316768-2014: Belgium-Brussels: Digitisation of analogue magnetic media documents


IMPORTANT NOTE

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Section I: Contracting authority

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

European Parliament, Directorate-General for Parliamentary Research Services
rue Wiertz 60
Contact point(s): DG EPRS, Dir B — The Library
1047 Brussels
BELGIUM
E-mail: eprs-finances@europarl.europa.eu

Internet address(es):

General address of the contracting authority: http://www.europarl.europa.eu

Electronic access to information: http://www.europarl.europa.eu/tenders/invitations.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:

Digitisation of analogue magnetic media documents.

II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 24: Education and vocational education services
Main site or location of works, place of delivery or of performance: Luxembourg.

NUTS code LU000

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 several operators
maximum number of participants to the framework agreement envisaged: 2

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: 940 000 EUR

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

Digitisation of analogue magnetic media documents produced by its various departments and bodies as part of their work so that they can be processed and kept by the European Parliament’s Historical Archives.

II.1.6)Common procurement vocabulary (CPV)
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: 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: 940 000 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
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

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:

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

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: All tenderers must submit the declaration on the tenderer’s honour, duly dated and signed, which is set out in Annex III.
1. The tenderer to whom the contract is to be awarded shall be required, within 15 calendar days of the date of notification of the provisional award of the contract and before the contract is signed, to supply the following documentary evidence:
— a recent extract from the judicial record or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance showing that the tenderer to whom the contract is to be awarded is not in one of the situations referred to in Article 106(1)(a), (b) or (e) of the Financial Regulation; for the instances referred to in Article 106(1)(b) and (e), the same shall apply to persons having powers of representation, decision-making or control over the tenderer,
— a recent certificate issued by the competent authority of the State concerned proving that the tenderer is not in the situation referred to in Article 106(1)(d) of the Financial Regulation,
— where the documents or certificates referred to above are not issued in the country concerned, and in respect of the other exclusion situations referred to in Article 106 of the Financial Regulation, they may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.
2. The tenderer to whom the contract is to be awarded shall be exempt from the requirement to submit the documentary evidence referred to in paragraph 2 if that evidence has already been submitted for the purposes of another European Parliament procurement procedure and provided that the documents in question were not issued more than 1 year previously and are still valid. In such cases, the tenderer shall attest on his honour that the supporting documents have already been provided in a previous procurement procedure, which he shall identify, and that no changes in his situation have occurred.
Selection criteria:
Any tenderer must furnish proof of his authorisation, under his national law, to perform the contract. To do so, he shall submit 1 or more supporting documents substantiating that authorisation. The European Parliament accepts, as supporting documents, registration in the business or professional registry, a sworn statement or certificate substantiating membership of a specific organisation or registration in the VAT registry. If none of these documents provides the requisite proof to substantiate and assess the existence of such authorisation, the European Parliament may accept other equivalent official documents furnished by the tenderer.
In the case of consortia of economic operators, each member will furnish proof of authorisation to perform the contract.
Proof of status and legal capacity:
As proof of their status and legal capacity, tenderers must append to their tenders a copy of their articles of association or equivalent document enabling the European Parliament to determine their form and legal capacity to perform the contract. Should the proof submitted not be sufficient for that purpose, the European Parliament may demand other proof during the tender assessment process. Where no such proof is submitted, the European Parliament reserves the right to deem the tender inadmissible.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers shall have sufficient economic and financial resources to enable them to perform the contract in compliance with the provisions of the contract, taking into account its value and scale. If, in the light of the information supplied by the tenderer, the European Parliament has doubts about his financial capacity, or if it is clearly insufficient for performance of the contract, the tender may be rejected without the tenderer being able to claim any financial compensation.
In respect of the contract which is the subject of this invitation to tender, the European Parliament furthermore requires tenderers to have a minimum financial and economic capacity, which will be assessed on the basis of the following information:
— minimum turnover of 705 000 EUR,
— operating profit over the last 3 financial years,
— financial and economic capacity will be assessed on the basis of the information included in the following documents, to be supplied by tenderers:
• financial statements (balance sheets, profit and loss accounts and any other related financial information) for at most the last 3 years for which accounts have been closed,
• a statement of overall turnover and turnover relating to the works, supplies or services associated with the field covered by the contract during a period which may be no more than the last 3 financial years.
If the tenderer is unable to provide the references requested, he may prove his economic and financial capacity by any other means which the European Parliament considers appropriate.
The tenderer may also rely on the capacity of other entities, irrespective of the legal nature of the links between him and those entities. In that case, he must prove to the European Parliament that he will have the resources needed to perform the contract, for instance by certifying that those entities have undertaken to make them available to him. In that case, the European Parliament is entitled to refuse the application or tender submitted if it has doubts about the undertaking by the third party or about that party’s financial capacity. The European Parliament may, where applicable, require the tenderer and these other entities to be jointly and severally liable for the performance of the contract.
On the same basis, a consortium of economic operators may rely on the capacity of members of the consortium or of other entities.
Tenderers may also rely on the economic capacities of 1 or more subcontractors in so far as they undertake to take part in the process of performing the contract. In such instances, the European Parliament will assess the capacities of the subcontractor(s) in the light of the extent to which the latter is/are involved in performing the contract.

III.2.3)Technical capacity

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

Tenderers must have sufficient technical and professional capacity to enable them to perform the contract in compliance with the provisions of the contract, taking into account its value and scale. If, in the light of the information supplied by the tenderer, the European Parliament has doubts about a tenderer’s technical and professional capacity, or if it is clearly insufficient for performance of the contract, the tender may be rejected without the tenderer being able to claim any financial compensation.

In respect of the contract which is the subject of this invitation to tender, the European Parliament requires tenderers to have the following technical and professional capacity:

— at least 4 years’ experience in services similar to those required by the contract concerned,

— a team of experts in the field of audiovisual media digitisation, comprising at least 4 persons, among whom at least the project leader must have 5 years’ proven experience in the field covered by the invitation to tender; the other members of the team will have at least 3 years’ experience,

— an appropriate and sufficient level of technical resources (equipment, facilities and software), with action taken to ensure product compliance and operability; an indication of the technicians responsible for installing, configuring, and maintaining an inventory of the equipment made available,

— the capacity to provide security in transit or on the tenderer’s premises against any intrusion or other acts which might jeopardise the confidentiality of the files being processed.

Depending on the nature, quantity or scale and purpose of the supplies, services or works to be provided, the technical and professional capacity of economic operators will be substantiated by 1 or more of the following documents:

a) the educational and professional qualifications of the service provider or work contractor and/or those of the firm’s managerial staff and, in particular, those of the person or persons responsible for providing the services or carrying out the works;

b) a list:

i) of the principal services provided and supplies delivered in the past 3 years, with the sums, dates and recipients, public or private; if the recipient of those services and supplies was a department of an EU institution, economic operators shall provide proof in the form of certificates issued or countersigned by the competent authority;

ii) of the works carried out in the last 5 years, with the sums, dates and place; the list of the most important works shall be accompanied by certificates of satisfactory execution, specifying whether they have been carried out in a professional manner and have been fully completed;

c) a description of the technical equipment, tools and plant to be employed to perform the contract;

d) a description of the technical equipment and the measures used to ensure the quality of the work, and a description of the firm’s study and research facilities;

e) an indication of the technicians or technical bodies involved, whether or not belonging directly to the firm, especially those responsible for quality control;

f) in respect of supplies: samples, descriptions and/or authentic photographs and/or certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of the products to the specifications or standards in force;

g) a statement of the average annual manpower and the number of managerial staff of the service provider or contractor in the last 3 years;

h) an indication of the environmental management measures that the economic operator will be able to apply when performing the contract.

Taking into account the nature and value of the contract, the European Parliament will require the following minimum capacity:

The tenderer or candidate may also rely on the capacity of other entities, irrespective of the legal nature of the links between himself and those entities. In that case, he must prove to the European Parliament that he will have the resources needed to perform the contract, for instance by certifying that those entities have undertaken to make them available to him. In that case the European Parliament is entitled to refuse the application or the tender submitted if it has doubts about the undertaking by the third party or about that party’s professional and/or technical capacity.

At all events, tenderers may always rely on the economic capacities of 1 or more subcontractors in so far as they undertake to take part in the process of performing the contract. In such instances, the European Parliament will assess the capacities of the subcontractor(s) in the light of the extent to which the latter is/are involved in performing the contract.

If it establishes that a tenderer faces a conflict of interest which could affect the performance of the contract, the European Parliament may conclude that the tenderer is not of the calibre required to perform the contract.

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

IV.3)Administrative information

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

EPRS/CARD/14/007.

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

31.10.2014 – 12:00

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: 9 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders
Date: 12.11.2014 – 10:00
Persons authorised to be present at the opening of tenders: yes

Additional information about authorised persons and opening procedure: Tenderers wishing to attend the opening of the tenders are asked to notify the department responsible for managing this procurement procedure, no later than 2 working days before the tender opening date, by e-mail at eprs-dirb-coordinati@europarl.europa.eu

Only 2 representatives may attend. Tenderers failing to give notification will automatically be refused access to the opening. The names of the persons attending the opening of the tenders must be given in the notification.


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