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Services - 580479-2019

09/12/2019    S237    European Investment Fund - Services - Contract notice - Restricted procedure 

Luxembourg-Luxembourg: EIF - Acquisition of Software and Provision of Vendor Services to Implement an End-to-end Fee Management Solution (Luxembourg)

2019/S 237-580479

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: European Investment Fund
Postal address: 37B, avenue J.F. Kennedy
Town: Luxembourg
NUTS code: LU00
Postal code: L-2968
Country: Luxembourg
Contact person: SPA-Procurement

Internet address(es):

Main address:

Address of the buyer profile:

I.2)Information about joint procurement
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
European institution/agency or international organisation
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Acquisition of Software and Provision of Vendor Services to Implement an End-to-end Fee Management Solution

Reference number: 2019-OIM-003
II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

The EIF operations and information management department is responsible for all middle-and back-office tasks within EIF. The Cash Flow Management Division (OIM-CFM) among other tasks:

— administers cash-in and cash-out activities for EIF,

— calculates mandate — and deal-level fees,

— prepares monthly accruals for all mandates under EIF management,

— prepares and sends invoices to all relevant parties,

— follows-up with the financial intermediaries on questions regarding provided documentation and data needed to finalize portfolio inclusions and thus validate the paid guarantee fees.

The EIF is launching this Procurement procedure to equip OIM-CFM with an encompassing solution (software) and supporting services to fully automate the set-up and calculation of all fees, 4-eyes principle validation workflow, approval workflow, invoice generation and dispatch, system of record data storage and general ledger feed.

II.1.5)Estimated total value
Value excluding VAT: 2 300 000.00 EUR
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: LU000
Main site or place of performance:

The EIF premises.

II.2.4)Description of the procurement:

This is a restricted procurement procedure implemented via 2-stage process:

Stage 1: pre-qualification stage, where the EIF will shortlist the candidates based on this invitation to participate (according to the specified exclusion and selection criteria) and the received requests to participate submitted by economic operators. The result of this stage will be a decision on the shortlisted candidates to whom the invitation to tender will be sent at the later stage;

Stage 2: award stage, where the EIF will send the Invitation to tender to the shortlisted candidates and the candidate will submit a tender for the provision of services (technical and financial offer) that will be evaluated according to the specified award criteria. The result of this stage will be a decision about the most economically advantageous tender on the basis of the best price-quality ratio. The EIF will sign the service contract with the tenderer having submitted the most economically advantageous tender.

Candidates are invited to regularly check the relevant folder in e-Tendering and their email whether the EIF has communicated any update concerning this procurement procedure.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 2 300 000.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

2 potential 1-year renewals.

Maximum duration of the contract is 4 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 8
Objective criteria for choosing the limited number of candidates:

According to the Section 3.3. of the invitation to participate.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

As state in the procurement documents.

Participation to this procurement procedure is limited to candidates established in a Member State of the European Union or the European Economic Area.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

As a result of this restricted procurement procedure the EIF will sign one service contract with a single service provider of initial period of 2 years (+2 potential 1-year renewals).

III.2.3)Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 21/01/2020
Local time: 23:59
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 11/02/2020
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
Telephone: +352 43031
Fax: +352 4303-2100

Internet address:

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: