ANNEX B TERMS OF REFERENCE /WA EU City Award. The EU city award for fair and ethical trade

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1 ANNEX B TERMS OF REFERENCE /WA EU City Award The EU city award for fair and ethical trade INTERNATIONAL TRADE CENTRE A SUBSIDIARY ORGAN OF THE UNITED NATIONS AND THE WORLD TRADE ORGANIZATION Geneva Switzerland

2 Table of Contents LIST OF ACRONYMS OBJECTIVES OF THE CALL FOR TENDER OBJECTIVES THE TASKS OF THE SUCCESSFUL CONTRACTOR WILL INCLUDE: BACKGROUND CONTEXT AND POLICY FRAMEWORK EXECUTION AND OBJECTIVES OF THE AWARD PROJECT IMPLEMENTATION PROJECT RESPONSIBILITIES AWARD FRAMEWORK AND FUNCTIONING TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 1 COMMUNICATION DEVELOPING AND IMPLEMENTING A COMMUNICATION STRATEGY LIAISING WITH RELEVANT NETWORKS AND CITIES PUBLIC, PRESS AND MEDIA RELATIONS AWARD WEBSITE DESIGN, PRODUCTION AND DISSEMINATION OF PROMOTIONAL MATERIAL SOCIAL MEDIA COVERAGE TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 2 - SECRETARIAT SUPPORT MANAGEMENT OF INCOMING MAIL CONTACTS DATABASE/MAILING LISTS ORGANISING MEETINGS AND WORKSHOPS AWARD MAILBOX AND ARCHIVE TRANSLATIONS TASKS RELATED TO THE SELECTION PROCESS OF THE WINNER(S) TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 3 AWARD CEREMONY ORGANISATION OF THE AWARD CEREMONY TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 4 - REPORTS PRODUCING REPORTS BACKGROUND RESEARCH REPORT FINAL TECHNICAL ASSESSMENT AND GOOD PRACTICE REPORT JURY REPORTS PROJECT COORDINATION AND MANAGEMENT TIMEFRAME AND DELIVERABLES OVERVIEW OF THE OVERALL PROJECT ACTIVITIES DURATION OF THE TASKS REPORTING EVALUATION AND AWARD OF THE CONTRACT TECHNICAL EVALUATION CRITERIA THE COMPANY - EXPERIENCE AND CAPACITIES OF THE BIDDER THE COMPANY - EXPERIENCE AND INDICATORS -THE TEAM DELIVERING THE SERVICE THE SOLUTION THE RISK TECHNICAL EVALUATION SUMMARY FINANCIAL EVALUATION

3 List of Acronyms B2B B2C BMZ CEMR DG Environment EC EU EUROCITIES ICLEI ITC KPIs T4SD ToR UN VSS WTO Business-to-business Business-to-consumer German Federal Ministry for Economic Cooperation and Development Council of European Municipalities and Regions Directorate General for the Environment (European Commission) European Commission European Union Network of major European cities International Council for Local Environmental Initiatives International Trade Centre Key Performance Indicators Trade for Sustainable Development Terms of Reference United Nations Voluntary sustainability standards World Trade Organization 3

4 1 OBJECTIVES OF THE CALL FOR TENDER 1.1 Objectives The objective of this call for tender is to select a contractor to serve as the project Secretariat and assist the International Trade Centre in managing the Award on a day-to-day basis. As part of the schedule of project activities, the Secretariat should be operational by late October 2017, ready to start the opening of the application process (and any related tasks and deliverables) with ITC s support. The contractor shall work towards the overall goals of promoting the awareness of the new Award and of securing a sufficient number of quality applications from interested cities. 1.2 The tasks of the successful contractor will include: - Building on and implementing a communication strategy previously developed by ITC to generate greater awareness about the first edition of the Award for Fair and Ethical Trade, and to support ensuring a sufficient number of applications by interested EU cities - Serving as the Award Secretariat, which will provide day-to-day support for the implementation of the Award. This will include working with the winner of the Award after its announcement (support the development of PR materials, etc.). - Implementing and overseeing the application and selection process of the Award (first screening of applications, structuring of the applications for the Evaluation Committee). - Organisation of the Award ceremony. - Producing project reports and overall reporting to ITC and DG Trade. 2 BACKGROUND 2.1 Context and policy framework Driven by demand from sophisticated, sustainability-conscious consumers as well as risk mitigation strategies of globally operating companies, businesses are increasingly taking social and environmental responsibility for production and processing conditions in their supply chains. Such responsibility consists of multiple aspects, addressing for instance issues linked to workers rights or the use of natural resources, but also levels of local economic activity. Public demand for complete information on a product s life cycle has emerged as a powerful force to foster initiatives to this end Voluntary sustainability standards (VSS), codes of conduct, audit protocols and other sustainability assurance/certification schemes have become the instruments of choice to advance and manage sustainable practices in such complex environments. They are used either as recognized mechanisms of compliance with defined standards or goals, or as one of the building blocks in broader sustainability systems implemented by economic operators. Many VSS communicate compliance via labels, facilitating business-to-business (B2B) and, more commonly, business-toconsumer (B2C) transactions. Conservative estimates point to the existence of around VSS and certification schemes The role of VSS in promotion of sustainable development, emphasizing fair and ethical assurance schemes in particular, has been recognized by the European Commission (EC) since 1999, and reaffirmed in its 2009 communication Contributing to Sustainable Development: The role of Fair Trade and non-governmental trade-related sustainability assurance schemes In its new trade and investment strategy, Trade for All, adopted in October 2015, the EC adapted its approach to trade policy to recognize that open markets do not require compromising on core principles, such as human rights and sustainable development around the world, or high quality safety and environmental regulation and public services in the EU. EU trade policy has been geared to become more responsible, reflecting not only the EU s interests, but also values. The new approach involves, among others things, using trade agreements and trade preference programmes as levers to promote, around the world, values like sustainable development human rights, fair and ethical trade and the fight against corruption. 4

5 2.1.5 Concrete actions include promoting fair and ethical trade schemes, which reflects EU consumer demand and contributes to developing more sustainable trade opportunities for small producers in third countries. The underlying assumption is that there is a lack of information today about access to fair trade schemes for both producers and EU consumers. The ITC has a role to play in facilitating this connection and in raising awareness on both the supply and the demand sides. 2.2 Execution and objectives of the Award The International Trade Centre (ITC; UN/WTO) was approached by the European Commission (EC) in 2016 to develop a concept for an awareness-raising activity, leveraging the unparalleled expertize and neutrality on the issue of VSS (including fair and ethical trade schemes) of ITC s Trade for Sustainable Development Programme (T4SD) The Award responds to a commitment to develop awareness-raising activities in the EU, in particular working with local authorities in the EU via the launch of an EU city for fair and ethical trade award. (hereinafter called the Award or the EU City Award ) The Award aims to recognize EU cities that promote fair and ethical trade schemes and other nongovernmental sustainability schemes, which support sustainable and inclusive development. The Award contributes to improving the information flows about these schemes and the role that cities and local authorities play. The Award can help to raise awareness about how purchasing decisions can affect the environment and livelihoods of people in other countries The new Award will look into both the policies and practices implemented by EU cities in support of fair and ethical trade, including activities, projects, campaigns, and policies. It will focus on raising the profile of fair, ethical, and sustainable trade by rewarding innovative activities. Overall, the Award will illustrate how EU cities set an example by having a global impact on fair and ethical trade across borders The winning city will thereby be promoted as an inspirational model to other communities. Another integral part of the Award consists of the networking opportunities among cities, as well as the sharing of experiences and knowledge transfer In terms of its format and procedure, the Award will take inspiration from existing similar initiatives such as: - At the EU level: the European Green Capital Award supported by the European Commission (DG Environment) is an award to recognize and promote environmental performance of cities (with more than 100,000 inhabitants); - At the local level: the German Hauptstadt des Fairen Handels supported by the German Federal Ministry for Economic Cooperation and Development (BMZ) focusing explicitly on fair trade. The lessons learned from this initiative in particular could serve as a springboard for the Award The overall objectives of the Award are to: - Showcase the role that EU local authorities play in promoting the values represented by fair and ethical trade products and thus contributing to sustainable development, while raising the knowledge of the interdependence of today s economy; - Provide a platform for cities to educate, and share best practices to get inspired by activities and approaches in competing cities; - Raising awareness and enhancing transparency are the key objectives of the ITC's approach to fair and ethical trade that also underpin its ongoing work on the Award for Fair and Ethical Trade The first edition of the Award is planned for June 2018, with subsequent awards to be issued in future years. This is a one-time project to pilot-test the approach with a strong possibility of renewal in case of success and further funding from the EU. The Award Secretariat will play a critical role in the success of the first edition of the Award, leading to a greater chance for contract renewal. 1 A new title for the Award will be decided during the scoping phase of the project. 5

6 3 PROJECT IMPLEMENTATION 3.1 Project responsibilities ITC s T4SD Programme began implementation of the project activities in January ITC will subcontract a designated Award Secretariat following a competitive bidding process The Secretariat will manage the logistical delivery of this part of the overall project, including intensive promotion of the Award. The communications part of the Secretariat s responsibilities is crucial to create high awareness of the existence of the Award already in its first year (first edition to be awarded in June 2018) and as such to ensure a sufficient number of applications from cities for this first edition. Therefore, the Secretariat must be a recognized organisation specialised in communication, survey management and event planning ITC is the lead implementer of the Award. ITC manages the development of the Award criteria and overall framework as part of its development project agreed upon with the ITC. As such, ITC is also managing the procurement process for the Award Secretariat. 3.2 Award framework and functioning The development of the overall framework and design of the Award (including eligibility and selection criteria) is part of the implementation of this development project by ITC in This applies also to: - the categories of the Award (if any), - more detailed specification of the benefits accruing to the winner, - threshold setting for the size of the cities which will be able to apply (if any), - the definition of a city for the purposes of this Award, - other definitions, - the Award cycles The winner of the Award will carry the title either (1) until the second edition of the Award in mid- 2019, or (2) throughout 2019 as a Fair and Ethical Trade City of 2019 (working title with exact title to be defined in the developmental phase of the project before the tender is awarded) The Award recognizes and rewards activities, projects, campaigns, policies, and efforts that support awareness raising of fair and ethical trade in cities. This could include (but is not limited to) past performance, present activities and future commitments The Award is open to the twenty-eight (28) EU member states only The first winner will be announced in the Award ceremony in June It should be noted that the European Green Capital Award is typically also in June of each year, which could lead to both competing schedules/audiences and providing possible opportunities for promotion and outreach overlaps and collaborations. 4 TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 1 COMMUNICATION The work of the contractor will be carried out under the supervision of and in close collaboration with the ITC, and under the overall supervision of the ITC. The duration of the first contract is set for fourteen (14) months (Nov 2017 Dec 2018), with the possibility of extension subject to satisfactory performance. The contractor (the Award Secretariat') will perform the following tasks: 4.2 Developing and implementing a communication strategy The communication strategy will generate greater awareness about the first edition of the Award and to support ensuring of a sufficient number of applications by interested EU cities. 6

7 4.2.2 The contractor develops an effective communication and outreach strategy. This should include objectives, target audiences, messages and tools. Relevant Key Performance Indicators (KPIs) should be proposed, including the methodology for their monitoring. The purpose of this strategy is to raise awareness of the Award and its objectives whilst raising the number of applicants. The communication strategy must be geared towards achieving the overall Award objectives, stated above in section Tenders must include a preliminary strategy as to how best to achieve the above stated purpose and include specific suggestions if deemed necessary. A summary, six (6) pages maximum, of the ideas for the communication strategy, including the KPIs, must be included as part of the tender submission Although the proposed communication strategy shall set out a long-term vision (i.e. covering the duration of tasks), it should be taken into account that short- to medium-term adaptations might prove necessary in the course of the first year s implementation. The final communication strategy will be informed by the communications activities carried out by ITC in the period before hiring the Secretariat. ITC-developed communications elements to be taken over by the Secretariat include the visual identity, a first version of the website and basic messaging (these are not relevant for the summary of the communication strategy proposed as part of this tender). A full communication strategy with short- and medium-term goals shall be developed by the Secretariat in the first month of the contract, based on the proposed communication strategy under this tender and with full details provided. The communication strategy shall then be implemented by the Secretariat. Apart from the development of the overall communication strategy, this group of tasks also includes: 4.3 Liaising with relevant networks and cities A crucial element for meeting the objectives of the schemes is the networking and coordination of relevant information by the Secretariat with relevant European networks and organisations at local, national and European levels, such as ICLEI-Local Governments for Sustainability, the Council of European Municipalities and Regions 'CEMR', or the network of major European cities 'EUROCITIES' and others. At the same time, the Secretariat should consider active outreach to and with other entities, such as the European Commission representations in member states, EU member states trade ministries and other relevant contacts. To this end, ITC has developed a stakeholder-mapping list (including coordinators of relevant EU-wide campaigns) that it will share with the selected contractor. 4.4 Public, press and media relations A combination of public information and press activities are to be undertaken, aiming to raise visibility of the Award with the public at large, ultimately encouraging local authorities to apply for the Award. The Award Secretariat will be expected to draft press releases in English, as necessary. Translations into a mix of additional EU languages (French, German, Spanish and Italian) might also be required as per a given need. The timeline for the drafting is to be established on an ad hoc basis, based on the more detailed implementation schedule of the first edition of the Award. The draft press releases must be submitted to ITC and the European Commission in advance, before any wider dissemination. The lead institution in the dissemination process of press releases is to be decided, but an active role of the Award Secretariat is expected This task includes identification of events in the EU relevant for promotion of the Award (in Brussels and outside) throughout the duration of the call for applications, around the Award ceremony as well as relevant for promotion of the winning or shortlisted cities. In close collaboration with ITC, activities include identification of speaking opportunities, sending promotional materials or publications, displaying stand-up banners and liaising with events organisers to secure visibility of the Award if and where relevant. Any additional visibility activities at such events and budget necessary to cover these are to be coordinated with ITC on an ad hoc basis. Rough estimation of the number of any such events in one Award cycle should not exceed five (5) events Typically a minimum of five (5) major press releases and associated tasks will be needed for one Award cycle. These would be in chronological order: launch of the call for applications, announcement of short-listed/finalist cities, jury decision, and Award ceremony. This list is not exhaustive. 7

