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GENERAL INVITATION TO TENDER
No. 10372
Computing services
Software development, maintenance and related services for the Documentum platform
SPECIFICATIONS
CONTENTS
1. Preliminary information concerning the invitation to tender 4
1.1. Presentation of the Publications Office 4
1.2. Nature of the contract 5
1.3. Subject and background of the Contract 6
1.4. Starting date of the Contract and duration of the tasks/Contract 6
1.5. Price 7
1.6. Terms of payment 7
1.7. Financial Guarantees 7
1.8. Place of performance 7
1.9. General terms and conditions for the submission of tenders 7
1.10. Visit to the premises 8
1.11. Date and place of opening of the tenders 8
2. The tender and the evaluation 9
2.1. Assessment and award of Contract 9
2.2. Form and content of the tender 9
2.3. Structure of the tender 10
2.4. Section one: administrative information 11
2.5. Section two: exclusion criteria 13
2.5.1. Documents relating to the exclusion criteria 13
2.5.2. Grounds for exclusion 13
2.5.3. Administrative and financial penalties 14
2.6. Section three: selection criteria 15
2.6.1. Financial and economic capacity of the tenderer 15
2.6.2. Technical and professional capacity of the tenderer 16
2.7. Section four: award criteria – technical bid (lot 1 only) 19
2.7.1. Documents to provide concerning the technical award criteria 19
2.7.2. Evaluation of the technical award criteria 20
2.8. Section five: award criteria – financial bid 23
2.8.1. Documents to provide relating to the financial award criteria 23
2.8.2. Evaluation of the financial award criteria 24
2.9. Final evaluation 24
2.10. Information for tenderers 25
2.11. Award of the Contract 25
3. Joint bid and subcontracting and freelancing 26
3.1. Making a tender in collaboration with other companies 26
3.1.1. Joint offer 26
3.1.2. Subcontracting and freelancing 27
3.2. Documents to submit – joint offer 27
3.3. Documents to submit – subcontracting and freelancing 28
3.4. Evaluation of the tenders in case of joint offers or subcontracting/ freelancing 30
3.4.1. Exclusion criteria 30
3.4.2. Selection criteria 30
3.4.3. Award criteria 30
4. Technical specifications 31
4.1. Applications concerned 31
4.2. Work estimation 31
4.3. Working environment 32
4.3.1. Standard tools and platforms 32
4.3.2. SVN repository 32
4.3.3. JIRA application 32
4.3.4. The Publications Office technical environment 32
4.3.5. Security requirements 32
4.4. Working methods 33
4.4.1. Definitions 33
4.4.2. Execution of the Contract 35
4.5. Tasks to be performed under lot 1 42
4.5.1. Software maintenance 42
4.5.2. Contract monitoring and meetings 44
4.5.3. Takeover and handover 44
4.5.4. Training 49
4.5.5. Service Level Agreement (SLA) 49
4.6. Tasks to be performed under lot 2 54
4.6.1. Key Performance Indicators (KPIs) 54
5. Annexes 55
1 financial bid, price schedule and estimation form 56
2A financial identification form 57
2B "legal entity" form 58
2C Agreement / Power of attorney 59
3 Form for identification of the tenderer 63
4 questionnaire for joint bids and subcontracting and freelancing 65
5 list of documents to provide 68
6 declaration on the grounds for exclusion 70
7 Economic and financial capacity questionnaire 72
8 Project / activity reference forms (PARFs) 73
9 CV forms 77
10 Human resources for the execution of the tasks 84
11 CV summary 89
12 Best Practice Documents 90
Preliminary information concerning the invitation to tender
These specifications follow the publication of the contract notice in Official Journal S (OJ S), see reference in the invitation letter.
This invitation to tender has been issued by the Publications Office of the European Union, who will sign the contract and monitor its implementation.
1 Presentation of the Publications Office
The Publications Office of the European Union, hereinafter referred to as “the Publications Office”, (2, rue Mercier, L-2985 Luxembourg) is the publishing house of the European institutions in the broadest sense, responsible for producing and distributing, on all media and by all means, all the publications of the European Union. The Publications Office, whose current organisation and operation are laid down by Decision 2009/496/EC, Euratom (Official Journal of the European Union, L 168, 30.06.2009, p. 41-47), is managed by a Management Committee in which each institution is represented by its Secretary-General. The Publications Office is administratively attached to the European Commission. More information can be found on the Publications Office website: .
As a publisher, the Publications Office has a duty to offer the highest quality service to its customers – the originating departments of the institutions and other bodies of the European Union and to its public – the people of the European Union and those throughout the world who are interested in European affairs. In the field of new technologies, the Publications Office must place itself in the forefront of the publishing profession.
Under the provisions of the Treaty of the European Union the publication of certain titles, such as the Official Journal of the European Union or the General Report on the Activities of the European Union, is a legal obligation.
Useful web sites
|Publications Office of the European Union | |
|EU-bookshop: the Union's online bookshop | |
|EUROVOC: multilingual thesaurus | |
|CORDIS: Community R&D Information Service | |
|Eur-Lex: the gateway to European Union law | |
|WHOISWHO: inter-institutional directory of the European Union | |
|TED: supplement to the Official Journal of the European Union | |
|SIMAP: EU-information for public procurement | |
|Other useful links | |
2 Nature of the contract
The contract is a "cascade" framework service contract (hereafter referred to as "Contract" or "Framework Contract") with the title:
"Computing services - Software development, maintenance and related services for the Documentum platform".
As exact implementing conditions, quantities and/or delivery times cannot be indicated in advance, the Commission intends to conclude a Framework Contract, which shall establish the basic terms for a series of order forms or specific contracts (collectively referred to as "Order forms") to be issued or concluded over its duration. Framework Contracts do not give rise to any direct obligation on the part of the Commission, it is only their implementation through Order forms that is binding on the part of the Commission.
The Framework Contract shall be concluded in a form of separate but identical Contracts with three (3) economic operators (per lot) at most provided that that there are enough economic operators who satisfy the selection criteria and/or eligible tenders satisfying the award criteria.
After the evaluation of tenders the successful tenders will be ranked (per lot) in descending order with a view to establishing the list of contractors and the sequence in which they will be offered work when Order forms are placed. The second contractor in the order of the cascade will only be asked to provide the services foreseen in the Contract if the Contract with the first contractor has been terminated. The third contractor in the order of the cascade will only be asked to provide the services foreseen in the Contract if the Contracts with the first and the second contractor have been terminated.
Other additional services related to the scope of the Contract for lot 1 but not listed in the point 4 may be required and will be the subject of specific requests. If the need for other additional services arises during the execution of the project, the provisions of Article I.4 of the Framework Contract and other rules concerning payment and contract implementation apply by analogy.
The value of additional services per lot may not exceed the value of 10% (ten per cent) of the value of services foreseen per lot. It will be calculated automatically (see Estimation form).
The estimated volume of the Contracts is 4,598,000 euro (including takeover / handover) over a maximal period of four [4] years and four [4] months for which the distribution between the lots is as follows:
• lot 1: 4,114,000 euro;
• lot 2: 484,000 euro.
3 Subject and background of the Contract
The subject of the call for tenders is:
LOT 1: Software development and maintenance of the IT systems and related services based on the Documentum platform
The purpose of this lot is to maintain and improve the current IT systems based on the Documentum platform as described in the specifications. Other related services linked to developments may be requested.
LOT 2: End user support and administrative and production reporting related to the systems based on the Documentum platform
The purpose of this lot is to provide end user assistance by means of a dedicated helpdesk composed of one person working full time at the premises of the Publications Office (Intra Muros). The helpdesk will be also responsible for administrative and production reporting using the standard reporting tool.
For more details on the tasks to be performed, refer to point 4 (Technical Specifications).
4 Starting date of the Contract and duration of the tasks/Contract
The Contract is foreseen to be signed in October 2012.
The Contract shall enter into force on 5th November 2012 (or later, if the Contract enters into force on a later date) if it is already signed by both contracting parties. The initial duration of the Contracts for lots 1 and 2 is intended to be from 5th November 2012 until 28th February 2014.
The Contract shall be renewed automatically up to three (3) times, each time for twelve (12) months, under the same conditions, unless written notification to the contrary is sent by one of the contracting parties by registered mail and received by the other not later than six (6) months before its expiry.
Lot 1
During the period from 5th November 2012 (or later, if the Contract enters into force on a later date) until 28th February 2013 the takeover phase of PlanJO and PlanDD applications will take place.
The provision of the regular services concerning PlanJO and PlanDD applications under this Contract shall start on 1st March 2013.
During the period from 1st March 2013 until 30th June 2013 the 2-month takeover phase of PlanPubli and PrestPubli applications will take place.
The provision of the regular services concerning PlanPubli and PrestPubli applications under this Contract shall start on 1st July 2013 at the latest.
Lot 2
The provision of the regular services concerning PlanPubli and PrestPubli applications under this Contract shall start on 05th November 2012.
5 Price
• Prices must be all inclusive and expressed in euro. For tenderers in countries which are not part of the euro zone, the price quoted may not be revised in line with exchange rate movements;
• Prices can only be revised according to Article I.3 of the Contract. Please note that the price revision is conditional to a request which must be put in place at the latest three months before the anniversary date of the entry into force of the Contract. In case of a justified and timely request, the revised prices shall enter into force on the anniversary date of the entry into force of the Contract. The price revisions will be calculated with the same number of decimals as was accepted in the initial original Price schedule and also the revised prices will have the same number of decimals (point 2.8.1).
For details on how to present the financial bid in the Price schedule and Estimation form, see point 2.8.1.
6 Terms of payment
Payments shall be made in accordance with Article I.4 of the draft contract.
7 Financial Guarantees
The first contractor shall be required to provide a guarantee for performance in compliance with Article I.4.5 of the draft contract within 10 working days of the entry into force of the Contract. The second and third contractor shall be required to provide a guarantee only if the contractor has become the first contractor because the Contract was terminated with the contractor ranking higher in the cascade. The guarantee has to comply with the model in Annex 1E of the draft contract.
8 Place of performance
The place of performance of the tasks shall be the Publications Office's premises, the contractor's premises or any other place indicated in the tender. Meetings between the Publications Office and the successful contractor may be held on the premises of the Publications Office.
9 General terms and conditions for the submission of tenders
Participation in the tendering procedure is open on equal terms to all natural and legal persons coming within the scope of the treaties and to all natural and legal persons in a third country which has a special agreement with the European Union in the field of public procurement on the conditions laid down in that agreement.
Submission of a tender implies that the tenderer accepts all the terms and conditions set out in the invitation letter, in these specifications (including the annexes) and in the draft contract and waives all other terms of business. Submission of a tender binds the tenderer to whom the Contract is awarded during performance of the Contract.
Once the Publications Office has accepted the tender, it shall become the property of the Publications Office and the Publications Office shall treat it confidentially.
The Publications Office shall not reimburse any costs incurred in preparing and submitting tenders.
The Protocol on the Privileges and Immunities or, where appropriate, the Vienna Convention of 24 April 1963 on Consular Relations shall apply to this invitation to tender.
10 Visit to the premises
Not applicable.
11 Date and place of opening of the tenders
Tenders will be opened at 10h00 on 03/07/2012 at the following location:
|Address of the Publications Office: |
|Publications Office |
|2, rue Mercier |
|L-2985 Luxembourg |
An authorised representative of each tenderer may attend the opening of the bids. Companies wishing to attend are requested to notify their intention by sending a fax or e-mail at least 24 hours in advance to the address below. This notification must be signed by an authorised officer of the tenderer and specify the name of the person who will attend the opening of the bids on the tenderer's behalf.
|Fax: (352) 2929-42672 |
|E-mail: opoce-appels-offres@publications.europa.eu |
The tender and the evaluation
1 Assessment and award of Contract
The assessment of tenderers and offers will take place in three main stages:
The aims of each of these stages are:
• to check, in the first stage (exclusion criteria), whether tenderers can take part in the tendering procedure and, where applicable, be awarded the Contract;
• to check, in the second stage (selection criteria), the economic and financial capacity and the technical and professional capacity of each tenderer who has passed the first stage;
• to assess, on the basis of the award criteria, each bid which has passed the first and second stages.
The assessment procedure may end with the award of the Contract.
The assessment will be based on the tenderer’s offer. Concerning the exclusion and selection criteria, the Publications Office reserves the right to request additional evidence in relation to the bid submitted for clarification or verification purposes within a time-limit stipulated in its request. All the information will be assessed against the criteria specified in this chapter.
Please note that concerning the award criteria, the Publications Office can contact the tenderer only if clarification is required or if obvious clerical errors must be corrected. This contact can only lead to clarification of points already mentioned in the bid and may not lead to an alteration of the terms of the bid. Only the offers meeting the requirements of a stage will pass on to the next stage of the assessment.
2 Form and content of the tender
Tenders must be clear and concise and assembled in a coherent fashion (e.g. bound or stapled, etc.). The tenderer is also asked to provide a completed list indicating where to find the required documents (Annex 5). If the tender is divided into different files, it is advised to make a table of contents in each file.
Since tenderers will be judged on the content of their written bids, these must make it clear that they are able to meet the requirements of the specifications.
Information on the general requirements and on how to submit the bid is provided in the invitation letter.
Please pay attention to the fact, that the tender shall be signed by a person or persons who is/are entitled to represent the economic operator in accordance with its articles of association and/ or extract from the commercial register, or by a person(s) who received power of attorney to do so from (a) person(s) who is/are mentioned in those documents. The documents showing that the person is entitled to represent the economic operator must be submitted as explained in point 2.4.
The same rule is applicable to the person(s) designated to sign the Contract.
Tenderers' attention is drawn to the fact that any total or partial omission of information for which one or more legal entities involved in the tender are responsible may lead the Publications Office to exclude the tender from the rest of the procedure.
3 Structure of the tender
All tenders must be presented in the following five sections:
Section One: administrative information
Section Two: exclusion criteria
Section Three: selection criteria
Section Four: award criteria - technical bid
Section Five: award criteria - financial bid
Sections one to four on the one hand and Section five on the other hand must be submitted in two separate sealed envelopes, which together are placed in double sealed envelopes as described in the invitation letter. Each inner envelope must clearly indicate its contents (“technical” and “financial”).
Please observe that all documentation has to be provided in triplicate (original and two copies) and that this also applies to any CD or similar medium that is part of the offer.
In addition, for Section Four, along with the paper version in triplicate, the tenderers shall also include in triplicate a CD in a searchable format which contains the technical bid.
If the tender is submitted for more than one lot, a specific file (dossier) for each particular lot shall be submitted as well as a separate file (dossier) with documents common to several lots.
The documents common to several lots are as follows:
▪ Duly signed cover letter (point 2.4);
▪ Form for identification of the tenderer (point 2.4);
▪ Financial Identification Form (point 2.4);
▪ Legal Entity Form (including documents mentioned there) (point 2.4);
▪ Declaration on grounds for exclusion (including documents mentioned there) (point 2.5);
▪ Documents concerning the economic and financial capacity (point 2.6.1.1).
The documents to be submitted separately for each lot are as follows:
• Documents related to the professional and technical capacity;
• Documents related to the technical award phase.
Please do not forget that the special requirements stated in chapter 3 related to joint bids or sub-contracting have to be fulfilled (if applicable, separately for each lot).
4 Section one: administrative information
In the first section, the tenderer must provide the following:
• A duly signed cover letter, including name, address, fax number and e-mail address to the contact person responsible for submission of the offer as well as information on the lot(s) for which the offer is submitted:
• the completed form for identification of the tenderer, as provided in Annex 3, including the following information:
• the tenderer's name and/or business name;
• a clear description of the tenderer's legal form;
• the tenderer's trade-register entry number and VAT number and;
• the address of the tenderer's registered office and, where available, the Internet address;
• the names of the legal representatives (directors, etc) of the tenderer, authorised to sign Contracts with third parties;
• information concerning the bank account;
• the name, address, telephone number, fax number and e-mail address to the contact persons for administrative matters and for technical matters;
• a signed declaration confirming the validity of the tender.
• a financial identification form filled in and signed by an authorised representative of the tenderer, stamped by the bank and signed by a bank representative. If you attach the copy of a recent bank statement, the stamp and signature of the bank's representative is not needed. A standard form is provided in Annex 2A and a specific form for each Member State is available at the following Internet address:
• the "Legal Entity" form, to be signed by a representative of the tenderer authorised to sign Contracts with third parties. There is one form for individuals, one for private entities and one for public entities. A model is provided in Annex 2B. Specific forms in each Member state language are available at:
The Legal Entity Form must be supported by the following documents in order to prove the administrative information of the tenderer:
For private entities:
• a proof of registration, as prescribed in their country of establishment, on one of the professional or trade registers or any other official document showing the registration number;
• if the above documents don’t show the VAT number, a copy of the VAT registration document, where applicable;
• a legible copy of the notice of appointment of the persons authorised to represent the tenderer in dealings with third parties and in legal proceedings, if it is not included in the abovementioned documents, or a copy of the publication of such appointment if the legislation which applies to the legal entity concerned requires such publication. If they are necessary in order to show the authorisation to represent the tenderer, the intstrument of incorporation or constitution of the legal entity and/or a copy of the statutes have to be submitted. If the person(s) signing the tender or the person designated to sign the Contract is/are entitled to represent the economic operator by a Power of Attorney from the abovementioned authorised persons, the Power of Attorney must also be submitted;
For individuals:
• a legible copy of his or her identity card or passport must be produced;
• where applicable, a proof of registration, as prescribed in their country of establishment, on one of the professional or trade registers or any other official document showing the registration number;
• if the above documents don’t show the VAT number, a copy of the VAT registration document, where applicable.
For Public Entities:
• a copy of the resolution decree, law, decree or decision establishing the entity in question or failing that, any other official document attesting to the establishment of the entity;
• the names and functions of the legal representatives (directors, etc) of the tenderer, authorised to sign Contracts with third parties (a copy of the appointment of the persons authorised to represent the tenderer must be produced);
• if the public entity has completed a VAT registration number in the Legal Entity Form, an official document showing the VAT number.
5 Section two: exclusion criteria
1 Documents relating to the exclusion criteria
In Section Two, the tenderer(s) must provide the declaration on grounds for exclusion (Annex 6) and the following related certificates or documents:
• a recent extract from the ‘judicial record’ or equivalent as evidence that they are not in one of the situations listed in paragraph (a), (b) or (e) of point 2.5.2, or, failing this, of an equivalent recent document issued by a competent judicial or administrative authority in the country of origin or residence, showing that these requirements have been met;
• a recent certificate by the competent authorities of the state concerned stating that the tenderer has fulfilled obligations relating to the payment of social security contributions or equivalent;
• a recent certificate by the competent authorities of the state concerned stating that the tenderer has fulfilled obligations relating to the payment of taxes or equivalent.
Where no such documents or certificates are issued in the country concerned, they may be replaced by a sworn or failing that a solemn statement made by the tenderer before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.
2 Grounds for exclusion
In accordance with Article 93 of the Financial Regulation No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities (OJ L 248/1 of 16 September 2002, as amended, tenderers shall be excluded from the selection and award procedures if they:
a) 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; or
b) have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata; or
c) have been guilty of grave professional misconduct proven by any means which the contracting authorities can justify; or
d) have not fulfilled their 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 authority or those of the country where the Contract is to be performed; or
e) 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 detrimental to the Union's financial interests; or
f) are currently subject to an administrative penalty referred to in Article 96(1) of the Financial Regulation (Council Regulation N° 1605/2002 of 25/06/2002, as amended).
In addition, Contracts may not, according to Article 94 of the Financial Regulation, be awarded to tenderers who, during the procurement procedure:
g) are subject to a conflict of interest;
h) are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the Contract procedure or fail to supply this information.
The Publications Office reserves the right to check the above information.
3 Administrative and financial penalties
The tenderers should also be aware of the following points:
• A central database shall be set up and operated by the Commission in compliance with European Union rules on the protection of personal data. The database shall contain details of candidates and tenderers which is in one of the situations referred to in point 2.5.2 above and candidates and tenderers which have been excluded from the contracts or grants financed by the budget of the European Union.
• According to Article 96 of the Financial Regulation No 1605/2002 (OJ L 248, page 1 of 16.9.2002, as amended), administrative or financial penalties may be imposed by the Commission on tenderers who the situation in point 2.5.2 (h) above or who have been declared to be in serious breach of their obligations under contracts covered by the budget of the European Union after they have been given the opportunity to present their observations.
These penalties may consist:
a) in the exclusion of the tenderer or contractor concerned from contracts and grants financed by the budget of the European Union, for a maximum period of ten years;
b) in the payment of financial penalties by the tenderer or contractor up to the value of the Contract in question.
The penalties imposed will be in proportion to the importance of the Contract and the seriousness of the misconduct.
The details of those penalties are laid down in Article 133a of the implementing rules to the Financial Regulation, Commission Regulation No 2342/2002 of 23 December 2002 laying down detailed rules for the implementation of Council Regulation (EC, Euratom) No 16/05/2002 on the Financial Regulation applicable to the general budget of the European Communities.
6 Section three: selection criteria
Selection of the tenderer suitable for attribution of the contract will be based on an assessment of the tenderer’s:
• economic and financial capacity, and
• technical and professional capacity.
A tenderer may, where appropriate, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. In that case, it must prove to the contracting authority that it will have at its disposal the resources necessary for performance of the Contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal.
1 Financial and economic capacity of the tenderer
1 Documents to provide concerning the financial and economic capacity
Section Three must include in its first part, the information on the financial and economic capacity of the tenderer. The tenderer shall provide an Economic and Financial capacity questionnaire (see Annex 7), with the following documents attached:
• Balance sheet for the years 2011-2010 (if 2011 is not available yet, then 2010-2009);
• Profit and loss account for the years 2011-2010 (if 2011 is not available yet, then 2010-2009).
2 Evaluation of the financial and economic capacity
The tenderers’ financial and economic capacity including its financial health will be evaluated on the basis of the above mentioned documents which the tenderers have to submit according to point 2.6.1.1.
The minimum level of the turnover is the following: the amount representing the estimated volume of the Contract for one year (for all the relevant lots) must not exceed 60% of the annual overall turnover carried out by the tenderer over the last year, or 60% of the average annual turnover carried out by the tenderer over the past three years. For the estimated volume of the Contract for four years see the Specifications, point 1.2.
2 Technical and professional capacity of the tenderer
1 Documents to provide concerning the technical and professional capacity of the tenderer
In order to evaluate its technical and professional capacity, the tenderer has to provide the following documents:
o Short description of the tenderer's economic activity (maximum 5 pages of A4 format, font Times New Roman size 12), including its activity with regard to the scope of the Call for Tenders;[1]
o A duly completed set of up to 5 relevant 'Project and Activity Reference Forms' - PARFs (see Annex 8)
o A completed set of CV forms according to the type and number of profiles required (see Annex 9 and 10)
o Set of Best Practice Documents (see Annex 12)
By submitting a tender, each legal entity involved therein accepts the possibility of a check being carried out by the Publications Office on its technical capacities and, if necessary, on its research facilities and quality- control measures.
In addition, all tenderers are informed that they may be asked to prove that they are authorised to perform the Contract under national law, as evidenced by inclusion in a professional or trade register or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.
2 Evaluation of the technical and professional capacity
The technical and professional capacity will be judged on the basis of the tenderer’s expertise relevant to the required services in particular with regard to the tenderer's know-how and experience.
To pass the selection phase
1. The submitted PARFs have to fulfil the requirements defined below and in Annex 7.
2. The submitted CVs have to fulfil the requirements defined below and in Annexes 9 and 10.
3. The submitted Best Practice Documents have to fulfil the requirements defined in Annex 12.
Requirements concerning PARFs:
For lot 1, to be accepted, a PARF must include:
o actually executed tasks related to provision of development services on Documentum platform (v5.x and following) similar to those covered by lot 1 in a technical environment comparable to the one of the Publications Office, as described in Annex 14
o at least one of the services which may be requested, as defined in point 4
(and referred to as [Sx])
o at least 300 relevant[2] man-days
o at least 150 man-days of ANA-PROG
To pass this stage all the accepted PARFs shall altogether cover:
a) at least 1000 relevant man-days
b) all the services which may be requested
For lot 2, to be accepted, a PARF must include:
o actually executed tasks related to provision of user assistance, follow-up of production systems, incident management, training and reporting similar to those covered by lot 2 in a technical environment comparable to the one of the Publications Office, as described in Annex 14
o at least one of the services which may be requested, as defined in point 4
(and referred to as [Sx])
o at least 100 relevant man-days of INF-SYS-END-USE-SUP
To pass this stage all the accepted PARFs shall altogether cover:
a) at least 200 relevant man-days
b) all the services which may be requested
Requirements concerning CVs:
• The provided CVs have to demonstrate the technical skills and experience of the tenderer's staff in providing services as described in point 4, in a technical environment comparable to the one as described in Annex 14 (description of the technical environment of the Publications Office) and in Annex 13 (description of the technical environment of the PlanJO, PlanDD, PlanPubli and PrestPubli applications).
• The proposed persons shall fulfil requirements concerning: (i) education, (ii) knowledge and skills, (iii) experience and (iv) languages as specified in the corresponding profile definition (see Annex 10).
Please note that only the staff whose CV is accepted during the evaluation can perform tasks related to provision of services during the execution of the Contract. The contractor will be informed about which CVs have been accepted together with the notification of the results of the tender.
The human resources proposed by the contractor as part of its offer (composition of the team) must be available at the beginning of services' provision (beginning of the takeover).
Staff changes can be made only in accordance with point 4.4.2.7
8 Section four: award criteria – technical bid (lot 1 only)
The Contract for lot 1 will be awarded to the tenderer who submits the most economically advantageous bid on the basis of the criteria set out below.
1 Documents to provide concerning the technical award criteria
This part has to contain the documents showing the merits of the bid, to make it possible to evaluate the technical award criteria. The following documents shall be submitted:
A document of maximum 20 pages, A4 format, font Times New Roman size 12, max 3000 characters with spaces (all inclusive – including for example headers and footers) per page presenting the tenderer's approach to the quality assurance and to project management to be used during the execution of the Contract.
This document shall cover, respecting the order and headings as listed below:
• Quality assurance approach;
• Information on standards, software tools and methods applied by the tenderer to manage projects - scope management, risk management, change management, delivery management, documentation management, communication management, time management and cost management;
• Software development/maintenance methods and tools applied/used by the tenderer, including phases description and related tools, as well as approach to the code management and versionning.
• Approach to deliver business analysis reports (functional and organizational specifications);
A document of maximum 10 pages, A4 format, font Times New Roman size 12, max 3000 characters with spaces (all inclusive – including for example headers and footers) per page presenting the tenderer's proposal for a takeover and a handover of PlanJO and PlanDD applications.
This document shall cover, respecting the order and headings as listed below:
• Standards;
• Planning;
• Allocation of resources;
• Deliverables;
• Parallel run;
• Information on working environment setting-up;
• Information concerning familiarisation of the tenderer’s staff with the applications concerned;
• Reporting and Meetings.
A document of maximum 5 pages, A4 format, font Times New Roman size 12, max 3000 characters with spaces (all inclusive – including for example headers and footers) per page presenting the tenderer's proposal for a takeover and a handover of PlanPubli and PrestPubli applications.
This document shall cover, respecting the order and headings as listed below:
• Standards;
• Planning;
• Allocation of resources;
• Deliverables;
• Parallel run;
• Information on working environment setting-up;
• Information concerning familiarisation of the tenderer’s staff with the applications concerned;
• Reporting and Meetings.
A document of maximum 10 pages, A4 format, font Times New Roman size 12, max 3000 characters with spaces (all inclusive – including for example headers and footers) per page presenting tenderer's proposal for a service level agreement (SLA).
This document shall cover, respecting the order and headings as listed below:
• Proposed organisation;
• Infrastructure proposed to be used during the execution of the tasks;
• Proposed approach to the handling of various types of requests;
• Description of the measures foreseen to assure and to preserve a high level of competence of the staff and the knowledge transfer;
• Methods for KPIs follow-up and additional KPIs (if any) to those already proposed in point 4.5.5.2
• Reporting and meetings.
In case a submitted document, including its table of content, figures, graphs, examples, annexes, and all other additional information, exceeds the maximum limits as set out above, only the first 20 respectively 10 pages will be evaluated.
2 Evaluation of the technical award criteria
The award criteria have the purpose to choose between the tenders which have been submitted by tenderers not subject to exclusion and which meet the selection criteria.
The award criteria are intended to assess the quality of the bid based on the proposal of the tenderer. The criteria concerning the ability or capacity of the tenderers such as previous experience, professional education and references, which are taken into account for the evaluation of the selection criteria will not be taken into account for the evaluation of the award criteria.
|No |Technical award criteria |Maximum number of |Threshold |
| | |points | |
|1. |Overall quality and relevance of the tenderer’s response (concise, clear, well structured) |6 |3 |
|2. |Quality and relevance of the tenderer’s approach to quality assurance and project management to be |38 |19 |
| |used during the execution of the contract | | |
|2.1 |Quality assurance approach |8 |-- |
|2.2 |Project management approach: standards; software tools and methods |18 |-- |
|2.3 |Software development/maintenance methods and tools |6 |-- |
|2.4 |Approach to deliver business analysis reports |6 |-- |
|3. |Quality and relevance of the tenderer’s proposal for takeover phase with regard to PlanJO and PlanDD |7 |4 |
|3.1 |Adequacy and quality of the foreseen takeover plan (standards, planning, allocation of resources, |5 |-- |
| |deliverables, parallel run, reporting and meetings) | | |
|3.2 |Adequacy and quality of the environment setting-up and staff familiarisation |2 |-- |
|4. |Quality and relevance of the tenderer’s proposal for takeover phase with regard to PlanPubli and |7 |4 |
| |PrestPubli | | |
|4.1 |Adequacy and quality of the foreseen takeover plan (standards, planning, allocation of resources, |5 |-- |
| |deliverables, parallel run, reporting and meetings) | | |
|4.2 |Adequacy and quality of the environment setting-up and staff familiarisation |2 |-- |
|5. |Quality and relevance of the tenderer’s proposal for a handover phase with regard to all applications |6 |3 |
|5.1 |Adequacy and quality of the foreseen handover plan (standards, planning, list of tasks, allocation of |4 |-- |
| |resources and deliverables) | | |
|5.2 |Adequacy and quality of the foreseen reporting and meetings |2 |-- |
|6. |Proposal for a Service Level Agreement |36 |18 |
|6.1 |Adequacy, completeness and quality of the proposed organisation and infrastructure |16 |-- |
|6.2 |Adequacy, completeness and quality of the proposed approach to request handling |5 |-- |
|6.3 |Adequacy, completeness and quality of the proposed measures to assure and preserve a high level of the|4 |-- |
| |staff and the knowledge transfer | | |
|6.4 |Methods proposed to fulfil the KPIs and additional, if any, KPIs |6 |-- |
|6.5 |Adequacy, completeness and quality of reporting and meetings |5 |-- |
| |Total number of points |100 |65 |
The result of the technical evaluation is the sum of the number of points obtained as a result of the evaluation of each criterion. Only those bids for lot 1 which are awarded at least half the points for each criterion and a total score of at least 65 points will be considered for the award of the Contract.
Since assessment of the tenders will focus on the quality of the proposed services, tenders should elaborate on all points addressed by these specifications in order to score as many points as possible. The mere repetition of mandatory requirements set out in these specifications, without going into details or without giving any added value, will only result in a very low score.
If a tenderer's proposal goes beyond the minimum requirements described in the technical specifications, such a proposal shall be binding during the execution of the Contract, if the tenderer is awarded the Contract.
9 Section five: award criteria – financial bid
1 Documents to provide relating to the financial award criteria
For the financial bid, the tenderer must use the annexed Price schedule and Estimation form.
The financial bid must fulfil the following requirements:
• prices must be expressed in euro;
• prices should be expressed to a maximum of two (2) decimal places;
• prices should be quoted free of all duties, taxes and other charges, i.e. also free of VAT, as the European Union is exempt from such charges in the EU under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Union of 8 April 1965 (OJ C 83 of 30 March 2010). Exemption is granted to the Commission by the governments of the Member States, either through refunds upon presentation of documentary evidence or by direct exemption.
For those countries where national legislation provides an exemption by means of a reimbursement, the amount of VAT is to be shown separately. In case of doubt about the applicable VAT system, it is the tenderer's responsibility to contact his or her national authorities to clarify the way in which the European Union is exempt from VAT.
The following must be taken into consideration when completing the Price schedule and Estimation form.
- the Price schedule must include the name of the firm and each page must be duly completed and signed by one of the duly authorised representatives of the company (Annex 1). No amendments to the Price schedule will be permitted and a full reply must be given to each question.
If no answer is given, the response will be assumed to be negative. Any omission or amendment to the original Price schedule may cause the bid to be considered null and void.
- the Estimation form must be duly completed and signed (Annex 1). The content must be based on the unit prices given in the Price schedule and the Price schedule will take precedence over the Estimation form if there is any discrepancy between them. However, the Estimation form is intended as a rough guide only and may not be cited in the event of litigation, only the work actually carried out is to be invoiced, on the basis of the unit prices given in the Price schedule.
The Price schedule and the Estimation form shall also be provided electronically as Excel files. In the case of a discrepancy between the paper version and the electronic file, the paper version will take precedence.
2 Evaluation of the financial award criteria
The evaluation of the financial award criteria will be based on the final total price in the Estimation form:
• for lot 1:"Total price (A+B+C+D)"
• for lot 2: "Total price"
10 Final evaluation
Only those offers that have passed the previous stages will be considered for this final evaluation.
For lot 1
For lot 1, the Contract will be awarded to the three tenderers with the most economically advantageous bid. The tenders will be ranked in order of highest value for money. The most economically advantageous bid will be placed in first position, followed by the tender with second most economically advantageous bid, and so on.
In order to identify the offer presenting the best value for money, quality will be given a weighting of 50 % and price will be given a weighting of 50 % in accordance with the following formula, using only data from bids that have reached the final evaluation stage:
|R= |(50 x |Q |) + (50 x |Pmin |) |
| | |Qmax | |P | |
where:
|R |stands for value for money |
|Q |stands for quality score for the bid in question |
|Qmax |stands for quality score for the bid obtaining the highest quality mark |
|Pmin |stands for the total final amount of the Estimation form for the lowest bid |
|P |stands for the total final amount of the Estimation form of the bid in question |
For lot 2
For lot 2, the Contract will be awarded to the three tenderers with the lowest final total prices. The tenders will be ranked in order of the lowest price. The lowest bid will be placed in first position, followed by the tender with second lowest bid, and so on.
The Contract will be awarded to the tenderer with the lowest final total price in the Estimation form ("Total price").
11 Information for tenderers
The Publications Office will inform tenderers of decisions reached concerning the award of the Contract, including the grounds for any decision not to award a Contract or to recommence the procedure.
If a written request is received, the Publications Office will inform all rejected tenderers of the reasons for their rejection and all tenderers submitting an admissible tender of the characteristics and relative advantages of the selected tender and the name of the successful tenderer.
However, certain information may be withheld where its release would impede law enforcement or otherwise be contrary to the public interest, or would prejudice the legitimate commercial interests of economic operators, public or private, or might prejudice fair competition between them.
12 Award of the Contract
The procurement procedure is concluded by a Contract signed by the parties, or by a decision not to conclude the Contract.
After the period of validity of the tender has expired, conclusion of the Contract shall be subject to the tenderer's agreement in writing.
Joint bid and subcontracting and freelancing
This point only applies for tenders involving joint tenders or subcontracting. If this is not the case, please continue to the next point (4. Technical Specifications).
1 Making a tender in collaboration with other companies
Where a tender involves several legal entities, they may choose between:
• making a joint offer, in which case all the economic operators must be considered as partners and, if theirs is the successful tender, as contractors (in this case, one of the partner's must be put forward as co-ordinator to manage the Contract); and
• making a tender in the name of only one tenderer, who is then the sole contractor if the tender is successful, the other legal entities being considered as subcontractors or freelancers.
Whichever type of tender is chosen (joint offer or tender in the name of one tenderer), the partners must stipulate the role, qualifications and experience of each legal entity and, where relevant, the monitoring arrangements that exist between them.
1 Joint offer
Partners in a joint offer assume joint and several liability towards the Publications Office for the performance of the Contract as a whole. Statements saying, for instance:
• that one of the partners of the joint offer will be responsible for part of the Contract and another one for the rest, or
• that more than one Contract should be signed if the joint tender is successful,
are thus incompatible with the principle of joint and several liability.
The Publications Office will disregard any such statement contained in a joint tender, and reserves the right to reject such tenders without further evaluation on the grounds that they do not comply with the tendering Specifications.
In the case of a joint offer, one of the partners of the joint offer (co-ordinator) should be given power of attorney to represent the other parties to sign and administrate the Contract.
If the joint tender is selected the, partners may be required to adopt a given legal form after they have been awarded the Contract if this change is necessary for proper performance of the Contract.
It is not allowed for a tenderer who tenders alone or as part of a consortium, to tender again for the same lot, alone or as part of a consortium.
2 Subcontracting and freelancing
If certain tasks provided for in the Contract are entrusted to subcontractors or freelancers, the contractor retains full liability towards the Publications Office for performance of the Contract as a whole. Accordingly:
• the Publications Office will treat all contractual matters (e.g. payment) exclusively with the contractor, whether or not the tasks are performed by a subcontractor or freelancer;
• under no circumstances can the contractor avoid liability towards the Publications Office on the grounds that the subcontractor or freelancer is at fault.
It is forbidden for a tenderer, who tenders alone or as part of a consortium, to act as subcontractor for another tenderer or consortium tendering for the same lot. These tenders will thus be excluded from participation by the Publications Office.
Tenderers must inform the subcontractor(s) and freelancers that Article II.6 and II.20 of the Contract will be applied to them. Once the Contract has been signed, Article II.6, II.9 and II.10 of the above-mentioned service Contract shall govern the subcontracting and freelancing. During execution of the Contract, the contractor will need the Publications Office’s express authorisation to replace a subcontractor or freelancer with another and/or to subcontract or freelance tasks for which subcontracting and/or freelancing was not envisaged in the original tender.
2 Documents to submit – joint offer
In the case of a joint offer, the following documents must be provided:
Section one: administrative information
1. A declaration based on the model agreement on the “Power of Attorney” attached in Annex 2C, signed by the legal representatives of all the partners of the joint offer including the:
• recognition of joint and several liability by all the partners of the joint offer for the performance of the Contract;
• power of attorney for one of the partners of the joint offer (co-ordinator) to represent the other parties to sign and administrate the Contract.
2. If the partners of the joint offer have already set up a consortium or similar entity to that end, they should state this in their tender, together with any other relevant information and connected documentation.
3. The questionnaire for joint offers, subcontracting and freelancing (Annex 4) must be provided signed by a legal representative of the co-ordinator.
4. The form for identification (Annex 3) of the tenderer must be provided by each partner of the joint offer.
5. The "legal entity" form (Annex 2B) for each partner of the joint offer with all the abovementioned supporting documents as specified in point 2.4.
Only the co-ordinator must return the financial identification form.
Section two: exclusion criteria
6. Each partner of the joint offer must fill in and return the declaration on grounds for exclusion (Annex 6) and provide the supporting documents as specified above in point 2.5.
Section three: selection criteria
7. Each of the partners of the joint offer must provide an Economic and financial capacity questionnaire (see Annex 7), including the requested supporting documents.
The documents concerning the professional and technical capacity have to be completed once for all the partners of a joint offer, but it must be indicated to which partner the described capacities belong.
Sections Four and Five: award criteria
The documents relating to the award criteria shall be provided once by the co-ordinator representing the consortium.
3 Documents to submit – subcontracting and freelancing
If the tender envisages subcontracting or freelancing, it must include the following.
Section one: administrative
1. the questionnaire for joint tenders, subcontracting and freelancing provided in Annex 4, signed by a legal representative of the tenderer. The second and third page of this questionnaire must be provided once for each subcontractor / freelancer, including the following information:
• the reasons for subcontracting/freelancing;
• the roles, activities and responsibilities of each subcontractor and freelancer, and
• the volume / proportion for each subcontractor/freelancer;
2. a letter of intent by each subcontractor and freelancer stating its intention to collaborate with the tenderer if the Contract is awarded to him.
Section two: exclusion criteria
3. subcontractors/freelancers must provide the duly signed declaration on grounds for exclusion (Annex 6). Where, in a tender, the value of the subcontracting/freelancing which is to be executed by a subcontractor/freelancer is equal to or exceeds 20% of the value of the Contract, the subcontractor must provide all the supporting documents to the declaration as specified in point 2.5. Where those services represent less than 20% of the Contract, the subcontractor/freelancer shall not be required to provide the supporting evidence. The Publications Office, however, reserves the right, to request the evidence if considered necessary.
Section three: selection criteria
4. Where, in a tender, the value of the subcontracting which is to be executed by a subcontractor/freelancer is equal to or exceeds 20% of the value of the Contract, the subcontractor/freelancer must provide the documents related to the economic and financial capacity as specified in point 2.6. Where those services represent less than 20%, the subcontractor/freelancer does not have to provide the documents related to the economic and financial capacity.
5. However, in case the tenderer relies on the capacities of subcontractors/freelancers for fulfilling the selection criteria as indicated in the questionnaire for joint tenders and subcontracting (Annex 4) the documents related to the professional and technical capacity as defined in point as defined in point 2.6.2.1 shall be provided.
Sections four and five: award criteria
The documents relating to the award criteria shall be provided only by the tenderer.
4 Evaluation of the tenders in case of joint offers or subcontracting/ freelancing
1 Exclusion criteria
The exclusion criteria will be assessed in relation to each tenderer; subcontractor or freelancer individually.
2 Selection criteria
Joint offer
If several tenderers are involved in the tender as partners of a joint offer, each of them must prove that they have the required economic and financial capacity. However if the criteria are to be achieved above a certain level, a consolidated assessment shall be made.
The selection criteria concerning the technical and professional capacity will be assessed in relation to the group as a whole.
Subcontracting and freelancing
The selection criteria concerning the economic and financial capacity will be assessed in relation to the tenderer and each proposed subcontractor/freelancer individually if the Publications Office finds it necessary due to the role of the subcontractor/freelancer and the volume of the subcontracting/freelancing. However if the criteria are to be achieved above a certain level, a consolidated assessment shall be made to the extent that the subcontractor/freelancer puts its resources at the disposal of the tenderer for the performance of the Contract.
The selection criteria concerning the technical and professional capacity will be assessed in relation to each proposed subcontractor/freelancer only as regards the subcontracted/freelanced services.
Only in the case where the tenderer intends to rely on capacities from the subcontractor in order to fulfil the selection criteria, as indicated in the questionnaire for joint offers, subcontracting and freelancing (Annex 4), the selection criteria for technical and professional capacity will be assessed in relation to the combined capacities of the tenderer and the subcontractor as a whole, to the extent that the subcontractor/freelancer puts its resources at the disposal of the tenderer for the performance of the Contract.
3 Award criteria
The evaluation (award) criteria will be assessed in relation to the tender as a whole.
Technical specifications
The scope of this call for tenders is the provision of computing services related to the Publications Office systems based on the Documentum platform:
Software development and maintenance (lot 1)
End user support and administrative and production reporting (lot 2)
1 Applications concerned
Applications used at the moment when the call for tenders was launched are presented below. Please note that during the Contract's duration this list may be changed – applications may be added or removed from it.
Please refer to Annexes 13 and 19 for functional and technical details of the concerned applications.
|Application |Brief description |Lot |
|PLAN-PUBLI |Support and management of the General Publications publishing process. |1, 2 |
|PREST-PUBLI |Single access point for managing the General Publications publishing forecasts and for |1, 2 |
| |submitting the respective publishing requests. | |
|PLAN-JO |Support and management of the Official Journal publishing process. |1 |
|PLAN-DD |Official Journal Special Edition publishing workflow system. |1 |
2 Work estimation
The following table presents a global estimation of the annual resource requirement and its estimated division per profile.
Lot 1:
|Profile (code) |Estimation of the annual workload in |
| |man-days |
|Project Manager (PRO-MAN) |120 |
|Technical Consultant (TEC-CONS) |200 |
|Analyst Programmer (ANA-PROG) |1 200 |
|Information Systems Trainer (INF-SYS-TRAI) |10 |
|Total |1 530 |
Lot 2:
|Profile (code) |Estimation of the annual workload in |
| |man-days |
|Information System End User Support (INF-SYS-END-USE-SUP) |250 |
|Total |250 |
3 Working environment
1 Standard tools and platforms
A set of IT tools and platforms has been chosen by the Publications Office for a systematic usage in every new project run at the Publications Office. These tools improve and facilitate the collaboration between the in-house project teams and the different external actors. Consequently, the contractor will have to integrate the usage of these tools in his activities and procedures.
2 SVN repository
SVN (SubVersioN) is a free/open-source version control system. In the context of the Publications Office, it manages applications and software source codes and the changes made to them, over time. It can operate across networks, which allows it to be used by different teams from different locations. The ability for various people to modify and manage the same set of source code from their respective locations fosters collaboration. A dedicated SVN repository will be created for each application covered by this tender and will be located at the Publications Office premises. External access will be granted for the contractor to access and use it as the central source code and delivery management system.
The procedure leading SVN usage and project deliveries are detailed in the document "Software delivery and source code management for suppliers" (see Annex 15).
3 JIRA application
JIRA is a commercial software product, developed by Atlassian and used for bug tracking, issue tracking, and project management. JIRA combines agile project management, customisable workflow, and a pluggable integration framework to increase the velocity and collaboration of the software development teams. A dedicated JIRA repository will be created for each application covered by this Contract and will be located at the Publications Office premises. External access will be granted for the contractor to access and use it as the central issue management system.
4 The Publications Office technical environment
The Publications Office technical environment is detailed in the document "Technical environment and standard operating procedures of the Publications Office" (see Annex 14).
5 Security requirements
The Publications Office has developed its specific Baseline Information System Security Policies (see Annex 16).
4 Working methods
1 Definitions
|Bug - Blocker issue |Commission cannot operate the software at all; blocking major loss of |
| |functionality, which might include a substantial loss of the software and |
| |management systems. The inability to use the software has a critical effect on |
| |the Commission's operations. It includes performance problems. |
| |JIRA tickets of type “Blocker” and "Critical" are considered as blocker issue. |
|Bug – Major issue |Partial inability to operate the software, basic work is still possible – if |
| |necessary with a work-around – but certain key functionalities, which are not |
| |crucial for the Commission's ability to carry out its work, are not usable. But |
| |if nothing is done the risk being Blocker issue increases. It includes |
| |performance problems. |
|Bug – Minor issue |Software is usable with limited functionalities, which – if necessary by |
| |work-around — have no significant effect on the operation of the software. |
| |JIRA tickets of type “Minor” and "Trivial" are considered as minor issues. |
|Change request |May be done by any of the contracting parties when a change in services arises |
| |as compared to the requirements set in the Contract, Specifications or Order |
| |form. |
| |The contractor shall describe the change(s) and indicate the impact of the |
| |change request in time and resources. |
| |The costs related to the change request will by covered by additional order and |
| |the execution of the tasks can not start until the order is issued. |
|Delivery note |A document containing the number of the Framework Contract and of the Order form|
| |and the details of the delivery, acknowledging the fact that the delivery has |
| |taken place but in no way implying conformity with the specifications. |
|Extra Muros |Extra Muros means outside the premises of the Commission. If nothing else is |
| |mentioned, the services shall be provided outside the premises of the |
| |Commission. |
|Fixed price projects or services |Project or services based on the fixed price proposed by the contractor, or on |
| |the fixed price provided in Price schedule. |
|Acceptance note |A document delivered to the contractor once the testing phase is finished and |
| |containing its results. It formalizes the acceptance of the delivery and may be |
| |issued with or without reserves. |
|Rejection note |A document delivered to the contractor once the testing phase is finished and |
| |containing its results. It formalizes the rejection of the delivery. |
|Intra Muros |Intra Muros means within the premises of the Commission. Intra Muros work must |
| |respect the Normal working hours and the Working days of the Commission. |
|Minimum compulsory lunch break |30 minutes |
|Number of hours to be worked per day |8 hours |
|Order form |A document signed by the Commission and the contractor ordering services or |
| |products pursuant to the Contract. |
| |Please note that references to Specific Contracts may be understood as |
| |references also to Order forms. |
|Service Level Agreement (SLA) |A document agreed between the parties based on the specifications and the offer |
| |of the contractor, laying down amongst others the quality of the services in the|
| |form of Key Performance Indicators (KPIs) and the consequences if the KPIs are |
| |not met. |
|Specific Contract |A document signed by the Commission and the contractor based on a request for |
| |quotation. |
| |Please note that references to Specific Contracts may be understood as |
| |references also to Order forms. |
|Software maintenance |Set of activities to be carried out after the failure of software or after the |
| |degradation of its functions, in order to enable it to work correctly (in some |
| |cases at least temporarily), or to improve its performance or other attributes. |
| |Software maintenance includes in particular: |
| |localisation of failure and diagnosis; |
| |reparation (with or without modification); |
| |control of operation. |
|Time and means projects or services |Projects or services based on the price per man-day as provided in the Price |
| |schedule. |
|Steering Committee |A committee made up of high level stakeholders and decision makers of the |
| |Publications Office who are responsible for providing guidance on overall |
| |strategic direction of the project such as projects objectives, budgetary |
| |control, strategy, resource allocation and decisions involving large |
| |expenditures. |
|Working days |Monday to Friday, except the official public holidays, or the Commission's |
| |holidays in Luxembourg[3] |
|Normal working hours |Normal working hours are the hours falling within the period from 7 a.m. to 8 |
| |p.m. (CET) on working days. |
|Working languages |English and French |
2 Execution of the Contract
Provision of services will be based on Order forms, which may be based on fixed price, or on a time and means basis. The majority of the work will be executed on fixed price basis – time and means will be used only if it is not possible to execute the project as a fixed price.
1 Time limits
The time limits for deliveries and the other time limits, except the ones already stated in the Specifications or in the SLA, will be specified on each Order form in line with the complexity of each project. A deliverable is liable to be rejected definitively once it has been presented for the third time and the Publications Office considers it does not meet the requirements.
The delivery times specified in the Order forms are per Order form, irrespective of other Order forms being processed.
2 Initialization – Fixed price projects
The first contractor on the cascading list will receive a request with accompanying documents (i.e. functional or technical specifications). Within ten (10) working days following the request reception the contractor shall submit its proposal to the Publications Office. Failure to respect this deadline may lead to the application of liquidated damages.
Unless otherwise indicated in the request, the proposal shall consist of the following elements:
▪ Description of the tasks to be executed and list of the deliverables including list of documentation to be drafted / updated;
▪ Constraints (resources, time, planning, infrastructure, etc.);
▪ Project plan, including all the required intervention or active participation of the Publications Office;
▪ Fixed price. The fixed price has to be calculated on the basis of the man-days rate of the appropriate profiles included in the Price schedule of the Framework Contract.
The Publications Office shall have ten (10) working days to accept or reject the proposal. The contractor may be requested to provide additional information/introduce modifications to its proposal. In such a case, an updated proposal shall be provided within two (2) working days following the request reception by the contractor. Non acceptance of the proposal after the second round, or failure to respect this deadline may lead to the aplication of liquidated damages.
Following the acceptance of the contractor's proposal an Order form will be issued. Within ten (10) working days of an Order being sent by the Commission to the contractor, the Commission shall receive it back, duly signed and dated. Failure to observe this deadline may lead to the application of liquidated damages.
The deadlines for the execution of the tasks are calculated from the date of signature of the Order by the contractor.
3 Initialization - Time and means projects
The first contractor on the cascading list will receive a request with accompanying documents (i.e. functional or technical specifications). Within ten (10) working days following the request reception the contractor shall submit its proposal to the Publications Office. Failure to respect this deadline may lead to the application of liquidated damages.
Unless otherwise indicated in the request, the proposal shall consist of the following elements:
▪ Description of the tasks to be executed and list of the deliverables including list of documentation to be drafted / updated;
▪ Constraints (resources, time, planning, infrastructure…);
▪ Project plan including all the required intervention or active participation of the Publications Office;
▪ Estimation of the required resources.
The Publications Office shall have ten (10) working days to accept or reject the proposal. The contractor may be requested to provide additional information/introduce modifications to its proposal, including a change in the persons proposed for project execution. The Publications Office reserves the right to hold an interview with the proposed person(s). In such a case, an updated proposal shall be provided within two (2) working days following the reception of the request by the contractor. Non acceptance of the proposal after the second round, or failure to respect this deadline may lead to the aplication of liquidated damages.
Following the acceptance of the contractor's proposal an Order will be issued. Within ten (10) working days of an Order being sent by the Commission to the contractor, the Commission shall receive it back, duly signed and dated. Failure to respect this deadline may lead to the application of liquidated damages
The deadlines for the tasks execution are calculated from the date of signature of the Order by the contractor.
4 Project execution
The start of the project will be formalised by a kick-off meeting which shall take place within five (5) working days following the signature of the Order form by the contractor. No later than three (3) working days before the kick-off meeting a detailed version of the project plan, as well as the quality assurance plan shall be provided to the Publications Office for validation .
The Publications Office shall have five (5) working days following the kick-off meeting to accept, or reject the detailed version of the project plan and the quality assurance plan. The contractor may be requested to provide additional information or introduce modifications to its proposal. In such situations an updated proposal shall be provided within two (2) working days following the reception of the request by the contractor.
The project execution shall always involve an update of all the necessary project documentation, according to the project specifications.
5 Reporting – Fixed price projects
No later than the fifth (5th) working day of each month, the contractor shall send to the Publications Office a progress report for the previous month for each project involved. The Publications Office shall have ten (10) working days to accept, or reject it. The contractor may be requested to provide additional information to its report. In such situations an updated progress report shall be provided within two (2) working days following the reception of the request by the contractor.
The minimum information included in the progress report for each project shall be: (i) global overview, (ii) achievements for the last periods/phases, (iii) analysis of the reporting period/phase, (iv) KPIs, (v) forecast for the next periods/phases, (vi) analysis of open/closed issues, (vii) analysis of change requests, (viii) analysis of risks, and (ix) actions list.
The contractor will provide the financial balance of each and every Order form to the Publications Office on a monthly basis (no later then on the fifth (5th) working day of the following month), or upon request. The minimum information included in the balance shall be: (i) amount ordered, (ii) amount invoiced, (iii) remaining budget available and (iv) the planning of submission of the remaining invoices.
6 Reporting – Time and means projects
No later than the fifth (5th) working day of each month, the contractor shall send to the Publications Office an activity report for the previous month for each person involved. The Publications Office shall have ten (10) working days to accept, or reject it. The contractor may be requested to provide additional information to its report. In such situations an updated activity report shall be provided within two (2) working days following the request's reception by the contractor.
The minimum information included in the activity report per project shall be: (i) Order form, (ii) month, (iii) description of realized tasks and profile man-days spent per day, total of man-days for the month, (iv) name and profile of involved people and (v) KPIs.
In case of services provided Intra Muros, an Attendance Sheet signed by the Commission and showing the working time for a person working at the Commission's premises shall be attached to the report.
The contractor will present the financial balance of each and every Order form to the Publications Office on a monthly basis (no later then on the fifth [5th] working day of the following month) or upon request. The minimum information included in the balance shall be: (i) amount ordered, (ii) amount invoiced, (iii) remaining budget available, (iv) the planning of submission of the remaining invoices and (v) the man-days status per profile (initial, consumption, forecast, remaining part).
7 Human resources issues and replacements – Time and means projects
The following requirements have to be met:
▪ Only the human resources proposed by the contractor as a part of its offer will be allowed to perform the requested tasks.
▪ The human resources proposed to deliver the requested service must be available when the provision of services starts (beginning of the takeover).
▪ The contractor must replace human resources unable to carry out the ad hoc assignments conforming to the required standards. The Publications Office reserves the right to hold an interview with the proposed person(s) and to accept or to reject them.
▪ The contractor must inform the Publications Office two months in advance of any foreseeable human resources changes. For a human resources proposed for the first time to the Publications Office, information on its technical merits has to be provided by the contractor. The Publications Office reserves the rights to hold an interview with the proposed person(s) and to reject the proposed human resources if the skills and experience do not correspond to the scope of the call for tenders.
The initial human resources remain in place until the replacement is fully operational.
▪ A replacement has to be immediately operational when the original human resources are withdrawn.
▪ As a consequence of any replacement of the human resources an adequate handover respective introduction period of at least ten (10) working days must be foreseen. All costs related to the handover (for example training expenses) are to be borne by the contractor.
▪ If the human resources are unavailable due to reasons beyond the contractor’s control, the contractor has to propose an equivalent replacement within five (5) working days.
The contractor must provide between five (5) to ten (10) days training per year for the human resources involved in the Contract's execution.
8 Deliverables and their acceptance
Deliveries may include one or more deliverables. A delivery has to be accompanied by a Delivery note (see model in Annex 18) which will be signed by the Commission. Intermediate deliveries in common agreement are possible, but they do not have any contractual impact.
The place of delivery shall be the premises of the Publications Office in Luxembourg, 2, rue Mercier, L-2985 Luxembourg, unless otherwise notified to the contractor. Any hand-delivery must be done during the Normal working hours of the Publications Office.
The Commission shall be notified in writing of the exact date of delivery at least forty-eight (48) hours in advance.
Unless otherwise specified, each delivery, including the intermediate ones, shall consist of the following elements:
• Deliverables all packaged in one ZIP archive;
• A release note (detailling the content of the delivery with revision identifier and list of developments added or modified);
• A detailled installation manual, taking into account any already existing version of the software of the application to be upgraded;
• An updated version of the test plan including changes and/or new features which are subject to the delivery;
• A proof of all test cases implemented at the contractor's premises according to the test plan;
• A fully documented source code (according to the good engineering practice) including script and configuration procedure for building executable software;
• A full updated project documentation (Functional Analysis, Technical Architecture, User Manual, Operational Manual, Training Material etc.).
The procedures leading SVN usage and project deliveries are detailed in the document "Software delivery and source code management for suppliers" (see Annex 15).
For software deliverables and related documentation the acceptance period will take up to fifty (50) working days. The acceptance period consists of three consecutive phases:
A. Installation phase of up to ten (10) working days.
The Publications Office may request the support of the contractor in case of problems during the installation phase, without supplementary charges.
B. Test or validation phase of up to thirty (30) working days.[4]
The contractor will submit to the Commission the proposal for a test plan (including performance and security testing) and the test cases to test the functionalities in the delivery concerned at least fifteen (15) working days before the planned delivery.
The Publications Office shall have five (5) working days to accept, or reject a proposal for a test plan. The contractor may be requested to provide additional information/ introduce modifications to its proposal. In such situations an updated proposal shall be provided within two (2) working days following the request's reception by the contractor.
The contractor is obliged to implement the whole test plan and the test cases at his premises before the delivery and to provide written evidence for each test performed at his premises to the Commission together with the submitted software.
C. Wrap-up phase of up to ten (10) working days.
During this phase the Provisional acceptance note will be established.
The Acceptance note (see model in Annex 17) will include the conclusions of the testing period. One of three situations may occur:
1. The delivery is accepted with no reserves. No problems have been detected during the test or validation phase. The guarantee period of twelve (12) months starts from the date of the signature of the acceptance note.
2. The delivery is accepted with reserves. One or several minor or non-blocking problems have been identified during the test or validation phase as specified in the acceptance note. The contractor has to communicate its position within five (5) working days after reception of the acceptance note by organising a meeting with the Publications Office. The contractor accepts the result of the acceptance by countersignature of the acceptance note. At the same time it communicates its planning for the delivery of the necessary corrections, which shall be made no later then three (3) months following the issue of the acceptance note. The planning has to be accepted by the Publications Office. The guarantee period of twelve (12) months starts from the date of the signature of the acceptance.
3. The delivery is rejected due to the existence of blocking or major problems found during the testing or validation period. The contractor has to communicate its position within five (5) working days after receipt of the rejection note by organizing a meeting with the Publications Office. As the contractor has to make a new delivery, the contractor will propose a new delivery date during the meeting. The planning has to be accepted by the Publications Office. A new acceptance period of fifty (50) working days starts on the date of signature by the Publications Office of the Delivery note for the new delivery. If the new delivery is rejected, a new cycle as described in this point will take place again (meeting + new delivery date).
Please note that if delivery comprises software and related documentation it will be rejected if the documentation is missing, or incomplete.
If no Acceptance note is issued by the Publications Office at the end of the acceptance period, the deliverables are implicitly accepted and the guarantee period starts fifty (50) working days after the date of signature of the Delivery note by the Publications Office.
Deliveries which are only composed of documentation (analysis documents, technical studies, etc), will follow exactly the same validation and acceptance procedure as described in the phases above. Nevertheless, phase A is reduced to one (1) working day, phase B is reduced to twenty (20) working days and phase C is reduced to five (5) working days.
Exceptionally the above defined delays (software or documentation) may be adapted in common written agreement for a subset of deliverables due to the specific requirements of a particular project. In this case, such an agreement will be reached during the kick-off meeting.
For the bugs noticed during the guarantee period resolution time as defined in point 4.5.5 shall be respected.
At the end of the guarantee period of twelve (12) months (see Article I.14 of the Draft contract) following the signature of the Acceptance note by the contractor, the Publications Office will verify that all reserves indicated on the Acceptance note have been solved and that all corrections of bugs found during the guarantee period have been delivered, installed and validated.
If all the reserves indicated on the Acceptance note are not resolved or all the bugs found during the guarantee period are not solved, the Publications Office will call on the contractor to carry out all the necessary corrections. The contractor shall have three (3) working days following the reception of information indicated above to communicate its position. In particular he shall inform the Publications Office when the remaining reserves or bugs will be resolved / corrected. In case of disagreement about the way the remaining issues should be solved, the Publication Office reserves the right to use the bank guarantee.
9 Quality requirements
See Article I.13 of the Draft contract.
10 Change request
The contractor should start the process of change request as soon as it realizes the need for the change, or the need is notified to it by the Publications Office. A change request may be raised from the kick-off meeting until the provisional acceptance.
For each change request the contractor shall provide the Publications Office with the following information: (i) number of change request, (ii) author, dates of creation/validation, (iii) description (summary and detailed), (iv) workload per profile, (v) impact in terms of plan and other impacts, (vi) risks, (vii) amount, (viii) how it is taken in charge.
Only after receiving offcially those information, the Publications Office and the contractor will start the discussion on it. The change will be finally subject to validation of the Publications Office. If the change request is approved dedicated Order form will be issued and sent to the contractor.
11 Language of the project
The working language for this Contract will be English and/ or French; therefore all documentation shall be delivered in English and/ or French. The same applies to all the communications during the implementation of the project.
The contractor shall make sure that for the profiles PRO-MAN and TEC-CONS he is able to ensure the communication in both languages, English and French.
