1 Video Teleconferencing Tender Specifications

Belgrade,
23 November 2021
CALL FOR TENDERS

N°: PS/SUP/VTC/007C/2021
"Video Teleconferencing Solution"
TENDER SPECIFICATIONS
PS/SUP/VTC/007C/2021 Video Teleconferencing Solution
Table of Content
ANNEX 1 .......................................................................................................................................... 2
TENDER SPECIFICATIONS ............................................................................................................... 2
I. PURPOSE OF THE CONTRACT ............................................................................................................ 2
I.1 Introduction ........................................................................................................................... 2
II. Subject of the Contract ........................................................................................................... 6
II.1. Video Teleconferencing (VTC) System Needs Analyses ....................................................... 6
II.2. VTC System Use Case Scenarios........................................................................................... 7
II.2.1. Use case scenario 1: VTC using cloud-based platform: participation ........................ 7
II.2.2. Use case scenario 2: VTC using cloud-based platform: organizing VTC ..................... 8
II.2.3. Use case scenario 3: VTC room: answering VTC call ................................................... 9
II.2.4. Use case scenario 4: VTC room: making a VTC call ................................................... 10
II.3. Video Teleconferencing System General Requirements ................................................... 12
II.3.1. General Requirement 1: Software component ........................................................ 12
II.3.2. General Requirement 2: Hardware component ....................................................... 12
II.4. Video Teleconferencing System Functional Requirements ............................................... 12
II.4.1. Cloud-based video conferencing and collaboration software.................................... 12
II.4.2. Video teleconferencing room ..................................................................................... 13
II.4.3. Video Teleconferencing System Nonfunctional Requirements. ................................. 14
III. Timeline installation and acceptance testing ...................................................................... 15
III.1 Timeline (subject to change).............................................................................................. 15
III.1. Use case test ................................................................................................................. 15
III.2. Integration test ............................................................................................................. 15
IV. Warranty and Post Warranty Support and Maintenance Service: ...................................... 16
Support and Maintenance Service........................................................................................ 16
V. Additional Services ............................................................................................................... 17
V.1. Training .......................................................................................................................... 17
VI. Evaluation ............................................................................................................................ 17
VI. Award ................................................................................................................................... 20
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ANNEX 1
TENDER SPECIFICATIONS
I. PURPOSE OF THE CONTRACT
I.1 INTRODUCTION
The European Union - in accordance with Council Decision (EU) 2017/1937 - and the Republic of
Albania, Bosnia and Herzegovina, the Republic of North Macedonia, Kosovo1*, Montenegro and
the Republic of Serbia (hereinafter 'the Contracting Parties') signed the Treaty establishing the
Transport Community.
The aim of the Treaty is the creation of a Transport Community in the field of road, rail, inland
waterway and maritime transport as well as the development of the transport network between
the European Union and the South East European Parties (hereinafter referred to as ‘the
Transport Community’). The Transport Community shall be based on the progressive integration
of transport markets of the South East European Parties into the European Union transport
market on the basis of the relevant acquis, including in the areas of technical standards,
interoperability, safety, security, traffic management, social policy, public procurement and
environment, for all modes of transport excluding air transport.
In order to implement the Treaty provisions and make the Transport Community operational, a
Permanent Secretariat (hereinafter 'the Secretariat') has been established. The seat of the
Secretariat is in Belgrade as defined by the Agreement between the Transport Community and
the Republic of Serbia signed on 30 January 2019.
The Secretariat hosts frequent meetings and conferences on a regular basis with participants
coming from Contracting Parties and other stakeholders. There is a designated meeting room
serving for this purpose.
*This designation is without prejudice to positions on status and is in line with UNSCR 1244 (1999) and the ICJ Opinion on the
Kosovo declaration of independence.
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I.2 STRUCTURE AND CONTENT OF THE TENDER
The tenders must be presented as follows:
Part A: Identification of the tenderer (see section Annex II)
Part B: Non-exclusion (see section Annex III)
Part C: Selection (see section IV.1.2)
Part D: Technical offer
The technical offer must cover all aspects and tasks required in the technical
specifications and provide all the information needed to apply the award criteria. Offers
deviating from the requirements or not covering all requirements may be rejected on
the basis of non-compliance with the tender specifications and will not be evaluated.
Part E: Financial offer
The maximum contract price is EUR 59,000.00 (Lump Sum). Tenders with prices higher
than the maximum will be considered unacceptable.
The price for the tender must be quoted in euro.
Prices must be quoted free of all duties, taxes and other charges, including VAT, as the
TCT is exempt from such charges under Articles 10 of the Agreement between the
Republic of Serbia and the Transport Community regarding the seat of the Permanent
Secretariat of the Transport Community. The amount of VAT may be shown separately.
Part F: Power of attorney (for consortia only)
Tenders shall be submitted by electronic mail to procurement@transport-community.org in two

separate e-mails. Parts A, B, C, D and F (with all relevant annexes) shall be included in one e-mail,
while part E (Financial Offer) shall be included in a separate e-mail.
All documents referred at above shall be submitted in pdf format.
The time and date displayed by the server clock within the Authority’s system shall be the
standard upon which compliance with tender submission deadlines shall be determined.
Tenderers are strongly advised not to transmit their Tender immediately before the deadline for
submission.
It is the Tenderer’s sole responsibility to ensure that its Tender complies with the submission
requirements and is received by the Contracting Authority by the date and time set out. The
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Contracting Authority accepts no liability whatsoever for any problems arising from issues such
as (but not limited to) the Tenderer’s IT software, infrastructure, internet connectivity, etc. that
would result in the Tender not being properly or timely received.
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I.3 IDENTIFICATION OF THE TENDERER
The tender must include a cover letter signed by an authorised representative presenting the
name of the tenderer (including all entities in case of joint tender) and identified subcontractors
if applicable, and the name of the single contact point (leader) in relation to this procedure.
In case of joint tender, the cover letter must be signed either by an authorised representative for
each member, or by the leader authorised by the other members with powers of attorney. The
signed powers of attorney must be included in the tender as well. Subcontractors that are
identified in the tender must provide a letter of intent signed by an authorised representative
stating their willingness to provide the services presented in the tender and in line with the
present tender specifications.
All tenderers (including all members of the group in case of joint tender) must provide a signed
Legal Entity Form with its supporting evidence. The form is available on:
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.c
fm
The tenderer (including each member of the group in case of joint tender) must provide the
following information in its tender if it has not been provided with the Legal Entity Form:
- For legal persons, a legible copy of the notice of appointment of the persons authorised
to represent the tenderer in dealings with third parties and in legal proceedings, or a copy
of the publication of such appointment if the legislation applicable to the legal person
requires such publication. Any delegation of this authorisation to another representative
not indicated in the official appointment must be evidenced.
- For natural persons, if required under applicable law, proof of registration in a
professional or trade register or any other official document showing the registration
number.
Tenderers that are already registered in the Contracting Authority’s accounting system (i.e. they
have already been direct contractors) must provide the form but are not obliged to provide the
supporting evidence.
The tenderer (or the leader in case of joint tender) must provide a Financial Identification Form
with its supporting documents. Only one form per tender should be submitted. No form is
needed for subcontractors and other members of the group in case of joint tender. The form is
available on: http://ec.europa.eu/budget/contracts_grants/info_contracts/index_en.cfm
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II. SUBJECT OF THE CONTRACT

Figure 1 The meeting room and table layout
The Secretariat is seeking a vendor that can provide a turnkey Video Teleconferencing Solution
for a meeting room. The goal is to provide a meeting room to the organization that is fit for
purpose, easy to operate, automated, tidy and has minimum downtime.
Figure 1 below shows the drawing of the meeting room where the Video Teleconferencing
System is to be installed.
Figure 2 The meeting room and table layout
II.1. VIDEO TELECONFERENCING (VTC) SYSTEM NEEDS ANALYSES
The video teleconferencing system will be used to enable distant participation of different
governmental institutions, stakeholders and other interlocutors located in Western Balkans,
Europe and other geographical areas in a meeting hosted inside the premises of the Secretariat.
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II.2. VTC SYSTEM USE CASE SCENARIOS
The following use case scenario should be used as illustration of the usage of the needed VTC
system. They are not the only use cases of the system but are the most typical ones. The solution
provider must provide possibility to create new use cases based on functional requirements.
II.2.1. Use case scenario 1: VTC using cloud-based platform: participation
Use Case 1 VTC using cloud-based platform: participation

Context There is a need participate to a VTC
Scope To participate to a VTC session over cloud platform
Remarks This use case will be sub-case of VTC room use case
User Secretariat Staff registered to a VTC cloud
other users & USER INTEREST
interests Distant participant(s) To participate to a VTC session
User Authentication and User Policies are set up, Secretariat staff user has
Preconditions
successful sign in to cloud platform.
Minimal Result VTC session established
Successful result VTC session realized
Trigger Invitation to join VTC meeting (VTC virtual room)
Description Step Action

Click on link to virtual room provided or type in virtual room IP
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address on web or mobile
2 Log in to cloud based VTC platform
3 Establish VTC session
4 VTC session in progress
5 End VTC session
6 Logout of VTC cloud-based platform
Extensions Step These steps happen only when needed

2.1 Test local audio and video
4.1 Use available collaboration tools (see functional requirements for
more details)
Technology and Data
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1 Internet services are available

