108240-2014: Netherlands-Petten: Framework contract for stand building, stand design and modification, transport, provision of materials and related services for JRC events and exhibitions


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Netherlands-Petten: Framework contract for stand building, stand design and modification, transport, provision of materials and related services for JRC events and exhibitions

2014/S 064-108240

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

European Commission, Joint Research Centre, Institute for Energy and Transport
PO Box 2, 1755 ZG Petten
Contact point(s): Ms C. Syposs
For the attention of: Procurement Office
1755 LE Petten
NETHERLANDS
Telephone: +31 224565106
E-mail: jrc-iet-procurement@ec.europa.eu
Fax: +31 224565607

Internet address(es):

General address of the contracting authority: http://iet.jrc.ec.europa.eu/

Electronic access to information: http://web.jrc.ec.europa.eu/callsfortender

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

European institution/agency or international organisation

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Framework contract for stand building, stand design and modification, transport, provision of materials and related services for JRC events and exhibitions.

II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Mainly in the European Union, but other parts of Europe and of the world could be indicated as place of performance in the orders to be placed under the framework contract.

NUTS code NL322

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement
Framework agreement with a single operator

Duration of the framework agreement

Duration in months: 48

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 500 000 and 700 000 EUR

II.1.5)Short description of the contract or purchase(s)

The JRC participates in many events per year throughout Europe. The required material and support services can vary from an easily transportable, nomadic stand/pull-ups, through opening ceremonies with drop curtains, lighting and A/V, to complete project management of a 100 m2 stand, including innovative communication tools.

II.1.6)Common procurement vocabulary (CPV)

79956000, 39154000, 39154100, 45212310, 79950000, 79952000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The maximum ceiling of the framework contract is 700 000 EUR, which includes 10 % for contingencies, but does not include VAT. This maximum ceiling does not, under any circumstances constitute a commitment on the side of the contracting authority to purchase; for further information on the nature of the framework contract please see the document ‘technical specifications’, and for terms and conditions the draft framework contract uploaded to the JRC calls for tender website.

II.2.2)Information about options

Options: yes
Description of these options: See the documents ‘administrative annex’ and ‘technical specifications’ uploaded to the JRC calls for tender website.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As in the tender documents — see special and general conditions of the draft framework contract.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Tenders can be submitted by consortia of 2 or more economic operators (‘joint tender’). Each legal entity shall be required to sign the contract in the case of award and assume joint and several liability towards the contracting authority for the fulfilment of the terms and conditions of the contract.

Any change in the composition of the consortium during the procurement procedure may lead to the rejection of the corresponding tender. Any change in the composition of the consortium after the signature of the contract may lead to the termination of the contract.

The consortium shall nominate 1 legal entity (‘consortium leader’) who will have full authority to bind the consortium and each of its members, and will be responsible for the administrative management of the contract (invoicing, receiving payments, etc.) on behalf of all other entities.

For groupings of economic operators: all the documents and information required under Section III.2.1, items (a) and (b) must be submitted by each member of the grouping. The criteria set out in Sections III.2.2 and III.2.3 apply to the grouping as a whole.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Subcontracting is allowed but the contractor shall retain full liability towards the contracting authority for implementation of the contract.
An economic operator may, where appropriate, and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal.
Any change in subcontracting during the procurement procedure may lead to the rejection of the corresponding tender. Any change in subcontracting after the signature of the contract may lead to the termination of the contract.
Should the tenderer submit a tender with the intention of subcontracting to 1 or more specific economic operators for the purpose of meeting the selection criteria, he must provide the documents and information required under Section III.2.1, items (a) and (b) also for subcontractor(s) who are proposed to execute a proportion of more than 30 % of the contractual value. The Commission reserves the right to request documentary proof with regard to Section III.2.1, item (a) and to assess compliance of the subcontractor(s) with the selection criteria.
In the event of subcontracting for the purposes of meeting the selection criteria, the tender must also include a letter of intent on the part of each subcontractor proposed to execute a proportion of more than 30 % of the contractual value in which the latter clearly states his willingness to work with the tenderer, in the event of contract award, for the purpose of performing the contract.

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: a) In accordance with Articles 106 and 107 of the Financial Regulation (EU, Euratom) No 966/2012 currently in force, economic operators shall be excluded from participating in this procurement procedure if they are in any of the situations contained therein. Tenderers must submit a solemn declaration stating that they are not in any of these situations (solemn declaration of honour regarding the exclusion criteria, available on the contracting authority’s website http://www.jrc.ec.europa.eu/callsfortender).

Before signing a contract, the contracting authority shall require the successful tenderer to submit the documentary evidence attesting to the veracity of said declarations.
b) Any tenderer must provide proof of their entry in a professional or trade register.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: c) Tenderers shall provide a statement of overall turnover, profit and loss accounts and a balance sheet (or copy of budget in case of non-profit organisations) for the previous 3 financial years (3 years’ activity) for which accounts have been closed.
Minimum level(s) of standards possibly required: Ad. c) The overall turnover shall be at least 200 000 EUR as an average in the previous 3 financial years.

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:

d) Tenderers shall provide a statement relating to the average manpower and the number of managerial staff for the past 3 years.

e) Tenderers must provide an indication of the proportion of the contract which they intend to subcontract (as a minimum to be expressed as a percentage of the contractual value).

Additional attention is drawn to Section III.1.4 (‘Other particular conditions’).

f) Tenderers must include a list of main contracts concerning provision of similar services within the past 3 financial years, mentioning the title and the subject of the contract, the recipients, the start and end dates, and the contractual amount (the latter may be indicated on a separate page to the main list for confidentiality reasons).

g) Tenderers shall propose a core team of 4 experts for the performance of the services. The curricula vitae, with copies of the supporting documents, of the members of this team shall be provided to prove that each member of the team meets the minimum requirements with regard to:

ii) their educational level; and

iii) professional experience.

Minimum level(s) of standards possibly required:

Ad. f) The list of contracts must include:

— minimum 2 events, with a minimum value of 10 000 EUR, and minimum stand size of 15 m2 each, within the EU, including proof of satisfactory performance, and

— minimum 2 events, with a minimum value of 10 000 EUR and minimum stand size of 15 m2 each, outside the EU including proof of satisfactory performance.

Ad. g) The team shall be composed of:

— 1 project manager with a minimum of 3 years of relevant professional experience related to the management of stand building for international events; due to the need of efficient liaison with the site offices and presence at every event venue, the person(s) within the team proposed as responsible for this task shall be (an) independent user(s) of the English language, corresponding to at least level B.2 (in accordance with the common European framework of reference for languages),

— 1 technical/AV expert with minimum 2 years of relevant professional experience,

— 1 graphics and/or DTP expert with minimum 2 years of relevant professional experience,

— 1 stand building expert with minimum 2 years of relevant professional experience.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

JRC/PTT/2014/A.6/0004/OC.

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 12.5.2014
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

12.5.2014

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

Any EU official language

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders
Date: 19.5.2014

Place:

At the site of the JRC-IET, Westerduinweg 3, 1755 LE Petten, NETHERLANDS.

Persons authorised to be present at the opening of tenders: yes

Additional information about authorised persons and opening procedure: Internal committee members of the contracting authority and 1 duly authorised representative per tenderer, having communicated the intention to attend including name and position (e-mail: jrc-iet-procurement@ec.europa.eu). A passport or other official means of identification must be presented in order to gain access to the Petten site (a driving licence will not suffice).

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

VI.3)Additional information

(a) The tender specifications are available for download directly from the contracting authority’s website: http://web.jrc.ec.europa.eu/callsfortender/ by clicking on the link for this invitation to tender JRC/PTT/2014/A.6/0004/OC. Access to the document is free and open. Please note that supplementary information (e.g. replies from the Commission to questions received) will be available only on this website, which will be regularly updated. It is the tenderer’s responsibility to regularly check during the procedure for any additional information and updates regarding this tender procedure.

(b) Pursuant to Article 134(3) of Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union, the Commission reserves the right, should such need arise, to enter into a negotiated procedure with the successful economic operator for additional services in accordance with Article 134(1) lit. f of that Regulation.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Within 2 months of the petitioner’s being notified or, failing this, of the day on which it became known to them; a complaint neither suspends this period nor opens a new period for lodging appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

20.3.2014


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