EIGE/EIGE/2011 20112011/OPER/ /OPER//OPER/19 …eige.europa.eu/sites/default/files/documents/EIGE-2011-OPER-19... · EIGE/ 2011 /OPER/ 19 Electronic data management system: extension

EIGE/2011/OPER/19

Electronic data management system: extension of Integrated Library System and creation of a hub for existing digital

resources

EIGE/EIGE/EIGE/EIGE/2011201120112011/OPER//OPER//OPER//OPER/19191919

TENDER SPECIFICATIONSTENDER SPECIFICATIONSTENDER SPECIFICATIONSTENDER SPECIFICATIONS

Electronic data management system: extension of Electronic data management system: extension of Electronic data management system: extension of Electronic data management system: extension of Integrated Library System and creation of a hub for Integrated Library System and creation of a hub for Integrated Library System and creation of a hub for Integrated Library System and creation of a hub for

existing digital resourcesexisting digital resourcesexisting digital resourcesexisting digital resources

OPEN PROCEDUREOPEN PROCEDUREOPEN PROCEDUREOPEN PROCEDURE

The purpose of these Tender Specifications is to give instructions and guidance to candidates about the nature of the Offer they will need to submit and to serve as the Contractor's mandate during project implementation. The Specifications ensure that the project will be properly conceived by the Contractor, that the work is carried out on schedule and that resources will not be wasted. The Tender Specifications will become part of the contract that may be awarded as a result of this tender.

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CONTENTS:CONTENTS:CONTENTS:CONTENTS:

1111 TTTTECHNICAL SPECIFICATIECHNICAL SPECIFICATIECHNICAL SPECIFICATIECHNICAL SPECIFICATIONSONSONSONS ........................................................................................................................................................................................................................................................................................................................................................................................................................................................ 3333

1.1 GENERAL BACKGROUND ............................................................................................................................. 3 1.2 SCOPE........................................................................................................................................................... 3 1.3 ACTIVITIES .................................................................................................................................................... 4

1.3.1 Extension of ILS ................................................................................................................................ 4

1.3.2 RFID support .................................................................................................................................... 5

1.3.3 Extension of discovery and delivery solution .................................................................................... 5

1.4 DELIVERABLES.............................................................................................................................................. 6 1.4.1 Deliverable 1: Inception report ......................................................................................................... 7

1.4.2 Deliverable 2: Interim report............................................................................................................. 7

1.4.3 Deliverable 3: Final Report ............................................................................................................... 8

1.5 PROVISIONAL TIMELINE AND PAYMENTS ................................................................................................... 8 1.6 RESPONSIBILITY ........................................................................................................................................... 9 1.7 COMMUNICATION AND MEETINGS ............................................................................................................. 9 1.8 MONITORING OF PROJECT IMPLEMENTATION ........................................................................................... 9

2222 THE TENDERTHE TENDERTHE TENDERTHE TENDER................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................10101010

2.1 SUBMISSION OF THE TENDER .................................................................................................................... 10 2.2 OPENING OF TENDERS ............................................................................................................................... 10 2.3 CONTACTS WITH EIGE................................................................................................................................ 11 2.4 CONTENT OF THE TENDER ......................................................................................................................... 11

2.4.1 Section one: administrative information........................................................................................ 11

2.4.2 Section two: exclusion criteria documentation .............................................................................. 13

2.4.3 Section three: selection criteria documentation ............................................................................. 14

2.4.4 Section four: technical proposal..................................................................................................... 15

2.4.5 Section five: financial proposal ...................................................................................................... 17

3333 THE ASSESSMENT PROCETHE ASSESSMENT PROCETHE ASSESSMENT PROCETHE ASSESSMENT PROCEDUREDUREDUREDURE ................................................................................................................................................................................................................................................................................................................................................................................................................................18181818

3.1 EVALUATION OF THE TENDERERS ............................................................................................................. 18 3.2 EVALUATION OF THE TENDERS.................................................................................................................. 18 3.3 AWARD OF THE CONTRACT ....................................................................................................................... 20

3.3.1 Award principle.............................................................................................................................. 20

3.3.2 Information to tenderers ................................................................................................................ 20

3.3.3 Standstill period ............................................................................................................................. 20

3.3.4 Evidence by Contractor .................................................................................................................. 20

3.3.5 No obligation to award the contract.............................................................................................. 20

4444 THE CONTRACTTHE CONTRACTTHE CONTRACTTHE CONTRACT ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................21212121

4.1 NATURE OF THE CONTRACT ...................................................................................................................... 21 4.2 STARTING DATE OF THE CONTRACT AND DURATION OF THE TASKS ....................................................... 21 4.3 PLACE OF PERFORMANCE.......................................................................................................................... 21 4.4 VOLUME OF THE CONTRACT ..................................................................................................................... 21 4.5 TERMS OF PAYMENT .................................................................................................................................. 21 4.6 GUARANTEES ............................................................................................................................................. 21 4.7 DATA PROTECTION .................................................................................................................................... 21

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1111 TECHNICAL SPECIFICATIONSTECHNICAL SPECIFICATIONSTECHNICAL SPECIFICATIONSTECHNICAL SPECIFICATIONS

1.11.11.11.1 GENERAL BACKGROUNDGENERAL BACKGROUNDGENERAL BACKGROUNDGENERAL BACKGROUND

The European Institute for Gender Equality (EIGE) was created by Regulation (EC) No 1922/2006 of the European Parliament and of the Council of 20 December 2006. The overall objectives or long-term effects of EIGE’s work are defined in the Regulation as:

…"To contribute to and strengthen the promotion of gender equality including gender mainstreaming in all

Community policies and the resulting national policies, and the fight against discrimination based on sex, and to

raise EU citizens’ awareness of gender equality."

The main tasks of the Institute are the dissemination of the collected and analyzed comparable data on gender issues and the facilitation of the exchange of best practices and dialogue among stakeholders in order to raise awareness among EU citizens.

To contribute to the implementation of the above mentioned tasks, EIGE launches this call for tender with a goal to conclude a contract with a professional service provider for the provision of an Electronic data management system: extension of Integrated Library System and creation of a hub for existing digital resources.

1.21.21.21.2 SCOPESCOPESCOPESCOPE

To achieve this goal, the Institute will build its Resource and Documentation Centre (RDC) consisting of a physical library in Vilnius and a global catalogue containing EIGE's holdings and digital documentation resources in Europe and made available to the public and interested parties.

EIGE’s RDC should be supported by the necessary infrastructure and virtual and physical systems in order to provide to EIGE staff and external users a space for collecting, storing and offering accessible printed, electronic and digital collections on gender equality. EIGE’s RDC should offer a full package of library's services. The performance of the library requires a fully integrated library system (ILS) for computerizing a maximum of library's tasks like cataloguing, production of reading lists and bibliographies, management of serials, management of acquisitions, management of loans and users, production of statistics and reports, management of inter-library loans (ILL), selective dissemination of the information (SDI), operational detection system.

Another aim for the RDC is to host a platform or hub or interface or platform of already existing information/resource centres and libraries on gender equality in Europe and to offer a single point access to their resources through one common search engine, reference service, and bibliographical database.

EIGE currently owns licenses for the ILS Aleph and the discovery and delivery solution Primo. The solution implemented by the contractor should be fully compatible with the current EIGE’s systems. Tenderers should specify in their proposal that they intend to re-use the relevant licenses and provide a solution that will be fully compatible and integrated with Aleph and Primo. The overall current EIGE’s infrastructure is as following:

o The current license for Aleph includes a license for Oracle and allows EIGE to use only the cataloguing module with 2 concurrent staff users and 10 concurrent OPAC users.

o The current license for Primo includes embedded Oracle licenses and allows EIGE to manage 50.000 documents and for 5000 FTE's.

o The servers are hosted at EIGE's premises.

The envisaged electronic data management system should extend the current ILS infrastructure and should extend the functionalities of EIGE’s ILS including:

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o management of serials and acquisitions,

o provision of circulation control,

o provide a Z.39.50 gateway,

o provide a licence/interface to connect to RFID system,

and integrate them to the existing Aleph ILS.

Moreover, the envisaged electronic data management system should:

o create the interface and enable data exchange between EIGE’s library and 5 libraries-partners,

o expand the current document capacity (50.000 documents) to 200.000 documents at least,

o support unlimited number of databases,

o provide meta search and link resolving functionality and a respective licence for 5.000 FTE’s,

and integrate them to the existing discovery and delivery solution Primo

The contract will also cover the trouble-shooting and training(s) in the use of the new modules, the use of support facilities and updating/maintenance of the system.

No data migration is required and will not be covered in this contract.

1.31.31.31.3 ACTIVITIESACTIVITIESACTIVITIESACTIVITIES

The contractor is expected to perform the activities described below, concerning the extension of EIGE’s ILS, the RFID support and the extension of the discovery and delivery solution

1.3.11.3.11.3.11.3.1 Extension of ILSExtension of ILSExtension of ILSExtension of ILS

The contract will cover the purchase of the licenses, the integration and the necessary configuration of additional modules/packages with the existing cataloguing module which will embody the following functions effectively:

o management of serials and acquisitions: The serials management functionality shall organise the subscription data, monitor and record the arrival of issues, manage multiple subscriptions and administrate the routing lists. The acquisitions management functionality shall enable the creation and management of orders and material arrival, the management of invoices and the registration of vendors, presentation of budgets, balances and currency tables. The modules shall support the ordering, claiming and receipt of materials and shall provide transparent access to bibliographic and holdings data. The modules should support MARC 21 standard.

o circulation control: The circulation system shall support the following functions: enter patron information, loan, return, renewal, hold requests, recalls, retrieve titles and items and view the loan status, fast cataloguing, offline circulation, letters, reports, use of any optical readers and barcodes.

The contract will also cover the purchase, supply and maintenance of one Z39.50 gateway and server license in relation with Aleph.

The additional modules/packages should be fully compatible with the current EIGE’s ILS and the contractor is expected to perform the necessary installation, configuration, integration and testing with the current EIGE’s ILS. The final ILS with the additional modules/packages should be presented to its users as one unified system.

The contractor is also expected to provide the necessary training, consultancy and support on the usage and administration of the new modules that will be integrated in the ILS.

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1.3.21.3.21.3.21.3.2 RFID supportRFID supportRFID supportRFID support

In line with the extension of the ILS functionalities, EIGE intends to install in its premises a detection system for preventing books robbery. EIGE intends to use the Radio Frequency Identification (RFID) technology and to purchase a license for using it with Aleph. RFID system will be used also for inventory purposes.

Therefore the contractor is expected to provide EIGE with all necessary features/licences in order to implement this project. The contract will cover as well any related licenses needed for Aleph supporting the RFID self check/return and RFID Staff circulation station functions like a license for the Aleph RFID interface in the GUI. The contract will also cover the expenses relating to the Aleph developments to implement support for RFID vendor API.

The additional modules/packages should be fully compatible with the current EIGE’s ILS and the contractor is expected to perform the necessary installation, configuration, integration and testing with the current EIGE’s ILS. The final ILS with the additional modules/packages should be presented to its users as one unified system.

The contractor is also expected to provide the necessary training, consultancy and support on the usage and administration of the new modules that will be integrated in the ILS.

1.3.31.3.31.3.31.3.3 Extension of discovery and delivery solutionExtension of discovery and delivery solutionExtension of discovery and delivery solutionExtension of discovery and delivery solution

1.3.3.1 Connecting to 5 libraries

In parallel of this project of computerizing the library's tasks, there is a need to develop the technical infrastructure that will enable EIGE’s discovery and delivery solution to harvest data/resources from other libraries on gender equality in Europe. This hub should consist of an indexing machine and should use open standard protocols and languages to search and retrieve information from different libraries' catalogues.

The indexing system will either:

o use a live connection to the libraries partners, using a protocol like SRU to query databases that are made available to the portal or

o make information of libraries partners available with periodical uploads of contents to the ILS. Periodical uploads of information should be done by implementing an automated harvesting system in the portal.

To overcome language and semantic differences between organisations EIGE would need to implement SKOS which is a standardised way to represent knowledge systems like thesauri, taxonomies and classification systems and make cross walks between different knowledge systems.

The contractor is expected to provide and implement the live connection or the automated periodical harvesting of information between EIGE’s system and the following Library Management Systems (LMS):

1. Aleph ILS

2. Faust 6 professional

3. Adlib Library

4. VTLS Virtua and

5. a custom made LMS

In order for EIGE’s Infrastructure to support the collection of the harvested material, the contractor is expected to expand the current document capacity (50.000 documents) to 200.000 documents at least.

The current EIGE’s discovery and delivery solution shall be updated to support unlimited number of databases.

The contract will cover the licensing costs relating to this increase of this capacity for the number of documents and also all the related costs for implementing this part of the project including the upgrade of

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the supported databases, the installation of the connection modules and the connection to the 5 selected libraries.

The contract will also cover the different customized solutions for the connection between EIGE's platform and the 5 libraries-partners' catalogues based on the technical information provided by them (ILS, number of documents, number of databases/digital collections).

The additional modules/packages should be fully compatible with the current EIGE’s discovery and delivery solution and the contractor is expected to perform the necessary installation, configuration, integration and testing with the current EIGE’s discovery and delivery solution. The final discovery and delivery solution with the additional modules/packages should be presented to its users as one unified system.

The contractor is also expected to provide the necessary training, consultancy and support on the usage and administration of the new modules that will be integrated in the discovery and delivery solution.

1.3.3.2 Enabling Meta search and link resolving

The contractor is expected to update the functionality provided by Primo by enabling:

o Meta search ability: the visitors should be able to use only Primo’s search interface in order to search in various remote information resources that will be determined. The search results shall be presented to the user combined or grouped according to their category. The search in multiple resources should be transparent to the user, giving the impression that the user interacts only with Primo.

o Link resolver: the link resolver shall be able to return information from a centralised database and from external resources and EIGE shall be able to import local e-resources. Moreover, the link resolver shall provide links to the full text of the results. There should be administrative tools included for loading and exporting of collections.

The contractor is expected to provide a licence for 5.000 FTE’s for the meta search and the link resolving functionality.

