European commission directorate-general for education and culture



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EUROPEAN COMMISSION 

DIRECTORATE-GENERAL FOR EDUCATION AND CULTURE 

 

Culture and creativity 



Culture policy and intercultural dialogue 

 

 



CALL FOR TENDERS 

Open procedure N° EAC/01/2014 

 

 

Renewed Structured dialogue in the field of culture 



 

 

TENDER SPECIFICATIONS 

 

 

 

 

 

 




 

 

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TABLE OF CONTENTS 

 

 



1.

 

INFORMATION ON TENDERING........................................................................... 3



 

Participation................................................................................................................. 3

 

Contractual conditions................................................................................................. 3



 

Joint tenders................................................................................................................. 3

 

Subcontracting............................................................................................................. 3



 

Content of the tender ...................................................................................................4

 

Identification of the tenderer: legal capacity and status .............................................. 4



 

2.

 



EVALUATION AND AWARD ................................................................................. 5

 

2.1.



 

Evaluation steps................................................................................................. 5

 

2.2.


 

Exclusion criteria............................................................................................... 5

 

2.3.


 

Selection criteria ................................................................................................ 5

 

2.4.


 

Award criteria .................................................................................................... 8

 

2.5.


 

Technical offer................................................................................................... 9

 

2.6.


 

Financial offer.................................................................................................... 9

 

3.

 



TECHNICAL SPECIFICATIONS..............................................................................9

 

4.



 

CONTENT, STRUCTURE AND GRAPHIC REQUIREMENTS OF THE 

FINAL DELIVERABLES......................................................................................... 17

 

5.



 

ANNEXES ................................................................................................................ 18

 

 

 




 

 

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1.

 

I

NFORMATION ON TENDERING

 

Participation 

Participation in this tender procedure is open on equal terms to all natural and legal 

persons coming within the scope of the Treaties and to all natural and legal persons in a 

third country which has a special agreement with the Union in the field of public 

procurement on the conditions laid down in that agreement. Where the Multilateral 

Agreement on Government Procurement

1

 concluded within the WTO applies, the 



participation to the call for tender is also open to nationals of the countries that have 

ratified this Agreement, on the conditions it lays down.  



Contractual conditions  

The tenderer should bear in mind the provisions of the draft contract which specifies the 

rights and obligations of the contractor, particularly those on payments, performance of the 

contract, confidentiality, and checks and audits.  



Joint tenders  

A joint tender is a situation where a tender is submitted by a group of economic operators 

(consortium). Joint tenders may include subcontractors in addition to the joint tenderers.  

In case of joint tender, all economic operators in a joint tender assume joint and several 

liability towards the Contracting Authority for the performance of the contract as a whole. 

Nevertheless, tenderers must designate a single point of contact for the Contracting 

Authority. 

After the award, the Contracting Authority will sign the contract either with all members 

of the group, or with the member duly authorised by the other members via a power of 

attorney.  



Subcontracting 

Subcontracting is permitted in the tender but the contractor will retain full liability towards 

the Contracting Authority for performance of the contract as a whole.  

Tenderers must give an indication of the proportion of the contract that they intend to 

subcontract. 

Tenderers are required to identify all subcontractors whose share of the contract is above 

10%.  

During contract execution, the change of any subcontractor identified in the tender will be 



subject to prior written approval of the Contracting Authority.  

                                                 

 

1

 See 



http://www.wto.org/english/tratop_E/gproc_e/gp_gpa_e.htm

 



 

 

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Content of the tender 

The tenders must be presented as follows:  

Identification of the tenderer (see below) 

Evidence for exclusion criteria (see section 2.2) 

Evidence for selection criteria (see section 2.3) 

Technical offer (see section 2.5) 

Financial offer (see section 2.6) 

Identification of the tenderer: legal capacity and status 

The tender must include Annex 1 presenting the name of the tenderer (including all entities 

in case of joint offer) and identified subcontractors if applicable, and the name of the single 

contact person in relation to this tender.  

If applicable, Annex 1 must indicate the proportion of the contract to be subcontracted. 

In case of joint tender, Annex 1 must be signed by a duly authorised representative for 

each tenderer, or by a single tenderer duly authorised by other tenderers (with power of 

attorney).  

