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8 October 2013 – 24: 00 hrs – Brussels time

The Tendering and Procurement Process

  1. Schedule

The following is the schedule for this ITT process (which may be subject to change):

Tentative Date


16 August 2013

Issue Date of ITT

15 September 2013

Deadline for Submission of Questions

20 September 2013

Deadline for the Authority’s Response to Questions

8 October 2013

Proposal Submission Deadline (Due Date)

28-31 October 2013

Selected finalists invited to make presentations to the Selection Committee

11-15 November 2013

Proof of concept for 2-3 most advantageous offers

25 November 2013

Recommendation to the Authority Procurement Committee for Award

for Award

29 November 2013

Decision communicated to Bidders

10 December 2013

Award of Contract

from 13 January 2014

Design/ Build, Implementation and Roll-Out

October 2014

Fully operational and ready for use

    1. Procedure for Submitting Proposals

Proposals shall be submitted to the Authority by email to ITT@t or by an electronic copy (CD or USB), together with any additional materials, to the following address no later than the date and time stated in the Schedule set out in Section 4.1 of this ITT:

EFTA Surveillance Authority

Attn: Olafur Adalsteinsson

Rue Belliard 35

1040 Brussels


Bidders are responsible for ensuring receipt of the Proposal at the designated place and by the deadline stated above.

    1. Procedure for Submitting Inquiries

Questions or requests for clarification pertaining to this ITT should be submitted by email (not by telephone) solely to:


All questions must be submitted by the deadline indicated in the Schedule set out in Section 4.1. The Authority may determine that a Proposal is non-responsive if the Bidder has had contact with any other representative of the Authority.

    1. Proposal Format Requirements

Proposals should be clearly marked with the name and address of the Bidder and should be marked with the name of this ITT as indicated on the cover of this ITT.

The bound Proposal should be in an A4 format, using a minimum 12-point type size. Margins may be no less than 2.54cm, including top and bottom. Line spacing should be equal to “single.”

    1. Organization of Proposal

In order to be considered responsive, Bidders must provide a Proposal that consists of three sections, organized and prepared as follows:

• The Bidder;

• Functional and Technical Proposal; and

• Cost Proposal.

    1. The Bidder

      1. Transmittal Letter

The Transmittal Letter shall include the Bidder’s name, address, telephone number, fax number, email address and point of contact for the Proposal. The Transmittal Letter must be signed by a company official authorized to enter into binding contracts.

      1. Executive Summary

An Executive Summary of no more than two pages should describe the main features of the Proposal, including qualifications, recommendations and costs, expectations, overall time frame, and vision of the system and functionality upon completion of implementation.

The Executive Summary must also identify the Project Manager designated as the single point of contact for the Authority during implementation of the Project. It should provide the name, address, telephone number and email address of the identified Project Manager. The Project Manager will be responsible for coordination of all communications by the Bidder, including trainers, schedulers, programmers, installers, and application support.

      1. Company Profile

The Bidder shall provide the following information. If proposing to subcontract any portion of the work, the same information must be provided for each subcontractor.

  • Bidder’s contact details, including name, address, and telephone details.

  • Year of establishment of the Bidder’s company/companies (including former company names and year established, if applicable).

  • Type of ownership and parent company, if applicable.

  • Evidence of the Bidder’s financial stability, including a financial statement or annual report. Please mark “Confidential” if you do not want public disclosure of such documentation.

  • Areas of expertise.

  • Management organization chart showing director, officer, project management, quality assurance and other relevant positions with names and reporting structure.

      1. Relevant Experience and References

Proposals should contain a summary of demonstrated expertise and experience of the Bidder (and/or sub consultants) in successfully completing projects similar to this Project described in this ITT.

A minimum of three (3) project references with government agencies or similar scope must be provided. The projects must have occurred within the last 60 months.

For each project and/or reference name, please include the following:

  • Project name;

  • Name and address of client;

  • Client contact person (name, position, e-mail address, current phone number);

  • Period of contract;

  • Description of services provided;

  • Amount of the contract; and

  • Status and comments.

