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Periodicals Tender, Q&A

Deadline: 14/07/2010, 17.00 (Central European Time)

 

Questions

  • 1. In your form "DOCUMENT III - Tender Information and Documentation - 2.a Technical Proposal Form", we don't see the cell B2.8 (Transfer arrangements) with the space to reply to questions 1 and 2 that we found at page 14 of "DOCUMENT II - Specification for Technical and Economic Proposals". What is the reason? Will you update the form with this new cell?
  • 2. In your form "DOCUMENT III - Tender Information and Documentation - 2.b Economic Proposal Form", we find three spaces for three additional services (C2): Management of journal packages, Physical processing and Other Services. In your documents we don't see any specifications about these additional services. In the paragraph C2.1 (Additional services pricing) we see the points C1.5 (management of journal packages) and B1.4 (standars pricing formula), but we don't find any reference to these points. Can you explain the meaning of "management of journal packages" and "physical processing"?
  • 3. Is it possible to receive an excel file with the "DOCUMENT II - 2. Lists of Titles" (print periodicals, e-only periodicals, Cambridge University Press package, Elsevier package print, Sage package, Springer package print, Taylor & Francis package)?
  • 4. Is it possible to have Document II.1 - Specifications in Word format, in order to prepare the Technical Proposal Form more easily?
  • 5. Concerning Document II.1 Specifications B1.5 Question 5: should  the proprietary service you mention  be free of charge or may it be included in the additional services which can be offered (Document II.1 Specifications C2.1; Document III Economic proposal form C2.1)?
  • 6. Considering the high number of titles involved in this tender, we would like to know how many subscriptions can be considered non-calendar year based.
  • 7. In Document I p. 2 you mention the possibility of offering for East European languages and Scandinavian languages. Which are the modalities to send an offer for these languages? Should this offer be sent together with the other four lots offers?
  • 8. Can you provide us the number of FTE in order to quote correctly titles with TIER?

  • 9. DOCUMENT I, section 3.d. "Tenderers must give proof of at least three years of experience in providing services." 
    We can provide documentation such as balance sheets, references, names of customers etc. that are requested in other sections.  Is any other form of proof required and, if so, which documents should we supply?

  • 10. DOCUMENT I, section 3.f.1 "…presenting the balance sheets or extracts from balance sheets for at least the last two financial years for which accounts have been closed…"
    Do you require the full balance sheets or prefer extracts specific to periodicals turnover?

  • 11. DOCUMENT I, section 4  "Each bid must contain one original and two copies." 
    Do you require two copies of all documents relative to the exclusion and selection criteria (balance sheets etc.), or only of the technical and financial offer?

  • 12. DOCUMENT II, section 1.5 : temporary access 
    May we provide access for the email address LibraryTender@eui.eu?

  • 13. DOCUMENT II, section 2.4, question 3  "State the size (… number of current titles) of your bibliographic database" By "number of current titles", should we understand the number of new titles included each year, or the number of 2010 titles to date?  Please advise as to the correct interpretation of this question.
  • 14. DOCUMENT II, section 2.4, question 4 
    "State the number of titles in our subject areas listed in the database" 
    Are you able to indicate a list of your principal subject areas?
  • 15. DOCUMENT I Open invitation to tender - 3. Condition to participating - d. Information about the tender.  
    Evidence is requested to substantiate the information given in Document III.1.
    Is it necessary to attach a declaration from the Bank which proves that a current account has been opened, as indicated in the document?

  • 16. DOCUMENT I Open invitation to tender - 3. Condition to participating - e. Exclusion criteria.
    Is it also necessary to provide a declaration regarding comma ii, points a. and b?

  • 17. DOCUMENT II Specifications - 1.10 Invoicing - question 1.
    Should the service provided for "non-calendar year" subscriptions be considered a free or a fee-paying service?

  • 18. We would be grateful if you could provide email addresses for the individual staff members requiring trial access to our website.

  • 19. If offers are made for more than one lot, how should the offers be presented?
    One envelope for each lot?
    Should the documents referred to in the section "Documents III.1" + annex, be sent with each lot or is one original and 2 copies enough for all the lots for which the tenderer submits an offer?
    Should double copies of the balance sheets be supplied as well?

