Services - 322369-2018

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25/07/2018    S141

Luxembourg-Luxembourg: Provision of customised USB flash drives

2018/S 141-322369

Section I: Contracting authority

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

Publications Office of the European Union, 2, rue Mercier, Luxembourg, 2985, LUXEMBOURG (LU), Contact point(s): For the attention of: Contracts and Copyright Unit, Telephone: 00352 29 29-44331, E-mail:

Internet address(es):

General address of the contracting authority (URL):

Electronic submission of applications (URL):

Further information can be obtained from the above mentioned contact point(s).
Specifications and additional documents can be obtained from the above mentioned contact point(s).
Applications 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 call for expressions of interest

II.1)Title attributed to the call for expressions of interest
CEI 2018/01/OP/USB flash drives — Provision of customised USB flash drives
II.2)Type of contract and location of works, place of delivery or of performance
Service category No:
15 Publishing and printing services on a fee or contract basis
Main site or location of works, place of delivery or of performance:
Place of performance of the tasks shall be the contractor's premises with deliveries to the Publications Office in Luxembourg, Brussels or any other city in the European Union. On rare occasions, the contractor may be asked to deliver to an address outside the EU.
II.3)Description of the field or fields covered by the call for expressions of interest
The aim of this call for expressions of interest is the provision of customized USB flash drives or other data storage devices containing files, for the needs of the Publications Office's author services.
The USB flash drives shall be personalized with different logos or images in the outside part of the data storage device and will contain various types of files. The source files (content and artwork/layout files) necessary for the provision will be supplied by the Publications Office. Due to the variety of author services, the source files will not be presented in a unique and only way; therefore the contractor is required to have some flexibility in their acceptance, provided that the source files are of the sufficient quality to be used and reproduced. Artwork/layout files for the packaging will mainly be press optimised PDF files but may also be the source files (InDesign, Illustrator, Photoshop, QuarkXPress, etc.) with all the necessary items (fonts, images) included.
Models, colours, artwork/layout for the label and the packaging, capacity, and printing requirements shall be defined by the Publications Office for each specific case.
For each production, deadlines will be specified in the specific invitation to tender.
The main technical requirements concerning the USB flash drives are as follows:
— the flash memory shall always be of highest quality (Grade A); refusal percentage must be indicated,
— connectivity: USB 2.0 minimum,
— minimum speed: 12 MB/s in read mode, 4 MB/s in write mode,
— supported natively by modern operating systems such as Windows (7/8, 10), Mac OS X 10.11 or newer, Linux 4 and other Unix-like systems,
— preformatted with the FAT or FAT 32 file system,

— compliance with Directives 2011/65 on the restriction of the use of certain hazardous substances in electrical and electronic equipment (RoHS 2, see and Directive 2012/19 on waste electrical and electronic equipment (WEEE, see

Each USB drive must be protected by individual packaging, which may be a transparent plastic sleeve or a drive board box. In case of much complex or specific packaging (like printed packaging), additional instructions will be provided by the Publications Office' project manager through technical specifications.
The candidate will ensure delivery of all services according to the highest quality standards.
All deliverables shall undergo an internal quality control before they are sent. This shall include formal, technical and logical checking in order to ensure that the deliverables include the correct content, are readable and are not infected with viruses. Each delivery shall be accompanied by a quality report.
The Publications Office will undertake the quality control concerning the quality of the delivered product including printing on the devices and packaging. A randomly selected sample of copies may be chosen and tested by the Publications Office.
After the quality control of the delivered products, the Publications Office will complete and sign an acceptance sheet, stating that the deliverable has been accepted, accepted with defects or rejected and will return the acceptance sheet to the contractor.
Each invoice must be accompanied by the following documents:
— proof of dispatch clearly identifying the deliverable,
— quality report,
— acceptance sheet.
II.4)Information about lots
This call for expressions of interest is divided into lots: no.
Applications may be submitted for: 1 lot only.
II.5)Information about subcontracting (
The subcontracting is accepted: yes.
Conditions for subcontracting:
1) A candidate wishing to make use of subcontracting has to submit for approval of the Publications Office the following documents:
(a) declaration on the grounds of exclusion, covering the exclusion criteria of point IV.2), signed by the legal representative of the proposed subcontractor;
(b) a letter of intent, signed by the legal representative of the proposed subcontractor, stating:
— intention of the company to cooperate with the candidate/tenderer, if the latter is awarded the contract,
— roles and responsibilities of the subcontractor.
The Publications Office reserves the right to ask for additional documents in order to verify whether the proposed subcontractor is not subject to exclusion.
2. If the subcontracting is approved by the Publications Office, the contractor remains fully liable towards the Publications Office for the proper performance of the contract as a whole.
— the Publications Office will treat all contractual matters (e.g. payment) exclusively with the contractor, whether or not the tasks are performed by a subcontractor,
— under no circumstances can the contractor avoid liability towards the Publications Office on the grounds that the subcontractor is at fault.
II.6)Common procurement vocabulary (CPV)
Main object:
Main vocabulary: 79800000-2
Supplementary vocabulary: 79811000-2
II.7)Additional Information
Individuals or organizations who are interested in having their name entered on a list of potential contractors are invited to submit an application in accordance with the rules set out in point VI.1).
Upon examination of the applications received the contracting authority will draw up a list of potential contractors who may be invited to reply to specific invitations to tender in the future. The list resulting from this notice will be used for public contracts of the following type:
— service contracts under Annex IIA to Directive 2004/18/EC of the European Parliament and of the Council, except for research and development contracts in category 8 of this Annex worth less than the threshold in the Directive (as of 1.1.2018, this threshold is 144 000 EUR). It may also be used for low-value contracts.
Whenever an order is to be concluded, the contracting authority will send details of the proposed project to the candidates on the list. The order will be issued to the candidate who, while complying with the technical requirements and scheduled deadlines, will submit the lowest financial offer for the project in question.
Inclusion on a list of potential contractors does not guarantee in any way that the contracting authority will award a specific contract to any of these candidates.