The system (communication) is protected using secured
2 communications protocols and private/public access design of
networks and module access policies
II.2.2. Use case scenario 2: VTC using cloud-based platform: organizing VTC
Use Case 2 VTC using cloud-based platform: organizing VTC

Context There is a need to organize a VTC
Scope To organize VTC session over cloud platform
Remarks This use case will be sub-case of VTC room use case
User Secretariat Staff registered to a VTC cloud

User Authentication and User Policies are set up, SECRETARIAT staff user has
Preconditions
successful sign into cloud platform.
Trigger No trigger
1 Log in to cloud based VTC platform
2 Create a virtual room
3 Define a date and time of a VTC session
4 Invite participants to a VTC session
7 End VTC session
8 Logout of VTC cloud-based platform

1.1 Test local audio and video
4.1 Invite guest participants (with no cloud VTC. system account)
4.2 Organize a webinar
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4.3 Record VTC session on cloud storage

4.4 Record VTC session locally
6.1 Use available collaboration tools (see functional requirements for more
details)
Technology and
Data

2 communications protocols and private/public access design of networks
and module access policies
II.2.3. Use case scenario 3: VTC room: answering VTC call
Use Case 3 VTC room: answering VTC call

Context There is a need to participate to a VTC
Scope To participate to a VTC
Remarks
User Secretariat Staff
Preconditions User Authentication and User Policies are set up
Trigger VTC call

Answer to VTC call using one button touch interface to start VTC
1
room
4 End VTC session
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1.1 In case of a VTC session organized via cloud based VTC platform
see use case 1
3.1 Invite guest participants
3.3 Use available collaboration tools (see functional requirements
for more details)
Technology and Data

2 communications protocols and private/public access design of
networks and module access policies
II.2.4. Use case scenario 4: VTC room: making a VTC call
Use Case 4 VTC room: making a VTC call

Context There is a need to make a VTC call
Scope Organize a VTC session
Remarks
User Secretariat Staff
Preconditions User Authentication and User Policies are set up
Trigger None
1 Start VTC room using touch interface
2 Make a call using IP address
5 End VTC session
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2.1 In case of a VTC session organized via cloud based VTC

platform see use case 2
4.1 Invite guest participants
4.3 Use available collaboration tools (see functional requirements
for more details)
Technology and Data

2 communications protocols and private/public access design
of networks and module access policies
The solution provider must explain how it plans to implement user scenarios in terms of deployed
security, policies, logging of the activities, technology used, and protocols deployed, and discuss
why they differ from the explained ones, if that is a case.
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II.3. VIDEO TELECONFERENCING SYSTEM GENERAL REQUIREMENTS
Video teleconferencing system (VTC) to be purchased consists of:
II.3.1. General Requirement 1: Software component

Software component: cloud-based video conferencing and collaboration that will enable up to
50 simultaneous distant participants joining virtually a meeting taking place at the premises of
the Secretariat. The potential bidders should provide bids that cover 1 (one), 3 (three), and 5
(five) years licence period.
II.3.2. General Requirement 2: Hardware component

Hardware component: one video teleconferencing room with corresponding licence model that
will enable this room to be used with software component as well. The room should be provided
as single package (screens, speakers, codec, cameras, touch user interface, microphones, floor
stand for screens and cameras) designed for large size room. LAN cables should be provided as
well as other necessary cables (HDMI-to-HDMI), and power cables.
II.4. VIDEO TELECONFERENCING SYSTEM FUNCTIONAL REQUIREMENTS
II.4.1. Cloud-based video conferencing and collaboration software
Functional
Functional Requirement Description
Requirement No.
Microsoft Teams is preferred video conferencing and collaboration
solution.
Only Microsoft Teams Room (MTR) certified devices for large rooms will
be considered as possible solution.
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Reference link:
https://www.microsoft.com/en-ww/microsoft-365/microsoft-
teams/across-devices/devices/category?devicetype=20
VTC solutions will be primarily used for integration with existing MS

Teams compatible system.
VTC solutions must be able to provide support for connecting to meeting
2
from browsers or from client application on Windows, Android and iOS
devices. Possibility to participate with guest account is mandatory.
Interfaces to other video conferencing and collaboration software solution

3
(Zoom, Webex) will be considered as an advantage
VTC system cloud-based video conferencing and collaboration software
4 possibility to participate with guest account in virtual rooms will be
considered as an advantage.
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II.4.2. Video teleconferencing room

Functional
Functional Requirement Description
Requirement No.
VTC hardware solution should support all mandatory codecs for seamless
Microsoft Teams video conferencing. As Microsoft certified device it must
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also support all future releases of Microsoft Teams within supported
period.
VTC hardware solution should come as a fully integrated and pretested
6 bundle solution that consists of screens, speakers, codec, cameras, touch
user interface, microphones, floor stand for screens and cameras
VTC solution video output should have minimum of 2 HDMI outputs that
7 support formats up to 3840 x 2160 p60 (4kP60). VTC solutions must be
designed to support video output to minimum two screens.
VTC solution should have fully automatic camera system that
automatically detects speaking participants at the meeting, detects and
switches between active participants. The cameras must be high quality
capable of operating in an environment that is subject to natural daylight
and standard office lighting, without studio lighting.
8 Each camera is required to have its own robotic pan/tilt unit with
automatic zoom to be able to capture closeup view of the speaker and
should any of the participants speaking from any sitting position as per
attached images of table/meeting room at up to 10m distance.
VTC solution should have vendor recommended number of systems to
fully cover the whole conference room seating area.
Vendor recommended number of additional speakers must be provided
to cover all participants sitting positions as per attached images of
table/meeting room – documentation of vendor official tests and
9 recommendations must be provided.
Due to size of the conference room sound system must have noise
cancelation, voice activity detection, echo cancellation and background
noise suppression features.
10 VTC room should have easy meeting join experience and should be easily
controlled by the touch user interface provided with the equipment.
11. VTC room should support video or presentation content sharing via
control device and/or touch screen interface device.
12. It will be taken as an advantage if VTC system supports other conferencing
platforms (Cisco webex, Zoom,…)
13. VTC solution must be delivered as turnkey solution (with all necessary
cables and video splitters included).
14. All VTC components must be documented and recommended cabling or
cableless requirements must be implemented by bidder.
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15. Premium support option must be provided by bidder for all parts of VTC
room equipment, including software updates and releases that covers
optionally 1 (one), 3 (three), and 5 (five) years licence period.
16. User manuals: the system must be provided with user manuals that
explain the use of the system and cover both administrators and standard
users.
II.4.3. Video Teleconferencing System Nonfunctional Requirements.

Nonfunctional
Nonfunctional Requirement Description
Requirement No.
VTC room hardware should be in compliance with following regulatory
directives: Directive 2014/30/EU (EMC Directive), Directive 2014/35/EU
1 (Low-Voltage Directive) for the non-radio versions as well as any EU
product safety regulation.
Technical and functional specifications must be accompanied by technical

2
design for the system with documentation and operating specifications.;
Hardware: hardware equipment that is needed for the system must have
3
documentation describing the procedures for configuration and usage;
For software which contribute to the realization of the system, solution
4 provider must provide documents that describe the procedures for
installation, configuration, usage and troubleshooting.
User Manuals: the system must have user manuals that explain the use of
the system and cover the following profiles of use: Systems Administrators
and Different Users who accesses the services (e.g. user, operations and
5 installation manual);
Number of Copies – Two (2) sets of the entire documentation (including
two paper copies of each type of document) must be provided at no cost
to the Purchaser.
6 Warranty service: Offer should indicate price for direct support and
maintenance of the system - under warranty for twelve (12) months after
obtaining Operational Acceptance. In this period the solution provider
must handle all reported errors.
7 Post Warranty service: Offer should include direct post warranty support
on per hour costs for support and maintenance of the system after the
warranty period of twelve (24) months
Technical specification of TV sets

1. 6 TV sets with minimum 46” and maximum 55” screen size. 2 x TV sets
are to be mounted on walls, and 4 sets to be fixed on mobile stands.
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2. OLED or similar technology displays must be used to maintain video

quality of all meeting participants.
3. Supported video resolution of TV sets must be at minimum 3840 x 2160
with HDR
4. Video input: at least 2 HDMI inputs
5. Network connectivity: Wi-Fi integrated 802.11ac
6. SmartTV possibilities: WebOS/Android Tv or similar
III. TIMELINE INSTALLATION AND ACCEPTANCE TESTING
III.1 TIMELINE (SUBJECT TO CHANGE)
Delivery and Installation: Up to 10 weeks after signed contract.

TESTING: One week after delivery and installation
Successful completion of the contract will be measured through a series of formal test performed
on all equipment and software to be delivered, using described use cases.
The acceptance test will demonstrate that the solution provider has met requirements specified
and agreed within the contract and has delivered all required documentation and an effective
operational system.
Acceptance test will be carried out at two different levels:
III.1. Use case test

For each use case described and implemented, the Secretariat would provide a test scenario (use
case with specific details) to the vendor so it can be used to guarantee the acceptance test. The
solution provider would need to provide a list of process and function that involves the test.
For each use case, the following information must be provided -
• Precondition requirements
• Expected results
• Obtained result
• Acceptance of the test
• Identifications of errors presented during the test
• Observation of the person performing the test
III.2. Integration test

