EUROPEAN COMMISSION DIRECTORATE-GENERAL HOME AFFAIRS

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1 EUROPEAN COMMISSION DIRECTORATE-GENERAL HOME AFFAIRS Unit D1 : Strategic policy, interinstitutional relations and agencies 1. The case study refers to the selection of 280 finalists. Should tenderers also envisage the selection of a number of Prize winners? No. 2. Of the 100 points available for the marking of the case study, up to 25 will be awarded for Quality of the virtual organisation of the event. None of the case study s prescribed tasks correspond to this description, and there is no corresponding section of the case study budget. Could you explain what you mean by the virtual organisation of the event, and in which section of the budget the associated costs should be included? The word "virtual" is meant in the sense that the organisation is not really taking place. The tenderer is to describe an organisation of an event that is simulated for the purpose of the Case Study. 3. No communication activities based on the results of the competition are included among the case study s prescribed tasks. Could you clarify how you will evaluate tenderers capacity to deliver the promotional, media monitoring and impact assessment tasks outlined on page 5 of the specifications? It would not be practicable or possible to include all tasks requested within the future framework contract in the Case Study, therefore a selection has been made. 4. In the instructions for the case study, the specifications state that: For the purpose of comparing bids, the actual price of travel will not be taken into consideration and should not be part of the quote. The surcharge by participant will be considered for the comparison and therefore has to be specified in the budget of the case study. However, the section of the case study budget dealing with Travel and stay (page 28) includes both: a) line 1: Fee to be charged for each participant (the surcharge) b) line 4: Transport and Local Transport (Please list all items in separate lines) Could you please clarify what type of costs should and should not be included under Transport and Local Transport? Commission européenne/europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel Office: LX46 06/50

2 Do not include: Airline tickets etc. Include: Transport to and from airport/venue, local transport by car or couch, public transportation (please see Price Schedule page 36). 5. Annex II: price schedule: on page 41 of the specifications, for exhibition space, for the item Roll-ups, approx. 80 x 200cm, there is no unit price indicated. Please specify. Please confirm if we have to use euros/unit as unit price. Yes, euros/unit. 6. Final evaluation: on page 18 of the specifications, please specify on the lowest price is determined. Is it based on Annex II: price schedule or on the budget for case study? Is it based on the total amount of the budget for case study? Is it based on a lump sum of all items on Annex II: price schedule? Please specify. The financial evaluation is based on the cost of the Case Study. The unit prices used for the Case Study must strictly correspond to the unit prices indicated in the Price Schedule. 7. Annex I.2 Budget for the case study. Please confirm that the budget is not only for all tasks for the conference in Brussels with Austria as an example which means one country but for all tasks for all 28 Member States. Promotions in all 28 Member States has to be quoted and detailed in the budget? Please specify. The Case Study budget should cover organisation in all 28MS. 8. Annex I.1 case study : Organising a youth conference : the contractor will identify and propose participants. We assume that we do not have at this stage provide names of participants. We assume that you expect a description of the methodology. Please confirm. The participants will be the winners of the competition, so it would be difficult for you to provide their names. We expect a detailed description of the implementation of the action. 9. Annex I.1 case study : Organising a youth conference : identifying a well-known local personality in each Member State active in the field of migration. The jury will be composed of 28 people. Please confirm. No, the Specification clearly state The contractor needs to devise the competition including identifying a well-known local personality in each Member State active in the field of migration who will 2