8 4.4.4 A media reporting system shall be put in place whereby every month (starting in December 2017 with the call for applications), a report is sent to ITC on the extent and content of media coverage of the Award. Based on the results generated by the monthly reports, suggestions to improve media outreach should be put forward by the end of February The reporting system shall also include social media tools (LinkedIn, Twitter, Facebook, etc.). 4.5 Award website Maintain, improve and further develop the existing ITC-developed website as an essential part of the Secretariat's communication strategy. An editorial calendar should be proposed no later than one month after the signature of the contract. The website will be in English only. Tasks include: - Updating of the website on a regular basis with relevant and attractive news and announcements (events). This task also includes regular review and elimination of obsolete content (at least once every month). The website will have to comply with information provider guidelines of ITC, as well as the EC (Europe Information Providers Guide), where applicable. - The following up-to-date information shall be made available on the website: full information on the Award (including how to apply), coverage of relevant events, information on the winning cities, press information downloads (brochures etc.), audio-visual material, contact details and FAQs. This list is not exhaustive and can be adjusted as per the identified needs to achieve the communications purpose. - Layout of the website is to be updated once during the duration of the contract, in order to keep it fresh and attractive. Suggestions to ITC can include restructuring, but the main sections of the website and their sub-sections must be retained, as well as the current ITC visual identity. The updated layout is to be implemented in close cooperation with ITC. - The contractor will upload promotional material produced for the initiative under this contract as well as material produced by other contractors/ from other sources (e.g. DVD of the Award Ceremony, photos of the event, etc.) on the website. 4.6 Design, production and dissemination of promotional material Draft written content and prepare the layout for new promotional material as well as manage the stock and actively disseminate existing promotional material (e.g. printed brochures, regular electronic newsletters, promotional gadgets (if applicable), roll-up display banners, generic posters, social media competitions aimed at EU citizens, etc.). - All communication material about the winning city shall be produced in English and in the language of the winning city (if different) and proof-read/corrected by native English speakers. In this case, the Secretariat will be responsible for procurement of high-quality translation service for the purpose. - The main project brochure (brief) that is part of the overall promotional strategy is to be translated into the twenty-three (23) additional official EU languages by the Secretariat. The brochure files should be made available both in "ready to print" and PDF format for the web. The responsibilities for printing as well as the budget for that will be provided by the Secretariat. Any additional flyers, leaflets or hand-outs for wider promotional purposes, based on the main project brochure, will be produced primarily in English, and any potential translations into the remaining twenty-three (23) official EU languages to be discussed on an ad hoc basis with ITC and the EC. - The Secretariat shall draft and disseminate e-newsflashes and other communication material to contacts on available and expanding mailing lists, on a regular basis in the following five (5) languages: English, French, German, Spanish and Italian. The Secretariat will also use and disseminate promotional material produced by others, e.g. the ITC. - The Secretariat will propose a list of events to which the brochures will be sent. The Secretariat shall make best efforts to collect previously disseminated material leftover after the event. - The bidder s proposal should be based on the assumption that at least the following are to be produced (based on the existing visual identity developed by ITC in earlier stages): Main project brochure (A4/A5 versions) adapted from the basic brochure developed by ITC earlier - produced in English and the twenty-three (23) additional official EU languages. Minimum of two (2) electronic newsletters (maximum four (4) pages per issue). ITC might decide to increase the number to not more than four (4) newsletters in the course of the contract duration (depending on the evolution of the number of subscribers). Newsletters are to be produced in English and translated into the four additional languages (French, German, Spanish and Italian). 8

