tender specifications … · tender specifications euosha/2016/op/f/se/0018 ’copywriting,...

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EUOSHA/2016/OP/F/SE/0018

EU-OSHA – European Agency for Safety and Health at Work

TENDER SPECIFICATIONS


’COPYWRITING, EDITING, PROOF CHECKING AND FORMATTING SERVICES IN ENGLISH’

Type of procedure: open procedure

Type of contract: framework contract

OJ Notice number: 2016/S 210-380185

Tender documents are available for download at:

https://osha.europa.eu/en/about-eu-osha/procurement

Contracting authority:

European Agency for Safety and Health at Work

Santiago de Compostela 12, Edificio Miribilla, 5th Floor

E-48003 Bilbao – Spain

E-mail: [email protected]

https://osha.europa.eu


Santiago de Compostela 12, 5th floor - 48003 Bilbao Spain Tel. +34 944 358 400 Fax +34 944 358 401 [email protected] http://osha.europa.eu 2

Table of contents 1 Introduction .................................................................................................................................... 4

1.1 The European Agency for Safety and Health at Work ........................................................... 4

1.2 Background to this call for tender .......................................................................................... 4

1.3 Time schedule for this tender ................................................................................................ 5

1.4 Estimated volume .................................................................................................................. 5

2 Description of the requested tasks and services ............................................................................ 6

2.1 Copywriting in English ........................................................................................................... 6

2.2 Editing in English ................................................................................................................... 6

2.3 Proof checking in English ...................................................................................................... 7

2.4 Formatting in Word or InDesign ............................................................................................ 7

2.5 Research (desktop or on location) ......................................................................................... 7

2.6 Guidance in copywriting or editing techniques ...................................................................... 7

2.7 Editorial guidelines ................................................................................................................ 7

2.8 Technical infrastructure ......................................................................................................... 8

2.9 Workload ............................................................................................................................... 8

2.10 Project management ............................................................................................................. 8

2.10.1 Overall management ..................................................................................................... 8

2.10.2 Meetings ........................................................................................................................ 9

3 General guidelines ....................................................................................................................... 10

3.1 Social, labour and human aspects ...................................................................................... 10

3.2 Environmental aspects ........................................................................................................ 10

3.3 Participation in this tender ................................................................................................... 11

3.4 Contractual approach of this tender .................................................................................... 11

3.5 Implementation of the framework contract ........................................................................... 12

3.6 Terms of payment ............................................................................................................... 12

3.7 Communication between EU-OSHA and the tenderer ......................................................... 12

3.8 Submission of a tender by a consortium of companies ....................................................... 12

3.9 Subcontracting .................................................................................................................... 13

3.10 Confidentiality and public access to documents .................................................................. 13

3.11 Price .................................................................................................................................... 14

3.12 Additional important information .......................................................................................... 14

4 Content and presentation of the tender ........................................................................................ 15

4.1 Part A — administrative part and supporting documentation ............................................... 15

4.2 Part B — technical tender ................................................................................................... 15



4.2.1 Project management, quality assurance and quality of service ................................... 16

4.2.2 Scenarios .................................................................................................................... 16

4.3 Part C — Financial tender ................................................................................................... 18

4.4 Double envelope system ..................................................................................................... 18

4.5 Postal address .................................................................................................................... 19

4.6 Date for submission ............................................................................................................ 19

5 Assessment and award of the contract ........................................................................................ 20

5.1 Opening session ................................................................................................................. 20

5.2 Evaluation of the tenders..................................................................................................... 20

5.2.1 Exclusion criteria ........................................................................................................ 20

5.2.2 Administrative capacity ................................................................................................ 21

5.2.3 Selection criteria .......................................................................................................... 21

5.2.4 Technical evaluation .................................................................................................... 24

5.2.5 Financial evaluation ..................................................................................................... 27

5.2.6 Award .......................................................................................................................... 27



1 Introduction

1.1 The European Agency for Safety and Health at Work

The European Agency for Safety and Health at Work (EU-OSHA) is an agency of the European Union (EU) and one of the decentralised community bodies. Its central role is to contribute to the promotion of safer, healthier and more productive workplaces by developing, analysing and disseminating information on occupational safety and health (OSH).

As a tripartite organisation, EU-OSHA works closely with governments and employers’ and workers’ representatives to share good practice and to reach workers and workplaces across Europe.

EU-OSHA’s main safety and health information network is made up of focal points in all EU Member States, candidate, potential candidate and European Free Trade Area (EFTA) countries (https://osha.europa.eu/en/about/organisation/focal_points). A country’s focal point is normally the national OSH authority; the focal points represent EU-OSHA and support its activities, such as the Healthy Workplaces Campaigns.

Located in Bilbao, Spain, EU-OSHA has a dedicated staff of safety and health specialists. As well as running Europe-wide information campaigns, EU-OSHA publishes scientific research in print and online media.

More information can be found at:: http://osha.europa.eu/en.

1.2 Background to this call for tender

In its role as a reference point for OSH information, EU-OSHA commissions, collects, analyses and publishes new scientific research and statistics on OSH risks. EU-OSHA produces a range of reports, information sheets, promotion material, online and social media content. All publications are available from the website (http://osha.europa.eu/en/publications), helping to bring in-depth and topical safety and health information to a wide range of audiences across Europe.