The Authority reserves the right to conduct reference checks when evaluating Proposals. The Authority may, at its sole discretion, decide not to select a Bidder.

      1. Key Staff Experience and Availability

The Proposal should identify all key staff who will be assigned to the Project, including but not limited to the Project Manager, training coordinator and trainers, programmers, installers, and system support. Please provide a description or resume for each individual, not exceeding two (2) pages per Project Team member. The resumes should reference only applicable experience related to the scope of this Project. If proposing to subcontract any portion of the work, the same information must be provided for each subcontractor. Additionally, please provide a coordination/communication chart for the Project Team.

      1. Services by Subcontractors

The Bidder may, with prior written authorization from the Authority, contract with one or more qualified subcontractors ("Subcontractor Agreement") to perform a portion of the Services; provided, however, that the Bidder shall remain solely responsible to the Authority for performance of all work carried out under this Agreement and, provided further, that the Authority shall have no responsibility for the review or supervision of the work of any subcontractor or for any payment to any subcontractor. All Subcontractor Agreements shall require the subcontractor to comply with the invoicing, insurance, suspension of work, audit, documentation, confidentiality and return of records obligations imposed on any Bidder by this Agreement. No subcontractor shall be deemed to be a third-party beneficiary of this Agreement or to have any other rights under this Agreement.

      1. Supplier Services Agreement

The Authority intends to utilize a standard Norwegian contract on “AGREEMENT FOR PURCHASE OF EQUIPMENT AND SERVICES - LICENSING OF SOFTWARE” for this Project. The Agreement is included in Appendix II of this ITT.

Each Bidder must affirm in its Proposal that the terms and conditions of this Agreement are acceptable, or if the Bidder takes exception to any of the proposed language in the Agreement, the Bidder must specifically describe the reasons for the exceptions and propose alternative language in its Proposal for review and consideration by the Authority.

    1. Functional and Technical Proposal

      1. Project Assumptions and Expectations

The Bidder shall identify all key assumptions being made as part of the Proposal. This includes listing all expectations regarding the Authority’s involvement and participation in the Project, including an estimation of the time involved.

      1. Proposed Solution

The Bidder shall describe in detail the solution being proposed. The Proposal should address functionality, system requirements, and any other information necessary to explain how the solution will meet the Functional and Technical Specifications detailed in Appendix I, along with the Evaluation Criteria outlined in Section 5 of the ITT.

Recommendations or requirements for hardware other than that currently available within the Authority’s existing infrastructure must be identified and justified.

Brochures, technical specifications (Excel format) and any other explanatory material related to the proposed system may be included as Appendices to the Proposal.

      1. Functional and Technical Specification Tables – Appendix I

See instructions in Section 3 for completing these tables.

      1. Implementation Plan

The Proposal should describe in detail the implementation of the proposed solution. This should include a discussion of how change management will be addressed, how the Project will be phased, and the timing and necessity of the Authority’s hardware and staff resources. This should further entail defining and identifying the point at which the Bidder would deem implementation “complete” and the solution would be turned over to the Authority for fully-functional operations.

      1. Testing Plan

The Proposal should describe in detail the Testing Plan for each component and phase proposed. Testing must include a sample of the Authority’s documents. Testing must also address system speed, storage, backup and recovery. A detailed test plan should be included in the Proposal.

      1. Training Plan

The Proposal should provide a detailed plan that addresses the training needs of:

• System Administrators;

• Super Users (highest-level users);

• End Users; and

• Documentation (Manuals, Guides, Online, PDFs, and Videos).

      1. Work Plan

The Proposal should provide a project schedule showing significant tasks with milestones. The Work Plan would be used to develop the Project Management Plan identified in the Scope of Work. This should include tasks, if any, to be performed by the Authority and a discussion of the timing of deliverables and the expected effort from the Authority. A Gantt chart must be included.

