Services - 92686-2016

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19/03/2016    S56    European Parliament - Services - Contract notice - Restricted procedure 

Belgium-Brussels: ‘Exhibition and interior design services for the Parlamentarium Visitor Centre in Brussels and associated visitor facilities in the EU Member States’

2016/S 056-092686

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: European Parliament, Directorate-General for Communication
Postal address: rue Wiertz 60
Town: Brussels
Postal code: 1047
Country: Belgium
Contact person: Parlamentarium Unit
For the attention of: Alexander Kleinig
E-mail: VisitCenterProject@ep.europa.eu
Telephone: +32 22844397
Fax: +32 22848536

Internet address(es):

General address of the contracting authority: http://www.europarl.europa.eu

Electronic access to information: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1372

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:
‘Exhibition and interior design services for the Parlamentarium Visitor Centre in Brussels and associated visitor facilities in the EU Member States’.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: European Parliament, rue Wiertz 60, 1047 Brussels, BELGIUM.

NUTS code BE100

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: 5
Justification for a framework agreement, the duration of which exceeds four years: The extension is justified by the average length of the individual projects, which include a 12-month period between provisional and final reception.

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

Estimated value excluding VAT: 5 500 000 EUR
II.1.5)Short description of the contract or purchase(s)
The tender is aimed at selecting a service provider who will assume general planning tasks with regard to the establishment of new or renovation of existing European Parliament visitor facilities, combining architectural planning with planning of communicative aspects.
The guiding idea is to export the successful concept of the ‘Parlamentarium — the European Visitors' Centre in Brussels’ to smaller venues in the Member States and to develop at the same time a better brand identity for its visitor facilities.
The contractor will in particular:
— develop the interior and exhibition design for individual projects, including graphic design, media planning and upon request also construction design,
— assist the European Parliament in the preparation of public procurement procedures for the implementation of the design,
— supervise the implementation of the part of the projects assigned to him, including installation and testing.
II.1.6)Common procurement vocabulary (CPV)

92521100, 79932000, 71240000

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: no
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:
The potential contract scope covers the Parlamentarium in Brussels as well as other visitor facilities/public spaces managed by the European Parliament in the Member States of the European Union (‘Europa experience’ spaces), plus theoretically, the European Parliament's representation in Washington DC. In total a potential number of approximately 35 locations.
(a) Functional planning:
the service provider is expected to develop the functional plans for visitor facilities of different scopes and sizes. This could for example take the form of a master plan for a new ‘Europa experience’ project in a European capital.
(b) Interpretive planning:
the service provider will be asked to develop the narrative for experience areas. The service provider may for example be asked to plan the renewal of the Parlamentarium exhibition.
(c) Architectural and construction (engineering) design services:
the service provider may be assigned architectural and construction design services for visitor facilities, in particular, when the volume of the planning tasks does not justify a split between architecture and construction design on the one hand, and interior and exhibition design on the other hand.
(d) Interior and exhibition design services:
the service provider will be in charge of interior and exhibition design for visitor facilities with the focus being on those fit-out elements that have a communicative value.
(e) Graphic design and final artwork:
the service provider may be asked to develop a graphic concept for 1 or several types of visitor facilities or for the branding of the European Parliament's visitor facilities as such. Beyond the production of concepts and associated style guides, the service provider would also be in charge of establishing the final artwork for graphics for the projects to which the graphic concept applies (excluding motion graphics).
(f) Media planning:
the service provider will be in charge of planning of all relevant aspects of media applications for visitor facilities. This includes planning of media content, media hardware, software, associated technical matters, planning of media furniture/casings and integration of all elements into media stations.
Estimated value excluding VAT: 5 500 000 EUR
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: 4
II.3)Duration of the contract or time limit for completion
Duration in months: 12 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Not applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The main financing conditions and payment arrangements are indicated in the technical specifications that will be sent to those candidates who will be selected to present an offer (restricted procedure in 2 phases).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Extract from the draft technical specifications:
Consortia of economic operators may submit a tender. The European Parliament reserves the right to require the consortium selected to have a given legal form if this is necessary for the proper performance of the contract. This requirement may be communicated by the European Parliament at any time during the contract award procedure, but at all events, before the contract is signed.
The consortium of economic operators shall provide proof of its legal form by the time the contract — if awarded to it — is signed. This may take one of the following forms:
— an entity with legal personality recognised by a Member State,
— an entity without legal personality but offering sufficient protection of the European Parliament's contractual interests (depending on the Member State concerned, this may be, for example, a consortium or a temporary partnership),
— the signature by all the partners of a type of ‘power of attorney’ or equivalent document confirming a form of cooperation.
The consortium's actual status shall be established by any document or agreement signed by the members of the consortium, which shall be appended to the tender.
Those documents or agreements may exceptionally be modified and/or submitted after the time limit for submission of a tender, but, under no circumstances, after the outcome of the invitation to tender has been communicated to the tenderers concerned. The European Parliament reserves the right to reject a tender if the terms of agreement between the members of a consortium are modified during the procedure, if those terms make no provision for the joint and several liability of the consortium's members, or if no agreement with legal force has been submitted with the tender.
The European Parliament may accept other legal forms not referred to above, provided that they ensure the parties' joint and several liability and are compatible with performance of the contract. At all events, it should be noted that, in the contract to be signed with the consortium, the European Parliament will refer expressly to the existence of such joint and several liability. In addition, it reserves the right to require, contractually, the appointment of an authorised representative who may represent the members and who is empowered, inter alia, to issue invoices on behalf of the other members.
Tenders from consortia of economic operators must specify the role, qualifications and experience of each of the members of the consortium. The tender shall be submitted jointly by the economic operators, who shall also assume joint and several liability for the tender submission.
In the case of a consortium of economic operators, each member shall furnish proof of right of access to the contract (eligibility), as well as proof concerning compliance with the exclusion and selection criteria. With regard to the selection criteria, the European Parliament may rely on the capacity of the other members of the consortium in order to establish whether the tenderer will have the resources needed to perform the contract. In this case, an undertaking shall be required from those members stating that they will make available to the other members the resources needed to perform the contract.
Subcontracting is permitted. The tenderer shall give details, as far as possible, of that part of the contract which the tenderer proposes to subcontract and the identity of the subcontractors. During the contract award procedure or performance of the contract, the European Parliament reserves the right to require tenderers to supply information about the financial, economic, technical and professional capacity of the proposed subcontractor(s). Likewise, the European Parliament may demand the requisite proof to establish whether the subcontractors comply with the requisite exclusion criteria. Tenderers are hereby informed that proposed subcontractors may not be in one of the situations described in Articles 106, 107 and 109 of the Financial Regulation, which entail exclusion from participation in a contract issued by the European Union.
The European Parliament is entitled to reject any subcontractor who does not comply with the exclusion and/or selection criteria.
Furthermore, the European Parliament must be informed by the contractor of any subsequent use of subcontracting not provided for in the tender. The authorising officer responsible reserves the right to accept or reject the proposed subcontractor. In order to do so, he may demand the requisite proof to establish whether the subcontractor(s) complies/comply with the requisite criteria. The European Parliament's authorisation will always be granted in writing.
If the contract is awarded to a tenderer who proposes a subcontractor in his tender, this equates to giving consent for the subcontracting.
