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TRANSCRIPT
ANNEX B Lot 7
Price schedule Lot 7: special event - support
This price schedule must be completed in full. Tenders which do not meet this requirement will be excluded from the procedure.
No DESCRIPTION Unit quantityUnit price excl. tax (EUR)
Devising of public relations and media relations strategy
1
Assistance with developing a communications plan:
- assistance with identifying target groups and ways of reaching these target groups- assistance with identifying locations to leave flyers and put up posters- assistance with defining the concept of messages for events - detailed description of planned event(s) (location, programme, participants, identification of communications media and promotional materials, etc.)
per event
2Assistance with media planning: choice of media and format to be used (TV, radio, press, Internet, mobile phones, etc.); choice of broadcast times; establishing a schedule for publicity campaigns
per event
3
Technical assistance for the press officer with implementing the press relations plan:
- assistance with the definition of target media, depending on the theme to be highlighted - assistance with a detailed description of planned press event(s)- assistance with establishing a schedule for press relations campaigns
per event
4 Assistance with evaluation of the media impact, including assistance with choosing methods to evaluate the event’s impact
per event
Support for public relations activitiesPreparatory actions
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a) Leaving flyers in approved locations in public areas and local shops in the run-up to the event
5 Up to 3 000 per flyer
6 Over 3 000 per flyerb) Putting posters in approved locations in public areas and local shops in the run-up to the event
7 Up to 100 per poster
8 Over 100 per poster
c) Registration management- Contacts file, varying depending on the event’s
theme (associations, NGOs, public stakeholders, web-based communities, local social networks); this file must without fail include the name of the organisation (if applicable), the posts held by individuals, their e-mail address, telephone number, fax number and postal address (the level of gone-aways in the contacts file may not exceed 10 %).Contacts files will be sent electronically to the European Parliament (in Excel or equivalent format).
9 Up to 500 per contact
10 Over 500 per contact
- Sending invitations
11 By post per contact
12 By e-mail per contact
13 - Management of the participant list: follow-ups, preparation and updating of the participant list per contact
Logistical assistance and support a) Hire of a cinema equipped with a PA system, stage lighting equipment, sound, all technical staff required (projection booth manager, etc.) included, with an area for drinks and light snacks
14 Up to 100 seats per hour
15 101–300 seats per hour
16 Over 300 seats per hourb) Room hire with seats and furniture for speakers, with an area for drinks and light snacks;
17 Up to 100 seats per day
18 101–300 seats per day
19 Over 300 seats per day
20 b.1) Room set-up (signage, chairs, reception desk) per day
21 b.2) Public address system in the room: per day
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microphones for speakers, roving microphones for questions and answers with audience, amplifiers, mixer, frequency equalisers, loudspeakers, consumables, etc.
22
c) On-site assistance before, during and after the event, including welcoming the public, distributing documents, collecting e-mail addresses from participants, seating them in the room, etc.
person/day
Rental of equipment
23
a) Road show bus which is entirely self-contained, with driver: it must have a large area that can be customised and be pre-equipped with audio facilities, lighting and IT cabling, a rear room and a room on the lower deck that can be used as a control room or for an exhibition with a display case
per day
b) televisions (LCD/plasma/LED etc.) with PC/video connection
24 - 20" screen unit/day
25 - 29" screen unit/day
26 - 37" screen unit/day
27 - 42" screen and larger unit/day
28 c) portable multimedia computer unit/day
29 d) overhead projector that can be connected to the computer unit/day
30 e) standard 3 x 4 m projection screen Freestanding. unit/day
31 f) internet equipment: modems, routers, cables etc. all equipment/day
Creation of specific products
a) production of wind flags
32 Height 200–300 cm per cm
33 Height 300–400 cm per cm 34 Height 400–500 cm per cm
35
b) production of flexible and transportable exhibition panels (vertical hanging banners) which can be rolled out from a detachable cassette, format: 850 x 2 150 mm; provision to be made for reprinting of the panels/cassettes
per panel
c) production of bus banners for roadshows:
36 - digital printing on vinyl per m²
37 - digital printing on micro-perforated vinyl per m²
38 - digital printing on paper per m²
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39
d) design and creation of exhibition stand: (with a raised floor platform) including fitting out of stand (fixed/modular structures of wood/MDF/metal or other decorative boards), cabling, general signposting, floor covering, lighting, panelling, document display cases, shelves and storage space
per m²
40 - assembly of exhibition stands m²
41 - dismantling of exhibition stands m²
42 e) photo reportage on events: in HD with a maximum of 15–20 photos per event per reportage
Evaluation of events
43
With a view to preparing an impact evaluation report on the event by the Information Office, the service provider must provide relevant indicators that will include, amongst others, the following:
1. Number and type of participants: age, sex, occupation, origin: general public, specialists, interest groups, associations, NGOs, local authorities, etc.)
2. Number and type of organisations represented: a. type of organisations (NGOs, local authorities,
etc.), nature of the organisations (regional, national, local organisation, etc.)
b.for each organisation represented: number and nature of members, organisational set-up of the organisation, electronic and paper publications of each of these etc.
3. Information relating to the relaying of the event: a. number of ex-post articles in newsletters, in
association information bulletins, on the participants’ websites etc.
b.by relevant media, general information on printing, distribution, readership, etc. of the media in question
per event
Graphic design The themes, texts and basic visuals (HD PDF and/or eps files of generic logos, campaigns' visuals, etc) will be delivered by Parliament.Graphics for flyers and posters
44 Template file for double-sided 10.5 x 21 cm flyer Per template file
45 Template file for double-sided A5 flyer Per template file
46 Template file for A3 poster, portrait format Per template file
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47 Template file for 80 x 120 poster, portrait format Per template file
Graphics for brochures
A4 brochure: folded A4 format, width: 21.0 cm/height: 29.7 cm; open format A3 (42.0 x 29.7 cm), four-colour printing
48 Template file: cover pages + 4 pages Per template file
49 Template file: cover pages + 8 pages Per template file
50 Template file: cover pages + 16 pages Per template file
51 Template file: cover pages + 24 pages Per template file
A5 brochure: folded A5 format, width: 14.8 cm/height: 21.0 cm; open format A4 (29.7 x 21.0 cm), four-colour printing
52 Template file: cover pages + 4 pages Per template file
53 Template file: cover pages + 8 pages Per template file
54 Template file: cover pages + 16 pages Per template file
55 Template file: cover pages + 24 pages Per template file
Graphics for notepads
56Master file covering the 4 cover pages
Format: A5, four-colour printingPer template file
57Template file for front of page similar to a graphical element or a logo, etc.
Format: A5, black and whitePer template file
Graphics for newspapers and Internet
58 Template file for press insert in written press (¼ page) Per template file
59 Internet file (720 x 90 pixel mega banner, in gif animation or equivalent) Per banner
60 Internet file (460 x 90 pixel mega banner, in gif animation or equivalent) Per banner
61 Internet file (300 x 250 pixel box, in gif animation or equivalent) Per box
Graphics for leaflet
62Template file for A4 leaflet (three panels, portrait orientation, four-colour printing, double-sided and folded in three)
Per template file
Graphics for communications material
63
Template file for ballpoint pens:Black ink Materials: body in satin-finish PVC with black or blue rubber sleeve with a push button, metal clip, ring and point, fine pointMarkings in one colour
Per template file
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64
Template file for colouring pencils for children: total of 12 mini-pencils with a cap incorporating a pencil sharpener Markings in one colour
Per template file
65
Template file for cotton bags:Pruning: 37 x 35 cm (height x width)Colour: monochromePrinting of EP logo or pictogram (or URL address) and/or event slogan/logo
Per template file
Graphics for wind flags, exhibition panels and bannersTemplate file for wind flag:
66 Height 200–300 cm Per template file
67 Height 300–400 cm Per template file
68 Height 400–500 cm Per template file
69 Template file for exhibition panel, format: 850 x 2 150 mm; Per template file
70 Template file for banners (2 m2) Per template file
PrintingDouble-sided 10.5 x 21 cm flyer:Number of pages: 2Finished format: 10.5 x 21 cm, double-sided, four-colour printing Paper: 350 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalentsShape: cut to format
71 Up to 1 000 copies Per flyer
72 1 001–5 000 copies Per flyer
73 5 001–10 000 copies Per flyer
Flyer recto/verso A5 :Number of pages: 2Finished format: A5, double-sided, four-colour printingPaper: 350 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalents
74 Up to 1 000 copies Per flyer
75 1 001–5 000 copies Per flyer
76 5 001–10 000 copies Per flyer
A3 poster – portrait format:Finished format: 29.7 x 42 cm, four-colour printingPaper: 150 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalents
77 Up to 50 copies Per poster
78 51–500 copies Per poster
79 501–1 000 copies Per poster
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80 Over 1 000 copies Per poster
80x120 poster – portrait format:Finished format: 80 x 120 cm, four-colour printingPaper: 150 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalents
81 Up to 50 copies Per poster
82 51–500 copies Per poster
83 501–1 000 copies Per poster
84 Over 1 000 copies Per poster
A4 brochure:Folded format: A4, width: : 21.0 cm/height:
29.7 cmOpen format: A3 (42.0 x 29.7 cm)Printing: Four-colour printing, double-sidedBinding: Metal stapling 2 pointsPaper: interior of brochure: 135 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalentscover of brochure: 250 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalents
A4 brochure, cover pages + 4 pages
85 Up to 50 copies Per brochure
86 51–500 copies Per brochure
87 501–1 000 copies Per brochure
88 Over 1 000 copies Per brochure
A4 brochure, cover pages + 8 pages
89 Up to 50 copies Per brochure
90 51–500 copies Per brochure
91 501–1 000 copies Per brochure
92 Over 1 000 copies Per brochure
A4 brochure, cover pages + 16 pages
93 Up to 50 copies Per brochure
94 51–500 copies Per brochure
95 501–1 000 copies Per brochure
96 Over 1 000 copies Per brochure
A4 brochure, cover pages + 24 pages
97 Up to 50 copies Per brochure
98 51–500 copies Per brochure
99 501–1 000 copies Per brochure
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100 Over 1 000 copies Per brochure
A5 brochure:Folded format: A5, width: 14.8 cm/height:
21.0 cmOpen format: A4 (29.7 x 21.0 cm)Printing: Double-sided, four-colour printingBinding: Metal stapling 2 pointsPaper: interior of brochure: 135 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalentscover of brochure: 250 g/m2 CYCLUS OFFSET,
Ecolabel or their equivalents
A5 brochure, cover pages + 4 pages
101 Up to 50 copies Per brochure
102 51–500 copies Per brochure
103 501–1 000 copies Per brochure
104 Over 1 000 copies Per brochure
A5 brochure, cover pages + 8 pages
105 Up to 50 copies Per brochure
106 51–500 copies Per brochure
107 501–1 000 copies Per brochure
108 Over 1 000 copies Per brochure
A5 brochure, cover pages + 16 pages
109 Up to 50 copies Per brochure
110 51–500 copies Per brochure
111 501–1 000 copies Per brochure
112 Over 1 000 copies Per brochure
A5 brochure, cover pages + 24 pages
113 Up to 50 copies Per brochure
114 51–500 copies Per brochure
115 501–1 000 copies Per brochure
116 Over 1 000 copies Per brochure
Note pads:- Interior of the notebook:
Format/pages: A5/100 sheets (200 pages)Printing: black & white double-sidedBookbinding: wire or metalPaper: 80 g CYCLUS OFFSET,
Ecolabel or their equivalents- cover of notebooks:
Printing: Four-colour printing, double-sided Covering paper: recycled offset 350 g/m2 CYCLUS
OFFSET, Ecolabel or their
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equivalents
117 Up to 500 copies Per note pad
118 501–1 000 copies Per note pad
119 1 001–5 000 copies Per note pad
