CALL FOR THE SELECTION OF N. 1 SUB-CONTRACTOR TO PROVIDE CORPORATE COMMUNICATION, MEDIA RELATIONS & DISSEMINATION SERVICES

Research Project: European Vaccine Hub for Pandemic Readiness (EVH) Grant Agreement No.: 101202831 Financed by EU HaDEA / HERA. Reference Code: Ref. 01-2026 Publication Date: October 14th, 2026

1. Context and Objective
   The Sclavo Vaccines Association ETS is a not-for-profit entity and is searching for a corporate supplier (Sub-contractor) through a comparative procedure to provide integrated Corporate Communication, Press Office, Media Relations, and Public Relations Services within the EU-funded research project “European Vaccine Hub for Pandemic Readiness” (EVH) (Grant Agreement No. 101202831), financed by the European Health and Digital Executive Agency (HaDEA) under the HERA initiative. The EVH project aims to strengthen Europe’s vaccine readiness and responsiveness in times of health emergencies by aligning national vaccine R&D investments into a coordinated European network. To support the coordination and dissemination of this initiative, Sclavo Vaccines Association ETS intends to assign these specialized communication services to an experienced corporate partner operating in the Life Sciences and Healthcare sectors.
2. Duration and Execution
   Terms Duration: 12 months, starting from the official date of contract execution between the Sclavo Vaccines Association ETS and the selected Sub-contractor. Renewals: The contract may be renewed annually subject to written agreement by both parties and project performance evaluation. Termination: Each party holds the right to terminate the agreement at the end of each annual period with a 60-day written notice. Payments: Payments will be processed on a 6-month instalment basis upon submission and approval of detailed periodic activity reports, with the final payment released upon approval of the final project report.
3. Scope of Work and Key Responsibilities
   The selected Sub-contractor will report directly to the Sclavo Vaccines Association ETS Management and Project Management Team, executing the following core activities. Strategic Communication: Oversee, develop, and execute the integrated internal and external communication strategy for the EVH project and associated initiatives. Media Relations & Press Office: Manage national and international media relations, draft press releases, create media kits, and establish consistent brand messaging, acting as the primary media interface for the Association. Content Creation & Monitoring: Prepare articles, scientific updates, position papers, and publicity texts on pandemic preparedness, vaccines, and EU project milestones; monitor key sector publications, media coverage, and relevant institutional websites. Digital & Web Strategy: Update and maintain the Association’s dedicated web portals, institutional digital channels, and social media platforms in synergy with Management. Public Relations & Target Engagement: Promote institutional information, programs, and initiatives targeting scientific stakeholders, institutions, industry partners, and the general public.
4. Mandatory Admission Requirements
   A) Corporate / Entity Level (Sub-contractor): Official registration as a legal entity (e.g., S.r.l., S.p.A., or equivalent legal structure) with active Corporate Tax ID and VAT number; Proven track record in providing specialized communication, publishing, and editorial services within the Life Sciences, Pharmaceutical, Healthcare, or Scientific Research sectors; Full compliance with EU eligibility criteria (absence of bankruptcy procedures, absence of conflicts of interest, and full compliance with EU sanctions/financial regulations).
   B) Designated Key Experts / Team Requirements: T he S ub-contractor must assign a dedicated project team. The Team Leader / Senior Communication Manager designated by the company must possess: Journalistic Accreditation, Active registration as a Professional Journalist or Giornalista Pubblicista in official professional registries for at least 5 years; Academic Degree: A 3-year or 5-year University Degree (Bachelor’s or Master’s level); Professional Experience: At least 10 years of documented professional experience in press offices, corporate/institutional communication, media strategy, or digital content management; Language Proficiency: Full working proficiency in both Italian and English (spoken and written).
5. Preferred Qualifications (Award Assets)
   Additional points will be awarded during evaluation for proposals demonstrating: Extended corporate expertise or team experience in EU-funded project communication (e.g., Horizon 2020, Horizon Europe, HaDEA/HERA programs); Proven authorship track record in specialized scientific, pharmaceutical, or health policy publications; Assigned team members holding Second-Level University Degrees (Master’s, Ph.D.) or specialized certifications in Science Journalism/Health Communication.
   Financial Envelope: a maximum all-inclusive compensation of Euro 30,000.00 (+ VAT % where applicable) is foreseen for the 12-month period and any subsequent renewals. The evaluation will award the optimal combination of technical excellence, specialized expertise in vaccines/pharma, and financial competitiveness (Best Value for Money).
   Application Submission Procedures: all interested legal entities must submit their formal application written in English or Italian including:
   1. Cover Letter and Economic Offer signed by the Legal Representative, detailing the proposed cost (excl. and incl. VAT);
   2. company registration details, and official VAT number;
   3. Company Profile & Portfolio demonstrating past performance in Life Sciences/Pharma communication;
   4. Curricula Vitae (CVs) of the designated key experts/personnel who will physically perform the services, accompanied by copies of valid IDs. Each CV must be signed and include the statement: “Autorizzo il trattamento dei miei dati personali ai sensi del Dlgs 196 del 30 giugno 2003 e del Regolamento UE 2016/679 (GDPR)”; Company Registration Certificate (Visura Camerale) updated within the last 3 months, and official Articles of Association / Statute (Statuto Sociale).
6. Applications must be submitted via PEC (Certified Email) to pec@pec.sclavo.org no later than October 31st, 2026, 18:00 CEST. PEC Subject Line: “Call for Sub-contractor Proposal – EVH Project – Ref. 01-2026”.8.
7. Selection Process and Evaluation Criteria: The evaluation will be carried out by a Selection Committee appointed by the Chairman of the Sclavo Vaccines Association ETS. The Committee will award a maximum of 100 points, allocated as follows:
   Evaluation Criteria
   Economic Proposal:
   1. Competitive pricing for the level, width and commitment to the services provided 25 pts.
   2. Corporate Experience: Specific track record in vaccines, pharma, and Life Sciences 25 pts.
   3. Team Qualifications: Compliance with mandatory requirements (Journalist registration, 10+ yrs exp., CVs) and preferred assets 30 pts.
   4. Operational Commitment & Methodology: Proposed operational structure, allocated hours, and quality assurance 20 pts. TOTAL100 pts.

Note: The Commission reserves the option to conduct remote or in-person interviews with shortlisted candidate companies and their designated team members to verify operational alignment.

Legal Disclaimers: Comparative evaluations will be based strictly on the submitted documentation and declarations. Pursuant to Art. 76 of Italian DPR 445/2000, false statements will lead to immediate disqualification, contract cancellation, and legal prosecution.

For inquiries or clarification requests, please write to: pec@pec.sclavo.org. Clarifications provided will be published in anonymized form on the Association’s website to guarantee equal transparency.

Siena, October 13th, 2026

Signed, The Chaiman RINO RAPPUOLI

Sclavo Vaccines Association ETS