408198-2014: Germany-Frankfurt-on-Main: ECB – Provision of services for the transport, set-up and maintenance of a travelling exhibition


IMPORTANT NOTE

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Directive 2004/18/EC

Section I: Contracting authority

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

European Central Bank
Sonnemannstraße 22
For the attention of: Amalia Friman
60314 Frankfurt-on-Main
GERMANY
Telephone: +49 6913440
E-mail: procurement@ecb.europa.eu
Fax: +49 6913447110

Internet address(es):

General address of the contracting authority: http://www.ecb.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

Economic and financial affairs

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:

Provision of services for the transport, set-up and maintenance of a travelling exhibition.

II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 20: Supporting and auxiliary transport services
Main site or location of works, place of delivery or of performance: Frankfurt-on-Main.

NUTS code DE712

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: 3

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

Estimated value excluding VAT:
Range: between 300 000 and 400 000 EUR

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

Provision of services for the transport, set-up and maintenance of a travelling exhibition.

II.1.6)Common procurement vocabulary (CPV)

79950000, 79956000, 39154000

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:

As part of its portfolio of communications and public relations tools, the ECB has developed a modular travelling exhibition entitled the ‘Euro exhibition’. The main objective of the exhibition is to raise awareness about the euro banknotes and coins and to communicate on the benefits of Europe and of the euro. The exhibition targets all age groups and strives to provide comprehensive information about the euro cash, its history, the making of the euro, the benefits of the euro and the euro area for people, the new series of euro banknotes, further context and physical features, — in an appealing and interactive way.

The exhibition has a modular structure, making it easy to adapt to a wide range of venues, as well as integrate additional modules (such as the game corner). Text content, where used, is displayed on individual panel elements so that, depending on the language(s) used (2 languages can be fitted on each element), they can be reproduced for each venue at low cost.

When displayed in its entirety, the exhibition currently requires a minimum of 200 square metres of floor space.

All the exhibition components belong to the ECB and will have to be stored by the agency between the events.

Based on the same structure and design as the exhibition, the ECB has also developed a ‘Euro Run game corner’ (hereafter ‘game corner’) consisting of 4 touch screen terminals with game pads (controls) and a 42-inch LCD screen and backdrop, featuring the video game ‘Euro Run’. The game corner is occasionally set up with the exhibition, at other times it is used by itself for events. The game corner requires around 20 square metres for its set-up.

So far, the exhibition has been displayed in different cities across the European Union Member States, for a period of between 1 to 3 months per city, having reached between 3 to 6 cities per year. During the last 4 years, the exhibition has grown significantly.

The main objective is to find new solutions which allow the exhibition to be divided into several parts, giving the possibility to display at different locations at the same time.

Estimated value excluding VAT:
Range: between 300 000 and 400 000 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: 1
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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

No deposit required.

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

Payment arrangements in line with the terms and conditions of the contract. Please see the details in the tender documentation to be requested from the contact point indicated in Sections I.1 and VI.3.

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

The establishment of a temporary grouping of companies is allowed under the conditions laid down in the invitation to tender. Temporary groupings do not need to have a specific legal form but will be jointly and severally liable for all obligations under the contract. Please see the details in the tender documentation to be requested from the contact point indicated in Sections I.1 and VI.3.

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: Please see the details in the application/tender documentation to be requested from the contact point indicated in Sections I.1 and VI.3.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers shall complete application form (Annex 1 to the call for applications).
Minimum level(s) of standards possibly required: The candidates’ economic and financial capacity will be assessed on the basis of their financial situation (turnover and profit and loss) during the last 3 financial years (2011–2013). As a minimum, candidates shall have had, in the last 3 financial years, an accumulated net turnover of at least 1 000 000 EUR. In the case of a temporary grouping, one of the members shall have achieved on its own 60 % of the above amounts.

III.2.3)Technical capacity

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

Tenderers shall complete application form (Annex 1 to the call for applications).

Minimum level(s) of standards possibly required:

Candidates shall be subject to a system of quality assurance.

Candidates shall have liability insurance covering the provision of the requested services for at least 350 000 EUR per incident in place for 2015. The successful candidate will be asked to maintain such insurance coverage for the duration of the contract.

Candidates shall have a core team consisting of at least 4 professionals. This team shall demonstrate experience in all of the 3 following fields:

— exhibition set-up/dismantling which is comparable in terms of scope, size and complexity with the contract tendered by the ECB,

— development of new exhibition elements (digital or print), and

— provision of consultancy services for services which are comparable in terms of scope, size and complexity with the contract tendered by the ECB.

All the abovementioned 4 professional core team members shall have a C1 level in English at all levels (listening, reading, speaking and writing).

One of the abovementioned 4 professional core team members shall be available to act as a contact person towards the ECB for all administrative and logistical matters during the implementation of the contract.

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

Restricted

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

Objective criteria for choosing the limited number of candidates: Selection criteria (weighting 100 %): among the candidates meeting the minimum requirements set out in Section 4.2 above, the ECB shall select 5 candidates, if available, with the best experience and expertise assessed on the candidate’s reference assignments performed during the preceding 5 financial years (2009–2013 inclusive) which are comparable in terms of scope, size and complexity with the contract tendered by the ECB. Candidates may submit up to 5 reference assignments as detailed below. In particular:
i) at least 1 reference assignment shall present a project where the tenderer was responsible for the preparation, set-up and dismantling of an exhibition in 2 EU countries;
ii) at least 1 reference assignment shall present a project where the tenderer was responsible for the development of new concepts/elements as part of an exhibition;
iii) at least 1 reference assignment shall present a project where the tenderer had to prepare a project as part of an exhibition in which they had to communicate (in writing and orally) with counterparts in at least 2 European Union languages.
The reference assignments shall be submitted completing the table in Section 4.4 of the application form (Annex 1). The quality of each reference will be assessed against its relevance in comparison with the ECB description of the relevant services to be performed as detailed in Section 1 (background) above and will be evaluated on the basis of a scoring system from 0 to 5 points as set out in the table below. In order to obtain 3 points and to pass this criterion, the candidates shall have performed 3 assignments during the preceding 5 financial years within the 3 areas listed above under i)–iii) which are comparable in terms of scope, size and complexity with the services requested by the ECB. Applications which do not obtain at least 3 points (out of a maximum of 5) for this criterion may be considered to be of an unacceptably low quality, and the candidate’s applications may be rejected and not further evaluated.

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:

PRO-000077.

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

no

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

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

12.1.2015 – 18:00

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

English.

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

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information
The documentation for this procurement can be downloaded from an Internet platform. If you are interested to participate in the procurement procedure, please register via the Internet platform using the following Internet address, user name and password:

Internet address: https://www.ecb.europa.eu/secure/procurement/

User ID: 000097/C/OEP/2014

Password: 4B343D

After you have registered, an e-mail will be sent to you with a new user name and password. The Internet address will remain the same. Please use the new user name and password to download the tender documentation.

Should you experience any problems in accessing the Internet platform for registration and/or downloading the application documentation, please do not hesitate to contact us under the following e-mail address: procurement@ecb.europa.eu quoting the procurement number and problem experienced.

The ECB shall endeavour to answer all queries concerning access as quickly as possible but cannot guarantee a minimum response time. The ECB shall not be bound to reply to queries received less than 7 calendar days before the time limit for the submission of tenders.

The tender procedure shall be open on equal terms to all natural or legal persons resident or located in the European Union and to all natural and legal persons resident or located in a country which has ratified the World Trade Organisation Agreement on Government Procurement or has concluded with the European Union a bilateral agreement on procurement under the conditions laid down in the said agreements.

The tender procedure is conducted in accordance with ECB Decision 2007/5 laying down the Rules on Procurement (as amended), available on the ECB website at http://www.ecb.europa.eu (please look for the link ‘for suppliers’).

During the tender procedure, tenderers shall not contact any other ECB staff members or organisations/persons working for the ECB with regard to this tender procedure than the person indicated in Section I.1). Tenderers shall also not contact potential competitors unless they intend to form a temporary grouping with them or to involve them as subcontractors. Any violation of this communication rule may lead to the exclusion of the tenderer in question.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Procurement Review Body of the European Central Bank, c/o Legal Advice Team
Sonnemannstraße 22
60314 Frankfurt-on-Main
GERMANY
Telephone: +49 6913440
Fax: +49 6913446886

Body responsible for mediation procedures

European Ombudsman
1 avenue du Président Robert Schuman
67001
FRANCE

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: 15 days from the receipt of the information specified in Article 28(3) of ECB Decision 2007/5 laying down the Rules on Procurement or, if no information is requested, 15 days from the receipt of the notification to unsuccessful tenderers. Further requirements are outlined in Article 33 of this Decision. A complaint to the European Ombudsman does not affect the deadline for lodging appeals.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Central Procurement Office
Sonnemannstraße 22
60314 Frankfurt-on-Main
GERMANY

VI.5)Date of dispatch of this notice:

20.11.2014



IMPORTANT NOTE

Please contact us on this specific tender using this form.

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