Section III: Legal, economic, financial and technical information

III.1)Legal form to be taken by the grouping of suppliers, contractors or service providers to whom a contract might be awarded:
If the contract is awarded to a grouping, the latter must take on a legal form prior to contract signature if it will act as a sole service provider or designate one of its members as a group leader to represent the other members. The members of the grouping must be jointly liable for any contract with the European Union based on the list.
Where a grouping is involved, the criteria in point IV will apply both to the grouping as a whole and to its individual members for the exclusion criteria, but only to the grouping as a whole for the selection criteria concerning technical competence.
III.3)Technical competence
See points IV.3) (c-f).

Section IV: Procedure

IV.1)Type of procedure
IV.2)Grounds for exclusion
Applicants shall be excluded from participating in a contract if:
(a) they are bankrupt, being wound up or have suspended business activities, their affairs are being administered by the court, they have entered into an arrangement with creditors or similar measures or are the subject of any proceedings of that nature, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
(b) they have been convicted of an offence concerning their professional conduct by a judgment which is not open to appeal;
(c) they have been guilty of grave professional misconduct;
(d) they have not fulfilled obligations relating to the payment of social security contributions or taxes;
(e) they are guilty of serious misrepresentation in supplying the information required by the authorizing department;
(f) other: Where a grouping is involved, the exclusion criteria will apply both to the grouping as a whole and to its individual members.

Candidates must attest that they are not in any of the aforementioned situations by filling in and signing the form 'Declaration of honour on exclusion criteria and absence of conflict of interest' which covers the exclusion criteria of this point and is available on the website of the Publications Office: under the title 'Calls for expressions of interest'. The contracting authority may ask for evidence concerning this information if it believes that the tenderer to whom the contract is to be awarded may be in one of the exclusion situations.

IV.3)Selection criteria
The assessment of the candidates and their technical capability will be based on the following information / documents to be submitted by candidates:

(a) an identification sheet for the company, stating the corporate name(s), legal status, address, telephone, e-mail address and internet address, VAT number and bank details (the following form available on the website of the Publications Office under the title 'Calls for expressions of interest' must be filled in: 'Identification form');

(b) a brief description (maximum 3 pages) of their activities, related to the scope of this call for expressions of interest;
(c) description of at least 5 projects provided over the past 3 years in the field described in point II.3).
The comparable projects shall cover in total:
— at least 10 000 USB flash drives,
— at least 50 000 EUR.
The following details must be given for each project:
— brief description of the project,
— volume of the project,
— total value of the project,
— start and completion dates,
— customer's particulars.
(d) a catalogue of USB flash drives that the tenderer is able to provide. It shall contain photographs as well as descriptions;
(e) the description of the quality check procedure covering the following areas:
— checking of compliance of the USB flash drives with the technical requirements specified in point II.3),
— checking of the final deliverables,
— checking for absence of viruses.
(f) in order to demonstrate that candidates uses USB flash drives that are compliant with Directive 2011/65 on the restriction of the use of certain hazardous substance in electrical and electronic equipment as amended, and with Directive 2012/19 on waste electrical and electronic equipment (WEEE) as amended, they have to provide the following documents:

— the European Declaration of Conformity provided in Annex VI of the Directive 2011/65: https://eur-lex.europa. eu/legal-content/EN/TXT/PDF/?uri=CELEX:32011L0065&from=EN

— a declaration on honour stating that the candidate respects the provisions of Directive 2012/19 on waste electrical and electronic equipment (WEEE).
Both declarations must be submitted also for subcontractors if applicable.
IV.4)Administrative information
IV.4.2) Period of validity of the list resulting from this call for expressions of interests:
Expiry date of the list resulting from the call for expressions of interest: 13.7.2022
IV.4.3) Time-limit for the submission of applications: 12.4.2022
IV.4.4) Language(s) in which applications may be submitted: Any EU official language

Section VI: Complementary information

VI.1)Presentation and submission of applications
Applications must be submitted electronically. Candidates shall send an e-mail with the following wording in the subject field:
'Call for expressions of interest 2018/01/OP/USB flash drives – application form [company's name]'
To the following address:

Candidates will be informed within four weeks of receipt of their application by the Publications Office whether or not it has been accepted.
The file must contain all the documents needed to prove the candidates' suitability for inclusion on the list in terms of the criteria set out in points IV.2) and IV.3).