Terms of reference for a call for tenders on 'Library support for keep.eu 2021' - Interreg.eu
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Terms of reference for a call for tenders on ‘Library support for keep.eu 2021’ Dear Sir/Madam, The Interact Programme is opening a call for tenders for the selection of up to three providers of the service ‘Library support for keep.eu 2021’. The following pages contain the terms of reference of this service and its annex. The maximum budget for this service will not exceed EUR 25,000.00 (excluding VAT) per selected service provider. The deadline for submission of tenders is 7 July 2021 at 16:15 local time in Finland (EET) , by which date and time an electronic version of the tender should be received at the following email address: keep.support@interact-eu.net. Sincerely, Satu Hietanen Coordinator of Interact Office Turku Interact Programme
Terms of reference for a call for tenders on
‘Library support for keep.eu’
Call for tenders
1. Introduction
The European Union is a mix of cultures and economies that will reach its full potential
through mutual understanding and close cooperation. That is why the European Union
supports cooperation in many ways. One of them is Interreg, an initiative specifically
dedicated to helping European regions work together to find solutions to common economic,
environmental, social, and cultural challenges. There are more than 100 Interreg, Interreg-
IPA cross-border, ENI CBC and IPA cross-border programmes managing thousands of
cooperation projects throughout Europe who are dealing with these issues.
1.1 Interact
The Interact programme’s specific mission is to support those programmes in their daily work.
To help them successfully navigate the Interreg world, we provide advice, organise learning
events and develop a wide range of tools on:
How to manage a European cooperation programme or project and comply with EU
rules on finance and controls.
How to communicate funding opportunities, as well as programme and project results.
How to use new cooperation tools.
We also harmonise processes to help programmes work more efficiently and to make the life
of project applicants easier. We act as a hub to allow programmes exchange experiences and
network. Finally, we constantly explore and encourage innovative ways of cooperating in
Europe by supporting macro-regional and sea basin strategies as well as legal structures and
initiatives to facilitate cooperation activities.
We provide services and products free of charge to all Interreg stakeholders: managing
authorities, joint secretariats, monitoring committees, national contact points, first level
controllers, certifying authorities, and audit authorities. We also collaborate closely with EU-
wide, national, and regional cooperation organisations, organisations, and networks.
We are financed by the European Regional Development Fund (ERDF) and by the 27 European
Union member States, Norway, Switzerland, and the United Kingdom, and we have a total
budget of 46 million EUR for the 2014-2020 period. We are part of the Interreg programmes
– which are financed under the European Territorial Cooperation objective of the European
Structural Funds - but we also support cooperation at the external borders of the EU (IPA/ENI
CBC), as well as new forms of territorial cooperation.
21.2 Interact Office Turku, Finland
The coordination framework and implementation structure for the Programme is based on a
decentralised model involving a central Secretariat / Managing Authority located in Bratislava
(SK) and four Interact Offices located in Turku (FI), Viborg (DK), Vienna (AT) and Valencia (ES).
Interact Office Turku is hosted by the Finnish Ministry of Employment and the Economy, Unit
of Regional Development and is housed at Environment, Transport and Economic Development
Centre in Turku, Finland.
Full details regarding the aims, objectives, coordination framework and operational strategy
for the Programme can be found in the Interact Cooperation Programme (CP), available for
download at www.interact-eu.net.
Among other responsibilities, Interact Office Turku also manages and develops the knowledge
management tool keep.eu. The contracting authority in this procurement procedure is
therefore Interact Office Turku / ELY-Centre for Southwest Finland (hereinafter referred as
‘contracting authority’).
As the contracting authority, Interact Office Turku is responsible for initiating, coordinating,
and monitoring the provision of the service.
Interact Office Turku will also be responsible for the selection of the provider of this service,
on the exclusive basis of the parameters described right below under section 6 of this
document.
2. Context
Keep.eu is the most comprehensive source of official information on the projects and
partners of Territorial Cooperation among the member States of the European Union and
between these States and the Union's accession and neighbouring countries.
