Tender documentation JN-B0258
TENDER DOCUMENTATION
PUBLIC TENDERACCORDING TO THE
NEGOTIATED PROCEDURE
WITH PRIOR PUBLICATION
No.
JN-B0258
Purchase ofsoftware for planning television programs and air-time sales
CONTENTS
1INVITATION TO SUBMIT BIDS FOR THE PUBLIC TENDER
2INSTRUCTIONS FOR MAKING BIDS
2.1Contrcting Authority of the public Tender
2.2Legal ground
2.3Basic rules of operation
3OBJECT OF THE PUBLIC PROCUREMENT
3.1THE TECHNICAL REQUIREMENTS OF THE CONTRCTING AUTHORITY
3.1.1THE WORK FLOW DESCRIPTION
3.1.2FUNCTIONAL REQUIREMENTS FOR SOFTWARE
3.1.3Additional functional requests
3.1.4THE APPLICATION INTEGRATION INTO THE RTV IT ENVIRONMENT
3.1.5REQUIREMENTS REGARDING THE ACCEPTANCE, WARRANTY AND TRAINING
4BID DOCUMENTATION
4.1General conditions for making bid documentation
4.1.1Clarification to the tender documentation
4.1.2Language
4.1.3Marking
4.1.4Contents of a bid
4.1.5Alternative bids and variant bids
4.1.6Validity of the bids
4.2Documents in the bids
4.2.1Data on Bidder and Bid
4.2.2Contents of the bid documentation
4.2.3Form »Declaration on acceptance of the public tender conditions«
4.2.4Form of an OFFER that has to contain:
4.2.5Proforma Invoice
4.2.6Bidder's Statement regarding penal acts accord. to Art. 42 of ZJN-2 – for the Company
4.2.7Bidder's Statement regarding penal acts accord. to Art. 42 of ZJN-2 – for the authoriz. person
4.2.8Form “Bidder’s statements, fiven under penal and material responsibility”
4.2.9Warranty conditions, maintenance and technical support
4.2.10Bank Certificate of solvency
4.2.11Statement regarding data protection
4.2.12Statement of the manufacturer
4.2.13Bidder’s references
4.2.14Bidder’s staff qualifications
4.2.15Sample of the contract
4.2.16Warranty for the seriousness of the bid
4.2.17Declaration, stating the Bidder shall provide a Performance warranty
4.2.18Technical documentation
5SUBJECT OF THE NEGOTIATIONS
6CONTRACT AWARD CRITERIA
6.1I. FORM OF CONTRACT AWARD CRITERIA
6.1.1CRITERION: THE LOWEST PRICE
6.1.2CRITERION: ADDITIONAL FUNCTIONAL REQUIREMENTS
6.2II. FORM OF CONTRACT AWARD CRITERIA
6.2.1CRITERION: THE LOWEST PRICE
6.3Two bids with equal maximum number of points
7REVIEW CLAIM
7.1Legal base and terms for submission
7.2Method of submitting the review claim
8FORMS
DATA ON BIDDER AND BID
Declaration of Bidder’s acceptance of Public Procurement conditions
Form OFFER - page 1/1
Form OFFER - page 1/2
Form OFFER - page 2
Form OFFER - page 3
Proforma Invoice
Bidder’s Statement regarding penal acts accord. to Art. 42 of ZJN-2 – for the Company
Bidder’s Statement regarding penal acts accord. to Art. 42 of ZJN-2 – for legal representative
Bidder's Statements given under penal and material responsibility
STATEMENT of the Bidder regarding DATA PROTECTION
STATEMENT OF THE MANUFACTURER
REFERENCE STATEMENT
BIDDER’S STAFF QUALIFICATIONS
Sample Contract
Dogovor o varovanju poslovne skrivnosti /
Guarantee for the seriousness of Bid No......
STATEMENT regarding the Performance GUARANTEE
Explanation of the Tender documentation No. JN-B0258
1INVITATION TO SUBMIT BIDS FOR THE PUBLIC TENDER
Radiotelevizija Slovenija, Javni zavod, is in compliance with 1. passage (item 5) of Article 24 of the Public Procurement Act (ZJN-2), inviting the Bidders to submit their bids to tender in accordance with the negotiated procedure with prior publicationfor:
purchase of softwarefor planning television programs and air-time sales
Bids in four copies (one original and three copies) must be sent in sealed envelopes to the address:
“Javni zavod RTV SLOVENIJA, KOLODVORSKA 2,VLOŽIŠČE, 1550 LJUBLJANA, SLOVENIA”, with the postscript: "DO NOT OPEN - FOR TENDER - BID FOR TENDER NO. JN-B0258– "Softwarefor planning television programs and air-time sales“. The full address of the Bidder is to be written on the envelope.
The term for acceptance of bids is until 08.00 a.m. on 05 May, 2009. Bids received after that time limit will not be counted and will be returned unopened to the Bidders.
Public opening of bids will be on 05 May, 2009at 09.00 a.m. in the premises of Javni Zavod RTV Slovenija at Kolodvorska 2 in Ljubljana.
Before the public opening of the bids the present participants of the Bidders have to hand over written authorizations for participation on the public opening.
Ljubljana, 25. 03. 2009 Commercial Department of
RTV Slovenija
2INSTRUCTIONS FOR MAKING BIDS
2.1Contrcting Authority of the public Tender
Radiotelevizija Slovenija, Javni zavod, Kolodvorska 2, SI - 1550 Ljubljana
VAT No.: SI29865174; Corporate registry No.: 5056497
Bids will be appraised by the General Manager appointed professional commission. The Decision on the award of a Contract will be issued by the General Manager of Javni Zavod RTV Slovenija. In the evaluation of the tender the commission will take account of the criteria that are the constituent part of the tender documentation.
The chosen Bidder must enter into a signed contract within 8 days after receiving the “Decision on the Award of a Contract”. In the case of a Bidder not entering into a signed Contract, the Contrcting Authority will validate the warranty on the seriousness of the bid.
The Contrcting Authority reserves the right of variating from the published values and quantities when selecting bids, subject to available financial resources and actual needs.
In case of receiving incomplete bids, the Contrcting Authority shall annul the tender. The Contrcting Authority reserves the right not to choose any of the bids (according to Art. 80 of ZJN-2).
2.2Legal ground
The Public Procurement of Javni Zavod RTV Slovenija (hereinafter referred to as: Contrcting Authority) is carried out in accordance with the valid Public Procurement Act (ZJN-2) and by-laws applicable and in accordance with the legislation being valid on the field of public finances and on the field that is the subject of this public tender.
2.3Basic rules of operation
Every Bidder’s attempt to affect the treatment of the Contrcting Authority or decision on the selection shall result in rejection of his Tender. The same applies to all attempts related to the work and decision of the Evaluation Committee.
In the period from the publication until the conclusion of the Contract the Bidder shall be not allowed to commence and perform any actions, which might prior determine the selection of a defined bid. In the period from the selection of a Bid until the Contract comes into force the Bidder shall be not allowed to commence any actions, which might cause the Contract to become void and unfulfilled. In case the procedure is stayed the Bidder shall not commence or perform any procedures, which might aggravate the invalidation or objectivity of the Review Commission.
3OBJECT OF THE PUBLIC PROCUREMENT
The object of this tender is the purchase of software for planning television programs and air-time sales applicable for a minimum of at least 85 users who construct the schedules for at least 8 channels. With this purchase, the software is transferred to the permanent use of the Contrcting Authority. The purchase includes the implementation of the application into the RTV Slovenia work processes, the integration into the RTV Slovenia information environment and the education of the users.
For written confirmation, the Bidder has to prepare and submit to the Contrcting Authority the project initiation document with the plan of the implementation, within 10 days after signing the contract. The Contrcting Authority will review the situation of the project in accordance with the final and approved plan of implementation, which is an integral part of the project initiation document. Written records regarding the monitoring of controls are produced after every individual phase of completion.
3.1THE TECHNICAL REQUIREMENTS OF THE CONTRCTING AUTHORITY
3.1.1THE WORK FLOW DESCRIPTION
With the software, the Contrcting Authority wishes to achieve the informational coverage of the following work processes:
- Long-term program planning.
- Short term scheduling for program broadcasting
- Air-time sales.
- Analysis of planned and broadcasted programs.