  • 20. Referring to the tender in the subject, this is to ask you for some clarifications.
    At page 2, Invitation to Tender, there is a Lot description, divided in %. The sum of the percentages is not a whole 100%, but a 88. Is this a mistake or should we consider the left 12% as part of the Easter and Scandinavian Lot?
    Moreover, stating that, on 2009 calculation, you've spent 500.000, can you please specify the total spent for each Lot, always calculating the same year's expenditure?

  • 21. We would like to know if the date for the opening of the economic offers has already been fixed?

 

Answers

  • 1. The cells have been added. 
    Download the updated version of  "DOCUMENT III - Tender Information and Documentation - 2.a Technical Proposal Form".
  • 2. In "Document II Specifications for Technical and Economic Proposal" p. 17, C2.1 Additional service pricing, the reference to paragraph C1.5 was incorrect and has been updated in B2.5, to which it refers. 
    Reference to B1.4 is correct and refers to those services, mentioned there as "additional services", which are normally offered together with the consolidated service. 
    Download the updated version of page 23 of the Complete documentation .
  • 3. The files in Excel format are available on the website.
  • 4. The Document II.1 - Specifications is available in PDF format. Please note that copying is allowed. Therefore the text can be entirely copied (Select all - Copy) and pasted into a Word document.
  • 5. The proprietary service we mention may be a charged service. In this case please specify that it is a charged service in Document III Technical proposal form B1.5  and include it in the additional services to be offered in Document III Economic proposal form C2.1.
  • 6. Lists of titles involved in the tender have been provided. We are  not able to give any further information.
  • 7. Tenderers should submit a separate offer for East European languages and Scandinavian languages (or two separate offers, if the conditions are different) specifiyng the languages in the field 'other countries' of Document III 2.a Technical proposal form and III 2.b Economic proposal form. This offer should be sent together with the other tender documents.
  • 8. The full FTE of the European University Institute is 1100.

  • 9. Tenderers should declare for how many years they are in this market and give proof of this through balance sheets, references, names of customers etc. that are requested in other sections.

  • 10. We prefer to have full balance sheets, in which the periodicals section is in any case easily recognizable.

  • 11. We need two copies of every document included in the tender.

  • 12. We require access for at least four staff members. Please let us know if you need e-mail addresses of each staff member in order to configure the accounts.

  • 13. By "number of current titles" we mean the total number of titles available in 2010.

  • 14. The subject areas are indicated in Document I - Open Invitation to Tender, p. 1.

  • 15. All documents necessary are indicated as such under Document III.1.Information about the Tenderer. A bank declaration as proof of bank account is therefore not necessary. Evidence of tenderer’s economic and financial capacity must be provided as specified in Document I.3.f.

  • 16. As specified under Document I .3.e.i.Exclusion criteria, the certification is done by completing and signing Document III.3.Annex I – Declaration Concerning Exclusion Criteria. The supporting evidence requested in I.1.3.d. does not apply to this document.

  • 17. The eventual cost of non-calender year subscriptions should be included in the Standard pricing formula.

  • 18. The site will be accessed by staff members of the EUI. No individual names will be provided. Please include the necessary information to access your site / platform in the relevant documentation.

  • 19. The offer for each lot should contain the original and two copies of all the documentation required (See Document I Open Invitation to Tender - 4. Submission of the bids). Offers for more than one lot may be delivered together in one larger envelope.

  • 20. The sum of percentages of the 4 lots is 88%. The remaining 12% is covered by Eastern European, Scandinavian and multi-lingual journals. A very rough estimate for the total sum per lot spent in 2009 is E. 391.000 (Lot 1), E. 18.000 (Lot 2), E. 39.000 (Lot 3), E. 22.500 (Lot 4) and E. 20.000 (Eastern European, Scandinavian and multi-lingual journals).

  • 21. A date has not yet been set.  However, according to our procedures, economic offers are opened by an internal committee of the EUI.

 

 

Page last updated on 06 September 2019