Call for tenders' details - EUROPA
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Call for tenders questions summary
Call for tenders' details
Title: Provision of Services to Support Online Language Support (OLS)
Start date: 05/08/2021
Time limit for receipt of tenders: 24/09/2021
Contracting authority: Education, Audiovisual and Culture Executive Agency (EACEA)
Status: Closed
Call for tenders question list
# Submission Publication Question subject Question Answer
date date
1 10/08/2021 11/08/2021 Localisation du tournage des vidéos A la p. 23 des spécifications 11/08/2021
17:51 16:55 Open Content techniques, au point b) Open Yes, these videos need to be
Contents, recorded on the spot in the
vous spécifiez : "This area of the Programme Countries.
platform must present videos
made in principle on location in
Programme countries". Question : -
cela signifie-t-il qu'il y a obligation
d'assurer physiquement le
tournage de ces vidéos dans chacun
des pays concernés ? - est-il
acceptable d'utiliser la technique du
"fond vert" pour
permettre un tournage en studio
avec l'environnement visuel du pays
concerné ?
Page: 1Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
2 10/08/2021 12/08/2021 Critère F1 Vous demandez une copie des 12/08/2021
18:06 09:51 bilans et comptes de résultats pour We can accept your proposal to
les deux produce audited accounts for 2018
dernières années pour lesquelles les and 2019, completed by the banking
comptes ont été clôturés, avec certificates showing your current
l'année la plus récente ayant été financial situation. In addition to these
clôturée il y a moins de 18 mois. supporting documents, kindly
Question : notre assemblée communicate the General Assembly’s
générale a décidé de modifier les decision modifying the accounting
dates de year to have it start on 01/09 and end
notre exercice social, qui passera on 31/08.
d'une année civile à une année
débutant le 01/09 pour se terminer le
31/08. Ce changement interviendra
à partir du 01/09/2021. Pour adopter
cette modification, nous avons donc
exceptionnellement connu un
exercice social élargi débutant le
01/01/2020 pour se terminer le
31/08/2021. Nos derniers comptes
clôturés
audités concernent donc l'année
2019, c'est à dire il y a plus de 18
mois. De manière exceptionnelle,
nos prochains comptes audités
couvriront donc la période du
01/01/2020 au 31/08/2021 et nous
ne
pourrons dès lors fournir de
nouveaux comptes clôturés audités
avant
novembre 2021. Dans ce cas
exceptionnel, pourriez-vous accepter
que
nous vous fournissions les comptes
Page: 2Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
nous vous fournissions les comptes
audités de 2018 et 2019, en
fournissant, en complément, les
attestations bancaires précisant
notre
situation financière actuelle ?
3 12/08/2021 13/08/2021 For inclusion with the tender: 1. Two Can you please confirm if we can 13/08/2021
16:42 10:05 sample videos, one relating to use already existing videos to As long as the videos meet the
language and culture in a present requirements set in the Tender
Programme country (3 minutes) and as a sample ? or do we need to specifications, it is at your discretion
one focusing create these videos from scratch? to decide whether you prefer to
on a specific point of language submit already existing videos or
learning (4 minutes) with full sub- create new ones.
titling.
4 12/08/2021 13/08/2021 Formulaire d'offre financière Le formulaire d'offre financière 13/08/2021
14:19 10:29 (annexe I.6) est au format pdf. The PDF format has been replaced by
Pouvez-vous également mettre à the Excel one. The PDF format
notre disposition la version Excel ? remains accessible under the "All
versions" tab.
5 19/08/2021 19/08/2021 Echantillons à fournir Dans les "Inclusions for the tender", 19/08/2021
11:02 14:06 pour les échantillons de It is at the discretion of economic
cours CORE et VET souhaitez-vous operators to apply the most suitable
des liens vers des activités methodology for their proposed online
utilisables, des package SCORM ou language learning content which
des enregistrement des activités would determine its format.
sous
format vidéo ?
Page: 3Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
6 19/08/2021 19/08/2021 Architecture de cours Moodle L'architecture de cours Moodle « 19/08/2021
11:03 14:07 CORE content » est-elle déjà The Moodle architecture is hosted by
existante EU Academy. Economic operators
ou souhaitez-vous une proposition ? can decide how to design and create
the actual language learning content.
