offence concerning their professional conduct by a
judgment which has the force of res judicata;
(c) they have been guilty of grave professional misconduct proven by any means which the
Contracting Officer can justify;
(d) they have not fulfilled obligations relating to the payment of social security contributions
or the payment of taxes in accordance with the legal provisions of the country in which
they are established or with those of the country of the Contracting Officer or those of the
country where the contract is to be performed;
(e) they have been the subject of a judgment which has the force of res judicata for fraud,
corruption, involvement in a criminal organisation or any other illegal activity.
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Contracts may not be awarded to candidates or tenderers who, during the procurement
procedure:
(a) are subject to a conflict of interest;
(b) are guilty of misrepresentation in supplying the information required by the
Contracting Officer as a condition of participation in the contract procedure or fail to
supply this information.
1.15. ADMINISTRATIVE AND FINANCIAL PENALTIES
Without prejudice to the application of penalties laid down in the contract, candidates or
tenderers and contractors who have been guilty of making false declarations or have been found
to have seriously failed to meet their contractual obligations in an earlier procurement procedure
will be excluded from the award of all contracts and grants financed by the RCC for a maximum
of two years from the time when the infringement is established as confirmed after an adversarial
procedure with the contractor.
1.16. CONFIDENTIALITY
The entire evaluation procedure is confidential, subject to the Contracting Authority’s policy on
access to documents. The Evaluation Committee's decisions are collective and its deliberations
are held in closed session. The members of the Evaluation Committee are bound to secrecy.
The evaluation reports and written records, in particular, are for official use only.
1.17. SIGNATURE OF CONTRACT(S)
Notification of award; the successful tenderer will be informed in writing that its tender has been
accepted.
Signature of the contract; Within 7 days of receipt of the contract already signed by the
Contracting Authority, the selected tenderer will sign and date the contract and return it to the
Contracting Authority. The other candidates will be informed that their tenders were not
accepted, by means of a standard letter.
Contract proposal is not provided at this stage.
General Terms and Conditions for purchase of services form Annex IV.
1.18. CANCELLATION OF THE TENDER PROCEDURE
In the event of cancellation of the tender procedure, tenderers will be notified of the cancellation
by the Contracting Authority. If the tender procedure is cancelled before the outer envelope of
any tender has been opened, the unopened and sealed envelopes will be returned to the tenderers.
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Cancellation may occur where: the tender procedure has been unsuccessful, ie, no qualitatively
or financially worthwhile tender has been received or there is no response at all; the economic or
technical data of the project have been fundamentally altered; exceptional circumstances or force
majeure render normal performance of the contract impossible; all technically compliant tenders
exceed the financial resources available; there have been irregularities in the procedure, in
particular where these have prevented fair competition.
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2. TERMS OF REFERENCE
2.1. REGIONAL COOPERATION COUNCIL SECRETARIAT
The Regional Cooperation Council (RCC) promotes mutual cooperation and European and Euro-
Atlantic integration of South East Europe in order to inspire development in the region to the
benefit of its people.
The RCC is an all-inclusive, regionally owned and led framework. Within general political
guidelines set by the South-East European Cooperation Process (SEECP), the RCC works to
develop and maintain a political climate of dialogue, reconciliation, tolerance and openness
towards cooperation.
It functions on the basis of a triennial Strategy and Work Programme and other strategic
documents prepared in close cooperation with its participants from South East Europe, EU and
international partners.
The key RCC focus in 2014-20 is the South East Europe (SEE) 2020 strategy. SEE 2020 aims to
stimulate a job-rich growth, to help improve competitiveness and contribute to raising living
standards. It also complements efforts of the countries of the region to advance along their EU
accession pathway.
The document draws inspiration from the EU strategy Europe 2020 and is centred on a set of
interlinked development pillars, namely:
Integrated Growth – by promoting regional trade and investment links and policies that
are non-discriminatory, transparent and predictable;
Smart Growth – by committing to innovate and compete on value-added rather than
labour costs;
Sustainable Growth – through raising the level of private sector competitiveness,
infrastructure development and greener and more energy-efficient growth;
Inclusive Growth – by placing greater emphasis on skills development, employment
creation and inclusive labour market participation, health and wellbeing;
Governance for Growth – by increasing the capacity of public administrations to
strengthen the rule of law and reduce corruption, in order to create a business-friendly
environment and deliver the public services necessary for economic development.