EU-OSHA is supported in the drafting of some of these publications by national safety and health experts that collect and analyse data and deliver expert analysis. This entails that some reports are written by several (non-native speakers) and can therefore vary considerably in consistency and quality. A range of campaign material and summaries are translated from English into more than 20 languages.



1.3 Time schedule for this tender

Task Date Comments

Dispatch date 20/10/2016 Contract notice sent to Official Journal

Deadline for request of clarifications from EU-OSHA

(6 working days before deadline)

02/12/2016 https://osha.europa.eu/en/about-eu-osha/procurement

Deadline for submission of tenders 12/12/2016 See the invitation to tender

Opening session (public) 19/12/2016 11:00 in EU-OSHA premises

Date for evaluation of tenders January 2017 Estimated

Notification of award(s) to the selected tenderer(s) February 2017 Estimated

Framework contract signature March 2017 Estimated

1.4 Estimated volume

The estimated volume of the contract will be up to EUR 70,000 per year.



2 Description of the requested tasks and services

This call for tender aims at selecting a company to provide professional copywriting, editing, proof checking and formatting services to deliver written material within a given timeframe in English.

The contractor should undertake the following activities:

Copywriting in English

Editing in English

Proof checking in English

Formatting of documents in MS Word, Adobe InDesign or similar

Research (desktop or on location)

Guidance related to copywriting and editing

2.1 Copywriting in English

For the purposes of this tender, copywriting is defined as the production of persuasive copy that engages and convinces the reader.

Copywriting covers the following:

Corporate material (Annual report, summaries of reports, information sheets)

Campaign and promotional material (leaflets, campaign guide, Power Points etc.)

Journalistic writing (news releases, interviews and articles for specialised press)

Speech writing

Writing for the web (teasers, standfirsts, sections on specific topics, survey results)

Writing for social media

Script writing for videos, infographics

Update of house-style guide

Note taking and writing on location

2.2 Editing in English

The service covers all stages required to edit and produce final texts in English from draft texts provided by EU-OSHA. Editing is done to improve reports, information sheets, promotion material and internal documents.

Generally, the contractor is required to do language editing to check whether each section of a transcript expresses the author’s meaning clearly, particularly in texts where the authors are not writing in their native language. It involves looking at spelling, punctuation, capitalisation, abbreviations, grammar, sentence structure, subject/verb agreement, consistent verb tense, word usage etc. It can involve cosmetic, textual or house-style corrections to improve readability.

Particular attention should be paid to the way references, footnotes, endnotes etc. are displayed, whether they are consistent throughout the document and if they conform to EU-OSHA’s house style guide. The creation or adaptation of bibliographies might be required.



In some cases the contractor is required to perform substantive editing, meaning a substantial rewrite of the text to improve the overall coverage and presentation of a piece of writing, its content, scope, length, level and organisation. The editor may suggest improvements for the author to make, or (in agreement with the author) rewrite and rearrange the material, suggest better concrete examples, etc.

EU-OSHA will define the level of editing required when providing the contractor with the text.

2.3 Proof checking in English

Proofing is a final read through of laid out documents (usually PDF files) before publication on the web or printing. It involves checking and correcting typography, spelling, punctuation, grammar and format. Documents should be proofread electronically and must be delivered in PDF format using the annotation and drawing mark-up tools as well as the comments facility, clearly indicating the required changes.

2.4 Formatting in Word or InDesign

Some of the documents are to be formatted in pre-defined templates using either Microsoft Word, Adobe InDesign or similar. Adaptation of these templates might also be required.

2.5 Research (desktop or on location)

Desktop research or research on location will be required to produce conference proceedings, the annual report, campaign material etc. It involves reading material provided by EU-OSHA and seeking additional material either on the web or through other means (e.g. telephone interviews). Research on location involves attending conferences, workshops and meetings, note taking and carrying out interviews.

2.6 Guidance in copywriting or editing techniques

The service provider should be able to provide guidance to EU-OSHA staff members. The guidance which may include workshops should equip staff with skills to improve the quality of their copywriting or editing, enabling them to express themselves better in writing and communicate intended messages effectively. Guidance should cover topics such as writing in an online environment, producing effective presentations and producing concise and compelling texts.

2.7 Editorial guidelines

Many of EU-OSHA’s publications are translated and therefore all copy produced should conform to the standards related to “Writing for translation”, established by the Translation Centre for the Bodies of the European Union.

All texts produced should also conform to the Interinstitutional style guide by the Publications Office of the European Union and EU-OSHA’s editorial style guide (see Annex XI) and thesaurus (under development).

Furthermore, guidelines and techniques for search engine optimisation should be respected when writing for the web to improve the visibility of websites or web pages in search engines’ results.



2.8 Technical infrastructure

Draft documents should be delivered by the service provider in formats readable by standard PC programmes such as MSOffice within the agreed timeframe. Contractors should have the capacity to work in an up-to-date electronic and web-based publishing infrastructure. They should have expertise and experience of electronic publishing processes and workflows including formatting and conversion.

They should be able to work with the latest and earlier versions of word processing and publishing software, for example, MS Word, Adobe Acrobat Pro, including InDesign and suitable HTML editor(s). The contractor should have fast and reliable Internet connectivity.

In some cases, the service provider could be asked to access EU-OSHA’s content management system or other platforms such as Hootsuite directly in order to copywrite or edit website texts online.