At the completion of the entire system, the Integration tests will be conducted under a series of
different network.
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The vendor will have to perform quality control test on the installed equipment in the designated
room at Secretariat premises in order to tune that the audio/video equipment settings in order
to satisfy the spatial parameters of the designated room.
IV. WARRANTY AND POST WARRANTY SUPPORT AND MAINTENANCE SERVICE:
• Guarantee period: 12 months after the Operational Acceptance
• Warranty Period: 12 months after the end of Guarantee period
All problems that will occur with hardware or software during the Warranty period will be fully
handled by the Solution provider at the cost indicated in the offer.
All problems that will occur during the Post Warranty period will be charged according to prices
calculated in the Supplier’s Cost Form.
Below is a description of the possible scenarios that the solution provider must contemplate and
be able to address regarding changes on the application.
Types of problem requests:
• Requests due to situations on which the system is malfunctioning or seriously

decreased its performance (e.g. VTC session is interrupted, or there is latency that
influence the VTC session).
• Requests for supplementing the functionality which does not change the basic
technology (upgrade of the solution)
Responsive time for the maintenance should be indicated in the offer. The maximum responsive
time should be no longer than 48 hours and hardware replacement should be covered by vendor
support conditions. The solution provider support must be available during the working hours 9-
17 business days
The Solution provider must provide a HELP DESK number to be available for the Purchaser at
least during its working hours (from 9 am until 5 pm each working day).
Support and Maintenance Service

Bidder should provide on monthly basis support and maintenance services that should include:
• support on site
• Support activities in system Administration, in order to minimize impacts on the use of

the new system;
• Remote monitoring components of the system activity through the use of system
management tools provided in architecture in case of errors
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• diagnostic of application through appropriate tools in case of malfunctions
• removing the cause of the failure and restore normal function of systems
V. ADDITIONAL SERVICES
V.1. Training
The solution provider must include following training in the offer:
• system administration training for four persons;
• administration and use of the system training for twelve persons;
Solution Provider should provide these training services with hands on experience on the subject
of training.
The courses relating to the administration of the system will be aimed at training of the technical
personnel who will be responsible for the management of infrastructure hardware and basic
software and administering the system.
The courses on the use of the system will be aimed at training of the personnel who will be using
VTC room. These courses should provide practical training on use cases specified in this
document as minimum.
The above trainings on VTC system will be conducted in Secretariat premises, on the installed
VTC system using Secretariat infrastructure and IT systems. The training must also include the
drafting of the implementation plan (infrastructure needed, number of sessions planned,
duration of individual sessions)
VI. EVALUATION
The evaluation is based solely on the information provided in the submitted tender. It involves
the following:
• Verification of non-exclusion of tenderers on the basis of the exclusion criteria

• Selection of tenderers on the basis of selection criteria
• Verification of compliance with the minimum requirements set out in these tender
specifications
• Evaluation of tenders on the basis of the award criteria
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The contracting authority may reject abnormally low tenders, in particular if it established that
the tenderer or a subcontractor does not comply with applicable obligations in the fields of
environmental, social and labour law.
The Contracting Authority will assess these criteria in no particular order. The successful tenderer
must pass all criteria to be awarded the contract.
1.1. Verification of non-exclusion
All tenderers must provide a declaration on honour (see Annex 2), signed and dated by an
authorised representative, stating that they are not in one of the situations of exclusion listed in
that declaration on honour.
In case of joint tender, each member of the group must provide a declaration on honour signed
by an authorised representative.
In case of subcontracting, subcontractors whose share of the contract is above 20% and those
whose capacity is necessary to fulfil the selection criteria must provide a declaration on honour
signed by an authorised representative.
The Contracting Authority reserves the right to verify whether the successful tenderer is in one
of the situations of exclusion by requiring the supporting documents listed in the declaration of
honour.
The obligation to submit supporting evidence does not apply to international organisations.
A tenderer (or a member of the group in case of joint tender, or a subcontractor) is not required
to submit the documentary evidence if it has already been submitted for another procurement
procedure and provided the documents were issued not more than one year before the date of
their request by the contracting authority and are still valid at that date. In such cases, the
tenderer must declare on its honour that the documentary evidence has already been provided
in a previous procurement procedure, indicate the reference of the procedure and confirm that
that there has been no change in its situation.
to submit a specific document if the contracting authority can access the document in question
on a national database free of charge.
1.2. Selection criteria
Tenderers must prove their legal, regulatory, economic, financial, technical and professional
capacity to carry out the work subject to this procurement procedure.
The tenderer may rely on the capacities of other entities, regardless of the legal nature of the
links which it has with them. It must in that case prove to the Contracting Authority that it will
18
have at its disposal the resources necessary for performance of the contract, for example by
producing an undertaking on the part of those entities to place those resources at its disposal.
The tender must include the proportion of the contract that the tenderer intends to subcontract.
1.2.1. Declaration and evidence
The tenderers (and each member of the group in case of joint tender) and subcontractors whose
capacity is necessary to fulfil the selection criteria must provide the declaration on honour (see
Annex 2), signed and dated by an authorised representative, stating that they fulfil the selection
criteria applicable to them. In case of joint tender or subcontracting, the criteria applicable to the
tenderer as a whole will be verified by combining the various declarations for a consolidated
assessment.
The Contracting Authority will evaluate selection criteria on the basis of the evidence to be
submitted with the tenders. A tenderer (or a member of the group in case of joint tender, or a
subcontractor) is not required to submit the documentary evidence if it has already been
submitted for another procurement procedure and provided the documents were issued not
more than one year before the date of their request by the contracting authority and are still
valid at that date. In such cases, the tenderer must declare on its honour that the documentary
evidence has already been provided in a previous procurement procedure, indicate the reference
of the procedure and confirm that that there has been no change in its situation.
to submit a specific document if the contracting authority can access the document in question
on a national database free of charge.
1.2.2. Regulatory capacity
Tenderers must prove that they have legal capacity to perform the contract and the regulatory
capacity to pursue the professional activity necessary to carry out the work subject to this call
for tenders.
The legal and regulatory capacity shall be proven by the evidence listed below:
• Proof of enrolment in a relevant trade or professional register

