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19/02/2019    S35

Luxembourg-Luxembourg: Call for Expression of Interests for Building a List of Experts

2019/S 035-077906

 1.Object of the call for expression of interest

The object of this call is the set up a list of external experts in the domain of public procurement.
The experts will provide assistance in view of the creation of semantic data models related to the various aspects (business areas) of the pre-award phase of public procurement, namely:
1) notification;
2) search;
3) access to documents;
4) qualification;
5) submission;
6) evaluation;
7) awarding.
The following profiles are foreseen:
— business editor: his/her tasks will be gathering of needs and business requirements; analysis and review of stakeholders contributions; drafting specifications, preparing documentation.
— technical editor: writing schemas, creating libraries, mapping, reviewing and testing code, validating artefacts.
The tasks include participation in online and face-to-face meetings with the representatives of stakeholders and cooperation between themselves.
 2.Place of delivery:

The expert assistance shall be provided extramuros (i.e. outside the premises of the Publications Office). The related communication will mostly be done by e-mail, telephone or videoconference. However, participation in meetings at the premises of the Publications Office (i.e. intramuros) may also be requested. The working language will be English.
 3.Contracting authority

Publications Office of the European Union, 2, rue Mercier, 2985 Luxembourg, LUXEMBOURG.
 4.Registration procedure:

Applications must be submitted electronically to with the following wording in the subject field: “Call for expressions of interest “2019/01/OP/Experts in public procurement” – application from [applicant's name]”.
Within four (4) weeks the Publications Office will inform the applicant, if his/her application has been accepted.
Inclusion on the list of experts entails no obligation on the part of the publications office concerning the conclusion of contracts.
 5.Information and documents to be provided:

The following information/ documents shall be provided:
1) Cover letter containing full contact details and information for which profile(s) (one or more) the application is submitted (see point 11);
2) CV and supporting documents/evidences showing that the applicant fulfils requirement related to the profile(s) (s)he is applying for (see point 11);
3) Declaration on honor (see point 10).
 6.General description of the procedure:

Applications shall be submitted in accordance with the rules set out in this notice.
The Publications Office will draw up a list of experts who meet the criteria set out at points 10 and 11.
When the need arises, the Publication Office will assign tasks to one or more expert(s) on the basis of the match between the expert’s profile and the services to be provided/ tasks to be executed, in accordance with the principles of non-discrimination, equal treatment and absence of conflict of interests.
 7.Protection of personal data:

Processing of application requires recording and processing of personal data (such as name, address and CV), pursuant to Regulation (EU) No. 2018/1725 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. Unless indicated otherwise, application and any requested personal data are required to evaluate application in accordance with this notice, will be processed solely for that purpose by the Publications Office
The applicant's personal data may be registered in the Early Detection and Exclusion System (EDES) if the applicant is in one of the situations mentioned in Article 136 of the Financial Regulation(1). For more information, see the privacy statement:
(1) Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18.7.2018 on the financial rules applicable to the general budget of the Union, amending Regulations (EU) No. 1296/2013, (EU) No. 1301/2013, (EU) No. 1303/2013, (EU) No. 1304/2013, (EU) No. 1309/2013, (EU) No. 1316/2013, (EU) No. 223/2014, (EU) No. 283/2014, and Decision No. 541/2014/EU and repealing Regulation (EU, Euratom) No. 966/2012 (OJ L 193 of 30.7.2018, p.1).
 8.Use of the list resulting from this notice

The list of external experts resulting from this notice will be used exclusively for provision of expert assistance related to the various aspects (business areas) of public procurement (point 11), with a maximum threshold of 144 000 EUR of total payments (including both remunerations and reimbursements) per expert.
 9.Expiry date of the list resulting from this call for expressions of interest

The list resulting from this notice is valid for a maximum duration of 4 years from the date of the publication of this notice. Interested parties may submit an application at any time prior to the last 3 months of validity of the list.
 10.Exclusion criteria:

Experts shall be excluded from participation if:
(a) they 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;
(b) they or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgment of a competent authority of a Member State which has the force of “res judicata”;
(c) they have been guilty of grave professional misconduct proven by any means which the Contracting Authority can justify including by decisions of the European Investment Bank and international organisations;
(d) they are not in compliance with 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;
(e) they or persons having powers of representation, decision-making or control over them have been the subject of a judgment which has the force of “res judicata” for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such an illegal activity is detrimental to the Union's financial interests;
(f) they are subject to an administrative penalty for being guilty of misrepresentation in supplying the information required by the Contracting Authority as a condition of participation in a procurement procedure or failing to supply information, or being declared to be in serious breach of their obligation under a contract covered by the budget;
(g) they have a conflict of interest in connection with the contract; a conflict of interest could arise in particular as a result of economic interests, political or national affinities, family or emotional ties or any other relevant connection or shared interest.
Before signing a contract experts shall provide a declaration on their honour stating that they are not in one of the situations of exclusion listed above. In case of doubt, they may be requested to provide supporting evidence of non-exclusion.
 11.Selection criteria

Requirements for Business editor:
— in depth knowledge of Public Procurement,
— in depth knowledge of electronic public procurement,
— in depth knowledge of public procurement data models e.g. for ESPD, VCD and eCertis,
— experience in IT business architecture with knowledge of tools like Archimate or Enterprise architect,
— very good knowledge of English (Level C1 - CEFR).
— in depth knowledge of electronic public procurement standards e.g. from CEN/BII and CEN/TC440,
— experience in writing European electronic public procurement domain specific business documents, e.g. Business Interoperable Specifications (BIS),
— experience in IT business analysis, ability to validate stakeholder requirements.
Requirements for technical editor:
— in depth knowledge of UBL,
— experience in writing mappings for semantic standards to syntaxes, like UBL,
— experience in writing validation artefacts like schematrons,
— very good knowledge of English (Level C1 — CEFR).
— in depth knowledge of electronic public procurement,
— in depth knowledge of procurement data models, e.g. for ESPD EDM,
— in depth knowledge of electronic public procurement standards e.g. from CEN/BII and CEN/TC440.
All experts must have:
— a university degree of at least tree (3) years,
— duly documented mandatory knowledge and experience of minimum 2 years in the described areas.
 12.Conditions of remuneration and reimbursement of experts:

The experts will be paid 450 EUR per day (225 EUR for half a day). The main condition of payment for an expert fee is that the provided assistance must be specific to the project/activity concerned and reflected in related documentation, for example, minutes, e-mail or note.
If the activity takes place at the premises of the Publications Office in Luxembourg the expert is entitled to reimbursement of travel and accommodation expenses, as well as to the daily subsistence allowance.
Travel expenses shall be reimbursed on the basis of the cost of travel from the expert's place of origin to Luxembourg.
Accommodation expenses shall be reimbursed on the basis of the hotel invoice, up to 148 EUR per night.
Daily subsistence allowances, maximum 98 EUR – shall be calculated according to the length of the trip (including the work time):
— six (6) hours or less: 20 % of the daily allowance,
— more than six (6) but not more than twelve (12) hours: half the daily allowance,
— more than twelve (12) hours, but not more than twenty-four (24) hours: daily allowance,
— each successive twelve (12) hour period: half the daily allowance.
 13.“Ex post” transparency:

A record of the contracts awarded during the previous year to the experts included in the list shall be published on the website of the Publications Office no later than 30 June. It will include the name of the expert, the subject and the amount of the contract. The information shall be removed no later than 30 June of the following year.