OECD/ICT/EXD/PCM/PAC/PUB/04/172 Closing date: 13th December 2004 - 11h00 Paris time
ARTICLE 1 Scope of the Call for Tender ARTICLE 2 Terms and Conditions of the Call for Tender 2.1 Composition of the call for tender file 2.2 Tenders 2.3 Tender validity 2.4 Additional information 2.5 Acceptance and rejection of tenders 2.6 Modification and cancellation of the call for tender 2.7 Postponement of deadline for submitting tenders 2.8. Payment for tenders ARTICLE 3 Presentation, submission and contents of tenders 3.1 Tender presentation and conditions of submission 3.2 Contents of the tender ARTICLE 4 Main selection criteria 4.1 Experiences in science, technology and medical publishing business 4.2 Handling of requirements for online services 4.3 Technical and service specifications 4.4 Financial health 4.5 Staff language skills 4.6 Use of languages for documents ARTICLE 5 Information for Tenderers RUBAC Electronic Information Management Methodology Copyright of Hamme Family Trust ARTICLE 1 SCOPE OF THE CALL FOR TENDER The Organisation for Economic Co-operation and Development, Procurement and Contracts Management Division, acting on behalf of The Public Affairs and Communications Directorate's Publications Division (referred to hereinafter as "OECD"), is issuing a Call for Tender, referred to hereinafter as the "Call for Tender", in English, for the Fulfilment, Distribution and Customer Services for OECD Publications and Online Services Sales. The Call for Tender covers all services that may have to be performed, although clearly the tenderer must only reply to this Call for Tender in respect of work that he is capable of performing within his enterprise. The main objective is to sub-contract and to centralize, worldwide, in one hand, all fulfilment, distribution and customer services functions such as: A warehousing, B order processing, C invoicing, D picking and packaging, E shipping of goods, F money collection and G account keeping, H processing of claims and I producing a series of reports in order to have reliable information on a sales, b customers, c stocks and d accounts. This entails A billing, B accounts receivable and C stock management systems for 1 subscriptions, 2 combined products (paper + electronic versions), 3 online-only subscription sales, 4 e-books, 5 automatic distribution and 6 ad hoc sales. These fulfilment, distribution and customer service functions are currently sub-contracted. ARTICLE 2 TERMS AND CONDITIONS OF THE CALL FOR TENDER 2.1 COMPOSITION OF THE CALL FOR TENDER FILE The Call for Tender contains: A Foreword B Scope of the Call for Tender C Basic Information D General Conditions of the Contract E Technical and Service Specifications 2.2 TENDERS All tenders shall be treated as contractually binding and the tenderer must therefore date and sign the Technical and Service Specifications, the General Conditions of Contract and his tender, as well as all related documents (including his price proposal), and initial each page of each document. 2.3 TENDER VALIDITY Tenders shall remain valid for 150 days from the date on which they are submitted. 2.4 ADDITIONAL INFORMATION Should any problems arise over interpretation of the Call for Tender, a request for clarification may be sent in writing to OECD at the address below, or by e-mail to no later than fourteen (14) calendar days before the deadline for the submission of tenders. All tenderers will be advised of the answers given to such questions. OECD EXD/PCM Procurement Division Véronique Le Marchand Chamart Call for Tender No.: OECD/EXD/PCM/PAC/PUB/04/172 2, rue André Pascal 75775 Paris Cedex 16 OECD/ICT/EXD/PCM/PAC/PUB/04/172 2.5 ACCEPTANCE AND REJECTION OF TENDERS OECD reserves the right to: 1 Accept or reject minor shortcomings in the contents of tenders; 2 Reject tenders received after the deadlines for submission, without penalty or justification; and 3 Accept one or more tenders, on a non-exclusive basis, and with no commitment on the part of OECD. There is no commitment on the part of OECD to accept any proposal or part thereof that is received in response to the Call for Tender, or that it will acquire all or part of the service proposed. 2.6 MODIFICATION AND CANCELLATION OF THE CALL FOR TENDER OECD reserves the right to modify or cancel all or part of the Call for Tender, should the need arise, without having to justify its actions and without such action conferring upon tenderers any right to compensation. 2.7 POSTPONEMENT OF DEADLINE FOR SUBMITTING TENDERS OECD may, at its own discretion, extend the deadline for the submission of tenders, in which case the rights and obligations of the OECD and tenderers will be subject to the new deadline, notably with regard to the duration of tender validity specified in paragraph 3.1 below 2.8. PAYMENT FOR TENDERS No payments shall be made for tenders. OECD will make no deductions with regard to any expenditure entailed in preparing tenders in response to the Call for Tender. 2.9 AWARDED CONTRACT When the contract is awarded, the supplier may be required to comply with the following conditions: 1 The contractor shall renounce any claim in respect of reasonable hindrance or delay that may be caused to his own work on this account. 2 Compensation shall in no case be paid for damage to, or total partial loss of, movable or immovable property. 3 Contractors are reminded that they are subject to the laws and regulations applicable in the jurisdiction in which they are operating regarding the conduct of their enterprise, and in particular, to the rules governing health and safety at work. 4 The Organisation reserves the right to verify that these laws and regulations are effectively applied. 5 The Organisation cannot, however, be held responsible for any failure by the contractor to observe those laws or regulations. ARTICLE 3 PRESENTATION, SUBMISSION AND CONTENTS OF TENDERS 3.1 TENDER PRESENTATION AND CONDITIONS OF SUBMISSION Tenders will specify prices in euros before tax. The OECD, being entitled by virtue of Article 6(b) of Supplementary Protocol No. 1 to the Convention of 16 April 1948, and Supplementary Protocol No. 2 to the Convention of 14 December 1960, to make its purchases free of customs duty in the member countries of the Organisation, the price quoted must be understood as being for delivery net of customs duty and net of any taxes. Prices quoted must include everything necessary for full execution of the contracted services (transport, insurance, starting up where necessary, guarantees, etc.). Unless otherwise stated, prices quoted shall remain valid for at least four months and, once the contract signed, for one year from the start of service. The quotation must be structured as follows: 1 Implementation fee. 2 Annual service fee. 3 Distribution costs (postage, carriage charges, packing material etc.) based on business volumes 2003. 4 Price list for possible additional services not defined in the Call for Tender. Payments will be made in the currency of the contractor's home country or as indicated in the contract, at the conversion rate to EUROS ruling at the dates payments are due. Tenders shall be deposited at or forwarded to the following address in three copies in a double-sealed envelope by 11.00 (Paris time), 13th December 2004, the deadline for submission of tenders: OECD/PCM For the attention of Mrs. Le Marchand Chamart 2 rue André Pascal 75775 Paris CEDEX 16 France The outer envelope must be marked as follows: DO NOT OPEN Call for Tender No.: OECD/ICT/EXD/PCM/PAC/PUB/04/172 The inner sealed envelope, which must bear the name of the firm submitting the tender and the words "Call for Tender No. OECD/ICT/EXD/PCM/PAC/PUB/04/172", must contain the tender itself and any other supporting documentation. Tenders may not be submitted by electronic mail or by fax. Tenders submitted by electronic mail or by fax shall be rejected, even if they have also been submitted on paper. Tenders arriving after the date and time specified in the Call for Tender, in an unsealed envelope and/or marked with any wording that identifies or refers to the tenderer, shall not be accepted and shall be returned to their sender. OECD reserves the right to visit the tenderer's premises. 3.2 CONTENTS OF THE TENDER 3.2.1 Tenderers are invited to submit their proposals following the sequence of items set out below. Tenderers should also supply sample forms they propose using, and information on their computer capabilities and Internet installations. 3.2.2 The tenderer must provide the following general information: a Name, b address, c phone and d fax numbers, and e email address. f Officially approved Financial Statements for years Ended 31st December 2002 and 31st December 2003. g Number of staff (customer service, accounts department, warehouse, IT department) h Number of years in the business. i Number of customers served. j List of customers and customer references. 