The additional modules/packages should be fully compatible with the current EIGE’s discovery and delivery solution and the contractor is expected to perform the necessary configuration and integration with the current EIGE’s discovery and delivery solution. The final discovery and delivery solution with the additional modules/packages should be presented to its users as one unified system.

The contractor is also expected to provide the necessary training, consultancy and support on the usage and administration of the new modules that will be integrated in the discovery and delivery solution.

1.41.41.41.4 DELIVERABLESDELIVERABLESDELIVERABLESDELIVERABLES

The Contractor will be expected to work closely with EIGE through regular exchanges of information. The deliverables to be provided are:

1. An inception report

2. An interim report and

3. A final report

The reports and the documents must be written in a clear and simple way, providing information and analysis that can be understood by non-academics. The reports and the paper must be in MS Word or PDF format. The format of Annexes may vary depending on type of information shown.

Final versions of all deliverables must be edited and proof-read by the Contractor. The documents must be presented in an appropriate layout and they can contain visual elements (e.g. tables and graphs).

The contractor must provide the Institute with the deliverables in strict compliance with the stated deadlines. It is also necessary that activities aimed at producing deliverables must run in parallel to ensure the smooth running of the project within the given timeframe.

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1.4.11.4.11.4.11.4.1 Deliverable 1: Inception reportDeliverable 1: Inception reportDeliverable 1: Inception reportDeliverable 1: Inception report

Within two weeks from the contract signature EIGE will organise an inception meeting in Vilnius with the Contractor to discuss the Project’s work plan.

In this meeting, the contractor will describe in detail how the solution proposed is going to be implemented in the light of an examination of information provided, and in particular how the different parts of the project will be implemented. The contractor will also present the results of its system analysis, including:

o The main findings of the work undertaken;

o A description of the methodology used and the technical problems encountered;

o A proposed structure for the implementation of the different phases of the project;

o An updated work-plan ensuring the submission of the deliverables within the contractual deadline.

Based on the agreement reached during this meeting, the contractor will draw up an inception report, which is to be submitted to EIGE for approval.

The report should summarize the discussion of the inception meeting for the presentation of the project team, the project plan and a system analysis. The report should detail the planning of the project and include a timeline for all the activities undertaken and the practicalities related to this field of work or any other work involved.

The report should be in Microsoft word format and accompanied by a respective PowerPoint presentation.

Language: English

Deadline: The contractor will prepare an Inception report summarizing the elements above and submit it to EIGE no later than 5 days after the inception meeting. EIGE will have 5 working days from receipt to approve or comment on the report. Within 5 days of receiving EIGE’s comments, the Contractor will submit additional information and the Inception report in its definitive form.

1.4.21.4.21.4.21.4.2 Deliverable 2: Interim report Deliverable 2: Interim report Deliverable 2: Interim report Deliverable 2: Interim report

The Interim report, showing the progress of work undertaken, will be submitted to EIGE.

The interim report shall be delivered after the following tasks have been successfully completed:

o the complete and successful installation, configuration, integration and testing of the additional modules referred to sections 1.3.1 Extension of ILS and 1.3.2 RFID support on the server hosted at EIGE's premises.

o the completion of the trainings, maintenance and support on site and/or on-line, respective to the functionalities implemented for the Extension of ILS and the RFID support.

The interim report shall contain:

o a description of all tasks performed, including the rendered services, the performed installations and configuration, the results from system testing and the supplied and activated modules/software packages.

o technical problems encountered during the process and the solutions offered to any technical problem encountered during the implementation of the project;

o an updated work-plan ensuring the complete implementation of the project within the contractual deadline;

o all training materials concerning the functionalities implemented for the Extension of ILS and the RFID support

The Interim report, with corresponding Annexes, should be provided in an electronic copy and should be accompanied by a respective PowerPoint presentation.

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Language: English

Deadline: 10 weeks after the date of signature of the contract the Contractor will provide the Interim report to EIGE. EIGE will have 10 working days from receipt of the report to approve or comment. Within 10 days of receiving EIGE’s comments, the Contractor will submit additional information and the Interim report in its definitive form.

1.4.31.4.31.4.31.4.3 Deliverable 3: Final ReportDeliverable 3: Final ReportDeliverable 3: Final ReportDeliverable 3: Final Report

The final report shall be delivered after the following tasks have been successfully completed:

o the complete and successful installation, configuration, integration and testing of the additional modules for referred to sections 1.3.3 Extension of discovery and delivery solution on the server hosted at EIGE's premises,

o connection with the 5 selected libraries,

o the full completion of the trainings, maintenance and support on site and/or on-line, respective to the functionalities implemented for the extension of discovery and delivery solution.

The final report shall contain:

o the full description of the project with the different phases

o a description of all tasks performed throughout the project, including the rendered services, the performed installations and configuration, the results from system testing and the supplied and activated modules/software packages.

o a description of different problems encountered during the process and the solutions offered to any technical problem encountered during the implementation of the project,

o a description of the methodology used for connecting the 5 libraries-partners databases to EIGE's Primo interface,

o all training materials concerning the new functionalities implemented for the extension of discovery and delivery solution,

The Report, with corresponding Annexes, should be provided in 1 hard copy and in an electronic copy. The report should be accompanied by a respective powerpoint presentation.

Language: English

Deadline: before the end of July 2012 the Contractor should provide the Report to EIGE. EIGE will have 10 working days from receipt of the report to approve or comment. Within 10 days of receiving EIGE’s comments, the Contractor will submit additional information and the Report in its definitive form.

1.51.51.51.5 PROVISIONAL TIMELINE AND PAYMENTS PROVISIONAL TIMELINE AND PAYMENTS PROVISIONAL TIMELINE AND PAYMENTS PROVISIONAL TIMELINE AND PAYMENTS

The overall provisional timeline and scheduling the deliverables and respective payments is the following:

DeliverableDeliverableDeliverableDeliverable PaymentPaymentPaymentPayment Week Week Week Week Deliverable 1Deliverable 1Deliverable 1Deliverable 1: Inception report - W 3 Deliverable 2Deliverable 2Deliverable 2Deliverable 2: Interim report Interim Payment W 10 Deliverable 3Deliverable 3Deliverable 3Deliverable 3: Final report Final Payment End of July 2012

A detailed timeline should be provided in the offer.

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1.61.61.61.6 RESPONSIBILITYRESPONSIBILITYRESPONSIBILITYRESPONSIBILITY

The overall responsibility for executing the contract, including the implementation of all measures necessary to provide the Institute with deliverables of the highest quality on time, lies with the Contractor.

1.71.71.71.7 COMMUNICATION AND MEETINGSCOMMUNICATION AND MEETINGSCOMMUNICATION AND MEETINGSCOMMUNICATION AND MEETINGS

Communication between the tenderer and the Institute will be possible by email during the Institute's working days and hours and eventually by phone. Any written communication sent by the Institute should be answered within two working days of receipt.

During the course of the contract period, an inception meeting is to be held in EIGE's premises in Vilnius between the contractor and representatives of EIGE. At this meeting the objectives of the project will be discussed in detail, and, in particular, the solution offered for EIGE's pilot project of hub for existing resources and the project timeline as defined in the technical proposal submitted by the contractor during the tendering process.

