European Trade Union Institute, ETUI.

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Call for tenders

Call for Tender Ref. N° 2019 ETUI 08

Website Development and Support
25 June 2019

download the full call for tender in PDF

Deadline for submission:  25 August 2019 17:00

The European Trade Union Institute (ETUI) is procuring a supplier for a Framework Agreement of ETUI’s websites (www.etui.org) and sub-websites, which includes:

  1. Website development/redesign of the main ETUI website www.etui.org and integration of the following sub-websites:
    1. worker’s participation http://www.worker-participation.eu/;
    2. EWC training https://www.ewctraining.eu/;
    3. EWCdb http://www.ewcdb.eu/;
    4. European Social Dialogue database https://stage.esddb.eu/;
    5. ECDd http://ecdb.worker-participation.eu/
  2. Website support, service and maintenance
  3. Hosting (optional)

The overall objective is to modernise the ETUI website (etui.org) to make it more accessible and user-friendly for any visitor and to provide connectivity with the current or future services and products of ETUI. This objective can be achieved by offering a redesign, UX principles, new functionalities and a technical update.

Goals

  • Inform ETUI audiences of the various online products and services provided by the institute;
  • One back-office for all websites to generate coherence and economies in terms of website management, hosting (optional), development, administration and editing;
  • Adopt and develop a user-based perspective: communicate clearly and in structured manner main activities of the ETUI and provide accessibility to wide-ranging (often very specific and specialised) contents. Provide space for dissemination of ETUI’s unique datasets and various contents (presentations, infographics, videos, visual content);
  • Increase in unique visitors and in page views per visitor as well as reduce the bounce rate;
  • Increase traffic from other websites and social media accounts;
  • Increase web inquiries for training courses;
  • Greater rate of citations and more paper downloads;
  • More retweeting and re-posting of blogs or other contents;
  • In general, increasing the reputation and visibility of the ETUI including visual rebranding of online services.

Content of Tenders

The official language for the proposal, contract, reports, and any other documents is English

Procurement Procedure
Submission of Tender Offers
The tender offer is to:

  • Be submitted in English in one (1) electronic version
  • Include all relevant individual/company names, address, contact persons and e-mail address, VAT-number (or other relevant tax registration number)
  • Be signed by an authorised representative of the bidder
  • Be submitted as a PDF file by email with the subject Tender for a Framework Agreement for ETUI’s Website to the following address: mkoksal@etui.org
  • Be marked as confidential
  • Specify an e-mail address of the supplier to which requests for clarifications may be sent

Closing Date for Submission of Tenders

Final date for receipt of tenders is 17:00 on 25 August 2019. Tenders received after the final date of receipt of tenders will be disregarded. ETUI may extend the final date for any reason, including requests from invited bidders to do so.

The offer outlined in the tender is to be valid for a minimum period of 90 calendar days after the closing date. If necessary, ETUI may ask for the bidder’s agreement to an extension of the period of validity in writing.

Tender Evaluation

Exclusion and Qualification Criteria
First, ETUI will examine the tenders to determine whether they are complete, the documents have been properly signed, and the requirements have been addressed. A tender may be rejected if the tender is incomplete, not signed, or fails to address the
requirements or if the tender price exceeds the indicative budget ceiling (if any). The annexed declaration of honor is an integral part of this tender application. Without a signed Annex, the bidder won’t be eligible for selection.

Evaluation Criteria
Quality of proposed solutions and ability to meet the Terms of Reference (e.g., similar assignments, approach, etc.) 60%
Cost 25%
Service Level Agreements 10%
References 5%

GDPR clause
The candidate / tenderer is required to comply with the requirements of the General Data Protection Regulation (GDPR), ensuring the processing, data security and data protection of data subjects when personal data are involved in the data protection in the framework of a future contract or intention to conclude a contract.
Further information on how the ETUI handles personal data and contact details is available on the privacy notice on the ETUI website at https://www.etui.org/Legal-mentions.