Subcontractors must provide a letter of intent stating their willingness to provide the 

service foreseen in the offer and in line with the present tender specification.  

In order to prove their legal capacity and their status, all tenderers must provide a signed 

Legal Entity Form with its supporting evidence. The form is available on:   

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.

cfm


  

Tenderers that are already registered in the Contracting Authority’s accounting system (i.e. 

they have already been direct contractors) must provide the form but are not obliged to 

provide the supporting evidence where such evidence has already been submitted to it for 

the purposes of another procurement procedure and provided that the issuing date of the 

documents does not exceed one year and that they are still valid. 

The tenderer (or the single point of contact in case of joint tender) must provide a Financial 

Identification Form and supporting documents. Only one form per offer should be 

submitted (no form is needed for subcontractors and other joint tenderers). The form is 

available on: 

http://ec.europa.eu/budget/contracts_grants/info_contracts/index_en.cfm

  

Tenderers must provide the following information if it has not been included with the 



Legal Entity Form:  

- For legal persons, a legible copy of the notice of appointment of the persons authorised to 

represent the tenderer in dealings with third parties and in legal proceedings, or a copy of 

the publication of such appointment if the legislation which applies to the legal entity 

concerned requires such publication. Any delegation of this authorisation to another 

representative not indicated in the official appointment must be evidenced. 




 

 

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- For natural persons, where applicable, a proof of registration on a professional or trade 

register or any other official document showing the registration number. 



2.

 

E

VALUATION AND AWARD 

 

2.1.

 

Evaluation steps  

The evaluation is based on the information provided in the submitted tender. It takes place 

in three steps:  

(1) Verification of non-exclusion of tenderers on the basis of the exclusion criteria 

(2) Selection of tenderers on the basis of selection criteria 

(3) Evaluation of tenders on the basis of the award criteria 

Only tenders meeting the requirements of one step will pass on to the next step.  

2.2.

 

Exclusion criteria 

All tenderers shall provide a declaration on their honour (see Annex 2), duly signed and 

dated by an authorised representative, stating that they are not in one of the situations of 

exclusion listed in the Annex 2. 

The declaration on honour is also required for identified subcontractors whose intended 

share of the contract is above 10%.  

The successful tenderer shall provide the documents mentioned as supporting evidence in 

Annex 2 before signature of the contract and within a deadline given by the contracting 

authority. If the requested evidence is not submitted in due time, the Contracting Authority 

can award the Contract to the Tenderer evaluated as the next-best. This requirement 

applies to all members of the consortium in case of joint tender and to identified 

subcontractors whose intended share of the contract is above 10%.  



2.3.

 

Selection criteria 

Tenderers must prove their economic, financial, technical and professional capacity to 

carry out the work subject to this call for tender.  

The evidence requested should be provided by each member of the group in case of joint 

tender and identified subcontractor whose intended share of the contract is above 10%. 

However a consolidated assessment will be made to verify compliance with the minimum 

capacity levels.  

The tenderer may rely on the capacities of other entities, regardless of the legal nature of 

the links which it has with them. They must in that case prove to the Contracting Authority 

that it will have at its disposal the resources necessary for performance of the contract, for 

example by producing an undertaking on the part of those entities to place those resources 

at its disposal. 




 

 

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2.3.1.

 

Economic and financial capacity criteria and evidence 

In order to prove their economic and financial capacity, tenderers (i.e. in case of joint 

tender, the combined capacity of all members of the consortium and identified 

subcontractors) must comply with the following criteria:  

- Turnover of the last two financial years above € 150,000 (per annum) 

The analysis of the financial capacity will be performed by the Contracting Authority 

based on the following methodology: 

http://ec.europa.eu/dgs/education_culture/calls/evaluation-procurements_en.htm

 

The following evidence should be provided:  



-

 

annex 3 " Economic and financial capacity analysis form" filled in with the relevant 



statutory accounting figures, in order to calculate the financial ratios 

-

 



for economic operators required under national law to keep a complete set of 

accounts: the balance sheet, profit and loss account and annexes of the last two years for 

which accounts have been closed

-

 



for economic operators required under national law to keep a simplified set of 

accounts: the statement of expenditure and revenue and the annex showing assets and 

liabilities for the last two financial years for which accounts have been closed; 

-

 



in all cases, a statement of overall turnover and turnover concerning the supplies or 

services covered by the contract, provided over the last two financial years for which 

accounts have been closed. 

