Expert consulting and creation of e-learning courses for ECDC

Ref.: OJ/12/06/2015-PROC/2015/018 - call for tender
Deadline: -Closed

Contract Notice
 
Invitation to Tender
 
Tender Specifications
 
Annex I - Draft Contract
 
Annex II - Exclusion criteria and non–conflict of interest declaration
 
Annex III - Legal entity form
 
Annex IV - Financial identification form
 
Annex V - Authorised signatory form
 
Annex VI - Curriculum Vitae template
 
Annex VII - Financial Proposal Lot 1  UPDATED ON 07/08/2015 
 
Annex VII - Financial Proposal Lot 2 
 
Annex VIII - Confirmation of offer submissio​n
 
Annex IX - Tender submission checklist
 
 
Question 1
An estimation of 100 to 200 hours per year is foreseen.  This will be divided between intra and extra muros consultancy.
Is there an estimation for the division between intra and extra muros for this time frame of 100 to 200 hours (We would like to approximately calculate the travel and accommodation costs)
 
Answer:
ECDC will specify in each specific contract under this Framework the ratio of extra- and intra-muros consultancy requested. It’s difficult to make a precise estimation however ECDC understands the need of the tenderers to have a common reference. For that purpose please consider an intended target in the range of 80% (extra)-20% (intra).
 
Question 2
We would like to know if it would be possible to have consultancy intra muros for 2 or 3 consecutive days per time  (instead of e.g. 2 hours per week), in order not to exaggerate with travel and accommodation costs.
 
Answer
ECDC envisages different types of consultancy support requested with respective variation in the granularity. Low granularity consultancy periods, in the order of hours is planned to be done extra-muros. Intra-muros consultancy is planned to be requested for not less than a working day (based on 8 working hours/day) at a time.
 
Question 3
Tender Specifications, Page 19, Lot 2 Section 2 3.2.3. Requirements, refers to the capacity to produce and deliver services and products in English. How is this capacity to be proven Is there a minimum required level
 
Answer
We assume you are referring to Section 3.2.3.2 Lot 2 Development of eLearning courses, Evidence required. ECDC is an international organization and the learners that will follow ECDC’s online courses will come from all over the European Union. As part of the selection criteria we have not stipulated a minimum required per se, the courses that ECDC wants to produce will be in English, therefore the tenderers should be comfortable with working in English. As part of the package, you are requested to provide a description of the tenderer’s capacity to produce and deliver services and products in English. As well as, to submit CVs of the staff you propose to work on that project, where they can also indicate their language abilities and experience working in English.
 
Question 4
Tender Specifications, Page 20 , Lot2  Section 2 3.2.3. , Evidence Required, refers to  description of activities in the field of e-learning including 3 examples of successful projects on subjects related to this tender conducted in an international environment. Does this evidence include projects where different entities took part Or is it related to project launched by an international organization
 
Answer
We assume you are referring to Section 3.2.3.2 . ECDC is an international organization and the learners that will follow ECDC’s online courses will come from all over the European Union. It is important that the tenderers prove that they have produced (at least 3) courses that were developed for international audiences, preferably in English. The examples can include products developed for different international organizations, products developed in cooperation with different entities, etc. the key factor is that the courses target international audiences.
 
Question 5
Tender Specifications, Page 21, Lot 2, Section 4.1.2.: Is there any additional structure or concrete deliverables guide that the tender should follow
 
Answer
Under point 4.1.2 it is clearly requested that the tenderers should offer solutions for 3 different scenarios, explain how they are going to approach the problem and suggest a solution. Those are fictional scenarios and are for orientation for both sides. On one side for tenderers to understand the topics and situations that ECDC might request in the future; on the other side for ECDC to evaluate the quality of the tenderers approach and how the tenderers plan their work.  ECDC will specify in each specific contract under this Framework the specific deliverables for each course.
 
Question 6

Considering the “delivery of well-defined e-learning materials”, as mentioned in the lot2-specifications of the tender, we were wondering, if this includes the implementation of language-learning material in the
 
Answer
ECDC is an international organization and the learners that will follow ECDC’s online courses will come from all over the European Union. The courses that ECDC wants to produce will be in English and therefore the users should have sufficient level of English in order to follow those courses. However ECDC will not produce and provide language courses under this Framework contract, the topics will be in the domain of Public Health.  
 