2.9 Workload

The annual workload can be roughly broken down as follows:

Category Total working days (estimates)

Copywriting 70

Editing 50 - 55

Proof checking 8

Formatting 10

Research 8

Guidance 4

2.10 Project management

2.10.1 Overall management

Specific contracts are issued to cover all tasks in line with EU-OSHA’s yearly publications plan. Each specific contract is accompanied by a job list which contains information on the type of service required, type of product, topic, length, working days needed, status and deadlines.

In order to ensure efficient completion of the annual publications programme and to be able to properly monitor, assess, and supervise the contractor’s progress in execution of the tasks with respect to the tender specifications, EU-OSHA will designate a project manager. This person will be responsible for the overall management of the contract including resolution of high-level issues, project management, monitoring and day-to-day administration of the contract, ensuring fulfilment of tasks and other contractual obligations, checking quality and approval of deliverables prior to authorising payment.



2.10.2 Meetings

A kick-off meeting (1 day) will be held with the contractor at EU-OSHA’s premises within one month following signature of the contract to agree all contractual matters between the contractor and EU-OSHA. In addition, EU-OSHA will provide an induction session introducing its main team, the workflows, etc.

The contractor’s staff attending this meeting should be the same as those proposed in the tender and all expenses will be borne by the tenderer (including travel and accommodation costs, per diems and staff fees).

During the course of the contract, additional meetings or tele/video conferencing may be held at the request of EU-OSHA or the contractor (subject to the approval of EU-OSHA).



3 General guidelines

For its organisation and functioning, EU-OSHA is in constant need of goods and services. Tendering is the structured way to consult the market for the purchase of these goods and services.

The purpose of competitive tendering for awarding contracts is twofold:

to ensure the transparency of operations;

to obtain the desired quality of services, supplies and works at the best possible price.

The applicable regulations, namely Directive 2014/24/EU and Regulations No 966/2012 (European Parliament and Council) and No 1268/2012 (European Commission) as amended, oblige EU-OSHA to guarantee the widest possible participation, on equal terms, in tender procedures and contracts.

3.1 Social, labour and human aspects

Tenderers should fulfil and be able to document and report on all obligations derived from the OSH Framework Directive (Council Directive 89/391/EEC) on the introduction of measures to encourage improvements in the safety and health at work, and the corresponding transposition into their country’s national law.

EU-OSHA, as a European public institution, pays special attention to the protection of social, labour and human rights.

In line with this, the contractor shall comply with the European and/or national law in force applicable in these fields covering, among other issues, equal employment opportunities, the labour market integration of persons with disabilities, the prohibition of child labour and the protection of young people’s employment.

Please also refer to Article II.4.3. of the model of framework contract.

3.2 Environmental aspects

EU-OSHA, as per its commitment to ensuring health and safety in general and at work in particular, pays special attention to the protection of the environment and of people.

To this end, EU-OSHA’s objective is the purchase of goods, services and works that have a reduced impact on the environment throughout their life cycle in comparison with other goods, services and works with identical primary functions.

In this context and within the framework of this call for tender, the contractor shall comply with the European and/or national law in force in these fields.

Please also refer to Article II.4.3. of the model of framework contract.

The products, equipment and supplies that the contractor shall allocate to the provision of the services requested shall be, wherever possible, green/biodegradable/recycled, with the least possible impact on the environment and human health in accordance with the European and/or national law in force, and shall contribute to a high standard quality achievement in the provision of these services.

In addition, the contractor shall train the staff assigned to the provision of the services requested on how to carry out their tasks in a responsible and efficient way for human health and environment.



3.3 Participation in this tender

Participating in tendering procedures shall be open on equal terms to all natural and legal persons within the scope of the Treaties and to all natural and legal persons established in a third country that has a special agreement with the European Union in the field of public procurement under the conditions laid down in that agreement. It shall also be open to international organisations.

EU-OSHA’s Financial Regulation1 guarantees participation for all tenderers on equal terms.

Finally, tenderers will be requested to inform EU-OSHA about a possible conflict of interest or a professional conflicting interest in the tendering procedure (see Annex XIII).

3.4 Contractual approach of this tender

Through this call for tender EU-OSHA intends to establish a framework contract with a specialised external contractor for a period of 4 years.

The framework contract will be concluded between EU-OSHA and the successful tenderer for an initial period of 1 year from the date it is signed by EU-OSHA and may be renewed up to three times. Unless terminated by either party by registered letter not later than 2 months before it expires, the contract may be extended automatically for three successive periods of 1 year, on the understanding that thereafter no further automatic extension will be possible.

The submission of a tender implies acceptance of the terms and conditions specified in the draft framework contract, including the ‘General terms and conditions applicable to contracts’, and all provisions laid down in these specifications, annexes and, where applicable, additional documents.

A framework contract places reciprocal obligations on both parties with regard to those elements which are unalterably and unequivocally established when the contract is concluded, such as price (including revision rules), subject, basic performance conditions and duration, administrative and technical provisions, applicable during its validity period.

The framework contract will include the tasks and services described in the specifications for tender. The bid will form an integral part of the contract, as will these specifications.

Any results or rights thereto, including copyright and other intellectual or industrial property rights, obtained in the performance of the framework contract shall be owned solely by EU-OSHA, as appropriate, which may use, publish or assign them as it sees fit, without geographical or other limitation, except where rights exist prior to the contract being entered into.