In addition to this meeting, the contractor will provide EIGE with trainings on site according to the defined workplan.

1.81.81.81.8 MONITORING OF PROJECT IMPLEMENTATION MONITORING OF PROJECT IMPLEMENTATION MONITORING OF PROJECT IMPLEMENTATION MONITORING OF PROJECT IMPLEMENTATION

EIGE will monitor the project in technical and administrative terms. The Contractor should report immediately to the Institute in writing any problems encountered during the implementation of the contract.

Every two weeks progress reports will be delivered as brief e-mails to the Institute's project manager. They should document the projects progress. This should, whenever necessary, be supported by additional e-mail and telephone contact. The progress reports are intended to act as an 'early warning system' for any difficulties encountered, in an effort to pre-empt and counter any challenges.

The successful tenderer should be aware that the European Court of Auditors and the European Anti-Fraud Office (OLAF) has the right to seek access to all documentation relating to the project and, therefore, must keep copies of all relevant and related documents.

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2222 THE TENDERTHE TENDERTHE TENDERTHE TENDER

2.12.12.12.1 SUBMISSION OF THE TENDER SUBMISSION OF THE TENDER SUBMISSION OF THE TENDER SUBMISSION OF THE TENDER

• Participation in this tender (including each member of a consortium if applicable) is open on equal terms to all natural and legal persons coming within the scope of the Treaties.

• Tenders must be submitted in accordance with the specific requirements of the Letter of Invitation to Tender and, without fail, within the deadlines laid down therein.

Late delivery will lead to the exclusion of the tender from the award procedure for this contract. Offers sent by e-mail or by fax will also be non admissible. Envelopes found open at the opening session will also lead to non-admissibility of the tender. Consequently, tenderers must ensure that their bids are packed in such a way as to prevent any accidental opening during its mailing.

• The tender must remain valid for a period of 6666 mon mon mon months ths ths ths from the final date for submission of the tenders. Where the initial contract is stated to be renewed, the offer will remain valid for such renewals. Upon renewals of contracts, EIGE reserves the right to request updated forms for exclusion and selection criteria. If the situation concerning these requirements has altered, any changes must be reported immediately to the Institute.

• This invitation to tender is intended to be competitive. Any attempt by a tenderer to obtain confidential information, enter into unlawful agreements, collude or make arrangements with competitors, canvass or solicit EIGE staff or influence the evaluation committee or its individual members in any way during the tendering process will render his/her tender invalid.

• Submission of a tender implies that the Contractor accepts all the terms and conditions set out in these specifications (including the annexes and the technical specifications) and waives all other terms of business.

• Submission of a tender binds the Contractor to whom the contract is awarded during performance of the contract. Once EIGE has accepted the tender, it shall become the property of the Institute that shall treat it confidentially.

• EIGE shall not reimburse expenses incurred in preparing and submitting tenders. No compensation may be claimed by tenderers whose tender has not been accepted, including when the Institute (the contracting authority) decides not to award the contract.

• The Protocol on the Privileges and Immunities shall apply to this invitation to tender.

2.22.22.22.2 OPENING OF TENDERSOPENING OF TENDERSOPENING OF TENDERSOPENING OF TENDERS

Tenders will be opened on

11114444////10101010////2011201120112011 at at at at 14141414::::00000000 EE EE EE EET (Vilnius time)T (Vilnius time)T (Vilnius time)T (Vilnius time)

at the following location:

European Institute for Gender Equality Švitrigailos g. 11M,

03228 Vilnius, Lithuania

One authorised representative of each tenderer may attend the opening of the bids as observer. Companies wishing to attend are requested to notify their intention at the latest 2 working days in advance to the following e-mail address: [email protected].

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This notification must contain an authorisation document signed by an authorised officer of the tenderer and specify the name of the person who will attend the opening on the tenderer's behalf. The credentials of the representative will be checked by EIGE.

2.32.32.32.3 CONTACTS CONTACTS CONTACTS CONTACTS WITHWITHWITHWITH EIGEEIGEEIGEEIGE

In principle, no contact is permitted between the Institute and the tenderer during the tendering procedure. However, contacts may exceptionally be permitted – these cases are specified in the Invitation letter.

Under the conditions described in the Letter of Invitation, further information can be obtained by sending a request to:

e-mail: [email protected]

Provided it has been requested in good time, such additional information will be supplied simultaneously to all economic operators by posting it onto EIGE web-site, Internet address http://eige.europa.euhttp://eige.europa.euhttp://eige.europa.euhttp://eige.europa.eu. The Institute is not bound to reply to requests for additional information received less than five working days before the final date for submission of tenders.

EIGE will inform interested parties of the existence of an error, a lack of precision, an omission or any other type of defect in the documents relating to this call for tenders by supplying information on the Internet address http://eige.europa.euhttp://eige.europa.euhttp://eige.europa.euhttp://eige.europa.eu .

During assessment procedure, EIGE may require some clarification in connection with a tender, or if obvious clerical errors in the tender must be corrected. In any event, such contact must not lead to any amendment of the terms of the tender.

2.42.42.42.4 CONTENT OF THE TENDERCONTENT OF THE TENDERCONTENT OF THE TENDERCONTENT OF THE TENDER

All tenders must contain all the information and all the supporting documents required by these Specifications. In the absence of the required information or documents, the Institute may disqualify the bid. EIGE reserves the right, however, to request additional evidences in relation to the bid submitted for evaluation or verification purposes within a time-limit stipulated in its request.

Tenders must be clear and concise, with continuous page numbering, and assembled in coherent fashion (e.g. bound or stapled).

Tenderers are recommended to submit their tenders in English, the working language of EIGE.

All tenders must include:

A. Covering letterA. Covering letterA. Covering letterA. Covering letter signed by the tenderer or his/her duly authorised representative

B. Table of contentsB. Table of contentsB. Table of contentsB. Table of contents

C.C.C.C. F F F Five ive ive ive sectionssectionssectionssections:

Section OneSection OneSection OneSection One: Administrative information,

Section TwoSection TwoSection TwoSection Two: Documents related to the Exclusion criteria

Section ThreeSection ThreeSection ThreeSection Three: Documents related to the Selection criteria

Section FourSection FourSection FourSection Four: Technical proposal addressing technical specifications and award

Section Five:Section Five:Section Five:Section Five: Financial proposals

Standard submission forms are annexed to these specifications

2.4.12.4.12.4.12.4.1 Section one: administrative informationSection one: administrative informationSection one: administrative informationSection one: administrative information

The Tenderer must provide the following identification documentation:

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• Tenderer identification Form The tenderer identification form is to be provided in original, signed by a representative of the Tenderer authorised to sign contracts with the third parties

• Legal entity Form The legal entity form is to be provided in original signed by a representative of the Tenderer authorised

to sign contracts with the third parties. This form (individuals, private entities or public entities) is available at:

http://ec.europa.eu/budget/execution/legal_entities_en.htm • Financial identification Form

The original bank identification form bank identification form bank identification form bank identification form must be filled in and signed by an authorised representative of the Tenderer and his/her bank. A standard form is available at:

http://ec.europa.eu/budget/execution/ftiers_en.htm The above forms must be accompanied by the evidence as indicated at the bottom of each form (fThe above forms must be accompanied by the evidence as indicated at the bottom of each form (fThe above forms must be accompanied by the evidence as indicated at the bottom of each form (fThe above forms must be accompanied by the evidence as indicated at the bottom of each form (for or or or

private entitiesprivate entitiesprivate entitiesprivate entities: proof of regis: proof of regis: proof of regis: proof of registration, VAT registration etc; tration, VAT registration etc; tration, VAT registration etc; tration, VAT registration etc; for individualsfor individualsfor individualsfor individuals: copy of passport, proof of : copy of passport, proof of : copy of passport, proof of : copy of passport, proof of registration/VAT if applicable; registration/VAT if applicable; registration/VAT if applicable; registration/VAT if applicable; for public entitiesfor public entitiesfor public entitiesfor public entities: official document on establishment etc). : official document on establishment etc). : official document on establishment etc). : official document on establishment etc).

