European Commission, Directorate-General for Translation, Directorate R — Resources, Unit R.2 — Budget and finance, Rue de Genève 6, G-6 10/30, 1049 Brussels, BELGIUM; Email: [email protected]

The objective of this call for expressions of interest is to establish a list of pre-selected candidates for the provision of off-the-shelf electronic dictionaries and specialised databases on linguistic and terminological issues, on various media (web-based with online access via login and password or IP verification, or server-based, or CD/DVD-ROM). The pre-selected candidates may be invited to submit tenders for the procurement of such resources for translators at the Commission. The resources will cover at least one official EU language or one of the languages of the countries that are candidates for EU accession(1).
The list will be used exclusively for supply contracts below the threshold set in Directive 2014/24/EU(2), per year and per sub-list (currently EUR 139 000).
Please submit expressions of interest, in one of the official EU languages, by post:
— to the address in point 1; and
— by electronic mail to [email protected]
Inclusion on the list in no way obliges the contracting authority to conclude any contracts.
(1) At the time of preparation of this notice the official EU languages are Bulgarian, Spanish, Czech, Danish, German, Estonian, Greek, English, French, Irish, Croatian, Italian, Latvian, Lithuanian, Hungarian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Finnish and Swedish. The languages of the candidate countries are Albanian, Macedonian, Montenegrin, Serbian and Turkish.
(2) Directive 2014/24/EU of the European Parliament and of the Council of 26 February 2014 on public procurement and repealing Directive 2004/18/EC (OJ L 94, 28 March 2014, p. 65).

If processing your expression of interest involves recording and processing personal data (e.g. name, address, CV), the data will be processed in accordance with Regulation (EU) 2018/1725(3).
Unless indicated otherwise, expressions of interest and any personal data are required for the purposes indicated in point 4 and will be processed solely for those purposes by the Director of Directorate R in the Directorate-General for Translation, which is also acting as data controller.
Details concerning the processing of personal data are available in the privacy statement:
https://ec.europa.eu/info/funding-tenders/rules-public-procurement/data-protection-publicprocurement-procedures_en
If you are in one of the exclusion situations referred to in Article 136 of the Financial Regulation(4), the Commission’s responsible authorising officer may register your personal data in the early detection and exclusion system (EDES). For more information, see the privacy statement:
http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm
(3) Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (OJ L 295, 21 November 2018, p. 39).
(4) Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union, amending Regulations (EU) No 1296/2013, (EU) No 1301/2013, (EU) No 1303/2013, (EU) No 1304/2013, (EU) No 1309/2013, (EU) No 1316/2013, (EU) No 223/2014, (EU) No 283/2014, and Decision No 541/2014/EU and repealing Regulation (EU, Euratom) No 966/2012 (OJ L 193, 30 July 2018, p.1).

You are invited to submit an expression of interest in accordance with the rules set out in this notice.
The contracting authority will draw up a list of pre-selected candidates who meet the criteria in points 12 and 13. This list will comprise sub-lists for specific languages.
Where specific contracts are to be awarded, the contracting authority will send all pre-selected candidates on the relevant sub-list(s) the relevant tender specifications and invite them to submit a tender.

In your expression of interest, please provide full contact details and the following documents:
— a completed legal entity form, a financial identification form and the requested supporting documents: http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm
— a declaration on honour regarding the exclusion and selection criteria (see points 12 and 13),
— supporting evidence for the evaluation of the selection criteria in point 13; and
— the language coverage table (see point 6).

There will be one sub-list per language. Pre-selected candidates will be entered in the sub-lists according to their declared language coverage and invited to tender for the resources that concern their declared language(s).
Please complete the language coverage table at:
https://ec.europa.eu/info/files/electronic-dictionaries-and-databases-annex-2-doc_en (Annex 2).

The fields covered by this call for expressions of interest are set out in an indicative list at:
https://ec.europa.eu/info/files/electronic-dictionaries-and-databases-annex-1-xls_en (Annex 1).
As you can see, the electronic dictionaries and databases to be procured may be general or specialised, monolingual, bilingual or multilingual, and must cover at least one official EU language or a candidate country’s language:
— monolingual dictionaries and databases must be in an official EU language or a candidate country’s language,
— bilingual and multilingual dictionaries and databases must support at least one official EU language.

Pre-selected candidates must be able legally to transfer or license to the Commission the intellectual property rights that it needs to use the resources for the purposes specified in the specific contracts. A pre-selected candidate who tenders for a specific contract must:
— be the rightholder itself; or
— before delivering the resources, secure the rightholder’s authorisation to license the rights to the Commission.

Electronic dictionaries and databases (where not web-based) must be delivered to the Directorate-General for Translation’s premises in Brussels.

The list of pre-selected candidates will be valid for 4 years from dispatch of this notice. You may submit an expression of interest any time up to 3 months before expiry of the list.