3 select in cooperation with the contractor the 10 national conference participants (i.e. act as a "jury"). This means in each of the MS, the personality will select the participants of the conference from that MS. 10. Annex I.1 case study : Organising a youth conference : competition needs to be actively promoted to teachers and schools. Please confirm that the methodology to be provided has to be focus on Austria and not for all 28 Members states. The methodology should be provided for all MS. Austria should be used as a concrete example of implementation (i.e. give concrete info on partners and schools to be contacted etc.). 11. Annex I.1 case study : Organising a youth conference : should we print the cultural programme? Do we have to foresee 280 or 320 copies? How and when will the cultural programme should be communicated to participants? "The cultural programme" is a cultural activity that will be proposed to the students coming to Brussels for the conference as part of their stay. We are not sure therefore that we understand the above question. 12. Annex I.1 case study : Organising a youth conference : has the conference to be held in the 4* hotel (accommodation and venue in the same place) or can we propose another place for the venue? The tenderer is to propose the venue for the conference, there was no indication in the specifications that it should take place in a hotel. 13. Annex I.1 case study : Organising a youth conference : Should the contractor provide an additional profile, an additional representative for the jury, to select, in cooperation with the national personality, the essays? Or the senior project manager will do this job? One of the three representatives? In this case, he/she should have an experience in the migration field? It is up to the tenderer to propose the methodology of the action, including the staff necessary. 14. Annex I.1 case study : Organising a youth conference : the contractor must ensure that three of his representatives are present. Profiles are not indicated on the specifications. Could you please specify? Should be foresee One senior with 2 assistants? Or should be foresee one senior project manager, one project manager, one assistant project manager? Are we free of proposal? It is up to the tenderer to propose the methodology of the action, including the staff necessary. 3

4 15. Annex I.1 case study : Organising a youth conference : 280 finalist essays need to be translated into EN. Please specify how many pages there are in one essay? For the purpose of the exercise, please count up to 2 pages of 1500 characters each without spaces. 16. Annex I.1 case study : Organising a youth conference : 280 finalist essays need to be translated into EN. Please specify if the 280 essays have to be translated before the conference to be available for the conference? We are not sure why this information is relevant, but it seems that it would be better if the translation were available when the participants meet at the conference. 17. The instructions for the case study budget on page 24 state that we should strictly use the prices in Annex II Price Schedule. In section 1. Competition: Identifying and recruiting conference participants and 2: Organisation of conference, the list of profiles includes a technical manager. This profile does not appear in Annex II: Price Schedule. How should we manage this? The technical manager is understood as a person managing technical equipment. You can cover this by the profile technician. However, see also question On page 28, the instructions state that in the case that extra items are required, we are allowed to add extra lines in the case study budget. Can we also add extra staff profiles, as long as they appear in Annex II? Yes, you can add items up to a maximum of 20 per cent of the number of items already included in the Price Schedule. This includes staff profiles. However please remember that all profiles you use in the Case Study budget need to be included in the Price Schedule. 19. Please could you clarify what should be entered in column 3 (unit) of the case study budget template? You are to include the Units hours/days/km/unit etc. 20. For the selection of the participants, and more specifically the promotion tools (website, potential flyers, posters ) to be used to promote the competition to teachers/schools/organisations etc. Should we consider that all of these tools need to be in the local language(s) of each country (i.e. the 24 official and working languages) or should these already be limited to the 3 core languages which will be used at the conference itself? It is up to the tenderer to propose the methodology for the promotion. 4

5 21. Re: Design of conference kits, page 23 One task is the design and production of badges and conference kits. Should this include the development of a unique event design? Are there any restrictions on design such as adhering to the European Commission's (or DG HOME's) visual identity guidelines? It is up to the contractor to design conference material. For the purpose of the exercise, you are not obliged to use the European Commission visual identity. 22. Re: Budget for Case study (Annex I.1) Could you please clarify what information tenderers are expected to enter in the "Comments" column of the budget? Is this a mandatory field for all positions or only where tenderers feel additional information is necessary? The Comment field is not mandatory. 23. Re: Content of the conference Are tenderers able to include recommendations regarding the content, programme and format of the conference, even if these would have an impact on the cost of the event? To ensure the comparability of bids, should tenderers prepare their price offers based on the parameters given by DG HOME, regardless of any suggestions regarding the conference format? The bids will be evaluated in relation to the parameters requested by the Specifications. 5