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Services - 213801-2014

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26/06/2014    S120

Sweden-Stockholm: Research and development services and related consultancy services

2014/S 120-213801

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Official name: Riksarkivet
National registration number: 202100-1074
Postal address: Fyrverkarbacken 13
Town: Stockholm
Postal code: SE-125 41
Country: Sweden
Contact person: Administrative Division
For the attention of:
Telephone: +46 104767104
Fax: +46 104767120

Internet address(es):

General address of the contracting authority:

Further information can be obtained from:
The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:
Official name: Visma Commerce AB
Internet address:

Tenders or requests to participate must be sent to:
The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Recreation, culture and religion
Other: Main Archival Agency of Sweden
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
(PCP). PREservation FORMAts for culture information/e-archives PREFORMA.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 8: Research and development services
Main site or location of works, place of delivery or of performance: Sweden
European PCP-project coordinated by Riksarkivet in Stockholm, Sweden.


II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators

Duration of the framework agreement

Duration in years: 3

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 2 805 000 EUR
II.1.5)Short description of the contract or purchase(s)
PREFORMA - PREservation FORMAts for culture information/e-archives - is a Pre-Commercial Procurement (PCP) project co-funded by the European Commission, under its FP7-ICT Programme.
Memory institutions are facing increasing transfers of electronic documents and other media content for long-term preservation. Preservation models are often inspired by ISO 14721:2012, known as the OAIS model, where transfers and preservation are built on information packages containing both data and metadata.
Data is normally stored in specific file formats for documents, images, sound, video etc. that are produced by software from different vendors. Even if the transferred files are in standard formats, the implementation of standards cannot be guaranteed. The software implementing standards for the production of the electronic files is not controlled either by the institutions that produces them or by the memory institutions. Conformance tests of transfers are done, but are not totally reliable. This poses problems in long-term preservation. Data objects meant for preservation, passing through an uncontrolled generative process, can jeopardise the entire preservation exercise.
The overall intention of PREFORMA is to research critical factors in the quality of standard implementation in order to establish a long-term sustainable ecosystem around developed tools with a variety of stakeholder groups. The tools should be innovative and provide a reference implementation of the most common file format standards for the assessment of the collections to be archived and for the correction of the collections.
PREFORMA targets a wide digital preservation community, by providing specifications and feedback to developers, standard bodies and memory institutions.
The PCP, following the rules for tenders in public sector, will match the memory institutions professional knowledge and the suppliers skills in development and promotion of products to create a win-win situation. Joint procurement will enable PREFORMA to build a sustainable network of common interest, where the public procurers can remain in contact and cooperate beyond the EC funding period.
Results will be broadly disseminated during the lifetime of the project and summed up at the final conference.
Please note that this is a PCP, adhering to the EU Treaty Principles but not subject to the EU Public Procurement Directives.
II.1.6)Common procurement vocabulary (CPV)

73000000 Research and development services and related consultancy services, 48000000 Software package and information systems

II.1.7)Information about Government Procurement Agreement (GPA)
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
RA 2013/02489
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2014/S 59-099290 of 25.3.2014

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 11.8.2014
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
until: 31.12.2014
IV.3.8)Conditions for opening of tenders
Date: 13.8.2014



Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Per Elfner

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): The consortium that has prepared the work leading to the launch of this PCP has received funding from the European Unions Seventh Framework Programme (FP7/2007-2013)under PREFORMA project agreement no 619568. This PCP procurement is executed however under the responsibility and liability of the contracting authority in the PREFORMA project.
VI.3)Additional information

Please note this is a PCP, adhering to the EU Treaty Principles but not subject to the Public Contract Regulations 2006, the EU public procurement Directives or the WTO/GPA. This publication is therefore made on a voluntarily basis; therefore, the contracting authority will not apply the open procedure. The open procedure is only indicated on this publication as it is not possible to publish this call for competition without selecting one of the listed procedures, and the pre-commercial procedure as such is not listed. The contracting authority will follow the procedure described in the invitation to tender document and further documents which may be obtained under

PCP concerns an R&D services contract in which R&D can cover activities such as solution exploration and design, prototyping, up to the original development of a limited volume of first products or services in the form of a test series. Original development of a first product or service may include limited production or supply in order to incorporate the results of field testing and to demonstrate that the product or service is suitable for production or supply in quantity to acceptable quality standards. R&D does not include commercial development activities such as quantity production, supply to establish commercial viability or to recover R&D costs, integration, customisation, incremental adaptations and improvements to existing products or processes. The Contracting Authority shall not be obliged to pay remuneration to the Contractor if, at the time of completion of the respective PCP phase, the value of the labour for executing the R&D services represent less than 51% of the performance of the contract and shall be entitled to ask for a full and unconditional refund of any payments made.

Visma Commerce notice:

The contracting authority pay for the order of printed contract documents.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: