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Document C2005/079/11

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Call for proposals relating to the processing of papers of Members of the European Parliament accumulated in the exercise of their duties and handed over in the form of legal donations or legacies (2005-002)

IO C 79, 1.4.2005, p. 17–28 (ES, CS, DA, DE, ET, EL, EN, FR, IT, LV, LT, HU, NL, PL, PT, SK, SL, FI, SV)

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Official Journal

1.4.2005

Official Journal of the European Union

C 79/17

(2005/C 79/11)

As part of the policy of making information on the history of European integration available, each year the European Parliament identifies projects that contribute to the processing of the papers of Members and former members of the European Parliament accumulated in the exercise of their duties connected with the European Parliament and handed over in the form of legal donations and legacies to institutes, associations or foundations.

Legal basis

—	Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities.

—	Commission Regulation (EC, Euratom) No 2342/2002 of 23 December 2002 laying down detailed rules for the implementation of Council Regulation (EC, Euratom) No 1605/2002 on the Financial Regulation applicable to the general budget of the European Communities.

—	Rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation, adopted by the Bureau of the European Parliament on 2 June 2003.

Programme and source of funding: processing of the papers of Members of the European Parliament

Budget item: 2271 of Section I – Parliament – of the general budget of the European Union.

I. NATURE OF PROJECT, GEOGRAPHICAL AREA AND DURATION OF THE PROJECT

1 Objective of the project: to facilitate the processing of and free access to the papers that Members of the European Parliament have assembled in connection with and during their term of office as an MEP. The work forms part of the policy of making information on the history of European integration available which Parliament is pursuing for the benefit of researchers and the citizens of Europe.

2 Nature of project: the archival processing of documents accumulated by Members or former Members of the European Parliament (and of the Common Assembly of the ECSC and the European Parliamentary Assembly) during their term of office as an MEP. These documents will have been handed over in the form of donations or legacies to an institute, association or foundation registered with the SPP-ICA and will not yet have been archivally processed. No grant shall be awarded for expenditure incurred before the signing of the specific financing agreement (Article 112 of the Financial Regulation). These activities shall break down as follows:

Establishment of a filing plan

Archival processing in accordance with ISAD(G) and ISAAR (CPF) standards

Scanning and microfilming of documents.

3 Geographical area: European Union

4 Maximum duration: 30 June 2006 (deadline for submission of the request for payment of the grant balance, following completion of the project).

5 Publication: this call for proposals, and the grant application form, shall be sent for publication to:

the Official Journal of the European Union;

the European Parliament's Internet site (http://www.europarl.eu.int/tenders);

the Internet site of the International Council on Archives – Section of Archives and Archivists of Parliaments and Political Parties (SPP).

II. FUNDING

1	Maximum budget allocated to this call for proposals (this amount may be reduced or increased on the basis of budgetary/practical requirements): EUR 250 000

2 Maximum and minimum amount of grants

—

Maximum percentage of the project cost that may be financed from Community funds: 50 % of costs calculated at a rate of up to EUR 9 900 per linear metre (approx. 5 000 sheets) for textual documents and EUR 7 per unit for non-textual documents (this percentage shall apply only to fonds eligible for funding – see point 1.6 of the grant application form).

—	Minimum amount of grants: EUR 4 950

The maximum amount of grants shall be determined on the basis of the appropriations available under budget Item 2271.

3 Terms of funding

—

50 % after the list of beneficiaries has been drawn up and after the following two conditions have been met:

—	issue (possibly, at the European Parliament's request), by an authorised banking institution, of a performance bond for the work, executable at first call, and of an amount equal to the first funding instalment;

—	conclusion of a written agreement;

—	50 % after completion of the project and submission of the documents constituting evidence of completion.

4 Number of grants

Only one fonds may be the subject of grant applications made by any one applicant in any one year.

III. CONDITIONS GOVERNING ELIGIBILITY AND FUNDING

1 Conditions governing eligibility

Applicants must:

(a)	be a legal person and a member of the International Council on Archives — Section of Archives and Archivists of Parliaments and Political Parties (SPP/ICA);

(b)	have a substantial knowledge of archiving;

(c)	have a knowledge and understanding of the rules of professional conduct and the ISAD(G) and ISAAR(CPF) international standards;

(d)	have proven experience in the management of documents relating to parliamentary activities;

(e)	not be in any of the situations specified in Articles 93 and 94 of the Financial Regulation (see grant application form, ‘Solemn declarations’);

(f)

be in a position to produce all supporting documents required to prove that the eligibility, selection and award criteria laid down in this call for proposals and the legal basis have been met, in particular proof of the form, composition and historical significance (for the history of European integration) of the fonds.

2 Minimum funding conditions

Funding may be awarded to an institute, association or foundation only if:

(a)

The documents have been donated or bequeathed free of charge and subject to the waiver, by their authors, of the right to consideration for exercising their copyright and in particular their reproduction rights, so that the applicant has and can provide proof of a genuine right to use the fonds free of charge;

(b)

The archival processing of textual documents is subject to the rules of professional conduct and in particular the ISAD(G) and ISAAR(CPF) standards, in accordance with the instructions in Annex 1 to the Rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation, adopted by the Bureau of the European Parliament on 2 June 2003;

(c)	No other grant is being paid to the applicant, for the same reason, from the general budget of the European Union;

(d)	The documents are not used, after archival processing, for profit-making purposes;

(e)	The applicant undertakes to make a full list of the documents processed available to the European Parliament and to users (on paper and in electronic form and, if necessary, on its website) and to give them free access to the original documents;

(f)	The applicant has other sources of funding for the processing of the archives;

(g)	The applicant undertakes to handle the preparation and management of the project directly and not merely to act as an intermediary;

(h)

The documents for archival processing:

—	concern facts and people clearly linked to the history of European integration;

—	concern European integration since the inception of the ECSC (document fonds dating from earlier than 1952 are excluded);

—	are linked to the personal experience of the Member gained during his or her term of office as an MEP (documents accumulated outside the term of office of Members or former Members of the Common Assembly of the ECSC, the European Parliamentary Assembly or the European Parliament shall be excluded);

—	are historical in nature (for this reason documents accumulated during the parliamentary term which began in 2004 shall be excluded);

—	are substantial (fonds which amount to less than one linear metre = 5 000 pages and non-textual documents that are not part of a fonds eligible for the minimum funding of EUR 4 950 shall be excluded).

IV. SELECTION AND AWARD CRITERIA

1 Selection criteria

The applicant must demonstrate stable and adequate sources of funding to maintain its activity during the period of completion of the work and contribute to its financing (up to a minimum of 50 %) and prefinancing, before payment of the balance (up to a minimum of 25 %).

It must have recognised archiving skills of a nature to enable it to carry out the archival processing in question. For this purpose, the curricula vitae of the personnel responsible for the processing must be attached. In addition, the external human resources and equipment the applicant intends to use through the award of contracts must be specified and documented. NB: in view of section III.2(g), external resources may be used only for physical tasks.

Finally, the applicant must demonstrate its genuine capacity to make the list of documents available to users and to provide access to the originals free of charge.

2 Award criteria

The proposed project should seek to maximise the effectiveness of the policy being pursued by the European Parliament of ensuring that the most comprehensive body of information on the history of European integration is available to researchers and the citizens of Europe. To this end, the following award criteria, with the relative weightings indicated below, shall apply:

(a)	the aptitude of the fonds (whether textual or otherwise) to constitute a significant addition to the history of European integration (with that aim in view, official European Parliament or European Union documents shall be excluded). Relative weighting: . . . . . . . . . ./60 points;

(b)	importance of the duties performed by the Member or former Member during his or her term of office as an MEP. Relative weighting: . . . . . . . . . ./ 15 points;

(c)	novelty of the sources of information. This criterion shall be assessed on the basis of the percentage of the fonds accounted for by non-published documents, a figure which must be substantiated in the grant application. Relative weighting: . . . . . . . . . ./15 points;

(d)

ability of the applicant to offer the general public access to the fonds.

This criterion will be assessed on the basis of the following parameters:

—	creation of an electronic database: Relative weighting: . . . . . . . . . ./5 points;

—	placing of a full list of the scanned documents on the Web (in keeping with any legal requirements concerning personal data protection): Relative weighting: . . . . . . . . . ./5 points.

When assessing compliance with the award criteria, account shall be taken, as far as possible, of the need to strike a fair balance between the various proposals on the basis of the dual criterion of geographical origin and political affiliation (fifth recital of the Rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation).

3 Procedure

The assessment committee shall classify the proposals on the basis of the points awarded in keeping with the relative weighting of the criteria, as outlined above.

The information substantiating compliance with the criteria must be clearly set out on the application form and proven by means of any supporting documents required. The assessment committee may ask the applicant to clarify supporting documents, or provide additional supporting documents, by a time limit that it shall lay down. All the information contained in the grant application must be substantiated, where appropriate, by means of supporting documents. Information which has not been substantiated shall not be taken into account when compliance with the criteria is assessed.

The European Parliament reserves the right to verify on the spot, where appropriate, information submitted by applicants in connection with this call for proposals.

4 Provisional time-frame for notification of the results of the award procedure

July/September 2005

V. SUBMISSION OF APPLICATIONS/GENERAL INFORMATION

1 Submitting an application

Applications must be submitted on the grant application form (attached); all parts of the form must be completed, failing which the application shall be declared inadmissible.

Applications and accompanying documentation must be presented on paper (one signed original and five copies) and in electronic format (two diskettes or two CDs).

2 Closing date for the submission of applications

The closing date for receiving applications is 25 May 2005. Applications received by the contracting authority after this closing date shall not be considered.

3 Forwarding proposals

Proposals must:

—	be drawn up on the grant application form;

—	be signed by the applicant or his/her duly authorised representative;

—	be perfectly legible so as to rule out any uncertainty as to the wording and figures;

—

be sent under double cover. The two envelopes shall be sealed. In addition to the address of the recipient service as given in the call for proposals, the inner envelope must bear the following:

CALL FOR PROPOSALS 2005-002

‘Processing of the papers of Members of the European Parliament’

NOT TO BE OPENED BY THE MAIL SERVICE OR ANY UNAUTHORISED PERSON

If self-adhesive envelopes are used, they shall be sealed using strips of adhesive tape bearing the signature of the sender. The official stamp of his or her body shall also be regarded as the sender's signature;

—

be forwarded by registered mail at the latest by the closing date laid down in the call for proposals, as evidenced by the postmark or handed in, in return for a dated receipt issued by the Mail Service at the place of work of the European Parliament indicated in the call for proposals. Proposals submitted in this way must be handed in at the latest by midday (12.00) on the closing date.

Proposals sent by private courier service shall be regarded as having been handed in. It shall be for the applicant to make sure that its proposal has been delivered, at the latest by midday (12.00) on the closing date, to the European Parliament's Mail Service, at the address given below, and that a receipt has been issued.

The outer envelope shall bear the following address:

EUROPEAN PARLIAMENT

Official Mail Service

ASP 0F158

Attn: Directorate-General for the Presidency

Budget and Finance Unit (ASP 1H353)

Rue Wiertz, 60

B-1047 Brussels (Belgium)

This envelope shall also bear the sender's address.

The inner envelope shall bear the following address:

Directorate-General for the Presidency

Budget and Finance Unit (ASP 1H353)

Rue Wiertz, 60

B-1047 Brussels (Belgium)

Proposals which do not comply with these requirements shall be declared inadmissible.

4 Detailed information

The following documents are available on the following Internet page:

http://www.europarl.eu.int/tenders/default.htm:

—	rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation

—	grant application form

—	model performance bond

—	model agreement.

All questions concerning this call for proposals with a view to the awarding of grants must be sent by electronic mail, giving the publication reference, to the following e-mail address:

Ibalthazart@europarl.eu.int

Rphilippot@europarl.eu.int

GRANT APPLICATION FORM

Budget Item 2271

(Processing of the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation)

Name of applicant:

File No:
For contracting authority use only

I. ARCHIVAL PROCESSING ACTION

1 Description

1.1	Name of Member of the European Parliament who has handed over the documents

1.2	Date handed over

1.3	Handed over as:

1.4	Have the documents been bequeathed free of charge and subject to the waiver, by their authors, of the right to consideration for exercising their copyright and in particular their reproduction rights? Can the documents therefore be used free of charge? If yes, please attach proof

1.5

Composition of the fonds

(a)	Linear metres paper copy

(b)	Number of documents audio copy – types

(c)	Number of documents audio-visual copy – types

(d)	Number of Kb/Mb/Gb on electronic medium – types

1.6

Reasons justifying the importance of the fonds (maximum one page), on the basis of the following criteria:

(a)	Form and composition of the fonds (all relevant supporting documents to be attached)

(b)	Duties performed during his or her term of office as an MEP by the Member who handed over the papers

(c)	Importance of the papers as an addition to the history of European integration. Specify whether official European Parliament or European Union documents are present and to what extent (all relevant supporting documents to be attached).

(d)	Facts and people concerned.

(e)	Novelty of source. Specify what percentage of the papers have already been published (all relevant supporting documents to be attached).

(f)	Period concerned (documents dating from before 1952 and after the 1999-2004 parliamentary term are excluded).

(g)	State the link between the papers and the personal experience of the Member gained during his or her term of office as an MEP.

1.7	Description of any work already completed on the same fonds (specify the number of pages already processed): (maximum half a page)

1.8	Detailed description of work to be carried out (see section I of the call for proposals) (maximum one page)

1.9

Methodology (maximum one page):

(a)	Division into phases

(b)	Evaluation procedures by phase

(c)	Proposed team for each phase

1.10	Duration and action plan

2. Expected results (maximum one page)

II. APPLICANT

1. Identity

Full legal name:
Acronym (if appropriate):
Legal status confirming legal personality:
Evidence of powers to represent the legal person (attach supporting documents)
Documents justifying SPP/ICA registration
VAT No (if appropriate):
Official address:
Postal address:
Contact person:
Telephone No:
Fax No:
E-mail address:
Website:

2. Bank references

The bank must have its head office in the country in which the applicant is registered.

Bank name:
Bank address:
Account name:
Name(s) of signatory/ies:
Position(s) of signatory/ies:
Bank code:
IBAN account No of applicant: N.B. This account must enable any payments made by the EP to be identified
SWIFT code:

3. Description of applicant (maximum 1 page).

3.1 When was your organisation set up and when did it commence activities?

3.2 What are the principal activities of your organisation at present?

3.3 Management bodies and members thereof, whose statutory position must be stated here.

BODY
Name	Profession	Sex	Position	Number of years within body

3.4 Knowledge of archiving

3.4.1

Brief list of previous archiving experience (maximum one page).

3.4.2

Curricula vitae of archivists (maximum one page per archivist).

3.4.3

Ability to apply ISAD(G) and ISAAR(CPF) methods, in accordance with the instructions in Annex 1 to the Rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation, adopted by the Bureau of the European Parliament on 2 June 2003.

3.4.4

Estimate the external human and material resources which the applicant expects to use, to perform actual archiving work, through the award of contracts (specify which).

3.5 Indicate the relationship with the users of your fonds (proportion of researchers, students, general public)

3.6 Availability of processed documents

3.6.1

Are you able to make the list of processed documents available to the European Parliament and users free of charge and give them access to the originals of these documents? How?

3.6.2

Do you plan to create a database with the scanned documents?

3.6.3.

Do you plan to publish the documents on a website (in keeping with any legal requirements concerning personal data protection)?

4. Budget

4.1

Attach the applicant's operating budget for the financial year 2005. The applicant must indicate sources of funding to cover at least the 50 % of the cost of the work not covered by the grant being applied for and at least 25 % of the cost of the work to be financed by the payment of the balance (50 % of the grant) once the work is complete.

4.2	Attach profit and loss account and balance sheet for the financial year 2004.

4.3

Does the applicant have or has it applied for other sources of funding during the financial year 2005 for the same work as in paragraph 1, for other work or for its current activities from the general budget of the European Union?

If yes:

—	what is the amount? . . . . . . . . . .

—	please state the nature, origin and purpose of the funding

SOLEMN DECLARATIONS

The applicant declares that it is not in any of the following situations (which constitute a reason for exclusion from funding under the terms of Articles 93 and 94 of the Financial Regulation):

(a)

bankrupt or being wound up, having its affairs administered by the courts or in an arrangement with creditors, suspension of its business activities, or the subject of proceedings concerning those matters, or in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

(b)	convicted of an offence concerning its professional conduct by a judgement which has the force of res judicata;

(c)	guilty of grave professional misconduct proven by any means which the contracting authority can justify;

(d)	guilty of failure to fulfil its obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which it is established;

(e)	the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;

(f)	following another procurement procedure or grant award procedure financed by the Community budget, it has been declared to be in serious breach of contract for failure to comply with its contractual obligations.

(g)	subject to a conflict of interest;

(h)	guilty of failure to supply the information required in this application form or guilty of misrepresentation.

I am in one of the above situations

If yes, specify which:

The applicant undertakes, if a grant is awarded, not to use the papers for profit-making purposes

The applicant undertakes, if a grant is awarded, to make a full list of the personal documents processed available to users (on paper and electronic media, and if necessary, on its website) and to provide access to the original documents.

The applicant undertakes to handle the preparation and management of the project directly and not to act merely as an intermediary.

The applicant undertakes, if a grant is awarded, to accompany the request for the balance, following completion of the work, by the documents indicated in Article 6.2(a), (b), (c) and (d) of the Rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation, adopted by the Bureau of the European Parliament on 2 June 2003.

The applicant undertakes, if a grant is awarded, not to incur any expenditure before a specific financing agreement has been signed.

The applicant undertakes, if a grant is awarded, to respect in full the rules and regulations that constitute the legal basis for work covered by the funding (paragraph 'Legal basis' of the call for proposals:

—	Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities;

—	Commission Regulation (EC, Euratom) No 2342/2002 of 23 December 2002 laying down detailed rules for the implementation of Council Regulation (EC, Euratom) No 1605/2002 on the Financial Regulation applicable to the general budget of the European Communities;

—	Rules on processing the papers of Members of the European Parliament handed over in the form of legal donations or legacies to an institute, association or foundation, adopted by the Bureau of the European Parliament on 2 June 2003).

Signature of the legal representative certifying the accuracy of the information provided above

Done on . . . . . . . . . . at . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . .

Signature

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