Question 7
From a contractual and legal perspective we have a few questions/comments, see below.
 - II.3.3 To be able to buy an insurance as stated in Article II.3.5 the agreement must stipulate that the contractor shall be liable for damages caused by negligence and for a maximum amount. Thus, we kindly ask you to add “caused by negligent acts from the contractor” after “The Contractor shall be held liable for any loss or damage….” And at the end of the first sentence “but not more than 500 000 EUR”
- II.3.3 It is common practice in agreements that the contractor is not liable for indirect damages. We therefore kindly ask you to add the following wording at the end of Article II.3.3. “Notwithstanding what is otherwise mentioned the contractor shall not be liable for any indirect or consequential damages.
- II.5.2 (c) add “or any relevant stock exchange” at the end of the item.
- II.5.1 c) add at the end of the item. “However, the contractor shall on a strict need-to-know basis be entitled to disclose information to any of its parent companies, affiliates and companies under the same control as the contractor under the same obligations as set out herein.
- II.10.5 We can warrant to the best of our knowledge. Add “to the best of its knowledge” after “…the contractor shall warrant….
- II. 12 Liquidated damages shall be calculated for each completed week and shall stipulate the maximum amount of liquidated damages under the agreement. The formula shall therefore be used per week and the agreement shall stipulate that the maximum amount of liquidated damages shall be stated to 10 % of the price for the delayed part of the specific contract.
- II.15.5 We cannot see why the contractor should release a performance guarantee under this agreement and kindly ask you to remove that section of the contract.
 
Answer
This answer apply to all comments listed above: The general conditions of our contracts may not be amended. Submitting an offer to an open procurement procedure entails acceptance on behalf of the candidate of the conditions set in the tender documents.
 
Question 8
As an institution of higher learning we are developing since years e-learning courses in various fields of health. According to the tender procedure (1.3) we as a Swiss institution are NOT eligible, as we are neither EU member nor EEA or SAA. We just want to know if this applies also when being partner in a consortium of partners in the EU. We assume it will also excludes us from the tender, but as not explicitly stated we want to be sure.
Answer
As for the participation in a tender procedure by a consortium, all members of a consortium are required to have access to the market therefore to be established in in the EU, EEA or SAA countries.
This is not the case for subcontractors however in accordance with 1.5 of the Tender Specifications.
According to the above, we confirm that an entity established in Switzerland cannot be part of a consortium that applies to ECDC procurement procedures.
 
Question 9
With regards of the second paragraph from section 4.1.2. of the Tender Specifications document - “Provide at least 3 examples from the tendered portfolio of work done which demonstrate the appropriate use of skill needed to perform the tasks requested” – do these 3 examples of previously delivered digital courses need to have been developed using standard authoring tools  or it is acceptable to provide 3 examples of digital courses created using IDEs such as Flash Professional
 
Answer
In the tender specification of the call it is not mentioned specifically that the examples should include only courses developed using standard authoring tools therefore the candidates can submit examples that illustrates best their ability to develop and deliver e-learning courses regardless of the tools used.
 
Question 10Please give examples of what is expected for documentary evidence for Technical and professional capacity. Can the technical proposal paper and examples for technical capacity be same/similar
 
Answer
The technical proposal should explain in detail your approach towards ECDC specific requirements outlined in the Tender specification. The evidence for technical and professional capacity should illustrated that you as a company has  the necessary expertise, experience and resources to execute the technical proposal. The evidence required to do so are detailed explain on page 19 (for lot 1) and page 20 (for lot 2) in the Tender specification.  The technical proposal and the evidence for technical and professional capacity should complement each other but they are not the same.
 
Question 11
We would like to know if the tender specifications on subcontracting (1.5) will allow participants working in Switzerland for subcontracting.
 
Answer
As replied to Question No.8. (in accordance with 1.5 of the Tender Specifications) you can subcontract part of the work to a company based in Switzerland.
 