120 Over 5 000 copies Per note pad
Leaflet:Leaflet: 3 panelsFormat: A4 in 3 panels, portrait orientation
four-colour printing, double-sidedOpen format: 21 x 29.7Folded format : 21 x 9,9Paper: 130 g/m2 CyclusPrint, Ecolabel or
their equivalentsShape: Two rolling folds
121 Up to 500 copies Per leaflet
122 501–1 000 copies Per leaflet
123 1 001–5 000 copies Per leaflet
124 5 001–10 000 copies Per leaflet
125 Over 10 000 copies Per leaflet
Production of communications materialBall point pens:Black ink Material: body in satin-finish PVC with black or blue rubber sleeve with a push button, metal clip, ring and point, fine pointMarkings in one colour
126 Up to 500 copies Per ballpoint pen
127 501–1 000 copies Per ballpoint pen
128 1 001–5 000 copies Per ballpoint pen
129 5 001–10 000 copies Per ballpoint pen
130 Over 10 000 copies Per ballpoint pen
Colouring pencils for children:Presentation: set of 12 mini-pencils with a cap incorporating a pencil sharpener. Markings in one colour
131 Up to 500 sets Per set
132 501–1 000 sets Per set
133 1 001–5 000 sets Per set
134 5 001–10 000 sets. Per set
135 Over 10 000 sets. Per set
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Cotton bags:- fabric: organic cotton (with resistance certificate), in rectangular form- type of handles: 2 long handles in fabric for hand or shoulder- size: 37 x 35 cm (height x width)- colour: uniform colour and on-trend- printing of EP logo or pictogram (or URL address) and/or event slogan/logo- packaging: stiff recycled cardboard packaging
136 Up to 100 copies Per bag
137 101–500 copies Per bag
138 501–1 000 copies Per bag
139 1 001–5 000 copies Per bag
140 5 001–10 000 copies Per bag
141 Over 10 000 copies Per bag
Multimedia productsVideo productsThe service provider will be responsible for the following stages: - design, including screenplay (and storyboard) and pre-production, including production planning- production (filming, etc.) and post-production (editing, etc.)Information film:Information films can be of varying lengths (8, 12, 18, 26 minutes) and should be ready for television broadcasting (professional television format) and on the Internet. They can take the form of reports, documentaries, animated films or other genres. Video clip: Production of video clips of varying lengths (30, 45, 60 seconds) ready for television broadcasting (professional television format) and on the Internet.Design and pre-production of video products
Information film per product/length
142 8 min
143 12 min
144 18 min
145 26 min
Video clip per product/length
146 30 sec
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147 45 sec
148 60 secProduction and post-production of video products The final master will be delivered on a Digital Betacam tape or equivalent for the format Standard Definition (SD), and on an XDCAM HD (Blu Ray) disc or equivalent for the High Definition (HD) standard. The service provider may also be asked to provide the master (SD or HD) in the form of a broadcast file in the format XDCAM/XDCAM HD(MXF) or MPEG2 or MPEG4 at 50 Mbit/s. In every instance, the televised or Internet broadcast format will generally be 16/9, and 4/3 for specific purposes.Information film per product/length
149 8 min
150 12 min
151 18 min
152 26 minConversion of information films into an appropriate format for the Internet (QuickTime, Real Player, Windows Media, MPEG4 etc.) for use on the BIPE website, Facebook, YouTube, etc.
per information film
Video clip per product/length
153 30 sec
154 45 sec
155 60 sec
156
Conversion of video clips into an appropriate format for the Internet (QuickTime, Real Player, Windows Media, MPEG4, etc.) for user on the BIPE website, Facebook, YouTube, etc.
