279502-2015: Belgium-Brussels: Framework contract in 3 lots — Design and creative services, and organisation of focus groups and crowdsourcing exercises in support of the EU Policy Lab


IMPORTANT NOTE

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Directive 2004/18/EC

Section I: Contracting authority

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

European Commission, Joint Research Centre
rue du Champ de Mars 21 (CDMA 5/35)
Contact point(s): Resources Directorate, Unit B.5 Finance and Procurement, Brussels
For the attention of: Ms Valeria Tosato
1049 Brussels
BELGIUM
Telephone: +32 22981817
E-mail: jrc-b5-bxl-procurement@ec.europa.eu
Fax: +32 22985776

Internet address(es):

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

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

Other: Research.

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 in 3 lots. Design and creative services and organisation of focus groups and crowdsourcing exercises in support of the EU Policy Lab — lot 1: Services to support the application of design tools and approaches in projects aimed at policy formulation and implementation; lot 2: Services for visual communication to represent and to foster active user interaction with concepts, systems, complex issues, research results and qualitative and quantitative data; lot 3: Services for the organisation of focus groups and crowdsourcing of ideas and solutions.

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

Services
Service category No 8: Research and development 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: 600 000 EUR

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

This invitation to tender is intended to provide the Joint Research Centre and European Commission other Directorates-General with a framework contract covering the procurement of services to support its activities in the Policy Lab.

II.1.6)Common procurement vocabulary (CPV)

71356200, 71242000, 72244000, 22314000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

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: 600 000 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: 2

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

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

Information about lots

Lot No: 1 Lot title: Lot 1: Services to support the application of design tools and approaches in projects aimed at policy formulation and implementation

1)Short description

The aim of this lot is to provide creative and technical support to the EU Policy Innovation Lab in applying design-based tools and methods to co-develop effective solutions for EU policy problems.

2)Common procurement vocabulary (CPV)

79416000, 79416200, 79411000, 98000000, 98110000, 98112000

3)Quantity or scope

Estimated value excluding VAT: 300 000 EUR

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 2 Lot title: Lot 2: Services for visual communication to represent and to foster active user interaction with concepts, systems, complex issues, research results, and qualitative and quantitative data
1)Short description

The aim concerns the use of visualisation and interaction techniques to be applied to process, data and interdisciplinary research in various policy fields.

2)Common procurement vocabulary (CPV)

79416000, 79416200, 79411000, 98000000, 98112000

3)Quantity or scope

Estimated value excluding VAT: 150 000 EUR

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 3 Lot title: Lot 3: Services for the organisation of focus groups and for crowdsourcing of ideas and solutions
1)Short description

This lot is aimed at providing services for engaging with groups of people either through direct contact (focus groups) or ICT tools (crowdsourcing). The aim of the engagement processes will include generating and in-depth understanding of opinions and preferences of a sample of a population through focus groups as well as generation of ideas and solutions through crowdsourcing platforms.

2)Common procurement vocabulary (CPV)

79416000, 79416200, 79411000, 98000000, 98112000

3)Quantity or scope

Estimated value excluding VAT: 150 000 EUR

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Not applicable.

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

Please refer to tender documents.

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

Economic operators can submit a tender either as a sole tenderer or as partners in a consortium (with or without legal personality). In either case subcontracting is permitted. The tenderer must clearly specify the role of each economic operator — as a sole tenderer, a partner in a consortium or subcontractor. This also applies where the entities involved belong to the same economic group.

Each partner in a consortium assumes joint and several liability towards the contracting authority for implementation of the contract and will become a party to the contract if the consortium’s tender is successful. The consortium shall nominate 1 legal entity (‘the leader’) who will have full authority to bind the consortium and each of its members during contract execution and will be responsible for the administrative management of the contract (invoicing, receiving payments, etc.) on behalf of all other partners.

Subcontracting is the situation where the contractor enters into legal commitments with other legal entities which will perform part of the contract on its behalf. The contractor retains full liability towards the contracting authority for implementation of the contract. Freelancing, drawing on the activities or staff of any other entirely different legal entity than the contractor, qualifies as subcontracting, independently of the applicable national law.

Tenderers must give an indication of the proportion of the contract that they intend to subcontract. They must also identify all subcontractors:

— on whose capacities they rely to meet the minimum capacity levels under headings III.2.2 and III.2.3,

— whose individual share of the contract is above 15 %,

— all subcontractors when the total subcontracted amount is above 60 % of the total contract value.

Subcontractors must provide a letter of intent stating their willingness to participate in the performance of the contract as specified in the tender.

During contract execution any change of subcontractors will be subject to prior written approval of the contracting authority.

A sole tenderer or a consortium may also rely on the capacities of other entities for meeting the minimum capacity levels under headings III.2.2 and III.2.3, regardless of the legal nature of the links which it has with them. If so, it must prove to the contracting authority that it will have the resources necessary for performance of the contract at its disposal, for example by providing an undertaking on the part of those entities.

Reliance on the capacities of a third party which is a different legal entity from the sole tenderer or the consortium members, even though part of the same economic group, is considered subcontracting for the purpose of the procedure. If the contract is awarded to a tenderer relying on a third party to provide more than 70 % of the minimum requirements for economic and financial capacity listed under heading III.2.2, the contracting authority will require that the third party sign the contract and become jointly liable for its execution together with the tenderer.

The role and tasks of each consortium partner and identified subcontractors must be clearly specified in the tender. The cover letter must give the name of the tenderer (including all partners in the case of a consortium) and subcontractor(s), including third parties on whose capacities he is relying, and the name of the single contact person in relation to this procedure. For consortia the cover letter must be signed by each partner, or by a partner duly authorised to sign the tender and the contract on behalf of all partners. In the latter case authorisation can be, for instance, in the form of power of attorney, a letter of intent or a consortium agreement.

Tenderers (all partners in case of a consortium) must also provide a legible copy of the notice of appointment of the person authorised to represent the tenderer in dealings with third parties and in legal proceedings, or a copy of the publication of such appointment if the legislation which applies to the legal entity concerned requires such publication. Any delegation of this authorisation to another representative not indicated in the official appointment must be evidenced.

III.1.4)Other particular conditions

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: 1. Exclusion criteria:
Tenderers will not be eligible to take part in this procedure if they are in any of the exclusion situations listed in Articles 106 and 107 of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25.10.2012. Tenderers (including consortium partners) and subcontractors identified as per heading III.1.3 shall sign the declaration on honour (available on the contracting authority’s website indicated in heading I.1) to declare that they are not in any of these situations.
2. Selection criteria:
Legal capacity:
Tenderers (all partners in the case of a consortium) shall prove that they have the legal capacity to perform the contract by providing a certificate of registration in the relevant trade or professional register in their country of establishment/incorporation. If the tenderer is not required or allowed to register in such a register for reasons related to its statute or legal status, the contracting authority shall accept, as satisfactory evidence, a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers must have sufficient economic and financial capacity to perform the contract.
The following evidence must be provided by each tenderer (each partner in the case of a consortium) and each subcontractor on whose capacities the tenderer relies for meeting the minimum capacity level for economic and financial ability:
— a statement as to the economic operator’s annual turnover and the annual turnover in the field covered by the contract over the past 3 financial years for which accounts have been closed.
Minimum level(s) of standards possibly required: The average of the annual turnover for the past 3 financial years must be at least:
for lot 1: 75 000 EUR;
for lot 2: 37 500 EUR;
for lot 3: 37 500 EUR.
This minimum will be assessed in relation to the tenderer as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.

III.2.3)Technical capacity

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

Tenderers must comply with the following criteria:

a) Experience in the field related to the contract, proven by a list of similar (in value, scope and complexity) contracts completed in the past 3 years. The list of past contracts shall include details on their start and end dates, amount and scope.

b) A team of persons proposed to carry out the tasks described in the technical specifications, consisting at least of the following profiles:

consultant(s) category I;

consultant(s) category II;

consultant(s) category III.

For each profile the tenderer must provide CVs (for the format see Annex 2 of the Administrative Annex) meeting the minimum capacity levels for this criterion. The precise contractual link with the tenderer must be specified. It is reminded that freelancing qualifies as subcontracting (see point III.1.3).

Minimum level(s) of standards possibly required:

A) The minimum number of contracts completed in the past 3 years shall be:

for lot 1: at least 3 services;

for lot 2: at least 3 services;

for lot 3: at least 3 services.

The minimum capacity levels will be assessed in relation to the tenderer as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.

In the case of a consortium or subcontracting the evidence requested must be provided by those consortium partners/subcontractors on whose capacity the tenderer relies to satisfy the minimum capacity levels.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

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

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/BRU/2015/DDG.02/0017/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

Payable documents: no

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

21.9.2015

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: 28.9.2015

Place:

JRC, CDMA, rue du Champ de Mars 21,1049 Brussels, BELGIUM.

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

Additional information about authorised persons and opening procedure: Max. 2 authorised representatives can attend the opening session. The request must be sent to jrc-b5-bxl-procurement@ec.europa.eu at least 3 days prior to the opening session together with a copy of the identity card/passport.

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

Documents and communications related to this procedure are available free of charge at the following website: http://www.jrc.ec.europa.eu/callsfortender Any additional information and reply to requests for clarifications will be published on this website. It is therefore the responsibility of economic operators to check this website on a regular basis.

Based on Article 134(1)(f) of Commission Delegated Regulation (EU) No 1268/2012 during the 3 years following conclusion of the original contract the Commission may use the negotiated procedure without prior publication of a contract notice to procure additional services consisting of the repetition of similar services (up to a maximum of 50 % of the original contract value) from the economic operator to whom the contract is awarded.

If processing your reply to this contract notice involves the recording and processing of personal data (such as name, address and CV), such data will be processed pursuant to Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18.12.2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, replies to the questions and any personal data requested are required to evaluate your application in accordance with the contract notice and will be processed solely for that purpose by the contracting authority mentioned in heading I.1.

Details concerning the processing of your personal data are available on the privacy statement at: http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf

Your personal data may be registered in the early warning system (EWS) only or both in the EWS and central exclusion database (CED) by the Accounting Officer of the Commission, should you be in one of the situations mentioned in:

— the Commission Decision 2008/969/EC, Euratom of 16.12.2008 on the Early Warning System for the use of authorising officers of the Commission and the executive agencies (for more information see the Privacy Statement on http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm), or

— the Commission Regulation (EC, Euratom) No 1302/2008 of 17.12.2008 on the central exclusion database (for more information see the Privacy Statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm#BDCE).

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: You may submit any observations concerning the award procedure to the contracting authority indicated under heading I.1

If you believe that there was maladministration, you may lodge a complaint to the European Ombudsman within 2 years of the date when you became aware of the facts on which the complaint is based (see http://www.ombudsman.europa.eu). Such complaint does not have as an effect either to suspend the time limit to launch an appeal or to open a new period for lodging an appeal.

Within 2 months of the notification of the award decision you may lodge an appeal to the body referred to in VI.4.1.

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

29.7.2015



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