435312-2014: Italy-Ispra: Framework service contract for operating the EFAS dissemination centre in support to the Copernicus emergency management service (EMS)/early warning system (EWS)


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Directive 2004/18/EC

Section I: Contracting authority

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

European Commission, DG Joint Research Centre JRC, Institute for Environment and Sustainability
via Enrico Fermi 2749, TP 581
Contact point(s): JRC.B.5 — Finance and Procurement
For the attention of: Cristian Breazu
21027 Ispra VA
ITALY
E-mail: jrc-ies-procurement@ec.europa.eu
Fax: +39 0332785730

Internet address(es):

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

Electronic access to information: http://web.jrc.ec.europa.eu/callsfortender/

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
Other: Research and development.

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 service contract for operating the EFAS dissemination centre in support to the Copernicus emergency management service (EMS)/early warning system (EWS).

II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Contractor’s premises.

NUTS code ITC41

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: 6
Justification for a framework agreement, the duration of which exceeds four years: This procurement procedure is based on the Copernicus programme led by DG Enterprise and Industry which has entered its full operational phase following the adoption of the Copernicus Regulation in April 2014 (Regulation (EU) No 377/2014 of the European Parliament and of the Council of 3.4.2014, establishing the Copernicus programme and repealing Regulation (EU) No 911/2010). The financial envelope for the implementation of the Copernicus programme activities is provided under the multiannual financial framework (MFF) from 2014 to 2020.
In this context aligning the duration of the framework contract with the life cycle of the implementation of the Copernicus Regulation of 6 years, provides a better efficiency, effectiveness, economy and competition from the outset and over the duration of the Regulation. On the contrary, in a scenario of 2 subsequent contracts, a second contract of 4 years will hardly be able to cope with a change in the Regulation after 2020 whilst a limited, 2-year contract is expected to be less attractive to the market hence limiting competition.

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

Estimated value excluding VAT: 2 300 000 EUR

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

The Copernicus EU space programme led by DG ENTR has entered its full operational phase following the adoption of the Copernicus Regulation in April 2014 (Copernicus programme 2014–2020 repealing Regulation (EU) No 911/2010 2009/0070(COD)). The emergency management services (EMSs) mapping and early warning system (EWS), which have been initial operational activities since April 2012 and October 2012 respectively, will continue as a full operational service as defined in Article 5 of the Copernicus Regulation. Copernicus EMS is operating in direct support to the European civil protection mechanism executed by the European Response Coordination Centre (ERCC) and the EU Member States. The implementation of the Copernicus EMS has 4 different modules:

1. the EMS rapid mapping: on-demand and fast provision of geospatial information in support to emergency management activities immediately following an emergency event;

2. the EMS risk and recovery mapping: on-demand provision of geospatial information in support to emergency management activities during the phases of the emergency management cycle not related to the immediate response, i.e. not requiring rush mode delivery. In particular, information provision relates to the prevention, preparedness and reconstruction phases;

3. the EMS validation: verification of a sample of service outputs produced by Copernicus emergency management service rapid mapping or Copernicus emergency management service risk and recovery mapping services, and includes external quality control, validation of thematic information content and comparison to alternative information sources related to the emergency context;

4. the EMS early warning: its first building block is the European flood awareness system (EFAS) delivering added value information to the national hydrological services and provides a unique overview on the current and forecast flood situation. The second building block will be from 2015 onwards via the European forest fire information system (EFFIS) which delivers harmonised information on forest fires in Europe.

The main scope of this procurement is to operate the EFAS dissemination centre. The key role of the dissemination centre is to regularly analyse the results of EFAS with regard to the hydrological situation in Europe and to inform the ERCC and the Member States’ authorities accordingly. Also an important role of the dissemination centre is further to provide the link between EFAS and the end users through management of the provider network, collection and provision of feedback and by informing the different stakeholders about EFAS.

II.1.6)Common procurement vocabulary (CPV)

72316000, 79430000, 71351920, 79416100

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:

The total estimated value excluding VAT is expected to be 2 300 000 EUR over 6 years, including price indexation, a contingencies budget amounting to a maximum of 200 000 EUR and a budget for the reimbursement of expenses amounting to a maximum of 45 000 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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please refer to tender documents.

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:

Tenders can be submitted by consortia of 2 or more economic operators (‘joint tender’). Each legal entity will be required to become a party to the contract in case of award, and shall assume joint and several liabilities towards the contracting authority for the fulfilment of the terms and conditions of the contract.

The consortium shall nominate 1 legal entity (‘the leader’) who will have full authority to bind the consortium and each of its members when presenting an offer and signing the contract (proof must be submitted with the offer), and will be responsible for the administrative management of the contract (invoicing, receiving payments, etc.) on behalf of all other entities.

Subcontracting is allowed but the contractor shall retain full liability towards the contracting authority for implementation of the contract.

An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal. Please refer to tender documents for additional requirements.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please refer to tender documents.

