The deadline to apply has been extended to  19 September 2020, midnight CET.

The Inclusion and Anti-discrimination Division of the Anti-Discrimination Department, DGII, is responsible for the implementation of a variety of programmes targeting national and local stakeholders, such as institutions, municipalities, civil society organizations, media, as well as the general population across the European region and its neighbourhood.

In that context, the Council of Europe is looking for Provider(s) for the provision of online meeting organisation, communication and public relations, multimedia and graphic design services to be requested by the Council on an as needed basis.

It is not compulsory to apply to all services included in the selected lot. Applicants can apply also to some of the services by completing the relevant boxes of fees in the act of engagement and leaving the others blank.

Throughout the duration of the Framework Contract, pre-selected Providers may be asked to:

Under Lot 1:

• Provide the virtual meeting room and subrooms/ breakout rooms upon needs to the organizers and based on the provided agenda and visual identity;
• Provide a short training ahead of the events to speakers;
• Ensure a simple and accessible registration of participants to the main meeting room and breakout rooms;
• Provide technical moderation and backup support throughout the event, including to resolve connection issues;
• Ensure the security of the meeting rooms, for example by protecting them with passwords;
• Manage the chat during the event;
• Monitor the flow of participation throughout the event and generate statistics;
• Ensure some pictures of the discussion and of speakers’ interventions upon request;
• Ensure that the virtual tool used has remote simultaneous interpretation embedded;
• Ensure interpreters are connected to the meeting room and conditions are met for their service in different channels;
• Host live streaming according to the arrangements taken with the organisers, including by connecting it to the requested website or social media account/channel;
• Produce the live subtitles in English (and/or other) language during the event;
• Provide technical services to ensure sign language interpretation can be delivered during the event

Under Lot 2:

• Provide entire or partial audio/video recording of the meeting upon guidance of the organizers, in line with graphic/visibility requirements, and provide the editing according to needs;
• Include subtitles in English upon need (in case of other languages, they will be provided in writing by the organizers to be edited);
• Assemble shorter video excerpts (clips, speakers’ interventions, etc.) or podcasts upon request;
• Provide transcripts of the meeting

Under Lot 3:

• Plan, design and implement creative concepts in the promotion of certain events, topics etc. to better reach out specific social groups;
• Ensure the logos of the Council of Europe and its programs are included in the invitations, virtual spaces, audiovisual products requested, including the above referred creative concepts;
• Design gifs with integrated graphic design services to promote the activity;
• Handle invitation and registration to the event for participants and related correspondence (technical instructions; updated agenda, promotion of public events, sending reminders, followup message after the event etc.), based on the skeleton agenda provided by the organisers and the initial list of participants;
• Prepare and distribute media advisories and press releases cleared by COE staff, in English, ahead of the meeting, to the list provided by organisers;
• Design and manage survey, during the event (on substance topics, with the support of organisers), pre and post events (on satisfaction);
• Provide sign language simultaneous interpretation to public events of the Division and the programme it manages.

The deadline to apply is 19 September 2020, midnight CET.

More information can be found in the:

• Tender file
• Act of engagement

QUESTIONS AND ANSWERS

Q. I am a registered as individual entrepreneur. I have questions regarding documents to be provided: a list of all owners and executive officers, for legal persons only; as an individual entrepreneur, I am the only person behind, so I don't need to provide such list, right?
A. INDIVIDUAL ENTREPRENEURS DO NOT NEED TO PROVIDE THIS LIST.

Q. Proof of compliance with the eligibility criteria (e.g. registration documents, contact details of 3 referees to whom similar services have been provided, outline of the company. etc.); what kind of translation for the registration documents is acceptable?
A. WE DO NOT ASK FOR TRANSLATION BUT SCANNED OFFICIAL DOC/s.

Q. For contact details of 3 referees to whom similar services have been provided, what details exactly it should include (name, email, phone number)?
A. NAME, TITLE, COMPANY THE PERSON WORKS FOR, EMAIL

Q. As a registered individual entrepreneur do I need to provide outline of the company?
A. YOU CAN INCLUDE THIS IN THE DOCUMENT MENTIONNED ABOVE AS A PARAGRAPH.

Q. An outline of the proposed services for the LOT/s applied, including information such as the specific online platform(s) the tenderer proposes, the detailed way in which the services will be organized, etc; how long should be such outline?
A. YOU CAN MAKE IT AS LONG AS YOU WISH, WE RECOMMEND BETWEEN 1 AND 2 PAGES.