Call for tenders' details

Event/meeting management and promotion services.
Contracting authority:
European Food Safety Authority (EFSA)
TED publication date:
Time limit for receipt of tenders:
français (fr)
Question details
SLA system (2)
According to the Tender Technical Specifications: “In case the Event Manager acting as single point of contact or staff delivering long-term extra-muros services become unavailable during the execution phase of a project, the Contractor is requested to promptly inform EFSA and take immediate action to ensure business continuity through the appointment of another staff member who could act as a backup and take over the assignment on a temporary or permanent basis with minimal impact on the project” (see Tender Specifications, page 20). Could you quantify (in number of days or any other time unit) what is ‘promptly’ and ‘immediate’? Could you also quantify what you refer to as ‘minimal impact’ on the project? We understand that this quantification can only be expressed in precise time units given that a service disruption means that continuity is interrupted, and that continuity is per se time-related. “Business disruption due to lack of business continuity plan” is punished with a financial penalty and this must therefore be unequivocally defined. As it is formulated at present, SLA 02 lays down the conditions for business insecurity. Fostering business insecurity clearly goes against the spirit and the letter of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on the financial rules applicable to the general budget of the Union, which the present procurement procedure must respect.
Designing and implementing business continuity plans is pivotal to ensure that a project is executed without operational delays that may affect negatively the outcome of an assignment. During the execution phase, the project must be implemented continuously and a backup plan must be in place. So “promptly” means as soon as the contractor becomes aware of a situation that compromises business continuity (i.e. unavailability of an assigned project manager). “Immediately” means that you activate the backup plan as soon as the assigned project manager becomes unavailable and you inform EFSA on the same day.