The contractor must ensure that all the services provided are delivered free of rights including copyright and other intellectual or industrial property rights (see Draft framework contract in Annex IX).

For the entire duration of the framework contract, the contractor must provide sufficient resources to guarantee the stability of the service offered and the quality of the supplies necessary for the proper performance of the specific agreements.

The framework contract imposes no obligation on EU-OSHA to call on the services of the contractor. Only the implementation of the framework contract through specific contracts is binding on EU-OSHA.

1 Available at https://osha.europa.eu/en/about-eu-osha/what-we-do/how-we-work/finance



3.5 Implementation of the framework contract

The tenderer shall appoint an account manager, who will be the contact for all matters linked to the framework contract. The account manager shall guarantee efficient and on-demand responses to EU-OSHA’s communications, requests for quotations, contacts, meetings and other administrative requests.

The account manager will have knowledge in the field of work of the framework contract and will be the single contact point for interaction with EU-OSHA. The account manager will follow up, discuss the works and gather additional details related to the services to be delivered and materials to be developed.

As the precise quantities and times for deliveries or performance cannot be determined in advance, tasks are to be carried out on the basis of specific contracts drawn up by EU-OSHA after consultation with the contractor and consistent with the tenderer’s financial tender. The process of request for services until the final offer will take the form of an exchange of correspondence between EU-OSHA and the contractor to define the concrete tasks, precise dimension and budget implications of the request. Once EU-OSHA and the contractor have come to an agreement within the limits of terms laid down in the framework contract, EU-OSHA will issue the specific contracts.

Within 10 working days of a specific contract being sent by EU-OSHA to the contractor, EU-OSHA should receive it back, duly signed and dated. The period allowed for the execution of the task shall start to run from the date on which the last party signs the specific contract.

The contractor will be responsible for developing and agreeing with EU-OSHA a reporting system for expenditure charged against the specific contract in order to keep EU-OSHA regularly informed.

In accordance with Article II.24 of the draft framework contract, an audit of the contractor’s compliance with their contractual obligations may be carried out by EU-OSHA at the end of the framework contract.

A sample specific contract form can be found in Annex IX for information.

3.6 Terms of payment

With respect to the specific contracts signed under the framework contract, payments will be made against acceptance by EU-OSHA of agreed deliverables and provision of the necessary supporting documentation and reports as indicated in the sample framework contract in Article I.6.

Invoices must show VAT separately, if applicable.

3.7 Communication between EU-OSHA and the tenderer

Any contact between the contracting department and the tenderer during the procedure is forbidden, except in exceptional circumstances and under the conditions described in the invitation to tender (section 9).

3.8 Submission of a tender by a consortium of companies

Joint tenders from consortia of providers are permitted provided that conditions for adequate competition are observed. A consortium can be a permanent legally established group or a group that has been constituted for this tender procedure.



Tenders from consortia of firms or groups of providers, contractors or suppliers must specify the role, qualifications and experience of each member of the group.

The consortium must clearly indicate which provider will be carrying out which tasks as well as which provider has been appointed by the others as the lead partner. The lead partner shall be the contracting party with EU-OSHA and shall be responsible for the overall performance of the contract and management of the other members of the consortium; however, all partners must assume joint and several liabilities towards EU-OSHA.

Notwithstanding the above, each member of the consortium must be eligible in accordance with the exclusion criteria in section 5.2.1 and provide the required evidence. In addition, members must be capable of performing the contract in accordance with the selection criteria in section 5.2.3 and complete the Annex VI.

Tenders must include the means of control provided by the incorporation law of the constituent legal entities. If the consortium is not already legally established, in the event of a joint tender being awarded the contract, EU-OSHA will require the tenderers to give a formal status to the proposed association before the contract is signed.

See additional information in section 5.2.3.

3.9 Subcontracting

Subcontracting is permitted subject to approval by EU-OSHA, but the contractor will retain full liability towards EU-OSHA for performance of the contract as a whole. EU-OSHA may give approval either by accepting the tenderer’s offer, or by prior written approval, if proposed by the tenderer after the signing of the contract.

The tenderer must indicate clearly which parts of the work will be subcontracted. The total value of the subcontracted part of the services cannot represent the total value of the contract. All subcontractors, covering 10% of the work or more, must satisfy all criteria applicable to them.

If the identity of the intended subcontractor(s) is already known at the time of submitting the tender, all subcontractors must provide the required evidence for the exclusion and selection criteria (sections 5.2.1 and 5.2.3) and complete the Annex VII.

If the identity of the contractor(s) is not known at the time of submitting the tender, the tenderer who is awarded the contract must seek EU-OSHA’s prior written authorisation before entering into a subcontract. Where no subcontractor is given, the work will be assumed to be carried out directly by the tenderer.

See additional information in section 5.2.3.

3.10 Confidentiality and public access to documents

All documents submitted by the tenderer become the property of EU-OSHA and are deemed confidential.

In the general implementation of its activities and for the processing of tendering procedures in particular, EU-OSHA observes EU regulations as described in the invitation to tender (sections 14 and 15).

Regarding public access to documents EU-OSHA applies the EU Council regulation 1049/2001 of 30 May 2001.



3.11 Price

Prices must be quoted in euros, and this applies also to tenderers from countries that are not part of the eurozone, using the conversion rates published in the C series of the Official Journal of the European Communities on the day when the invitation to tender was issued (see http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm).

