[Seite 1]

#	Receipt of Question		Question	Reference	Answer
1	12.10.2026	13:59 h	Section 6.4.2 lists nine roles that the agency team must cover. May one team member cover more than one of theseroles, provided that the required qualification and track record are evidenced for each role individually? Is there aminimum number of individuals the team must consist of? We would also like to confirm that roles may be covered by asubcontractor whose capacities are declared in form 1.5.	Invitation to Tender, Proposed Project Team	a) As described in section 6.4.2 of the invitation to tender (Proposed Project team) tenderers are expected to submit a presentation of the agency’s team for the contractual services covering all required roles. It is possible for one team member to cover more than one of the roles described, provided the team member meets the criteria for suitabiliry set out in the tender documents for all roles individually, especially the minimum requirements. b) Yes, roles may be covered by a subcontractor whose capacities are declared in form 1.5. Please note, that any third party to whose capacities the tenderer refers must meet all the requirements set out for said third parties in the tender documents, in particular those described in clause 6.3 of the invitation to tender.
2	12.10.2026	13:59 h	In the file 1.2_Price List.xlsx the total in cell H16 is calculated as the sum of the range H5:H14. The last line item of thetable, the daily rate for the Social Media Manager in row 15, is therefore not included in the total. As the price criterion israted on the basis of that total, please confirm whether the formula is intended this way or whether a corrected versionof the price list will be provided. Please also confirm which total will be used for the evaluation.	Price List	The procurement documents have been updated accordingly. For submitting a tender please exclusively use the latest version of all procurement documents.
3	12.10.2026	13:59 h	The price list calculates the monthly retainer over 36 months, while the framework agreement has an initial term of 12months with two options to extend by 12 months each. Are the prices offered binding for the entire potential term of 36months, or is an adjustment of the monthly retainer and the daily rates foreseen when an extension option is exercised,for example by reference to an index? If an adjustment is possible, please state on which basis and at which point intime.	Price List, Framework Agreement	The prices offered are binding for the entire potential term of 36 months. Please additionally refer to Article 2 of the draft framework agreement.
4	12.10.2026	13:59 h	The service description includes paid campaigns on LinkedIn, Meta and Google as part of the monthly retainer. Please clarify whether the media spend for these campaigns is to be included in the prices offered, or whether media budgetsare provided by the contracting authority in addition and billed directly by the platforms. If the agency is expected topass media budgets through, please state whether a handling fee may be charged and how such budgets relate to themaximum value of the framework agreement.	Price List	Media spend is not to be included in the monthly retainer or in the prices offered in the price list. Media budgets will be set by the contracting authority on a campaign basis, as needs vary over the year (e.g. course launches and events). Media spend will be paid either: a) directly by EIT RawMaterials to the platforms; or b) where agreed in advance, by the contractor, then invoiced at net cost as a pass-through item with proof of actual spend (e.g. platform invoices or ad account reports). No additional handling fee may be charged on media spend. The total budget of the framework agreement covers all services provided by the contractor, in particular: - the monthly retainer for basic services, including the agency’s services related to paid campaigns on LinkedIn, Meta and Google (planning, setup, management, optimisation and reporting); - project-specific assignments, including campaign planning and implementation; and - additional services ordered as part of campaigns, such as video production and influencer collaborations. All services under this Framework Agreement, including third-party services invoiced by the contractor, are remunerated in accordance with and limited by the total budget of the framework agreement. Please refer to Article 2 of the draft framework agreement.

[Seite 2]

