Supplies - 398481-2016

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12/11/2016    S219    European Commission - Supplies - Call for expressions of interest - Open procedure 

Belgium-Brussels: Procurement of electronic dictionaries and specialised databases on linguistic and terminological issues

2016/S 219-398481

Notice of call for expressions of interest

 1.Contracting authority:

European Commission, Directorate-General for Translation, Directorate R — Resources, Unit R.2 — Budget and Finance, rue de Genève 6, G-6 10/30, 1049 Brussels, BELGIUM. E-mail: dgt-acquisitions@ec.europa.eu
 2.Application procedure:

The objective of this call for expressions of interest is to set up a list of preselected candidates in accordance with Article 104(5)(b) of the Financial Regulation (Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union and repealing Council Regulation (EC, Euratom) No 1605/2002, as amended by Regulation (EU, Euratom) 2015/1929 of the European Parliament and of the Council of 28.10.2015) and Article 136 of its rules of application (Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union, as amended by Commission Delegated Regulation (EU) No 2015/2462). The preselected candidates may be invited to submit tenders for the procurement of off-the-shelf linguistic and terminological resources for translators at the Commission. These resources must be in 1 of the official EU languages or in 1 of the languages of the candidate countries (EU official languages are Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, and Swedish. Languages of candidate countries are Albanian, Macedonian, Montenegrin, Serbian and Turkish).
Expressions of interest should be submitted in 1 of the official languages of the European Union by post to the address indicated in point 1.
Inclusion on the list in no way obliges the contracting authority to conclude any contracts.
 3.Information and documents to be provided:

In their expression of interest, interested parties should provide their full contact details and the following documents:
• the filled-in legal entity form and financial identification form that can be found at http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm and http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm respectively, and the requested supporting documents,
• the declaration on honour mentioned in points 11 and 12 in reference to the exclusion and selection criteria,
• the supporting evidence for the evaluation of the selection criteria indicated in point 12,
• the language coverage table mentioned in point 6.
 4.General description of the procedure:

Interested parties are invited to submit an expression of interest in accordance with the rules set out in this notice.
The contracting authority will draw up a list of preselected candidates who meet the criteria set out in point 11 and point 12. This list comprises sub-lists, according to the languages criterion described in point 7.
Where specific contracts relating to the field described in point 7 are to be awarded, the contracting authority will invite all the preselected candidates on the relevant sub-list(s) to submit a tender. For this purpose, the contracting authority will send to these preselected candidates the tender specifications relating to the contracts in question.
Several contracts will be awarded, with an estimated cumulative value per sub-list and per year not exceeding the threshold laid down in Directive 2014/24/EU of the European Parliament and of the Council of 26.2.2014 (currently 135 000 EUR).
 5.Protection of personal data:

If processing the expression of interest involves the recording and processing of personal data (such as name, address and CV), these data will be processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18.12.2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data.
Unless indicated otherwise, the reply to this notice and any personal data requested are required for the purposes indicated above in point 4 and will be processed solely for those purposes by the contracting authority indicated in point 1, which is also acting as data controller.
Interested parties have the right to access their personal data and the right to rectify those data. They should address any queries concerning the processing of their personal data to the contracting authority acting as data controller. Interested parties have the right of recourse at any time to the European Data Protection Supervisor.
Details concerning the processing of personal data are available on the privacy statement at: http://ec.europa.eu/dataprotectionofficer/privacystatement_ publicprocurement_en.pdf
Pursuant to Article 108(1) of the Financial Regulation, a new database is being set up by the Commission for the purpose of the early detection and exclusion system ('EDES'). The aim is to make information available to all entities who participate in the implementation of the budget and to enable them to protect the European Union's financial interests.
Personal data may be registered in EDES by the relevant authorising officers of the Commission or of its executive agencies, by other institutions, bodies, European offices and agencies. The European Commission checks and validates the data registered by other institutions, bodies, European offices and agencies.
For more information see the privacy statement for the EDES database at:
http://ec.europa.eu/budget/library/explained/management/protecting/privacy_statement_edes_en.pdf
http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm
 6.Use of the list resulting from this notice:

There will be 1 sub-list per language. Preselected candidates will be enrolled in each sub-list corresponding to their declared language coverage and will be invited to tender for the resources that concern their declared languages.
Therefore, interested parties are required to complete the language coverage table that can be found at https://ec.europa.eu/info/files/electronic-dictionaries-and-databases-annex-2-doc_en (Annex 2).
The list and sub-lists resulting from this notice will be used exclusively for supply contracts below the threshold specified in Directive 2014/24/EU of the European Parliament and of the Council of 26.2.2014 per year and per sub-list (currently 135 000 EUR).
 7.Full description of the fields covered by the call for expressions of interest:

The fields covered by the call for expression of interest for the procurement of electronic dictionaries and specialised databases on linguistic and terminological issues on various media (Web-based with online access via login and password or IP verification, or server-based, or CD/DVD-ROM) are set out in the indicative list at https://ec.europa.eu/info/files/electronic-dictionaries-and-databases-annex-1-xls_en (Annex 1).
As shown in this list, the electronic dictionaries and databases to be procured can be general or specialised, monolingual, bilingual, or multilingual:
• monolingual dictionaries and databases must be in one of the EU official languages or in one of the languages of the candidate countries,
• bilingual and multilingual dictionaries and databases must support at least 1 of the EU official languages.
Interested parties must either possess the intellectual property rights for any of their proposed resources or have obtained the right to license them from the owner.
 8.Place of delivery:

Electronic dictionaries and databases other than Web-based ones will be delivered to the Directorate-General for Translation's premises in Brussels.
 9.Expiry date of the list resulting from this call for expressions of interest:

The list resulting from this notice is valid for 4 years from dispatch of this notice. Interested parties may submit an application at any time up to 3 months before the end of validity of the list.
 10.Participation:

Participation in this procurement procedure is open on equal terms to all natural and legal persons falling within the scope of the treaties, as well as to international organisations.
Participation is equally open to all natural and legal persons established in a non-EU country which has a special agreement with the Union in the field of public procurement on the conditions laid down in that agreement.
If the plurilateral Agreement on Government Procurement concluded within the World Trade Organisation applies, participation in this procedure is also open to all natural and legal persons established in the countries that have ratified that Agreement, on the conditions it lays down.
Subcontracting is authorised unless explicitly subject to prior authorisation by the contracting authority.
 11.Exclusion criteria:

Interested parties must provide a declaration on honour (https://ec.europa.eu/info/files/electronic-dictionaries-and-databases-annex-3_en), signed and dated by an authorised representative, stating that they are not in one of the situations of exclusion listed therein.
Before finalising the list of preselected candidates, the contracting authority reserves the right to verify whether the successful interested parties are in one of the situations of exclusion. Upon request, interested parties must provide the supporting documents listed in the declaration of honour within the deadline set by the contracting authority.
Interested parties are not required to submit the documentary evidence if it has already been submitted for another procurement procedure and provided the documents were issued not more than 1 year before the date of their request by the contracting authority and are still valid at that date. In such cases, they must declare on their honour that the documentary evidence has already been provided in a previous procurement procedure, indicate the reference of the procedure and confirm that there has been no change in their situation.
Interested parties are not required to submit a specific document if the contracting authority can access the document in question on a national database free of charge.
The obligation to submit supporting evidence does not apply to international organisations.
Requirements on exclusion criteria and related evidence also apply to subcontractors. The contracting authority reserves the right to require subcontractors to provide a declaration on honour of non-exclusion.
 12.Selection criteria:

Interested parties must prove their legal, regulatory, economic, financial, technical and professional capacity to carry out the work subject to this procurement procedure.
For this purpose, interested parties must state in the declaration on honour (see point 11), signed and dated by an authorised representative, that they fulfil the selection criteria applicable to them.
The contracting authority reserves the right to require, at any time while the list is valid, any supporting evidence mentioned below to prove legal, regulatory, financial, economic, technical and professional capacity. In such a case, the preselected candidate must provide the requested evidence without delay. If the candidate does not, the contracting authority may reject the expression of interest.
Interested parties are not required to submit the documentary evidence if it has already been submitted for another procurement procedure and provided the documents were issued not more than 1 year before the date of their request by the contracting authority and are still valid at that date. In such cases, interested parties must declare on their honour that the documentary evidence has already been provided in a previous procurement procedure, indicate the reference of the procedure and confirm that there has been no change in their situation.
Interested parties are not required to submit a specific document if the contracting authority can access the document in question on a national database free of charge.
 12.1.Legal and regulatory capacity to pursue the professional activity:

Interested parties must prove that they are allowed to pursue the professional activity necessary to carry out the work subject to this call for expression of interest by providing the following information:
- For legal persons, a legible copy of the notice of appointment of the people authorised to represent the interested party in dealings with third parties and in legal proceedings, or a copy of the publication of such authorisation if required by the law applicable to the legal person. Any delegation of this authorisation to another representative not indicated in the official appointment must be evidenced.
- For natural persons, if required by law, a proof of registration on a professional or trade register or any other official document showing the registration number.
 12.2.Economic and financial capacity criteria:

Interested parties must have the necessary economic and financial capacity to perform the contracts until their end. In order to prove their capacity, they must comply with the following selection criteria:
Criterion F1: an overall turnover for the last 2 financial years above 20 000 EUR in the area of electronic dictionaries and databases.
Evidence (to be provided upon request):
• either a statement of overall turnover or turnover concerning the electronic dictionaries and databases covered by this call for expressions of interest for the last 2 financial years available,
• or a copy of the profit and loss accounts for the last 2 years for which accounts have been closed.
 12.3.Technical and professional capacity criteria:

Interested parties must have the necessary technical and professional capacity to perform the contracts until their end. In order to prove their capacity, they must comply with the following selection criteria:
Criterion A1: interested parties must be experienced in the field of supplying electronic dictionaries and specialised databases on linguistic and terminological issues (see indicative list Annex 1).
Evidence A1: (to be provided with the expression of interest)
Interested parties must provide a list of the relevant services provided in the past 3 years referring at least to 1 resource delivered in this field, and indicating in particular:
1. the title of the electronic resource;
2. the language covered;
3. the publisher;
4. the type of access (Web-based with online access via login/password or IP verification, single or simultaneous user type, or server-based or CD/DVD-ROM);
5. a short description (max 100 words) for resources different to those in Annex 1;
6. the total number of access rights and the total number of clients to whom they have been provided.
Evidence A2: (to be provided upon request):
A statement issued by a client or invoices issued by the interested party for the resource listed above.
 13.Transparency following award of the contract:

Details on the contractors who have been awarded a contract of more than 15 000 EUR following the procedure set out in point 4 will be published on the website of the European Commission (http://ec.europa.eu/budget/fts/index_en.htm) by 30 June of the year following the award of the contract.
These details include the name, location (official address for legal persons and region of origin for natural persons), amount and subject of the contract. For natural persons, the information will be removed 2 years after the year in which the contract was awarded.
 14.Date of dispatch of notice

27.10.2016.
 15.Date of receipt by the Publications Office of the European Union

27.10.2016.