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Servizi - 222897-2016

01/07/2016    S125

Belgium-Brussels: UCA 15/080 Supply of new ITSM tool and associated training, consultancy, support and maintenance, implementation and migration services

2016/S 125-222897

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Council of the European Union, General Secretariat
Postal address: rue de la Loi/Wetstraat 175
Town: Brussels
NUTS code: BE10 Région de Bruxelles-Capitale / Brussels Hoofdstedelijk Gewest
Postal code: 1048
Country: Belgium
Contact person: Procurement Coordination Unit
Telephone: +32 2-2818062
Fax: +32 2-2810262
Internet address(es):
Main address:
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
European institution/agency or international organisation
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

UCA 15/080 Supply of new ITSM tool and associated training, consultancy, support and maintenance, implementation and migration services.

Reference number: UCA 15/080.
II.1.2)Main CPV code
48900000 Miscellaneous software package and computer systems
II.1.3)Type of contract
II.1.4)Short description:

The basic project which is the subject of the contract is described as follows:

The purpose of this call for tender is to establish a framework contract for the acquisition of an information technology service management solution (ITSM) and related services for training, consultancy, support and maintenance, implementation and migration.

The main objectives of the contract are to implement on the GSC's premises an ITSM solution: see Internet address provided in Section I.3 for a detailed description (Annex 1 ‘Tendering specifications’ — Section 2.2 ‘Object of the contract’).

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
72210000 Programming services of packaged software products
72212781 System management software development services
72220000 Systems and technical consultancy services
72250000 System and support services
II.2.3)Place of performance
Main site or place of performance:

Council of the European Union's premises, rue de la Loi 175, 1048 Brussels, BELGIUM.

II.2.4)Description of the procurement:

An indicative estimation of the volumes for licences and the services to be supplied over the whole duration of the contract is provided below.

Nevertheless, the actual value of the framework contract will depend on the quantities of licences and services, which the GSC will order by means of signature of specific purchase orders.

The acquired licences shall provide access to self-service features for 3 500 end users and access to supported processes for 500 users.

Estimated volume in terms of users:

— customer licences (access to self-service portal): maximum 3 500 connections (maximum 250 concurrent),

— first line support: maximum 50 connections (maximum 30 concurrent),

— second line support: maximum 250 connections (maximum 130 concurrent).

See Internet address provided in Section I.3 for more information (Annex 1 ‘Tendering specifications’ — Section 4 ‘ITSM solution’).

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 0.01 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: no
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

The General Secretariat of the Council does not publish the estimated monetary value of its contracts (see points II.1.5) and II.2.6) ‘Estimated value’). The estimated volume of services is set out in the tender specifications.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

Please see Section 3.2.2.a) of the tendering specifications.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

Please see Section 3.2.2.b) of the tendering specifications.

Minimum level(s) of standards possibly required:

Please see Section 3.2.2.b) of the tendering specifications.

1. During the last 3 financial years, the total yearly turnover for ITSM product and services must be at least 1 000 000 EUR/year.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

Please see Section 3.2.2.c) of the tendering specifications.

1. A concise, general presentation of the company, its products and service catalogue.

2. References of previous contracts of similar nature performed over the last 3 years (for each reference mention: client, the period of execution, the value of the contract, and detailed information on the nature and volume of services provided):

a) customisation and implementation of an ITSM solution and related consultancy services, including migration from BMC SD, if any;

b) integration of the ITSM solution with external systems;

c) for organisation of similar size: 3 500 employees and 250 service desk employees.

3. A statement giving details of the candidate's number of deployable staff in the areas of ITSM development and consultancy services mentioned in Section II.1.4.

4. A description of the candidate's technical and logistical facilities, and his measures for ensuring the quality of the services.

Minimum level(s) of standards possibly required:

1. All services mentioned in Section II.1.4 (see tendering specifications 2.2 ‘Object of the contract‘) must be covered.

2. At least 2 contracts, similar in scope and objectives, concluded during the last 3 years (date of signature), should be provided.

3. At least 2 consultants should be available for deployment and implementation within the duration of the contract.

III.1.5)Information about reserved contracts
The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

1. For a period of 3 years after the conclusion of the initial contract, the Secretariat may use a negotiated procedure with the economic operator awarded this contract, without prior publication of a contract notice for new services consisting in the repetition of similar services provided that these services conform to the basic project described in II.1.4.

2. Working language: the working language for service provision shall be English.

3. Subsequent documents: tender specifications will only be provided in English considering that English is the working language in IT.

Section IV: Procedure

IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 19/08/2016
Local time: 16:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 26/08/2016
Local time: 10:00

Council of the European Union, General Secretariat, rue de la Loi/Wetstraat 175, 1040 Brussels, BELGIUM.

Information about authorised persons and opening procedure:

A maximum of 2 representatives per tender can attend the opening of tenders. For organisational and security reasons, the tenderer must provide the full name and ID or passport number of the representatives at least 3 working days in advance to:

Should the tenderer not be able to send (a) representative(s), he may request the opening report at the same address.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
Telephone: +352 4303-1
Fax: +352 4303-2100
Internet address:
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

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 an appeal has to be lodged with the General Court. 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. Time limits are extended on account of distance by a fixed period of 10 days regardless of the place of establishment or habitual residence of the person concerned.

VI.4.4)Service from which information about the review procedure may be obtained
Official name: Council of the European Union, General Secretariat
Postal address: rue de la Loi/Wetstraat 175
Town: Brussels
Postal code: 1048
Country: Belgium
Telephone: +32 2-281-8062
Fax: +32 2-281-0262
Internet address:
VI.5)Date of dispatch of this notice: