23877-2015: Luxembourg-Luxembourg: EIB – Assistance in archives, document management, library and documentation services for the EIB Group


IMPORTANT NOTE

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Section I: Contracting authority

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

European Investment Bank, 98–100, boulevard Konrad Adenauer, 2950Luxembourg, LUXEMBOURG. Contact: Mr Henning Lihn, Procurement and Purchasing Division, ref.: HL-1219. Tel. +352 4379-1. Fax +352 437704. E-mail: occo-procurement@eib.org

Further information can be obtained at:

As in abovementioned contact point(s).

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at:

As in abovementioned contact point(s).

Tenders or requests to participate must be sent to:

As in abovementioned contact point(s).

I.2)Type of the contracting authority and main activity or activities:

European institution/agency or international organisation.

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:

Assistance in archives, document management, library and documentation services for the EIB Group.

II.1.2)Type of contract and location of works, place of delivery or of performance:

Services.

Service category: No 27.

Main place of performance: European Investment Bank, 98–100, boulevard Konrad Adenauer, 2950 Luxembourg, LUXEMBOURG.

NUTS code: LU000.

II.1.3)The notice involves:

The establishment of a framework agreement.

II.1.4)Information on framework agreement:

Framework agreement with several operators.

Number: maximum 1 per lot.

Duration of the framework agreement: duration in year(s): 4 (2 + 1 + 1).

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

Estimated value excluding VAT: maximum 6 500 000 EUR.

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

The objectives of this call for tenders are to:

— support EIB Group documentation, library, document management, and archives services,

— ensure that the documentation, library, document management, and archives services are carried out and completed to agreed timescales and objectives,

— ensure that the documentation, library, document management, and archives services are carried out to agreed quality standards.

This call for tenders is divided into 3 lots:

lot 1: archives and document management services;

lot 1(a): CS/IMP/IMD archives and document management services;

lot 1(b): EIF archives and document management services;

lot 2: CS/IMP/IMD library and acquisitions services;

lot 3: SG/COM media monitoring and documentation services.

Tenderers may apply for 1 or more lots or parts thereof (lot 1(a) and/or lot 1(b)). Tenderers will be evaluated separately for each lot.

NB: in order to take part in this call for tender, interested parties should request the complete tender specifications from the EIB beforehand. The criteria set out in the specifications should be taken into account when drawing up tenders.

Requests should be sent to the address in point I.1.

II.1.6)Common procurement vocabulary (CPV):

92512000, 92510000.

II.1.7)Contract covered by the Government Procurement Agreement (GPA):

No.

II.1.8)Division into lots:

Yes.

Tenders should be submitted for: 1 or more lots.

II.1.9)Variants will be accepted:

No.

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Lot 1: archives and document management services — 11 FTE (up to 4 additional FTE to be confirmed at a later stage).

Lot 2: CS/IMP/IMD library and acquisitions services — 2 FTE.

Lot 3: SG/COM media monitoring and documentation services — 1 FTE.

NB: in order to take part in this call for tender, interested parties should request the complete tender specifications from the EIB beforehand. The criteria set out in the specifications should be taken into account when drawing up tenders.

Requests should be sent to the address in point I.1.

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

Duration in months: 48 (24 + 12 + 12) (from the award of the contract).

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

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

Payment within 30 days of the payment request, in due form, being registered.

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

Should a grouping (consortium) be awarded the contract, the EIB may require that it adopt a legal form prior to contract signature. All members of the grouping will be jointly and severally liable for performance of the contract. The grouping will be represented by 1 tenderer who will act as its sole spokesperson.

Tenderers must obtain all relevant licences needed to perform the services described before the assignment commences and must, throughout the entire assignment period, comply with all laws and provisions in force.

III.1.4)Other particular conditions to which the performance of the contract is subject:

No.