5 Tasks to be performed under lot 1
Software development and maintenance (lot 1)
S1 Corrective maintenance
S2 Evolutive maintenance
S3 Development of new features
Other related services that may be requested are:
S4 Functional analysis
S5 Technical analysis
S6 Testing
S7 Integration
S8 Supporting the test and production installations
S9 Documentation drafting and updating
S10 Training
S11 Technical migration.
1 Software maintenance
Contractual maintenance shall commence on the day after the expiry of the guarantee period unless another date is specified in the Framework Contract or in the Order form. The contractor shall at all times comply with the quality standards and the maintenance security rules contained in the Framework Contract. The maintenance shall be provided during Normal working hours on Working days, unless Blocker or Major bugs are notified. Maintenance comprises all operations necessary to maintain applications in perfect working order, or to restore a defective application or one of its components to perfect working order, inclusive of the costs of travelling, parts and labour.
The contractor undertakes to maintain the applications covered by this Contract in perfect working order. Repairs, extensions and modifications to the software or system shall be carried out only by the contractor or the firms authorised by him.
Preventive maintenance operations, such as the Documentum platform upgrade and/or migration, shall be scheduled periodically, by agreement between the Publication Office and the contractor.
The contractor shall carry out corrective maintenance involving debugging, repair or replacement of faulty products at the Publications Office request.
The contractor will formally close each maintenance operation. Where computer security has been affected, it will submit a report. The contractor shall compile a monthly maintenance report giving the following particulars of corrective maintenance carried out, without prejudice to the relative Service Level Agreement:
(1) A list of outstanding problems, with the cause and the expected date of resolution;
(2) An analysis of problems encountered by type of failure and application;
(3) Various statistics as requested by the Publications Office to enable it to produce an internal audit report.
On the part of the Publications Office, without prejudice to the relevant Service Level Agreement, software maintenance shall involve:
(1) Preparing and sending the contractor all documents and additional information at its disposal which the contractor may reasonably request in order to detect and correct errors;
(2) Testing and accepting, when it is reasonable to do so, new versions or new releases of software, as proposed by the contractor;
(3) Installing any preventive corrections provided by the contractor as long as it is agreed that such corrections are necessary.
On the part of the contractor, without prejudice to the relevant Service Level Agreement, software maintenance shall involve:
(1) Diagnosing errors or faults encountered by the contractor or the Publications Office in the content of the software and making any necessary corrections;
(2) Providing the Publications Office with successive software versions and releases and the relevant reference documentation; installing new releases and new versions free of charge on the existing hardware at the Publications Office request; where necessary, adapting applications that were using the previous version of the software, free of charge;
(3) Effecting all the software corrections (including patches) needed to ensure that the systems operate as specified in the documentation within (20) twenty working days of receipt of a notification from the Publications Office giving details of a problem. The parties may agree on a different time limit;
(4) Rewriting the software where necessary so as to correct all known problems or faults diagnosed by the contractor;
(5) Providing telephone support for the Publications Office during Working hours to advise it on the use of software;
(6) Providing "hot–line" support to resolve urgent problems and system failures.
The contractor undertakes to provide the Publications Office, upon request, with any remote maintenance service which it operates or intends to set up. The remote maintenance service must comply with the rules set out in the Framework Contract. All terminal connection, utilisation and communication charges shall be borne by the contractor.
The contractor has sole responsibility for diagnosing and determining the origin of failures affecting all or part of the applications. As part of this obligation, the contractor shall, in the event of a diagnosis error, reimburse any costs incurred by the Publications Office as a result of needless corrective action carried out by another supplier.
The expenses due to an intervention of the contractor necessitated by a serious error of the Publications Office, recognised as such by the Publications Office, shall be borne by the Publications Office, according to the conditions and prices in the Framework Contract.
The contractor may propose modifications on its own initiative. It will implement them, with the Publications Office's consent, at times agreed by both contracting parties. These modifications may not entail any additional cost to the Publications Office or cause any deterioration in performance or loss of function.
Test equipment, tools, documents, programs and files kept on the Publications Office's premises for maintenance purposes shall remain the property of the contractor and shall be insured by the contractor.
The contractor is obliged to correct any defect in the software which is notified to the contractor provided that the Publications Office has complied with all the contractor’s recommendations and instructions concerning the installation and operation of the software, the software has not been altered, except by the contractor. The Publications Office shall attempt to identify and define any problem using all available procedures set out in the documentation, and specify problems. To solve the problem, the Publications Office will receive a software patch, another software version or an appropriate work-around.
For the maintenance activities the resolution times as defined in point 4.5.5 shall be respected.
2 Contract monitoring and meetings
The contractor shall designate a Project Leader (PL) who will have an overall responsibility for the execution of the Contract. The Publications Office will designate a Project Manager (PM) responsible for monitoring of the proper execution of the Contract.
The costs related to the project monitoring including costs of reporting shall be included in the overheads for the other posts in the Price schedule and Estimation form. The costs related to the update of the project documentation (functional and technical) shall be included in the overheads for the other posts in the Price schedule, also in any futher offer for improvement or change request.
The communication during the Contract will be held by phone, by e-mail and during the meetings.
Apart the kick-off meetings, regular meetings (working meetings progress and steering committees meetings) are foreseen during the whole duration of the Contract.
Frequency of the working meetings will be defined individually for each project, whereas steering committees meetings will be held in Luxembourg (every 3 months, although the frequency may be modified depending on specific situations). Physical presence of the tenderer's representive will be requested at every meeting and the presence of other persons may be required as well.
Due to the complex calendar and tight schedules, meetings are normally arranged at short notice meaning that the contractor must be equally available at short notice (3 working days).
Costs related to the participation in the meetings shall be included in the price per man-day
(see Annex 1 - Price schedule).
3 Takeover and handover
1 Takeover
As a part of this task the contractor shall takeover the existing applications.
The following takeovers between the existing contract and the new Contract to be signed as a result of this call for tenders have been foreseen:
- a 4-month takeover period of PlanJO and PlanDD applications immediately after the entry into force of the Contract so that the contractor is ready to provide the requested services as of 01/03/2013;
- a 2-month takeover period of PlanPubli and PrestPubli applications so that the contractor is ready to provide the requested services as of 01/07/2013 at the latest. The takeover shall take place between 01/03/2013 and 30/06/2013.
Only the first contractor on the cascading list shall implement the takeovers according to the above mentioned schedules.
Should the Contract with the first contractor be terminated the second contractor would be requested to implement the takeover. The same applies to the third contractor.
During the takeover phase the contractor shall familiarize itself with the applications to be ready to provide daily services immediately after the end of this phase.
During the takeover period, the current contractor will continue working as the main service provider handling all kinds of services. No distribution of the ongoing works or any other kind of cross-work between the existing contractor and the future one has been foreseen.
If there is any maintenance action on applications during the takeover period, the Publications Office will inform the new contractor of the modifications.
If the successful tenderer (itself, or as a consortium member) for lot 1 is the current contractor (itself, or as a consortium member) of contract 10190 lot 1 and/or contract 10238 with the Publications Office, then it will not be entitled to the takeover costs mentioned above. If the successful tenderer has a current contractor as a subcontractor, then the takeover costs will be reduced proportionally to the foreseen size of the subcontracting.
The maximum amount for the takeover shall not exceed 2% of "TOTAL PRICE (A+B+C)" of the Estimation form.
PlanJO and PlanDD applications takeover schedule.
T0 – takeover start date.
T0 + 1 month
During this subperiod of takeover the new contractor shall:
- Take over all the project documentation, software, the package allowing reproducing the complete development and operational environments in his environment or environment of the Publications Office;
- Set up a complete development and testing environment at its premises and familiarize his personnel with the application and the documentation:
- Deliver a monthly report describing the activities performed during the takeover sub-period, achievements, strengths and risks as well as explaining the procedures and technical means (e.g. infrastructure) put in place shall be delivered five (5) working days before the end of the sub-period at the latest. The Publications Office shall have five (5) working days to accept or reject the report. The contractor may be requested to provide additional information/introduce modifications to the intermediate takeover report. In such a case, an updated monthly report shall be provided within three (3) working days following the request reception by the contractor.
T0 + 2 months
During this subperiod of takeover the new contractor shall:
- Set up and experiment internal procedure and resources to be able to deliver a full package of the applications software allowing reproducing the complete operational environments at the the Publications Office:
- Deliver a full package of the applications software to the Publications Office ten (10) working days before the end of the sub-period at the latest. This package will not contain any new development or bug fixing. This will reflect the current production environment situation and will allow the Publications Office controlling the contractor is capable to deliver everything required for new production release without any trouble. This delivery will be subject to acceptance testing procedure (see 4.4.2.8), using corresponding predefined application test plan:
- Deliver a monthly report describing the activities performed during the takeover sub-period, achievements, strengths and risks as well as explaining the procedures and technical means (e.g. infrastructure) put in place shall be delivered five (5) working days before the end of the sub-period at the latest. The Publications Office shall have five (5) working days to accept or reject the report. The contractor may be requested to provide additional information/introduce modifications to the intermediate takeover report. In such a case, an updated monthly report shall be provided within three (3) working days following the request reception by the contractor.
T0 + 3 months
During this subperiod of takeover the Publications Office will check that new contractor is capable to deliver quality system and application equivalent to the current version running on production.
During this subperiod of takeover the new contractor shall:
- Support the Publications Office during acceptance testing of the delivery performed earlier;
- Take any required action to correct and/or adapt its internal procedures according to any issue identified and reported by the Publications Office during the testing phase;
- Deliver a monthly report describing the activities performed during the takeover sub-period, achievements, strengths and risks as well as explaining the procedures and technical means (e.g. infrastructure) put in place shall be delivered five (5) working days before the end of the sub-period at the latest. The Publications Office shall have five (5) working days to accept or reject the report. The contractor may be requested to provide additional information/introduce modifications to the intermediate takeover report. In such a case, an updated monthly report shall be provided within three (3) working days following the request reception by the contractor.
T0 + 4 months
A final report describing the activities performed during the takeover, achievements, strengths and risks as well as explaining the procedures and technical means (e.g. infrastructure) put in place shall be delivered ten (10) working days before the end of the takeover period at the latest. The Publications Office shall have ten (10) working days to accept or reject the report. The contractor may be requested to provide additional information/introduce modifications to the takeover report. In such a case, an updated final report shall be provided within five (5) working days following the request reception by the contractor.
PlanPubli and PrestPubli applications takeover schedule.
T0 – takeover start date.
T0 + 1 month
During this subperiod of takeover the new contractor shall:
- Take over all the project documentation, software, the package allowing reproducing the complete development and operational environments in his environment or environment of the Publications Office,
- Set up a complete development and testing environment at its premises and familiarize his personnel with the application and the documentation.
- Set up and experiment internal procedure and resources to be able to deliver a full package of the applications software allowing reproducing the complete operational environments at the Publications Office.
- Deliver a full package of the applications software to the Publications Office five (5) working days before the end of the sub-period at the latest. This package will not contain any new development or bug fixing. This will reflect the current production environment situation and will allow the Publications Office controlling the contractor is capable to deliver everything required for new production release without any trouble. This delivery will be subject to acceptance testing procedure (see 4.4.2.8), using corresponding predefined application test plan.
- Deliver a monthly report describing the activities performed during the takeover sub-period, achievements, strengths and risks as well as explaining the procedures and technical means (e.g. infrastructure) put in place shall be delivered five (5) working days before the end of the sub-period at the latest. The Publications Office shall have five (5) working days to accept or reject the report. The contractor may be requested to provide additional information/introduce modifications to the intermediate takeover report. In such a case, an updated monthly report shall be provided within three (3) working days following the request reception by the contractor.
T0 + 2 months
During this subperiod of takeover the Publications Office will check that new contractor is capable to deliver quality system and application equivalent to the current version running on production.
During this subperiod of takeover the new contractor shall:
- Support the Publications Office during acceptance testing of the delivery performed earlier.
- Take any required action to correct and/or adapt its internal procedures according to any issue identified and reported by the Publications Office during the testing phase.
- A final report describing the activities performed during the takeover, achievements, strengths and risks as well as explaining the procedures and technical means (e.g. infrastructure) put in place shall be delivered five (5) working days before the end of the takeover period at the latest. The Publications Office shall have five (5) working days to accept or reject the report. The contractor may be requested to provide additional information/introduce modifications to the takeover report. In such a case, an updated final report shall be provided within five (5) working days following the request reception by the contractor.
2 Handover
The contractor shall prepare for and contribute pro-actively to a complete, timely and smooth handover of the service to another contractor or to the Publications Office, in case of termination or upon expiry of the Contract.
All computer hardware, software and other capital equipment which may have been paid for by the Institutions, including the Publications Office, shall be handed back by the contractor. This also applies to all documentation.
During the handover period, which is likely to cover a maximum of four (4) months of this Contract, the contractor will fully co-operate with the next contractor to achieve the continuation of high standard service quality.
During the handover period the following deliverables shall be provided to the Publications Office:
a) Consolidated reports covering the whole period;
a) Backups of the entire software configuration of each and every service component stored in a secure manner prior to its delivery to the Publications Office;
b) A package allowing reproducing the complete development and operational environments (with anonymized data and optionally without data) in the environment of the Publications Office or of the next contractor, also including:
▪ A detailled installation manual taking into account any already existing version of the software of the application to be upgraded, also a full installation from scratch;
▪ A up-to-date version of the full projects documentation (Requirements, Specifications; Architecture, Planning; Test Plan, Operational Manual, Training Material, etc)
c) Archives and all associated information according to specifications defined by the Publications Office;
d) Software application systems and all data that have been managed, further developed or newly developed under the Contract;
e) Blueprints and scenarios for the work processes and quality control;
f) Any confidential data in physical files (paper or electronic) that has been provided to it or has otherwise come into its possession during execution of the work;
g) A statement stating the respect of confidentiality for the period as defined in the Contract (article II.4 of the Contract);
h) A statement stating that no malicious code (backdoors, time-bombs, Trojan horses, worms, viruses, etc.) has been installed by any of the contractor’s staff and that the latter have taken all the necessary measures to ensure that no malicious code exists in the systems left behind and/or provided to the Publications Office.
The deliverables above may be requested by the Publications Office during the contract's duration. In such situation the contractor shall provide them, free of charge, within ten (10) working days following the request.
Apart from those deliverables, the contractor shall destroy any security critical information and piece of software that was provided by the Institutions for the purpose of accessing servers at the Institutions during the execution of the Contract. This may include sensitive information, passwords, encryption keys, personal data of people involved in the project, firewall and router configuration files, etc.
The maximum amount for the takeover and for the handover shall not exceed 3% of "TOTAL PRICE (A+B+C+D)" of the Estimation form.
4 Training
If requested, the contractor shall provide training on the premises of the Publications Office in Luxembourg. The training will mainly consist in informing and assisting the Publications Office technical staff or business units about major changes and/or new features developed in the context of this Contract. Training and course material must be available in English and/or in French. The infrastructure necessary for the courses, the administrative organisation of the courses and the reproduction of course documentation shall be provided by the Commission.
5 Service Level Agreement (SLA)
1 Introduction
The Publications Office will sign an SLA with the contractor. The purpose of the SLA is to define a certain number of key areas of activity that represent the most important qualities expected by the Publications Office, whereas its content will be based on the contractor's binding proposal submitted as a part of its offer. The Key Performance Indicators (KPIs), as defined in the next point, will be included in the SLA.
The SLA is intended to establish a clear set of measurable parameters against which the performance of the contractor will be measured.
Thus the establishment of the SLA ensures that the Publications Office and the contractor share:
1. A common understanding of the levels of service required in the key areas of operating the service;
2. A common approach in measuring the levels of service provided.
The SLA shall be based upon the current scope and operational environment of the applications concerned. Any major changes to the service may require a revision of the terms and conditions of the SLA. Changes to the SLA may be requested by both parties.
Any breach of the SLA will be analysed by the Publications Office and addressed with the contractor during a steering committee. At any time the Publications Office reserves the right to apply liquidated damages for any breach of SLA of as set out in the Contract (see Article I.12 – Liquidated Damages).