Question 12
In the Annex VII of the Tender Specification (filename: PROC_2015_018 - Annex VII A_Financial form_LOT 1.xls) in the 27. and 28. row of the Excel sheet named "Sheet2" both staff profile denomination is "Junior audiovisual expert". Is it on purpose or by accident In the first case what is the difference between them
 
Answer 
Indeed “Junior audiovisual expert” in column A of the “Annex VII A_Financial form_LOT 1” is mentioned twice. It is by accident and we apologise for the confusion. ECDC has publish the updated version of the document (on 03/08/2015).
 
Question 13
In the Annex VII of the Tender Specification (filename: PROC_2015_018 - Annex VII A_Financial form_LOT 1.xls) you mention the "Senior/Junior audiovisual expert" staff profiles. Which of the following examples describes better the needed competencies do you think of
a) experts who can give advice about the proper planning and execution of an audio/video recording (e.g. time limits, how to start, how to speak/look etc.);
b) experts who can give advice about editing audio/video footage, know different technical details (voice systems, resolutions, transitions, video modes etc.).
 
Answer
A senior expert should advise on audio visual planning and its integration in the e-learning development process. This person should be able to see the “big picture”, to place the ECDC e-learning videos strategically and help define a roadmap which would include timing and costs.
A junior expert can contribute with tasks that would answer specific, and more technical, needs. In this sense both points a) and b) in the question are covered: this person's ability should spread from organising the filming to managing the video and sound editing, with a good background knowledge on video formats and standards.#
 
Question 14
In point 1.5 of the Tender Specification you write that "the tenderer must clearly indicate in the tender which parts of the work will be subcontracted". In many countries' law it is common to permit that subcontractors who represent less than 10% of the contract value should not be indicated. This applies to this contract as well
 
Answer:
This limit does not apply to this contract
 
Question 15
Is there a dependency relation between the tasks of Lot 1 and Lot 2 or these tasks can (and should) be made in parallel
 
Answer
There is no dependencies between Lot 1 and Lot 2. As explained in the Tender specification, Lot 1 will be used when ECDC develops courses in-house; the consultants will advise or will be asked to perform different tasks related to in- house e-learning courses development. Lot 2 will be used when ECDC outsources the production of e-learning courses.  You can apply for one or for both of the Lots.   
 
Question 16
In point 2.3.2 of the Tender Specification you write that "E-learning development shall be done using standard authoring tools used on the market." and "The e-learning course has to be developed in a way that allows ECDC easy and instant updates of the training contents and materials (including to remove and to add parts) after the end of the contract.". That means that ECDC will buy the necessary licenses for the authoring tool we use
 
Answer
E-learning courses are often developed by using companies own programming library routines, which leads to high costs for course maintenance (edits and changes to finished courses). By requesting e-learning courses to be developed using standard authoring tools, ECDC wants to avoid this cost and be able to update its training courses as mentioned in the statement above. Which and how ECDC is going to choose an authoring tool is not in the scope of this call.
 
Question 17Concerning this tender, I kindly ask confirmation that as proof of the consortium agreement it is fine to submit the following documents: · letter of undertaking in which the member of the consortium confirms its role of partner
 ·  power of attorney issued by the member of the consortium, designating the leader and confirming its authority to sign all documents and act on its behalf.
 
Answer
Signed versions of the documents mentioned should be sufficient for our needs.
 
Question 18
In point 1.5 of the Tender Specification you write that "Subcontractors must satisfy the eligibility criteria applicable to the award of the contract.". However, the phrase "eligibility criteria" does not appear in the document at any other place. Do you refer to the exclusion criteria described in the point 3.1 (so subcontractors does not have to satisfy the selection criteria)
 
Answer
In Section 1.5 Subcontracting of the Tender Specifications; where reference is made to eligibility criteria, exclusion criteria is mean.
 
Question 19
4.1.2 – Examples 1 and 2 “The assignments will be peer reviewed”
Could you please explain this in a little more detail What is your understanding of such an assignment and who will review it.
 
Answer
“Peer review assignment” means that the review of the work of the learner will not be done by the teacher or instructor of the course but by the other participants. For example each learner will be requested to submit “a paper” on certain topic within a deadline. After the deadline the Learning Management System will randomly distribute the submitted papers to the participants and they should review the paper according to a specific criteria.
 