#	Receipt of Question		Question	Reference	Answer
5	12.10.2026	13:59 h	For the test case, a lead generation campaign addressing Learning Content Providers is to be developed. To allow alltenderers to plan on the same basis, please provide the current starting figures: the number of Learning Content Providers currently collaborating with the two Academies, the current number of followers on LinkedIn and Instagramper Academy, and the current number of annual visits to the two landing pages. Please also confirm whether themeasurement tiers Exposure, Engagement and Transformation referred to in the service description are to be used forthe KPIs in the test case.	Invitation to tender, Concept of Approach	For the purpose of the test case, tenderers may assume that fewer than 10 Learning Content Providers are currently collaborating with the two Academies. The current follower numbers may be taken from the Academies’ public social media channel. Figures on landing page visits will not be provided. Where needed, tenderers are expected to derive appropriate assumptions and state them in their concept. The measurement tiers Exposure, Engagement and Transformation are not to be used for the test case. Tenderers are asked to propose 2–3 KPIs of their choice that measure the success of the campaign against its lead-generation objective, i.e. recruiting Learning Content Providers for the Academy.
6	19.10.2026	10:20h	regarding criterion B2 (Business liability insurance) in the Declaration on Eligibility: is a binding written declaration from an insurer that the required cover (EUR 500,000 per claim / EUR 1 million per insurance year for personal injury, property damage and financial losses) will be put in place in the event of award sufficient at the tender stage, with the policy itself submitted before contract signature?	Declaration on Eligibility, Business liability insurance	Tenderers are expected to confirm via the Declaration on Eligibility that a suitable business liability insurance for activities that are the subject of the tendered contract exists or will exist at the start of the contractual period. The contracting party reserves the right to request further documents and supporting evidence following a preliminary review of the tenders submitted by tenderers.
7	19.10.2026	10:20h	regarding criterion B2 (Business liability insurance) in the Declaration on Eligibility: is a binding written declaration from an insurer that the required cover (EUR 500,000 per claim / EUR 1 million per insurance year for personal injury, property damage and financial losses) will be put in place in the event of award sufficient at the tender stage, with the policy itself submitted before contract signature?	Declaration on Eligibility, Business liability insurance	Please see the answer to Question 6.
8	26.10.2026	10:38h	Do the cover page, table of contents and CVs of the proposed team members count toward the limit of 20 pages, or may the CVs be submitted as a separate annex (Annex B)?	Invitation to tender, Concept of Approach	The tender concept shall briefly outline the aspects described in the procurement docuemtns and shall not exceed 20 A4 pages (with maximum font size 11, Arial or comparable), visualization included. The Presentation of the proposed project team does not count toward this page limit and may be submitted as a separate annex.

[Seite 3]

#	Receipt of Question		Question	Reference	Answer
9	26.10.2026	10:38h	May extended case studies and visual references be submitted as a separate annex, outside the limit of 20 pages?	Invitation to tender, Concept of Approach	The tender concept shall briefly outline the aspects described in the procurement docuemtns and shall not exceed 20 A4 pages (with maximum font size 11, Arial or comparable), visualization included.
10	26.10.2026	10:38h	The contract notice states a maximum framework value of EUR 1,260,504.20 excluding VAT. Section 6.5 of the Invitation to Tender states that tenders exceeding the respective annual budgets will be excluded. Could you please state the annual budget against which tenders will be assessed? Is it the maximum value divided evenly over 36 months, or a different annual amount?	Price List	For the purpose of the tendering process the maximum value is to be divided evenly over 36 months.
11	26.10.2026	10:38h	The maximum framework value includes third party, media and production costs. Could you indicate the share planned for paid media and third party costs, as opposed to agency fees?	Service Description	This will be determined in consultation with the marketing agency after it has been onboarded. Media spend Media spend is not to be included in the monthly retainer or in the prices offered in the price list. Media budgets will be set by the contracting authority on a campaign basis, as needs vary over the year (e.g. course launches and events).
12	26.10.2026	10:38h	The Price List calculates the monthly retainer over 36 months, while the initial term is 12 months. Please confirm that the 36 months are used for evaluation purposes only.	Price List	Please see the answer to Question 6.

[Seite 4]