2 Key Performance Indicators (KPIs)
For the key areas related to the Contract's execution a level of performance has been defined representing the minimum level of quality to be provided.
The global quality is evaluated every month. The contractor will collect the values of the KPIs and consolidate them in the monthly report handed out to the Publications Office. Every 3 months a steering committee will be organised to evaluate if the service quality is deemed to be as expected or to define an action plan to improve the service quality.
During the three (3) first months following the end of the takeover, the KPIs will be monitored without application of the liquidated damages (break-in period). After that period the quality of the works and services performed by the contractor will be strictly evaluated based on the KPIs measurement.
The Publications Office will use the Key Performance Indicators as described in the tables below:
|KPI Attribute |KPI Attribute Description |
|ID: |Represents the KPI Identifier |
|Name: |Contains the description of the KPI |
|Category: |Possible values for the Category are: ‘Contract’, ‘Project’, ‘Maintenance’ |
| |Some KPIs may belong to multiple categories |
|Target |Describes objective against which the KPI will be evaluated |
|Data Collection / |Describes how the raw data is collected to compute the value of the KPI and the calculation formula |
|Calculation Formula | |
Figure 1 - List of KPI Attributes
1 Key Performance Indicators – Incident response and resolution time
|ID |Name |Category |Target |Data Collection / Calculation Formula |
|KPI-01 |Resolution time –Blocker |Maintenance |4 |Start and Resolution Dates are extracted from JIRA. |
| |issue | |Normal working hours |Dates on which the ticket is reassigned are also |
| | | |following the |extracted. |
| | | |notification | |
| | | | |Stop and Run buttons of JIRA may be used but it’s not |
| | | | |mandatory. |
| | | | | |
| | | | |Additional manual computation may be necessary to |
| | | | |deliver the requested value of the KPI. |
|KPI-02 |Resolution time –Major issue |Maintenance |24 |Start and Resolution Dates are extracted from JIRA. |
| | | |Normal working hours |Dates on which the ticket is reassigned are also |
| | | |following the |extracted. |
| | | |notification | |
| | | | |Stop and Run buttons of JIRA may be used but it’s not |
| | | | |mandatory. |
| | | | | |
| | | | |Additional manual computation may be necessary to |
| | | | |deliver the requested value of the KPI. |
|KPI-03 |Resolution time – Minor issue|Maintenance |8 | |
| | | |Working days | |
| | | |following the | |
| | | |notification | |
2 Key Performance Indicators - Software Development and Documentation Service
|ID |Name |Category |Target |Data Collection / Calculation Formula |
|KPI-04 |Punctuality of delivery of the|Project |3 working days |Information is maintained by the contractor in a |
| |detailed version of the | |before the kick-off meeting |dedicated Excel sheet. |
| |project plan and of the | | | |
| |quality assurance plan | | |Date of kick-off meeting must be at least 3 working days|
| | | | |after the signature of the Order form by the contractor.|
|KPI-05 |Punctuality of provision of |Project |5 working days of n+1 |The contractor maintains a progress report Tracking |
| |the monthly progress, | |(for month n) |Matrix with the dates of expected/actual deliveries for |
| |financial or activity reports | | |each deliverable. |
|KPI-06 |Number of deliverables after |Project |0 |The contractor maintains a Deliverable Tracking Matrix |
| |the deadline | | |with the dates of expected/actual deliveries for each |
| | | | |deliverable. |
|KPI-07 |Meeting minutes of steering |Project |2 working days after the |Information is maintained by the contractor in a |
| |committees and other regular | |meeting |dedicated Excel sheet for each project and for other |
| |meetings | | |meetings organised to address project issues. |
|KPI-08 |Number of deliverables |Project |90% of all deliverables |The contractor maintains a Deliverable Tracking Matrix |
| |accepted without reserves | | |with the dates of expected/actual deliveries for each |
| | | | |deliverable. The matrix contains the information whether|
| | | | |the deliverable was accepted with or without reserve. |
|KPI-09 |Number of deliverables |Project |10% of all deliverables | |
| |accepted with reserves | | | |
|KPI-10 |Number of deliverables |Project |0% of all deliverables |The contractor maintains a Deliverable Tracking Matrix |
| |rejected | | |with the dates of expected/actual deliveries for each |
| | | | |deliverable. The matrix contains the information whether|
| | | | |the deliverable was refused once before further |
| | | | |iterations and final acceptance. |
3 Key Performance Indicators - Service Request
|ID |Name |Category |Target |Data Collection / Calculation Formula |
|KPI-11 |Provision of a proposal to |Contract |10 working days following |Information is maintained by the contractor in a |
| |the Publications Office | |the request |dedicated Excel sheet |
|KPI-12 |Provision of additional |Contract |2 working days following | |
| |information/ introduction of | |the request | |
| |modifications to the proposal| | | |
|KPI-13 |Reception of the Order form |Contract |10 working days following |Information is maintained by the contractor in a |
| |signed by the contractor | |its sending |dedicated Excel sheet |
4 Key Performance Indicators – Human resources replacement
|ID |Name |Category |Target |Data Collection / Calculation Formula |
|KPI-14 |Request for human resources |Contract |2 months before the |Information is maintained by the contractor in a |
| |replacement in foreseeable | |replacement date |dedicated Excel sheet |
| |cases | | | |
|KPI-15 |Availability of equivalent |Contract |5 working days following |Information is maintained by the contractor in a |
| |human resources in cases | |the notification |dedicated Excel sheet |
| |beyond contractor's control | | | |
5 Key Performance Indicators – Takeover report and handover report
|ID |Name |Category |Target |Data Collection / Calculation Formula |
|KPI-16 |Provision of the takeover |Contract |10 working days before the|This KPI is only measured once, at the end of the |
| |report | |end of the takeover period|takeover in case the Publications Office orders it. |
| | | | |This will be treated during the final acceptance of the |
| | | | |takeover by the Publications Office. |
|KPI-17 |Provision of the handover |Contract |10 working days following |This KPI is only measured once, at the end of the |
| |report | |the end of the handover |Framework Contract in case the Publications Office |
| | | |period |orders the handover. |
| | | | |This will be treated during the final acceptance of the |
| | | | |handover by the Publications Office. |
7 Tasks to be performed under lot 2
End user support and administrative and production reporting (lot 2)
The services to be provided under lot 2 are:
S1 End user support to the Publications Office regarding management of the systems based on the Documentum platform.
Other related services that may be requested are:
S2 Follow-up of the different interfaces of the production systems with other applications;
S3 Incident management: the Office uses JIRA as the standard ticketing system. The contractor awarded the Contract for lot 2 will be responsible to keep the information up-to-date, follow-up all the incidents until resolution, elaborate reports and identify and communicate recurrent problems to find definitive solutions. The contractor will ensure that the end users are always duly informed of the situation of the faults logged.
S4 Support for user acceptance testing and troubleshooting;
S5 Administrative and production reporting. The Publications Office currently uses Business Objects (BO) as the standard reporting tool. The activities that can be ordered may include:
o Maintenance of the existing BO universes, including updating them as necessary;
o Development of new BO universes or reports;
o Maintenance of the existing reports;
o Creation and maintenance of data extraction scripts in query languages.
S6 Training
1 Key Performance Indicators (KPIs)
The following KPIs defined in point 4.5.5.2 apply to lot 2: KPI-05, KPI-11, KPI-12, KPI-13, KPI-14, KPI-15.
Annexes
Forms
1 Price schedule and Estimation form
2A Financial identification form
2B Legal entity form
2C Agreement /power of attorney, model 1 and model 2
3 Form for identification of the tenderer
4 Questionnaire for joint bids and subcontracting
5 List of documents
6 Declaration on the grounds for exclusion
7 Economic and financial capacity questionnaire
8 PARFs
9 CV forms
10 Human resources for the execution of the tasks
11 CV-summary
12 Best practice documents
Technical annexes
13 IT Applications description - overview
14 Technical environment and standard operating procedures of the Publications office
15 Software delivery and source code management for suppliers
16 Security requirements
17 Acceptance note template
18 Delivery note template
19A Detailed IT application documentation – PlanJO
19B Detailed IT application documentation – PlanDD
19C Detailed IT application documentation – PlanPubli
19D Detailed IT application documentation – PrestPubli
1 financial bid, price schedule and estimation form
See: Excel file "AO_10372_Price_schedule_and_Estimation_form" and point 2.8.1.
2A financial identification form
Model financial identification form
(to be completed by the tenderer and his or her financial institution)
|The tenderer's attention is drawn to the fact that this document is a model, and a specific form for each Member State is available|
|at the following Internet address: |
| |
[pic]
2B "legal entity" form
Model legal entity form
(to be completed and signed by the tenderer)
|The tenderer's attention is drawn to the fact that this document is a model, and a specific form for each Member State is available|
|at the following Internet address: |
| |
[pic]
2C Agreement / Power of attorney
Agreement / Power of attorney
Model 1
(designating one of the companies of the group as leader and Giving a mandate to it)
We the undersigned:
– Signatory 1 (Name, Function, Company, Registered address, VAT number)
– Signatory 2 (Name, Function, Company, Registered address, VAT number)
– …..
– Signatory N (Name, Function, Company, Registered address, VAT number),
Each of them having the legal capacity required to act on behalf of his/her company,
HEREBY AGREE AS FOLLOWS:
(1) The European Commission has awarded Contract No …. (« the Contract ») to Company 1, Company 2, …, Company N (« the Group Members »), based on the joint offer submitted by them on … ….. for the supply of ….. and/or the provision of services for … (« the Supplies and/or the Services »).
(2) As co-signatories of the Contract, all the Group Members:
(a) Shall be jointly and severally liable towards the European Commission for the performance of the Contract.
(b) Shall comply with the terms and conditions of the Contract and ensure the proper execution of their respective share of the Supplies and/or the Services.
(3) To this effect, the Group Members designate Company X as Group Leader. [N.B.: The Group Leader has to be one of the Group Members]
(4) Payments by the European Commission related to the Supplies or the Services shall be made through the Group Leader’s bank account, [to be specified in the Contract.] or [Provide details on bank, address, account number, etc.].
(5) The Group Members grant to the Group Leader all the necessary powers to act on their behalf in connection with the Supplies and/or the Services. This mandate involves in particular the following tasks:
(a) The Group Leader shall sign any contractual documents - including the Contract, Specific Agreements and Amendments thereto - and issue any invoices related to the Supplies or the Services on behalf of the Group Members.
(b) The Group Leader shall act as single point of contact for the European Commission in connection with the Supplies and/or the Services to be provided under the Contract. It shall co-ordinate the provision of the Supplies and/or the Services by the Group Members to the European Commission, and shall see to a proper administration of the Contract.
Any modification to the present agreement / power of attorney shall be subject to the European Commission’s express approval.
This agreement / power of attorney shall expire when all the contractual obligations of the Group Members towards the European Commission in connection with the Supplies and/or the Services to be provided under the Contract have ceased to exist. The parties cannot terminate it before that date without the Commission’s consent.
Signed in ………. on ……….. ………
Name Name
Function Function
Company Company
Name Name
Function Function
Company Company
Agreement / Power of attorney
Model 2
(creating the group as a separate entity, appointing a group manager and giving a mandate to him/her)
We the undersigned:
– Signatory 1 (Name, Function, Company, Registered address, VAT number)
– Signatory 2 (Name, Function, Company, Registered address, VAT number)
– …..
– Signatory N (Name, Function, Company, Registered address, VAT number),
each of them having the legal capacity required to act on behalf of his/her company,
HEREBY AGREE AS FOLLOWS:
(1) The European Commission has awarded the Contract No …. (« the Contract ») to Company 1, Company 2, …, Company N (« the Group Members »), based on the joint offer submitted by them on … ….. for the supply of ….. and/or the provision of services for … (« the Supplies and/or the Services »).
(2) As co-signatories of the Contract, all the Group Members:
(a) Shall be jointly and severally liable towards the European Commission for the performance of the Contract.
(b) Shall comply with the terms and conditions of the Contract and ensure the proper execution of their respective share of the Supplies and/or the Services.
(3) To this effect, the Group Members have set up under the laws of ……. the Group ….. (« the Group »). The Group has the legal form of a .….. [Provide details on registration of the Group: VAT number, Trade register, etc.].
(4) Payments by the European Commission related to the Supplies or the Services shall be made through the Group’s bank account, [to be specified in the Contract.] or . [Provide details on bank, address, account number, etc.].
(5) The Group Members appoint Mr./Ms ……. as Group Manager.
(6) The Group Members grant to the Group Manager all the necessary powers to act alone on their behalf in connection with the Supplies and/or the Services. This mandate involves in particular the following tasks:
(a) The Group Manager shall sign any contractual documents —including the Contract, Specific Agreements and Amendments thereto— and issue any invoices related to the Supplies or the Services on behalf of the Group Members.
(b) The Group Manager shall act as a single point of contact for the European Commission in connection with the Supplies and/or the Services to be provided under the Contract. He/she shall co-ordinate the provision of the Supplies and/or the Services by the Group Members to the European Commission, and shall see to a proper administration of the Contract. Any modification to the present agreement / power of attorney shall be subject to the European Commission’s express approval.
This agreement / power of attorney shall expire when all the contractual obligations of the Group Members towards the European Commission in connection with the Supplies and/or the Services to be provided under the Contract have ceased to exist. The parties cannot terminate it before that date without the Commission’s consent.
Signed in ……….. on ……….. ………
Name Name
Function Function
Company Company
Name Name
Function Function
Company Company
5
3 Form for identification of the tenderer
Identification of the tenderer
(to be completed)
acting in the capacity of:
□ member of consortium (specify role ……………………………)
members of a consortium, which are not the co-ordinator, only have to fill in the first paragraph – identity, a contact person and the last paragraph – declaration
□ single tenderer
Information to be included in the Contract in case of award
|Identity |Answer |
|Official name of tenderer in full | |
|Official legal form | |
|Country of registration | |
|Statutory registration number | |
|VAT registration number | |
|Official address of tenderer in full | |
|(Internet address – if applicable) | |
|Person(s) designated to sign the Contract – name in full and | |
|function. Please indicate if the person(s) are authorised to sign| |
|alone or together* | |
|Bank account |Answer |
|The information should be consistent with the financial | |
|identification form in Annex 2A | |
|Name of bank | |
|Address of branch in full | |
|Exact designation of account holder | |
|Full account number including codes | |
|IBAN code | |
|BIC code | |
|Contact person |Answer |
|For administrative matters | |
|Name in full and title | |
|Function | |
|Company name | |
|Address in full | |
|Telephone number | |
|Fax number | |
|E-mail address | |
|Contact person |Answer |
|for technical matters | |
|Name in full and title | |
|Function | |
|Company name | |
|Address in full | |
|Telephone number | |
|Fax number | |
|E-mail address | |
Declaration by an authorised representative*
|I, the undersigned, certify that the information given in this tender is correct, that I accept the conditions set out in the |
|invitation letter, the tender specifications and the draft contract and that the tender is valid |
|Name in full and title | |
|Function/Position (e.g. “manager”) | |
|DATE/ | |
|SIGNATURE | |
* The tender must include documents proving that the person(s) designated to sign the Contract as well as the person(s) signing the tender are authorised to do so.
4 questionnaire for joint bids and subcontracting and freelancing
This questionnaire only has to be completed if your tender involves a joint offer or subcontracting.
Joint offer
1. Does your tender involve more than one tenderer? Yes No
The questions No 2 – 4 shall be answered only if the answer is affirmative.
2. Please fill in the name of the company having power of attorney for the consortium and acting as a leader:
3. Please fill in the names of the other companies taking part in the joint offer:
1. If a consortium or similar entity exists, please fill in the name and the legal status of the entity:
Subcontracting/freelancing
5. Does your tender involve subcontracting? Yes No
If the answer is yes, please complete question number 6., and the next two page once for each subcontractor.
6. List of subcontractors/freelancers:
…….….……………………………….…
…….….……………………………….…
…….….………………………………….