Joint Offers

A joint tender is a situation where an offer is submitted by a group of tenderers (consortium). If awarded the contract, each member of the consortium will be jointly and severally liable towards EIGE for the performance of the contract.

A consortium can be a permanent, legally established grouping or a grouping which has been constituted for this tender procedure.

Consortia members in joint tenders may submit only one tender for a single contract. All members of the consortium shall sign the tender or one of the consortium members which is designated as the representative authorised to undertake commitments on its behalf (copy of the authorisation must be provided with the offer).

The tender must indicate which member (lead consortium partner) will represent the consortium in dealing with the contracting authority. The tender must describe the form the cooperation is to take in order to achieve the desired results and how technical, administrative and financial aspects will be organised.

If the tender does not mention that all members are jointly and severally liable, all other parties included in the tender than the party signing the tender (Tenderers) will be considered subcontractors.

In case of submition of a joint offer, the Tenderers are asked to provide an original of filled in and duly signed one of the attached Powers o Powers o Powers o Powers of attorneyf attorneyf attorneyf attorney of the Standard Submission Forms depending on the set up that has been chosen by the Tenderers, and specify the role, qualifications and experience of each member of the group, as well as who has been appointed by the others as the group leader.

In case of a joint offer, only the group leader must return the financial identification form.

Subcontracting

Subcontracting is the situation where the Contractor in order to implement the contract, enters into legal commitments with other legal or natural persons for performing part of the service (in particular, any work performed by a person who is not an employee of the tenderer will be considered as subcontracted). .

The Contractor shall remain bound by his obligations to EIGE and shall bear exclusive liability, sole and fully responsibility for the performance of the contract. EIGE has no direct legal relationship with the subcontractor(s).

If the Tenderer envisages subcontracting, the tender must include, using models in Standard Submission

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Forms:

• a subcontracting form subcontracting form subcontracting form subcontracting form by Tenderer clearly stating the roles, activities and responsibilities of the

proposed subcontractor(s), and the reasons why subcontracting is envisaged;

• a letter of intent letter of intent letter of intent letter of intent by each proposed subcontractor stating its intention to collaborate with the tender if the Tenderer wins the contract and their willingness to accept the tasks and the terms and conditions of the contract.

The Tenderer must indicate clearly in their methodology, which parts of the work will be sub-contracted.

The main contractor retains full liability towards the Institute for performance of the contract as a whole. Accordingly:

• EIGE will treat all contractual matters (e.g. payment) exclusively with the main contractor, whether or not the tasks are performed by a subcontractor;

• under no circumstances can the main contractor avoid liability towards the agency on the grounds that the subcontractor is at fault.

Prior written approval from EIGE is necessary in order to replace a subcontractor and/or have work which was not originally subcontracted in the original tender carried out by third parties.

In case the identity of subcontractors is not known at the time of submitting the offer, any future subcontract may be awarded according to the provisions of the contract.

2.4.22.4.22.4.22.4.2 Section two: exclusion criteria documentationSection two: exclusion criteria documentationSection two: exclusion criteria documentationSection two: exclusion criteria documentation

A. Tenderers (including consortium members in case of a joint offer and subcontractors in case of subcontracting) or their representatives, shall provide an original Declaration Declaration Declaration Declaration on on on on honourhonourhonourhonour, duly signed and dated in which they:

• state whether or not they are in one or more of the situations referred to in Articles 93 and 94 of the Financial Regulation and detailed in the SSF;

• undertake to submit to EIGE any additional document relating to the exclusion criteria, that the Institute considers necessary to perform its checks, within seven calendar days following the receipt of the agency's request.

By returning the above-mentioned Declaration, duly signed, Tenderers confirm that they have been notified

of the following points:

• Administrative or financial penalties may be imposed by the Institute on Tenderers who are in one of the cases of exclusion provided for in Articles 93 and 94 of the Financial Regulation after they have been given the opportunity to present their observations.

• These penalties are detailed in Article 96 of the Financial Regulation and Articles 133a and 134b of the Regulation laying down the rules for implementing the Financial Regulation (2342/2002/ of 23.12.02).

B. The tenderer to whom the contract is awarded shall provide, within 15 days following the dispatch of the letter informing him of the proposed award of the contract and preceding the signature of the contract, the following evidences confirming the statements referred to in the Declaration.

EIGE will accept, as satisfactory evidence that the tenderer is not in one of the situations described

- in point (a), (b) (a), (b) (a), (b) (a), (b) andandandand (e) of (e) of (e) of (e) of the Declarationthe Declarationthe Declarationthe Declaration, production of a recent extract (dated no earlier than 4 months before the deadline for submission of tenders) from the judicial/criminal records or, failing this, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance attesting that these requirements are satisfied;

- in point (d)(d)(d)(d) of of of of ththththe e e e DeclarationDeclarationDeclarationDeclaration, , , , a recent certificate (dated no earlier than 6 months before the deadline for submission of tenders) issued by the competent authority of the State concerned. These documents must provide proof of payment of all taxes and social security contributions for which the

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tenderer is liable, including VAT, income tax (natural persons only), company tax (legal persons only) and social security contributions.

Where no such certificate or document is issued in the country concerned, it may be replaced by a sworn or, failing this, solemn statement by the interested party before a judicial or administrative authority, a notary or a qualified professional organisation in his/her country of origin or provenance.

EIGE will accept, as satisfactory evidence that the tenderer is not in one of the situations described:

- in points (c) and (f) (c) and (f) (c) and (f) (c) and (f) of the of the of the of the DeclarationDeclarationDeclarationDeclaration, recent certificates issued by competent national authorities;

If the tenderer is a legal person and the national law of the country in which he is establiIf the tenderer is a legal person and the national law of the country in which he is establiIf the tenderer is a legal person and the national law of the country in which he is establiIf the tenderer is a legal person and the national law of the country in which he is established does not shed does not shed does not shed does not authorise legal persons to provide such documents, the documents (such as the judicial/criminal authorise legal persons to provide such documents, the documents (such as the judicial/criminal authorise legal persons to provide such documents, the documents (such as the judicial/criminal authorise legal persons to provide such documents, the documents (such as the judicial/criminal records) must be provided by natural persons with powers of representation in relation to the records) must be provided by natural persons with powers of representation in relation to the records) must be provided by natural persons with powers of representation in relation to the records) must be provided by natural persons with powers of representation in relation to the tenderer.tenderer.tenderer.tenderer.