9 Design and production of posters for the first edition of the Award (A1 format, maximum four (4), in English. Design and production of stand-up banners and other visual elements for the first edition of the Award ceremony, under a budget proposed as part of the tender offer (following a principle of cost-effectiveness for the first edition of the Award), in English. Design and production of a flyer with general information on the Award scheme, to be distributed at events prior to the first ceremony (A5 format, maximum one (1) page recto/verso), primarily in English with translation into the other twenty-three (23) official EU languages to be determined as per the need at hand. Post-Award brochure about winning city, prize, etc. (A4/A5) produced in English and the national language of the winning city. Production of a very short introductory video to the Award (in English), based on the main project brochure (two (2) minutes maximum). 4.7 Social media coverage Suggest innovative ways to promote the schemes though social media and to engage a wider target audience. The contractor is free to expand the below list of activities with regard to social media, but shall provide justification for any such proposed activities, as well as details on the allocated budget as part of the financial proposal A balanced social media plan shall be developed in line with the objectives of the overall communication strategy of the Award and implemented by the Secretariat. The draft social media plan must be included in the tender as part of the draft communication strategy. The activities indicated in this plan should cover continuation of the community management of the existing ITCdeveloped Award social media pages, capitalising on already established bases of 'fans' and 'followers', feeding the existing accounts with relevant content; but must also aim to reach out further to new audiences The Secretariat shall draft posts in English, disseminate relevant and/or newsworthy content via the existing accounts (for instance also linking back to the Award website, produced promotional material, press releases, other relevant networks, etc.) as an essential part of Award social media tools. Existing social media pages include Award Facebook and Twitter as well as ITC Facebook and Twitter accounts Draft suggestions for three new hashtags and three Facebook posts should be included in the tender document submission. 5 TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 2 - SECRETARIAT SUPPORT The Secretariat will manage all routine, administrative tasks usually occurring in a project Secretariat on a day-to-day basis. At all times, close liaison with ITC shall be ensured. This group of tasks includes: 5.1 Management of incoming mail Replying within two (2) working days to all enquiries from the general public, media or stakeholders and received via the Award website, by , telephone, or letter, in collaboration with the ITC project officer/manager and sending a copy of the answer to the ITC's project officer. In cases where these queries come in any of the official EU languages other than English, the Secretariat should make best efforts to process these queries. If the Secretariat cannot process the query for language reasons, it shall refer the matter to ITC within forty-eight (48) hours of reception of the query. A dedicated functional mailbox shall be set-up and maintained as part of the Award website. 5.2 Contacts database/mailing lists The Secretariat will continuously update and enlarge the contacts database/mailing lists covering all potential Award applicant cities, project network, NGOs, associations of, or representatives of local authorities/cities, ministries, electronic newsletter subscribers, as well as guests who have attended past Award ceremonies (in the case of future events). Particular attention should be paid to specialised sustainable trade/public procurement press aimed at the local level in all EU countries. 9

10 5.2.2 A mailing list for cities shall be developed, targeting the potential eligible cities based on the Award criteria (to be further specified in the contract). 5.3 Organising meetings and workshops Taking care of the practical arrangements for meetings related to the implementation of the Award (jury meetings, potential applicant workshops, etc.). Working closely with ITC in the preparation of the first edition of the Award and the Award ceremony, and more independently in the subsequent editions, the tasks include: - Preparing (drafting, printing, delivering them to the meeting venue) documentation for the meetings (agendas, guest lists, logistics notes, PowerPoint presentations, etc.), compiling postmeeting proceedings/letters/ s, taking photos during the meetings and uploading them on the Award website directly after the meeting, etc. Relevant documents shall also be disseminated via collaborative on-line tools. - Attending and taking minutes of the following meetings: a) weekly meetings with the ITC project manager (can be carried out by phone or video conference), b) jury meeting(s) (specifications to be determined), c) potential applicant workshops or other ad hoc information meetings or sessions with or for the applicant cities (to be determined, maximum two (2) per Award cycle, maximum. two (2) days, ITC or European Commission premises). Meeting minutes should be sent out to all participants within a maximum of five (5) working days after the meeting The written material should be edited by a native speaker or equivalent. - The Secretariat is responsible for organizing meeting logistics for the project meetings referenced above. This is especially applicable to the jury meeting(s). Note: the travel and accommodation expenses of the jury members (only), as well as the invoices for any potential meeting venues and catering will be covered by ITC (as per the UN rules and regulations) and are therefore not part of this contract. - As part of the Award cycle, meetings of the evaluation committee (assessment of applications) are also envisaged. ITC will lead the organisation of these meetings. The Secretariat will, however, be asked by ITC to support the communications side of the meetings (information about the meetings through various communications channels used for promotional and transparency purposes in this project). 5.4 Award mailbox and archive The Secretariat will manage the registration of documents as well as maintain and further feed into the Award archive, set up together with the Award Secretariat after the signature of the contract. At the end of the contract, the archives must be handed over to ITC. 5.5 Translations The main language of the Award is English. The following rules will apply: - The application process will be open for submissions primarily in English, but there will be option to submit applications in four (4) other languages (German, French, Italian and Spanish). The Secretariat should therefore provide translation service capable of translating the necessary documents into English, for the subsequent assessment by the evaluation committee, quickly and with appropriate quality checks by a native speaker or equivalent. - The rules of participation/guidelines (related to the application form) will be made available by ITC in English. Depending on the price of translations, these rules of participation/guidelines should be translated at a minimum into the other four (4) languages in which the submission will be possible (German, French, Spanish and Italian) and - if not too costly - to all the other twentythree (23) official EU languages. - The Secretariat may be asked to provide additional translations of any documents (including promotional ones) into the remaining twenty-three (23) official EU languages, in specialized cases (where necessary). In these cases, the cost recovery is to be negotiated with ITC on a case-by-case basis, but the Secretariat must be in a position to secure translation services capable of translating necessary documents quickly and efficiently in all additional twenty-three (23) official EU languages with appropriate quality checks. 10

