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France-Paris: Increase of Budget Ceiling for Consultancy for Services in the Field of Facility Management Framework Contracts Lot 1 and Lot 3
Contract award notice
Results of the procurement procedure
Section I: Contracting authority
Section II: Object
Increase of Budget Ceiling for Consultancy for Services in the Field of Facility Management Framework Contracts Lot 1 and Lot 3
The initial multiple FWCs in cascade require full services around soft facility management services such as reception, management of inventory and assets, post office, facility management support and helpdesk, handyman, travel arrangements and event planning, for their office and staff in Paris (ESMA) and Paris La Défense (EBA).
In 2021, EBA and ESMA did a re-estimation of their needs until the end of the contract. Both contracting authorities identify now the need to procure additional services versus the initial estimate.
Reception and Hostess Services
This lot is not concerned by the change and has not been amended.
Administrative and Facility Management Support
This lot has not been awarded in the initial procurement procedure.
Section IV: Procedure
The use of this procurement procedure is justified by the following change of needs affecting lot 1 and lot 3:
— EBA’s initial estimate of needs were done at the time the Agency was still located in London. Since the move to Paris on 3 June 2019, the service need has become clearer and aligned to the actual office configuration;
— ESMA has re-aligned its service needs to the actual consumption during the Covid-pandemic and on the basis of the revised use of the service at the light of the new-normal post-Covid situation that will imply the introduction of the flexi-desk policy.
In conclusion, EBA and ESMA did a re-estimation of their needs until the end of the contract. Both contracting authorities identify now the need to procure additional services versus the initial estimate.
Proposal and rules of application:
ESMA launched a special negotiated procedure without publication of a contract notice pursuant to point 11.1(e) and point 11.4 of Annex I of the Financial Regulation to increase the ceiling of the lot 1 and 3 of the multiple FWCs with the two contractors (in cascade).
This procedure can be used to increase the ceiling of the FWC provided that:
— the possibility was mentioned in the tender specifications of the initial FWC;
— the amendment is made at the latest three years following the conclusion of the initial FWC.
In addition, taking into account the principle of proportionality and by analogy to Article 172(3)(a) FR, the new services, shall not account for more than 50 % of the initial contract amount. The new services should be in conformity with the subject of the initial procurement procedure and should be requested because of change of both contracting authorities’ needs.
Moreover, a contract award notice must be published and the amendment will be reported in the annual list of 2021 contractors.
The current procedure is in line with all the conditions mentioned above.
Section V: Award of contract
Amendment 1 to FWC ESMA/2019/04 Reception and Hostess Services Lot 1
Amendment 1 to FWC ESMA/2019/05 Reception and Hostess Services Lot 1
Amendment 1 to FWC ESMA/2019/06 Administrative Support and Facility Management Support Lot 3
Section VI: Complementary information
See the internet address indicated in Section I.3) (document ‘Invitation to tender letter’).