250469-2014: Belgium-Brussels: Framework contract — to support the design and implementation of communication activities relating mainly but not exclusively to the area of EU justice


IMPORTANT NOTE

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Section I: Contracting authority

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

European Commission, DG Justice, Unit JUST/A4 Programme Management
Office MO59 04/21
For the attention of: Mr Renatas Mazeika
1049 Brussels
BELGIUM
Telephone: +32 22962152
E-mail: just-a4-cft@ec.europa.eu
Fax: +32 22988812

Internet address(es):

General address of the contracting authority: http://ec.europa.eu/justice/newsroom/contracts/index_en.htm

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 — to support the design and implementation of communication activities relating mainly but not exclusively to the area of EU justice.

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

Services
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: Contractor’s premises.
NUTS code

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 years: 4

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

Estimated value excluding VAT: 21 000 000 EUR

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

The assistance that the Commission is seeking should enable it to devise a coherent and consistent communication strategy and to carry out integrated information and communication activities. As a result, the European Commission should be able to better respond to the needs of EU citizens and its policies should achieve a better visibility.

The services required will essentially, but not exclusively, concern the following:

1. general communication activities;

2. audiovisual;

3. printed/online information and promotional material;

4. events;

5. campaigns;

6. media management;

7. Web.

II.1.6)Common procurement vocabulary (CPV)

92111200, 79952000, 79951000, 79952100, 79530000, 79342200, 79419000, 79822500, 79800000, 71620000, 72413000

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:

Estimated value excluding VAT: 21 000 000 EUR

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3

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

Duration in months: 12 (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:

See tender specifications.

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

See tender specifications.

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

See tender specifications.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: 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 the requirements are met: See tender specifications.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In order to prove their economic and financial capacity, the tenderers (i.e. in the case of a joint tender, the combined capacity of all members of the consortium and identified subcontractors) must show that their annual consolidated turnover exceeds 4 500 000 EUR (average for the past 3 years).
The following evidence should be provided:
— the completed ‘Simplified balance sheet’ and ‘Simplified profit & loss account’ completed for the last 3 years,
— copy of the profit & loss account and balance sheet for the last 3 years for which accounts have been closed,
— failing that, appropriate statements from banks,
— if applicable, evidence of professional risk indemnity insurance.
If, for some exceptional reason which the contracting authority considers justified, a tenderer is unable to provide 1 or the other of the above documents, he or she may prove his or her economic and financial capacity by any other document which the contracting authority considers appropriate. In any case, the contracting authority must at least be notified of the exceptional reason and its justification in the tender. The Commission reserves the right to request any other document enabling it to verify the tenderer’s economic and financial capacity.
Remark:
the tenderers will be waived of the obligation to submit the documentary evidence mentioned above if such evidence has already been submitted for the purpose of another procurement procedure launched by Directorate-General for Justice, provided that the documents are not more than 1 year old starting from their issuing date and that they are still valid. In such a case, the tenderer shall declare on his honour that the documentary evidence has already been provided in a previous procurement procedure, specifying the reference of the call for tender for which the documents have been provided, and confirm that no changes in his situation have occurred.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

The tenderer must satisfy the criteria listed below. If he is unable to satisfy all the criteria himself, he may form a group or consortium of companies or use subcontractors. In such cases, one of the tenderers must be designated as the main contractor.

Criterion 1:

have expertise in and a minimum of 5 years’ experience of managing transnational and multilingual information and communication projects.

Criterion 2:

have expertise in and a minimum of 5 years’ experience in creating communication products and promotional material in several languages (at least 3) aimed at several countries.

Criterion 3:

have expertise in and a minimum of 5 years’ experience in producing professional commercial and informative videos in several languages (at least 3).

Criterion 4:

have expertise in and a minimum of 5 years’ experience in creating and managing websites including content in several languages (at least 3).

Criterion 5:

have expertise in and a minimum of 5 years’ experience of organising conferences (with at least 300 participants)/seminars/working group meetings in several countries and several languages (at least 3) including organising invitations, registration, transport, accommodation and meals for participants;

have expertise in and a minimum of 5 years’ experience of organising other kinds of events (competitions, exhibitions, road shows, etc.) in several countries and several languages (3 at least).

Criterion 6:

have the professional capacity to perform the requested services (described in Section I.3 — description of tasks):

proven experience of the team proposed by the tenderer:

project director/senior consultant — 10 years minimum as director;

project coordinators — 7 years minimum as project coordinator in communications;

junior consultants — 5 years minimum as a consultant in communications.

Criterion 7:

have the linguistic skills needed to perform the requested services (described in Section I.3 — description of tasks) in all the official languages of the European Union and of the EFTA/EEA countries, the candidate countries and, possibly, other countries;

proven experience of the translators/interpreters: diploma of translation/interpretation and 5 years minimum in interpreting/translating communications or institutional projects.

Means of proof to be provided:

The items listed below must be provided as means of proof for the listed criteria.

Tenders from groups (or consortia) or including subcontractors must specify the title, role and experience of each of the members of the group (or consortium) or each subcontractor.

For criteria 1 to 5:

the tenderer must submit the following items:

— a list of the main clients and the main services provided during the last 5 years, indicating the value, the date and the public or private recipient of these services,

— examples of work relating to criteria 1 to 5 and produced over the last 3 years. If this work was partly produced by members of a group (or consortium of companies) or by subcontractors, the tenderer must clearly indicate the role and contribution of everyone involved. The projects referred to must include the name of a contact person who can, if necessary, vouch for the existence of the services.

For criterion 6:

the tenderer must submit the following items:

— a list of the material and technical equipment at his disposal for performing the proposed services,

— a list of the services that the tenderer intends to carry out directly and those which may be subcontracted,

— where necessary, the identity and description of the subcontractors already selected by the tenderer and who may be used for certain types of work,

— the CVs of the staff designated by the tenderer to perform the proposed services. They should follow the Commission’s recommendation on a common European format for CVs,

— an indication of the tenderer’s average annual workforce during the last 3 years,

— a description of the means that the tenderer has at his disposal to ensure quality control of the work he performs.

For criterion 7:

the tenderer must demonstrate his ability to work in the languages of the European Union and, if necessary, his ability to rapidly mobilise the resources necessary to perform the proposed services in all the official languages of the European Union and of the EFTA/EEA countries, the candidate countries and, possibly, other countries. In order to demonstrate this ability, he must supply examples of work already produced in languages other than his own.

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:

JUST/2014/A4/01.

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: 1.10.2014
Payable documents: no

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

8.10.2014

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: 15.10.2014

Place:

rue Montoyer 59, 1040 Brussels, BELGIUM.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: 1 representative of each tender may attend the opening of the bids.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

1. The specifications can be downloaded at: http://ec.europa.eu/justice/newsroom/contracts/index_en.htm

2. In the context of the execution of this contract, the Commission reserves the right to apply Article 134(f) of Commission Delegated Regulation (EU) No 1268/2012 permitting use of a negotiated procedure for additional contracts consisting in the repetition of similar services or works entrusted to the contractor, provided that the subject of the contract conforms to the present specifications.

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 notification to the plaintiff, or, in absence thereof, of the day on which it came to the knowledge. A complaint to the European Ombudsman does not have as an effect either to suspend this period or to open 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:

14.7.2014


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