Page: 4Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
7 17/08/2021 24/08/2021 Lot 1 - Clarification sur les prix à L’annexe 9 du dossier d’offre précise 24/08/2021
11:17 14:19 introduire dans le bordereau le nombre d’heures de cours à Please note that the updated Annex
financier fournir la première année du contrat I.6 Financial Offer Form – Lot 1 and
et la deuxième en cas d’extension Lot 2 has been duly uploaded to the
du contrat. Le bordereau financier Document Library.
reprend, pour chaque rubrique, le
nombre d’heures total de ces deux
années mais précise ”CORE content
for
1 year” et ”OPEN contents for 1
year”. Pouvez-vous confirmer que le
prix
à introduire dans le bordereau
financier concerne bien la création
des
productions pour le nombre d’heures
spécifié dans la colonne «
Requested
unit » (qui est donc le nombre
d’heures pour les deux premières
années
du contrat) ? Par exemple, pour la
rubrique ”Production of a batch of 20
hours of learning content – A1 level”,
comme la ”Requested Unit” est ”a
batch of 20 hours per language”, il
faudra bien donner le prix global
pour la production de 20 heures de
niveau A1 par langue (soit 10h pour
l’année 1 ET 10 heures pour l’année
2).
Page: 5Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
8 19/08/2021 25/08/2021 Annex I – Tender Specifications - At page 30 in Annex I – Tender 25/08/2021
15:55 09:13 Specifications, there is a mention to Yes, the catalogue of courses, topics,
a materials and exercises should be
course catalogue “A catalogue of provided for all languages and levels
courses, topics, materials and as specified in Annex I.9.
exercises should be provided to Requirements Languages, levels and
demonstrate how each 10-hour quantity of courses.
course is
constructed. “. Should this catalogue
be made for 1 sample course (e.g.
Polish A1), or should this be made
for all 29 languages, for all levels,
covering all 10-hour courses?
9 23/08/2021 26/08/2021 LOT 2, technical offer - An outline Regarding the Campaign strategy 26/08/2021
16:30 14:04 description of a campaign strategy for OLS, can you please elaborate You can consult the link
for the OLS both internally on EU what https://ec.europa.eu/programmes/eras
platforms and via social media is included internally on the EU mus-plus/resources/online-linguistic-
platforms? support_en, where you can find an
example of what is included on one
EU platform as regards OLS. In case
your question concerns the EU
Academy, you can find more
information on the platform via
https://academy.europa.eu/. Also, you
might as well wish to refer to the
Erasmus+ and European Solidarity
Corps social media accounts, such as
https://www.facebook.com/EUErasmu
sPlusProgramme/ or
https://twitter.com/EuropeanYouthEU.
Page: 6Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
10 24/08/2021 27/08/2021 Matériel VET Envisagez-vous que le matériel VET 27/08/2021
15:16 15:42 se trouve dans un cours spécifique The VET content should form a
ou separate section within the language
qu'il soit intégré dans un cours learning platform.
CORE A2/B1 et donc accessible à
tous ?
11 26/08/2021 27/08/2021 Subject: OLS platform Access To better understand the current 27/08/2021
10:45 16:01 communication challenges and For security reasons, we have
address provided the individual credentials in a
them, could you provide us with separate/private notification for testing
access to the OLS platform? purposes. Should other economic
Otherwise we operators wish to explore the Online
are at a disadvantage compared to Linguistic Support (OLS -
the current incumbent. https://app.erasmusplusols.eu/en),
please submit your request in TED in
order to receive individual accesses to
the platform.
12 26/08/2021 30/08/2021 KPIS To define KPIS for individual 30/08/2021
12:39 15:30 sectors/tools based on the KPTS To answer your question please find
outlined in the document library a file including
on page 36, could you share a report information from a statistical report.
on the current metrics used for
evaluation as well as the results.
13 29/08/2021 31/08/2021 OLS platform Access As per clariffication 11: could you 31/08/2021
18:17 09:20 please provide us the individual The individual credentials for testing
credentials for testing purposes to purposes of the current OLS platform
the current OLS platforms? will be provided by email via the
EACEA-ONLINE-LANGUAGE-
SUPPORT@ec.europa.eu functional
mailbox.
Page: 7Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
14 27/08/2021 01/09/2021 Video samples LOT 2 Dear tendering committee, do we 01/09/2021
16:44 12:55 understand correctly that the time For the two sample videos, the time
specified for each of the two sample specified on pages 35 and 69 of
videos in LOT 2 is a maximum rather Annex I - Tender Specifications is a
than a definite value? We ask definitive value.
because teaser videos disseminated
on
social media tend to be much
shorter than the 3 or 4 minutes
requested,
and we want to be sure to submit
sample videos that we know will be
most
impactful at implementation phase.