Brexit Clause
“Special termination clause in relation to potential United Kingdom bidders prior to its withdrawal from the Union”
At the time of establishing this call for tenders the procurement procedure requires that the contracting party be established in an EU Member State.
At the time of publication of this call for tenders (June 2019), contracts with UK bidders are still authorised, provided the services they offer are in ETUI’s interests. Should the situation change due to the uncertainties of Brexit, legal repercussions following possible withdrawal may prevent the contract in continuing to be effective beyond the date that the United Kingdom leaves the Union. Therefore, the ETUI may be obliged to terminate the contract in line with the duration of contract.

Estimated timetable
Submit proposal to: mkoksal@etui.org by 25 August 2019
Selecting supplier by : 16 September 2019
Signing Contract: by 01 October 2019

See : Annex download this call for tender in PDF

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Call for tender Ref. N° 2019 ETUI 07

Production of an ETUI publication “European Works Councils representatives’ survey 2018”

(Graphical design, lay outing, pre-print preparation)

14 June 2019

download the full call for tender in PDF

Deadline for submission: 5 August 2019 8:00 am

  • The ETUI intends to publish a report presenting the results of an EU-wide survey among workers’ representatives sitting on European Works Councils and SE works councils. The report’s focus is on charts and data visualisation (a set of 60-70 charts), with limited text. The target audience of the publication is broad and will comprise: practitioners (workers’ representatives, trade unionists), experts, and policy-makers. A draft of the publication can be found attached.
  • The goal we are pursuing is to match the quality of the presented data (unique set) with data visualisations and graphics meeting the current industry standards. The data visualisations are meant to ensure present statistical data in a self-explanatory and unambiguous way to convey clear messages. Furthermore, the data visualisation in the report is meant to be distributed and reused for various other applications (online, powerpoint presentations, icons, etc.).
  • The ETUI seeks to develop further from the positive experience it made in the past with the “EWC Facts and Figures 2015” report and take it to a higher level.
  • The report is to be prepared on the basis of the English text and this one needs to be published first.   
  • Translations into four additional versions are to be prepared and published in parallel. The translated texts will be provided by the ETUI in a MS Office file (preferably MS Word, to be agreed with the bidder) but their uptake into the different language versions of the graphical documents presents particular challenges. It should be noted that since additional translations might follow, we are seeking a semi-automated approach to the transfer of text to graphics.
  • With this call for tender, ETUI is providing a draft powerpoint (on request) with the content of the publication and a description of the ETUI graphical chart.

To be submitted with the offer:

We expect the offer to include the following:

  1. A portfolio of the graphical designer(s), including relevant examples of previous work.  Candidates should provide a portfolio (or a link) and highlight two projects showcasing their capacity and skill relevant for this project. Experience in modern data visualisation techniques (right visualisation for the right data type and audiences) will be considered an additional asset.
  2. A presentation of the team (if applicable) and the responsibilities who will be working on the project.
  3. A clear outline of the providers workflow and production process. Special focus should be put on explaining cooperation with the ETUI. While we value and are convinced of the crucial role played by an efficient project manager to an equal extent we favour and seek to be able to work directly with the graphical designer(s). To this end we will need several direct sessions to discuss graphics and layout. We expect a full liaison, involvement and insight into the design process.
  4. Specification regarding how many versions of each part of the product and how many rounds of review are included in the price and, if a limited number of review rounds is included in the bid, what is the cost / calculation method for extra rounds of review.
  5. A clear outline of how the provider will handle the translations. Given that on top of the English original (main version) and the 4 translations, others might follow, we are seeking a (semi-) automated system that limits the manual work and minimises the risk of omitting some inevitable editorial changes.
  6. A price offer with a detailed breakdown of price components, including the cost of handling and producing the four translated versions of the publication.
  7. A price offer for lay-outing potential additional translations in future.
  8. An indicative time planning.

Deadline for submitting offers

Candidates are requested to submit their proposals including a portfolio and responses addressing ETUI’s expectations to Sophie Kasiers  (skasiers@etui.org) (cc to Stan De Spiegelaere sdspiegelaere@etui.org and Romuald Jagodzinski, rjagodzinski@etui.org) by 05/08/2019 8:00 am.

See : Annex  download this call for tender in PDF