Supplies - 98357-2014

Display compact view

25/03/2014    S59

Belgium-Brussels: Supply and installation of visual aids, signs and exhibition material

2014/S 059-098357

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: European Commission
Postal address: CSM 1 05/43
Town: Brussels
Postal code: 1049
Country: Belgium
Contact person: Office for Infrastructure and Logistics — Brussels
For the attention of: OIB.DR.2 Finance and Public Procurement
E-mail: oib-marches-publics@ec.europa.eu
Telephone: +32 22986989
Fax: +32 22960570

Internet address(es):

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

Address of the buyer profile: http://ec.europa.eu/oib/procurement_fr.htm

Electronic access to information: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=441

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: yes

Official name: Council of the European Union
Postal address: 1048
Town: Brussels
Country: Belgium

Official name: European Parliament
Postal address: 1047
Town: Brussels
Country: Belgium

Official name: Committee of the Regions (CoR) and the European Economic and Social Committee (EESC) joint services
Postal address: 1040
Town: Brussels
Country: Belgium

Official name: European Aviation Safety Agency (EASA)
Postal address: 50679
Town: Cologne
Country: Germany

Official name: European Chemicals Agency (ECHA)
Postal address: Annankatu 18
Town: Helsinki
Country: Finland

Official name: European Agency for Safety and Health at Work (EU-OSHA)
Postal address: 48009
Town: Bilbao (Biscay)
Country: Spain

Official name: European Centre for Disease Prevention and Control (ECDC)
Postal address: 17183
Town: Stockholm
Country: Sweden

Official name: Office for Harmonization in the Internal Market (OHIM)
Postal address: 03008
Town: Alicante (Alicante)
Country: Spain

Official name: Education, Audiovisual and Culture Executive Agency (EACEA)
Postal address: 1140
Town: Brussels
Country: Belgium

Official name: Innovation and Networks Executive Agency (INEA)
Postal address: 1040
Town: Brussels
Country: Belgium

Official name: Consumers, Health and Food Executive Agency (Chafea)
Postal address: 1822
Town: Luxembourg
Country: Luxembourg

Official name: Research Executive Agency (REA)
Postal address: 1000
Town: Brussels
Country: Belgium

Official name: European Police College (CEPOL)
Postal address: RG27 0JW
Town: Bramshill
Country: United Kingdom

Official name: European Research Council Executive Agency (ERCEA)
Postal address: 1000
Town: Brussels
Country: Belgium

Official name: Joint Undertaking for the implementation of the Joint Technology Initiative on Innovative Medicines (IMI)
Postal address: 1000
Town: Brussels
Country: Belgium

Official name: Clean Sky Joint Undertaking
Postal address: 1060
Town: Brussels
Country: Belgium

Official name: Fuel Cells and Hydrogen (FCH) Joint Undertaking
Postal address: 1049
Town: Brussels
Country: Belgium

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Supply and installation of visual aids, signs and exhibition material.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
A combination of these
Main site or location of works, place of delivery or of performance: Brussels.

NUTS code BE100 Arr. de Bruxelles-Capitale / Arr. van Brussel-Hoofdstad

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: 3

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:
Range: between 19 000 000 and 21 000 000 EUR
II.1.5)Short description of the contract or purchase(s)
The contract mainly involves printing visual aids using different media. The contract also allows for the purchase and/or rental of equipment required for signs, decoration, events, including the rental of the spaces required for these activities. Ancillary services such as: installation, removal, handling, studies, graphic design, and the processing of visual files are also part of the contract.
II.1.6)Common procurement vocabulary (CPV)

44423400 Signs and related items, 79822500 Graphic design services, 79823000 Printing and delivery services

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:
Range: between 19 000 000 and 21 000 000 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: 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:
Payment at 30 days as stated in the provisions of the draft contract appended to the specifications.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Each individual grouping member must comply with the non-exclusion criteria. The grouping as a whole must comply with the selection criteria (see points III.2.2 and III.2.3) and the different grouping members will be jointly and severally liable for contract performance.
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: A. Submission of the tender:
tenders must be submitted in a double envelope. Both envelopes must be sealed and the inner one must be marked with both the name of the department which it is addressed to (see above) and the following: 'OIB.DR.2/PO/2013/083/606 — Offre de (name of tenderer) — À ne pas ouvrir par le service du courrier'.
Self-seal envelopes must be sealed with adhesive tape, with the sender's signature written across the tape.
Tenderers may elect to send their tenders:
(a) either by post or courier to the official address in point I.1 of this notice. In this case, the date of dispatch will be evidenced by the postmark or the date on the delivery receipt;
(b) or by delivering them straight to the European Commission's Central Mail Department, either in person or via any representative of theirs, courier services included. In this latter case, the full address given in point I.1 of this notice must be written on the outer envelope. Confirmation that the tender has been delivered will be in the form of a dated receipt issued by the European Commission's Central Mail Department. The address of the European Commission's Central Mail Department is avenue du Bourget 1-3, 1140 Brussels, BELGIUM. Its opening hours are 9:00–16:00, Monday to Friday, Commission holidays excepted.
B. Tenderer's references:
the tenderer (or each member in the case of groupings) must:
— quote reference 'OIB.DR.2/PO/2013/083/606' in the cover letter with his tender,
— enclose identity details (groupings shall provide these separately for each member and state which is the lead company) as follows: name, legal status, nationality, address, telephone and fax numbers, contact name and e-mail address, VAT number and legal registration number (where applicable),
— enclose the documents and information required under point III.2 'Conditions for participation'.
C. Legal position:
Information and formalities necessary for evaluating whether requirements have been met:
— the tenderer shall enclose documentary proof with the name of the country in which he has his head office or is domiciled, as required under law in his country of residence,

— the tenderer shall enclose a duly signed and dated solemn declaration stating that he is not in any of the situations which would disqualify him from taking part in a contract awarded by the European Union. The solemn declaration must take the form of the template published on the following page, in its entirety: http://ec.europa.eu/oib/procurement_fr.htm

NB: the successful tenderer must, on pain of exclusion, furnish the following documentary evidence in support of the solemn declaration prior to signature of the contract:
— recent extract from the judicial record or, failing this, an equivalent document recently issued by an appropriate judicial or administrative body in the country in which the tenderer resides, stating that he is not bankrupt or being wound up, his affairs are not being administered by the court, he has not entered into an arrangement with creditors, he has not suspended business activities, is not the subject of proceedings of this nature, nor is he in any analogous situation arising from a similar procedure under national laws or regulations,
— recent extract from the judicial record or, failing this, an equivalent document recently issued by an appropriate judicial or administrative body in the country in which the tenderer resides, stating that he has not been convicted of an offence concerning his professional conduct by a judgment which has the force of 'res judicata' and has not been the subject of a judgment which has the force of 'res judicata' for fraud, corruption, involvement in a criminal organisation or for any other illegal activity detrimental to the Union's financial interests,
— recent certificate issued by an appropriate body in the country in which the tenderer resides, stating that he has fulfilled his obligations in respect of payment of social security contributions,
— recent certificate issued by an appropriate body in the country in which the tenderer resides, stating that he has fulfilled his obligations in respect of payment of taxes (direct taxes and VAT) in accordance with legal provisions in said country.
Where no such documents or certificates are issued in the country concerned, they may be replaced by a statement under oath, or failing that, a solemn declaration made by the tenderer before a judicial or administrative body, a notary or a qualified professional body in said country.
NB: groupings must furnish the necessary solemn declaration, and supporting documents and information in the event they are awarded the contract, for each individual member.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: — copy of financial statements for the past 3 financial years, showing annual pre-tax profits. If, for a valid reason, the tenderer is unable to provide them, he must enclose a statement as to annual pre-tax profits for the past 3 years. If the operating accounts or the statement show an average loss over the past 3 years, then the tenderer must furnish another document as proof of his financial and economic capacity, such as an appropriate guarantee from a third party (e.g. the parent company), statements from auditors or equivalent,
— statement as to overall annual turnover during the past 3 financial years,
— statement as to annual turnover specific to the field covered by this contract notice, realised during the past 3 financial years.
Minimum level(s) of standards possibly required: the tenderer must provide proof of a specific annual turnover in the field covered by this contract notice, realised during the past 3 years with an annual average of minimum 1 000 000 EUR.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:

— the tenderer must provide a description of the large-scale display projects (minimum 200 m2 per project) all in one piece completed in the last 5 years. The description of each project shall include: the date, customer's name and particulars, amount invoiced, brief description of the project including the total surface area (m2). The Commission reserves the right to ask the recipients of the services referred to if they were satisfied with the services provided by the tenderer,

— the tenderer must describe those projects, of a minimum of 65 000 EUR per project, having a total value of at least 1 000 000 EUR over the past 3 years. The description of each project shall include: the date, customer's name and particulars, amount invoiced, brief description of the project including the total surface area (m2). The Commission reserves the right to ask the recipients of the services referred to if they were satisfied with the services provided by the tenderer,

— the tenderer must provide a detailed organisational chart of its structure including the duties and qualifications of the staff,
— the tenderer must provide a description of the technical equipment available,
— the tenderer must provide an ISO 9001 quality management certificate or equivalent, or if the tenderer does not have such certificates or cannot obtain them in time, other evidence of equivalent quality assurance provided by him,
— the tenderer must provide EMAS, ISO 14001 certification or equivalent, or if the tenderer does not have such certificates or cannot obtain them in time, any other evidence submitted by the company to demonstrate its environmental management capacity, including a description of environmental management systems in the field of this invitation to tender,
— statement as to whether or not the tenderer intends subcontracting part of the contract and, if so, the proportion likely to be subcontracted. Any part of the contract subcontracted remains the contractor's responsibility.
Minimum level(s) of standards possibly required:
the tenderer must provide proof of:

(a) implementation of at least 2 projects in the last 5 years, large-scale display projects (minimum 200 m2 per project) all in one piece;

(b) completion in the last 3 years of major projects with a minimum total value of 1 000 000 EUR (projects whose individual value is at least 65 000 EUR);
(c) as a minimum, the following capacities, as evidenced by CVs. For each person, experience of at least 2 years in the specified domain is required:
— 1 manager to be responsible for performance of the contract as a whole,
— 3 project managers,
— 3 graphic designers (2D, 3D),
— 1 technician specialised in new audiovisual, computer and media technology,
— 4 production operators/technicians;
(d) the technical materials listed as follows:
— workshop for the manufacture of custom-built items from various materials, metal, wood, cardboard, PVC and others, for exhibitions and other events,
— the workshop should also be provided with at least 1 machine that can print with solvent-free inks, with a width of at least 3 m and a minimum resolution of 300 dpi in A3 format,
— a graphic design space for at least 3 designers working on projects for signs, visual aids, stand architecture, specific furniture and other equipment, including the equipment required for this type of study (PC-specific software such as AutoCAD SketchUp, Photoshop and Illustrator). The space shall also be equipped with equipment for image processing, such as scanners and A0 Plotters.
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:
OIB.DR.2/PO/2013/083/606.
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
5.5.2014 - 16:00
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: 12.5.2014 - 10:00

Place:

tenders will be opened at the Office for Infrastructure and Logistics — Brussels, cours Saint-Michel 23, Room SDR 05/029, 1040 Brussels, BELGIUM.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: 1 duly authorised representative per tenderer may attend the opening of tenders (a passport or identity card must be presented). Tenderers wishing to participate must inform Unit OIB.DR.2 Finance and Public Procurement in writing (details given in point I.1 above) 2 working days before the tender opening session, at the latest.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 36 months after award.
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 specifications and additional documents (including questions and answers) will be available at the following websites:

https://etendering.ted.europa.eu/cft/cft-display.html?cftId=441

http://ec.europa.eu/oib/procurement_fr.htm

If they wish, interested parties may register via the website (e-tendering). They will then be notified by the online public procurement system of any updates available for this invitation to tender. Parties not registered on the site are requested to consult it regularly. The Commission cannot be held responsible should tenderers not be aware of any additional information on this invitation to tender given on the Internet site.
No paper version will be issued. Certified 'EMAS' in 2005, the OIB adopts an environmentally friendly attitude. EMAS is the eco-management and audit scheme, the EU voluntary instrument used by organisations to improve their environmental performance.
2) The contract will have a maximum term of 4 years; 2 year, with 2 renewals by tacit agreement for 1 year each time.
3) The following contracting authorities are participating in this invitation to tender procedure:
— the Council of the European Union,
— the European Parliament — EP,
— Committee of the Regions (CoR) and the European Economic and Social Committee (EESC) joint services in Brussels,
— the European Aviation Safety Agency (EASA) in Cologne,
— the European Chemicals Agency (ECHA) in Helsinki,
— the European Agency for Safety and Health at Work (EU-OSHA) in Bilbao,
— the European Centre for Disease Prevention and Control (ECDC) in Stockholm,
— the Office for Harmonisation in the Internal Market (OHIM) in Alicante,
— the Education, Audiovisual and Culture Executive Agency (EACEA) in Brussels,
— the Innovation and Networks Executive Agency (INEA) in Brussels,
— the Consumers, Health and Food Executive Agency (Chafea) in Luxembourg,
— the Research Executive Agency (REA) in Brussels,
— the European Police College (CEPOL) in Bramshill,
— the European Research Council Executive Agency (ERCEA) in Brussels,
— the Joint Undertaking for the implementation of the Joint Technology Initiative on Innovative Medicines (IMI) in Brussels,
— Clean Sky Joint Undertaking in Brussels,
— Fuel Cells and Hydrogen (FCH) Joint Undertaking (FCH) in Brussels.
4) Executive agencies may be included during the course of the contract (within a limit of 10 % of the total contract value and for all the executive agencies taken together) if, at the time of the invitation to tender, they did not exist and, consequently, could only be designated generically in the invitation to tender documents and among the contracting parties under the framework contract.
5) Point II.1.4 'Information on framework agreement':
The contract will be awarded as a successive multiple framework contract to the 3 compliant tenders with the best quality/price ratio.
A successive multiple framework contract is understood as being a situation where a separate framework contract is entered into on identical terms between the contracting authority and several companies. This is to ensure that the contract will be carried out successively by 1 or other of the contractors, should the first contractor be unavailable.
Once the shortlisted tenders have been assessed, the contracting authority will draw up a list of tenderers in descending order to establish the order in which they will be called upon when the order is placed. Should the first tenderer on the list be unavailable, the contracting authority may call upon the tenderer in second position, then if necessary, and following the same procedure, upon the one in third position.
6) 2 optional site visits are scheduled for 1.4.2014 (see point IV.4 of the invitation to tender).

7) For further information on participating in invitations to tender and on the sequence of procedures for public procurement at the OIB, please consult the 'Guide for tenderers' and the brochure 'Doing business with the European Commission', accessible via the link: http://ec.europa.eu/oib/procurement_fr.htm

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address: http://curia.europa.eu

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:
13.3.2014