In addition to its SEE 2020 focus, the RCC promotes stability and the rule of law, through
security cooperation, fighting organized crime and supporting cooperation in migration
management. It fosters parliamentary cooperation, media development, civil society involvement
and gender equality.
The organization maintains close working relations with all actors of relevance in these areas,
such as governments, international organizations, international financial institutions, regional
organizations, civil society and the private sector.
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The RCC provides operational support to the SEECP, functions as a focal point for regional
cooperation in South East Europe, and as a forum for the continued involvement of the
international donor community engaged in the region.
The RCC participants consist of 46 countries, organizations and international financial
institutions, 27 of which contribute to the budget of the Secretariat and form the RCC Board. The
RCC has a Secretariat based in Sarajevo, Bosnia and Herzegovina, headed by the Secretary
General, a strong political figure from the region. Apart from the Sarajevo headquarters, the
Secretariat has a Liaison Office in Brussels with European and Euro-Atlantic institutions.
The RCC meeting format consists of the Annual Meeting and meetings of the RCC Board, held
thrice a year. Decisions of the RCC are taken by consensus. The working language of RCC
meetings as well as of the Secretariat is English.
The RCC Secretariat employs 34 staff, 32 in Sarajevo and 2 in Brussels.
As of 1 January 2013, the Secretary General of the Regional Cooperation Council is Goran
Svilanović.
The RCC was established in 2008 as the successor to the Stability Pact for South Eastern Europe.
More information on the RCC work is available at www.rcc.int.
2.2. RCC STRATEGY AND WORK PROGRAMME 2014-2016 AND SOUTH
EAST EUROPE 2020 STRATEGY
The RCC Strategy and Work Programme 2014-2016 is the core strategic document of the
organization in this triennial, with the South East Europe (SEE) 2020 strategy being its main
component. These two documents form the basis for all the elements of this tender, listed in the
Terms of Reference below, and as such are integral part of this tender.
The goal of the SEE 2020 Strategy – Jobs and Prosperity in a European Perspective is to
improve living conditions in the region and bring competitiveness and development back in
focus, closely following the vision of the EU strategy Europe 2020. It stresses out the shared
vision of South East European economies to open up to 1 million new jobs by 2020, by enabling
employment growth from 39% to 44%, increase of total regional trade turnover by more than
double from 94 to 210 billion euro, the rise of the region’s GDP per capita from current 36% to
44% of the EU average, and the addition of 300,000 highly qualified people to the workforce.
The strategy was developed by the RCC Secretariat in consultations with governments from
South East Europe, European Commission and relevant regional and international institutions,
following a mandate by the region’s ministers of economy, who adopted it in Sarajevo on 21
November 2013.
SEE 2020 is inspired by Europe 2020, but reflects the specific realities of the region as well. It
focuses on growth and development that are smart (emphasizing education, innovation, research
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and development, culture and creative sectors), sustainable (economic sustainability in terms of
enterprise creation and export increase but also energy efficiency and climate control) and
inclusive (employment generation, social inclusion and well-being) along with two additional
pillars identified as important by the countries – integrated growth (promoting closer regional
integration in terms of trade and investment) and good governance for growth.
Eleven specific regional targets (and 77 national ones) have been identified covering the above
five pillars. To illustrate:
The region commits to converge in terms of gross domestic product per capita by going
from 38 percent to 46 percent of the EU 27 member countries until 2020. This implies a
significant increase in the size of economic activity and production in the region that will
narrow the gap between the region and EU. As an indicator of the average standard of
living of individual members of the population, this increase in GDP per capita signifies
national economic growth but also improved living standards of the population.
More than triple intra-regional trade in goods. International trade has an enormous
potential to contribute to economic growth, employment generation and increased well-
being. It enhances the domestic competitiveness, takes advantage of international trade
technology, increase sales and profits and the potential for expanding business activities.