If, for some exceptional reason which the Contracting Authority considers justified, a 

tenderer is unable to provide one or other of the above documents, he or she may prove his 

or her economic and financial capacity by any other document which the Contracting 

Authority considers appropriate. In any case, the Contracting Authority must at least be 

notified of the exceptional reason and its justification in the tender. The Commission 

reserves the right to request any other document enabling it to verify the tenderer's 

economic and financial capacity. 



2.3.2.

 

Technical and professional capacity criteria and evidence 

a.

 

Criteria relating to tenderers 

Tenderers (in case of a joint tender the combined capacity of all tenderers and identified 

subcontractors) must comply with the following criteria:  

- The tenderer must prove experience in the field of culture policy-making, with at least 5 

projects delivered in this field in the last three years, in English, with cultural operators in 

12 EU countries (it is the combination of projects which must reach the necessary 

coverage), with a minimum value for each project of € 25,000.  

The tenderer must also prove experience in: 

 



 

 

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Organising events (conferences, round tables, etc.) with 



experts/representatives of civil society; 

 



Working in direct contact with different cultural organisations, at EU level. 

 

b.



 

Criteria relating to the team proposed by the tenderer:  

The team delivering the service should include, as a minimum 4 members with the 

following profiles:  

Project Manager: At least 12 years' experience, including 5 years in the field of culture, in 

project management at EU level, including overseeing project delivery, quality control of 

delivered service; Experience in management of team of at least 5 people; Excellent 

communication and organisational skills; Experience of working together with cultural 

operators throughout the EU.  

Experts/members of the team should have minimum 4 years' professional experience in at 

least one the following fields: 

 

Cultural diversity and intercultural dialogue; 



 

Culture as a catalyst for creativity, growth and jobs (cultural and creative 

industries, new culture business models, digital economy, etc.); 

 

Culture as an important element in the European Union's international 



relations (cultural projects with non-EU countries, links with UNESCO 

conventions, etc.); 

 

Organisation of conferences or general assemblies (professional events with at least 



40 participants from different countries) 

Each field mentioned above should benefit from expertise of at least one member of the 

team. 

Language quality check: at least two members of the team should have native-level 



language skills in English or equivalent, as guaranteed by a certificate or past relevant 

experience.  

The Tenderer should prove that all the experts will be available throughout the duration of 

the action to perform the tasks for which they are proposed and have committed to devote 

the necessary time to the tasks they will be assigned.

 

c.

 

Evidence:  

The following evidence should be provided to fulfil the above criteria:  

- List of relevant services provided in the past three years, with sums, dates and recipients

public or private. The most important services shall be accompanied by documents 

affirming satisfactory execution, specifying that they have been carried out in a 

professional manner and have been fully completed; 

- The educational and professional qualifications of the persons who will provide the 

service for this tender (CVs). Each CV provided should indicate the intended function in 

the delivery of the service.  



 

 

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2.4.

 

Award criteria 

The tender will be awarded according to the best-value-for-money procedure. The quality 

of the tender will be evaluated based on the following criteria. The maximum total quality 

score is 100 points. 



 

 



Quality of the proposed methodology (45 points - – minimum threshold 50%)  

This criterion will assess the quality of the work plan, the identification process of 

participants to the Brainstorming and Dialogue (and OMC) meetings, the efficiency of 

meetings' logistics and organisation, the relevance of the sub-themes proposed, and the 

strategy for drafting and disseminating the Policy Papers.  

 



Organisation of the work (30 points – minimum threshold 50%) 

This criterion will assess how the roles and responsibilities of the proposed team and of the 

economic operators (in case of joint tenders, including subcontractors if applicable) are 

distributed for each task. It also assesses the global allocation of time and resources to the 

project and to each task or deliverable, and whether this allocation is adequate for the 

work. The tender should provide details on the allocation of time and resources and the 

rationale behind the choice of this allocation.  

 



Quality control measures (25 points – minimum threshold 50%) 

This criterion will assess the quality control system applied to the service foreseen in these 

tender specifications concerning the quality of the deliverables, the language quality check, 

and continuity of the service in case of absence of the member of the team. The quality 

system should be detailed in the tender and specific to the tasks at hand; a generic quality 

system will result in a low score.  