Question 20
4.1.2 – Examples, Cost CalculationWe can provide cost calculations for each example separately. But in form Annex VII b Financial form LOT2 you ask for the total costs of the production of all three examples. But the production of all three examples is cheaper than just the sum of the three examples because we can reduce costs through synergy effects.  How should we handle this. The form does not allow additional fields. Should we add possible cost reduction in the documentation
 
Answer
Although we would expect the cost of multiple courses to be cheaper, for the purposes of the evaluation of offers and complete transparency, we require the calculation to be based upon the cost of the individual courses. The cost reduction cannot be included in the financial offer because the financial offer is used for the purposes of evaluation and will be the reference price for the individual courses.  However, if you wish to include this information in your technical proposal you can do this by all means, but again this cannot be considered in the evaluation.  ECDC will specify in each request for services the number of courses that will need to be delivered under each specific contract to be awarded.
 
Question 21If a tenderer would like to apply to both of the lots then it is required to include the administration, technical and financial documents for lot 1 and 2 into common envelopes or it is possible to send two separate outer envelopes for lot 1 and lot 2 with the necessary inner envelopes and documents
 
Answer
The administrative documents can be provided once for both lots.
Therefore the proposals for both lots should be submitted in one outer envelope and contain:
- 1 envelope A for the administrative documents (one original and one copy). 
- 1 envelope B - Lot 1 for technical offer for Lot 1 (one original and four copies)
- 1 envelope B - Lot 2 for technical offer for Lot 2 (one original and four copies)
- 1 envelope C – Lot 1 for financial offer for Lot 1 (one signed original and four copies)
- 1 envelope C – Lot 2 for financial offer for Lot 2 (one signed original and four copies)
 
Question 22About “Annex VII B — Financial proposal form – LOT 2” could you please clarify  how we have to fill the estimated price table for each example
What kind of value we have to get in the rows of the table For istance is enough to insert “development” in the breakdown of costs column and “€ X” in the Subtotal in EUR column or it’s requested a detailed list of costs (for istance: Project Management, Development, Quality Assurance, …) In this case if the 4 rows aren’t enough could we add the necessary rows
 
Answer
The tenderers should feel free to fill in the tables in the way they feel appropriate. There are only four rows and new cannot be added in the form, therefore we suggest for convenience that you breakdown the costs for big areas of works related to the production of e-learning courses. The scenarios are for orientation, we would expect to see in your technical proposal more detailed information about your approach to development of e-learning courses. ECDC will specify in each request for services, under the awarded framework contract, the specific requirements.
 
Question 23
Please note that as you require paper copies of our proposal we will need to send these by post on the morning of 13th August (we are in the UK) to ensure that they arrive in time on Monday 17th August, this gives very little time for us to incorporate any clarifications, so we would really appreciate a very speedy response to our questions - thank you.
 
Answer
Please note that the call was published at the end of June, and that as per the Invitation to Tender, tenders can be submitted by post or courier on the 17th August, provided there is evidence of the date of dispatch.
 
Question 24
Tender specifications document - Lot 1 - p12. You talk about the consultant giving advice on ‘ECDC available elearning author tools’. Which tools do you have use of
 
Answer
ECDC did not specify the authoring tools we are/will be using. The comment was general and as explained in the answer in question 16. (Q 16: E-learning courses are often developed by using companies own programming library routines, which leads to high costs for course maintenance (edits and changes to finished courses). By requesting e-learning courses to be developed using standard authoring tools, ECDC wants to avoid this cost and be able to update its training courses as mentioned in the statement above. Which and how ECDC is going to choose an authoring tool is not in the scope of this call)
 
Question 25
We already have 2 page CVs for each of our team members that pretty much follow your template (Annex VI). Do you need us to put these CVs into your template or can we just submit the ones we have
 
Answer
We are able to accept CVs in alternative formats but preferably the template provided should be used.
 
Question 26
2.3.2 p13 Please explain what you mean by ‘the user should have the possibility to stop the self-teach element at any phase’. Do you mean bookmarking
 
Answer
We mean that the user should not be obliged to finish the module once he/she has started. They can follow the course and stop in the middle of the module and be able to start at the same spot once they return to the course.
 
Question 27
2.7.7 p17 Please explain what you understand by a pre-financing guarantee and a performance guarantee, this isn’t something that we commonly have in the UK.
 
Answer
A reference is made to the Draft Contract Annex I.  Article II.15.5 of the Draft Contract provides more information on this.  However, please note that no provision is made for pre-financing as per Article I.4 of the Draft Contract.
 
Question 28
4.1.1 p21 ‘the information in the technical proposal must be consistent with the terms of reference...’ Please could we have a copy of the terms of reference
 
Answer
Please see Section 2 Terms of Reference, pages 10 to 17 of the Tender Specifications.
 
Question 29
How many individuals/organisations do you anticipate accepting onto the Framework for each of the two lots 
Answer 
As per the Contract Notice, Article II.1.4, the framework contract will be with one organisation/entity per Lot.
 
Question 30
If there will be more than one individual/company on the framework - will we be tendering against everyone for each piece of work
 
Answer
As per the Contract Notice, Article II.1.4, the framework contract will be with one organisation/entity per Lot.
 
Question 31
1.4.3 - Lot 1. Please could you confirm how payment will be made e.g. in arrears
 
Answer
Following completion of a project and receipt of an invoice, we shall make the payment within 30 days.
 
Question 32
1.4.3 - Lot 2. As an SME, we normally ask for 30 day payment terms. Is there any room for negotiation on the 60 day terms Or if not, would it be possible to negotiate more than two staged payments
 
Answer
The payment terms are non-negotiable but please note that the periods stated are maximums.
 
Question 33
Tender Specifications, Section 4.1.2, Page 22: Tenders shall submit offers for the fictitious examples 1 – 3. We have questions with regard to Example 2 and 3:
· Example 2: What does “moderated” mean Will there e.g. be an online tutor that moderates the course
 
Answer
We refer to a Synchronous Learning model, meaning that there will be a tutor that will monitor the course, answer questions of learners, follow up on discussion forum activities and eventually be involved in the review of the assignments. As already mentioned in previous answers those are fictional scenarios and are for orientation purposes. ECDC will specify in each specific contract under this Framework the specific deliverables for each course.
 
Question 34 
What does “Content is structured and objectives clearly defined” mean Is this the goal of the prospective cooperation or does this describe the quality of the material the contractor will receive
 
Answer
This describe the quality of the material the contractor will receive.
 
Question 35 
The ToR line out that the basis is a face-to-face course with a learner workload of 30 hours. With regard to the comparability of the offers: What will be the prospective e-learning time for the moderated e-learning courses
 
Answer 
Usually the compression ratio for converting  face-to-face course to e-learning is about 50%. If we assume that the face-to face course is 30 hours (5 days) it will result in about 15 hours e-learning. This e-learning course can be divided into modules and the overall course might take a few weeks for the learner to complete. I would like to stress again that those are fictional scenarios and ECDC will specify in each specific contract under this Framework the specific deliverables for each course.
 
Question 36
Example 3: The ToR line out that the basis is a face-to-face course with a learner workload of 30 hours. With regard to the comparability of the offers: What will be the prospective e-learning time for the blended e-learning course
 
Answer
Same answer as above.
 Question 37
Swedish: I samband med senaste uppdateringen (publicerad 03/08/2015) av dokumentet "Annex VII - Financial Proposal Lot 1" slutade summeringen av kostnader att fungera (borttagen dubblettrad resulterade i fel i formler). Avser ECDC att publicera ny version av ovan nämnda Excel-dokument, med korrekt summering
 
English: In connection with the last update (published 03/08/2015) of the document "Annex VII - Financial Proposal Lot 1" ended summation of costs to work (deleted double row () resulted in errors in the formulas). Does the ECDC aim to publish new version of the above mentioned Excel document, with the correct summarizing row
 
Answer
Thank you for flagging this up, yes indeed the formulas were not correct. We apologise for the inconvenience and have published a new version of Annex VII has now been published (Updated on 07/08/2015).
 
Question 38
Swedish: I dokumentet "Annex VII - Financial Proposal Lot 1" listas sju arbetskategorier, alla uppdelade i kompetensnivå senior/junior. Vi antar att, av leverantör erbjudna, namngivna resurser ska knytas till dessa arbetskategorier i såväl sammanställningar som CV (enligt skall-krav 3.2.3) - men saknar specifikation på vilka arbetsuppgifter de olika arbetskategorierna förväntas utföra samt information kring skillnad mellan senior och junior. Kan ECDC ge mer information kring vilka arbetsuppgifter de olika kategorierna är tänkta att utföra
Kan ECDC ge mer information kring hur anbudsgivare är tänkta att särskilja mellan senior och junior inom respektive arbetskategori
 
English: The document "Annex VII - Financial Proposal Lot 1" listed seven job categories, each divided into skill level senior/junior. We assume that, by the provider offered, the named resources will be linked to these labor categories in both compilations that resumé (as mandatory requirements 3.2.3 ) - but are missing a specification of the tasks that the various work categories are expected to perform - as well as information about the difference between a senior and a junior. Can ECDC give more information about what tasks the different categories are meant to accomplish
Can ECDC provide more information on how bidders are supposed to distinguish between senior and junior in each job category
 
Answer
The tasks that different consultants will be asked to perform under Lot 1 are explained in detail on pages 11 and 12 of the Tender specification. Since this is an innovative project we cannot predict with certainty the exact numbers or profiles of the specialist we might need in the next 4 years. In general a senior expert should advise on planning and integration in the e-learning development process. This person should be able to see the “big picture”, to place the ECDC e-learning courses strategically and help define a roadmap which would include timing and costs.
A junior expert can contribute with tasks that would answer specific, and more technical, needs. 
ECDC will specify in each specific contract under this Framework the specific deliverables for each course.
 
Question 39
Swedish: Ska anbudsgivare knyta namngivna resurser till de olika arbetskategorierna listade i "Annex VII-Financial Proposal Lot 1"
 
English: Should the bidder tie the named resources for the various work categories listed in "Annex VII-Financial Proposal Lot 1"
 
Answer
As we mentioned already this is an innovative project and we cannot predict with certainty the exact numbers or profiles of the specialists we might need in the future. Please feel free to incorporate in your technical proposal any other ideas of work categories you may have.
 
Question 40
Swedish: Enligt "4.1.2  Lot 2 Development of e-learning courses" ska anbudsgivaren offerera tre fiktiva projekt. Dessa projekt beskrivs översiktligt under rubrikerna Example 1-3,
dock saknas det information om ungefärlig/förväntad omfattning på det färdiga kurserna.
 
English: According to "4.1.2 Lot 2 Development of e-learning courses" the tenderer shall quote three fictitious projects. These projects are outlined under the headings Example 1-3, however, there is no information about the approximate / anticipated extent of the completed courses.
 
Answer:
ECDC delivers mainly face-to-face courses. Usually the compression ratio for converting face-to-face course to e-learning is about 50%. If we assume that the face-to face course is 30 hours (5 days) it will result in (about) 15 hours e-learning course. This e-learning course can be divided into modules and the overall course might take a few weeks for the learner to complete. The tenderer can elaborate and suggest different ideas for those scenarios.
We would like to stress again that those are fictional scenarios and ECDC will specify in each specific contract under this Framework the specific deliverables for each course.
 
Question 41 
Swedish: För att anbudsgivarnas angivna totalkostnader för exempelkurserna ska vara relevanta ur utvärderingssynpunkt bör även föreslagna utbildningar vara av liknande omfattning. Beroende på upplägg kan kursers totala studietid (learner workload) ofta innefatta mycket tid nedlagd utanför e-utbildningen, exempelvis vid inläsning av annat kursmaterial, självstudier utanför själva utbildningen, grupparbeten, diskussioner, uppsatser, rättning av andras uppgifter (peer reviews), etc. Då totala antalet sidor i en kurs även får genomslag på kostnadsdrivande delar så som interaktivitet, animation, film, etc. är det viktigt att anbudsgivarna får ett hum om förväntad omfattning av själva e-utbildningen.
Fråga: Kan ECDC ge en grov uppskattning av förväntad omfattning (antal sidor och/eller total klicktid) för respektive av de tre exempelkurserna
 