#	Receipt of Question		Question	Reference	Answer
13	26.10.2026	10:38h	The Price List and Article 1.1 of the Framework Agreement refer to an average of 23 person days per month for the basic services. Please confirm that the 23 person days are the total for the whole team, and that the tenderer allocates them across the nine roles according to its own methodology. Should the tender show this allocation by role or by service stream? Is there a minimum number of days expected for any role?	Declaration on Eligibility,	Yes, this is the total for the whole team. It is not possible to confirm a mimimum number of days ecpeted for any role specified.
14	26.10.2026	10:38h	Criterion C1.4.1 (sector) is marked EX for each reference. Must every submitted reference meet C1.4.1, or is it sufficient that the references as a whole meet the minimum numbers stated for each criterion?	Declaration on Eligibility,	Please consider the following regarding references: Tenderers have to make proof of suitable references in the form of a self-declaration in a list of the main supplies and services delivered or performed over the last three years before the deadline for submission of tenders. For the purpose of this procurement procedure, a reference is defined as a contractual relationship between the tenderer and a client covering services which are comparable to those subject of the tendered contract. By means of references it has to be made proof of the references as specefied in the procurement docuemnts, especially at C1 in the declaration on eligibility. Please note additionally that one reference may cover more than one of the above-mentioned exclusion criteria. Tenderers are requested to adress the above-mentioned criteria in the the description of the respective reference project if these are considered to be met by the tender. EIT RawMaterials reserves the right to contact former clients to verify the given information.
15	26.10.2026	10:38h	For a tenderer registered outside the EU, is an extract from the national business register, with an English translation, sufficient for criteria A1 and A2?	Declaration on Eligibility,	Tenderers are expected to proviede information on any registration with a professional or trade register in Germany or in other EU Member States. (For the Member States of the European Union, the respective professional or trade registers are set out in Annex 11 to Directive 2014/24/EU). If there is no obligation to register (e.g. due to the legal form), corresponding information must be provided. Under these circumstances an extract from the national business register, with an English translation, shall be considered sufficient for criteria A1 and A2.
16	26.10.2026	10:38h	For criterion B2, may evidence of business liability insurance be a confirmation from an insurer that cover will be in place from the start of the contract? Alternatively, may it be submitted at the request of the Contracting Entity before award?	Declaration on Eligibility, Business liability insurance	Please see the answer to Question 6.

[Seite 5]

#	Receipt of Question		Question	Reference	Answer
17	26.10.2026	10:38h	May one person cover more than one of the nine required roles, provided they meet the minimum of 3 years of experience for each role?	Invitation to Tender, Proposed Project Team	Please see the answer to Question 1.
18	26.10.2026	10:38h	The table "Expected Content Deliverables in 2026" lists activities for Q3 and Q4 2026. What is the expected contract start date, and which of these activities will carry over into the first contract year?	Service Description	The marketing agency is expected to be onboarded as soon as the procurement process is completed [expected in Q1 2027]. The deliverables listed in the table “Expected Content Deliverables in 2026” are indicative. Specific topics, priorities and timing may be adjusted by the contracting authority in line with the Academies’ strategic direction, and the timetable will be updated at contract start. Activities likely to carry over into the first contract year include: a) updating the brand guidelines and rolling out the stakeholder outreach toolkit; b) awareness and perception management content, including thought leadership; c) social media content series promoting both Academies; d) content creation and content calendar management; e) newsletters for both Academies.
19	26.10.2026	10:38h	Which content management system hosts the Academy pages on the EIT RawMaterials website? Will the contractor receive direct editing access?	Service Description	Drupal hosts our CMS. Direct editing access will be determined upon onboarding of the agency.

[Seite 6]

