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Solid partners, flexible solutions Do’s and don’ts in tendering for audiovisual mass-digitization
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Solid partners, flexible solutionsDo’s and don’ts in tendering for audiovisual mass-digitization
Brecht Declercq – Presto4U Preservathon – Brussels, VRT, 14th November 2014
YOUR ORGANISATION
YOUR PRESERVATIONSTRATEGY
YOUR DIGITIZATIONPROJECT
YOUR TENDER
CONTEXT DEFINING YOUR
TENDER
TIMINGSTARTENDDEPENDENCIESPHASING, ...
BUDGETSTAFFLOGISTICSDIGITIZATION, ...
SCOPEQUANTITYQUALITYSPECS, ...
BALANCING YOUR PROJECT
WHICH PROCEDURE?
Free awarding
0 – ca. 10k €
NegociationProcedure
(RFQ)
ca. 10k – 85k €
National Procedure
(RFP)
ca. 85k –200k €
EuropeanProcedure
(RFP)
ca. 200k+ €
GENERAL CALL FOR TENDERS
WHICH PROCEDURE?
PRE-INFORMATION PHASE (RFI)
STAGED TENDERING PROCEDURE
ONE OR MULTIPLE PARCELS?
VIAA PRACTICEoverview
document
attachments
price
matrix
background
document
OVERVIEW DOCUMENT
1. Introduction2. This tender3. Legal framework4. Selection5. Assessment6. Contractual provisions
OVERVIEW DOCUMENT
1. Introduction
Who are you? Who are you accountable to? Who are your other stakeholders?
=> Helps candidates to understand project context
OVERVIEW DOCUMENT
2. This tender
What are you tendering for (short) Structure of the documents Timeline of the tender and the project Instructions for the candidates
o e.g. how to submit an offer?o e.g. which docs to include in offer?
OVERVIEW DOCUMENT
28/02
21/0207/02
30/03
22/02
01/03
28/0431/03
12/0529/04
Check draft tender with CP’s
Final checks
deadline offers
evaluation & report
standstill
publication awarding effective awarding
TENDERING TIMING
OVERVIEW DOCUMENT
3. Legal framework
Depending on procedure Don’t just copy-paste this! Discuss it with your legal dept or attorney!
OVERVIEW DOCUMENT
4. Selection
First step: who can participate, yes or no?
Criteria for exclusiono e.g. respect for social legislation
Eventually: referenceso be careful but creativeo ask for details!o only as a selection criterion!
Financial and economic capacityo e.g. don’t end up with bankrupt partner
OVERVIEW DOCUMENT
5. Assessment
Second step: regularity assessment: o minimal requirementso level playing field: yes or no?
Third step: award criteriao base for scoreso pricing: formula for comparable figure, formula for score
calculations, x%o quality: open questions, definition of stages, x%
OVERVIEW DOCUMENT
6. Contractual provisions
Basis for your contract Don’t copy, always discuss Aspects like
o termo paymentso pricing recalculationso indemnityo confidentialityo ...
BACKGROUND DOCUMENT
1. Digitization as you see it2. Business case3. Project requirements4. Technical requirements
BACKGROUND DOCUMENT
1. Digitization as you see it
Vision on digitization Partners involved and their role in process
o e.g. VIAA: content providers, PACKED, ...
=> Helps candidates to identify their place in the game
BACKGROUND DOCUMENT
2. Business case
High level but extensive description of every step in the process
=> Candidate can fit his service into your story
Registration PackagingTransport
to SP DigitizationTransport
back...
BACKGROUND DOCUMENT
3. Project approach
Step per step detailed process explanation Minimal requirements and open questions
BACKGROUND DOCUMENT
4. Technical requirements
Step per step detailed process explanation Minimal requirements and open questions
o Be careful with the ‘checkbox approach’!o Leave space for improvements you didn’t think about
PRICE MATRIX
1. Specifications summary2. Matrix for every aspect3. Options (free/mandatory)4. Variables (free/mandatory)
PRICE MATRIX
1. Specs summary
Very clear and conciseProject Information
Project name:
Parcel:
Genre:
Format make up:
Total size of the collection:
ME21: End date of the digitization:
Delivery schedule:
Content from broadcasters
ME14: Output format: IMX D10
ME15: Output container: MXF OP1a, AS-VRT-D10 Core
ME16: Output specifications: 50 mbps, 10 bit colour code, aspect ratio
and audio tracks as on the original carrier;
audio: LPCM in MXF
Content from cultural heritage institutions
MJPEG2000
MXF - The specific MXF-JPEG2000-profile
will be communicated prior to the testphase.
lossless compressed video, 10 bit colour
code, aspect ratio and audio tracks as on
the original carrier; audio: LPCM in MXF
Digital Betacam cassettes of different lengths
Base part: 120000 Digital Betacam cassettes, estimated total length: 80000 hours
Base part: 31 december 2019
VIAA: Digitalisatie: wave 1 - only parcel: Digital Betacam
to be scheduled
1
mixed
PRICE MATRIX
2. Matrix for every price aspect
Make sure you cover everything you ask! Step by step vs. overall pricing
Services mandatory / non mandatory option /
free variable
Applicable VAT-
rate (%)
Startup cost mandatory
Output format. VIAA only asks for one output format per
carrier.
cost per hour to IMX
D10, in MXF, 50
mbps
cost per hour to
MJPEG2000 lossless,
in MXF
Cost per hour for the base part mandatory
Cost per hour for possible future expansion mandatory
Services
mandatory / non mandatory option /
free variable
price per carrier for
carriers from the
broadcasters
price per carrier for
carriers from the
cultural heritage
institutions
Applicable VAT-
rate (%)
VO01: Storage and elimination of the VRT-cassettes option with mandatory quoting
VO02: Extra XML with information on the quality of the essence. non mandatory option
VO03: Automated segmentation of the essence files. non mandatory option
VO04: Cost per hour for an extra quantity of ca. 32000 carriers
from a broadcaster (ca. 14900u).
option with mandatory quoting
VO05: Cost per hour for an extra quantity of ca. 5000 carriers
from a broadcaster (ca. 4000u).
option with mandatory quoting
Costs overview
PRICE MATRIX
3. Options (free/mandatory)
Normally not allowed to score it!
FREE OPTION MANDATORY OPTION
CONTRACTOR Not obliged to take it Not obliged to take it
CANDIDATE Not obliged to offer it Mandatory to offer it
PRICE MATRIX
4. Variants (free/mandatory)
Your own alternatives or the ones of the vendor
FREE VARIANT MANDATORY VARIANT
CONTRACTOR Should choose one Should choose one
CANDIDATE Not obliged to offer it Mandatory to offer it
ATTACHMENTS
1. Sample essence files2. Reporting templates3. Pictures4. Standards to comply to
ATTACHMENTS
1. Sample essence files
ATTACHMENTS
2. Reporting templates
ATTACHMENTS
3. Pictures
Next best thing if on site visit is not possible
ATTACHMENTS
4. Standards to comply to
MY 5 CENTS OF ADVICE
GET SOUND LEGAL ADVICE OF AN ATTORNEY OR YOUR
OWN LEGAL DEPARTMENT
TRANSPARENCY IS YOUR BEST POLICY
MAKE A THOROUGH MARKET STUDY BEFORE YOU START
DEMAND MACHINE READABLE DOCUMENTS
TRANSLATIONS CAN BE HELPFUL BUT MAKE A GOOD
ONE
