Letterhead - Europa



31/10/2014INVITATION TO TENDER for the provision of interim services for the european monitoring centre for drugs and drug addiction (EMCDDA) and the european maritime safety agency (EMSA)(FC.14.ADM.0007.2.0)INTRODUCTIONThe European Monitoring Centre for Drugs and Drug Addiction (EMCDDA) was established by Council Regulation (EEC) No. 302/93 of 8 February 1993, as recasted by Regulation (EC) No. 1920/2006 of the European Parliament and of the Council of 12 December 2006. The EMCDDA is the central reference point for drug information in the European Union. More information is available at: European Maritime Safety Agency (EMSA) was established under Regulation 1406/2002/EC for the purpose of ensuring a high, uniform and effective level of maritime safety. More information is available at: agencies are situated in Pra?a Europa, Cais do Sodré, 1249-289 Lisbon (Portugal).OBJECTIVEThe objective of this tender is to find a suitable contractor for the provision of interim services for the EMCDDA (lot 1) and EMSA (lot 2).The EMCDDA and EMSA are multi-cultural and multi-lingual European Agencies. The EMCDDA currently has 100 staff members and the EMSA around 250 staff members.Staff employed by both Agencies is subject to the Staff Regulations and the Conditions of Employment of Other Servants of the European Communities (Council Regulation Nr. 259/68 of 29 February 1968, last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013.Both Agencies may need interim personnel, as a complement to their above mentioned statutory staff, for the following reasons:to replace staff absent for short periods of time;to cope with peak periods which require an additional workforce for a limited period of time;to carry out, on a temporary basis, additional tasks resulting from specific projects;to carry out, on a temporary basis, tasks which require specific competencies which are not available within the Agency.The overall objective of the tender is to provide the EMCDDA and EMSA with the necessary interim personnel in a timely manner and in line with the job profiles requested.The contractor shall comply with the relevant Portuguese laws on employment, taxes, health insurance, social and pension contributions. The contractor shall ensure the fulfilment of all legal and financial obligations towards the worker, which include the gross salary and all social and pension contributions foreseen by the Portuguese law for the employer.SCOPE OF THE SERVICE TO BE PROVIDEDThe variety of activities for which the EMCDDA and EMSA might request interim personnel in the context of this tender may include, amongst others, the following: reception and switchboard, secretarial support, filing and archiving, general administrative support, data input, support to the organisation of meetings, conferences and events, financial and human resources support, clerical support, IT infrastructure assistance and technical and operative assistant, specialists in the drugs field and in the area of maritime safety.The language used within the Agencies is mainly English. The interim personnel will thus be requested to have a very good command of English. For specific activities, the knowledge of other EU languages might also be required.The agencies will give the contractor an advance notice of at least 10 calendar days for the commencement of an assignment. The Agencies will specify the job description for the assignment, the skills required and the expected timeframe (starting date and duration) of the assignment.The contractor is expected to provide the Agencies with CVs of candidates whose profile matches the profile required, at least 5 working days before the starting date of the assignment. The agencies reserve the right to invite for interview one or more of the candidates proposed by the contractor. The Agencies will confirm to the contractor their choice of the candidate for assignment at least two working days before the starting date of the assignment.A point of contact for the provision of interim personnel will be appointed from both parties (the EMCDDA/ EMSA and the contractor).PARTICIPATION IN THE TENDERParticipation in tendering procedures is open on equal terms to all natural and legal persons falling within the scope of the Treaties (this includes all economic operators registered in the EU and all EU citizens). As a rule subcontracting is allowed but proposed subcontractors have to be approved by the European Agencies. Tenderers should indicate in their bids any intended subcontracting, and the proportion of the contract they intend to subcontract. If the tenderer relies on the capacities of subcontractors to fulfil selection criteria as specified in section 11.2. (technical and professional capacity), then each subcontractor must provide the required evidence for the exclusion and selection criteria. To rely on the capacities of a subcontractor does not mean that the contractor has to use services of another company but that this company and its special capacity is central to the capacity of the contractor to fulfil the contract and that it cannot be easily changed or replaced. The exclusion criteria and the selection criteria for “economic and financial capacity” will be assessed in relation to each economic operator individually. Concerning the selection criteria for “technical and professional capacity”, the evidence provided will be checked to ensure that the tenderer and its subcontractors as a whole fulfil the criteria.DURATIONThe contract with the EMCDDA will be awarded for a period of two years, renewable once. The contract with EMSA will be awarded for a period of one year, renewable up to three times.ESTIMATED VALUE OF CONTRACTThe maximum estimated amount of this project for the whole period of 4 years is 60.000 € for EMCDDA (lot 1) and 20.000 € for EMSA (lot 2). PRICEPrices must be quoted in EURO, using, whenever it is necessary, the conversion rates published in the C series of the Official Journal of the European Union on the day when the notice of invitation to tender was published.Prices must be all inclusive (including in particular all service-related expenses, such as salaries of contracted personnel including social security, holiday and sickness allowances, etc., insurance, equipment, operational material, inspection and administrative costs).Prices must be fixed amounts, non-revisable and remain valid for the first period of the duration of the contract.Under Article 3 and 4 of the Protocol on the privileges and immunities of the European Union, the Agencies are exempt from all duties, taxes and other charges, including VAT. This applies to the EMCDDA pursuant to the EEC No. 302/93 of 8 February 1993 and to EMSA pursuant to the Regulation 1406/2002/EC, as amended. The amount of VAT must therefore be shown separately.Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed.Candidates have to fulfil the ‘Price Grid per Category of Interim personnel’ available as Appendix 1 on the Procurement Section on the EMCDDA website at the following address: and by taking into consideration the ‘Net salaries to be paid to interim personnel per category’ available as Appendix 2.TERMS OF PAYMENTPayments shall be issued in accordance with the provisions of the draft Framework service contract with EMCDDA and the draft Framework service contract with EMSA, both available as Appendix 3 on the Procurement Section on the EMCDDA website at the following address: OF CONTRACT In drawing up a bid, the tenderer should bear in mind the terms of the draft Framework service contract with EMCDDA and the draft Framework service contract with EMSA, both available as Appendix 3 on the Procurement Section in the EMCDDA website at the following address: of a tender will imply acceptance, by the tenderer, of the provisions of the said contracts, including their appendixes, in all matters not governed by this invitation to tender, and waive of the tenderer’s own terms of business.The accomplishment of a tendering procedure imposes no obligation on the EMCDDA or EMSA to award the contract. Even if the invitation to tender covers two lots, the EMCDDA and the EMSA reserve the right to award a contract for only one of them. The EMCDDA and EMSA shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted. Nor shall it be so liable if they decide not to award the contract.EXCLUSION CRITERIACandidates or tenderers shall be excluded from participation in this procurement procedure if:they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;they have been guilty of grave professional misconduct proven by any means which the the European Agencies can justify;they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the European Agencies or those of the country where the contract is to be performed;they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Union’s financial interests;they have been the subject of the administrative penalty for being guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or failing to supply an information, or being declared to be in serious breach of his obligation under contract covered by the Union budget.The tenderers are requested to submit with the tender the Declaration of Honour available as Appendix 4 on the Procurement Section on the EMCDDA website at the following address: in order to state at the tenderer is not in one of the above mentioned exclusion situations.Contracts may not be awarded to tenderers who, during the procurement procedure, are guilty of misrepresentation in supplying the information required by the Agencies as a condition of participation in the contract procedure or fail to supply this information.SELECTION CRITERIA11.1. Economic and financial capacity Tenderers must be in a stable financial position and have the economic and financial capacity to perform the contract. As a proof, tenderers are requested to submit, with their tender, a Financial Capacity Form for the last two years (one Form for each year), available as Appendix 5 on the Procurement Section on the EMCDDA website at the following address: 11.2. Technical and professional capacityTo prove their technical and professional capacity, tenderers shall provide evidence of expertise in the field of Interim personnel services.Tenderers are requested to:Provide references of International companies or organisations (or equivalent) to which the tenderers have provided interim services in the last 3 years;Provide the number of individuals per category (mentioned in the financial form) currently available in the tenderer’s database;Provide between 2 and 4 CVs, for evaluation purposes, of individuals currently available, preferably, per each category listed in Appendix 1 being compulsory to fill in the grid for the categories with an asterisk (names and contact details to be erased). AWARD CRITERIAThe contract will be awarded applying the following award criteria to determine the tender which offers the best value for money.Qualitative award criteriaWeighting(in %)Methodology that the tenderer uses to evaluate the abilities and potential of individuals for the different categories of interim personnel to include them in their database50Number of categories proposed and number of candidates that will be made available for interviews at the EMCDDA/EMSA, for each requested profile, to have a sufficient range of options30Flexibility in fulfilling the administrative formalities relative to entry into service, replacement and exit of interim personnel, bearing in mind that interim personnel are to be made available in a timely manner, usually at short notice20andPrice of the tenderFor each tender, evaluators will give marks between 0-10 (half points are possible) for each quality criterion. A Quality score (for each tender) will be calculated as being the sum of all given marks for each quality criterion, taking into account the weighting indicated, divided by the number of evaluators.Only bids that have reached a minimum of 6 points for the quality score will be taken into consideration for awarding the contract.The price of each tender will be calculated on the basis of the sum of the daily rates per experience period for each of the compulsory categories of personnel, in line with Appendix 1.A global score to weight the price of each tender will be