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Services - 258102-2016

27/07/2016    S143

Belgium-Brussels: UCA 16/037 — Provision of audiovisual services to the Council of the European Union/European Council

2016/S 143-258102

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Council of the European Union, General Secretariat
Postal address: rue de la Loi 175
Town: Brussels
NUTS code: BE10 Région de Bruxelles-Capitale / Brussels Hoofdstedelijk Gewest
Postal code: 1048
Country: Belgium
E-mail: tendering@consilium.europa.eu
Telephone: +32 2-281-8062
Fax: +32 2-280-0262
Internet address(es):
Main address: https://tendering.consilium.europa.eu
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1690
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1690
I.4)Type of the contracting authority
European institution/agency or international organisation
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

UCA 16/037 — Provision of audiovisual services to the Council of the European Union/European Council.

Reference number: UCA 16/037.
II.1.2)Main CPV code
92100000 Motion picture and video services
II.1.3)Type of contract
Services
II.1.4)Short description:

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

II.1.5)Estimated total value
Value excluding VAT: 0.01 EUR
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)
64228000 Television and radio broadcast transmission services
72000000 IT services: consulting, software development, Internet and support
64200000 Telecommunications services
51310000 Installation services of radio, television, sound and video equipment
50300000 Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
II.2.3)Place of performance
NUTS code: BE10 Région de Bruxelles-Capitale / Brussels Hoofdstedelijk Gewest
II.2.4)Description of the procurement:

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)):

journalist-producer: 500;

journalist-director: 200;

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;

cameraman: 12;

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;

shader: 2;

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.

II.2.5)Award criteria
Criteria below
Price
II.2.6)Estimated value
Value excluding VAT: 0.01 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Contract renewable 3 times for a 1-year period for a maximum duration of the framework contract of 5 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 10
Objective criteria for choosing the limited number of candidates:

The number of candidates is not limited.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

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

III.1)Conditions for participation
III.1.2)Economic and financial standing
List and brief description of selection criteria:

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.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

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. 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.

NB: insufficient information or the absence of certain documents may lead to the request to participate being rejected.

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.

III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

The contract shall be performed in English and/or French.

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years: The maximum duration of the framework contract is 5 years, a duration justified in order to (1) favour competition by improving the return on the initial investment of hiring new staff and building up capacity in Brussels of potential contractors; and (2) to take account of the time it takes to integrate and train the contractor's staff on the GSC's workflows and technical infrastructure.
IV.1.5)Information about negotiation
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 09/09/2016
Local time: 16:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.3)Additional 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.

VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address: http://www.curia.europa.eu
VI.4.4)Service from which information about the review procedure may be obtained
Official name: Council of the European Union, General Secretariat
Postal address: Wetstraat/rue de la Loi 175
Town: Brussels
Postal code: 1048
Country: Belgium
E-mail: tendering@consilium.europa.eu
Telephone: +32 2-2818062
Fax: +32 2-2800262
Internet address: http://www.consilium.europa.eu/contacts/procurement
VI.5)Date of dispatch of this notice:
15/07/2016