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Belgium-Brussels: UCA 16/037 — Provision of audiovisual services to the Council of the European Union/European Council
Section I: Contracting authority
Section II: Object
UCA 16/037 — Provision of audiovisual services to the Council of the European Union/European Council.
The basic project which is the subject of the contract is described as follows:
The contract is aimed at providing a broad spectrum of audiovisual services for the General Secretariat of the Council (GSC) and the European Council. The tasks include operating the daily audiovisual services and coverage of European Council meetings and activities of the President of the European Council and other high-level events.
The contractor must provide the appropriate staff and equipment to assist in the smooth execution of the audiovisual workflow at the GSC. The contractor must comply with the sometimes very demanding response times defined in the procurement documents and mobilise the necessary resources accordingly. For a more detailed description, please refer to the procurement documents and notably the ‘General overview’ of Annex II — ‘Technical specifications’ on https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1690
This procurement covers the provision of staff and technical equipment to deliver a broad spectrum of audiovisual services.
The services provided by the contractor will be carried out mainly either in the context of ‘daily’ audiovisual services or summits-related.
Here below follow indicative estimates of the volume of services expected for some of the key profiles based on the GSC's 2015 operations. For more information and more detailed volume estimates for all profiles and equipment please refer to the procurement documents on https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1690
These are estimates only and there may be significant variations over time. The estimates shall in no way be construed as an obligation on the part of the contracting authority to acquire services accordingly.
Daily audiovisual services (indicative number of man-days/year for a selection of profiles (not exhaustive)):
newsroom desk editor: 220;
cameraman: 1 000;
audio operator: 800;
video editor (working in Council editing facilities): 500;
graphics video editor: 250;
media manager (working in Council premises): 220;
back office producer (working in Council premises): 560;
planning manager (working in Council premises): 440;
video director (multi-camera): 40;
digital workflow manager: 220;
MCR operator: 350.
Several events can take place on the same day. Events take place mainly in Brussels, but also in Luxembourg (Council meetings in April, June and October). The contractor will need to be able to provide crews in Brussels within 2 hours of any request. Around 40 missions of the President of the European Council may have to be covered outside Brussels (participation in EU–third country summits, G8, G20, etc.).
European Councils (= summits of EU leaders):
The basic project foresees 6 summits per year (already included in the estimated volumes of the key profiles). A typical summit requires the following profiles (man-days) and equipment:
senior producer: 2;
production assistant: 2;
senior video director (multi-camera): 2;
director of photography: 2;
lighting expert: 2;
steadicam operator: 2;
assistant steadicam operator: 2;
crane operator (Jimmy jib): 2;
remote camera operator: 4;
audio operator: 8;
OB van chief: 2;
technical assistant (OB van): 18;
OB van sound chief: 2;
LSM operator: 4;
installation/removal: 1 day before summit — 1 day after;
OB van: 2 days;
lighting, 5 zones: 2 days;
2 LSM, Jimmy jib, 2 HF cameras, walkie-talkie, 2 hot heads: 2 days;
TV studio team consisting of multi-camera video director, make-up artist, audio operator, remote camera operator: 2 days.
Contract renewable 3 times for a 1-year period for a maximum duration of the framework contract of 5 years.
The number of candidates is not limited.
The General Secretariat of the Council does not publish the estimated monetary value of its contracts (see point II.1.5). The estimated volume of services/supplies is set out in the tender specifications.
Section III: Legal, economic, financial and technical information
Candidates must enclose with their request to participate dossier the documents specified hereafter. Information and formalities necessary for evaluating if the requirements are met:
1. copy of the audited balance sheets and operating accounts, or other supporting documents, for the last 2 financial years;
2. copy of audited financial statement as to the overall turnover and the specific turnover for the type of services requested under this procurement procedure realised over the last 2 financial years.
NB: insufficient information or the absence of certain documents may lead to the request to participate being rejected.
Minimum levels of standards required:
— a minimum annual turnover of 8 000 000 EUR for each of the last 2 financial years,
— a minimum annual specific turnover (for the type of services requested under this procurement procedure) of at least 4 000 000 EUR for each of the last 2 financial years.
1. documents certifying professional standing and technical capability and relevant professional experience of at least 3 years in delivering the type of services required;
2. a list of the most important contracts of a similar nature to those requested for this procurement procedure performed over the last 3 years. For each reference, please provide information on the client (public or private), the period of execution and the value of the contract. Candidates must provide, for the most important contracts mentioned as references, detailed information on the nature and volume of services provided;
3. a statement on the candidate's average annual manpower and the number of managerial staff over the past 3 years.
Minimum level(s) of standards required:
The form (technical and professional ability) to be completed by the applicants requesting to participate in this call for tenders to demonstrate compliance with the minimum standards required for this selection criteria is available on https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1690
— At least 3 references for contracts covering a range of audiovisual services of a similar nature to those requested for this contract must be provided. The reference contracts must be either ongoing contracts or contracts completed within the last 3 years. The references must have a minimum contract value of:
• 2 000 000 EUR for 1 contract,
• 200 000 EUR each for 2 contracts.
At least 1 of the references must demonstrate the tenderer's capacity to manage complex host broadcaster operations (e.g. international sporting events) including the operations of an OB van with minimum 6 cameras and live feed.
At least 1 of the references must demonstrate the tenderer's capacity to manage a multi-camera TV studio.
At least 1 of the references must demonstrate the tenderer's capacity to mobilise local crews worldwide for news coverage operations (e.g. via access to an existing network of worldwide video crews/producers).
For each reference, detailed information must be given on the nature and volume of services provided, including information concerning the client (private or public), the period of execution and the value of the contract.
— Applicants must demonstrate they can provide an audiovisual crew of 5 technicians in Brussels within 2 hours of receiving the request.
The contract shall be performed in English and/or French.
Section IV: Procedure
Section VI: Complementary information
For a period of 3 years after the conclusion of the initial contract, the Secretariat may use a negotiated procedure with the economic operator awarded this contract, without prior publication of a contract notice for new services consisting in the repetition of similar services provided that these services are in accordance with the basic project described in II.1.4.