Given the small size of the countries in the region, the strategy aims at integrating and
strengthening trade linkages towards a single economic space that will be better
positioned to compete in the global economic environment.
Increase the overall employment rate from 40 to 45 percent. Jobs are the central piece of
economic development, social cohesion and social efficiency but also important for the
individual material, social and psychological benefits. Youth and long term unemployed
need to be given an important focus.
SEE 2020 provides a comprehensive long-term development strategy with clear targets,
indicators and policy measures to guide cooperation in line with national priorities. SEE 2020
can prove to be an important strategy that demonstrates commitment to jointly identify and
address priority issues, establish relevant, well-defined, attributable, comparable and verifiable
tools for progress, motivate stakeholders to achieve the agreed objectives, focus attention and
resources in a time of economic crisis, ensure greater accountability and, in light of the accession
process, align with EU policies and strategies, but also serve as good preparation and adjustment
for full EU membership.
The successful implementation of the SEE 2020 strategy will require strong political
commitment from the countries involved and from regional organizations, as well as support and
backing from the region’s main external partners. The RCC aims to position itself as the
coordinating body that manages the day to day activities and ensures the harmonization of
common action in implementing the SEE 2020 strategy.
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2.3. OBJECTIVE
The Regional Cooperation Council (RCC) Secretariat seeks a professional, full-service
communication and public relations company that will be tasked with providing and
implementing a comprehensive, strategic and innovative public relations execution plan for the
RCC Secretariat, in line with the following mission and vision of the organization:
Mission
The Regional Cooperation Council promotes mutual cooperation and European and Euro-
Atlantic integration of South East Europe in order to inspire development in the region to the
benefit of its people.
Vision
Helping prosperity and growth through regional action in South East Europe, while supporting
European and Euro-Atlantic integration, is what the Regional Cooperation Council is all about.
We see our region as a place of dialogue, freedom and mobility, rich in cultural heritage, where
each person feels safe and protected by the rule of law.
The goal of the RCC communication efforts is to establish understanding and awareness of what
the RCC does, raise and maintain support, including political and financial, for its activities,
based on its mission to help generate a better life for the people of the region by promoting their
cooperation and inclusion into European and Euro-Atlantic structures.
The objectives to measure progress towards achievement of the strategic goal include:
To use various means of communication with the media on a regular basis to increase
awareness of RCC activities and generate public interest.
To reach out to a wide range of publics via the Internet by maintaining an updated RCC
website and social media tools.
To increase knowledge of the organization by designing public information materials,
such as flyers and different publications, and visual identity items.
Target audiences are as follows:
o General public (especially the youth)
o Media, as a distinctive public, but also as a channel to the wider, general public
o Governments and public officials
o Civil society groups (including academia, researchers)
o International organizations and diplomatic community
o Business community/investors
2.4. SCOPE OF WORK
The Scope of Work is for period of 10 months (March-December 2014). Successful tenderer will
be responsible for providing the RCC Secretariat with all and any communications and public
relations support it requires.
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Successful tenderer will be responsible for implementing various public relation aspects and
must demonstrate capability in executing these in a timely, professional, efficient and effective
manner. These include, but may not be limited to:
LOT 1: Planning and implementation of various facets of communication
Creation and implementation of a comprehensive PR action plan
Media relations
Events
Online content
LOT 2: Layout design of publications and materials
Graphic design and DTP
LOT 3: Printing of publications and materials
Printing of publications and materials required for implementation of PR action plan
Moreover, successful tenderer for LOT 1 and LOT 2 will possess or carry out the following:
First-rate skills at performing communication/public relations activities in English and
SEE languages;
Keen understanding of SEE political and economic climate;
Address each targeted audience in an effective and professional manner;
Identify issues of most significance within the SEE 2020 and wider RCC Secretariat’s
priorities.
The focus of communication activities will be in the non-EU countries in the Western Balkans,
but will include other countries of South East Europe and Brussels as well.
RCC participants from South East Europe are: Albania, Bosnia and Herzegovina, Bulgaria,
Croatia, Greece, Kosovo*, The Former Yugoslav Republic of Macedonia, Moldova,
Montenegro, Romania, Serbia, Slovenia, and Turkey.
2.5. RESOURCES AND TIMING
Successful tenderer will have a qualified team of public relations, communication, graphic
design, and printing services professionals (full-time employees) dedicated to managing the RCC
Secretariat account as relevant to the bidding LOTS. All individuals involved must be
knowledgeable and sensitive to issues affecting the implementation of the RCC Strategy and
Work Programme 2014-2016 and it key element: the SEE 2020 strategy, as well as be able to
provide intelligent and accurate recommendations that will ensure the accomplishment of
projected public relations and communication goals.
________
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*This designation is without prejudice to positions on status, and is in line with UNSCR 1244 and the ICJ Opinion
on the Kosovo declaration of independence.
The team will be led and supervised by a professional with the relevant amount of experience in
the aforementioned fields/areas, who possesses excellent supervision and project management
skills, and has a keen insight/understanding of the SEE region (“Project Manager” or “Account
Manager”).
The Project/Account Manager assigned to manage the RCC Secretariat account will serve the
said account throughout the duration of the contract. The RCC Secretariat will not accept any
substitutions of the Project/Account Manager, except in situations beyond the control of the
tenderer and via a written request for approval of the substitution of the Project/Account
Manager to RCC Secretariat.
The contract implementation will start in March 2014, and will last until the end of 2014, with a
possibility of an extension.
2.6. REQUIRED OUTPUTS/REPORTING
The successful tenderer will provide following outputs:
LOT 1: Developing and implementing comprehensive PR action plan
Creating and implementing PR action plan: providing consistent flow of information
across all media and other stakeholders to create a positive perception of the RCC
Secretariat throughout the SEE region;
Media relations: assisting and/or providing/developing news stories, press releases, media
advisories, talking points, media pitching, media interviews, press clipping, producing
audiovisual materials, photographs and all other public relations materials;
Events: assisting in organizing, coordinating and executing (including technical and
logistical support) of at least 15 different events, with at least 4 high-level ones
(conferences, meetings, etc.) throughout the SEE region;
Online content: assisting in content creation for RCC website and social media platforms.
LOT 2: Layout design of publications and materials required for implementation of PR action
plan in formats selected and approved by the RCC Secretariat
Graphic design and DTP (at least 20 items): developing and producing public information
materials (including translation, where applicable), such as flyers, brochures, reports, and
plans, as well as visual identity materials, such as agenda, planner, table and wall
calendar, bookmarker, rollups, banners (the layout design should be in line with the RCC
Book of Visual Identity Standards and the Communication and Visibility Manual for
European Union External Actions).
LOT 3: Printing of publications and materials required for implementation of PR action plan in
formats selected and approved by the RCC Secretariat
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Printing (at least 20 items) of public information materials, such as flyers, brochures,
reports, and plans, as well as visual identity materials, such as agenda, planner, table and
wall calendar, bookmarker.
Technical details:
RCC Agenda
2015/2016
200 pages; cover-page + foil; print 2/2 + cover-page 2/0; paper: 100 g
offset + cover-page 350 g + coating with plastic + foil;
Spiral binding.
600 pieces
RCC Table
planner-organizer
2015/2016
cca 100 pages + cover-page; print 2/2; paper: 150 g + cover-page 350 g +
coating with plastic; format 29x14cm
Spiral binding.