English: In order for the tenderer’s indicated total cost for the example-courses to be relevant from an evaluation standpoint, the proposed courses should also then be of a similar scale. Depending on how the courses are set up, the courses overall study time( learner workload ) will often contain a lot of time spent outside the e-learning, for example, when studying other course materials, self-study outside the actual training, group work, discussions, essays, correcting other people's data ( peer reviews ), etc. When the total number of pages in a course also have an impact on the cost driving elements such as interactivity, animation, film, etc., it is important that the bidders will have an impression about the expected scale of the e-education. Question: Can ECDC give a rough estimate of the expected extent (number of pages and/or total click time) for each of the three such courses
 
Answer:
We will welcome if the tenders are creative and suggest different options for those scenarios. Please note that the estimations below are not absolute, they are only for orientation purposes: Compression ratio for converting face-to-face course to e-learning is about 50%. If we assume that the face-to face course is 30 hours (5 days) it will result in about 15 hours e-learning. The e-learning course can be divided into modules and the overall course might take a few weeks for the learner to complete. Usually 1 (1.5) minute reading is considered one “screen”. About 40 “screens” compose 1 hour e-learning course.
 
Question 42
Swedish: Enligt "4.1.2  Lot 2 Development of e-learning courses" ska anbudsgivaren offerera tre fiktiva projekt. Dessa projekt beskrivs översiktligt under rubrikerna Example 1-3, dock saknas det information om indata till kurserna, särskilt avseende multimedia (video, animationer, illustrationer och/eller fotografier).
 
English: According to "4.1.2 Lot 2 Development of e-learning courses" the tenderer shall quote three fictitious projects. These projects are outlined under the headings Example 1-3, however, there is no information on the input to the courses, especially for multimedia (video, animations, illustrations and/or photos).
 
Answer
On page 21 and 22 of the tender specifications it is mentioned that the courses will have “moderate level of multimedia involved”. It is for the tenderer, based on their experience and creativity to suggest a workable solution and combine those components (videos, animations, illustrations, etc) in their technical proposal.
 
Question 43
Swedish: Utifrån att alla exempelutbildningar kommer att baseras på någon typ av material förberett av ECDC så kan man anta att viss del av bildmaterial, etc. kommer att finnas att tillgå - men med tanke på upphovsrätt, grafisk utformning och annat är det viktigt att få veta mer om detta redan innan vi kan sätta ett pris på produktionerna. Fråga: Ska anbudsgivarna räkna med att ta fram alla fotografier, animationer, filmer och/eller illustrationer själva eller kommer ECDC att tillhandahålla visst (eller allt) sådant material
 
English: On the basis that all such training will be based on any type of material prepared by ECDC, one can assume that some of the album artwork, etc. will be available - but in view of copyright, graphic design and other things it is important to get to know more about this before we can put a price on the productions. Question: Should the bidders expect to produce all photographs, animations, videos and/or illustrations themselves or ECDC will provide some (or all) such material
 
Answer
ECDC will provide the majority of those materials using our internal photo libraries and audiovisual capacities.  
 
Question 44
Swedish: I de fall kurserna ska innehålla filmade föreläsningar (video-lectures), finns dessa att tillgå kostnadsfritt eller ska dessa tas fram som en del av uppdragen
 
English: In the event the courses should include filmed lectures (Video lectures), are these available free of charge, or should these be developed as part of the assignment
 
Answer
ECDC is planning to use our own audio-visual capacities to produce the majority of the video lectures.
 
Question 45
Swedish: Ska offererade kurser innefatta ersättning till eventuella skådespelare eller kommer sådana att tillhandahållas av ECDC
 
English: Should offered courses include compensation to any actor or will these be provided by the ECDC
 
Answer
ECDC is not planning to engage actors for the e-learning courses.
 