per video clip
Audio productsThe service provider will be responsible for the following stages: - design, including the script, and pre-production, including production planning- production (recording, etc.) and post-production (editing, etc.)Radio programme:Production of radio programmes of varying length (5, 10 min) to raise awareness of an event. The material must be provided in broadcast-ready format (WAV, MP3 or equivalent).Radio advertising spotss:
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Production of radio advertising spots of 20 or 30 seconds, broadcast-ready.Design and pre-production of audio products
Radio programme per product/length
157 5 min
158 10 min
Radio advertisements per product/length
159 20 sec
160 30 secProduction and post-production of audio products The final master will be delivered in WAV format or equivalent. Radio programme per product/length
161 5 min
162 10 minConversion of WAV version of radio programmes into a format that can be broadcast on the Internet and in podcasts
per radio programme
Radio advertisements per product/length
163 20 sec
164 30 sec
165Conversion of WAV version of radio advertising spots into a format that can be broadcast on the Internet and in podcasts
per radio advertisement
Mastering and duplication of multimedia products Duplication of USB sticks (2 Gbyte) with EP logo (black & white)
166 Up to 50 copies per stick
167 51–500 copies per stick
168 501–1 000 copies per stick
169 Over 1 000 copies per stickDVD Each DVD will be delivered in its own sleeve and box
170Mastering, creation of navigation menu, graphical adaptation of sleeve (four-colour printed), on the basis of elements provided by the Office (text, logo, etc.)
per DVD
Duplication of DVD with box (sleeve printing included)
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171 Up to 50 copies per DVD
172 51–500 copies per DVD
173 501–1 000 copies per DVD
174 Over 1 000 copies per DVD
Recording and editorial workRecording and transcription of debates (in a room pre-equipped by the Information Office with a microphone and audio installation)
175
Recording in MP3 formatAudio recording of debates with appropriate material and technical support for conversion into MP3 format or equivalent on the day of the event; delivery of product on CD/DVD
per hour
176 Integral transcription of recordings in WORD format per hour
177Video recording of debates with appropriate equipment and delivery of product on a mastered DVD with a navigation menu
per hour
178
Creation of advertisement of 60 seconds on the basis of original recording, advertisement delivered on mastered DVD with navigation menu (including editing)
per advertisement
Assistance with editing of publications
179Flyers, leaflets, brochures, fact sheets, PowerPoint presentations and electronic, web-based publications
per page (1 500 characters per page without
spaces)
Assistance with editorial adaptation of existing communication material (flyers, leaflets, brochures)
180 Assistance with adaptation of content
per page (1 500 characters per page without
spaces)
181Synthesis of various existing communications materials on the same subject in order to create a new publication
per page (1 500 characters per page without
spaces)
Proofreading and revision of texts182 Spell checking per page (1 500
characters per
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page without spaces)
183 Content checking
per page (1 500 characters per page without
spaces)
Monitoring of and uploading to social networks
184
Assisting the Information Office with the identification of relevant social networks within the country concerned, depending on the event’s theme
per event
Storage and logistical distributionReception of material:1. unload material 2. check that the material supplied is in accordance with the delivery schedule and the information supplied by the Information Office3. complete the carrier register confirming receipt of the merchandise by indicating ‘receipt subject to conformity’ 4. alert the Information Office immediately about any anomalies found upon receipt 5. record in electronic format, in line with the Information Office’s instructions, data on merchandise received (type, publication titles or brief description of articles, quantity, packaging, total weight etc.)
185 Between 0 and 0.5 m³ by volume
186 Between 0.6 and 1 m³ by volume
187 Between 1.1 and 1.5 m³ by volume
188 Between 1.6 and 2 m³ by volume
189 Over 2 m³ by volume
Storage of material (including insurance)
190 Between 0 and 0.5 m³ by volume and per month
191 Between 0.6 and 1 m³ by volume and per month
192 Between 1.1 and 1.5 m³ by volume and per month
193 Between 1.6 and 2 m³ by volume and per month
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194 Over 2 m³ by volume and per month
Discarding of obsolete material
195 Between 0 and 0.5 m³ by volume
196 Between 0.6 and 1 m³ by volume
197 Between 1.1 and 1.5 m³ by volume
198 Between 1.6 and 2 m³ by volume
199 Over 2 m³ by volumeParcel packaging and delivery of materials to recipients (recorded delivery), including unloading
200 Between 0 and 0.5 m³ per km
201 Between 0.6 and 1 m³ per km
202 Between 1.1 and 1.5 m³ per km
203 Between 1.6 and 2 m³ per km
204 Over 2 m³ per kmTravel and accommodation
205
Organisation of accommodation for a number of participants: Contact with participants, looking for hotels, negotiating rates, reservations and advance funding
per participant
206
Organisation of travel for a number of participants travelling by train: making contact with participants, reservations, advance funding and provision of train tickets
per participant
207
Organisation of travel for some participants travelling by air: Contact with participants, reservations, advance funding and availability of air tickets (economy class, e-ticket if possible)
per participant
Catering services (staff, materials, crockery, cutlery and furniture included)Breakfast/coffee break with snack, including at least: coffee and tea, sortiment sandwiches, sweet option.
208 Up to 30 people per person
209 31–100 people per person
210 101–300 people per personDrinks reception with light snackincluding at least: wines, small salty finger foods, sweet options
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211 Up to 30 people per person
212 31–100 people per person
213 101–300 people per personBuffet lunch/dinnerincluding at least: salad buffet, meat and fish options, bread and wine.
214 Up to 30 people per person
215 31–100 people per person
216 101–300 people per personHigh-level reception including at least: starter, main course (meat, fish and vegetarian options), sweet, dessert and wines.
217 Up to 30 people per person
218 31–100 people per person
219 101–300 people per person
Organising an exhibition (all material hired)a) on EP premises
220a.1) free-standing/panel stands (standard dimensions: 1 000 x 1 800/1 900 mm), including suspension system for elements to be exhibited (works of art, posters, etc.)
per unit
221a.2) display cabinets with 8 mm-thick reinforced glass for the exhibition of trophies, medals, models etc. with security locks
per unit
222 a.2.1) 1 000 x 500 x 900 mm, two glass shelves, lockable sliding glass doors. per unit
223a.2.2.) 1 000 x 500 x 900 mm, open display area, lower section closed with laminated panel fronts, sliding lockable doors for upper and lower sections.
per unit
224 a.2.3) 500 x 500 x 2 000 mm, 3 glass shelves, glass door, lockable with hinges per unit
225a.2.4) 1 000 x 500 x 2 000 mm, three glass shelves, sliding lockable doors for upper and lower sections.
per unit
226a.3) lighting of exhibition supports (50 Watt halogen spotlight per banner or per linear metre of exhibition), including cabling
per unit/metre
227 a.4) installation and dismantling per metreb) outside EP premises (all systems to be installed must be water-resistant)
228
b.1) free-standing/panels (standard dimensions: 1 350 x 1 000 mm), including suspension system for elements to be exhibited (works of art, posters, etc.) and protection against rain, wind, etc.
per unit
229 b.2) suspended photo display, 1 350 x 1 000 mm, per unit
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weather-resistant, frame, toughened glass (safety glass, Plexichoc), security locks
230
b.3) display cases with toughened glass (safety glass, Plexichoc) for the display of trophies, medals, models etc. 1 500 x 2 000 x 600 mm, security locks, weather-resistant
per unit
231b.4) lighting of exhibition supports (50 Watt halogen spotlight per banner or per linear metre of exhibition), including cabling
per unit/metre
232 b.5) installation and dismantling per metreOn-site security for the event:The contractor will ensure 24/7 security in public spaces in the town where the event is taking place.
233 - daytime security guards per hour
234 - night-time security (with dog) per hour
TOTAL excluding tax (EUR)
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