Supplies - 334451-2014

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03/10/2014    S190    European Parliament - Supplies - Contract notice - Open procedure 

Belgium-Brussels: PE/ITEC-CLAVIS14 — Implementation of an IT system for managing and classifying archived documents

2014/S 190-334451

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: European Parliament, Directorate-General for Parliamentary Research Services, Directorate for the Library
Postal address: rue Wiertz 60
Town: Brussels
Postal code: 1047
Country: Belgium
For the attention of: Human Resources Unit, Finance Service
E-mail: eprs-tenders@europarl.europa.eu
Telephone: +32 22842111

Internet address(es):

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

Electronic access to information: http://www.europarl.europa.eu/tenders/invitations.htm

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:
Official name: European Parliament, Directorate-General for Parliamentary Research Services, Directorate for the Library
Postal address: rue Wiertz 60
Town: Brussels
Postal code: 1047
Country: Belgium
Internet address: http://www.europarl.europa.eu/tenders/invitations.htm

Tenders or requests to participate must be sent to:
Official name: European Parliament
Postal address: Official Mail Service, Konrad Adenauer Building, Room 00D001
Town: Luxembourg
Postal code: 2929
Country: Luxembourg

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)Description
II.1.1)Title attributed to the contract by the contracting authority:
PE/ITEC-CLAVIS14 — Implementation of an IT system for managing and classifying archived documents.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Main site or location of works, place of delivery or of performance: Luxembourg.

NUTS code LU00 Luxembourg (Grand-Duché)

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 'supplies' part will have an initial duration of 2 years followed by an annual renewal by tacit agreement of 2 x 1 year, giving a maximum of 4 years.
The 'services' part will have an initial duration of 2 years followed by a facility for annual renewal by tacit agreement of 8 x 1 year, giving a maximum of 10 years.
This extension to the 'services' part of the framework contract for a period not exceeding 10 years is justified by the estimated lifespan of the system.

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

Estimated value excluding VAT:
Range: between 1 000 000 and 2 000 000 EUR
II.1.5)Short description of the contract or purchase(s)
Implementation of an IT system for managing and classifying archived documents of the European Parliament.
The 'supplies' part of the invitation to tender consists of implementing an IT system for managing and classifying archived documents which will provide, as a minimum, the functions of the current system as well as new functionalities, including multilingualism, and the recovery of existing data.
The invitation to tender also includes a 'services' part which will be implemented at a later date via 1 or more specific contracts. To this end, the following services must be provided:
— training and change management,
— corrective and evolutive maintenance,
— help and assistance to users,
— consultancy.
II.1.6)Common procurement vocabulary (CPV)

30200000 Computer equipment and supplies

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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 1 000 000 and 2 000 000 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: 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:
See Article I.5 of the framework contract.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
See specifications.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
See specifications.
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: see specifications.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: see specifications
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
see specifications
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
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
PE/ITEC-CLAVIS14.
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2014/S 138-246808 of 22.7.2014

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: 18.11.2014 - 16:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
18.11.2014 - 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: 8 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 26.11.2014 - 10:00
Persons authorised to be present at the opening of tenders: yes

Additional information about authorised persons and opening procedure: requests to attend the opening session must be e-mailed no later than 3 working days before the opening of tenders to: eprs-tenders@europarl.europa.eu

Participants must provide proof that they can act on the tenderer's behalf. Tenderers who have not registered for the opening of tenders may be denied access to said opening. Only 2 representatives per tenderer may attend.

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

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

Body responsible for mediation procedures

Official name: The European Ombudsman
Town: Strasbourg
Postal code: 67000
Country: France
E-mail: euro-ombudsman@europa.eu
Telephone: +33 388172313
Fax: +33 388179062
Internet address: http://www.ombudsman.europa.eu

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: please contact the bodies responsible for appeals and/or mediation for information concerning the deadline(s) for lodging appeals: http://curia.europa.eu and http://www.ombudsman.europa.eu

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

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

VI.5)Date of dispatch of this notice:
23.9.2014