• Proof of authorisation that the tenderer is authorised to perform the contract in its
country of establishment
This criterion applies only to the consortium leader.
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1.2.3. Economic and financial capacity criteria
The tenderer must have the necessary economic and financial capacity to perform this contract
until its end. In order to prove their capacity, the tenderer must comply with the following
selection criteria.
- Criterion F1: Average annual turnover of the last two financial years must be at least EUR
60,000.00; this criterion applies to the leader in case of joint tenders. Evidence: Copy of the profit
and loss accounts and balance sheets for the last two years for which accounts have been, or,
failing that, appropriate statements from banks. The most recent year must have been closed
within the last 18 months. In addition, reference letters should be provided for the contract
executions in the past two years.
- Criterion F2: Ratio between total assets and total liability above 1.10; this criterion applies to
the consortium leader in case of joint tender. Evidence: Copy of the balance sheets for the last
two years for which accounts have been closed from each concerned involved entity, or, failing
that, appropriate statements from banks. The most recent year must have been closed within
the last 18 months.
All the above specified evidence of economic and financial capacity must be provided with the
tender
If, for some exceptional reason which the Contracting Authority considers justified, a tenderer is
unable to provide one or other of the above documents, it may prove its economic and financial
capacity by any other document which the Contracting Authority considers appropriate. In any
case, the Contracting Authority must at least be notified of the exceptional reason and its
justification. The Contracting Authority reserves the right to request any other document
enabling it to verify the tenderer's economic and financial capacity.
VI. AWARD
AWARD CRITERIA: LOWEST PRICE
The contract shall be awarded to the lowest tender that satisfies the minimum requirements
set in the technical specifications.
Evaluation of the submitted offers will be conducted in timely manner and all Solution providers
will be notified about awarded solution. Incomplete and technically unsuitable offers will not
take place in evaluation criteria.
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ANNEX 2
IDENTIFICATION OF THE TENDERER
(Each supplier, including any member of a consortium or grouping and subcontractor(s) whose share of
the work is more than 20% of the contract must complete and sign this identification form)
Call for tenders ……………………..
Identity
Name of the tenderer
Legal status of the tenderer
Date of registration
Country of registration
Registration number
VAT number
Description of statutory social security cover

(at the level of the Member State of origin)
and non-statutory cover (supplementary
professional indemnity insurance)2
Address
Address of registered office of tenderer
Where appropriate, administrative address of

tenderer for the purposes of this invitation to
tender
Contact Person
Surname:
First name:
Title (e.g. Dr, Mr, Ms) :
Position (e.g. manager):
2
For natural persons.
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Telephone number:
Fax number:
E-mail address:
Legal Representatives
Names and function of legal representatives
and of other representatives of the tenderer
who are authorised to sign contracts with
third parties
Declaration by an authorised representative of the organisation3
I, the undersigned, certify that the information given in this tender is correct and that the
tender is valid.
Surname: Signature:
First name:
3
This person must be included in the list of legal representatives; otherwise the signature on the tender will be
invalidated.
22
ANNEX 3
Declaration of honour on
exclusion criteria and selection criteria
The undersigned [insert name of the signatory of this form], representing:

(only for natural persons) himself or (only for legal persons) the following legal person:
herself
ID or passport number: Full official name:
Official legal form:
Statutory registration number:
Full official address:
VAT registration number:
➢ declares whether the above-mentioned person is in one of the following situations or not:
SITUATION OF EXCLUSION CONCERNING THE PERSON YES NO

a) it is bankrupt, subject to insolvency or winding up procedures, its assets are
being administered by a liquidator or by a court, it is in an arrangement with
creditors, its business activities are suspended or it is in any analogous situation
arising from a similar procedure provided for under national legislation or
regulations;
b) it has been established by a final judgement or a final administrative decision
that the person is in breach of its obligations relating to the payment of taxes or
social security contributions in accordance with the law of the country in which
it is established, with those of the country in which the contracting authority is
located or those of the country of the performance of the contract;
c) it has been established by a final judgement or a final administrative decision
that the person is guilty of grave professional misconduct by having violated
applicable laws or regulations or ethical standards of the profession to which the
person belongs, or by having engaged in any wrongful conduct which has an
impact on its professional credibity where such conduct denotes wrongful intent
or gross negligence, including, in particular, any of the following:
(i) fraudulently or negligently misrepresenting information required for the
verification of the absence of grounds for exclusion or the fulfilment of
selection criteria or in the performance of a contract;
(ii) entering into agreement with other persons with the aim of distorting
competition;
23
(iii) violating intellectual property rights;
(iv) attempting to influence the decision-making process of the contracting

authority during the award procedure;
(v) attempting to obtain confidential information that may confer upon it
undue advantages in the award procedure;
d) it has been established by a final judgement that the person is guilty of any of
the following:
(i) fraud, within the meaning of Article 1 of the Convention on the protection
of the European Communities' financial interests, drawn up by the Council
Act of 26 July 1995;
(ii) corruption, as defined in Article 3 of the Convention on the fight against
corruption involving officials of the European Communities or officials of EU
Member States, drawn up by the Council Act of 26 May 1997, and in Article
2(1) of Council Framework Decision 2003/568/JHA, as well as corruption as
defined in the legal provisions of the country where the contracting authority
is located, the country in which the person is established or the country of
the performance of the contract;
(iii) participation in a criminal organisation, as defined in Article 2 of Council
Framework Decision 2008/841/JHA;
iv) money laundering or terrorist financing, as defined in Article 1 of Directive
2005/60/EC of the European Parliament and of the Council;
(v) terrorist-related offences or offences linked to terrorist activities, as
defined in Articles 1 and 3 of Council Framework Decision 2002/475/JHA,
respectively, or inciting, aiding, abetting or attempting to commit such
offences, as referred to in Article 4 of that Decision;
(vi) child labour or other forms of trafficking in human beings as defined in
Article 2 of Directive 2011/36/EU of the European Parliament and of the
Council;
e) the person has shown significant deficiencies in complying with the main
obligations in the performance of a contract financed by the Union’s budget,
which has led to its early termination or to the application of liquidated damages
or other contractual penalties, or which has been discovered following checks,
audits or investigations by an Authorising Officer, OLAF or the Court of Auditors;
f) it has been established by a final judgment or final administrative decision that
the person has committed an irregularity within the meaning of Article 1(2) of
Council Regulation (EC, Euratom) No 2988/95;
g) for the situations of grave professional misconduct, fraud, corruption, other
criminal offences, significant deficiencies in the performance of the contract or
irregularity, the applicant is subject to:
24
i. facts established in the context of audits or investigations carried out by the

Court of Auditors, OLAF or internal audit, or any other check, audit or control
performed under the responsibility of an authorising officer of an EU
institution, of a European office or of an EU agency or body;
ii. non-final administrative decisions which may include disciplinary measures
taken by the competent supervisory body responsible for the verification of
the application of standards of professional ethics;
iii. decisions of the ECB, the EIB, the European Investment Fund or international
organisations;
iv. decisions of the Commission relating to the infringement of the Union's
competition rules or of a national competent authority relating to the
infringement of Union or national competition law; or
v. decisions of exclusion by an authorising officer of an EU institution, of a
European office or of an EU agency or body.
[Only for legal persons other than Member States and local authorities, otherwise delete this
table]
➢ declares whether a natural person who is a member of the administrative, management or
supervisory body of the above-mentioned legal person, or who haspowers of
representation, decision or control with regard to the above-mentioned legal person (this
covers the company directors, members of the management or supervisory bodies, and
cases where one natural person holds a majority of shares) is in one of the following
situations or not:
SITUATIONS OF EXCLUSION CONCERNING NATURAL PERSONS WITH POWER OF REPRESENTATION,
DECISION-MAKING OR CONTROL OVER THE LEGAL PERSON YES NO
Situation (c) above (grave professional misconduct)
Situation (d) above (fraud, corruption or other criminal offence)
Situation (e) above (significant deficiencies in performance of a contract )
Situation (f) above (irregularity)
➢ declares whether a natural or legal person that assumes unlimited liability for the debts of
the above-mentioned legal person is in one of the following situations or not:
SITUATIONS OF EXCLUSION CONCERNING NATURAL OR LEGAL PERSONS ASSUMING
UNLIMITED LIABILITY FOR THE DEBTS OF THE LEGAL PERSON YES NO N/A
25
Situation (a) above (bankruptcy)
Situation (b) above (breach in payment of taxes or social security