Keep.eu is, at its core, a database accessible through a search tool allowing for a thorough
and seamless search of Interreg, Interreg-IPA and ENPI/ENI projects and partners since
2000. It is continuously updated with data received from each Interreg, Interreg-IPA and
ENPI/ENI programme. Keep.eu also includes data regarding the projects and partners
contributing to the European Union Macro-regional strategies, as well as IPA-IPA cross-border
projects and partners from 2007 on. These projects are funded by Interreg, Interreg-IPA
cross-border, IPA-IPA cross-border and ENPI/ENI CBC programmes, and by other funding
sources such as the States themselves, and third countries.
Interact promoted and drove the development of keep.eu. It owns and manages the
infrastructure and the data populating it, even though the latter are the ultimate
responsibility of each of the contributing programmes. Keep.eu is thus a joint endeavour of
the Interreg, Interreg-IPA, ENPI/ENI CBC IPA-IPA cross border communities.
33. Main tasks
In connection with project output collection, classification, processing and importing,
according to the detailed guidelines to be agreed between the contracting authority and the
contractor, the following are the tasks that make up the service that is the object of this tender:
Selection of documents from the websites designated by the contracting authority to
upload to keep.eu, retrieval of documents and uploading of those documents to
keep.eu, as instructed by the contracting authority.
Filling out of form for indexing, classification, and standard description of documents
at the time of document-uploading into keep.eu.
Verification of the work done in connection with these tasks by other service providers.
Participation in the discussion of the evolution of work processes and standards with
the rest of the team.
The above-mentioned being the main tasks, it is also possible that other ad hoc tasks will be
agreed between the contracting authority and the contractor, namely in connection with
matters such as data acquisition, guaranteeing the quality of the information regarding the
data in keep.eu, data-quality control, or supporting the coherence of all the keep.eu system.
Agreement on the details of the activities in which the contractor is to engage is to be made in
writing, at the contracting authority’s online tool Redmine.
4. Maximum budget, service duration and terms of payment
The maximum budget considered for this activity is EUR 25,000.00 (VAT excluded) per
selected servicd provider. The duration of the service will be the time that it will take to reach
that amount.
Payments are to be made at the end of every calendar month, further to a report informing of
the number of hours of work, and the corresponding invoice. The template of the report is to
be agreed with the contracting authority before the end of the first calendar month after
service award.
5. Profile of the tenderers
The tenderers should combine at least the following sets of expertise:
Experience of processing and developing contents in connection with IT projects with
a complexity level at least as the one within the scope of these terms of reference.
Experience working with contents in different languages.
Proficiency in English.
The tenderers should have in place all the required resources and expertise for the provision
of the service that is the object of these terms of reference.
4The contracting authority will make available to the contractors all the specific online tools
pertaining to keep.eu that are required for the provision of the service that is the object of
these terms of reference.
6. Timetable and deadlines
Following is the provisional timetable of this process (all the dates mentioned in this
provisional timetable should be confirmed or altered at the time of the conclusion of the
respective previous step):
a) 14 June 2021: Publication of the notice for this competition by the contracting
authority.
b) 21 June 2021: Deadline for submission of questions to the contracting authority by
the interested tenderers.
c) 24 June 2021: Deadline for the contracting authority to reply to the tenderers’
queries.
d) 7 July 2021 (16:15 Finnish time): Deadline for submission of tenders.
e) 13 July 2021: Deadline for service award to the selected tenderer, by email. The
selected tenderer will then have two workdays to acknowledging reception of the
service award mail and agree with its terms, and to send any proof of their claimed
experience, as requested by the contracting authority.
7. Instructions for tender submission
a) Further to receiving these terms of reference (henceforth called ToR), the tenderers will
have the chance to e-mail questions to the contracting authority, as mentioned under
heading 6.
b) The contracting authority shall reply to the tenderers’ queries in a reasonable amount of
time and providing enough time for the tenderers to finish their tenders, as also mentioned
under heading 6.
c) By the deadline for submission of tenders, as laid out under heading 6, an electronic
version of the tender should be received at the following email address:
keep.support@interact-eu.net.
The headline of the e-mail message containing the tender submitted in accordance with
these ToR shall be as follows: ‘Tender for library support for keep.eu’.
d) Fully filled out forms marked as Annex 2 to these ToR are the only allowed tenders to be
submitted by the tenderers. Tenderers shall use only this Excel form and submit it in Excel
and in PDF (the latter with the signature of a duly authorised representative of the tenderer).