11 5.6 Tasks related to the selection process of the winner(s) Meeting of the Jury: The Secretariat will help in organising the jury meeting, and managing all associated administrative tasks. All jury members participate in the selection process on a voluntary basis. The composition of the jury is at the discretion of ITC and the European Commission who will inform the Award Secretariat of the members once confirmations are received Online registration: The Jury will examine the cities' performance based on the information and data input provided in the application form. The Secretariat must manage the Award website (developed by ITC), which will contain an online registration form for the Award competition, allowing cities to register their interest in applying for the Award and allowing them to later upload their applications once completed. The contractor shall operate the online registration platform, with a technology that allows an easy and costless co-management by ITC and a possible easy and costless take over by a new contractor after the expiry of the contract duration Translations: The online application form (developed based on the technical work done by ITC) shall be published in English only. However, the Secretariat should offer the possibility to provide for translations of the application forms into four (4) additional languages upon the request of a potential applicant city: German, French, Italian and Spanish. When launching the call for applications it will be noted that English is the preferred language for submission, but applicant cities will also be informed via the application form that they may submit the completed application forms in the defined additional four (4) languages (German, French, Italian and Spanish). The Secretariat must therefore provide English translations of the submitted forms since these documents are the core basis for evaluation and discussion in the expert group. ITC will endeavour to keep the application form to a maximum of 5,000 words Administrative processing of applications. This task includes: - Receiving, registering and acknowledging receipt of the received applications; - Checking the received applications against the eligibility criteria (first-screening); - Preparing and sending the complete files to the Jury in electronic format Updating application forms and guidelines: The Secretariat shall gather the comments and inputs on the Award indicators as well as the guidelines from the Jury, the European Commission and ITC as part of the launch of the next application cycle Technical assistance: The Secretariat shall provide support via the Award website (specific mailbox, phone number) since cities may require support when preparing their application forms. The extent of assistance offered by the Secretariat to cities must be limited to clarifying administrative requirements and avoiding misunderstandings. 6 TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 3 AWARD CEREMONY 6.1 Organisation of the Award ceremony The Secretariat will have general responsibility for organizing the Award ceremony to take place at the end of June 2018 in Brussels. Whilst ITC will play an active role in supporting the Secretariat in certain tasks under this section, the minimum tasks for the Secretariat are as follows: - Work with the EC and ITC to secure a venue and date for the Award ceremony. Manage all audio/visual needs and participant refreshments (ITC will fund cost of all refreshments and rental of any equipment needed for the ceremony. ITC will also cover cost of venue, hotel, etc. if ceremony is not held in on EC premises). - Develop, in conjunction with the EC and ITC, the ceremony programme and list of speakers/presenters. - Create ceremony look and feel design, leveraging existing Award visual identity. - Manage all ceremony communications, including but not limited to, the save the date, speaker invitations, social media posts, programme communication and ceremony logistics. - Develop participant mailing lists, invitations and online registration/rsvp system using existing free, open source web-based tools available. 11

12 - Send reminder s/communications to all invited speakers/guests. - Develop contact lists for press releases, journalist (print, web, etc.) and media participation and related social media posts, streaming, printed programmes, etc. - Draft speaking notes and introductory remarks for speakers/presenters when needed (ITC will take lead). - Set up webinars/conference calls with presenters/speakers (including winning city participants) to ensure programme and interventions are clear and well-structured. - Liaise with the EC and EC staff on credentialing/badges/ security if ceremony is held in EC premises. - The working language of the Award ceremony will be English After the Award ceremony, the Secretariat should also actively support the winning cities by answering their questions, providing material or support in the development of the materials for the winning city(ies), informing them of any on-going/relevant activities (upcoming meetings, requesting input, etc.). The time scope of this activity is limited by the duration of the contract. 7 TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS TASK 4 - REPORTS 7.1 Producing reports Apart from performance reports (website/social media/promotional activities) and media reports already mentioned under section 4.2, this group of tasks includes at a minimum: 7.2 Background research report This report, confidential in nature, forms an integral part of the documents as part of the laureates' selection. The Secretariat shall carry out a background check on the information provided by the applicant cities to ensure the validity and credibility of the applications. It shall use consistent and thorough search methods and media monitoring tools. With each city being searched English and possibly native language reviews of digital media and local websites will also be performed. The background check search should feed into the selection process subsequently performed by the Evaluation Committee, and as such the results of the background check should be transmitted to this Committee in an intelligible format. ITC will facilitate the related communication. 7.3 Final technical assessment and good practice report The Secretariat shall produce one technical assessment and good practice report drawing on their experience under the present contract, to feed into a widely accessible collection of best practices. The final technical assessment and good practice report is due by 30 September The final report will consist of two main parts: o Assessment of the current Award cycle: evaluating the effectiveness of all undertaken promotional activities (including those that aim to raise awareness of the Award, its role and achievements) and assessing the overall application process. The report should propose improvements for the next cycle and formulate concrete recommendations. A summary of main ideas for the methodology for conducting this assessment should be included in the contractor s tender proposal. o Best practices in any (and preferably all) Award criteria/indicator areas, based on the Secretariat s function in the Jury proceedings, and the background-check of the cities applications. 7.4 Jury reports The Secretariat, acting as observer in the Jury proceedings, will draft the "Jury reports" which highlight the merits of all shortlisted cities, focusing on the reasoning behind the Award/recognition decision. This report will be published on the Award website shortly after the Award ceremony and will thus need to be finalised in a timely manner, preferably prior to the Award ceremony taking place. 12

