Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Cleaning services for the Cedefop premises.
II.1.2)Type of contract and location of works, place of delivery or of performance:
Services.
Service category: No 14.
Main place of performance: Cedefop's premises.
NUTS code: GR12.
II.1.3)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 month(s): 48.
Estimated total value of purchases for the entire duration of the framework agreement:
Estimated value excluding VAT: 485 000 EUR.
Frequency and value of the contracts to be awarded:
Initial contract duration of 1 year with 3 possible renewals of 1 year each.
II.1.5)Short description of the contract or purchase(s):
Provision of cleaning and other related services at the Cedefop premises.
II.1.6)Common procurement vocabulary (CPV):
90910000, 39830000, 33761000, 33763000.
II.1.8)Division into lots:
No.
II.1.9)Variants will be accepted:
No.
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The estimated value of the required services described in this call for tenders is 485 000 EUR over a 4-year period.
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:
Cedefop will require a performance guarantee from the chosen contractor as a result of this tendering procedure. The amount of the performance guarantee will be 10 % of the amount of the standard cleaning services per year. The costs for the guarantee shall be borne by the contractor.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them:
Payments will be made upon completion of tasks and within 30 days of submission of invoices at the conditions set out in the draft framework contract. (For the standard cleaning services payment will take place monthly and upon completion of tasks.)
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Tenderers may choose between submitting a joint offer as a consortium/grouping or by introducing a bid as a single tenderer, in both cases with the possibility of having 1 or several subcontractors. Whichever type of bid is chosen, the tenderer must stipulate the legal status and role of each legal entity in the tender proposed.
For more information please refer to the tender documents.
III.1.4)Other particular conditions to which the performance of the contract is subject:
Yes.
Description of particular conditions:
Subcontracting is allowed and is defined as the situation where a contract has been or is to be established between Cedefop and a contractor and where the contractor, in order to carry out that contract, enters into legal commitments with other entities for performing part of the service. If awarded, the contract will be signed by the selected tenderer (the contractor), who will be vis-à-vis Cedefop the only contracting party responsible for the performance of this contract. Cedefop has no direct legal commitment with the subcontractor(s).
For more information please refer to the tender documents.
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 requirements are met:
Tenderers must meet the exclusion and selection criteria and have the legal position to allow them to participate in this tendering procedure.
Participation to this tender is only open to tenderers who are in a position to subscribe in full to the declaration on exclusion criteria and absence of conflict of interest in Annex C of the tender documents. For more information please refer to the tender documents.
III.2.2)Economic and financial capacity:
Information and formalities necessary for evaluating if requirements are met:
The tenderer must be in a stable financial position and have the economic and financial capacity to perform the contract.
Minimum level(s) of standards possibly required:
Requirement: the average annual turnover of the tenderer for the last 3 financial years for which accounts have been closed, concerning the type of services covered in this call for tenders, should be at least 400 000 EUR.
Proof of economic and financial capacity must be furnished by the following documents:
— signed statement(s) of overall turnover of the tenderer including the profit and loss account or equivalent for each of the last 3 financial years for which accounts have been closed, and
— signed statement(s) of turnover of the tenderer concerning the type of services covered in this call for tenders during each of the last 3 financial years for which accounts have been closed.
In case of a consortium (grouping) or subcontracting each member of the consortium and all subcontractors (in line with point 4.1 or 4.2 of the tender documents) must provide the required evidence for the economic and financial capacity, but the assessment of whether the minimum requirement is met will bear on the consortium as a whole or the tenderer together with his subcontractors.
In case of contract award the winning tenderer will be requested to prove the above by audited financial statements if this is foreseen by the national legislation. If, for some exceptional reason the tenderer is unable to provide one or other of the above documents he is required to provide justification for the non-provision and may prove his economic and financial capacity by any other document which Cedefop considers appropriate. Cedefop reserves the right to request any other document enabling it to verify the tenderer's economic and financial capacity.
