Services - 62398-2018

10/02/2018    S29    European Parliament - Services - Contract notice - Open procedure 

Luxembourg-Luxembourg: Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Parliament, the European Court of Auditors, the European Economic and Social Committee, the European Committee of the Regions and the European Ombudsman

2018/S 029-062398

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

European Parliament — Directorate-General for Finance
BP 1601
For the attention of: Didier KLETHI
2929 Luxembourg
Luxembourg
E-mail: dgfins.Marches@ep.europa.eu

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: European Parliament — DG Finance
Plateau de Kirchberg, BP 1601
For the attention of: José Luis ACEDO CASTRO
L-2929 Luxembourg
Luxembourg
E-mail: dgfins.Marches@ep.europa.eu
Internet address: http://www.europarl.europa.eu/tenders/invitations.htm

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: European Parliament — DG Finance
Plateau de Kirchberg, BP 1601
For the attention of: José Luis ACEDO CASTRO
L-2929 Luxembourg
Luxembourg
E-mail: dgfins.Marches@ep.europa.eu
Internet address: http://www.europarl.europa.eu/tenders/invitations.htm

Tenders or requests to participate must be sent to: European Parliament — Official Mail Service
Konrad Adenauer Building, Office 00D001
Contact point(s): Direction General for Finance
For the attention of: Didier KLETHI
L-2929 Luxembourg
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: yes

European Court of Auditors
12 rue Alcide de Gasperi
L-1615 Luxembourg
Luxembourg

European Economic and Social Committee
rue Belliard 99
B-1040 Brussels
Belgium

European Committee of the Regions
rue Belliard 101
B-1040 Brussels Brussels
Belgium

European Ombudsman
1 avenue du Président Robert Schuman
F-67001 Strasbourg
France

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Parliament, the European Court of Auditors, the European Economic and Social Committee, the European Committee of the Regions and the European Ombudsman
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Brussels, Luxembourg, Strasbourg.

NUTS code LU,FR,BE

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
The services to be provided are: arranging transport tickets, accommodation, and travel-related services for the travellers of the Institutions concerned, in the exercise of their official business. These services shall include operational and technical assistance for the Institutions to develop and implement their respective travel management strategies and travel policies.
The services shall be provided in accordance with the internal rules and travel policies applicable to the different categories of travellers of each Institution concerned.
According to the needs of each Institution, the TMC may be called on to deliver services on the premises of the Institution (“implant”), mainly in Brussels, Luxembourg and/or Strasbourg, as well as from a distance (“explant”). Further information is detailed in the Technical Terms and Conditions of each lot.
The institutions reserve the right to use other travel management companies, transport companies, hotel organisations or any other organisations or any service provider, as an alternative to the contract for which this procedure is launched, with a view to obtaining a more compliant (better value-for-money) travel offer.
Annexes 1-5 of the specifications provide a detailed description of the services per lot and Institution.
II.1.6)Common procurement vocabulary (CPV)

63510000, 63512000, 63515000, 63516000, 79997000

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: 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:
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Parliament and the European Ombudsman — Lot I
1)Short description
Provision of travel related services as the Travel Management Company (TMC) for the European Parliament and the European Ombudsman
2)Common procurement vocabulary (CPV)

63510000, 63512000, 63515000, 63516000, 79997000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
The European Ombudsman reserves the right to withdraw from the contract with a period of notice of 1 month.
Lot No: 2 Lot title: Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Court of Auditors — Lot II
1)Short description
Provision of travel related services as the Travel Management Company (TMC) for the European Court of Auditors
2)Common procurement vocabulary (CPV)

63510000, 63512000, 63515000, 63516000, 79997000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Economic and Social Committee — Lot III
1)Short description
Provision of travel related services as the Travel Management Company (TMC) for the European Economic and Social Committee
2)Common procurement vocabulary (CPV)

63510000, 63512000, 63515000, 63516000, 79997000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Committee of the Regions — Lot IV
1)Short description
Provision of travel related services as the Travel Management Company (TMC) for the European Committee of the Regions
2)Common procurement vocabulary (CPV)

63510000, 63512000, 63515000, 63516000, 79997000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
A performance guarantee will be requested only for Lot I.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Financing and payment conditions appear in Article I.3 and I.4 for Lot II and in Articles I.4 and I.5 for Lots I, III and IV of the respective draft contracts.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: Point 14.1 of specifications:
The tenderer is required to hold a particular authorisation proving that he is authorised to perform the contract in his country of establishment or be a member of a specific professional organisation. In the case of groups of economic operators, each member will furnish proof of authorisation to perform the contract, as specified in Point 5 of the specifications.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Point 14.2 of specifications:
The European Parliament furthermore requires tenderers to have a minimum financial and economic capacity to implement this contract, which will be assessed on the basis of the following information:
— a professional risk indemnity insurance to cover all risks and liabilities mentioned in the tender documents,
— an average annual turnover over the last 3 years, covering the services of this call for tender, of minimum EUR 83 300 000 for Lot I, of minimum EUR 2 340 000 for Lot II, of minimum EUR 14 000 000 for Lot III and of minimum EUR 9 400 000 for Lot IV,
— overall positive cash flow from operating activities over the last 3 financial years.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Point 14.3 of specifications:
The European Parliament requires tenderers to have the following technical and professional capacities:
— the authorisation to provide the services set out in this call for tender,
— the authorisation to issue transport tickets,
— at least 5 years of experience in supplying travel-related services (transport, accommodation, etc.) to companies for their work-related travel. A minimum of one of the contracts performed by the tenderer for a company/organisation in the course of these years must have involved a number of transactions equivalent to at least 70 % of the number of transactions indicated under Point 3.4.1 of the specifications for each lot the tenderer bids for.
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: yes
Reference to the relevant law, regulation or administrative provision: Travel agencies
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
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
EP/FINS 2017-103
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2017/S 096-188213 of 19.5.2017

Other previous publications

Notice number in the OJEU: 2017/S 144-296337 of 29.7.2017

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
28.3.2018 - 17:00
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: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 10.4.2018 - 10:30

Place:

Luxembourg

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Limited to 2 persons per tenderer

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 1.2023
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
The European Parliament reserves the right to use a negotiated procedure under Article 134.1.e) of the rules of application of the Financial Regulation, for new services consisting in the repetition of similar services entrusted to the economic operator to which the same Contracting Authority awarded an original contract, provided that these services or works are in conformity with a basic project.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

General Court of the Court of Justice of the European Union
2925 Luxembourg
Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Internet address: http://curia.europa.eu
Fax: +352 433766

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

General Court of the Court of Justice of the European Union
2925 Luxembourg
Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Internet address: http://curia.europa.eu
Fax: +352 433766

VI.5)Date of dispatch of this notice:
30.1.2018