13 8 PROJECT COORDINATION AND MANAGEMENT The contractor will appoint a project manager who will be responsible for the correct and full execution of all the tasks described in this call for tender. The project manager will also organise the project meetings between the contractor and ITC (frequency and context of these meetings to be determined). The project manager will be responsible for taking the minutes of the meeting and with the prior approval of ITC sending them out to all the meeting participants. All written information from the contractor, including minutes of meetings and reports, must be written or proofread and corrected by a native English speaker or equivalent The contractor should be pro-active and flexible, with enough back-ups, to be able to finish the work within the strict time restraints set out by ITC A kick-off in-person meeting will be held with the successful contractor (location to be decided), shortly after the signature of the contract in order to discuss all the details of the work to be undertaken and to fine tune the work programme proposed in the offer. The report of the meeting will serve as a basis to update the project planning proposed in the offer into a final document, with binding milestones and delivery deadlines for deliverables Contractors must be able to supply all the services described above. ITC encourages the contractor to try and follow the criteria of sustainable development in all aspects of their work, such as having a mobility plan for their personnel, using recycled paper, double-sided copies, waste sorting, etc. 9 TIMEFRAME AND DELIVERABLES 9.1 Overview of the overall project activities - ITC: scoping phase, development and validation of the Award criteria, framework, official name initial communications and outreach, technical committee composition and meetings (January October 2017) Area LEAD Apr-Nov 17 Oct / Nov 17 onward Visual identity (logo) ITC X Website design, FAQ development ITC X Website alteration & management Secretariat X Award brochure 1 st version (English) ITC X Award brochure subsequent versions Secretariat X Website video (2 nd iteration of website) Secretariat X Press releases (content drafting) I ITC X Press releases (content drafting) II Secretariat X Communication with media/queries I ITC X Communication with media/queries II Secretariat X PR strategy (Application Process Launch) Secretariat X Media/Press kit - basic ITC X Media/Press kit application process (advanced) Secretariat X Twitter account existing ITC X LinkedIn Group existing ITC X Facebook profile existing ITC X YouTube channel dedicated Secretariat X Twitter account dedicated Secretariat X Facebook profile dedicated Secretariat X 13

14 - Finalization of the Award Secretariat procurement process (October 2017) - Award Secretariat fully operational: PR strategy around the launch of the application process, full communications support of the opening of the application process, dedicated social media set-up and management, etc. (November 2017) - An open call for applications to the cities through an online submission process (early December 2017, TBD) - Deadline for eligible cities to submit application (30 April 2018, TBD) - Review of applications by an independent Evaluation Committee, ITC-managed (April/May June 2018) - Selection, ranking and nomination of a winner by a Jury (June 2018). - Public Award ceremony (by the end of June 2018). 9.2 Duration of the tasks The tasks should be completed within fourteen (14) months of the signature of the contract or 31 December 2018, whichever date comes first. The execution of the tasks may not start before the contract has been signed. The contract is renewable per the ITC s procurement regulations, project continuation by the EC and overall budget availability. 9.3 Reporting The contractor will submit an initial report one month after the contract has been signed, presenting the full fourteen (14) month work programme, coordination structures and working processes that will have been set up Monthly media reporting, as described in section 4.4 above, facilitating smooth communication between ITC and the Secretariat and allowing for strategy adjustments wherever necessary An interim report will be submitted six (6) months after the contract has been signed. The report (maximum ten (10) pages) should present an overview of the work carried out and assess the results of secretarial and promotional tasks. It should include a summary overview of all outputs produced until then (e.g. strategy papers, press releases, press reviews, leaflets, web content, etc.); the documents themselves shall be annexed to the interim report. The interim report should be submitted in paper - two (2) copies - and electronically A final technical assessment and good practice report as described in section 7.3 above and due on 30 September EVALUATION AND AWARD OF THE CONTRACT 10.1 Technical evaluation criteria The tenders will be assessed based on the quality of the proposed services, and therefore the bidders should provide an offer as complete as possible with all specifications required. An outstanding offer should go beyond mandatory requirements, elaborating on details and providing clarifications on any value added by the particular tender The technical offer must cover all aspects and tasks required in the description of main tasks (technical specifications above) and provide all the information needed. Offers not fulfilling the requirements or deviating from them may be rejected from the selection process Bidders must prove their technical and professional capacity to carry out the work subject of this call for tender. Any technical proposal must include all of the specifications/criteria and evidence described in the next sections but do not include any cost or price. 14

