FRAMEWORK CONTRACT TENDER Provision of Consultancy Services for Publications and Archiving

Date of Publication:?10 December 2024

Submission Deadline:?31 December 2024

The European Roma Rights Centre (ERRC) is issuing this Framework Contract for the provision of consultancy services in publications and archiving?to support the organization’s work over the contract’s duration.

1. Background

The ERRC is a public interest law organization dedicated to combating racism and discrimination against Roma people. As part of its mission, the ERRC produces a range of publications and is preparing for the systematic archiving of internal documentation to ensure effective management, accessibility, and preservation.

The Framework Contract establishes a structure for the provision of consultancy services to meet the ERRC's evolving needs in these areas.

2. Objective of the Framework Contract

The purpose of this contract is to pre-select one or more consultants/service providers who can be called upon as needed to provide:

• Design and production of ERRC publications.
• Expert advice on developing and implementing an archiving strategy for internal documentation.

3. Scope of Services

The service provider(s) will provide services in the following areas, as specified by the ERRC in individual assignments:

3.1 Publications

• Design, layout, and formatting of reports, policy briefs, and other publications.
• Creation of digital and print-ready files for dissemination.
• Coordination with ERRC staff and external stakeholders to finalize publications.

3.2 Archiving

• Provide expert advice on creating an internal archiving system for the ERRC, including cataloging, accessibility, and security.
• Support developing a roadmap for archiving of internal documentation.
• Offer recommendations for preserving sensitive or historic materials.

4. Duration of the Framework Contract

The Framework Contract will be valid for 5 years from the date of signing. Individual assignments will be defined through specific agreement during the contract period.

5. Deliverables

Deliverables will be outlined in the specific service orders issued under this Framework Contract but may include:

• Fully formatted publications ready for dissemination.
• Archiving consultation reports, including a detailed roadmap and proposed implementation plan.

6. Financial Conditions

The service provider will submit a detailed financial offer, including hourly or daily rates, and any additional costs (e.g., travel or materials) will be pre-approved by the ERRC under specific service orders.

7. Eligibility Requirements

Applicants must demonstrate:

• Proven experience in publication design and production.
• Expertise in archiving consultation, particularly for NGOs or human rights organizations.
• Strong communication skills to collaborate with a diverse team.
• Knowledge of Roma rights issues is an asset.

8. Application Requirements

Interested service providers should submit the following documents by 31 December 2024?to [email protected] , with the subject line: “Framework Contract for Publications and Archiving Services.”

1. Proposal outlining the applicant’s approach to the services described.
2. Financial offer, including fee structure.
3. CV(s) of the consultant(s) or key team members.
4. Examples of past relevant work (e.g., publications or archiving projects).

?9. Evaluation Criteria

The ERRC will evaluate proposals based on the following:

• Quality and relevance of the proposal.
• Cost-effectiveness of the financial offer.
• Expertise and past experience in publications and archiving.
• References and performance in similar assignments.

ERRC reserves the right to reject any or all submissions and is not obligated to select the lowest-cost proposal.