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Supplies - 236118-2017

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22/06/2017    S118

Belgium-Brussels: Acquisition and implementation of an electronic records management system (ERMS) — EP/DGPRES/ERMS/2017/021

2017/S 118-236118

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Official name: European Parliament, Directorate-General for the Presidency, Directorate for the Plenary, Official Mail Unit
Postal address: rue Wiertz 60
Town: Bruxelles
Postal code: 1047
Country: Belgium
Contact person: Resources Unit
E-mail: DGPRES-Budg&

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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.1.1)Title attributed to the contract by the contracting authority:
Acquisition and implementation of an electronic records management system (ERMS) — EP/DGPRES/ERMS/2017/021.
II.1.2)Type of contract and location of works, place of delivery or of performance
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 a single operator

Duration of the framework agreement

Duration in years: 10
Justification for a framework agreement, the duration of which exceeds four years: The need for an efficient records management system is not limited in time. The ERMS will provide records management functionalities not only to users directly but also to many IT systems of the Parliament. The very nature of the records management activity, which includes the preservation of records until their transfer to the historical archives, entails the use of the system over a long period of time. In addition, after the signature of the framework contract, the deployment of the system and the migration of data from the current records management system may take more than 1 year, which makes the period of use of the system shorter.
Moreover, it would be very costly to replace the ERMS with a new system after a few years (training of end-users, migration of data, update of client applications integrated with the ERMS, etc.).

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

Estimated value excluding VAT: 10 800 000 EUR
II.1.5)Short description of the contract or purchase(s)
Supply of IT software (ERMS — electronic records management system), its deployment in the European Parliament and provision of related services: maintenance and technical assistance, training, consultancy, configuration, customisation and client application development within the ERMS or by using the ERMS technologies as well as service management.
II.1.6)Common procurement vocabulary (CPV)

79996100 Records management

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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: 10 800 000 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: 8
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
Duration in months: 120 (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:
An irrevocable, unconditional performance guarantee, payable at first call, in the amount of 200 000 EUR, certified by a letter of guarantee furnished by a bank, a financial establishment or a third party approved by the European Parliament's Accounting Officer, shall be established no later than 45 calendar days following the signing of the contract, and at all events before the first payment request is submitted. Payment requests issued by the contractor shall be admissible only if proof of the establishment of the bank guarantee has been forwarded to the European Parliament. The guarantee shall be released at the contractor's request 60 calendar days after final acceptance of the supplies by the European Parliament in accordance with the specifications. Any charges relating to the guarantee shall be payable by the contractor.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The contractor is able to invoice the licences when the European Parliament starts the production use of the ERMS, accompanied by the acceptance sheet signed by the European Parliament and the contractor.
The deployment project and the related configuration/customisation activities shall be invoiced:
— 10 % when the standard package has been installed at the European Parliament,
— 50 % when the contractor has delivered the full system, including needed configuration and customisation, for testing at the European Parliament,
— 35 % after the final acceptance of the delivery by the European Parliament,
— 5 % after the warranty period.
All the other activities will be invoiced as will be defined in the order form or in a specific contract.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Participation in this invitation-to-tender procedure is open on the same terms to all natural or legal persons and public entities in a European Union Member State and to all natural and legal persons and public entities of a third country which has concluded a specific public procurement agreement with the European Union giving them access to the contract which is the subject of this invitation to tender and on the terms laid down by that agreement.
In order to ascertain the eligibility of tenderers, they must indicate in their tenders the country in which they have their registered office or in which they are domiciled. They must also submit the evidence required under their national law or other, equivalent proof enabling the European Parliament to check where they come from.
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: Any tenderer must furnish proof of his authorisation to perform the contract under his national law. To do so, he shall submit 1 or more supporting documents substantiating that authorisation. The European Parliament accepts, as supporting documents, registration in the business or professional registry, a sworn statement or certificate substantiating membership of a specific organisation or registration in the VAT registry. If none of these documents provide the requisite proof to substantiate and assess the existence of such authorisation, the European Parliament may accept other equivalent official documents furnished by the tenderer.
As proof of their status and legal capacity, tenderer must append to their tenders a copy of their articles of association or equivalent document enabling the European Parliament to determine their form and legal capacity to perform the contract. Should the proof submitted not be sufficient for that purpose, the European Parliament may demand other proof during the tender assessment process. Where no such proof is submitted, the European Parliament reserves the right to deem the tender inadmissible.
In the case of groups of economic operators, each member will furnish proof of authorisation to perform the contract.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Tenderers shall have sufficient economic and financial resources to enable them to perform the contract in compliance with the contractual provisions, given the value and scope thereof. If, on the basis of the information supplied by the tenderer, the European Parliament has doubts about a tenderer's financial resources, or if these are insufficient for performance of the contract, the tender may be rejected without the tenderer being entitled to claim any financial compensation.
In respect of the contract which is the subject of this invitation to tender, the European Parliament furthermore requires tenderers to have a minimum financial and economic capacity, which will be assessed on the basis of the following information:
— minimum turnover of 4 000 000 EUR including a certain minimum of 2 000 000 EUR turnover in the area covered by the contract, for each year during the last 3 years for which accounts have been closed.
Financial and economic capacity will be assessed on the basis of the information included in the following documents, to be supplied by tenderers:
— financial statements (balance sheets, profit and loss accounts and any other related financial information) or their extracts for a period equal to or less than the last 3 years for which accounts have been closed.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
— At least 3 years' experience in records management systems/services/deliveries similar to those required by the contract concerned.
— Experience with at least 3 similar deployments, carried out over the course of the past 6 years, in the field of records management, and comparable in scope, complexity, architecture and size with the project outlined in this call for tender.
— A team of experts in the field covered by the invitation to tender comprising at least 12 persons, among whom at least 1 senior project manager, 2 senior analysts, 3 senior developers, 2 senior trainers and 2 senior product experts. Each of these experts need to fulfil the minimum requirements stated in the technical specifications document, Chapter 5.1.
— Compatibility with the IT environment of the European Parliament (described in Annex III.1).
Minimum level(s) of standards possibly required:
a) CVs: the educational and professional qualifications of the persons responsible for providing the services or carrying out the works. The CVs must be supplied using the Europass model and must cover the following profiles: 1 senior project manager, 2 senior analysts, 3 senior developers, 2 senior trainers and 2 senior product experts (see minimum requirements in Chapter 5.1 of the technical specifications document).
b) A list of at least 3 deployments, similar in scope, complexity, architecture and size to those required by the contract concerned, carried out in the past 6 years.
The tenderer shall furnish proof in the form of certificates issued or countersigned by the customers that the number of users and records (Chapter 4.5.1 of the technical specifications) is comparable and that deployments have included at least the following functions: filing plan (Chapter 3.3.6), functional classification scheme (Chapter 3.3.7), multiple filing without creating duplicates (Chapter 3.3.4), provision of records management services to other applications (Chapter 3.4) and management of confidential non-classified records (Chapter 3.7.6). The certificates must specify the infrastructure implemented and must also include the name of the signatory, phone number and e-mail address of the customer.
c) The declaration concerning the compatibility with the European Parliament's IT environment, duly dated and signed, which is set out in Annex VIII.2. The compatibility of the proposed solution with the European Parliament's IT environment must be substantiated with appropriate supporting technical documents for works, supplies requiring siting or installation operations or services.
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
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:
IV.3.2)Previous publication(s) concerning the same contract
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: 22.9.2017
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
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: 12 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 4.10.2017 - 11:00


Building PHS, room PHS 55 A, rue Wiertz 33, 1047 Brussels, BELGIUM.

Persons authorised to be present at the opening of tenders: yes

Additional information about authorised persons and opening procedure: Tenderers wishing to attend the opening of the tenders are asked to notify the department responsible for managing this procurement procedure no later than 3 working days before the tender opening date, by e-mail at DGPRES-Budg& Only 2 representatives may attend. Tenderers failing to give notification will automatically be refused access to the opening. The names of the persons attending the opening of the tenders must be given in the notification.

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

The documents relating to this invitation to tender will be published on the European Parliament's website at the following address: Documents are only available in English.

The Parliament may exercise the option to increase the estimated contract amount, by maximally 50 %, at a later stage via negotiated procedure with the successful tenderer in accordance with Article 134(1)(e)(f) of the rules of application of the Financial Regulation.
As stated in the tender documentation, the estimated total value specified in points II.1.4 and II.2.1 does not include end-user training and development of client applications.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Official name: General Court of the Court of Justice 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:

Body responsible for mediation procedures

Official name: European Ombudsman
Postal address: 1 avenue du Président Robert Schuman, BP 403
Town: Strasbourg
Postal code: 67001
Country: France
Fax: +33 388179062
Internet address:

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Official name: See point VI.4.1

VI.5)Date of dispatch of this notice: