Verfahrensangaben

The international activities of the DWI to promote the sale of quality wines from the 13 German wine-growing regions are focused on the most important consumer markets in Europe and overseas, including Norway. In order to gain a market presence of German wines in Poland for the years 2027-2032, the strategy includes raising the interest of consumers for German wines and increasing or consolidating sales of German wine products in this country. To establish this market presence a Service Provider shall exercise consistent marketing and public relations work through multi-channel activities and provide information on German wines, German wine and sparkling wine producers and related topics relevant to the market.

The Service Provider shall routinely perform the following tasks as basic services at a monthly fixed price including all external costs (including, but not limited to, shipping fees for promotional materials, adaptation of marketing materials, fees for market research or analysis tools, except travel expenses for attending an annual meeting of all Wines of Germany offices in Germany):
Service Conditions
The Service Provider shall ensure an appropriate infrastructure for the completion of his contractual obligations. This consists of an office / offices fully equipped with all the common means and channels of modern communication. These include IT equipment, e-mail, internet, telephones, etc. The normal business and availability hours shall be made public and adhered to by the Service Provider.
1 General Basic Services
The Service Provider shall perform the following tasks as General Basic Services:
a) Basic Information Service and Correspondence
- Particularly regarding exporters, agents, supermarkets, specialist retailers, catering trade, media and consumers
- Consulting service for German wine and sparkling wine producers for entering or already working on the Polish market
- Creation and maintenance of a network of important and relevant contacts and multipliers in Poland in order to perform these responsibilities
- In correspondence and consultation, alternatives to in-person meetings should be considered, such as virtual meetings (video or teleconferences).
b) Retail trade/Catering Trade/Importers/Wine Market
- Identifying market potentials, concrete needs and opportunities for cooperation for German wine and sparkling wine producers
- Continuous compilation and updating of lists of Polish wine retailers, agents, distributors, supermarkets, top hotels and selected restaurants (including contact person for wine procurement)
- Adaptation of existing promotional material
- Distribution and shipment of promotional materials.
- Cooperation with potential partners ( Sommelier-cooperations, Trade Sponsors, press clubs...)
- Attendance at important/influental meetings
c) Statistics/Market Research/Marketing Strategy for Poland
- Development of an appropriate marketing strategy for the generic marketing of the Wines of Germany office in Poland corresponding to the market situation and in line with the general strategy of DWI
- Transmission of statistics/market research
- Continuous transmission of statistics in relation to the use of social media (number of followers, etc.)
- Quarterly report on general activities.
d) Other Basic Services
- Storage of POS material and banners
- Attendance of an annual meeting of all Wines of Germany offices in Germany by the team leader/Head of Campaign (about 4 days)
2.Basic Public Relation Services
The Service Provider shall perform the following tasks as Basic Public Relation Services at a monthly fixed price including all external costs (including, but not limited to, subscriptions to relevant magazines or journals):
- Continuous monitoring of the Polish media landscape
- Expert point of contact for media representatives
- Regular summary of current media clippings (TV, print and internet)
- Reports on the current situation and changes in politics and the wine sector
- Creation and distribution of generic press releases related to the DWI or German wine in general
- Creation and distribution of basic information publications related to the DWI or German wine in general.
3. Basic Internet and Social Media Services
The Service Provider shall perform the following tasks as Basic Internet and Social Media Services at a monthly fixed price including all external costs (including, but not limited to, language adaptations if required -see the "Important Notice" below):
a) Website maintenance
- The existing website available under https://www.winaniemieckie.pl/ shall be maintained, regularly updated, and further developed. They shall be the central point of contact and information and shall be linked to all other social media channels in connection with the campaign. They shall contain all events and press releases as well as information on German wines in Poland.
- All content management shall be provided by the bidder, while the DWI shall provide an already existing Open Source Typo3 Content Management System (CMS) and host the required server. If necessary, the Service Provider will get an introduction for the Typo 3 CMS. It will be mandatory for the bidder to work within the CMS of the DWI.
- The regular content creation as well as the content adaption and maintenance of the website about German wines are mandatory. In the case that new templates are needed the bidder shall ensure that the created content by the bidder or any third party is in line with the CI and CD of the DWI. This refers to any possible technical implementation of suitable templates, extensions, plugins, etc. including new content. The bidder shall ensure that the content of the websites is checked daily for relevance of data and updated at least weekly.
b) Internet and Social Media
- Content creation and maintenance of all relevant social media networks (e.g. Instagram, Facebook, video channels, etc.). Social media channels must be updated at least once a week with unique content containing added value.
- Existing social media accounts are:
o Facebook: NiemieckiInstytutWina
o Instagram: winesofgermanypoland
4.Additional Services
Upon separate request by the DWI, the Service Provider shall also perform the following tasks as additional services. These additional services will be put forward based on the DWI"s general strategy and may vary from year to year depending on budgets defined for the Polish market.
a) Media and Trade Trips to Germany
b) Special Press Conferences in Relation to Current Events
c) Other Marketing Activities
d) Events/Fairs/Presentations

The German Wine Insitute has been working with foreign agencies for over 30 years. These agencies act as official representatives of the German Wine Institute. The target group consits of German wine producers, the media, the gastronomy and trade sector including end consumers in the respective target countries. The experience of over 30 years has shown, that it takes at least three years for an agency to develop a sufficient network of members of the afroementioned target group. From a marketing perspective it has been proven, that the inital investments made only start to amortize after this point in time. From this point on, after having built the network with the media and the gastronomy and trade sector and the mentioned representation is achieved, agency services start to become effective in a marketing sense, which enables the agencies to place marketing stategies and goals in an efficient way. The neccessary investment volume on both sides, on the service provider's and client's side, is considered a recignized reason to deviate from the standard term of four (4) years for a framework contract by the public procurement jurisdiction.

The DWI reserves the right to request the candidates to hand in missing, incomplete or inaccurate documentation related to the undertaking, including but not limited to self-declarations, information, certificates or other means of proof within a certain period of time and in adherence of the principles of transparency and equal treatment.

It is a special condition relating to the performance of this contract that the applicants, members of bidding consortia and subcontractors have to declare the absence of a conflict of interest.A conflict of interest exists, in particular, for a (single) commercial importer/wholesaler of (German) wine. Due to the DWI's legal mandate and the European framework (Regulation (EU) No 1308/2013, No 2021/2117 and Notification SA.54935 (2019/N), DWI may only carry out non-competitive worldwide marketing activities in cooperation with German producers. Therefore, any measures that are taken have to basically benefit all (wine) producers of the (wine) product type concerned.In case of bidding consortia, a self-declaration is required from each individual member of the consortium. Any applicant, member of a bidding consortium or sub-contractor not submitting this declaration will be excluded from further participation