Participation in this procedure is open on equal terms to all natural and legal persons falling within the scope of the treaties, and to international organisations.
Participation is also open to all natural and legal persons established in a non-EU country that has a special agreement with the EU in the field of public procurement, on the conditions laid down therein.
Where the World Trade Organisation Agreement on Government Procurement applies, participation in this procedure is also open to all natural and legal persons established in the countries that have ratified it, on the conditions laid down therein.
Subcontracting is authorised unless the contract makes it explicitly subject to prior authorisation by the contracting authority.

You must provide a declaration on honour (https://ec.europa.eu/info/files/electronic-dictionaries-anddatabases-annex-3_en), signed and dated by an authorised representative, stating that you are not in one of the situations of exclusion listed therein.
Before finalising the list of pre-selected candidates, the contracting authority reserves the right to verify whether the successful interested parties are in one of the situations of exclusion. On request, you would have to provide the supporting documents listed in the declaration of honour within the deadline set by the contracting authority.
You would not have to submit the documentary evidence if it has already been submitted for another procurement procedure and the documents were issued no more than a year before the date of being requested by the contracting authority and are still valid at that date. In such cases, you would have to declare on your honour that the evidence has been provided in a previous procurement procedure, indicate the reference of the procedure and confirm that there has been no change in your situation.
You would not have to submit a specific document if the contracting authority can access it on a national database free of charge.
The obligation to submit supporting evidence does not apply to international organisations.
Requirements regarding the exclusion criteria and related evidence also apply to subcontractors. The contracting authority reserves the right to require subcontractors to provide a declaration on honour of non-exclusion.

You must prove your legal, regulatory, economic, financial, technical and professional capacity to carry out the work covered by this procurement procedure.
For this purpose, you must state in the declaration on honour (see point 12), signed and dated by an authorised representative, that you fulfil the selection criteria that apply to you.
The contracting authority reserves the right to require, at any time while the list is valid, any supporting evidence mentioned below to prove legal, regulatory, financial, economic, technical and professional capacity. In such cases, the pre-selected candidate must provide the evidence without delay. Failing this, the contracting authority may exclude the candidate from the list.
You would not have to submit the documentary evidence if it has already been submitted for another procurement procedure and the documents were issued no more than a year before the date of being requested by the contracting authority and are still valid at that date. In such cases, you would have to declare on your honour that the evidence has been provided in a previous procurement procedure, indicate the reference of the procedure and confirm that there has been no change in your situation.
You would not have to submit a specific document if the contracting authority can access it on a national database free of charge.

You must prove that you are allowed to pursue the professional activity necessary to carry out the work subject to this call, by providing the following information:
— for legal persons — a legible copy of the notice of appointment of the people authorised to represent you in dealings with third parties and in legal proceedings, or a copy of the publication of such authorisation if required by the law applicable to you. You must provide evidence of any delegation of this authorisation to another representative not indicated in the official appointment; and
— for natural persons — if required by law, proof of registration on a professional or trade register or any other official document showing the registration number.

You must have the necessary economic and financial capacity to comply with the contracts until their end. To demonstrate this, you must fulfil the following selection criteria:
Criterion F1: overall turnover exceeding EUR 20 000 in the last 2 financial years in the area of electronic dictionaries and databases.
Evidence (to be provided on request):
— a statement of overall turnover or turnover concerning the electronic dictionaries and databases covered by this call for the last 2 financial years available; or
— a copy of your profit and loss accounts for the last 2 years for which accounts have been closed.

You must have the necessary technical and professional capacity to comply with the contracts until their end. To demonstrate this, you must fulfil the following selection criteria:
Criterion A1: you must be experienced in the field of supplying electronic dictionaries and specialised databases on linguistic and terminological issues (see indicative list Annex 1).
Evidence A1 (to be provided with the expression of interest):
You must provide a list of the relevant services you have provided in the past 3 years, referring to at least one resource delivered in this field, and indicating in particular:
1) the title of the electronic resource;
2) the language covered;
3) the publisher;
4) the type of access (web-based with online access via login/password or IP verification, single or simultaneous user type, or server-based or CD/DVD-ROM);
5) a short description (max. 100 words) for resources different from those in Annex 1; and
6) the total number of access rights and total number of clients to whom you have provided them.
Evidence A2 (to be provided on request): a statement issued by a client or invoices that you have issued for the resource listed above.

Details of the contractors awarded a contract of more than EUR 15 000 following the procedure set out in point 4 will be published on the Commission’s website (http://ec.europa.eu/budget/fts/index_en.htm) by 30 June of the year following the award.
The details will include the name, location (official address for legal persons; region of origin for natural persons), amount and subject of the contract. For natural persons, the information will be removed 2 years after the year in which the contract was awarded.

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