#	Receipt of Question		Question	Reference	Answer
20	28.10.2026	15:09 h	Budget, contract term and VAT: (a) Section 2 of the Service Description sets a maximum framework value of EUR 1,500,000 including VAT. Please confirm whether this amount covers the full term (initial 12 months plus two optional 12-month renewals) or is an annual amount. (b) Section 6.5 of the Invitation to Tender states that tenders exceeding the respective annual budgets will be excluded. Could you please disclose the annual budget(s) for the contractual services against which tenders will be assessed, and specify whether these amounts are net or gross of VAT? (c) For a contractor established in another EU Member State (reverse-charge mechanism), please confirm how VAT is accounted for against the ceiling, i.e. whether the ceiling applies to the net amount plus German VAT at 19%.	Invitation to Tender; Service Description; Framework Agreement	(a) The maximum value of EUR 1,500,000 including VAT covers the entire potential term of 36 months, including both extension options. Please refer to Articles 2.5 and 8 of the Framework Agreement. (b) Please see the answer to Question 10. (c) For comparison with the gross budget ceiling, German VAT at 19% is included also where the reverse-charge mechanism applies.
21	28.10.2026	15:09 h	Please confirm that the monthly retainer will be evaluated over 36 months (as per the quantity in the Price List), although the initial contract term is 12 months, and that the price indexation rules of the Framework Agreement apply to the renewal periods.	Price List; Framework Agreement	The Price List uses 36 monthly retainers for evaluation. There is no automatic indexation upon renewal. For project- specific assignments, Article 1.3 of the Framework Agreement provides for adjustments to the relevant unit prices upon evidence of increased costs, capped at 3% compared with the previous assignment and no sooner than twelve months after the Framework Agreement takes effect. It does not provide for automatic adjustment of the monthly retainer.
22	28.10.2026	15:09 h	In the Price List , the evaluated total in cell H16 is calculated as SUM(H5:H14) and does not include H15 (Social Media Manager daily rate). Please confirm whether H15 should be part of the evaluated total, and whether tenderers should leave the formula unchanged.	Price List	Please see the answer to Question 2. For submitting a tender, please exclusively use the latest version of all procurement documents, including the updated Price List. Tenderers may only make entries in the fields designated for completion by tenderers. No other changes to the procurement documents are permitted.
23	28.10.2026	15:09 h	Are paid media budgets (LinkedIn, Meta, Google) paid directly by EIT RawMaterials via its own ad accounts, or are they expected to be invoiced through the agency? Could you share an indicative annual media budget, and confirm whether media spend counts towards the EUR 1,500,000 ceiling?	Service Description; Framework Agreement	Please see the answer to Question 4. Media spend is paid either directly by EIT RawMaterials to the platforms or, where agreed in advance, by the contractor and then invoiced at net cost as a pass-through item. Media spend paid directly by EIT RawMaterials to the platforms does not count towards the total budget of the framework agreement. Media spend invoiced by the contractor counts towards the total budget of the framework agreement, in line with Article 2 of the draft framework agreement. An indicative annual media budget cannot be provided, as media budgets are set by the contracting authority on a campaign basis. Media spend is not part of the prices offered.
24	28.10.2026	15:09 h	For the test case, does the hypothetical budget of EUR 35,000 cover paid media only, or media, production and agency fees combined?	Invitation to Tender	The EUR 35,000 is the total hypothetical campaign budget, covering media, production and agency fees combined. Please show the proposed allocation and state the assumptions used.

[Seite 7]

#	Receipt of Question		Question	Reference	Answer
25	28.10.2026	15:09 h	Apart from video production , which third-party costs are expected to be covered by the fixed monthly retainer price, and which may be quoted separately as project-specific or third-party costs? In particular: (a) stock image, music and font licences; (b) travel and accommodation for in-person meetings and on-site event coverage. Are regular in-person meetings in Berlin expected (e.g. kick-off, annual strategic review) and, if so, how often?	Service Description; Framework Agreement	(a) The fees include the costs and rights required to perform the agreed services under Article 2.1 of the Framework Agreement. Licence costs necessary for basic services must therefore be included in the retainer. Third-party services for separately commissioned projects must be agreed and approved in advance under Articles 1.2 and 1.3. (b) Travel and accommodation costs for agreed services are included in the applicable fees pursuant to Article 2.1 of the Framework Agreement. The agency’s CEO or equivalent (in-person) must be available for an annual strategic review or in the event of an escalation.
26	28.10.2026	15:09 h	How are unused retainer person-days settled at the end of each contract year (carried over, expired, or credited), and how are person-days above the retainer approved and invoiced?	Framework Agreement	Unused retainer person-days are credited to EIT RawMaterials and carried forward to subsequent months under Article 1.1, including into the next contract year if the Agreement is renewed. The contractor must notify EIT RawMaterials in good time of a likely overrun, at the latest upon reaching 80% of the agreed monthly person-days. Additional remuneration at the agreed daily rates requires a monthly overrun of more than 10% and EIT RawMaterials' consent to the additional services in electronic form under Article 2.1. Invoices must meet the requirements of Article 2.3.
27	28.10.2026	15:09 h	Can one team member cover two of the nine required roles (e.g. Art Director and Graphic Designer), provided they meet the minimum of 3 years of relevant experience for each role?	Invitation to Tender	Please see the answer to Question 1.
28	28.10.2026	15:09 h	If the tender is submitted by a sole tenderer working with named subcontractors. Please confirm that (a) staff of named subcontractors may fill the required roles, (b) subcontractors' references may be used to meet the eligibility criteria via the Declaration on Third Parties' Capacities, and (c) which declarations must be submitted by each subcontractor.	Invitation to Tender	(a) Please see the answer to Question 1. (b) Yes, subject to Section 6.3 of the Invitation to Tender. The third party must make the required capacities available and perform the services for which its professional experience is relied upon. (c) For subcontractors whose capacities the tenderer relies upon to meet the eligibility requirements, please refer to Section 6.3 of the Invitation to Tender. Intended subcontracting must also be declared under C3.1 of Form 1.3.
29	28.10.2026	15:09 h	Does the minimum of 3 years of experience refer to experience in the specific role proposed, or to total relevant professional experience?	Invitation to Tender	The minimum requirement is three years of relevant professional experience in the respective field of the proposed role, as stated in Section 6.4.2 of the Invitation to Tender and criterion C2.2 of the Declaration on Eligibility.