……….………………………………..…
…….….……………………………….…
Reasons, roles, activities and responsibilities of subcontractors/freelancers
Please complete this page once for each subcontractor/freelancer:
Name of the subcontractor/freelancer:
…….….……………………………….………………………………………..
Official legal form:
…….….……………………………….………………………………………..
Country of registration:
…….….……………………………….………………………………………..
Statutory registration number:
…….….……………………………….………………………………………..
(Internet address, if applicable):
…….….……………………………….………………………………………..
Official address in full:
…….….……………………………….………………………………………..
Contact person:
…….….……………………………….………………………………………..
Telephone number:
…….….……………………………….………………………………………..
Reasons for subcontracting/freelancing:
…….….……………………………….………………………………………..
Role, activities and responsibilities of the subcontractor/freelancer:
…….….……………………………….………………………………………..
The volume or the proportion of the subcontracting/freelancer:
…….….……………………………….………………………………………..
Do you intend to rely on capacities from the subcontractor/freelancer in order to fulfil the selection criteria? If yes, specify which selection criterion – financial and economic capacity or technical and professional capacity – and be aware that the tenderer must provide the documents which make it possible to assess the selection criteria to the extent that the subcontractor/freelancer puts its resources at the disposal of the tenderer.
…….….……………………………….………………………………………..
Experience of the subcontractor/freelancer with regards to the tasks to be subcontracted
Please complete this page once for each subcontractor/freelancer:
…….….……………………………….……………………………..
5 list of documents to provide
| |DOCUMENT |Annex to the |Place in the |
| | |specifi-cations|tender |
|Section One: Administrative information and evidence for access to Contract |
|* |Duly signed cover letter (to be provided) |--- | |
|* |Financial identification form (to be completed) |2A | |
|* |Legal "entity form" (to be completed) with supporting documents as described in point 2.4 |2B | |
| |(to be provided): | | |
| |Proof of registration number and of VAT number | | |
| |Documents showing that the person(s) signing the tender and designated to sign the Contract| | |
| |are entitled to do so | | |
|* |Form for identification of the tenderer (to be completed) |3 | |
|* |Questionnaire for joint bids and subcontracting |4 | |
| |(if applicable, to be completed) | | |
|* |If it is a joint bid, a declaration (Agreement/Power of Attorney) signed by legal |2C | |
| |representatives of all the partners of the joint bid: | | |
| |recognising joint and several liability for all the partners of the joint bid for the | | |
| |performance of the Contract, | | |
| |giving one of the partners of the joint bid (co-ordinator) power of attorney to represent | | |
| |the other parties to sign and administrate the Contract, | | |
|* |If subcontracting is involved in the bid, a letter of intent by each subcontractor stating |--- | |
| |its intention to collaborate with the tenderer if the Contract is awarded to him (to be | | |
| |provided) | | |
|* |This list of documents to provide (to be completed) |5 | |
|Section Two: Documents relating to the exclusion criteria |
|* |Declaration on grounds for exclusion (to be completed) with the following supporting |6 | |
| |documents (to be provided): | | |
| |a recent extract from the ‘judicial record’ or equivalent | | |
| |a recent certificate of having fulfilled obligations relating to the payment of social | | |
| |security contributions or equivalent | | |
| |a recent certificate of having fulfilled obligations relating to the payment of taxes or | | |
| |equivalent | | |
|Section Three: Documents relating to the selection criteria |
|a) financial and economic capacity |
|* |Economic and financial capacity questionnaire |7 | |
| |(to be completed) including documents mentioned there | | |
| |(to be provided) | | |
|b) technical and professional capacity |
|* |Brief description of the tenderer’s economic activity relating to the submission involved |--- | |
| |in this call for tender (to be provided) | | |
|* |PARFs (to be provided) |8 | |
| |CV forms (to be completed) |9 | |
|* |CV summary (to be completed) |11 | |
|* |Best Practice Documents (to be provided) |12 | |
|Section Four: Documents relating to the technical award criteria |
|* |Documents regarding the award criteria as described in point 2.7 (to be provided) |--- | |
|Section Five: Documents relating to the financial award criteria |
|* |Price schedule duly completed and signed |1 | |
| |(to be completed) | | |
|* |Estimation form duly completed and signed |1 | |
| |(to be completed) | | |
6 declaration on the grounds for exclusion
|DECLARATION |
1. Pursuant to Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities (OJ L 248/1 of 16 September 2002, as amended), I, the undersigned, declare on my honour that the following grounds for disqualification do not apply to the company or organisation which I represent, or to me (if the tenderer/subcontractor is a natural person):
(a) being bankrupt or being wound up, having one's affairs administered by the court, having entered into an arrangement with creditors, having suspended business activities, being the subject of proceedings concerning those matters, or being in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
(b) having been convicted of an offence concerning professional conduct by a judgement which has the force of res judicata;
(c) being guilty of grave professional misconduct proven by any means which the contracting authority can justify;
(d) not having fulfilled my obligations relating to the payment of social security contributions or my obligations relating to the payment of taxes in accordance with the legal provisions of the country of establishment or with those of the country of the contracting authority or those of the country where the Contract is to be performed;
(e) having 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 detrimental to the Union's financial interests;
(f) being subject of the administrative penalty for being guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or for failing to supply an information, or for being declared to be in serious breach of his obligation under Contract covered by the budget.
For (d), the applicant must submit, recent certificates issued by the competent authority of the country concerned showing that his or her situation is in order.
The Commission will accept as sufficient evidence that none of the cases quoted in (a), (b) or (e) applies to the tenderer, the production of a recent extract from the "judicial record" or, failing this, of an equivalent recent document issued by a competent judicial or administrative authority in the country of origin or residence, showing that these requirements have been met.
Where the country concerned does not issue documents or certificates of the kind required above, they may be replaced by a sworn, or failing this, a solemn statement, made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in the country of origin or providence.
2. Pursuant to Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities, published in Official Journal No L 248 of 16 September 2002, as amended, I declare on my honour that:
- neither the company or organisation that I represent nor any member of its staff or of its board or any of its directors is placed in a situation of conflict of interests for the purposes of this tendering procedure;
- I will inform the Commission, without delay, if any situation of conflict of interests or that may lead to a conflict of interests arises;
- I have not been guilty of misrepresentation in supplying the information required by the awarding authority as a condition of participation in the contract procedure or failed to supply this information;
- the information given to the Commission for the purposes of this tendering procedure are accurate, honest and complete.
The Commission reserves the right to check this information.
Done at ....................................................., on ..................................................
Signature:
Name of the signatory(ies) of this form (representative(s) legally authorised to represent the tenderer vis-à-vis third parties and acting on behalf of the aforementioned company or organisation)
…………………………………………………………………………………….
Name of the company/organisation represented (if applicable):
…………………………………………………………………………………….
Legal address:
…………………………………………………………………………………….
7 Economic and financial capacity questionnaire
| |2011/2010[5] |2010/2009 |
|Total turnover | | |
|Turnover related to the requested services | | |
|****** |
|Total assets / liabilities | | |
|Fixed assets | | |
|Intangible assets | | |
|Tangible assets | | |
|Financial assets | | |
|Current assets | | |
|Debtors / debts due within one year | | |
|Debtors / debts due after one year | | |
|Cash (bank & hand) | | |
|Stocks | | |
|Other current assets | | |
|Capital | | |
|Subscribed capital | | |
|Reserves | | |
|Profits and loss brought forward | | |
|Provisions | | |
|Creditors | | |
|Short term bank debt (to be paid within one year) | | |
|Long term bank debt (to be paid after one year) | | |
|Short term non-bank debt (to be paid within one year) | | |
|Long term non-bank debt (to be paid after one year) | | |
|Other debts | | |
|****** |
|Turnover | | |
|Other operating income | | |
|Costs of staff | | |
|Costs of material | | |
|Gross operating profit | | |
|Net operating profit | | |
|Financial profit | | |
|Profit / loss on ordinary activity | | |
|Profit / loss for the financial year | | |
Company: Date:
Name: Signature:
The following documents shall be attached:
• Balance sheet for the years 2011-2010 (if this document for year 2011 is not available then for the years 2010-2009)
• Profit and loss account for the years 2011-2010 (if this document for year 2011 is not available then for the years 2010-2009)
8 Project / activity reference forms (PARFs)
The project/activity reference form must be used to give details about relevant projects and/or activities the tenderer wants to present as proof of experience with the delivery of services comparable to those defined in the Technical Specifications.
General rules:
1. The use of the annexed project/activity form is mandatory. Only projects and/or activities references submitted by using the annexed form will be evaluated.
2. A submitted PARF should be relevant to the subject of the given lot. Projects or activities that do not conform will be eliminated.
3. The same PARF may be submitted for both lots, if relevant.
4. The tenderer has to provide at least 1 PARFs per lot and a maximum of 5 PARFs per lot.
5. If the tenderer submits more than 5 PARFs per lot, only the first 5 found in the offer will be analysed in the selection procedure.
6. PARFs shall not be outdated – they shall present the projects executed by the tenderers during the period from 25/06/2009 onwards. Projects which started before 25/06/2009 and which are ongoing may be submitted, but only with regard to its part executed after 24/06/2009.
7. Execution of framework contracts can be presented as a proof of technical capacity. In this case tenderer has to use one PARF per specific contract executed under the given framework contract.
8. A PARF consists of three pages (all the pages shall be completed) plus the project plan of maximum 3 pages plus a reference letter. Adding of supplementary pages is not permitted.
9. For how the PARFs are evaluated, please see point 2.6.2.2.
Project/Activity Form (PARF)
PARF No: …..… page 1 of 3
Tenderer: ……………………………..…………………………………………….
Project/Activity name: ……………………………..………………………………
Client Information
|Client Name: ………………………………….……..……………………… |
|Client Economic Sector: ……………………………..……………………… |
|( Public (Private sector? |
|Contact persons: |
|Name Function: Tel. E-mail |
|1. ……………………………..……………………………..…………………… |
Organisation, planning, volumes
|Principal contractor for this project/activity (check the appropriate): |
|Tenderer |
|Other => please specify (consortium leader, member, subcontractor…):…………………. |
|Principal location for execution of this project/activity: |
|Tenderer's premises ( Client's premises ( other: ……………………… |
|Fixed-price contract? (Y/N): ……. Time and means contract? (Y/N): ……. |
|Based on a service level agreement? (Y/N):……. |
|Start date (mm/yyyy): ………… End date (mm/yyyy): ……… (actual/planned) |
|Total value of the project executed during the period 25/06/2009 – deadline for the submission of tenders: ……..………… EUR |
| |
|Value of the related services executed by the tenderer during the period 25/06/2009 – deadline for the submission of tenders: …………..……… |
|EUR |
|Total number of man-days / Number of man-days provided by tenderer's own technical staff per profile (during the period 2009-2012): |
| |Total number of man-days |Number of man-days provided by |
| | |tenderer |
|PRO-MAN | | |
|TEC-CONS | | |
|ANA-PROG | | |
|INF-SYS-TRAI | | |
|INF-SYS-END-USE-SUP | | |
|Staff references (name, profile, CV-form number): |
Project/Activity Form (PARF)
PARF No: …..… page 2 of 3
Tenderer: ……………………………..………………………
Project/Activity name: ……………………………..………………………………
Description of Project/Activity
|Explain the relevance of this project with regards to the various services (Sx): |
|□ LOT1-S1 ……………….. |
|□ LOT1-S2 ……………….. |
|□ LOT1-S3 ……………….. |
|□ LOT1-S4 ……………….. |
|□ LOT1-S5 ……………….. |
|□ LOT1-S6 ……………….. |
|□ LOT1-S7 ……………….. |
|□ LOT1-S8 ……………….. |
|□ LOT1-S9 ……………….. |
|□ LOT1-S10 ……………….. |
|□ LOT1-S11 ……………….. |
|□ LOT2-S1 ……………….. |
|□ LOT2-S2 ……………….. |
|□ LOT2-S3 ……………….. |
|□ LOT2-S4 ……………….. |
|□ LOT2-S5 ……………….. |
|□ LOT2-S6 ……………….. |
| |
|Project/Activity type (development, maintenance, support, study, etc.): |
| |
| |
|Internet address of the project when applicable: |
| |
| |
|Description (objectives, executed tasks, main functions developed, data volume, etc.): |
| |
| |
| |
Project/Activity Form (PARF)
PARF No: …..… page 3 of 3
Tenderer: ……………………………..………………………
Project/Activity name: ……………………………..………………………………
Technical environment
|Project methodology: |
| |
| |
| |
|Software tools (Name of product(s) used; Type of software: open source, proprietary, in-house development, etc; Purpose of the tool): |
| |
| |
| |
|Hardware/operating system(s) involved: |
| |
| |
| |
| |
| |
| |
Annexes: Project plan with all project phases and resources involved
Reference letter
9 CV forms
This document defines a standard curriculum vitae (CV) layout for a tenderer to use when putting forward a person for a particular profile.
The CV should be a summary rather than a biography of an individual and must be in a format enabling a quick and accurate comparison with other CVs submitted to fill certain roles. There should be no unaccounted chronological breaks.
Requirements concerning the CVs:
• Use of this form is mandatory. Only CVs submitted on this form will be evaluated.
• If the tenderer presents more CVs than required, superfluous CVs will not be taken into account by the selection procedure. CVs will be treated according to the sequence established by the tenderer’s offer.
• Each person may be proposed for only one profile per lot. The same person may be proposed for both lots for different profiles.
• The tenderer's attention is drawn to the fact, that the required expertise and experience for each profile is verified against the information included in the corresponding CV form.
How to fill out the CV forms:
• Each CV consists of:
- one CV front page;
- at least one CV education / training / certification page;
- two hardware / software / method expertise pages;
- at least two CV experience pages.
• More CV education/training/certification and CV experience pages may be added as needed.
• Months in the CV hardware/software/methods expertise page shall be calculated from the successful end of educational studies of the proposed person.
• Other software and methods could be added to the hardware / software / method expertise page.
• Each CV experience page contains data about the projects/activities the employee has participated in and about the methodologies / tools / operating systems / hardware / software etc., used in the context of these projects/activities. If the projects / activities reference is one that is submitted in the evaluation of the technical and professional capacity (company experience) of the General Invitation to Tender 10372 – Specifications, a reference to its PARF number must be added. More CV experience pages may be added for more projects/activities.