3.2.3 The tenderer must also provide the following information: a A description of how the contractor's proposal meets or exceeds each of the specifications set out in "Technical and Service Specifications" of this Call for Tender also taking into account information provided in "Basic Information" and definitions made in "General Conditions of the Contract"; and outline what the OECD must do to support this work. b A description of how the Contractor proposes initial implementation of services, including indicative time required for start-up of services for each function. c A management summary, showing how the Contractor proposes to organise personnel to carry out the functions required, and showing the work flow. d An indication of all language skills (read, spoken, written) the contractor would be able to provide with an indication of level (very good, fairly good, basic knowledge). e An itemized list of services offered and associated costs, clearly indicating optional items, as well as an estimate of total annual costs based on the 2003 volumes specified in Basic Information of this Call for Tender. f A listing of shipping options offered (UPS, DHL, National Postal Service, etc.) with an explanation of costs benefits, if any, passed on to the Organisation by the Contractor. Delineations of options for invoicing and payment of shipping costs. g A listing of services the Organisation would be required to engage at its own expense to fulfil the contract. h A description of packing materials proposed. Samples of forms to be proposed. i A detailed description of the computer hardware and software systems used to carry out work being done under the contract. j A detailed description how data/information is exchanged with the OECD, OECD Centres, other entitled OECD bodies, Business to Business (B2B) and to customers (B2C). k A detailed description of the configuration of the customer-file and the ability to meet worldwide standard in address management. l A detailed description, including samples, of already existing standard reports and of the capability to provide supplementary customised reports. m A proposal on how to organise the transport of bulk shipments from Paris to the contractor's warehouse. n Any other information which the Contractor considers pertinent for the successful implementation of the proposal. ARTICLE 4 MAIN SELECTION CRITERIA Main criteria for assessing tenders amongst others are as follows. 4.1 EXPERIENCES IN SCIENCE, TECHNOLOGY AND MEDICAL PUBLISHING BUSINESS The Organisation expects that the Contractor has many years of experience in serving Science, Technology and Medical (STM) publishers' worldwide distribution and fulfilment requirements. The Contractor should have a proven capability in developing and delivering state-of-the-art fulfilment, distribution and customer service tasks in support of STM publications, and, in particular, can demonstrate experience in successfully dealing with online services. 4.2 HANDLING OF REQUIREMENTS FOR ONLINE SERVICES In recent years the portion of online services business has increased significantly. SourceOECD is the core product of the Organisation. It must be emphasised that the Organisation expects the highest level of performance related to all 'Obligations and Requirements' defined in this Call for Tender for Online Services (SourceOECD). 4.3 TECHNICAL AND SERVICE SPECIFICATIONS The Organisation expects that the Contractor meets all requirements set out in Technical and Service Specifications. 4.4 FINANCIAL HEALTH The Organisation expects that the Contractor has documented financial health to cope with a possible awarded Contract throughout the whole term and is able to invest. 4.5 STAFF LANGUAGE SKILLS The Organisation requires that the Contractor's customer service and accounting staff has advanced skills in speaking and in writing in the Organisation's two official languages English and French, as well as in Spanish and German. Contractor's staff being able to speak and write in Japanese would be of great advantage. 4.6 USE OF LANGUAGES FOR DOCUMENTS All documents leaving the Contractor's premises such as invoices, credit notes, pro-forma, renewal notices, receipts, despatch notes, order acknowledgements, reminders must be in English, French, Spanish and German depending on the origin of the billing and/or shipping address. ARTICLE 5 INFORMATION FOR TENDERERS To the greatest extent possible, all tenderers will be informed of the decision taken with regard to their tenders. Read and approved: In: Done on: Signature by a person having authority to conclude:

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