Tenders must score minimum 50% for each criterion and sub-criterion, and minimum 65% 

in total. Tenders that do not reach the minimum quality thresholds will be rejected and will 

not be ranked. 

After evaluation of the quality of the tender, the tenders are ranked using the formula 

below to determine the tender offering best value for money.  

A weight of 60/40 is given to quality and price. 

Score for tender X = cheapest price / price of tender X * 40 + total quality score (out of 

100) for all award criteria of tender X / 100 * 60 

 

Score for 



tender X 

 

 

cheapest price 



_________ 

price of tender X 

 

 

 

40 

 

 



total quality score (out of 

100) for all award criteria 

of tender X 

_____________ 

100 

 



 

60 

2.5.

 

Technical offer  

The technical offer must cover all aspects and tasks required in the technical specifications 

described in section 3, and provide all the information needed to apply the award criteria. 

Offers deviating from the requirements or not covering all requirements may be excluded 

on the basis of non-conformity with the tender specifications and will not be evaluated.  



 

 

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2.6.

 

Financial offer  

The price for the tender must be quoted in euro (use Annex 4). Tenderers from countries 

outside the euro zone have to quote their prices in euro. The price quoted may not be revised 

in line with exchange rate movements. It is for the tenderer to assume the risks or the 

benefits deriving from any variation.  

Prices must be quoted free of all duties, taxes and other charges, including VAT, as the 

European Union is exempt from such charges under Articles 3 and 4 of the Protocol on the 

privileges and immunities of the European Union. The amount of VAT may be shown 

separately.  

The quoted price must be a fixed amount which includes all charges (including travel and 

subsistence). Travel and subsistence expenses are not refundable separately.  

 

3.

 

T

ECHNICAL SPECIFICATIONS

 

3.1.

 GENERAL BACKGROUND AND REFERENCES 

 

 



Structured Dialogue as a tool in EC policy-making 

Almost all European Commission Directorates-General have contacts with civil society and 

other interested parties in their respective fields. The Commission works in a decentralised 

manner and its different services are responsible for their own mechanisms of dialogue and 

consultation. This decentralised structure allows the specific nature and conditions of different 

policy areas to be taken into account.  

The Structured Dialogue is a process providing a framework for discussions between the 

stakeholders and the European Commission in a certain field, for instance culture. It allows the 

sector and the EC to exchange views and information on key issues, and insures that the voice 

of civil society organisations is heard. 

In the Structured  Dialogue, stakeholders/interested parties are consulted through different tools, 

such as Green and White Papers, communications, consultation documents, advisory 

committees, expert groups and ad-hoc consultations. (List of links to different DGs' pages 

referring to their cooperation with civil society:

 

http://ec.europa.eu/transparency/civil_society/others_en.htm

) 

 



Structured Dialogue in the field of culture 2008-2013 

In 2007, the European Agenda for Culture

2

 introduced two new tools for further 



cooperation in the field of culture at EU level: an Open Method of Coordination (OMC) 

with EU Member States and a Structured Dialogue (SD) with civil society.  

                                                 

 

2



 Communication from the Commission to the European Parliament, the Council, the European Economic 

and Social Committee and the Committee of the Regions on a European agenda for culture in a globalizing 

world {SEC(2007) 570}/* COM/2007/0242 final  

   

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=COM:2007:0242:FIN:EN:HTML

  



 

 

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Objectives  

The objectives of the structured dialogue with civil society in the field of culture were as 

follows:    

o

 



Strengthen the advocacy capacity of the cultural sector in policy debate at 

European level; 

o

 

Provide the Commission with a framework for the regular exchange of views 



and structured dialogue with Civil Society stakeholders (professional 

organisations, cultural institutions, non-governmental organisations, European 

networks, foundations, etc) which complements existing consultation processes 

(such as online consultations, public hearings, etc.) or specific sectorial 

dialogues carried out on specific EC policy or regulatory initiatives; 

o

 



Encourage the various components of the cultural sector to work in a more trans-

sectorial way and to better structure and organise itself at EU level. 



Description 

The Structured Dialogue with civil society in the field of culture has been developed 

through two complementary tools, the Civil Society Culture Platforms and the European 

Culture Forums. 

