411337-2014: Belgium-Brussels: Researching and gathering first-hand accounts with a view to writing a history of the European Commission from 1986 to 2000


IMPORTANT NOTE

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Directive 2004/18/EC

Section I: Contracting authority

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

European Commission, Secretariat-General
rue de la Loi 200 — BERL 07/085
Contact point(s): SG.R.1
For the attention of: Mr Henrik Kersting
1049 Brussels
BELGIUM
Telephone: +32 22964900
E-mail: sg-histcom3@ec.europa.eu

Internet address(es):

General address of the contracting authority: http://ec.europa.eu/dgs/secretariat_general/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:

Researching and gathering first-hand accounts with a view to writing a history of the European Commission from 1986 to 2000.

II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Off site.

NUTS code BE100

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

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

At the beginning of the years 2000 and in order to mark its fiftieth anniversary, the European Commission (‘the Commission’) embarked on a historic initiative to collect and preserve its ‘historical memory’, which culminated in the publication of a popular work on the Commission, its creation and development, between 1958 and 1972.

The Commission repeated that initiative and published a second volume covering the period 1973–1986.

Following on from this, the Commission wishes to continue the exercise of recording its living memory so as to enable it, should it so choose, to publish a third volume covering the period 1986–2000.

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:

Framework contract that consists of 3 annual specific contracts for the main services and 2 specific contracts for additional services.

Estimated value excluding VAT:
Range: between 800 000 and 1 000 000 EUR

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 54 (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:

Payment time limits: 30 calendar days (Article 92 FR).

The payment time limit can be suspended if a payment request is deemed ineligible (e.g. missing supporting documents).

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

Members of a group of economic operators are jointly liable for the overall execution of the contract.

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: Requests to participate must be made by letter posted before the date or deadline given in point IV.3.4 of this notice. Any faxed requests to participate must be confirmed by a letter posted before this same date or deadline.
Requests to participate must be submitted using 1 of the following methods:
— registered post, as evidenced by the postmark, to the following address: European Commission, Secretariat-General, Unit SG.R.1, Office BERL 07/085, 1049 Brussels, BELGIUM,
— delivery (in person or by any party representing the candidate, or by courier) to the following address:
European Commission, Secretariat-General, Unit SG.R.1, Office BERL 07/085, avenue du Bourget 1, 1140 Brussels (Evere), BELGIUM.
This department is open from 8:00 until 17:00, Monday to Thursday, and from 8:00 until 16:00 on Fridays. It is closed on weekends and on Commission holidays.
For deliveries by courier, the valid date of dispatch will be the date on the courier’s delivery note. For deliveries made in person or by any party representing the candidate, delivery will, in this case, be confirmed by a receipt dated and signed by an official from the Commission’s Central Mail Department who takes delivery of the documents.
The candidate must:
— quote reference ‘SG/R/1/PR-2014-01-PR’ in his request to participate,
— enclose the documents and information required in points III.2.1 to III.2.3 of this notice.
Legal position — means of proof required:
name of the country in which the candidate has his head office or is domiciled, together with corresponding documentary evidence, in accordance with legislation in his country of residence.
Submission of an identification sheet, including name, legal status, nationality, postal address, telephone and fax numbers, person to contact for this contract and e-mail address, website (where applicable), VAT number (where applicable), legal registration number (where applicable) and precise bank details.
If the candidate intends to form a consortium, grouping or association of companies, he must give details of the composition thereof. In this case, the documents and information must be provided separately for each partner concerned.
Furthermore, the lead company must be identified as such and all members of the consortium, grouping or association of companies must declare that they accept said company as leader.
In order to prove that he has the requisite capacities specified in points III.2.2 and III.2.3, the candidate may make use of the capacities of other bodies irrespective of the legal nature of the connection between himself and said bodies. In such an event, he must provide the contracting authority with proof that he will have the resources needed to carry out the contract by, for example, producing a written commitment by said bodies to make such resources available.
The candidate (separate documents for each member of a consortium, grouping or association of companies, if this is the case) shall enclose with his request to participate a duly signed and dated solemn declaration, attesting to the fact that he is not in any of the cases which would exclude him from participating in the contract.