15 10.2 The company - Experience and capacities of the bidder Bidders must comply with the criteria listed below. To prove its capacity, the company must submit the indicators listed below. Experience 1.1 The company must demonstrate minimum four (4) years of experience of managing international and/or EU-oriented projects (including projects in multi-cultural settings, ideally including in the area of sustainable development). Specifically, the bidder must demonstrate experience in strategic planning, targeted communication and overall project management (including management of a survey/application process). This includes but is not limited to social and digital media planning and campaign implementation, creation and production of content for promotion materials based on an existing visual identity (including video content), and similar. Indicator 1.1 The company must provide references for at least two (2) projects delivered in these fields in the last four (4) years with a minimum value for each project of 200,000. The combination of these projects must cover the necessary experience in the different fields. The references should include valid contact points for the referenced projects. Experience 1.2 The company must demonstrate minimum three (3) years of experience of managing the organization of meetings and large events, including in multi-cultural settings, ideally including in the area of sustainable development. Indicator 1.2 The company must provide references for at least two (2) EU or international events organised in the last three (3) years with a minimum number of 100 event participants per event. The combination of these projects must cover the necessary experience to organize an EU or international event. Submissions where at least one of the events was organized in the field of sustainable development will be given a priority. Experience1.3 The company must demonstrate its capacity to work in English, including creating content and draft reports in English. Indicator 1.3 The company must provide references for three (3) projects delivered in the last four (4) years showing the necessary language coverage. In addition, the bidder is required to provide a document (report) of approximately ten (10) pages in English delivered to a client for any of the three projects, or another one. Experience1.4 The bidder must demonstrate its capacity to work in EU countries. This includes the capacity to arrange for translations into the required EU languages where relevant (English, German, French, Italian and Spanish), as well as all the additional twenty-three (23) official EU languages in specialised cases, as described in the Tasks section. Indicator 1.4 The company must provide references for at least three (3) projects delivered in the last three (3) years. At least two (2) of the projects must cover at least four (4) EU member states. The combination of projects must cover the required geographical scope, with at least five (5) EU countries covered. Submissions where at least one of the projects is an EU-wide campaign will be given a priority. 15

16 10.3 The company - Experience and indicators -the team delivering the service The team delivering the service should include the profiles specified below. To prove its capacity, the bidder must submit the indicators listed below. Experience 2.1 Project Manager: At least three (3) years' experience in project management, including overseeing project delivery, quality control of delivered service, client orientation and conflict resolution experience in projects of a similar size (at least 200,000 and at least four (4) countries covered), with experience in management of teams of at least three (3) people. Relevant higher education degree or equivalent professional experience. Proven experience in working with ITC or an equivalent organisation (international or national). Indicator 2.1 Project Manager: Curriculum Vitae. Experience 2.2 Experts in communication and website design and maintenance: Proven professional experience demonstrated by a portfolio of at least two (2) running websites and at least two (2) communication plans developed for communications campaigns, for the respective experts. Relevant higher education degree or equivalent professional experience and at least two (2) years of professional experience in the field. Indicator 2.2 Experts in communication and website design and maintenance: Curriculum Vitae. Experience 2.3 Team for event management and administrative support: At least three (3) years of professional experience in event organization and management, and in administrative and logistical support to such events. Relevant higher education degree or equivalent professional experience. Indicator 2.3 Team for event management and administrative support: Curriculum Vitae. Experience 2.4 Language capability: all members of the implementing team should have at least C2 level in the Common European Framework for Reference for Languages in English. Indicator 2.4 A language certificate or past relevant experience (for all members of the implementing team) The solution The solution (technical offer) should contain both the proposed methodology to implement the required tasks ( quality of the technical offer ) and a proposal of how the bidder will address the quality control measures This criterion will assess the proposed methodology for addressing the Task 1 through to Task 4, as described in detail in the technical specifications. The degree to which the methodology shows the capacity to resolve any issues connected with the project in a feasible and structured way will also be assessed. The methodology addressing all four tasks will be assessed: - Communication strategy - Secretariat support for the implementation and selection process of the Award, - Organisation of the Award ceremony - Producing reports (and any methodologies to be presented, as required in these TORs). 16