The Culture Platforms involve European associations and networks. During the period 2008-

2013, there were 3 thematic platforms, as follows: 

o

 

Platform for Intercultural Europe



 (PIE) 

o

 



Platform on Access to Culture

 (ACP) 


o

 

Platform on the Cultural & Creative Industries



 (CCIP) 

The PIE Platform, created in the framework of the 2008 European Year of Intercultural 

Dialogue, was consolidated, and two other Platforms were formed through a Call for 

expression of interest

3

 published in 2008. On this basis, the Commission has been 



supporting an annual plenary meeting for each Platform and has opened a funding 

possibility through a specific strand (2.c) under the Culture programme to co-finance 

expenditure (staff, travel, administration…) relating to long-term work programme of the 

Platforms (ACP and PIE Platforms have been benefiting from this support, whereas the 

CCIP didn't apply for the funding). 

Detailed information about these Platforms is available at: 



http://ec.europa.eu/culture/our-

policy-development/european-agenda-for-culture/involving-the-cultural-sector_en.htm

   


In addition, European Culture Forums are convened by the European Commission every 2 

years. Three European Culture Forums have been organised so far in Brussels, in 2009, 

2011 and 2013. A first European Culture Forum had been organised in a different context 

and by the Portuguese Presidency, in 2007 to discuss the Commission's Communication on 

                                                 

 

3



  

http://ec.europa.eu/culture/pdf/doc1203_en.pdf

   



 

 

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the European Agenda for Culture. The Culture Forum will continue to be organised by the 

European Commission, and is not included in this call for tender. 

 

3.2.

 

E

VALUATION OF THE 

S

TRUCTURED 

D

IALOGUE IN 

2013 

In 2013, an external evaluation was conducted by ECORYS on the implementation of the 

OMC and SD processes.  

The  Evaluation of the Open Method of Coordination and the Structured Dialogue, as the 



Agenda for Culture's implementing tools at European Union level

4

 provides an assessment 

of the extent to which these tools contribute to the achievement of objectives set for the 

European Agenda for Culture.  

 



 

Conclusions on the Structured Dialogue (2008-2013) 

The objectives of the Structured Dialogue have been achieved in relation to bringing the 

cultural sector closer together, increasing capacity for undertaking advocacy work at EU 

level, and opening up new opportunities for exchanges between civil society and the 

Commission. The Platforms brought together organisations that had never worked together 

before. 


 

Overall, participation was satisfactory in terms of geography, sector coverage and types of 

participants. However, smaller Member States and some sub-sectors (radio, architecture, 

youth and artistic crafts) appeared to be comparatively under-represented.   

 

The benefits of the SD process started to reduce after the first phase, especially in relation to 



the dialogue with the Commission. 

 

There is still a need to continue dialogue between civil society and the Commission, to 



support cross-sectorial work which structures civil society so that local, regional, and 

national concerns are fed into the dialogue process through representative interlocutors, 

bridging the gap between the EU institutions and the culture sector. 

 

The work of the Platforms would have benefited from better alignment with the Council 



Work Plan for Culture and the OMC groups. 

 



Recommendations  

Dialogue between civil society and the Commission should continue, but the way the 

Platforms are organised in this respect post-2013 needs to be revised. It is important to build 

on what has been achieved so far especially in terms of increasing the advocacy capacity of 

the sector, cross-sectorial cooperation and developing the framework for exchanges between 

civil society and the Commission. However, it is important to address the issues that started 

to appear during the last few years, such as the need to clarify the ownership of the process, 

increase visibility of the Platforms among those not directly involved.   

                                                 

 

4



 Evaluation report: 

http://ec.europa.eu/culture/our-policy-development/european-agenda_en.htm

  



 

 

12



Realigning the work of the Platforms to the Council Work Plan is likely to offer a number of 

benefits such as increasing dialogue between OMC working groups, civil society and the 

Commission; introduce the flexibility of adjusting the themes on the basis of the needs; 

introduce the possibility for a mid-term review of the implementation process and allowing 

a stock-take mid-way through the implementation of the Work Plans. 

The ownership of the dialogue process needs to be clarified. On the one hand, civil society 

organisations should take the lead in terms of developing common positions, identifying 

common issues that are agreed among wide range of stakeholders. On the other hand, the 

Commission should play a larger role in setting out the framework for implementation of the 

dialogue process. Rigidity and unnecessary institutionalisation of structures should be 

avoided and greater flexibility and adaptability introduced where possible. 

Participation in the dialogue process needs to be built on flexible participation, where all the 

organisations interested to contribute have an opportunity to take part, according to 

circumstances (capacity, resources, theme etc.), not just members of a platform. 

Participation should also be as transparent as possible and the criteria harmonised among 

thematic areas, where national level organisations also have opportunities to contribute. 

The involvement of national level organisations should be considered as a necessary 

condition for European civil society to engage in the dialogue process. This could take place 

through a variety of forms such as providing opportunities for member organisations to 

contribute to the outputs produced, undertaking tailored consultations on specific issues, or 

through surveys, events and/or projects.  

Funding for civil society organisations needs to focus on specific initiatives and projects 

with minimal support for administrative functions. This could take place for example 

through providing funding for research projects, events and workshops that have potential to 

feed into the policy process. 

 

3.3.



 

S

TRUCTURED 

D

IALOGUE AS OF 

2015 

 



Context 

The evaluation results regarding the structured dialogue were taken into account in the 

elaboration of the post-2013 SD objectives. 

The European Agenda for Culture remains the framework for developing cooperation at 

European level in the cultural field and for increasing the coherence and visibility of 

European action in this field, while at the same time strengthening the transversal role of 

culture. The Agenda is built on three interrelated sets of objectives: promotion of cultural 

diversity and intercultural dialogue; promotion of culture as a catalyst for creativity, growth 

and jobs and the promotion of culture as a vital element in the Union's international 

relations. On the basis of these objectives and drawing on the achievements of the Work 

Plan for Culture 2008-10, the Council adopted in 2010 a Work Plan covering the years 

2011-2014, which identified six priority areas

5

 for the cultural field under which specific 



                                                 

 

5



 A: Cultural diversity, intercultural dialogue and accessible and inclusive culture; B: Cultural and Creative 

Industries; C: Skills and mobility; D: Cultural heritage, including mobility of collections; E: Culture in 

External Relations; F: Culture Statistics. 



 

 

13



activities have been pursued

6

. A new Work Plan (to start in 2015) is currently under 



preparation and will be adopted by the end of 2014. It will set a policy framework with 

priorities areas and a number of activities to be put in place, mostly through the Open 

Method of Coordination. While priorities areas have not yet been defined, the following 

fields are being mentioned in the discussions which are currently taking place: Cultural 

diversity, Intercultural dialogue, Accessible and inclusive culture, Cultural and creative 

industries, Skills, Mobility of artists, Cultural heritage, Mobility of collections, Culture in 

EU external relations, Culture in a digital economy, Cultural statistics, measuring the value 

of culture and mainstreaming culture in EU policies.

  

 

As recommended by the evaluation, closer links will be established between the renewed 



Structured Dialogue and the next Work Plan for Culture. 

 

 



The Objectives of the Structured Dialogue as of 2015 are as follows:  

o

 



Strengthen the advocacy capacity of the cultural sector in policy debate at 

European level; 

 

o

 



Allow a regular exchange of views and a structured dialogue between the 

Commission and Civil Society stakeholders in the field of culture (professional 

organisations, cultural institutions, non-governmental organisations, European 

networks, foundations, etc). These exchanges will aim at consulting on, 

contributing to and informing about policy developments in the field of culture 

at European level.   

 

o

 



Encourage the various components of the cultural sector to work in a more 

collaborative way.  

 

3.4.

 

D

ESCRIPTION OF TASKS

 

The tenderer will contribute to the implementation of one of the two strands of the 

Structured Dialogue post-2013, following the evaluation and the decision to replace the 

Platforms' structures by a more flexible process. The other SD strand, namely the "European 

Culture Forum", is not concerned by the present call.  

The European Commission has identified the following series of themes that may be subject 

to Structured Dialogue to be organised by the tenderer: 

o

 



Cultural diversity 

o

 



Intercultural dialogue 

o

 



Accessible and inclusive culture 

o

 



Cultural and creative industries 

                                                 

 

6

 OMC groups' Policy Handbooks, reports and toolkits: 



http://ec.europa.eu/culture/our-policy-

development/european-agenda-for-culture/involving-the-member-states_en.htm

  



 

 

14



o

 

Skills 



o

 

Mobility of artists 



o

 

Cultural heritage 



o

 

Mobility of collections 



o

 

Culture in EU external relations 



o

 

Culture in a digital economy 



o

 

Cultural statistics  



o

 

Measuring the value of culture 



o

 

Mainstreaming culture in EU policies.  