calculated using the following formula: Cheapest tender X Quality scorePrice of the tender The contract will be awarded to the tender having received the highest global score.IDENTIFICATION OF THE TENDERERThe tenderer’s identity and legal status will be clearly identified according to the “Legal Entity Form”. You are requested to submit with the tender a Legal Entity Form duly filled in and signed. Forms can be downloaded at the following link: Identification Form: You are requested to submit with the tender a Financial Identification Form duly filled in and signed. Forms can be downloaded at the following link: . Tenderers are exempt from submitting the Legal Entity Form and Financial Form requested if such a form has already been completed and sent either to EMCDDA, EMSA or any EU Institution previously. In this case the tenderer should indicate on the cover letter the bank account number to be used for any payment in case of award. Groupings, irrespective of their legal form, may submit bids. Tenderers may, after forming a grouping, submit a joint bid on condition that it complies with the rules of competition. Such groupings (or consortia) must specify the company or person heading the project and must also submit a copy of the document authorising this company or person to submit a bid.Each member of the consortium must provide the required evidence for the exclusion and selection criteria. The exclusion criteria will be assessed in relation to each economic operator individually. Concerning the selection criteria the evidence provided by each member of the consortium will be checked to ensure that the consortium as a whole fulfils the criteria.If awarded, the contract will be signed by the person authorised by all members of the consortium. Tenders from consortiums of firms or groups of service providers, contractors or suppliers must specify the role, qualifications and experience of each member or group.The tender must be presented as follows and includes:Signed cover letter indicating the name and position of the person authorised to sign the contract and the bank account on which payments are to be made.Part A: all the information and documents required by the contracting authority for the appraisal of tenders on the basis of the points 10 of these specifications (Exclusion criteria);Part B: all the information and documents required by the contracting authority for the appraisal of tenders on the basis of the Economic and Financial capacity (part of the Selection criteria) set out under point 11.1 of these specifications;Part C: all the information and documents required by the contracting authority for the appraisal of tenders on the basis of the Technical and professional capacity (part of the Selection Criteria) set out under point 11.2 of these specifications.Part D: all the information and documents required by the contracting authority for the appraisal of tenders on the basis of the Award Criteria set out under point 12 of these specifications, including explanations regarding the third qualitative award criteria above;Part E: ‘Price Grid per Category of Interim personnel’ in accordance with point 7 of these specifications.VALIDITY OF THE OFFERThe tenderer will be bound by his offer during 9 months following the deadline for submission of RMATION TO TENDERERSTenderers will be informed whether or not their tender has been accepted.CONTACTSAny contact between the tenderer and the Agencies staff is forbidden during the tendering process. By way of exception, the Agencies may decide to provide, additional information with the sole objective of explaining the nature of the procurement operation. Such additional information may be requested exclusively in writing, at the latest five calendar days before the deadline for submission of the bids, to the following e-mail: info.procurement@emcdda.europa.eu at the attention of Catherine Menier. Please indicate the reference of the procurement. Further relevant information provided by the EMCDDA will be communicated to all tenderers.DATA PROTECTIONIf the follow up to your reply to the invitation to tender requires the recording and processing of personal data (such as name, address, CV), these data will be processed pursuant to Regulation (EC) 45/2001 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, your replies to questions and any personal data requested are necessary for the performance, management, follow up and monitoring of the concerned Agencies’ procurement and contract procedures and will be processed solely for that purpose by the Head of the Administration unit of the Agencies acting as Data Controller. You may, upon request, obtain the communication of your personal data and have it modified, rectified, corrected, or deleted, as required. Should you have any queries concerning the processing of your personal data, please address them to the Data Controller. You may also contact the EMCDDA’s Data Protection Officer (dpo@emcdda.europa.eu) or EMSA’s Data Controller Cristina.Romay-Lopez@emsa.europa.eu for any questions relating to the processing of these data. You have the right to recourse to the European Data Protection Supervisor.Details concerning the processing of your personal data are available on the Privacy Statement at RESOLUTION CONCERNING THE TENDER PROCEDUREGeneral Court of the European UnionThe court responsible for hearing appeal procedures is the General Court of the European Union:General Court of the European UnionRue du Fort NiedergrünewaldL-2925 LuxembourgTel.: (352) 4303-1Fax: (352) 4303 2100E-mail: Generalcourt.Registry@curia.europa.eu URL: time limit to lodge an appeal is within two months of notification of non-award.European OmbudsmanAs a redress mechanism alternative to the General Court of the European Union, the European Ombudsman investigates complaints about maladministration in the institutions and bodies of the European Union.The European Ombudsman1 Avenue du Président Robert SchumanCS 30403FR - 67001 Strasbourg CedexTel. +33 (0)3 88 17 23 13Fax +33 (0)3 88 17 90 62E-mail: eo@ombudsman.europa.eu URL: ................
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