Question 46
Swedish: Enligt "2.7.2  All-inclusive prices" ska anbudsgivarens offererade timpris innefatta samtliga kostnader för uppdragen. Fråga: Förtydligande önskas gällande eventuella extrakostnader vid filminspelning - så som ersättning till skådespelare, resekostnader och/eller lokalhyra vid inspelning på av ECDC önskad plats, flygfoto, scenografi, etc.
Kommer sådana kostnader att hanteras separat
 
English: According to "2.7.2 All-inclusive prices" the tenderer will quote hourly rates that include all the costs of the assignment. Question: Clarifications are required regarding any extra charges when recording movies - as compensation to actors, expenses and / or local rent when recording on the ECDC desired location, aerial, set design, etc. Will such costs will be handled separately
 
Answer
Please see the answer above (n.45).
 
Question 46b
Swedish: Förtydligande önskas gällande eventuella kostnader för användande av sedan tidigare och av tredje part, producerat material - exempelvis fotografier, videosekvenser, etc. Se även Annex I - Draft Contract "II.10.3 Licensing of pre-existing rights". Beaktande att detta behov ej är kvantifierat i underlaget förutsätter vi att sådana kostnader kommer att hanteras separat och ej ska inarbetas i offererade timpris, är detta korrekt uppfattat
 
English: Clarifications are required regarding any costs for the use of the previously produced material and by third parties produced material, - such as photographs, video sequences , etc. See also Annex I - Draft Contract "II.10.3 Licensing of pre-existing rights". Considering that this “need” is not quantified in the basic petition, we assume that such costs will be handled separately and not be incorporated in the quoted hourly rate, this is correctly understood
 
Answer
Lot 1 is a time based expert consultancy, namely the provision of analysis and advice, so the hourly rate is not impacted.  For Lot 2, as per Section 2.7.2 of the Tender Specifications, financial proposals submitted in response to this tender must be inclusive of all costs involved in the performance of the contract. No expenses incurred in the performance of the services will be reimbursed separately by ECDC.
 
Question 47
Swedish: Enligt "4.1.2 Lot 2 Development of e-learning courses" ska anbudsgivare lämna 3 exempel på tidigare utförda arbeten. Det står dock ej i vilken form dessa exempel ska lämnas in. Enligt "3.2.3 Technical and professional capacity" ska anbudsgivare lämna in 2 respektive 3 exempel på tidigare utförda arbeten - men där är det specificerat att det räcker med citat: "A list and description …".
Refererar 4.1.2 och 3.2.3 till samma exempel, dvs räcker det även i fallet 4.1.2 med "A list and description …" eller förväntas anbudsgivarna att skicka in länkar till skarpa kurser
 
English: According to "4.1.2 Lot 2 Development of e-learning courses" bidders should submit three examples of previous work carried out. However, it is not mentioned the actual form in which these examples should be submitted. According to " 3.2.3 Technical and professional capacity" bidders should submit 2 or 3 examples of previous work carried out – in this case it is specified that it is sufficient to quote: "A list and description...".
Does 4.1.2 and 3.2.3 refer to the same example And is "A list and description ..." sufficient even in the case of 4.1.2 or are bidders expected to submit links to actual courses
 
Answer
It is important for ECDC to understand the context of the examples that is why we ask for you to list and describe some of the other projects you have done previously. You can use print screens to illustrate the actual course you have developed and explain what makes it a good example. You are welcome to include links to actual products if you wish and if it is not in violation with the agreement you have with other clients.
 
Question 48
Swedish: Enligt "3.2.3.1 Lot 1 Time based expert consultation on analysis, design, development, implementation and evaluation of e-learning courses"ska anbudsgivare lämna in "D) Example of courses or consultancy work done in English". Var vänlig specificera vad som avses med detta, dvs räcker det med att ge utförlig information kring dessa uppdrag eller ska även faktiska delmängder av producerat material lämnas in
 
English: According to "3.2.3.1 Lot 1 Time based expert consultation on analysis, design, development, implementation and evaluation of e-learning courses" should bidders submit" D) Example of courses or consultancy work done in English". Please specify what is meant by this, is it enough to provide detailed information on these tasks or should actual parts of the produced material submitted
 
Answer
For the consultancy work you can explain what kind of work you have done for other clients, including links to products, examples, references or testimonies by other clients as evidence.