Where they have doubts as to whether tenderers are in one of the situations of exclusion, EIGE may itself apply to the abovementioned competent authorities to obtain any information they consider necessary about that situation.

EIGE may waive the obligation of a tenderer to submit the abovementioned documentary evidence if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that the issuing date of the documents does not exceed one year and that they are still valid. In such a case, the tenderer shall declare on his honour that the documentary evidence has already been provided to the Institute in a previous procurement procedure and confirm that no changes in his situation have occurred. He shall indicate in its tender all the references necessary to allow the Institute services to check this evidence.

2.4.32.4.32.4.32.4.3 Section three: selection criteria documentationSection three: selection criteria documentationSection three: selection criteria documentationSection three: selection criteria documentation

This part of the tender concerns the evidences relating to the economic and financial capacities, as well as technical and professional, capacities of the service provider(s) involved in the bid.

The proper implementation of the contract requires a multiplicity of skills, capacities and different types of expertise to be combined in the performance of the various tasks and activities.

An economic operator may rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. In that case, evidence must be provided, that it will have at its disposal the resources necessary for performance of the contract, for example by producing a clear undertaking on the part of those entities to place those resources at its disposal.

In the case of joint tender (consortium) or subcontracting, the technical and professional capacity shall be assessed in relation to the combined capacity of all the parties involved in the tender.

EIGE reserves the right to request additional information for the evaluation of the economic and financial capacity of each member of a consortium.

In case on of subcontracting not more than 30% of the contract, provided the main contractor does not rely on the subcontractor’s economic and financial capacities, the subcontractor(s) does not have to provide the economic and financial capacity form. However, EIGE reserves the right to request additional information for the evaluation of the economic and financial capacity.

A.A.A.A. Economic and financial capacityEconomic and financial capacityEconomic and financial capacityEconomic and financial capacity

Tenderers must provide EIGE with sufficient poof of their financial standing, and more importantly that they have the necessary resources and financial means to carry out the work involved. The tenderer must prove they are viable for the duration of the contract.

The tenderer may, where appropriate and for this particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal.

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Evidence on compliance with the economic and financial capacity requirement must be provided by the following document:

The tenderer which according to the law of the country in which it is established is required to publish the balance sheet shall complete and include in the offer a statement "Economic and financial capacity"statement "Economic and financial capacity"statement "Economic and financial capacity"statement "Economic and financial capacity" as presented in the Standard submission forms. Please observe the following aspects in completing this financial statement:

1. It should be presented in original and certified by means of a signature of the chief accounting officer of the tendering organisation.

2. EIGE has the right during the tendering process and before awarding the contract to request further evidence on the tenderer's compliance with the economic and financial capacity requirement, in which case balance sheets and profit and loss accounts for the past financial years may be requested.

The tenderer which according to the law of the country in which it is established is not required to publish the balance sheet shall provide the extract from the budget.

3. In the case of a consortium submitting an offer, the consortium may rely on the capacities of members of the consortium. It must prove in its offer that it will have their resources at its disposal.

4. The statements of Economic and financial capacity should be included in the offer for all consortium partners.

5. In the case of a physical person the financial statement should be included into the offer for where only two lines on Turnover need to be filled in and the financial statement can be signed by the physical person only.

B.B.B.B. Technical and professional capacityTechnical and professional capacityTechnical and professional capacityTechnical and professional capacity

• The technical and professional capacity of the tenderers to provide the services required will be assessed with regard to their know-how, efficiency, effectiveness, experience, reliability in providing the required expertise.

The tenderer needs to demonstrate in the Offer the capacity to provide services regarding the extension of an ILS and a discovery and delivery solution as described in section 1.3.

In the case of joint offer (consortium) or subcontracting, the technical and professional capacity shall be assessed in relation to the combined capacity of all the parties involved in the tender.

Evidence of the technical and professional capacity shall be presented in Standard Submission Forms by the following:

- List of principal services

- Reference list (including contact details) of Reference list (including contact details) of Reference list (including contact details) of Reference list (including contact details) of minimum minimum minimum minimum 3333 and and and and maximum maximum maximum maximum 10101010 current and pa current and pa current and pa current and past st st st costumers costumers costumers costumers to whom the Tenderer has supplied the core services, as they are specified in Section 1.3, in the past 3 years; specifying the Tenderer’s share in provision of the services and if subcontractors were used for any of the services. The reference list must include:

� At least three projects of installing/upgrading Library Management Systems

� At least three projects of connecting libraries that use different Library Management Systems, enabling a live connection or an automated harvesting solution.

- Statement of the average annual workforce Statement of the average annual workforce Statement of the average annual workforce Statement of the average annual workforce (only permanent staff) of the service provider broken down by management staff and technical staff over the past 3 years. over the past 3 years. over the past 3 years. over the past 3 years.

2.4.42.4.42.4.42.4.4 Section four: technical proposalSection four: technical proposalSection four: technical proposalSection four: technical proposal

This section is of great importance in the assessment of the bids, the award of the contract and the future execution of any resulting contract. Attention is also drawn to the award criteria, which define those parts of the technical proposal to which the tenderers should pay particular attention. The technical proposal should

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address the tenderer’s approach to and solutions for all matters laid down in the technical specifications while the tenderer should be aware, that a simple repetition of the Technical specification will result in a very low technical score. The level of detail of the tender will be very important for the evaluation of the tender.

To grant equal treatment of all tenders, it is not possible to modify offers after their submission. As a consequence, incompleteness in this section can only result in negative impact for the evaluation of award criteria. Please note also, that proposals deviating from the Technical Specifications may be rejected for non-conformity.

The Tender Specifications and the tenderer's bid shall be integral parts of the contract and will constitute annexes to the contract, while in case of contradictions the Technical Specifications prevail.

The technical proposal must present the tenderer’s view at, approach to and solutions for the work described in the Technical Specifications, as regards the scope, implementing the Tasks and providing Deliverables.

Tenderer’s ability meeting deadlines must be clearly demonstrated

The Technical proposal shall present:

o Understanding of project objectives/ProjeUnderstanding of project objectives/ProjeUnderstanding of project objectives/ProjeUnderstanding of project objectives/Project Managementct Managementct Managementct Management

The tenderer should present a detailed Work Plan proposal in the technical proposal, indicating key stages of the project, their duration and expected milestones. The Work Plan should indicate the different integration phases of the new functionalities and licences to the current EIGE infrastructure. The Work Plan should be based on these Technical specifications and should indicate how the project activities will be implemented.

The tenderer should present a proposal outlining the organisation and composition of the project team, specifying each member's respective role and task assigned: how the tenderer intends to organise the project team, which must include one project manager.

The tenderer’s technical proposal should indicate clearly the distribution of the responsibilities, internal communication within the team and interaction with EIGE and the amount of time dedicated by each team member to the EIGE project.