Thank you
Page: 8Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
15 29/08/2021 01/09/2021 Lot 1: copyright for Core Content We understand that all the content 01/09/2021
18:35 12:57 that will be produced as part of the As specified in Article II.13.1 of
”Open Content” section will become Annexes II.1 and II.2 Service
the property of the European Contracts for Lot 1 and Lot 2, ‘the
Commission at the end of the Union acquires irrevocably worldwide
contractual period. Can you please ownership of the results and of all
confirm intellectual property rights on the
if this also applies to ”Core newly created materials produced
Content”? specifically for the Union under the
contract and incorporated in the
results, without prejudice however to
the rules applying to pre-existing
rights on pre-existing materials, as per
Article II.13.2. […] The Union acquires
all the rights as from the moment the
contractor has created the results’.
We confirm that the above provision
applies to any results created or
produced as part of the ”Core
Content”.
Page: 9Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
16 31/08/2021 01/09/2021 Langue(s) de l'offre Pouvez-vous confirmer que nous 01/09/2021
11:20 12:58 pourrions utiliser deux langues dans In the invitation to tender economic
notre dossier de réponse à l'appel operators interested in the contract
d'offres (par exemple, certains are invited to submit a tender in one
chapitres en anglais et d'autres en of the official languages of the
allemand) ? European Union. Also the
administrative compliance, listed
under point ‘4. Evaluation and award’
of the tender specifications, includes
the verification that the tender is
drawn up in one of the official EU
languages. Therefore it is not possible
for tenderers to submit their offer in
more than one of the languages in
which tenders or requests to
participate may be submitted as per
IV.2.4) of the contract notice.
17 24/08/2021 01/09/2021 Langue de l'offre Pouvez-vous confirmer que nous 01/09/2021
15:17 14:34 pourrions utiliser deux langues dans See reply to question N° 16
notre dossier de réponse à l'appel
d'offres (par exemple, certains
chapitres en anglais et d'autres en
allemand) ?
Page: 10Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
18 03/09/2021 06/09/2021 2nd Video sample LOT 2 Dear tendering committee, could you 06/09/2021
12:57 17:18 please provide some more guidance It is at the discretion of economic
around the 2nd video sample you operators to choose the specific point
have requested for LOT 2. By of language learning for their sample
requesting video (taster).
that we focus on a specific point of
language learning do you mean a)
that we focus on a specific point
related to learning a specific
language e.g something to do with a
tense, idiom or item of grammar
from
a particular language or b ) are you
referring to something more general
related to learning language e.g.
something to do with speaking,
listening, the reasons why we learn
etc.
Page: 11Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
19 29/08/2021 06/09/2021 Lot 2: hosting of videos Are there specific requirements or 06/09/2021
19:31 18:06 provisions regarding the technical As specified on page 33 on Annex I
platform or environment on which –Tender Specifications, the
the promotional videos will be promotional videos will be hosted on
hosted? the EU Academy platform via Amazon
Web Services Cloud Front allowing
the Contracting authority to retain
ownership of the contents. Also, The
Open area of the platform must
include professionally made videos by
the contractor of Lot 2 and at a later
stage if deemed necessary by the
Contracting authority, hosted by
YouTubers (Vloggers) in Programme
countries. Please take into account
the requirements set in Annex I.7.
2021 EU Academy UI Design
Guidelines – SCORM.
20 29/08/2021 06/09/2021 Lot 1. Operation of OLS on EU- Could you please confirm if Lot 1 will 06/09/2021
19:31 18:08 Academy receive accounts and access Yes, Lot 1 and Lot 2 will receive
privileges in EU-Academy, for the access to EU-Academy for the
administration of OLS content? If administration of OLS content.
not,
who will be responsible for operating
the content, users, access
privileges, configuring the courses in
EU-Academy?
Page: 12Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
21 29/08/2021 06/09/2021 Lot 1. Migration of the current The tender specification says that 06/09/2021
19:30 18:11 content “As part of the takeover activities, Detailed information about the
the contractor of Lot 1 may be existing content and quantity will be
required to include and adapt provided at the kick-off meeting and
content throughout the takeover phase. The
from other sources for which the migration of the content will be
Contracting authority owns copyright conducted by the contractors.
or
has licences”. a) Could you please
provide details regarding the type
and quantity of this content? b)
Could you please confirm that this
inclusion and adaptation means that
Lot 1 must perform a migration of
this content from the current OLS
platform, or from other platforms, to
EU-Academy?