For tenderers in such countries, the price quoted may not be revised in line with exchange-rate movements and the tenderer accepts the risks or benefits of any fluctuations.

Prices should be quoted free of all duties, taxes and other charges, i.e. also free of value-added tax (VAT), as EU-OSHA is exempt from such charges in the EU under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities of 8 April 1965 (OJ L 152, 13 July 1967).

For those countries in which national legislation provides an exemption by means of a reimbursement, the amount of VAT must be shown separately. In the event of any doubt about the applicable VAT system, it is the tenderer’s responsibility to contact the relevant national authorities to clarify the way in which the European Community is exempt from VAT.

All costs incurred in the preparation and submission of the tender are to be borne by the tenderer and will not be reimbursed.

3.12 Additional important information

The tenderer shall be bound by the submitted tender for a period of 6 months following the closing date for submission. The successful tenderer must maintain this tender for a further 90 days from the date of notification of the award.

Completing the adjudication or the procedure of the call for tenders in no way imposes on EU-OSHA an obligation to award the contract. EU-OSHA shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted, nor shall EU-OSHA be liable when deciding not to award the contract. This decision must be substantiated and the tenderers notified.

EU-OSHA’s contractual obligation commences only upon signature of the contract with the successful tenderer.



4 Content and presentation of the tender

Tenderers are expected to examine carefully and respect all instructions and standard formats contained in these specifications for tender.

The tender must be clear and concise, with continuous page numbering on part B, so that it constitutes a coherent whole. As tenders will be judged on the content of their written tenders, these must clearly demonstrate that the tenderer is capable of carrying out the work.

Tenders must be submitted in one of the official languages of the EU. In order to ease and speed up the tender evaluation, English is the preferred language for submission. The tender should be signed by the legal representative and be perfectly legible in order to rule out any ambiguity.

All tenders must consist of the following parts:

Part A: Administrative part and supporting documentation

Part B: Technical tender

Part C: Financial tender

4.1 Part A — administrative part and supporting documentation

The supporting documentation is an important part of the tender and must be complete to guarantee that the tenderer’s technical tender will be evaluated.

The administrative part must contain all the information and documents required by the contracting authority for the evaluation of tenders and, in particular, the following documents:

1. Checklist (Annex I)

2. Declaration of honour for exclusion and selection criteria (Annex II)

3. Legal entity form including all documents required by this form (Annex III)

4. Financial identification form including all documents required by this form (Annex IV)

5. Administrative tender data form (Annex V)

6. Supporting documents for the selection criteria (see section 5.2.3)

7. If applicable, the Consortium form (Annex VI)

8. If applicable the Subcontracting form (Annex VII)

4.2 Part B — technical tender

This section is of great importance in the assessment of the tenders, the award of the contract and the future execution of any resulting contracts. The technical tender must meet all the specifications set out in the award criteria. Tenders must be specific and realistic while remaining clear and concise, in terms of both content and presentation.

The technical tender must be presented in a paper version and in an electronic version (USB memory stick or equivalent).



The technical tender will be assessed against the criteria set out in section 5.2.4. No award criteria and subcriteria other than those mentioned in that section will be used to evaluate the technical tender.

4.2.1 Project management, quality assurance and quality of service

Tenderers must provide a detailed and factual document of maximum 5000 words (approximately 12 pages), presenting the tenderer’s approach to project management and quality assurance with regards to the scope of this call for tender. Text beyond the specified length will not be taken into consideration.

The document shall cover the following:

1. Method proposed to ensure the ability to respond professionally and in a timely manner to the type of requests for tasks and services described in this call for tender;

2. Mechanisms envisaged for selecting the team to ensure the services will be provided under the optimal conditions. Additional editors and copywriters proposed by the contractor will be subject to EU-OSHA’s approval;

3. Quality control of the work performed to ensure the quick replacement of one or more staff if they fail to perform;

4. How to deal with peak loads and to ensure continuity and stability of service;

5. How to track progress and to report regularly to all parties involved on the project status.

6. Quality control and assurance and complaint management;

Tenderers are requested to provide the information covering all the aspects included in this call for tender, but avoiding long documents including additional elements. Clarity and conciseness will be highly appreciated.

The document will be assessed against the criteria as set out in section 5.2.4.

4.2.2 Scenarios

Tenderers must also present their ability to perform the tasks mentioned in this call for tender by means of scenarios development.

The scenarios will be assessed against the criteria mentioned in section 5.2.4.

Scenario 1: Copywriting a news release

Scenario 2: Copywriting a speech

Scenario 3: Copywriting social media entries

Scenario 4: Editing exercise



Scenario 1: Copywriting a news release to introduce the main findings of EU-OSHA’s report ‘Workplace Violence and Harassment: a European Picture’

Briefing

Report ’Workplace Violence and Harassment: a European Picture’

Tenderers must provide a written text of maximum 800 words.

Target audience: OSH media, EU related media, OSH community, policy-makers, official campaign partners, EU-OSHA web users, focal points

Written style: Informative, concise, easy to understand

The news release should present the main findings of the report.

The news release should be compliant with the guidelines related to writing for translation, the Interinstitutional style guide, EU-OSHA’s editorial style guide and search engine optimisation techniques (see point 2.7).

The news release should be written in EU-OSHA’s corporate news release template (see Annex XII).

The turnaround time for the news release should be indicated.