[Seite 8]

#	Receipt of Question		Question	Reference	Answer
30	28.10.2026	15:09 h	References (criterion C1.4): (a) Regarding the reference criteria marked as exclusion criteria: must each reference meet every exclusion criterion, or is it sufficient that the references collectively cover all criteria? (b) Sector criterion (C1.4.1): the introduction to criterion C1 refers to vocational education, higher education or workforce upskilling/reskilling, while the reference rows C1.4.1 in the Declaration on Eligibility also accept raw materials, advanced materials, sustainability or related industrial/technology sectors. Please confirm that a reference in one of these alternative sectors satisfies the sector criterion, without an additional VET, higher education or upskilling reference. (c) Paid digital marketing reference (C1.4.4): please confirm whether a reference must cover all three example platforms (LinkedIn, Meta and Google) or whether a paid campaign on a subset of them is sufficient, and what evidence is expected for the lead- generation element.	Declaration on Eligibility	(a) The references collectively must demonstrate all criteria and the minimum reference numbers specified under C1. (b) Yes. The alternative sectors expressly listed in C1.4.1 satisfy the sector criterion. (c) The listed platforms are explicitly stated as examples. A reference need not cover all three. References are submitted by self-declaration. EIT RawMaterials reserves the right to contact former clients to verify the information. Please describe the paid campaign, the lead-generation activities actually performed and the results in the reference description.
31	28.10.2026	15:09 h	For supporting documents issued in a language other than English (e.g. company registration certificate, insurance policy), is a simple (non-certified) English translation acceptable?	Declaration on Eligibility	Yes. Please enclose an English translation together with the original document, as required by Section 5 of the Invitation to Tender.
32	28.10.2026	15:09 h	Does the 20-page limit for the tender concept include the team profiles/CVs, case studies and the three illustrative test-case examples, or may these be submitted as Annexes B? Do the cover page and table of contents count towards the limit?	Invitation to Tender	The 20-page limit includes the cover page, table of contents, case studies and visual references belonging to the Concept of Approach, and the three illustrative test-case examples. The presentation of the proposed project team under Section 6.4.2, including profiles/CVs and role-specific track-record information, may be submitted as a separate annex outside that limit. Moving material belonging to the Concept of Approach to an annex does not exempt it from the limit. Please also see the answers to Questions 8 and 9.
33	28.10.2026	15:09 h	Forms and declarations: (a) In the Form Declaration on Grounds for Exclusion, page 2, the checkbox next to “none of the grounds for exclusion” under Section 2 is not interactive. (b) In the Form Declaration on Third Parties, page 2, the capacity selection boxes cannot be ticked and appear to be linked to the “Place” field. Could you please provide corrected forms or confirm an acceptable way to mark the relevant options? (c) The Invitation to Tender requires confirmation that the tenderer is not a member of EIT RawMaterials e.V., but no form is provided. Please confirm in which form this declaration should be submitted (e.g. a signed statement on company letterhead), and whether it is also required from subcontractors.	Invitation to Tender; Declaration on Grounds for Exclusion; Declaration on Third Parties' Capacities	(a)–(b) Thank you for pointing this out. The documents have been corrected and are now available for download as version v1.1 in the procurement documents (“Vergabeunterlagen”) section on DTVP. (c) No separate declaration is required. EIT RawMaterials is obliged to avoid any situation in which impartial and objective decisions in the procurement process might be compromised for reasons involving family, emotional life, political or national affinity, economic interest or any other direct or indirect interest (‘conflict of interest’). We therefore reserve the right to assess on a case-by-case basis whether, and if so, what measures are necessary to avoid conflicts of interest.
34	28.10.2026	15:09 h	For the online interview: what is the expected format and duration, and should all nine named team members attend, or only key roles?	Invitation to Tender	Please refer to Section 8.2 of the Invitation to Tender. The online interview serves to present and clarify the submitted tender. The expected duration is 45 minutes including a presentation and a Q&A-session, and the required participants are at least the key roles.