CV of (person name), page No. 1 – front page
|CV No.: | |
|Tenderer : | |
|First name: | |
|Surname: | |
|Address/Tel. : | |
|Date of birth : | |Nationality: | |
|Employee-employer relationship|Tick the appropriate: |Number of months working for the tenderer: |
|: |Employee |…………………months |
| |Freelance | |
| |Subcontractor | |
| |(company: …………………….…) | |
|Profile for which employee is |Tick the appropriate: |
|entered |Project Manager (PRO-MAN) – lot 1 |
|(only one): |Technical Consultant (TEC-CONS) – lot 1 |
| |Analyst Programmer (ANA-PROG) – lot 1 |
| |Information Systems Trainer (INF-SYS-TRAI) – lot 1 |
| |Information System End User Support (INF-SYS-END-USE-SUP) – lot 2 |
|Highest relevant educational | |
|qualification : | |
|Date IT career started | |
|(dd/mm/yy) : | |
|Languages: | |Spoken |Written |
|(indicate level of skills: |English: | | |
|mother tongue, very good, |French: | | |
|good, fair) | | | |
|Date available (dd/mm/yy) : | |
|Summary (use this area to briefly indicate the major facts which the Publications Office should know about this employee): |
| |
| |
| |
| |
| |
| |
| |
CV of (person name), page No. 2 – education / training / certification page
|CV No. : | |
|Tenderer : | |
|EDUCATION |
| |Diploma/Certificate: |Institution : |Subject area: |Period (from/to - mm/yy) : |
| | | | | |
| | | | | |
| | | | | |
|PROFESSIONAL TRAINING |
| |Training name : |Company/institute organising the training : |Period training followed |
| | | |(from mm/yyyy to mm/yyyy) : |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
|CERTIFICATION |
| |Certification name : |Date achieved or planned to achieve |Certification valid until (dd/mm/yy) : |
| | |(dd/mm/yy) : | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
CV of (person name), page No. … – hardware / software / method expertise page
|CV No.: | |
|Tenderer: | |
| |Area of Expertise |Months |Level |Relevant CV |Relevant PARF[7]|
| | | |(base/ |experience |(if applicable) |
| | | |standard/ |page[6] | |
| | | |expert) | | |
|Programming languages/Scripting/Querying |
|1 |C, C++ | | | | |
|2 |JAVA | | | | |
|3 |JSP, ASP, PHP | | | | |
|4 |PERL | | | | |
|5 |PL/SQL | | | | |
|6 | | | | | |
|7 |XSL-T | | | | |
|8 |JAVASCRIPT | | | | |
|9 |SHELL SCRIPT | | | | |
|10 |SQL | | | | |
|11 |ORACLE XML | | | | |
|12 | JMS | | | | |
|SUN technologies |
|13 |SUN SOLARIS USER – STANDARD | | | | |
|14 |SUN SOLARIS USER – ADVANCED | | | | |
|Web/application servers |
|15 |Apache Web Server | | | | |
|16 |Tomcat | | | | |
|17 |JBOSS | | | | |
|18 |DRUPAL | | | | |
|19 |WEBLOGIC | | | | |
|EMC² Documentum |
|20 |DOCUMENTUM | | | | |
| |Version 5.x | | | | |
| |Version 6.x | | | | |
| |DQL | | | | |
| |Other modules (to specify) | | | | |
|Other Document Management System and full text retrieval |
|21 |ALFRESCO | | | | |
|22 |ORACLE CONTENT DB | | | | |
CV of (person name), page No. … – hardware / software / method expertise page
|23 |AUTONOMY IDOL | | | | |
|24 |FEDORA-COMMONS | | | | |
|Standards/Formats |
|25 |FORMEX V4 | | | | |
|26 |HTML4 and higher | | | | |
|27 |HTTP 1.1 | | | | |
|28 |SGML | | | | |
|29 |UNICODE 3.0 and higher | | | | |
|30 |XML | | | | |
|31 |XML Schema | | | | |
|32 |XForms | | | | |
|33 |Formex (SGML) | | | | |
|34 |Formex (XML) | | | | |
|35 |Dublin Core simple | | | | |
|36 |Dublin Core qualified | | | | |
|37 |MARC 21 | | | | |
|38 |ONIX | | | | |
|39 |RDF | | | | |
|40 |OWL | | | | |
|41 |FRBR | | | | |
|42 |METS | | | | |
|43 |PDF/A | | | | |
|44 |PDF/UA | | | | |
|45 |PDF/X | | | | |
|Other technologies |
|46 |BUSINESS OBJECT | | | | |
|47 |WEB SERVICES (SOAP) | | | | |
|48 |WEB SERVICES (RESTful) | | | | |
|49 |ESB | | | | |
|50 |ORACLE BPEL | | | | |
|51 |JBPM | | | | |
|Methodologies |
|52 |UML | | | | |
|53 |RUP | | | | |
|54 |PRINCE 2 | | | | |
|55 |PMI | | | | |
|56 |ITIL | | | | |
CV of (person name), page No. … – experience page
|CV No. : | |
|Tenderer : | |
|PROJECTS/ACTIVITIES EXPERIENCE |
|PARF number (optional)[8]: | |
|Short description of project/activity| |
|(if no PARF form exists): | |
|Period of the employees participation| |Dedication (%)[9] | |
|(from/to - mm/yy) : | |(Full time = 100%) | |
|Employee’s roles & responsibilities in the project/activity : |
|Please inform (by numbering in descending order) which type of services covered by this project/activity, the employee was involved in (1 – |
|highest involvement, 2 – second highest involvement, … , 6 – no experience etc.) |
|□ LOT1-S1 – … □ LOT1-S5 – … □ LOT1-S9 – … □ LOT2-S1 – … □ LOT2-S5 – … |
|□ LOT1-S2 – … □ LOT1-S6 – … □ LOT1-S10 – … □ LOT2-S2 – … □ LOT2-S6 – … |
|□ LOT1-S3 – … □ LOT1-S7 – … □ LOT1-S11 – … □ LOT2-S3 – … |
|□ LOT1-S4 – … □ LOT1-S8 – … □ LOT2-S4 – … |
|Please provide a short description of the employee’s roles & responsibilities in the project/activity: |
| |
| |
| |
| |
| |
| |
CV of (person name), page No. … – experience page
|Methodologies/tools/operating systems/hardware/software used by the employee in the project/activity |
|Please inform which methodologies/tools/operating systems/hardware/software, specified on the CV hardware/ software/method expertise page were |
|used by the employee in the project/activity. |
|1 |
10 Human resources for the execution of the tasks
Profiles required evaluating the technical capacity of the tenderer: The following table defines the profiles as well as the number of CVs that have to be provided for each profile in order to evaluate the technical capacity of the tenderer:
Lot 1:
|Profiles required (Code) |Number of CVs to be provided |
|Project Manager (PRO-MAN) |2 |
|Technical Consultant (TEC-CONS) |2 |
|Analyst Programmer (ANA-PROG) |7 |
|Information Systems Trainer (INF-SYS-TRAI) |1 |
Lot 2:
|Profiles required (Code) |Number of CVs to be provided |
|Information System End User Support |2 |
|(INF-SYS-END-USE-SUP) | |
CVs description
Project Manager – PRO-MAN
|Nature of the tasks |Project management including proposals for project strategies, planning, definition of tasks and |
| |deliverables, review of project deliverables, quality control, risk analysis and management, status reports, |
| |problem reporting and management systems, follow up and organisation. |
| |Participate in functional and technical working groups and progress meetings. |
| |Estimate costs, timescales and resource requirements for the successful completion of each project to agreed |
| |terms of reference. |
| |Prepare and maintain project and quality plans and tracks activities against the plan, provide regular and |
| |accurate reports. |
| |Monitor costs, timescales and resources used, and take action where these deviate from agreed tolerances. |
| |Ensure that delivered systems are implemented within these criteria. |
| |Manage the change control procedure gaining agreement for revisions to the project from project sponsors. |
| |Provide effective leadership for the project team ensuring that team members are motivated and constantly |
| |developing their skills and experience. |
|Education |University degree of at least three (3) years in a relevant subject. |
|Languages |Good knowledge of English and French. |
|Knowledge and skills |Project management. |
| |Usage of project management tools. |
| |Good knowledge of the project’s main aspects, including XML, XSLT, Java (servlets and applets), Documentum |
| |products, Unicode/UTF-8 and Oracle databases. |
| |Technical knowledge on the other aspects related to the project. |
| |Usage of methods and techniques for reporting. |
| |Ability to give presentations. |
| |Ability to apply high quality standards to all tasks in hand, no matter how small and ensuring that nothing |
| |is overlooked. |
| |Ability to participate in multi-lingual meetings, good communicator. |
| |Capability of integration in an international/multi-cultural environment, rapid self-starting capability and |
| |experience in team working, understanding the needs, objectives and constraints of those in other disciplines|
| |and functions. |
| |Leadership capability. |
| |Ability to work under heavy work- and time pressure. |
| |Ability to work with RAD and AGILE development methods. |
| |Professional project management certification will be considered an asset. |
|Experience |Minimum five (5) years in IT. |
| |Minimum three (3) years experience in Project Management of computer software construction. Practical |
| |hands-on experience with most stages of the system development life-cycle. |
| |Minimum three (3) years of experience in project management tools and methodology. |
| |At least three (3) years of experience in Documentum. |
| |Proven experience with quality procedures. |
Analyst-Programmer - ANA-PROG
|Nature of the tasks |Technical analysis of new user requirements. |
| |Prototyping. |
| |Write, maintain and test programs which reflect the specifications based on user requirements. |
| |Assist with the testing of such programs together with the other programs making up the system. |
| |Produce the relevant technical documentation and documentation for the support team. |
| |Assist the support team with training the users of the system. |
| |Assist with evaluating and testing products delivered by external system suppliers to ensure that they conform |
| |to the project owner’s requirements and methodology. |
| |Participation in meetings with the users. |
|Education |Documented higher education of at least two (2) years after GCE A-level in a subject relevant to the profile. |
|Languages |Good knowledge of English and/ or French. |
|Knowledge and skills |Ability to participate in multi-lingual meetings and ease of communication are assets. |
| |Capability of integration in an international/multi-cultural environment, rapid self-starting capability and |
| |experience in team working are mandatory. |
| |Good knowledge of modern open standard technologies, like XML, XSLT, Java (servlets and applets), Documentum |
| |products, API, scripting and query languages, Unicode/UTF-8 and Oracle databases. |
|Experience |Minimum five (5) years experience in IT. |
| |Three (3) years in total of programming experience in one of the structured programming languages. |
| |At least three (3) years of experience with Documentum and Oracle databases. |
| |Experience in multi-client and multi-national environments. |
Technical consultant – TEC-CONS
|Nature of the tasks |Consultancy studies in a specific technical domain regarding information systems. |
| |Provide expertise in a specific technical domain regarding information systems. |
| |Technical evaluations. |
|Education |University degree of at least three (3) years, in a relevant subject. |
|Languages |Good knowledge of English and French. |
|Knowledge and skills |Ability to participate in multi-lingual meetings, good communicator. |
| |Excellent knowledge concerning the technology used in the context of this call for tenders. |
| |Good knowledge of modern open standard technologies, like XML, XSLT, Java (servlets and applets), Documentum |
| |products, Unicode/UTF-8 and Oracle databases. |
|Experience |Minimum five (5) years in IT. |
| |Minimum three (3) years experience in technical consulting relevant to the requested tasks. |
| |At least three (3) years of experience in Documentum. |
Information Systems Trainer - INF-SYS-TRAI
|Nature of the tasks |Prepare and give training courses about the developed system in different languages. |
|Education |Documented higher education of at least two (2) years after GCE A-level in a subject relevant to the profile. |
|Languages |Good knowledge of English and/ or French. |
|Knowledge and skills |Ability to participate in multi-lingual meetings, good communicator. |
| |Very good written and verbal communication skills |
| |Be patient with non-technical people and offer a high level of customer service. |
| |Ability to have superior problem-solving skills |
| |Ability to manage his time well. |
|Experience |Minimum five (5) years experience in IT. |
| |At least three (3) years of training experience with Documentum and Oracle. |
| |Experience in multi-client and multi-national environments. |
Information System End User Support - INF-SYS-END-USE-SUP
|Nature of the tasks |End user assistance concerning the applications concerned |
| |Assistance with organising and running of the applications' installation from the end user perspective |
| |Administration of reporting related to the production systems |
|Education |Documented GCE A-level |
|Languages |Good knowledge of English and French. |
|Knowledge and skills |Ability to participate in multi-lingual meetings, good communicator. |
| |Very good written and verbal communication skills |
| |Be patient with non-technical people and offer a high level of customer service. |
| |Ability to have superior problem-solving skills |
| |Excellent knowledge concerning the technology used in the context of this call for tenders. |
| |Good knowledge of modern open standard technologies, like XML, XSLT, Java (servlets and applets), Documentum |
| |and Business Object products, Unicode/UTF-8 and Oracle databases. |
|Experience |Minimum five (5) years experience in IT. |
| |At least three (3) years of experience with Documentum and Oracle databases products administration. |
| |Experience in multi-client and multi-national environments. |
11 CV summary
|Profile type |Name |CV No. |PARF reference(s) (if any) |Accepted |Comments (reserved for OP)|
| | | | |(reserved for OP) | |
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12 Best Practice Documents
As a proof of their professional and technical capacity the tenderers shall provide extracts of real documentation, which have been produced in order to accomplish similar tasks as the ones asked by the Publications Office. This means that the tenderer shall select extracts of real existing documentation. For each type of documentation a table of contents and a sample of the contents of about 5 to 10 pages shall be presented.
The designation used for the different types of documentation may differ from the tenderer’s code of practice. In this case, the functional equivalent should be submitted.
The Publications Office reserves the right to consult the complete document, if necessary. The documents handed in and any other information obtained during this call for tender are considered confidential by the Publications Office.
One extract per type of Best Practice document shall be provided, according to the table below.
List of types of best practice documents
1 Strategy and requirements
• DOC-SYS-REQ: System requirements document. Document which specifies the functional requirements or specifications of a system. It will typically includes the use cases.
2 Design
• DOC-DET-DES: Detailed design document. This document is intended for a non-technical audience in order to provide a detailed view of the design of the system. This type of document shall contain all the specific details concerning the design of the system based on the use cases or functional requirements.
• DOC-SOF-SPE: Software specification document. Document defining the different modules of a system: functionality, algorithm, interfaces, etc. This document is intended for a technical audience in order to provide all the technical specifications, details and constraints concerning a software development project or IT system.
• DOC-TES-PLA: Test plan for an information system or an important software component. This type of document shall typically show all the specific test cases to be executed after a software development in order to ensure that all the functionalities work as defined in the system requirements or use cases.
3 End user documentation
• DOC-USE-MAN: User manual. Document instructing the user on how to use a specific system.
4 Technical documentation
• DOC-INS-MAN: Installation manual. Documentation describing the installation procedure of an information system. This document is intended for a technical audience in order to instruct the client exploitation teams how to install an information system which has been specifically developed for the client company. No commercial off-the-shelf software installation instructions shall be accepted.
• DOC-EXP-OPE: Operation manual. Documentation including all information to ensure the daily operation of an information system (user management, security, access, start, stop, back-up...). This document is intended for a technical audience in order to instruct the client exploitation teams how to manage an information system which has been developed for the client company. No commercial off-the-shelf software operation instructions shall be accepted.
5 Project control
• DOC-PRO-REP: Project progress report document. Document used to report on an IT project, including, but not limited to, global overview, achievements for the last periods/phases, analysis of the reporting period/phase, forecast for the next periods/phases, analysis of open/closed issues, analysis of risks, actions list.
• DOC-QUA-PLA: Quality assurance plan. Document specifying notably the quality factors, means, procedures and resources guaranteeing the quality of the services provided including the inputs, outputs, metrics and processes.
|Code |Type of documentation |1 |2 |
|DOC-SYS-REQ |System requirements |x | |
|DOC-DET-DES |Detailed design |x | |
|DOC-SOF-SPE |Software specification |x | |
|DOC-TES-PLA |Test plan |x | |
|DOC-USE-MAN |User manual |x |x |
|DOC-INS-MAN |Installation manual |x | |
|DOC-EXP-OPE |Operation manual |x |x |
|DOC-PRO-REP |Project progress report |x |x |
|DOC-QUA-PLA |Quality assurance plan |x | |
-----------------------
[1] In case of a consortium one "Short description …" of 5 pages per consortium shall be provided. In case of sub-contracting the 5 pages limit applies to the tenderer and all its subcontractors.
[2] A relevant man-day is a man-day which is executed by a profile relevant for the given lot (see point 4.2)
[3] 1st and 2nd January, Maundy Thursday, Good Friday, Whit Monday, 1st and 9th May, Ascension Day, Friday after the Ascension Day, 23th June, Assumption Day, 1st and 2nd November, 23rd (not every year) and 24th December, 27th – 31st of December.
[4] This phase shall start automatically ten (10) working days after the beginning of the installation phase, unless the Publications Office informs the contractor about problems with the installation.
[5] Please indicate the year.
[6] The number referring to the CV experience page number for this CV
[7] The number referring to the PARF (if any) submitted in the Evaluation of the technical and professional capacity – company experience of the General Invitation to Tender 10372 - Specifications
[8] The number referring to the PARF (if any) submitted in the Evaluation of the technical and professional capacity – company experience of the General Invitation to Tender 10372 - Specifications
[9] Percentage related to the participation of the employee in the project
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