The technical proposal must also show what measures will be in place to assure the quality management of the project and respective deliverables.

o Software packages/modules Software packages/modules Software packages/modules Software packages/modules

The tenderer must present the envisaged software packages/modules and licences that will be integrated with EIGE’s infrastructure in order to successfully perform the tasks described in sections 1.3.1, 1.3.2 and 1.3.3.

For each software package/module, the contractor should provide a complete description of its characteristics, the offered tasks and functionalities it supports, as well as the integration and compatibility capabilities with EIGE’s infrastructure (Aleph ILS). In case custom development is foreseen, the tenderers must present and justify their choice of a specific methodology for implementing the customised solutions.

The tenderer will have to provide a clear methodology on how to integrate and how to ensure the compatibility between the proposed solution and the existing EIGE infrastructure as well as the possible technical problems to be encountered and the possible solutions for the tasks described in sections 1.3.1, 1.3.2 and 1.3.3.

The proposal should also include the different RFID vendors willing to meet their technical requirements.

o Training, consultancy and supportTraining, consultancy and supportTraining, consultancy and supportTraining, consultancy and support

The tenderer must present the methodology and procedures for providing the necessary training, consultancy and support, regarding the implementation of tasks described in sections 1.3.1, 1.3.2 and 1.3.3.

The tenderer must describe the details of training such as the methods to be followed and tools to be used, the training location (on site/remote) and the training’s duration should.

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The tenderer must describe the details of the consultancy and support such as if they offer a helpdesk service and what would be the availability in terms of time and communication ways, how they resolve the recorded issues, how they process the queries from the clients and if they support the software updates.

VARIANTS

Variants are not allowed. Variants are not allowed. Variants are not allowed. Variants are not allowed.

Variant means a solution technically or economically equivalent to a model solution known to the contracting authority. Variants may relate to the whole contract or to certain parts or aspects of it.

2.4.52.4.52.4.52.4.5 Section five: financial proposalSection five: financial proposalSection five: financial proposalSection five: financial proposal

All tenders must contain a financial proposal section which shall consist of:

o The Financial Proposal Form (template presented in “Standard Submission Forms”).

The maximum volume of the contract is estimated at 215.000 EUR, excluding VAT. Tenders presenting a total price superior to this maximum amount will be excluded.

Tenderers must provide fixed price including all fees and project related costs (project management, quality control, back-up resources, etc) directly or indirectly connected with the provision of the service.

The tenderer must specify the category of staff to be involved in the project and:

• the total number of days (person-days) each member of staff will contribute to the project;

• professional fees should be expressed as the number of person-days multiplied by the unit price per working day for each expert proposed. The unit price should cover expert's fees and administrative expenditures;

• Direct costs might include: travel costs, translation expenses, any expenses for meetings' facilities or other direct costs (to be specified in detail) relative to the deliverables.

The tenderer’s attention is drawn to the following points:

� Prices must be quoted in EUROs.

� Prices should be quoted free of all duties, taxes and other charges e.g. free of VAT, as the European Institutions are exempt from such charges in the EU under Articles 3 and 4 of the protocol on the Privileges and Immunities of the European Union of 8 April 1965 (Oj L 152 of 13 July 1967). Exemption is granted to the agencies by the governments of the Member states, either through refunds upon presentation of documentary evidence or by direct exemption. For EIGE the Lithuanian national legislation provides an exemption by means of a reimbursement. The amount of VAT is to be shown separately.

In case of doubt about the applicable VAT system, it is the tenderer’s responsibility to contact the national authorities to clarify the way in which the European Union is exempted from VAT.

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3333 THE ASSESSMENT PROCEDURETHE ASSESSMENT PROCEDURETHE ASSESSMENT PROCEDURETHE ASSESSMENT PROCEDURE

3.13.13.13.1 EVALUATION OF THE TENDERERSEVALUATION OF THE TENDERERSEVALUATION OF THE TENDERERSEVALUATION OF THE TENDERERS

Stage 1Stage 1Stage 1Stage 1 - Application of exclusion criteria

The aim is to check whether tenderers are eligible to take part in the tendering procedure.

The eligibility of the tenderer will be evaluated on the basis of the documents submitted as indicated in Section 2.4.2 Exclusion criteria.

In case of joint offers or/and subcontracting, the exclusion criteria will be assessed in relation to each consortium member and subcontractor individually.

If a member of a consortium is subject to exclusion, the rest of the consortium will be excluded.

If a subcontractor is subject to exclusion, the tenderer shall be excluded.

Stage 2Stage 2Stage 2Stage 2 - Application of selection criteria

The aim is to check the technical and professional capacity and economic and financial capacity of each tenderer who has passed the exclusion stage.

The eligibility of the tenderer will be evaluated on the basis of the documents submitted as indicated in Section 2.4.3 Selection criteria. All tenderers will undergo strict evaluation of conformity to selection criteria laid down in the Tender Specifications. The Tenderers not satisfying the selection criteria will not be selected and their offers will not be further evaluated against award criteria.

In case of joint offers or/and subcontracting:

– For minimum viability standards on financial and economic standing an individual evaluation shall take place

– For the overall turnover or turnover a consolidated assessment shall be made.

– The selection criteria for technical and professional capacity will be assessed in relation to the combined capacities of all members of the consortium and subcontractors, as a whole.

3.23.23.23.2 EVALUATION OF THE TENDERSEVALUATION OF THE TENDERSEVALUATION OF THE TENDERSEVALUATION OF THE TENDERS

Stage 3Stage 3Stage 3Stage 3 - Application of award criteria

The aim is to assess, on the basis of the award criteria, the technical and financial offers and establish a ranking list in order of merit.

A. Technical evaluationA. Technical evaluationA. Technical evaluationA. Technical evaluation The quality of Technical Proposals will be evaluated according to the following technical award criteria: Criteria Criteria Criteria Criteria numbernumbernumbernumber

Criteria descriptionCriteria descriptionCriteria descriptionCriteria description Maximum Maximum Maximum Maximum points per points per points per points per criteriacriteriacriteriacriteria

Minimum required score

A.A.A.A.1111 Quality of services Quality of services Quality of services Quality of services Points 1 and 2 below explain how the 20 points for the quality of services are allocated. A.1.1 Understanding of the objectives of the contract (10 points)

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For this criterion, the evaluation committee will assess to what extent the tenderer is able to explain clearly the main aim of the project and thus proving a clear understanding of the assignment and the context in which it will have to be carried out. A.1.2 Work plan, project management, resources (10 points) The evaluation committee will assess the effectiveness and efficiency of the general management approach, including work organisation and the work plan proposed. The assessment will focus on the work organisation, the work plan proposed and the allocation of resources; the approach and method of coordination proposed to ensure the setting up and monitoring, the quality, homogeneity consistency of the work to be delivered. A short but precise tender with tables and examples will be positively assessed.

A.A.A.A.2222 Modules/packages offereModules/packages offereModules/packages offereModules/packages offered for the extensid for the extensid for the extensid for the extension of ILSon of ILSon of ILSon of ILS For this criterion, the evaluation committee will assess the ability for the tenderer to provide EIGE with packages/modules and licences that cover all the requested functionalities described in section 1.3.1 and their integration capabilities to the existing EIGE ILS. The evaluation committee will also assess the ability of the tenderer to integrate the packages/modules with the existing EIGE ILS.