[Seite 9]

#	Receipt of Question		Question	Reference	Answer
35	28.10.2026	15:09 h	What is the expected start date of the services? Is there a current agency, and will a handover be organised (access to existing assets, brand toolkit, analytics, social and ad accounts)?	Service Description; Framework Agreement	There is no current agency and a handover will be organised. Onboarding of the agency will take place as soon as the procurement process is finished.
36	28.10.2026	15:09 h	Retainer vs. project-specific assignments: (a) The 2026 deliverables table lists items due in Q3–Q4 2026 (e.g. updated brand guidelines and toolkit rollout, LCP lead-generation campaign in Q4). Given the expected contract start, are these still in scope? If so, will they be covered by the retainer or commissioned as project-specific assignments? (b) Similarly, should the 'Advanced Materials Awareness' social content series and the RM Academy thought leadership content be planned within the retainer, or as project-specific assignments?	Service Description	(a) Please see the answer to Question 18. The deliverables listed in the service description are indicative. Specific topics, priorities and timing may be adjusted by the contracting authority in line with the Academies’ strategic direction. Activities outstanding at contract start remain in scope and their timetable will be updated at contract start. Their allocation follows the distinction between basic services and project-specific assignments in Sections 1 and 2 of the Service Description and Articles 1.1–1.3 of the Framework Agreement. In particular, the LCP lead-generation campaign and the toolkit rollout will be commissioned as project-specific assignments, while ongoing maintenance of the toolkit and brand guidelines is covered by the monthly retainer. (b) Allocation follows the type of service, not the topic. Regular social content series form part of core content production and are planned within the monthly retainer. Thought leadership content tied to specific outputs, such as white papers and their associated content series, is commissioned as project-specific assignments.
37	28.10.2026	15:09 h	Which Communication & Dissemination grant deliverables will still be outstanding at contract start (e.g. RM M4 Marketing & Communications Strategy, AM M6 Plan), and is the agency expected to draft these documents or to provide input to the Academies' team?	Service Description	The agency is only expected to provide input to the Academies' team. The initial strategy and plan deliverables (RM Academy D6.1 and AM Academy D6.1) have already been submitted. Communication and dissemination deliverables likely to be outstanding at contract start include: RM Academy: Update on Marketing & Communications Strategy 2 (due Q1 2027); AM Academy: Stakeholder Engagement & Strategic Synergies reports (due Q1 2027 ); AM Academy: Communication & Dissemination progress reports (due Q1 2027).
38	28.10.2026	15:09 h	Website management and maintenance: (a) Could you please provide the URLs of all websites, web sections and landing pages covered by the services under this contract? (b) For each website, could you please specify the CMS and underlying technologies currently used, including any custom development or integrations that the agency would be expected to maintain, and confirm whether the agency will have direct editor access? (c) Are new landing pages expected to be built within the existing website(s)? (d) For each website, could you please identify the hosting provider and hosting environment, and clarify whether hosting and infrastructure management, including the associated costs, are within the scope of this contract or remain the responsibility of EIT RawMaterials or its existing providers? (e) Is there an existing or planned backlog of website maintenance and development tasks for the contract period? If so, could you please share the available task list, priorities and indicative volumes, and clarify which tasks are expected to be covered by the monthly retainer and which would be commissioned as project- specific assignments?	Service Description	a) The relevant URLs are below: https://eitrawmaterials.eu/education-skills/european-raw-materials-academy https://eitrawmaterials.eu/education-skills/our-trainings https://eitrawmaterials.eu/education-skills/european-advanced-materials-academy https://eitrawmaterials.eu/education-skills/become-learning-content-provider (b) Please see the answer to question 18. Technical development, custom functionality and integrations are not in scope of this contract (see (c)). (c) Yes. New landing pages and web sections are expected to be built within the existing websites. Back-end development and technical implementation are carried out by EIT RawMaterials’ existing web development agency. The agency is expected to provide the content, page structure and user journey, including copy, visuals and calls to action, and to coordinate with the web development agency where needed. (d) Hosting and infrastructure management, including the associated costs, remain the responsibility of EIT RawMaterials and its existing providers and are not in scope of this contract. (e) There is no fixed backlog of website tasks. Routine content updates / reporting on analytics to existing Academy web pages are covered by the monthly retainer. The development of new web sections or landing pages to support campaigns, events or grant reporting is commissioned as project-specific assignments.
39	28.10.2026	15:09 h	Which email/newsletter and CRM platform is currently used (e.g. HubSpot), will the agency have access to it, and what is the approximate size of each Academy's stakeholder mailing list?	Service Description	EIT RawMaterials currently uses HubSpot as its email/newsletter and CRM platform. The contractor will be given limited access to HubSpot to the extent required for the services. Mailing list sizes will not be provided at this stage. Where needed, tenderers are expected to derive appropriate assumptions and state them in their concept.