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 contractor has to make sure that within each team in charge of a specific project, as far as it concerns architectural planning, at least 1 team member has a thorough knowledge of local building regulations and the right to exercise an architectural profession in the country of the project.
Please note that all selected candidates who will be invited to submit a full tender in the second phase of the procurement procedure will have to declare compliance with the provisions regarding exclusion criteria and absence of conflicts of interest according to Article 106 of the Financial Regulation of the European Union.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: On pain of exclusion, the candidates must supply with their application the following documents:
1. balance sheets or extracts from balance sheets for the last 2 financial years for which the accounts have been closed, where publication of the balance sheet is required under the company law of the country where the tenderer is established;
2. a statement of the tenderer's turnover for the 2 previous financial years. As regards the turnover, the tenderer or group to which the tenderer belongs must have an overall annual turnover of more than 1 000 000 EUR for each of the last 2 financial years. A consortium of economic operators may rely on the capacities of members of the consortium or of other entities. Any tenderer relying on the capacities of other entities, regardless of the legal nature of the links which he has with them must in that case prove that he will have at his disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at his disposal. If, for some exceptional reason which the contracting authority considers justified, the tenderer or candidate is unable to provide the references requested by the contracting authority, he may prove his economic and financial capacity by any other means which the contracting authority considers appropriate.
Minimum level(s) of standards possibly required: Annual turnover of 1 000 000 EUR for each of the last 2 financial years.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
On pain of exclusion, the candidates must supply with their application the following documents:
1. the average annual number of people employed by the tenderer, or the group of which the tenderer is a part, during the last 2 financial years and provision of an organisational chart illustrating the structure of the firm and the number of staff per department;
2. experience as evidenced by the qualifications, both educational and professional, of the tenderer and those of the firm's managerial staff and, in particular, those of the person or persons responsible for carrying out the service. Curricula vitae must be provided for all responsible members of the team. The European Parliament requires the contractor to cover the following functions (with the possibility of 1 person holding several functions):
(a) project manager;
(b) interior architect;
(c) exhibition designer;
(d) graphic designer;
(e) media planner;
(f) lighting designer.
CVs of the persons holding these functions must be provided. All of the persons must have at least 5 years of proven professional experience in their field of expertise. The European Parliament encourages the candidates to provide any additional documentation that demonstrates the team's technical and creative capacity to carry out the tasks described in the contract notice, including their capacity to plan in an environmentally friendly way;
3. a reference list of at least 5 relevant previous projects provided during the past 5 years must be provided, indicating the candidate's precise role in the project implementation, sums involved, dates, recipients, public or private. The candidates are also invited to indicate the specific environmental standards, if any, that were respected in the design and implementation of the projects.
The said reference projects must have a floor space of minimum 500 square metres or an overall cost (planning and implementation) of more than 500 000 EUR.
The reference projects must demonstrate the candidate's experience as general planner for multimedia spaces (exhibitions, visitor centres, trade fairs or similar spatial installations).
The candidates must also demonstrate their experience with planning of 360° film theatres and planning of media facades (LED technology or similar) by providing at least 1 reference project for each. These projects can be either part of the above reference projects (500 000 EUR or 500 sqm) or separate ones;
4. language capacity of the personnel responsible: the main project language is English. A good command of English is required for all core team members who will be in contact with the European Parliament's services and external consultants. Part of the documentation relating to existing infrastructures is available only in French. The European Parliament thus requires an adequate command of French for at least 1 core member of the tenderer's team;
5. an indication of the proportion of the contract which the service provider may intend to subcontract must be clearly indicated.
Minimum level(s) of standards possibly required:
Minimum 5 reference projects concerning media integration into space (exhibitions, visitor centres, trade fairs or similar spatial installations); minimum floor space of 500 sqm or minimum project cost (planning and implementation) of 500 000 EUR; 1 example of a 360° film theatre and 1 example of a media façade.
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: As far as a project involves architectural services, the contractor, a subcontractor or consortium member needs to be authorised to exercise the profession of architect in the country of the project according to the national laws of that country.
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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: The procurement procedure is a restricted procedure in 2 phases:
In a first phase, the European Parliament will select a number of candidates on the basis of the selection criteria indicated in III.2.2 (Economic and financial ability) and III.2.3 (Technical capacity). As a result of this qualifying phase, the European Parliament will draw up a shortlist of candidates who will be invited to submit a full tender. The shortlist will include a minimum of 5 candidates provided that a sufficient number of eligible candidatures are received. All candidates must meet the minimum selection criteria. In case more than 10 candidates meet the requirements, the European Parliament will reassess the applications according to the relative strengths of the applications with regard to the selection criteria stipulated in the contract notice. Only the candidates selected in the qualifying phase of the restricted procedure will receive the tender documentation and be asked to provide in the second phase of the procedure a full tender for the contract to be awarded. To participate in the first phase of the procedure, potential candidates are requested to submit an application containing the documentation indicated under III.2.2 (Economic and financial ability) and III.2.3 (Technical capacity). The potential candidates' attention is drawn to the fact that the selected candidates will have to prove compliance with the exclusion criteria indicated in III.2.1 (Personal situation of economic operators) in the second phase of the restricted procedure.
Applications must be submitted in accordance with the procedures indicated below:
(1) Content:
The application must contain the documents providing proof of the candidate's compliance with the minimum selection criteria (see points III.2.2 and III.2.3). The requisite documents shall be drafted in either English or French. The application must comprise a signed original together with 3 copies, presented in separate files. The documentation has to be perfectly legible so as to preclude any doubt whatsoever as to the wording and figures. The European Parliament's Administration will ask candidates to complete any application which is incomplete or illegible or which is not formatted as requested;