All tenders must be clear, complete, and consistent with all the requirements laid down in
these ToR.
e) Tenders must:
5 Be signed by the tenderer or its duly authorised representative, whose name needs
to be clearly mentioned.
Be perfectly legible so that there is no doubt about word and figures.
Contain the unique contact details of the tenderer or its duly authorised
representative.
f) The Act on the Openness of Government Activities shall be applied to this procurement
procedure. Information classified as confidential (trade or business secrets) shall not be
disclosed. Tenderers are required to describe which part of their tenders expressly and
clearly should be considered as confidential.
g) No compensation, costs or expenses shall be paid to the tenderer for compiling the offer.
h) The tender shall be excluded if they do not meet the requirements set forth in these terms
of reference and its annexes. Tenders received by other means or after the above-mentioned
deadline shall not be considered. Candidates are responsible for submitting their respective
tenders in time. A candidate shall be excluded from the competitive bidding if the tender has
arrived too late.
i) The tender must be binding (conditional tenders shall not be processed) and remain valid
for a period of 30 days from the date stated for receipt of tenders.
j) Subcontracting or any other related cost will be covered by the contractor and should be
foreseen in the overall maximum estimated price.
k) If travel and accommodation costs for meetings or trainings apply, they will be reimbursed
separately or purchased directly by the contracting authority.
l) The contracting authority will provide in writing the decision concerning the result of the
tendering procedure. The contracting authority will use the e-mail address provided by each
tenderer (item e, above) for notification purposes.
8. Content and evaluation of the tender
The selection and identification of the winning tenderer will be based on the following
parameters (max. 100 points).
Experience and qualification of the tenderer (maximum 30 points).
o Experience with IT projects with a complexity level at least as the one within
the scope of these terms of reference (maximum 15 points).
o Experience working with contents in English and other different languages
(maximum 15 points).
Maximum number of points per sub item will be given to the tenderer that has most
experience and/or qualification per sub-parameter. It can happen that different
tenderers are awarded the same score. The remaining scores will be the result of the
6comparison between the maximum scored experience and/or qualification and the
experiences and/or qualifications that they apply to.
Understanding of the service and of the tasks to be performed (maximum 20 points).
o Description of the understanding of the strategic value of keep.eu (maximum
5 points).
o Description of the understanding of the main tasks described in section 3,
above (maximum 5 points).
o Description of the foreseen difficulties of each of the tasks described in section
3, above (maximum 10 points).
Maximum number of points per sub item will be given to the tenderer that has the most
realistic vision of the sub-item. It can happen that different tenderers are awarded the
same score. The remaining scores will be the result of the comparison between the
maximum scored visions per sub-point and the visions that they apply to.
Financial offer: Price per person/hour (maximum 50 points). Annex 2 shall be filled out
with the proposed hourly price excluding VAT. The price shall be denominated in euros.
The formula for scores is ((Lowest tender price / Candidate tender price) x 50 points)
The winning tenderer will be the one closest to 100 points, based on the sum of the above-
mentioned scores.
Award of service will be to the tenderer with the highest score should they prove their statements
regarding their experience in Annex 2, as required by the contracting authority.
Should the service not be awarded to the tenderer with the highest score, the contracting authority
may decide to award the service to the tenderer with the second highest score, and so on.
The contracting authority cannot guarantee any amount of work to be assigned to the selected
contractor. Now the reference number of required working days is 50 (or 400 working hours) for
the six months after service contracting.
9. Contact
Any queries related to these ToR should be addressed to: keep.support@interact-eu.net.,
according to the deadline set forth under heading 6.
The working language of the Interact programme is English and all communication within the
scope of this call for tenders and stemming from it will be carried out in English.
10. Procedure discontinuing
The contracting authority may decide to discontinue the procurement procedure at any time,
without awarding the service. Such a decision may be adopted in accordance with the Directive
on public contracts and the Act on Public Contracts.
7No compensation, costs or expenses shall be paid to the tenderer should the contracting
authority decide to discontinue the procurement procedure.
11. Awarding the service
Awarding the service will be made by email, based on these ToR and on the Annex 2 filled out
by the winning tenderer.
The legal relationship between the contracting authority will be regulated by these ToR, the
email to be sent to the winning tenderer fulfilling the hiring guidelines mentioned in Annex 1
to these ToR, and Annex 2 to these ToR, as filled out by the winning tenderer.
12. Non-disclosure
The information collected and analysed within the scope of this tender is subject to non-
disclosure.
Neither the winner of this tender nor any entity subcontracted by them can make use of any of
classified information regarding the contracting authority gained within the scope of the
service provision or any process in connection with it.
Unless agreed with the contracting authority, all information it discloses to the provider of the
services object of this tender is considered classified.
Upon delivery, all deliverables and outputs produced by the contractor under the scope of the
service award stemming from this tender shall pass into the exclusive ownership of the
contracting authority, even if produced by a subcontracted entity.
END OF DOCUMENT. Further: Annex 1, annex 2.
8Annex 1
Terms of the agreement for library support for keep.eu 2021
Below are the terms to be agreed by email (with the concrete terms between ) between
the contracting authority and the selected tenderer, as explained in the ToR.
between
Interact Office Turku
Box 236 / Itsenäisyydenaukio 2, FIN – 20101 Turku
Represented by the Coordinator of Interact Office Turku –
- hereinafter referred to as the ‘contracting authority’ -
and
Represented by
- hereinafter referred to as the ‘contractor’
Reference and objective
The overall objective is to provide services as defined in the terms of reference (henceforth
called ToR) for library support for keep.eu, to which the contractor responded with a tender
on .
Obligations of the contractor and communication with the contracting
authority
The tasks and outputs to be delivered by the contractor within the framework of this service
are set out in the ToR to which the contractor responded, and the contractor’s response itself
in the Excel form that is the annex 2 of the ToR. These documents, together with the ToR for
the provision of this service, are the main guidelines for the provision of this service by the
contractor to the contracting authority.
All reports and data compiled and prepared by the contractor in the performance of the
service shall be confidential and shall always be forwarded in electronic version to
keep.support@interact-eu.net.
The contractor is fully responsible for making sure that all material and service produced is
property of the contracting authority. It means also that the contracting authority owns thefull copyright for all materials collected and recorded, both finally edited products as material
produced but not used in final editions. In case of subcontracting the same rule applies.
If using a subcontractor not mentioned in the tender, an agreement needs to be made with
the contracting authority beforehand. The use of a subcontractor cannot increase the agreed
price level. The contracting authority’s visual identity must be respected in all products and
processes.
Budget
The contractor will perform the work as specified in their proposal (Annex 2 of the ToR filled
out by the contractor), for EUR , excluding VAT.
Duration of service
This agreement will be in force until the maximum budget set forth in the ToR is reached.
Payment conditions
The contracting authority commits to making the payments at the end of every calendar
month, further to the contractor’s report informing of the number effectively worked and to
be paid, and the corresponding invoice. The template of the report is to be agreed between
the contracting authority and the contractor before the end of the first calendar month after
service award.
Travel costs, if needed: Should the contracting authority ask or approve any travel and
accommodation costs, within the scope of this service, they will be reimbursed separately.
Responsibility of the contracting authority
The contracting authority shall be released from any responsibility relating to damages
caused by the contractor, his employees or a third authority. No request for indemnity or
reimbursement relating to such claims shall be addressed to the contracting authority.
Termination
In case of serious disrespect for the terms of this service award by the contractor (inter alias
if the services will not be provided in accordance with the terms of this service award, or not
completed within the limits laid down in this service award), the contracting authority may
cancel the service award at any time and without notice.
If the service award is terminated by the contracting authority, the contractor shall be entitled
to appropriate payment corresponding to partial performance of the service.
Applying Law and Disputes
10 / 11This agreement is governed by Finnish law. All disputes arising from or in connection with this
agreement shall be finally settled under the Rules of the Republic of Finland and, in case
these cannot be settled by the parties out of a court of law, they shall be brought before the
courts of Turku.
Intellectual Property Rights
All intellectual property rights for all the work performed by the contractor for this service are
deemed to be held by the contracting authority.
Contact person
The contracting authority’s contact person for all tasks described for this service is Rafael
Agostinho and, in his absence, Janne Kiilunen, at Interact Office Turku.
END OF ANNEX 1
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