600 pieces
RCC Wall
calendar 2015
3x12 sheets + background sheet; print: background 2/0 + sheets 2/0; paper:
120 g offset + background 350 g triplex; format: background 20x90cm and
sheets 20x16,5cm
300 pieces
RCC Table
calendar 2015
12 sheets + background/stand; print: background 4/0 + sheets 2/2; paper:
250 g offset + cardboard background 2 mm + coating in plastic 1/0; format:
background 21X19.5cm and sheets 21x14 cm
500 pieces
RCC
Bookmarker
20x3 cm; with RCC logo and contact details print; colour print +
plasticized; 400-500 gr paper;
2,000 pcs
Template
factsheet
Format A3; folded to A4; 4 pages; colour printing 4/4; paper 170 gr.;
1,000 or 500 pieces as per order
Template flyer Format 40x21 cm; folded to 20x21 cm; 8 pages; colour printing 4/4; paper
170 gr.;
1,000 pieces as per order
Template report,
type 1
40-60 pages + cover; paper: k/b 135 gr. K + cover 300 gr. + plasticized;
printing in colour; format: A4; soft binding
Circulation: 1,000 or 500 pieces as per order
Template report,
type 1A
40-60 pages + cover; paper: k/b 135 gr. K + cover 300 gr. + plasticized;
printing of cover page in colour + printing of inner pages in black and white;
format: A4; soft binding
Circulation: 1,000 or 500 pieces as per order
Template report, 30-60 pages + cover; paper: k/b 135 gr. K + cover 300 gr. + plasticized;
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type 2
printing in colour; format: A5; soft binding
Circulation: 1,000 or 500 pieces as per order
Template report,
type 2B
30-60 pages + cover; paper: k/b 135 gr. K + cover 300 gr. + plasticized;
printing of cover page in colour + printing of inner pages in black and white;
format: A5; soft binding
Circulation: 1,000 or 500 pieces as per order
Successful tenderer will report directly to the Spokesperson and will be on on-call on a full time
basis and should be ready and capable of handling extraordinary situations. All materials and
action will require approval from RCC Secretariat before undertaking further steps.
2.7. MONITORING AND EVALUATION
For the purpose of monitoring and evaluation of public relation activities (PR action plan) the
successful tenderer will:
Maintain regular contact with the RCC Secretariat;
Create written and/or oral weekly plans detailing the key objectives, tools, messages,
outputs and results;
Create weekly/monthly reports reviewing progress against the respective plans. The
report should highlight items that require immediate attention of the RCC Secretariat. It
should be an input for future planning;
Create final written report at the end of the contract.
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ANNEX I
TENDER DOSSIER:
Service Tender Submission Form
Publication ref: 003/014
Contract title:
Public Relation Services in Support to the Regional Cooperation Council
One signed original of this tender submission form must be supplied.
1 SUBMITTED by:
Name(s) and address(es) of legal entity or entities submitting this tender
Full
Company
Name
2 CONTACT PERSON (for this tender)
Name
Organization
Address
Telephone
Fax
3 STATEMENT
Name of the company ______________ hereby declare that we have examined and accept
without reserve or restriction the entire contents of the tender dossier for the tender procedure
referred to above. We offer to provide the services requested in the tender dossier on the basis of
the following documents, which comprise our technical offer, and our financial offer:
Technical Offer includes: Technical Proposal-as per ToR, Section 2, proposed Project/Account
Manager and the Team (comprising a list of the dedicated personnel and their CVs) accompanied
with the statements of exclusivity and availability signed by each of the Team Members, list and
description of equipment (type and quantity), and completed legal entity file.
Financial Offer includes: Budget Breakdown in EUR currency.
This tender is subject to acceptance within the validity period stipulated in the instructions to
tender.
Name
Signature
Date
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ANNEX II
TENDER DOSSIER:
Statement of exclusivity and availability
Publication ref: 003/014
By representing a company_________________________ we agree to participate exclusively in
the above-mentioned service tender procedure. We further declare that we are able and willing to
work for the period(s) foreseen for the position for which our CVs have been included in the
event that this tender is successful, namely:
List of Proposed Team
Position From To Acceptance by
signature
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ANNEX III
TENDER DOSSIER:
BUDGET BREAKDOWN
Publication ref: 003/014
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ANNEX IV
TENDER DOSSIER:
Publication ref: 003/014
GENERAL TERMS AND CONDITIONS FOR THE PURCHASE OF SERVICES
REGIONAL COOPERATION COUNCIL SECRETARIAT
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ANNEX V
TENDER DOSSIER:
Publication ref: 003/014
RCC Strategy and Work Programme 2014-2016
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ANNEX VI
TENDER DOSSIER:
Publication ref: 003/014
SEE 2020 strategy