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: Tenderers will not be eligible to take part in this contract award 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 on the financial rules applicable to the general budget of the Union and repealing Council Regulation (EC, Euratom) No 1605/2002.
Should a contract be awarded, the winning tenderer shall produce the supporting documents required in Article 143(2) in conjunction with Article 143(3) of Commission Delegated Regulation (EU) No 1268/2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union.
In the case of a grouping, the documents and information required for this criterion must be supplied by all members of the grouping including subcontractors with an estimated individual budget share of more than 20 %. Please refer to tender documents for additional requirements.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The tenderer shall furnish a copy of profit & loss accounts for the last 3 years for which accounts have been closed. Where the relevant tenderer’s law requires the accounts to be audited or approved by a competent authority and they have been audited or approved, then the auditor’s statements or the approvals of the competent authority shall join the copy of the profit & loss accounts submitted. The tenderer shall also include a statement as to the annual turnover for the last 3 years for which accounts have been closed. If, for some exceptional reason which the contracting authority considers justified, the tenderer is unable to provide the references requested by the contracting authority, he may prove his economic and financial capacity by any other means which the contracting authority considers appropriate. The Commission reserves the right to request any other document enabling it to verify the tenderer’s economic and financial capacity.
Minimum level(s) of standards possibly required: The tenderer shall prove that he has had an annual overall turnover for each of the last 3 years for which accounts have been closed of a minimum of 350 000 EUR. In the case of groupings this minimum applies to the whole grouping.

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:

A. Tenderer technical experience:

the tenderer shall provide a list of principal and relevant services executed in the past 3 years, with a short description, sums, dates and recipients — public or private. In the description of the services the tenderer shall indicate the specific level to which that service contributes.

Where the services are provided to contracting authorities, evidence of performance shall be in the form of certificates issued or countersigned by the competent authority.

B. Qualifications of the persons responsible for providing the services:

for each person responsible for carrying out the services of the contract, the tenderer shall provide his/her CV, preferably, in accordance to the Commission recommendation on a common European format for curricula vitae, available on:

http://europass.cedefop.europa.eu/en/documents/curriculum-vitae signed by the expert and his/her statement on the professional qualifications and experience referring to which specific level it contributes.

C. Tenderer qualifications:

the tenderer shall provide evidence of inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.

If, for some exceptional reason which the contracting authority considers justified, the tenderer is unable to provide the references requested by the contracting authority, he may prove his technical capacity by any other means which the contracting authority considers appropriate.

Minimum level(s) of standards possibly required:

A. Tenderer technical experience:

minimum level 1: the tenderer shall have at least 1 7/365 operational service focused on flood forecasting including communication to end users, ongoing at the time of tender submission and having run continuously for at least 36 months;

minimum level 2: the tenderer participated in 1 or more networks of hydrological services from a minimum of 3 different countries during the last 36 months.

B. Qualifications of the persons responsible for providing the services:

a) The tenderer shall propose a team leader (principle scientist) that meets the following requirements:

minimum level 3: he/she has a university degree in hydrology (or equivalent) and 6 years’ experience in an operational environment related to flood forecasting by means of numerical weather prediction systems including the responsibility of communicating the results to end users;

minimum level 4: he/she has a minimum of 3 years of proven record in managing a team of experts in an operational environment.

b) The tenderer shall propose a team which meets the following requirements:

minimum level 5: at least 1 team member has at least 3 years of experience in flood forecasting based on ensemble prediction or a minimum of 3 publications on the topic as first or second author;

minimum level 6: at least 1 team member has at least 3 years’ experience with the analysis of numerical weather prediction;

minimum level 7: all team members that will be involved in the analysis of the flood forecasts have at least 1 year of experience in flood forecasting;

minimum level 8: at least 50 % of the team members, in particular the ones which interact with the contracting authority or work on deliverables, are fluent in English (equivalent to common European framework level C2);

minimum level 9: at least 1 team member is proficient in a Romanic language (equivalent to common European framework level C2);

minimum level 10: at least 1 team member is proficient in a Slavic language (equivalent to common European framework level C2).

C. Tenderer qualifications:

minimum level 11: the tenderer is authorised to perform the contract under national law.

In the case of groupings these minimum levels apply to the whole grouping.

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

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

IV.3)Administrative information

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

JRC/IPR/2014/H.7/0039/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

Time limit for receipt of requests for documents or for accessing documents: 18.2.2015

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

18.2.2015

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

IV.3.8)Conditions for opening of tenders
Date: 25.2.2015 – 15:00

Place:

JRC, reception building, first floor, room 7, via E. Fermi 2749, 21027 Ispra VA, ITALY.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: JRC in-house opening committee and max. 1 representative per tenderer can attend the opening meeting. The request must be sent by the tenderer to the contact point at least 3 working days in advance 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

The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): Regulation (EU) No 377/2014 of the European Parliament and of the Council of 3.4.2014, establishing the Copernicus programme.

VI.3)Additional information

The tender documents and any additional information are available on the contracting authority’s website https://web.jrc.ec.europa.eu/callsfortender/

The tender documents will be provided free of charge.

Contact between the contracting authority and the tenderers is authorised only in exceptional circumstances on the tenderer’s initiative not later than 5 working days before the final date for receipt of offer, in order (and only for this reason) to clarify the nature of the contract (see letter of invitation).

In so far as it has been requested in good time and in accordance with the tender documents, the additional information will be made available simultaneously to tenderers on the contracting authority’s website https://web.jrc.ec.europa.eu/callsfortender/

The tenderers are invited to regularly check this Internet address where answers to requests for additional information and to relevant questions will be made available. It is the responsibility of the tenderers to check updates and modifications during the tendering period.

On the basis of Article 134(1)(f) of the rules of application of the Financial Regulation, the Commission reserves the right to launch a negotiated procedure without prior publication of a contract notice with the contractor in view of concluding a further contract for the delivery of additional similar services. The budget for the additional services will not exceed 50 % of the initial contract value.

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 of the plaintiff.
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:

12.12.2014



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