    1. Cost Proposal – Appendix III

Bidders are to provide an itemized list of all costs related to the Proposal. Bidders must use the downloadable MS Excel-based format provided in Appendix III – Cost Proposal.

All amounts are to be stated in EUR. Unless otherwise specified, all Cost Proposals shall be binding for one hundred and twenty (120) calendar days following the Proposal Submission Date, unless extended by mutual consent of all parties. The Authority will correct any errors in computations when the Proposals are being examined. The selected Bidder shall be paid in accordance with the Cost Proposal submitted (or as otherwise negotiated and agreed to by the Authority).

  1. Evaluation Procedure and Criteria

The Authority intends to select the most responsive and responsible Bidder that submits the Proposal that, in Authority’s opinion, best serves the overall interest of the Authority and complies with all provisions of the ITT, provided that the proposed price is reasonable and it is in the best interest of the Authority to accept it. The selected Bidder will not be based solely on quoted pricing. The Authority reserves the right to contract by individual items, in the aggregate, or in combination thereof, or to reject any or all Proposals and to waive any informality in Proposals received whenever such rejection or waiver is in the best interest of the Authority.

    1. Bidders’ Responsiveness

Bidders are advised that failure to comply with the general instructions and submittal requirements, including required attachments, may result in non-acceptance of a Proposal. Bidders are further advised that lengthy or wordy submissions are not necessary.

    1. Proposal Evaluation

All Proposals will be evaluated and scored by the Selection Committee based on the following Evaluation Criteria:

Award Criteria





Bidder Overview – Experience


Bidder Overview – Key Staff


Functional characteristics

Proposal – Plan Compliance with Functional and Technical Specification



Technical merit

Proposal – Plan Compatibility with the Authority’s Technical Infrastructure

Technical Infrastructure



Proposal - Work Plan



Proposal - Cost


Total Points


Based on the scoring of Proposals, selected finalists will be invited to make presentations to the

Selection Committee. Such presentations are not remunerated, see Section 6.3 below.

    1. Presentation of Proposed Solution

Selected finalists who are invited to make presentations to the Selection Committee, as set out in the Schedule in Section 4.1 of this ITT, must demonstrate the ability of the proposed solution to meet the Functional and Technical Requirements. Finalists should also be prepared to answer any technical questions necessary to allow the Selection Committee to fully understand how the proposed system meets the requirements.

    1. Proof of Concept

Based on the scoring and ranking of Proposals and the Presentation of the Proposed Solution, 2-3 selected finalists will be invited to make a “Proof of Concept” where the Selection Committee will carry out hands-on tests on the proposed solution (over the course of half a day to a day) at the Bidder’s premises. The Authority may consider participating in costs incurred relating to the Proof of Concept.

End User Criteria consist of the following, listed in order of importance:

  • User Friendliness (i.e., intuitive, simple-to-learn);

  • Security features - i.e., single -user lockout, permissions-based access, group-level access, Windows pass-through authentication;

  • Ability to create workspaces for sorting documents according to projects;

  • Ability to track the history of document creation and usage (i.e., audit trail provided);

  • Extensive search capability – i.e., multiple search types, keyword searches, drill-down capabilities;

  • Type and quality of training and user support – i.e., Subject Matter Expert training, onsite training, refresher training, help menus, online manuals;

  • Compatibility with other systems (interfaces/integration);

  • Ability to scan documents into the system and direct import ability, i.e. automated, flexible expiration mechanism;

  • Remote accessibility from desktops but also portable devices (iPad / tablets); and

  • Selected finalists may also be contacted for site visits to reference sites using systems identified in the

Proposal most closely matching the solution proposed to the Authority.

    1. Final Selection

Final selection of the Bidder for the Project will be made based on evaluation of the Proposal, ranking of “Proof of Concept”, and site visits (if any). The selected Bidder will be invited to enter into negotiations with the Authority. If no Agreement is reached between the Authority and the selected Bidder, the Authority may enter into negotiations with the next most responsive and responsible Bidder.