This renewed SD strand will be mainly composed of thematic meetings, to be organised by 

the tenderer. These thematic meetings will be composed of the following elements: a 

"Dialogue meeting" with the EC, preceded by a "Preliminary Brainstorming" among civil 

society, on the same theme. Each selected theme therefore encompasses at least two events, 

but may generate more events (one Preliminary Brainstorming and two "Dialogue meetings" 

for instance). In addition, stakeholders' views will be reflected in targeted "Policy papers" to 

be produced by the tenderer. 

Main tasks to be undertaken by the tenderer: 

A.

 

Propose at least 1 additional theme and 4 sub-themes considered as crucial for the 



Culture stakeholders to discuss with the European Commission, in the framework 

of the above list of issues; and propose at least one meeting theme not entering the 

above list; 

B.

 



Identify (and propose to the EC) most relevant experts and representatives of 

culture European networks, cultural institutions and operators and any other 

suitable participant for the theme of the concerned meeting (around 40 for 

Brainstormings, 30 for Dialogues, and 2 per OMC group). The 

identification/selection of participants should be made according to public and 

transparent criteria to be proposed by the tenderer (including at least: participant's 

thematic expertise, organisation's multiplying effect, geographical balance of final 

set of participants...);  the tenderer will also identify which experts may be invited 

to present a "Policy Paper"  in the relevant OMC group meetings. 

C.

 



Organise 2 types of structured and participative meetings: 

1. Preliminary Brainstorming gathering (4 to 5 to be organised over the 

contractual period) 

Target: Civil society only (no participant from the EC) 

Participants: 30 to 50 experts and representatives of culture European 

networks, cultural institutions and operators 

Place: any EU country 

*** 



 

 

15



2. Dialogue meeting (4 to 5 to be organised over the contractual period) 

Target: Civil society and the EC 

Participants: up to 30 civil society participants (that have participated to the 

Preliminary Brainstorming organised on the same theme) and up to 5 European 

Commission participants 

Place: Brussels 

*** 

For all meetings, the tenderer should manage all logistical aspects: 



identification of participants, identification and hiring of venue, moderation, 

catering, invitation, reimbursement of travel costs of participants, etc. 

The meetings (between 8 et 10 in total) should be organised in the most 

relevant way (calendar to build around EU political rendezvous and events) 

and well planned on a 21 month-schedule.   

D.

 



Produce minutes (2 to 6 pages) of all the meetings ("Preliminary Brainstormings", 

"Dialogues" and meetings with EC about the execution of the contract). 

E.

 

Produce and disseminate two types of Policy Papers (10 pages maximum): 



1. Policy Papers (4 to 5 over the contractual period) based on a "Preliminary 

Brainstorming" and informing about opinions of stakeholders and messages 

that the group of stakeholders agreed to convey to the Commission;  

2.  Policy Papers (3 to 4 over the contractual period) on given themes, at the 

request of the EC, built on a consultation of stakeholders (be it online or via 

meetings), compiling and analysing the position of civil society on the issue at 

stake. 


The Policy papers must be produced in a consolidated and attractive format 

and disseminated to all relevant stakeholders. 

The calendar, themes, agendas, reports and any other content-related element should be agreed 

by the EC.      

The financial offer of the tenderer should include the tenderer's costs related to its participation 

in the kick-off, progress and final report meetings organised by the Commission and the costs 

related to the participation of one expert in potentially each OMC group meeting (around 12 

meetings). 

 

3.5.

 INDICATIVE TIME SCHEDULE OF EXECUTION OF THE CONTRACT

T0 Contract 

start 

T0 + 2 weeks 



Submission of draft inception report 

T0 + 3 weeks 

Kick-off meeting with the Commission 

T0 + 8 months 

Submission of draft first progress report 



 

 

16



T0 + 8,5 months 

"First progress report" meeting with the Commission 

T0 + 17 months 

Submission of draft second progress report 

T0 + 18 months 

"Second progress report" meeting with the Commission  

T0 + 23 months 

Submission of draft final report  

T0 + 23,5 months 

Final meeting with the Commission 

T0 + 26 months 

Submission of the final report 

 

 

3.6.

 

I

NCEPTION AND 

P

ROGRESS 

R

EPORTS REQUIREMENTS

 

Each report will be submitted in English to the responsible body in printed form (one copy) 

and by e-mail. Electronic files must be in Microsoft ® Word for Windows format or 

equivalent. 

The Commission will comment on the inception report within 20 calendar days of 

receiving it. It will comment on the progress and final reports within 45 calendar days. In 

the absence of observations from the Commission within the deadline, the report will be 

considered as being approved. 

Within 20 calendar days of receiving the Commission’s observations, the Contractor will 

submit the report in definitive form, taking full account of these observations, either by 

following them precisely, or by explaining clearly why they were not followed.  Should the 

Commission still not consider the report acceptable, the Contractor will be invited to 

amend the report until the Commission is satisfied. 

 



Inception report 

The inception report must be drafted in English and submitted at least one week before the 

Kick-off meeting with the Commission. 

The report must include at least:  

o

 

Detailed work plan and timetable for implementing the work; 



o

 

Details on the approach to be followed to select participants to the meetings; 



o

 

An inventory of convenient venues for the Brainstorming and Dialogue meetings 



and a list of potential moderators of the meetings.  

 



Progress reports 

The two progress reports shall be submitted respectively at the end of month 8 and the end 

of month 17 after the entry into force of the contract. They shall include at least the 

following: 

o

 

Complete information on the activities carried out in pursuit of the results set out 



in the technical specifications;  

o

 



Complete information on the progress achieved towards the results; 


 

 

17



o

 

Problems encountered, solutions found or proposed, and impact on future work; 



o

 

A detailed timetable and methodology for completion of the work. 



 

4.

 

C

ONTENT

,

 

S

TRUCTURE AND GRAPHIC REQUIREMENTS OF THE FINAL 

DELIVERABLES

 

All final deliverables produced for the European Commission and Executive Agencies 

shall conform to the corporate visual identity of the European Commission by applying the 

graphic rules set out in the European Commission's Visual Identity Manual, including its 

logo

7

.  



 

4.1. Content 

4.1.1. Final report 

The final report shall be submitted within 26 months after the entry into force of the Contract. 

It should include an Executive Summary of 2 pages maximum. The Executive Summary 

should be provided in English and in French. 

The report must include at least:  

o

 



Comprehensive information on all the activities and approaches carried out in 

pursuit of the results set out in the technical specifications; 

o

 

Problems encountered, solutions found and their impact on the outcomes achieved; 



o

 

Conclusions and recommendations to the European Commission. 



4.2. Structure 

The final report should not exceed 25 pages and it should be completed by annexes (including 

at least all final reports of meetings organised). 

 

5. A

NNEXES

 

The following documents are annexed to these Tender Specifications and form an integral 

part of them: 

Annex 1 


Tenderer Information 

Annex 2 

Declaration on Honour 



Annex 3 

Economic & Financial Capacity Form 



                                                 

 

7



 

The Visual Identity Manual of the European Commission is available upon request. Requests should be made to the 

following e-mail address: 

comm-visual-identity@ec.europa.eu

 



 

 

18



Annex 4 

Price 



Annex 5 



Draft Contract 



Document Outline

  • 1. INFORMATION ON TENDERING
    • Participation
    • Contractual conditions
    • Joint tenders
    • Subcontracting
    • Content of the tender
    • Identification of the tenderer: legal capacity and status
  • 2. EVALUATION AND AWARD
    • 2.1. Evaluation steps
    • 2.2. Exclusion criteria
    • 2.3. Selection criteria
      • 2.3.1. Economic and financial capacity criteria and evidence
      • 2.3.2. Technical and professional capacity criteria and evidence
    • 2.4. Award criteria
    • 2.5. Technical offer
    • 2.6. Financial offer
  • 3. TECHNICAL SPECIFICATIONS
  • 4. CONTENT, STRUCTURE AND GRAPHIC REQUIREMENTS OF THE FINAL DELIVERABLES
  • 5. ANNEXES

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