3.1.1.1The long-term program planning
The long-term planning of the television program includes the following work processes:
- Program scheme preparation.
- Individual program planning.
- Preparation of annual schedules for broadcasting.
- Preparation of annual financial plans for the television scheduling.
- Preparation of annual financial plans for air-time sales.
- Preparation of annual production plans.
The preparation of the program scheme
The preparation of the program scheme is the initial phase of the long-term planning process. It includes the basic information needed for the preparation of the annual draft for broadcasting. In the scheme are defined time slots for genres of individual programs and the commercial blocks and trailers for each day of the week. The scheme is prepared for each channel, individually. The scheme includes the basic information needed to plan a program, such as:
- Time slot in one day.
- Day of the week.
- Program genre.
- Premiere broadcast or broadcast repeats.
On the basis of this information, the department responsible for filling in the time in the program scheme is appointed. In the process of the scheduling scheme preparation, we check:
- Legal obligation for broadcasting.
- Percentages of individual genres within the entire program scheme.
- Percentages of individual program departments within the entire program scheme.
- Fixed time slots.
The legal obligations for broadcasting, which need to be checked at this stage is mainly the ratio between premiere broadcasts and broadcast repeats and the scope of commercial blocks within one hour. The preparation of the program scheme is made in cooperation with the Air-time sales Department, which suggests the program genres within the time slots of the program scheme, on the basis of market demands.
The creation of a program
The information from the program scheme represents the foundation for initiating the process of planning a program. The programs are defined by individual departments, where they determine:
- The title of the program.
- The source of the program (in-house or an outsourced production).
- Persons responsible for the production or purchasing of a program.
- Target groups of viewers.
- Approximate duration.
- Approximate contents of a program.
The program reaches a status of approval when it is included in the schedule itself. Simultaneously, the connection with the financial application through a cost unit is established.
The preparation of the long-term schedule
The long-term schedule is created by copying the program scheme into the calendar for the period in question. Time slots which are at this stage determined by genres, are upgraded with the program titles and their approximate duration.
When preparing the schedule, we check the legal obligations for broadcasting, checked already when preparing the program scheme. Additionally, we monitor the ratio between outsourced and in-house productions.
Individual program planning during schedule preparation stage
After defining the program, we determine its origin: it can be either an in-house or outsourced production. An in-house production can fall into one of the following categories:
- Entirely in-house.
- Commissioned.
- Co-production.
An outsourced production can fall into one of these categories:
- Purchased program from other producers.
- Exchange.
- Independent production.
According to the origin of the program, determined by the above categorization method, we plan production processes and their scope. The programs, made entirely as an in-house production, have the largest scope of processes and include:
- Creative process (the preparation of the script, shooting and editing scripts, etc.).
- Production process for creating the program (shooting, editing, graphics, sound editing, live recording and broadcasting, etc.).
The processes of the program production planning norms are performed in the Scheduall application.
The preparation of the program-business plan for television
The program-business plan for television is an integral part of RTV Slovenia's overall schedule-business plan. It is based on:
- Data regarding program definition.
- Data regarding the planned program production.
- Data regarding premiere broadcast and the number of repeats of an individual program within the annual broadcasting schedule.
The schedule-business plan represents a collection of programs by individual program departments, evaluated production capacities, financial norms, etc.
The information from the schedule-business plan serves as the basis for planning:
- The purchase of outsourced programs.
- In-house production capacities.
3.1.1.2Short-term television schedule planning
Creating the broadcast schedule
The creation of the broadcast schedule derives from the long-term schedule and consists of different phases, depending on the timetable in question and the time lag from the actual broadcasting of the program. RTV Slovenia has the following broadcast schedule:
- Monthly.
- Weekly.
- Daily.
- The play list.
The status of an individual schedule is appointed on certain days. They differ in accuracy and the quantity of information regarding a program. This information is regularly updated and added to an individual schedule. Any broadcast changes, which occur as a consequence of incidents, are also entered. All information, important for broadcast preparation, is created in the planning and realization (production) stages of a program.
A play list, obtained from a daily broadcast schedule, represents the connection with the play-out automation system.