In addition to paper copies, the document should also be stored in Word format on a USB-stick which should be put in envelope B.

Scenario 2: Copywriting a speech for EU-OSHA Director at the XXI World Congress on Safety and Health at Work 2017

Briefing

Tenderers must provide a written text of maximum 1500 words.

The speech will be delivered by EU-OSHA Director Dr Christa Sedlatschek at the XXI World OSH congress in Singapore.

The speech should give an overview on the problem of work-related musculo-skeletal disorders and present EU-OSHA’s work in that field.

Target audience: OSH professionals such as safety engineers, safety technicians, occupational hygienists, scientists, and so on; Labour inspectors; Trade unions, workers and their representatives; Employers and their organisations, including human resource managers; local press.

The style should be engaging and punchy, using uncomplicated language and highlighting intonations and pauses.

Background information can be found on EU-OSHA’s website

https://osha.europa.eu/en/themes/musculoskeletal-disorders

https://oshwiki.eu/wiki/Assessment_of_physical_workloads_to_prevent_work-related_MSDs

https://oshwiki.eu/wiki/Return_to_work_strategies_to_prevent_disability_from_musculoskeletal_disorders

https://oshwiki.eu/wiki/Return_to_work_strategies_to_prevent_disability_from_musculoskeletal_disorders

https://osha.europa.eu/en/tools-and-publications/publications/reports/en_TE8107132ENC.pdf/view

https://osha.europa.eu/en/tools-and-publications/publications/reports/7807300/view



The turnaround time for the speech should be indicated.


Scenario 3: Copywriting social media entries

Briefing

Tenderers must provide a written text of three social media posts.

The posts should be written for EU-OSHA’s Facebook, Twitter and LinkedIn accounts.

The posts should promote the film ”Napo in... danger: chemicals!” to the target audience of the different social media channels.

The style should be engaging and punchy, using uncomplicated language.

The contractor should also include the relevant hashtags in the posts.

The turnaround time for the posts should be indicated.


Scenario 4: Editing exercise

Briefing

Tenderers should edit the document ”OSHwiki 2015 article “Waterborne transport – OSH issues”(Annex XIV).

All edits should be done in track changes, using the annotation tools and comments facility, clearly indicating the required changes.

The turnaround for editing the document should be indicated.


4.3 Part C — Financial tender

The financial tender must not exceed the maximum budget indicated in the section 1.4 of these tender specifications.

Tenderers are requested to duly complete and submit the financial tender (included in Annex VIII).

The financial tender must be presented in a paper version and in an electronic version (USB memory stick or equivalent).

Prices must be quoted in euros as explained under the section 3.10.

4.4 Double envelope system

The documentation will consist of MS Word documents both in digital format (USB stick) and in printed format.

The tender must be placed inside two sealed envelopes addressed as indicated below.



The outer envelope should state the address for submission of the tenders (see section 4.5 below). The date of posting should be legible on the outer envelope.

The inner envelope should be marked as follows: "CALL FOR TENDERS – NOT TO BE OPENED BY THE INTERNAL MAIL DEPARTMENT" and should include the following information:

the reference number of the tender (EUOSHA/2016/OP/F/SE/0018)

the project title ’Copywriting, editing, proof checking and formatting services in English’;

the name of the tenderer.

The inner envelope must also contain 3 sealed envelopes:

1. Envelope A — Administrative forms and their supporting documents and supporting documentation for the selection criteria: one original + one electronic version (USB memory or equivalent)

2. Envelope B — Technical tender: one original (on paper, unbound, clearly marked ‘Original’ and each page to be signed/initialled), two copies (on paper, bound and each marked as ‘Copy’) and one electronic copy (USB memory stick or equivalent) as requested in section 4.2.

3. Envelope C — Financial tender: one original (on paper, unbound, clearly marked ‘Original’ and each page to be signed/initialled), two copies (on paper, bound and each marked as ‘Copy’) and an electronic copy (USB memory stick or equivalent) as requested in section 4.3.

4.5 Postal address

European Agency for Safety and Health at Work Calle Santiago de Compostela 12 – 5th Floor Edificio Miribilla E - 48003 Bilbao Spain

Email: [email protected]

4.6 Date for submission

The tender should be postmarked no later than the date indicated in the timetable in section 1.3 and as stated in the invitation to tender.



5 Assessment and award of the contract

Tenders will be opened and evaluated by persons possessing the technical and administrative capacities necessary to give an informed opinion on the tenders. Members of the opening and evaluation panel are nominated on a personal basis by EU-OSHA under guarantee of impartiality and confidentiality.

5.1 Opening session

The main aim of the opening session is to check whether the tender received is compliant with the following formal requirements:

1. The tender was submitted not later than the submission deadline.

2. The envelope containing the tender is sealed.

EU-OSHA reserves the right to exclude tenders that fail to comply with any of the above-mentioned requirements.

The opening session will take place on the date indicated in the time schedule in section 1.3 at the premises of EU-OSHA.

Tenderers wishing to attend the opening session must follow the indications stated in the invitation to tender (section 8).

5.2 Evaluation of the tenders

Tenders complying with the formal requirements and checked during the opening session will be evaluated in three stages:

1. The evaluation committee will discuss the eligibility of the tenderer to participate in the tendering procedure in accordance with the exclusion criteria in section 5.2.1.