22 29/08/2021 06/09/2021 Lot 1: OLS website a) Could you please clarify if the 06/09/2021
19:04 18:13 operation, hosting and management The OLS will be hosted in the EU
of Academy platform. JRC and
the OLS website falls within the European Commission IT services will
scope of this procurement? b) If yes: be responsible for the management
will the website be operated by Lot and maintenance of the platform. A
1, or by Lot 2? c) If yes: will the helpdesk for general use of the
existing website be part of the platform will be covered by JRC and
takeover? d) Could you please EC IT services and a helpdesk for the
provide OLS content will be covered by the
details regarding the existing and/or new contractor.
future website, and/or any
technical or non-technical
requirements?
Page: 13Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
23 29/08/2021 06/09/2021 Lot 1: transfer of the current OLS With regards to the current content 06/09/2021
18:39 18:19 content to the new supplier of the OLS platform: could you The contractor will take over existing
kindly clarify if the current content content and relevant documentation
and learning materials will be under instruction from the Contracting
transferred from the current supplier Authority. As mentioned in section
to the new supplier? This question 3.2.3.1.A(c) of Annex I Tender
is applicable for: learning content, Specifications, as part of the takeover
assessments, exercises, activities the contractor of Lot 1 may
questionnaires, information, videos be required to include and adapt
etc. content from other sources for which
the Contracting Authority owns
copyright or has licenses, for instance
from the current OLS. Detailed
information about the existing content
will be provided at the kick-off meeting
and throughout the takeover phase.
24 27/08/2021 06/09/2021 Request for extension to submission Taking into account the increasingly 06/09/2021
12:32 18:21 deadline worsening situation with Covid The Contracting Authority has
re-infections across Europe, and the decided to extend the time limit for
impact they are having already on receipt of tenders to 24/09/2021 at
the resources of companies working 16:00 Brussels local time. The
on submitting high-quality proposals opening of tenders will take place on
to this Call for Tenders, would the 28/09/2021 at 15:00 Brussels local
Contracting Authority please time. The corrigendum to the contract
consider an extension to the notice is available for consultation on
deadline for the submission of TED
proposals. (https://ted.europa.eu/udl?uri=TED:N
OTICE:448175-
2021:TEXT:EN:HTML).
Page: 14Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
25 06/09/2021 08/09/2021 Link to Erasmus+ visual identity The link provided on page 35 of the 08/09/2021
13:49 15:47 tender specifications does not lead Yes, we confirm that economic
to a specific visual identity page for operators must comply with the visual
Erasmus+ as we had expected. identity requirements accessible
Please can you confirm whether this through the link
is the visual identity we are https://www.eacea.ec.europa.eu/abou
expected to follow for Lot2 t-eacea/visual-identity/visual-identity-
communication deliverables: programming-period-2021-2027_en.
https://www.eacea.ec.europa.eu/abo Detailed guidelines on the European
ut-eacea/visual-identity/visual- Commission's visual identity are
identity-programming-period-2021- available in the following link
2027_en, https://ec.europa.eu/info/resources-
or if there are more detailed partners/european-commission-
guidelines that are specific to the visual-identity_en.
Erasmus+ programme that you wish
us to apply ?
26 05/09/2021 08/09/2021 Critère T2 - Minimum level of Dans la définition du Critère T2, 08/09/2021
19:48 15:52 experience vous indiquez : "Equally, one No, the required minimum value of
profile may be divided between two each similar project cannot be
or more persons". Nous artificially split between two or more
comprenons que cette division persons.
concerne également la valeur
minimale des
projets gérés par ces KE. Par
exemple, si ce montant minimal est
de
400.000 eur et qu'il y a deux
experts, cela pourrait signifier que
vous
accepteriez qu'ils aient, par
exemple, géré chacun un projet de
200.000
eur. Pouvez-vous confirmer cela ?