III.2.3)Technical capacity:
Information and formalities necessary for evaluating if requirements are met:
The tenderers are required to have sufficient technical and professional capacity to perform the contract. In case of consortium or subcontracting, the grouping (consortium) or the tenderer with all subcontractors together have to provide evidence of technical and professional capacity as a whole. Tenderers must demonstrate the ability to perform the tasks outlined in the technical specifications.
Minimum level(s) of standards possibly required:
To that effect, they must:
— be enrolled in the relevant professional register,
— have performed in the past 3 years (to have been concluded by the date of submission of offers) at least 3 contracts similar to the scope, size and nature of the services provided as those required in this call for tenders,
— have the ability and the necessary equipment for the execution of services (in terms of type and technical characteristics) and for regularly providing the required consumables,
— be able to propose a team to be in charge for the implementation of the contract, that has the knowledge and experience relevant to the subject.
Project manager:
— 3 years' individual experience in project management in the field of cleaning services. He/she has to be sufficiently trained in the fields of occupational health and safety standards, application techniques and environmental issues,
— languages: English necessary.
Team leader:
— 3 years' individual experience as on-the-spot coordinator of a team leader in the field of cleaning services,
— languages: English necessary.
Proofs/evidences of technical and professional capacity:
The following documents or information must be presented by the tenderer to prove his technical and professional capacity to perform the proposed contract:
— proof of enrolment in the relevant professional register, as prescribed by the laws of the Member State, where the tenderer is established,
— list of at least 3 contracts performed in the past 3 years similar to the scope, size and nature as those required in this call for tenders, describing the subjects, the amounts, the dates, the percentage performed by the tenderer, and the contracting authorities,
— company profile with a description of the specialised cleaning equipment and machinery of the tenderer to perform the services described in the technical specifications and his ability to provide the required consumables,
— the detailed CV(s) of the project manager and the team leader, who will be in charge for the contract implementation.
III.2.4)Reserved contracts:
No.
III.3)Conditions specific to services contracts
III.3.1)Execution of the service is reserved to a particular profession:
No.
III.3.2)Legal entities 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.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)An electronic auction will be used:
No.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
'AO/RES/ASAIN/CleaningServices/010/10'.
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:
19.10.2010.
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:
Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish.
IV.3.7)Minimum time-frame during which the tenderer must maintain the tender:
Until: 19.4.2011.
IV.3.8)Conditions for opening tenders:
Date: 3.11.2010 (11:00).
Place: Cedefop's premises.
Persons authorised to be present at the opening of tenders: yes.
Each tenderer may be represented at the opening of tenders by 1 person. The name of the person attending the opening must be notified in writing by fax (fax No +30 2310490028) or by e-mail (c4t-services@cedefop.europa.eu) at least 2 working days prior to the opening session.
Section VI: Complementary information
VI.1)This is a recurrent procurement:
No.
VI.2)Contract related to a project and/or programme financed by EU funds:
No.
VI.3)Additional information:
The tender documents will be available on Cedefop's website:
http://www.cedefop.europa.eu/EN/working-with-us/public-procurements/calls-for-tenders.aspx
An optional on-site visit is planned to take place on 23.9.2010 (11:00), local time. The meeting point will be the reception hall of Cedefop. Tenderers must send written notification of the names of the persons (maximum 2) who will attend this meeting by fax (+30 2310490028) or by e-mail (c4t-services@cedefop.europa.eu), at the latest by 14:00 (local time) on the day before the site visit. All the costs of attending this meeting are borne by the tenderers.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures:
VI.4.2)Lodging of appeals:
Precise information on deadline(s) for lodging appeals:
Within 2 months of the notification to the plaintiff, or, in absence thereof, of the day on which it came to the knowledge. A complaint to the European Ombudsman does not have as an effect either to suspend this period or to open a new period for lodging appeals.
VI.4.3)Service from which information about the lodging of appeals may be obtained:
Same as in point VI.4.1.
VI.5)Date of dispatch of this notice:
23.8.2010.