    1. Terms of Payment

Bidders shall base their Proposal on the terms of payments described below:

  • Twenty percent (20%) of the contract value shall be paid by the Authority at the signing of the contract;

  • Sixty percent (60%) of the contract value shall be paid by the Authority after the system has successfully passed acceptance testing; and

  • Twenty percent (20%) of the contract value shall be paid by the Authority two (2) months after trouble-free use.

As each payment stage becomes due, the Bidder shall issue an invoice. Such invoices will be paid when the Authority confirms that the conditions for each payment have been met.

    1. General Conditions

  • Please provide all requested information as concisely as possible. All tender documents and communication between the parties should be in English.

  • All amounts are to be stated in EUR.

  • All false, incomplete or misleading answers or statements will be grounds for disqualification.

  • Neither the Authority nor any Bidder shall be bound in any way by any bid or proposal. Only the formal contract signed by the Authority and the selected Bidder will be binding on these parties, and in particular as regards financial consequences.

  1. Miscellaneous

    1. Jurisdiction and law applicable to this procurement process and to the contract to be concluded

This award procedure shall be governed by internal procedure as laid down in Authority Procurement Procedures as well as an analogous application of the Provisions of Directive 2004/18 where appropriate.

The successful Bidder will be identified in a Decision of the Authority which shall be notified in writing to all parties having presented a tender.

The body responsible for any appeals procedures regarding the procurement procedure is the EFTA Court, 1 rue du Fort Thüngen, L-1499 Luxembourg. Tel. (352) 42 10 81, Email:registry@t

The contract concluded with the successful contractor shall be governed by the laws of the Kingdom of Belgium and shall be such as to ensure the continued application of the Headquarters Agreement, in particular its Article 6.

Any dispute arising out of or in relation to the contract shall be settled finally under the Centre belge d’arbitrage et de mediation – CEPANI – Rules of Arbitration by one or more arbitrators appointed in accordance with those Rules.

The seat of the arbitration shall be Brussels, Belgium.

The arbitration shall be conducted in English.

The parties to the contract expressly exclude any application for setting aside the arbitral award.

The parties may agree to submit a dispute to meditation before commencing arbitration proceedings.

    1. Confidentiality

All offers and negotiations will be handled as confidential subject to the Authority’s Rules on public access to documents (Decision 300/12/COL of 5 September 2012) which largely correspond to those of the EU Transparency Regulation No. 1049/2001.

    1. Cost incurred in connection with the tender procedure

No costs incurred by Bidders whether in connection with this ITT procedure will be refunded by the Authority. This covers, in particular, costs related to the production, delivery and follow-up of ITT documents, or the negotiation process.

  1. Appendices

    1. Appendix I – Functional and Technical Specifications

Appendix I, Functional and Technical Specifications, is the downloadable, MS Excel-based version of the

Functional and Technical Specifications (Requirements) described in Section 3 of the ITT. Bidders are to complete the MS Excel-based version of Appendix I using the instructions provided in Section 3 and to submit their completed response by email to ITT@t

    1. Appendix II – Authority’s Supplier – Services Agreement

    1. Appendix III – Cost Proposal

Appendix III, Cost Proposal, is the downloadable, MS Excel-based version of the Cost Proposal. Bidders are to complete the MS Excel-based version of Appendix III using the instructions provided in Section 4.9 and to submit their completed response by email to ITT@t

    1. Appendix IV – Workflow Examples

    1. Appendix V – Report Examples

The current case handling solution uses Microsoft SQL Server Reporting Services (SSRS) for reports where regular searches do not suffice. The most important reports include:

  • Statistics for the Annual Report, see chapter 6 in the Annual Report available at t/press--publications/annual-reports/full-reports/nr/1917.

  • Scoreboards for Internal Market Affairs and State Aid, see t/press--publications/scoreboards/

  • General reports for overseeing case-handling development per department (e,g. how many cases of certain types are opened/closed during a certain timeframe)

    1. Appendix VI – Profile Examples

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