Page: 15Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
27 29/08/2021 09/09/2021 Migration of the current OLS users, a) Could you please confirm if the 09/09/2021
19:33 15:08 user accounts,student records current users and user accounts, or The contractor will not be responsible
part of them, will be migrated from for any migration of current users,
the existing OLS platform to user accounts and student records
EU-ACademy? b) Could you please from the existing OLS platform to EU
clarify who will be responsible for Academy.
this
migration? c) Same question
regarding the archive of student
records
28 15/09/2021 16/09/2021 Lot 1 We would like to ask your 16/09/2021
16:58 17:36 confirmation that, in the case where Economic operators can include pre-
we existing core content as a sample in
include in our proposal the usage of their offers without having to perform
pre-existing core content, then it any changes in terms of layout, fonts,
can be used as-is, without having to colors, logo, etc. The core content to
perform any changes in terms of be developed during the
layout, fonts, colors and logo of the implementation of the service contract
company. must comply with the requirements
set out in Annex I Tender
Specifications (including visual
identity) and Annex I.7 2021 EU
Academy UI Design Guidelines -
SCORM. Please refer to Article II.13
of Annex II.1 Service Contract - Lot 1
for more details about the applicable
intellectual property rights regime.
Page: 16Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
29 14/09/2021 16/09/2021 Catalogue of amateur video For this budget line in LOT 2 we 16/09/2021
17:00 17:39 contributions and Vloggers have foreseen the PM time required Concerning communications,
to promotion and outreach, the
curate the best videos and reach out contractor must arrange as necessary
to the Vloggers for inclusion on for the translation of content. Given
the platform. Should we also allocate that prizes will be based on social
budget to subtitle these videos in media “likes” or voting on the Open
all Programme languages? area as stated on Annex 1 Tender
Specifications, the amateur videos
may also be subtitled in the
languages of the relevant Programme
countries of the Erasmus+ and ESC
programmes.
30 14/09/2021 16/09/2021 Community managers LOT 2 Can you please clarify whether the 16/09/2021
15:34 17:40 20 community managers foreseen in It is at the discretion of the economic
the operators to propose the most
budget of LOT 2 are expected to appropriate working arrangements for
work full-time on this project? their community managers, which
must be in full compliance with the
requirements set out in Annex I
Tender Specifications. The total
amount (per line) must be indicated in
Annex I.6 Financial Offer Form.
Page: 17Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
31 15/09/2021 17/09/2021 Lot 2 budget - cooperation meetings Given current restrictions to travel 17/09/2021
09:11 07:50 caused by the Covid-19 pandemic, The economic operators must foresee
may we assume that the meetings a budget covering meetings,
foreseen in the 'Cooperation and conferences and visits that will be
Monitoring' section of the budget can performed at the EACEA premises
be held online, or should we (except for the three interim
foresee additional budget and time videoconference meetings) as stated
for our experts to attend these in Annex I Tender Specifications. In
meetings in person? case particular circumstances prevent
any of the meetings or conferences to
be held physically, meetings via
videoconference using
communication tools employed by
EACEA will be envisaged instead.
The physical meetings could only be
replaced by online conferencing upon
agreement with the Contracting
Authority.
32 14/09/2021 17/09/2021 LOT 2 Budget Could you please provide more 17/09/2021
15:44 07:53 guidance around budget lines 18, The amounts on the budget lines 18,
29, 37, 29, 37 and 51 should consider the
51 in the LOT 2 budget sheet as it is costs for additional activities that are
hard to budget for something that not included on the other budget lines
is so undefined : what 'other' tasks and, must be strictly linked to the
do you foresee as being necessary tasks set out in Annex I Tender
to deliver the services under this Specifications.
contract ?
Page: 18Call for tenders questions summary
# Submission Publication Question subject Question Answer
date date
33 14/09/2021 17/09/2021 Teaching language versions - In the Open Video Production LOT 2 17/09/2021
17:40 16:23 budget LOT 2 budget you have included two lines The lines 26 and 27 of Annex I.6 -
that refer to teaching language Financial Offer form refer to the set of
versions (line 26 and line 27): have 3 videos mentioned in line 24 for
we which teaching language versions
understood correctly that this is an (languages of instruction) should be
existing teaching video reshot into produced. Therefore, the multiplier in
different language versions? Also, line 26 column “G” is by 3 videos and
you ask us to quote the price of 1 by 24 target languages while in line
video (times 5 for line 26 and times 4 27 is by 4 and by 3.
for line 27), but if we analyse
your formula it appears to then
multiply this factor by 3 (which
makes
sense if we are budgeting for 3
videos per language per year) : is
this
price for 1 video or for 3? Thank you
for clarifying
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