contributions)
➢ declares whether the above-mentioned person is in one of the following situations or not:
GROUNDS FOR REJECTION FROM THIS PROCEDURE YES NO

h) has not distorted competition by being previously involved in the preparation of
procurement documents for this procurement procedure;
i) has provided accurate, sincere and complete information to the contracting
authority within the context of this procurement procedure;
➢ acknowledges that the above-mentioned person may be subject to rejection
from this procedure and to administrative sanctions (exclusion or financial
penalty) if any of the declarations or information provided as a condition for
participating in this procedure prove to be false.
REMEDIAL MEASURES
If the person declares one of the situations of exclusion listed above, it should indicate the
measures it has taken to remedy the exclusion situation, thus demonstrating its reliability. They
may include e.g. technical, organisational and personnel measures to prevent further
occurrence, compensation of damage or payment of fines. The relevant documentary evidence
which appropriately illustrates the remedial measures taken should be provided in annex to this
declaration. This does not apply for the situations referred in point (d) of this declaration.
EVIDENCE UPON REQUEST

Upon request and within the time limit set by the contracting authority the person shall provide
information on the persons that are members of the administrative, management or
supervisory body, as well as the following evidence concerning the person or the natural or
legal persons which assume unlimited liability for the debt of the person:
For situations described in (a), (c), (d) or (f), production of a recent extract from the judicial
record is required or, failing that, an equivalent document recently issued by a judicial or
administrative authority in the country of establishment of the person showing that those
requirements are satisfied.
For the situation described in point (a) or (b), production of recent certificates issued by the
competent authorities of the State concerned are required. These documents must provide
evidence covering all taxes and social security contributions for which the person is liable,
including for example, VAT, income tax (natural persons only), company tax (legal persons
only) and social security contributions. Where any document described above is not issued
in the country concerned, it may be replaced by a sworn statement made before a judicial
26
authority or notary or, failing that, a solemn statement made before an administrative
authority or a qualified professional body in its country of establishment.
If the person already submitted such evidence for the purpose of another procedure, its
issuing date does not exceed one year and it is still valid, the person shall declare on its
honour that the documentary evidence has already been provided and confirm that no
changes have occurred in its situation.
27

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Belgrade,

CALL FOR TENDERS

I.2 STRUCTURE AND CONTENT OF THE TENDER

The tenders must be presented as follows:

Part A: Identification of the tenderer (see section Annex II)

Part B: Non-exclusion (see section Annex III)

Part C: Selection (see section IV.1.2)

Part D: Technical offer

Part E: Financial offer

The price for the tender must be quoted in euro.

Part F: Power of attorney (for consortia only)

Tenders shall be submitted by electronic mail to procurement@transport-community.org in two

All documents referred at above shall be submitted in pdf format.

I.3 IDENTIFICATION OF THE TENDERER

II. SUBJECT OF THE CONTRACT

Figure 2 The meeting room and table layout

II.1. VIDEO TELECONFERENCING (VTC) SYSTEM NEEDS ANALYSES

II.2. VTC SYSTEM USE CASE SCENARIOS

II.2.1. Use case scenario 1: VTC using cloud-based platform: participation

Use Case 1 VTC using cloud-based platform: participation

Scope To participate to a VTC session over cloud platform

User Secretariat Staff registered to a VTC cloud

other users & USER INTEREST

interests Distant participant(s) To participate to a VTC session

Minimal Result VTC session established

Successful result VTC session realized

Trigger Invitation to join VTC meeting (VTC virtual room)

Description Step Action

2 Log in to cloud based VTC platform

3 Establish VTC session

4 VTC session in progress

5 End VTC session

6 Logout of VTC cloud-based platform

Extensions Step These steps happen only when needed

1 Internet services are available

Use Case 2 VTC using cloud-based platform: organizing VTC

Scope To organize VTC session over cloud platform

User Secretariat Staff registered to a VTC cloud

Minimal Result VTC session established

Successful result VTC session realized

Description Step Action

1 Log in to cloud based VTC platform

2 Create a virtual room

3 Define a date and time of a VTC session

4 Invite participants to a VTC session

5 Establish VTC session

6 VTC session in progress

7 End VTC session

8 Logout of VTC cloud-based platform

Extensions Step These steps happen only when needed

4.3 Record VTC session on cloud storage

1 Internet services are available

II.2.3. Use case scenario 3: VTC room: answering VTC call

Use Case 3 VTC room: answering VTC call

Scope To participate to a VTC

User Secretariat Staff

other users & USER INTEREST

interests Distant participant(s) To participate to a VTC session

Preconditions User Authentication and User Policies are set up