2. The evaluation committee will check the capacity of the tenderer to perform the contract in view of the administrative capacity and selection criteria in sections 5.2.2 and 5.2.3. If one of the relevant criteria listed under the selection criteria is not met, the tender may not be further evaluated.

3. The evaluation committee will evaluate the technical tender and award a score for each tender according to the best quality/price ratio (sections 5.2.4 to 5.2.6).

The evaluation procedure is confidential meaning that the members of the evaluation committee will keep all matters entrusted to them confidential. The evaluation committee’s deliberations are held in closed session and its decisions are collective.

5.2.1 Exclusion criteria

EU-OSHA shall accept a signed Declaration of honour as satisfactory evidence that the tenderer is not in one of the situations described in the Declaration of honour (Annex II).



The awarded tenderer shall furnish, within a time-limit specified by the awarding authority and prior to the signature of the contract, the additional documentation that is described in the declaration (Annex II).

5.2.2 Administrative capacity

The tenderer must submit evidence of their capacity to perform the contract.

Any tenderer has to prove that they are authorised to perform the contract under national law, as evidenced by inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register (see Annexes III, IV and V).

5.2.3 Selection criteria

The evaluation committee will examine the tenders to ensure that the information requested in the selection criteria has been provided and that the tenderer fulfils all these criteria. Tenders which fail to include some of the information requested may be rejected outright.

Economic and financial capacity

Proof of economic and financial capacity must be furnished by:

a statement of overall turnover and turnover of minimum 100,000 euros concerning the provision of tasks and services described in this call for tender for the last three financial years (a statement concerning other types of services will not be taken into consideration);

a declaration of a financial entity where the tenderer has its account certifying the absence of payment problems or debts with the bank or third parties.

Technical and professional capacity

The purpose of this section is to detail the minimum requirements that the tenderer must fulfil in order to be considered in the process.

The tenderer must demonstrate the ability to meet the following requirements:

a) appropriate organisational and staffing structure for the services required by EU-OSHA;

b) a minimum of 3 years’ experience of projects similar to the services described, acquired in the period 2010–2016;

c) staff competent to carry out the services. The account manager and the main team members responsible for carrying out the project must have the appropriate educational qualifications and the professional experience in the services required under this call for tender and an excellent level of English.

The following documents and information must be presented as evidence of compliance with the technical and professional requirements described above:

For a)



a concise company profile (maximum 1,500 words), describing the tenderer’s main current activities and demonstrating the ability to provide services similar to those communicated this call for tender;

a list of the tenderers main technical equipment (hardware and software equipment);

a description of the firm’s organisational structure, including a statement of the average annual work force and the number of managerial staff in the last 3 years. The tenderer must provide a description of the organisation and the hierarchy levels, as well as completing the following table with the appropriate categories;

the following is provided as an example:

Year-1 Year -2 Year -3

Directors

Account Managers

Editors

Copywriters

Graphic designer/Layouter

Administration

For b)

a list of the main contracts for which the services described in this call for tender have been provided over the last 3 years, including the amount, the period and where possible the name of clients;

a description and evidence of at least two and a maximum of four contracts or projects performed in the past 5 years, similar in scope, size and nature to those described. To prove this capacity, tenderers are requested to complete a project/activity reference form (PARF) (see Annex X) for each contract or project, indicating the precise type of work carried out, the date, the approximate value of the contract and the client. The PARFs must demonstrate the tenderer’s ability to deliver the services described in this call for tender;

at least one of the PARFs must have a minimum value of 10,000 € while all the others must have a minimum value of 2,000 €;

at least one of the PARFs must demonstrate the ability to deliver copy for clients in the public sector or on topics covering scientific research, social sciences or health and safety.

For c)

tenderers should supply the CVs of the account manager and the main team members who will be responsible for carrying out the project (maximum of two pages per team member), reflecting their capacity to meet the requirements stated in this call for tender. Only the CVs of the staff members assigned to the tasks, as described below, will be taken into consideration in the evaluation of the tender;

the CVs will be assessed in terms of technical expertise in managing similar projects, and priority will be given to seniority;



the CVs must show evidence of the experience and necessary/relevant qualifications;

tenders are requested to use the Europass template, which can be downloaded at http://europass.cedefop.europa.eu/en/documents/curriculum-vitae/templates-instructions;

the CVs must show evidence of language skills. For the editors/copywriters profiles levels below C2 will not be considered sufficient to fulfil the needed professional capacity;

the tenderer must provide at least the following profiles of expertise:

Profile Minimum of

required years

Account Manager 3

Editor/Copywriter 5

Graphic designer/Layouter 2

the selected tenderer must commit to maintaining a team as described in the technical tender for the whole period of the contract. The selected contractor will not be able to replace the staff described in the tender without explicit authorisation from EU-OSHA. EU-OSHA may reject any CV/profile considered inadequate.

Documents to provide in the case of a tender by a consortium and/or subcontracting:

Consortium: each member of the consortium must provide evidence for:

o exclusion criteria and administrative data (Annexes II, III and V);

o economic capacity (statement of overall turnover and turnover for the last three years);

o technical and professional capacity (concise company profile, list of main contracts).

The evidence provided by each member of the consortium will be checked to ensure that the consortium as a whole fulfils the criteria.