(2) Presentation:
In order to maintain the confidentiality and integrity of the applications, they must be sent under double cover. The 2 envelopes shall be sealed. Both envelopes, inner and outer, must be marked as follows: ‘EUROPEAN PARLIAMENT Directorate-General for Communication Parlamentarium Unit Willy Brandt Building, Office WIB 01M051, B-1047 BRUSSELS INVITATION TO TENDER COMM/DG/AWD/2016/68 ‘Exhibition and interior design services for the Parlamentarium Visitor Centre in Brussels and associated visitor facilities in the EU Member States’ NOT TO BE OPENED BY THE MAIL UNIT OR BY ANY UNAUTHORISED PERSON’. Depending on the physical size of the application, the term ‘envelope’ must be taken to cover — by extension — parcels, packages, boxes and other containers; the dimensions of containers should match, as far as possible, the files within them. At all events, irrespective of the type of packaging used, candidates should pay attention to the quality of the envelopes used for submitting their applications, in order to ensure that they do not arrive torn, thereby no longer ensuring the confidentiality or integrity of their contents. If self-adhesive envelopes are used, they must be sealed with adhesive tape bearing the signature of the sender. The signature of the sender shall be deemed to comprise either the handwritten signature or the signature and the company stamp. Any application whose contents have not remained confidential until all applications are opened will be rejected automatically. It is, therefore, of high importance that the envelope carries the above warning ‘not to be opened by the mail unit or by any unauthorised person’. The outer envelope shall also bear the candidate's name or business name, together with the exact address at which he can be informed of the decision taken on his application;
(3) Closing date:
The closing date and time for the submission of applications are 20.4.2016 (17:00), Brussels time.
Applications may be submitted: either by post (registered mail or equivalent) or by courier company, posted no later than the closing date indicated above, as evidenced by the postmark or the date of the deposit slip, to the following address:
European Parliament, Official Mail Unit, Altiero Spinelli Building, Office 00F256, 1047 Brussels, BELGIUM. Ref.: COMM/DG/AWD/2016/68, or by handing them in to the Official Mail Unit, either directly or through their representatives, no later than the closing date and time laid down above. Delivery of the application shall be confirmed by a receipt, dated and signed in duplicate, issued by the European Parliament's Official Mail Unit. The date and time indicated on the receipt shall serve as the reference date and time. The opening hours of the Official Mail Unit to which tenders must be handed in are: Monday to Thursday, 9:00 to 12:00 and 14:00 to 17:00, Fridays from 9:00 to 12:00; closed on Saturdays and Sundays and on public holidays and office closing days for the European Parliament. The European Parliament cannot guarantee receipt of tenders, regardless of how they are submitted, outside the Official Mail Unit's opening hours given above. The European Parliament cannot be held liable for not having notified candidates of any changes to the Official Mail Unit's opening hours which have come into effect since the publication of the contract notice. Before handing in an application, candidates must themselves establish that the stated opening hours still apply. Applications which do not comply with the time limits for submission given in the paragraphs above will be deemed inadmissible. Save in exceptional circumstances, all contact between candidates and the European Parliament is prohibited throughout the procedure. The candidates will be informed in writing of the decision taken on their application.
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:
COMM/DG/AWD/2016/68.
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
20.4.2016 - 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
18.5.2016
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English. French.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
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
Summary outline of the procedure (except for the deadline for submitting applications, all other dates are subject to confirmation in the tender documentation):
(1) interested parties are requested to submit their applications by 20.4.2016 (17:00) on the basis of the present contract notice (there are no other tender documents in this first phase of the procedure). The applications have to provide proof of the candidate's compliance with the minimum selection criteria (points III.2.2 and III.2.3). Please provide all the documents that are listed under these points;
(2) an evaluation committee will select 5 to 10 candidates. All candidates will be informed about whether they have been selected for the second phase or not on 18.5.2016. Only the selected candidates will receive the technical specifications and be invited to provide a full tender based on these technical specifications;
(3) barring unforeseen circumstances, the selected candidates will receive the tender documentation on 18.5.2016;
(4) a mandatory site visit for the selected candidates in Brussels is planned for 8.6.2016 (date to be confirmed). The candidates' attention is drawn to the fact that they can visit the Parlamentarium any time during its regular opening hours. However, no information will be provided to potential candidates during such private visits;
(5) the deadline for submitting a tender will be 29.8.2016. As part of their tender, the tenderers will be asked to solve 2 creative tasks in relationship with the subject matter of the contract. The nature and the themes of the creative tasks will be indicated in the tender documents. The tenderers will also be asked to provide a description of methodology aspects and to provide price quotes. The tenderers will also have to provide a declaration of honour regarding exclusion criteria and absence of conflicts of interest;
(6) in order to evaluate the tenders better the relevant European Parliament department will organise a compulsory presentation of the tenders submitted, where each tenderer will be expected to present their tender to the evaluation committee. Barring unforeseen circumstances, the presentations will take place in the European Parliament's offices in Brussels on 8 and 9.9.2016;
(7) The contracts are likely to be ready for signature in October 2016.
Interested parties are requested to follow the procedure given in this notice and to refrain from requesting further information at this stage.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Official name: Court of Justice of the European Union
Postal address: boulevard Konrad Adenauer
Town: Luxembourg
Postal code: 2925
Country: Luxembourg
E-mail: ecj.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 433766
Internet address: http://curia.europa.eu

Body responsible for mediation procedures

Official name: European Ombudsman
Postal address: 1 avenue du Président Robert Schuman
Town: Strasbourg
Postal code: 67001
Country: France
E-mail: eo@ombudsman.europa.eu
Telephone: +33 388172313
Fax: +33 388179062

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Please contact the body responsible for appeals for information concerning the deadline(s) for lodging appeals.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Official name: Court of Justice of the European Union (see point VI.4.1 above)

VI.5)Date of dispatch of this notice:
9.3.2016