Broadcasting
RTV Slovenia uses a video server system for broadcasting programs and commercials. The server is controlled by the play-out automation system. The data which are used by the play-out automation system have to be transferred from daily schedule. Thus, a play list will be created and will be fully implemented by a continuity control room director. The recordings on the server (titles) will have to be connected with the play list. After realizing the broadcasting, the as-run data has to be transferred back to the daily broadcast schedule. Since the broadcasting at RTV Slovenia is a combination of recordings from the server and also live coverage from a studio or in the field, the application for the schedule planning will have to enable such working techniques. The system will have to allow for "unannounced" coverage from more sites at once (from more simultaneous sports events, for example) and ensure the appropriate broadcasting of commercial blocks, connected with a certain sports branch.
In the case of implementing changes directly onto the server system, the application, which is the object of this tender, must detect the changes in the planned broadcasting schedule and automatically enter them in the daily broadcasting schedule, providing that it has the relevant information about the actual broadcasted program in its database.
The information regarding the realized broadcast is important for:
- Monitoring the use of copyrights, either for purchased programs or for the payment of the creators of an in-house production.
- Charging the realized commercials broadcast.
- Legal obligations regarding archiving the data about realized broadcasting.
- Integration of the telemetric rating information with the actual program broadcast.
- Expert analyses of the broadcast realization.
3.1.1.3Planning the sale of advertising space and program promotion
The process of planning the sale of advertising space
The process of planning the sale can be:
- Long-term, when a long-term (yearly, over a period of number of months or monthly) agreement regarding the broadcasting of commercials is agreed with clients
- Short-term, when the ordered advertising is realized within a commercial block, deriving from the schedule.
A contract for a long-term order is usually made with an advertising agency or other big clients and enables:
- The sponsorship of a program, where the commercial is broadcasted before, during and after the program.
- An advertising campaign, where the same commercial is broadcast over several commercial blocks.
- A package deal, where the same commercial is repeated in the same commercial block.
The media plan of broadcasting commercials is usually prepared for a chosen month or a chosen time within the month, and refers to a chosen program. The plan includes the information regarding the broadcasting of commercials in regular commercial blocks as well as the information regarding broadcasting the commercials in programs at breaks. The information regarding advertising in regular blocks includes such data as:
- The time of broadcasting of all commercial blocks for the time period in question.
- The advertising rates for individual time slots (the rate per second).
- The planned rating.
- The percentage of booked or sold space in a commercial block.
Based on the media plan, the client can send the Air-time Sales Department a request for advertising in:
- A chosen commercial block and a chosen day.
- A commercial block before, during and after the interruption of a chosen program.
The Air-time Sales Department reviews the request and complies with it, if permissible. Then they send the client the offer, which includes the planned broadcasting of the commercials and the calculated cost according to the rate card (without discounts or other benefits). The client can confirm the offer or can request certain changes. If a commercial block, within the media plan is not fully booked, the vendor of the advertising space can make special offers with lower broadcasting rates in order to fill the scheduled blocks.
A confirmed offer serves as the basis for entering the recorded advertisement in a planned broadcasting time. When entering the advertisement, the client and the title of the commercial are chosen from the database. The title usually consists of the client's name, the purpose of the advertising or the advertised article or service, and sometimes also the broadcast date. The placement order usually includes a request for a certain slot of the advertisement in the commercial block.
Due to weekly and daily changes, the daily broadcast schedule is checked on a daily basis. At the same time, the information regarding booked (sold) advertising time in the media plan is updated. The information regarding the percentage of booked advertising time is communicated to the Co-ordination Department on a daily basis and by a certain hour. The Co-ordination Department then forwards this information to the department responsible for preparation of trailers, where they determine the range of advertising in the commercial block in question.
For a scheduled broadcast day, a commercial broadcast plan is created. Apart from the title, it consists of the planned duration and category of the advertisement and the location of the recording. The recording can be stored at the RTV recordings archives or can be delivered to the Air-time Sales Department by the client. The recordings are uploaded onto the video server system. The commercials on the servers are identified by name from the schedule, with the assistance of the daily broadcasting schedule. If the scheduled duration of a recording is different from the actual duration, this data is corrected. Then the commercial blocks in the same sequences as they are going to be broadcast from the server are prepared.