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 requirements are met:

Tenderers will be excluded from participation in this call for tenders if, pursuant to Article 45 of the Council Directive 2004/18/EC of 31.3.2004 relating to the coordination of procedures for the award of public works contracts, public supply contracts and public service contracts, any of the following exclusion criteria apply to them:

a. they are bankrupt or are being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, or are in any analogous situation arising from a similar procedure provided for in national laws or regulations;

b. they are the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;

c. they have been convicted by a judgment which has the force of ‘res judicata’ in accordance with the legal provisions of the country of any offence concerning their professional conduct;

d. they have been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;

e. they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the country of the contracting authority;

f. they have been the subject of a conviction by final judgment of which the contracting authority is aware for 1 or more of the reasons listed below:

(i) participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA(20);

(ii) corruption, as defined in Article 3 of the Council Act of 26.5.1997(21) and Article 3(1) of Council Joint Action 98/742/JHA(22) respectively;

(iii) fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities(23);

(iv) money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering(24);

g. they are guilty of serious misrepresentation in supplying the information required by the contracting authority for participation in this call for tenders or who have not provided such information.

Tenderers must show that they are not in 1 or more of the situations listed above by providing the following evidence in relation to items mentioned above:

(a) in relation to items (a), (b), (c) and (f) above, relevant extract(s) from the judicial record or, failing that, equivalent documentation issued by a competent judicial or administrative authority in the country where they are established. The extract(s) or equivalent documentation must be the most recent available. Depending on the national legislation of the country in which they are established, these documents must relate to entities with legal personality and/or natural persons; in the latter case, they must relate to the person(s) empowered to represent the tenderer and sign the framework contract if the tender is successful;

(b) in relation to item (e) above, the most recent certificates issued by the competent social security and tax authorities of the country where they are established. Where no such certificate is issued in that country, this can be replaced by a declaration on oath or solemn statement made before a competent judicial or administrative authority, a notary or a competent professional or trade body in that country. The declaration or statement provided must be dated less than 4 months before the final date for submission of tenders. Depending on the national legislation of the country in which they are established, these documents must relate to entities with legal personality and/or natural persons; in the latter case, they shall relate to the person(s) empowered to represent the tenderer and sign the contract if the tender is successful;

(c) in relation to items (d) and (g) above, a solemn declaration stating that the tenderer is not guilty of professional misconduct, and is supplying all the information required under this call for tenders in good faith and without misrepresentation. This solemn declaration should be signed by the person(s) empowered to represent the tenderer and sign the contract if the tender is selected and dated less than 4 months before the final date for submission of tenders.

III.2.2)Economic and financial capacity:

Information and formalities necessary for evaluating if requirements are met:

The candidates have to submit:

The documents required will be listed in the specifications.

Minimum level(s) of standards possibly required:

Annual turnover of the tenderer related to the type of services to which the company/consortium is tendering should be more than 500 000 EUR over the last 3 financial years (i.e. 2011, 2012 and 2013).

III.2.3)Technical capacity:

Information and formalities necessary for evaluating if requirements are met:

The technical capacity will be evaluated on the basis of evidence in support of the following specific requirements.

The documents required will be listed in the specifications.

Minimum level(s) of standards possibly required:

The tenderer must provide evidence of having operated in the business of information management personnel resourcing over at least 3 consecutive years (i.e. 2011, 2012 and 2013) by providing at least 3 relevant and verifiable references.

III.2.4)Reserved contracts:

No.

III.3)Conditions specific to service contracts

III.3.1)Execution of the service is reserved to a particular profession:

No.

III.3.2)Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service:

Yes.

In submitting a tender, candidates will be expected to provide professional profiles of staff who would be assigned to the contract.

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure:

Open.

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)An electronic auction will be used:

No.

IV.3)Administrative information

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

HL-1219.

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

No.

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

Payable documents: no.

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

11.3.2015 (23:59).

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

English, French.

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

Duration in days: 180 (from the date stated for receipt of tender).

IV.3.8)Conditions for opening tenders:

Place: European Investment Bank headquarters, Luxembourg.

Persons authorised to be present at the opening of tenders: no.

Section VI: Complementary information

VI.1)This is a recurrent procurement:

No.

VI.2)Contract related to a project and/or programme financed by EU funds:

No.

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 plaintiff being notified or, failing this, of the day on which it came to his knowledge.

VI.5)Date of dispatch of this notice:

12.1.2015.


IMPORTANT NOTE

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