This document is available at the following address: http://ec.europa.eu/dgs/human-resources/markets_fr.htm

Tenders submitted by a consortium, grouping or association of companies must include:
(a) a document giving the composition and constitution of the entity or the legal form of this cooperation in the event they are awarded the contract;
(b) a letter signed by each grouping member with details of their undertaking to perform the work, specifying their role, qualifications and experience. Tenderers failing to provide this document will be automatically excluded.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The tenderer must prove its economic and financial capacity to supply the services as described in the tender over the given period. The tenderer (i.e. in case of a joint tender, the combined capacity of all members of the consortium and identified subcontractors) will provide the following evidence documents:
i. copy of the profit & loss account and balance sheet for the last 3 years for which accounts have been closed;
ii. failing that, an overview of available budgets and incurred expenses for the last 3 years;
iii. failing that, appropriate statements from banks;
iv. 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 one or the other of the above documents, it may prove its 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.

III.2.3)Technical capacity

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

a. Criteria relating to tenderers:

Tenderers (in case of a joint tender the combined capacity of all tenderers and identified subcontractors) must comply with the following criteria:

i. the tenderer must prove thorough knowledge and research experience in the field of contemporary history of European integration and/or politics of European integration in its historical context. That proven knowledge and research experience should also include the capacity to incorporate further, such as economic, legal, and/or sociological aspects of European integration into the research. Moreover, that proven knowledge and research experience should relate to the Commission as an institution and/or to the major political issues encountered by the Commission during the reference period;

ii. proven experience of having delivered 1 or more multinational research projects in this or a related field during the last 10 years;

iii. the tenderer must prove the capacity of applying research techniques such as carrying out interviews, gathering other sources including the consultation of archives, the collection of data, and assembling images and iconography;

iv. the tenderer must prove the capacity of working at the requisite professional standard in English or French. In particular the tenderer must prove the capacity of drafting the research output in English or French;

v. where organisations such as consortia (partnerships of bodies, groups of companies or any other form) are created specifically for the purposes of this contract, they must be properly constituted by the time the contract is signed.

b. Criteria relating to the team delivering the service:

The tenderer must be able to set up a team of multicultural, multilingual researchers covering the discipline(s) in which proficiency is required and capable of carrying out the work required under the contract by assuming all the tasks needed to conduct research on this scale.

The team delivering the service should include, as a minimum, the following profiles:

Research director: at least 10 years’ professional research experience in the field specified in the first paragraph under a) above, and experience in research project management, including overseeing project delivery, quality control of the delivered service, client orientation and conflict resolution, in (a) project(s) of a relevant size (at least 100 000 EUR), and experience in the management of a team of at least 5 people.

Researcher: relevant higher education degree and/or 5 years’ professional research experience in the field specified in the first paragraph under a) above.

Data collection: collectively the team should have proven experience of 5 years in the data collection techniques specified in the third paragraph under a) above.

Languages: for both data collection and proofreading a sufficient number of members of the team should have language skills in English and French at native level or equivalent.

c. Evidence:

The following evidence should be provided to fulfil the above criteria:

1. list of relevant services (research projects) provided in the past 10 years, with sums, dates and recipients, public or private. The most important services shall be accompanied by certificates of satisfactory execution, specifying that they have been fully completed;

2. the educational and professional qualifications of the persons who will provide the service for this tender (CVs) including the management staff. Each CV provided should indicate the intended function in the delivery of the service;

3. as far as the research director and researchers are concerned, the evidence should include a record of pertinent published work;

4. experience in applying data collection techniques should also be evidenced, typically by previous pertinent work;

5. language proficiency should be guaranteed by a certificate or past relevant professional experience;

6. tenders from consortia (partnerships of bodies, groups of companies or any other form) must specify the role, qualifications and experience of each of the members of the consortium and provide evidence that all members agree to participate in the consortium.

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

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:

SG/R/1-2014-01-PR.

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

16.1.2015 – 15:00

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

IV.3.8)Conditions for opening of tenders

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 attention of interested parties is drawn to the aim of this notice, i.e. to select candidates who will be sent the specifications and invited to tender.

2) NB: interested parties are requested to strictly observe the conditions stated in point III.2 of this notice when submitting their request to participate, namely:

— to send their application by letter before the date or deadline given in point IV.3.4. Applications which arrive after this time limit will be automatically rejected,

— to enclose all the documents and information required under points III.2.1 to III.2.3.

Incomplete applications may be automatically rejected.

3) Interested parties should refrain from requesting further information at this stage of the procedure.

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 date on which it became known to them. A complaint made to the European Ombudsman neither suspends this period nor opens 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:

24.11.2014



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