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A.A.A.A.3333 RFID SupportRFID SupportRFID SupportRFID Support For this criterion, the evaluation committee will assess the ability of the tenderer to provide EIGE with a license to a RFID system in compatibility with Aleph and to perform the complete implementation in order to have it operational at EIGE, as described in section 1.3.2.

10101010 6

A.A.A.A.4444 Modules/packages offered for the extension of discModules/packages offered for the extension of discModules/packages offered for the extension of discModules/packages offered for the extension of discovery and overy and overy and overy and delivery solutiondelivery solutiondelivery solutiondelivery solution For this criterion, the evaluation committee will assess the ability of the tenderer to present a clear and well described solution to the requirements expressed in the technical specifications, section 1.3.3. The evaluation committee will particularly examine this part of the project and the ability of the tenderer to provide a cost-efficiency solution.

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A.A.A.A.5555 Training, consultanTraining, consultanTraining, consultanTraining, consultancy and support cy and support cy and support cy and support Points 1 and 2 below explain how the 20 points for the training, consultancy and support are allocated. A.5.1 Training (10 points) The evaluation committee will assess the effectiveness and efficiency of the training methodology and the availability of trainers. A.5.2 Consultancy and support (10 points The evaluation committee will assess the effectiveness and efficiency of the consultancy and support methodology such as the availability of a helpdesk and an issues resolution system, the response times and the availability of software updates

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TotalTotalTotalTotal 100100100100

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Tenders scored either below the minimum score required per criterion and below 70 out of total 100 points will be

excluded and thus not be considered for the next step of the evaluation

Tenders should elaborate on all points addressed by these specifications in order to score as many points as possible. If certain essential points of these specifications are not expressly covered by the tender, EIGE may decide to give a zero mark for the relevant qualitative award criteria. B. Financial evaluationB. Financial evaluationB. Financial evaluationB. Financial evaluation The evaluation of Financial Proposals is based on the total price.

3.33.33.33.3 AWARD OF THE CONTRACTAWARD OF THE CONTRACTAWARD OF THE CONTRACTAWARD OF THE CONTRACT

3.3.13.3.13.3.13.3.1 Award principleAward principleAward principleAward principle

The contract will be awarded to the most economically advantageous offer on the basis of the quality and the price ratio, in accordance with the following formula:

Final score for Tender = Technical score x 10Final score for Tender = Technical score x 10Final score for Tender = Technical score x 10Final score for Tender = Technical score x 100000.000 / Price.000 / Price.000 / Price.000 / Price

The tenderer having the highest score will be awarded the contract under condition of respect of requirements on absence of conflict of interest and other requirements linked to criteria on exclusion from award.

EIGE will inform tenderers of the decisions reached concerning the award of the contract, including the grounds for any decision not to award a contract or to recommence the procedure.

3.3.23.3.23.3.23.3.2 Information to tenderersInformation to tenderersInformation to tenderersInformation to tenderers

Upon respective written requests made by the tenderers, EIGE will inform all rejected tenderers of the reasons for their rejection and all tenderers who submitted an admissible tender of the characteristics and relative advantages of the tenders selected for the contract award and the name of the successful tenderers.

However, certain information may be withheld where its release would impede law enforcement or otherwise be contrary to the public interest, or would prejudice the legitimate commercial interests of economic operators, public or private, or might prejudice fair competition between them.

3.3.33.3.33.3.33.3.3 Standstill periodStandstill periodStandstill periodStandstill period

EIGE shall not sign the contracts with the successful tenderer until a standstill period of 14 calendar days has elapsed, running from the day after the simultaneous dispatch of the award decisions and letters to unsuccessful tenderers.

3.3.43.3.43.3.43.3.4 Evidence by CEvidence by CEvidence by CEvidence by Contractorontractorontractorontractor

The tenderer to whom the contract is to be awarded shall provide, within 15 days following the receipt of the letter informing him of the proposed award of the contract and preceding the signature of the contract, the evidenceevidenceevidenceevidence on exclusion criteria, defined in section 2.4.2. If this evidence is not provided or proved to be unsatisfactory, the Institute reserves the right to cancel the award procedure or to change the award decision to the benefit of the next best ranked tenderers on condition that s/he provides the evidence on exclusion.

3.3.53.3.53.3.53.3.5 No obligation to award the contractNo obligation to award the contractNo obligation to award the contractNo obligation to award the contract

The tendering procedure shall not involve EIGE in any obligation to award the contract. EIGE may, before the contract is signed, either abandon the procurement procedure or cancel the award procedure without the

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Tenderers being entitled to claim any compensation.

In the event of cancellation of the tender procedure, Tenderers will be notified. In no event shall the Institute be liable for any damages in any way connected with the cancellation.

4444 THE CONTRACTTHE CONTRACTTHE CONTRACTTHE CONTRACT

4.14.14.14.1 NATURE OF THE CONTRACTNATURE OF THE CONTRACTNATURE OF THE CONTRACTNATURE OF THE CONTRACT Service contract.

4.24.24.24.2 STARTING DATE OFSTARTING DATE OFSTARTING DATE OFSTARTING DATE OF THE CONTRACT AND DURATION OF THE TASKS THE CONTRACT AND DURATION OF THE TASKS THE CONTRACT AND DURATION OF THE TASKS THE CONTRACT AND DURATION OF THE TASKS The contract shall commence on the day following signature by EIGE as the last contracting party. The Contract is expected to be signed in 18 November 201118 November 201118 November 201118 November 2011.... The duration of the contract shall not exceed 31 31 31 31 July 201July 201July 201July 2011111. The execution of the tasks may not start before the contract has been signed. The period of execution of the tasks may be extended before the end of the period originally stated in the contract, but only with the written agreement of the contracting parties.

4.34.34.34.3 PLACE OF PERFORMANCEPLACE OF PERFORMANCEPLACE OF PERFORMANCEPLACE OF PERFORMANCE The tasks will be performed on the Contractor’s premises or places indicated in the tender. Meetings between the Contractor and EIGE will be held on EIGE premises in Vilnius.

4.44.44.44.4 VOLUME OF THE CONTRACT VOLUME OF THE CONTRACT VOLUME OF THE CONTRACT VOLUME OF THE CONTRACT The maximum amount available for the contract is 215.000215.000215.000215.000 EUR, EUR, EUR, EUR, excluding VAT. Any bid exceeding this amount will not be considered.

4.54.54.54.5 TERMS OF PAYMENTTERMS OF PAYMENTTERMS OF PAYMENTTERMS OF PAYMENT Payments shall be made in accordance with the Articles I.4 of the Draft Service Contract. Payments shall be executed only if the Contractor has fulfilled all the contractual obligations by the date on which the invoice is submitted. Payment requests may not be made if an earlier payment has not been executed as a result of default or negligence on the part of the Contractor.

4.64.64.64.6 GUGUGUGUARANTEESARANTEESARANTEESARANTEES No guarantees are required by the contract.

4.74.74.74.7 DATA PROTECTION DATA PROTECTION DATA PROTECTION DATA PROTECTION See Section I.8 in the Draft Service Contract and the Invitation to Tender.