Services - 358309-2014

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22/10/2014    S203

Belgium-Brussels: Cleaning and maintenance of buildings occupied and/or managed by the European Commission, including their indoor and outdoor green areas, located in the Brussels-Capital Region and surrounding regions

2014/S 203-358309

Contract notice

Services

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

Electronic access to information: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=645

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)Description
II.1.1)Title attributed to the contract by the contracting authority:
Cleaning and maintenance of buildings occupied and/or managed by the European Commission, including their indoor and outdoor green areas, located in the Brussels-Capital Region and surrounding regions.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Brussels and surrounding area.

NUTS code BE1 RÉGION DE BRUXELLES-CAPITALE / BRUSSELS HOOFDSTEDELIJK GEWEST

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: 4

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

Estimated value excluding VAT:
Range: between 64 300 000 and 78 500 000 EUR
II.1.5)Short description of the contract or purchase(s)
Cleaning of buildings occupied and/or managed by the European Commission, located in the Brussels-Capital Region and surrounding area, including services related to pest control, the provision of sanitary and cleaning products, and maintenance of existing indoor and outdoor green areas. The contract will be subdivided into 2 equivalent lots in line with the service volume.
II.1.6)Common procurement vocabulary (CPV)

90910000 Cleaning services, 77310000 Planting and maintenance services of green areas, 03451000 Plants, 03121210 Floral arrangements, 90911200 Building-cleaning services, 90914000 Car park cleaning services, 90919100 Cleaning services of office equipment, 90919200 Office cleaning services, 34927100 Road salt, 33760000 Toilet paper, handkerchiefs, hand towels and serviettes, 33761000 Toilet paper, 33763000 Paper hand towels, 33711900 Soap, 90922000 Pest-control services, 45451300 Interior gardens, 45112712 Landscaping work for gardens

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: yes
Tenders may be submitted for one or more lots
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 64 300 000 and 78 500 000 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)

Information about lots

Lot No: 1 Lot title: Cleaning and maintenance of buildings occupied and/or managed by the European Commission, including their indoor and outdoor green areas, located in the Brussels-Capital Region and surrounding regions
1)Short description
Cleaning of buildings under lot A located in the Brussels-Capital Region and surrounding area and occupied and/or managed by the European Commission, including services related to pest control, the provision of sanitary and cleaning products, and maintenance of existing indoor and outdoor green areas.
2)Common procurement vocabulary (CPV)

90910000 Cleaning services, 77310000 Planting and maintenance services of green areas, 03451000 Plants, 03121210 Floral arrangements, 90911200 Building-cleaning services, 90914000 Car park cleaning services, 90919100 Cleaning services of office equipment, 90919200 Office cleaning services, 34927100 Road salt, 33760000 Toilet paper, handkerchiefs, hand towels and serviettes, 33761000 Toilet paper, 33763000 Paper hand towels, 33711900 Soap, 90922000 Pest-control services, 45451300 Interior gardens, 45112712 Landscaping work for gardens

3)Quantity or scope
Estimated value excluding VAT:
Range: between 32 150 000 and 39 250 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The estimated contract value for lot A is subdivided as follows: 98 % for cleaning and maintenance of buildings and 2 % for maintenance of green areas.
Lot No: 2 Lot title: Cleaning and maintenance of buildings occupied and/or managed by the European Commission, including their indoor and outdoor green areas, located in the Brussels-Capital Region and surrounding regions
1)Short description
Cleaning of buildings under lot B located in the Brussels-Capital Region and surrounding area and occupied and/or managed by the European Commission, including services related to pest control, the provision of sanitary and cleaning products, and maintenance of existing indoor and outdoor green areas.
2)Common procurement vocabulary (CPV)

90910000 Cleaning services, 77310000 Planting and maintenance services of green areas, 03451000 Plants, 03121210 Floral arrangements, 90911200 Building-cleaning services, 90914000 Car park cleaning services, 90919100 Cleaning services of office equipment, 90919200 Office cleaning services, 34927100 Road salt, 33760000 Toilet paper, handkerchiefs, hand towels and serviettes, 33761000 Toilet paper, 33763000 Paper hand towels, 33711900 Soap, 90922000 Pest-control services, 45451300 Interior gardens, 45112712 Landscaping work for gardens

3)Quantity or scope
Estimated value excluding VAT:
Range: between 32 150 000 and 39 250 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The estimated contract value for lot B is subdivided as follows: 98 % for cleaning and maintenance of buildings and 2 % for maintenance of green areas.

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:
All the members of a grouping must comply with the non-exclusion and selection criteria (see points III.2.1, III.2.2 and III.2.3) and be jointly and severally liable for performance of the contract.
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: the tenderer must enclose identity details (see Annex I.1 to the specifications), and all the documents and information required under point III.2 'Conditions for participation' of this notice and listed in Annex I to the specifications.
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 exclude 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, he 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 solemn declaration along with the 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: the tenderer must provide:
— 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 building cleaning field, realised during the past 3 financial years.
Minimum level(s) of standards possibly required: — to be selected, the tenderer must provide proof of an overall average annual turnover during the past 3 financial years in excess of 10 000 000 EUR per lot (20 000 000 EUR if tendering for both lots),
— to be selected, the tenderer must provide proof of a specific average annual turnover — realised over the past 3 financial years — in the building cleaning field in excess of 6 500 000 EUR per lot (13 000 000 EUR if tendering for both lots).
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
the tenderer must provide:
— list of the principal services provided over the past 3 years in the cleaning field and over the past 2 years in maintaining indoor and outdoor green areas, with details of the amount, duration and particulars of the recipients involved. The Commission reserves the right to ask the recipients of the services referred to how satisfied they were with the services provided by the tenderer,
— statement as to the total number of staff provided in the office cleaning field of activity over the past 3 years,
— managerial staff: statement to the effect that the tenderer has at least 1 manager and 2 deputy managers assigned to perform the contract if awarded it. Proof of the minimum experience required to be selected will be demonstrated by means of CVs, and the level of training by copies of the diploma(s) obtained,
— statement declaring that he has technical experts in fields particularly concerning:
• health and safety (management of health and safety, hygiene, chemicals, compliance with statutory procedures);
• environment (EMS, EMAS or equivalent, environmental management, compliance with statutory procedures);
• quality (quality management system, planning, monitoring and controls, products and methods).
The tenderer shall provide proof of the expertise required as follows:
— CVs and/or organisation chart of the company clearly showing the positions required, or equivalent,
— accreditation in accordance with the ISO 9001 standard for quality management. The tenderer must have the accreditation no later than at the tender submission stage or provide an equivalent or any other means of proof,
— accreditation in accordance with the ISO 14001 or EMAS standard for environmental management. The tenderer must have the accreditation no later than at the tender submission stage or provide an equivalent or any other means of proof.
Minimum level(s) of standards possibly required:

— list of the principal services provided in the cleaning field: to be selected, tenderers must provide proof that they have cleaned at least 200 000 m2 of surface areas daily over a minimum 24-month period, per lot, at 1 or more sites (400 000 m2 if tendering for both lots); no minimum is required for the maintenance of indoor and outdoor green areas,

— statement as to the total number of staff: to be selected, tenderers must provide proof that they have provided at least 100 FTE staff per lot (200 FTE staff if tendering for both lots) in the office cleaning field of activity over the past 3 years,
— managerial staff: to be selected, the tenderer must provide proof that the manager has, as a minimum, had training to A2 or equivalent level, supplemented by at least 10 years' professional experience in the industrial/office cleaning field. Deputy managers must, as a minimum, have had training to A2 or equivalent level, supplemented by at least 5 years' professional experience in the industrial/office cleaning field. Proof of this experience will be demonstrated by means of CVs and the level of training by copies of the diploma(s) obtained.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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/2014/071/634.
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
5.12.2014 - 17:30
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: 12.12.2014 - 10:00

Place:

Office for Infrastructure and Logistics — Brussels, CSM 1 Building, room SDR 05/029, cours Saint-Michel 23 (entrance via rue Père de Deken), 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) no later than 2 working days before the tender opening session.

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=645

Interested parties are invited to register via the e-tendering website. 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 website.
The website will be updated regularly and it is the responsibility of tenderers to check for any updates and modifications during the tendering period.
Additional information on contract terms, contract renewals, conditions for participation, minimum levels of capacity required, total estimated contract volume, etc. can be found in the specifications available on the aforementioned website. No paper version will be issued. EMAS-certified since 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 framework contract will have a maximum term of 4 years; 2 years, with 2 renewals of 1 year by tacit agreement (2 + 1 + 1).
3) During the 3 years following conclusion of the initial contract, the contracting authority will be able to use the negotiated procedure, without prior publication of a contract notice for new services involving the repetition of similar services assigned to the party awarded this contract by the contracting authority.
4) 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
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:
10.10.2014