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Section I: Contracting authority
Section II: Object
Copernicus CJS2_030 Copernicus Communication Services
ECMWF as the entrusted entity for the delivery of Copernicus Atmosphere Monitoring Service (CAMS) and Copernicus Climate Change Service (C3S) is launching an Invitation to Tender (ITT) for the provision of communication services for ECMWF Copernicus Department communication and outreach activities for both C3S and CAMS. The successful tenderer(s) shall develop and deliver communications activities for a wide range of target audiences across Europe and beyond, including policymakers, commercial and public body or NGO intermediaries, the scientific community, media and general public.
The framework agreement(s) is expected to run until 30 June 2024 with the possibility of a 12-month extension. The ITT will have four lots:
Lot 1: Corporate communication, design and content production services;
Lot 2: Public and media relations services;
Lot 3: Events and experiential marketing services;
Lot 4: Media buying, media partnership and campaign services;
Tenderers may bid for 1 or more lots.
Lot 1: Corporate Communication, Content Production and Design Services
Under ECMWF Copernicus Communication Team’s briefing and guidance, the successful tenderer shall co-develop, co-ordinate and implement ECMWF Copernicus Services’ corporate external communication strategy, producing engaging scientific (design, writing and multimedia) content across different channels and formats, while ensuring consistency in design and correct application of corporate branding guidelines across all communication materials.
The successful tenderer will lead coordination across all lots to enable flow of information and joined-up communication activities, whilst ensuring all lots have the support and content needed in time for their respective lot activity whether events, press activities, campaigns or sponsorship.
The agreement(s) is expected to run until 30 June 2024 with the possibility of a 12-month extension.
Copernicus — The European Earth Observation Programme (http://www.copernicus.eu/)
Tenderers should note that the values specified in this document are indicative maximum budgets for the whole framework contract including the possible extension (36 + 12 months) and price is one of the evaluation criteria.
Please also note the important additional information in Section VI.3) regarding funding and eligibility.
Lot 2: Public and Media Relations Services
The successful tenderer will deliver media relations services and advice aimed at international, regional and national media in target countries, particularly in EU and/or ECMWF member states respectively. The tenderer will define the strategy and associated plans for media relations and press campaigns, identifying and prioritising quality media outlets. Furthermore, the successful tenderer will develop initiatives to strengthen ECMWF Copernicus Services’ position as a thought-leader, in addition to the other media activities they undertake to raise ECMWF’s Copernicus Services’ profile as trusted, reliable and credible sources of environmental data for evidence-based decision making.
Lot 3: Events and Experiential Marketing Services
The successful tenderer will manage and organise internal and external events on behalf of ECMWF Copernicus and will have responsibility for event concept creation, marketing, all logistics, merchandise, storage and shipping. To maintain and support ECMWF’s Copernicus Services’ presence at external events, conferences and expositions, the successful tenderer will design and implement the event strategy, incorporating brand-building ideas, including experiential marketing techniques and tactics for lead generation, scouting new event opportunities and provide advice, design support and the creation and management of the event calendar according to ECMWF Copernicus’ needs and goals.
Copernicus — The European Earth Observation Programme (http://www.copernicus.eu/).
Lot 4: Media Buying, Media Partnership and Campaign Services
The successful tenderer will scout and provide opportunities for media partnerships, sponsorship opportunities, insight-led marketing and advertising campaigns (on-line, OOH, social media campaigns) in order to increase ECMWF Copernicus’ brand visibility and audience awareness. Tenders will cover media partnership and/or sponsorship opportunities that might be entered in to immediately as well as an approach to finding, agreeing and managing future media buying and campaign activities.
Section III: Legal, economic, financial and technical information
Section IV: Procedure
Section VI: Complementary information
Procedure to be applied:
The procurement for the contract will be conducted in accordance with ECMWF's procedures as set out in ECMWF's Invitation to Tender documents, which will be available on ECMWF's eProcurement Portal (http://procurement.ecmwf.int/) and no other procedures will apply. In submitting this notice ECMWF does not waive the privileges and immunities granted to it by virtue of its status as an intergovernmental organisation or submit itself to any jurisdiction. Tenders must be submitted using ECMWF's eProcurement Portal. Hard copy (paper) submissions will not be accepted.
ECMWF will only enter into a contract with a single legal person/entity. Due to the need to include performance and compliance obligations in the contract, ECMWF will contract only with a single legal person or entity which is competent to undertake and commit to these obligations. ECMWF recognises that some bids will involve a number of organisations which may wish to work together to deliver the contract requirements. In such cases, these organisations must identify a lead contractor who will sign the contract with ECMWF and who will be responsible for putting in place legal arrangements to ensure that it can guarantee that all other organisations will also meet the contract obligations. ECMWF will not enter into multiple contracts with individual members of consortia or groups of service providers.
Availability of funds:
The basis for ECMWF’s ability to implement the Copernicus Atmosphere Monitoring and Climate Change Monitoring Services on behalf of the European Commission is the conclusion of a ‘Contribution Agreement’ between the European Union and ECMWF. The negotiations are currently ongoing. They can only be concluded once the EU Space Regulation has been enacted by the European Union. Suppliers should note that the award of a contract as a result of this procurement procedure will therefore be conditional on the availability of funds following the signature and subsequent formal approval of the ‘Contribution Agreement’ by the ECMWF Council. This approval is currently expected for Q1 or Q2 2021.
Presently, ECMWF will consider all tenders submitted by persons or entities based or registered in a Member State of the EU or in a Member State of ECMWF. However, it is presently uncertain which of ECMWF’s Member States, that are not also EU Member States, will eventually be eligible under the EU Space Regulation. This may affect the ability of persons based or registered in such States to participate further in tenders, be it as prime or sub-contractor. ECMWF is therefore required to reserve the right to exclude ineligible persons or entities from tenders at any point in time. All tenderers must meet all eligibility criteria throughout the whole duration of the procurement exercise as well as their prospective contracts.
Eligibility of UK entities:
The United Kingdom and the European Union agreed — in principle — that the United Kingdom may continue participating in, among others, the Copernicus component of the EU Space Programme as a third country for the period of 2021-2027. However, detailed conditions for such a participation will require further negotiations between the United Kingdom and the European Union. These negotiations are currently expected to commence after the participation of the United Kingdom in Copernicus has been established in accordance with EU Space Regulation. According to the Government of the United Kingdom, this is currently expected to happen in Q1 of 2021. Please note, however, that the United Kingdom has reserved the right to reconsider participation following the finalisation of the EU Space Regulation. Further information may be found in the following link of the UK Government, for the accuracy of which ECMWF will not assume any liability: https://www.gov.uk/guidance/uk-involvement-in-the-eu-space-programme
See instructions on ECMWF's Supplier web page: https://www.ecmwf.int/en/about/suppliers