Subcontracting: the tenderer must clearly indicate which parts of the work will be subcontracted, and give the identity of all subcontractors undertaking more than 10 % of the work by value. Each subcontractor should present proof of exclusion criteria, economic, technical and professional capacity by providing:

o exclusion criteria and administrative data (Annexes II, III and V);

o economic capacity (statement of overall turnover and turnover for the last three years);

o a concise company profile, including a short description of the subcontractor’s economic activity demonstrating the ability to provide services that will be subcontracted to the company (maximum of 1,500 words), including its activity with regards to the scope of this call for tender;

o a maximum of two contracts/projects performed in the last five years, similar in scope and nature to those that will be subcontracted. To prove this capacity, subcontractors are requested to complete two PARFs (see Annex X); PARFs should indicate the precise type of work carried out, the date, the human and financial resources used, the value of the contract and the client (public or private);



o detailed CV(s) of the subcontractors’ staff related to the subcontracted tasks (for details on how to submit a CV, refer to ‘CV specifications’ above).

As the technical and professional capacity of tenderers will be assessed on the basis of the documents requested above, tenderers should note that any total or partial omission of information for which one or more providers involved in the tender are responsible may lead EU-OSHA to exclude the tenderer from the rest of this procedure.

5.2.4 Technical evaluation

Once the tenderer has demonstrated the appropriate capacity to perform the contract on the grounds of the selection criteria, the tender will be assessed on the basis of the award criteria.

Tenders will be examined from the perspective of quality in order to assign to each tender a quality score calculated in accordance with the detailed rules set out in the following sections.

The award is based on the following elements:

4.2.1 Project management, quality assurance and quality of service

4.2.2 Scenarios

The total quality score will be calculated, adding the number of points obtained for project management and quality assurance and the number of points obtained for the scenarios.



The documents will be assessed against the criteria as below:

Assessment criteria for Project management (PM) and quality assurance (QA)

Information to be provided Points

Quality, relevance and creativity of the proposed approach

The approach proposed to ensure the tenderer is able to respond professionally and in a timely manner to any type of request for services described in this call for tender;

The approach must be relevant and stringent, including with regard to planning the work;

125

(min. 50%)

Quality of the work organisation and stability of service

Mechanisms to provide sufficient and qualified resources to guarantee the stability of the service offered and the quality of the services necessary for proper performance of the specific contracts;

Mechanisms in place to accommodate peak loads;

80

(min. 50%)

Quality control and assurance

Measures to ensure quality control and assurance and to deal with complaint management;

Tenderers are to describe mechanisms envisaged for quality control of the work performed by the subcontractors and ability to ensure the quick replacement of one or more of them if they fail to perform (if applicable);

80

(min. 50%)

Quality of the tracking and reporting

Progress tracking method to allow all parties to track the status of all assignments at any time;

Systems to report about project progress, number of working days used and financial overview;

80

(min. 50%)

Clarity and concision of the tender

Tenders must comply with all the requirements in the specifications while remaining clear and concise, in terms of both content and presentation.

35

(min. 50%)

Total points PM/QA 400

Minimum points required 240



Scenarios

Tenderers should elaborate on all points addressed by these specifications in order to score as many points as possible. The descriptions of the scenarios can be found in section 4.2.2.

Scenario 1 – Writing a press release

Assessment criteria for scenario 1 Points

Understanding of EU-OSHA’s needs in terms of presentation, tone and style

40

Messages, creativity, conciseness and attractiveness of the text provided; suitability for audience

130

Compliance with the guidelines related to writing for translation, the Interinstitutional style guide and search engine optimisation

20

Turnaround time 10

Total points Scenario 1 200

Minimum points required (60%) 120

Scenario 2 – Writing a speech


Understanding of EU-OSHA’s needs in terms of structure, messages, tone and style

40

Messages, creativity, conciseness and attractiveness of the text provided; suitability for audience

100

Turnaround time 10



Scenario 3 – Writing social media entries


Understanding of EU-OSHA’s needs in terms of structure, tone and style 10

Messages, creativity, conciseness and attractiveness of the text provided; compliance with Search Engine Optimisation techniques; suitability for audience

30



Turnaround time 10



Scenario 4 – Editing excercise


Understanding of EU-OSHA’s needs in terms of structure, tone and style 40

Readability, conciseness and attractiveness of the text provided 150

Turnaround time 10



Total quality score = Total points PM/QA + scenario 1 + scenario 2 + scenario 3 + Scenario 4

5.2.5 Financial evaluation

In order to evaluate the tenders, EU-OSHA will use the total reference price, based on the prices submitted by the tenderers and the method presented in Annex VIII.

Only this reference price will be taken into account when awarding the contract.

The cheapest tender will receive the highest score (1000). The other tenders will receive a score as follows:

Financial score = 1000 x cheapest price / price of the tender

5.2.6 Award

The contract will be awarded to the tenderer who has passed all the phases of evaluation and who obtained the highest final score, which will be calculated as follows:

Final score = (0,6 x total quality score) + (0,4 x financial score)



Annexes Annex I Checklist Annex II Declaration of honour Annex III Legal entity form Annex IV Financial identification form Annex V Administrative tender data form Annex VI Consortium form Annex VII Subcontracting form Annex VIII Form for financial tender Annex IX Draft framework contract for services including draft specific contract Annex X Project activity reference form - PARFs Annex XI EU-OSHA editorial style guide Annex XII News release template Annex XIII Declaration of confidentiality and no conflict of interest Annex XIV Editing exercise Annex XV Reimbursement of expenses