[Seite 10]

#	Receipt of Question		Question	Reference	Answer
40	28.10.2026	15:09 h	For community management, what response time and coverage are expected (e.g. working days only, CET business hours), and what is the current average monthly volume of comments, DMs and collaboration requests?	Service Description	Community management is expected on working days during CET/CEST business hours (Monday–Friday, 9:00–17:00, excluding German public holidays). Comments and direct messages should receive a response within 48 hours. Sensitive or critical issues should be escalated to EIT RawMaterials on the same working day. No weekend or out-of- hours coverage is required, except for specific events or campaigns where agreed in advance. The current volume of comments, direct messages and collaboration requests is low. Exact figures will not be provided at this stage. Where needed, tenderers are expected to derive appropriate assumptions and state them in their concept.
41	28.10.2026	15:09 h	For the reactivation of the YouTube channel, what scope is expected within the retainer (channel set-up and optimisation only, or a regular upload cadence)?	Service Description	Within the monthly retainer, the scope covers the reactivation and optimisation of the YouTube channel (branding, channel description, playlists and search optimisation) and the publication of video content as it becomes available, such as webinar and event recordings and videos produced as additional services. This includes titles, descriptions, thumbnails and cross-promotion on other channels. No fixed upload cadence is expected at this stage. The filming and production of new video content are not covered by the retainer and will be commissioned separately as an additional service.
42	28.10.2026	15:09 h	Video production (Service Description p.3): please clarify the expected production model for video content. (a) Within the monthly retainer, is short-form and social video expected to be edited from footage, photos and materials supplied by EIT RawMaterials, the Academies and their partners (e.g. event recordings, webinar recordings, course and partner materials), or should it also include original filming? (b) If original filming is expected (e.g. learner, trainer and provider testimonials, event coverage, course trailers), may the related production costs be quoted separately as project-specific assignments rather than included in the fixed retainer price? This includes film crew (director, camera, sound, lighting), equipment rental, locations, talent fees, music, stock footage and licences, and travel and accommodation for crew and staff on shoots outside the contractor's location. (c) What volume of original filming is anticipated per year, and where would shoots typically take place (Berlin, partner universities and companies across Europe, events such as the Summit and Expert Forums)? (d) Will EIT RawMaterials obtain the consent and image rights of the people filmed, or is this expected from the contractor?	Service Description	(a) Within the monthly retainer, short-form and social video is expected to be edited from footage, photos and materials supplied by EIT RawMaterials, the Academies and their partners (e.g. event and webinar recordings, course and partner materials). Original filming is not included in the retainer. (b) Yes. Where original filming is required, the related production costs, including those listed in the question, will be quoted and commissioned separately as project-specific assignments / additional services. (c) The volume and locations of original filming have not yet been determined. They will be agreed with the contractor after onboarding, based on the Academies’ communications strategy and plan. (d) EIT RawMaterials will obtain the consent and image rights of the people filmed. The contractor is responsible for clearing the rights for any music, stock footage or other third-party material it sources.
43	28.10.2026	15:09 h	Can the monthly and quarterly reporting requirements listed under Strategic Communications, Performance Marketing and Reporting & Grant Compliance be met through one integrated report per month and quarter, split by Academy?	Service Description	Yes. The reporting requirements can be met through one integrated monthly report and one integrated quarterly report, provided that each report covers all the metrics required under the respective sections and that results are clearly split by Academy.

5_Q&A_261102.pdf