P.O. Box: 16183
2500 BD The Hague
THE NETHERLANDS
TENDER SPECIFICATIONS
2012/EJ/74
SANITARY SUPPLIES AND RELATED SERVICES
Issued by
Eurojust
The Hague
The Netherlands
1
2012/EJ/74
/ EUROJUSTP.O. Box: 16183
2500 BD The Hague
THE NETHERLANDS
TABLE OF CONTENTS
TABLE OF CONTENTS 2
SECTION A - INTRODUCTION 4
A.1. WHAT IS EUROJUST? 4
A.2. WHAT IS PROCUREMENT? 4
A.3. IMPORTANT NOTE 5
SECTION B - SPECIFIC INFORMATION ON THIS PROCUREMENT PROCEDURE 7
B.1. SCOPE OF WORK 7
B.1.1. BACKGROUND INFORMATION 7
B.1.2. REQUIREMENTS 7
B.1.3. VARIANTS TO THE REQUIREMENTS 11
B.1.4. DIVISION INTO LOTS 11
B.2. CONTRACT 11
B.2.1. TYPE OF CONTRACT AND DURATION 11
B.2.2. CONTRACT IMPLEMENTATION 12
B.2.3. CONTRACT PRICES 12
B.2.4. IMPORTANT NOTE 12
B.3. YOUR TECHNICAL PROPOSAL 12
B.3.1. TECHNICAL PROPOSAL FORM (ANNEX A) 13
B.3.2. HOW TO PREPARE YOUR TECHNICAL PROPOSAL? 13
B.4. YOUR FINANCIAL PROPOSAL 13
B.4.1. PRICING FORM (ANNEX B) 13
B.4.2. HOW TO PREPARE YOUR FINANCIAL PROPOSAL? 13
B.4.3. IMPORTANT NOTES 14
B.5. TENDERER’S ELIGIBILITY AND CAPACITY: EXCLUSION AND SELECTION CRITERIA 14
B.5.1. ELIGIBILITY TO TENDER: EXCLUSION CRITERIA 14
B.5.2. CAPACITY: SELECTION CRITERIA 15
B.5.3. IMPORTANT NOTE 16
B.6. AWARD CRITERIA 16
B.7. TIMETABLE 18
SECTION C – INSTRUCTIONS ON HOW TO TENDER 20
C.1. CONTENTS OF YOUR TENDER 20
C.1.1. IMPORTANT NOTE 20
C.2. LANGUAGE OF YOUR TENDER 20
C.3. HOW TO PACKAGE YOUR TENDER? 21
C.4. HOW TO DISPATCH YOUR TENDER? 21
C.4.1. IMPORTANT NOTE: PROOF OF DISPATCH 22
C.5. CONTACTS BETWEEN EUROJUST AND TENDERERS 23
C.5.1. BEFORE THE DEADLINE FOR DISPATCHING TENDERS 23
C.5.2. AFTER THE DEADLINE FOR DISPATCHING TENDERS 23
C.6. CAN A CONSORTIUM SUBMIT A TENDER? IS SUBCONTRACTING ALLOWED? 24
SECTION D – HOW WILL TENDERS BE EVALUATED? 24
D.1. PUBLIC OPENING SESSION 24
D.1.1. FORMAL OPENING REQUIREMENTS 24
D.1.2. MODALITIES TO ATTEND THE PUBLIC OPENING SESSION 24
D.2. TENDER EVALUATION SESSION 25
SECTION E – JOINT OFFERS SUBMITTED BY CONSORTIA AND SUBCONTRACTING: TERMS AND CONDITIONS 25
E.1. JOINT OFFERS SUBMITTED BY CONSORTIA 25
E.1.1. INTRODUCTION 25
E.1.2. DOCUMENTATION / INFORMATION TO BE PROVIDED 26
E.1.3. EVALUATION 26
E.1.4. CONTRACT IMPLEMENTATION 27
E.2. SUBCONTRACTING 27
E.2.1. INTRODUCTION 27
E.2.2. DOCUMENTATION / INFORMATION TO BE PROVIDED 27
E.2.3. EVALUATION 28
E.2.4. CONTRACT IMPLEMENTATION 28
SECTION F – SIGNATURE OF THE CONTRACT WITH THE SUCCESSFUL TENDERER: PROVISION OF DOCUMENTATION 28
ANNEXES:
Annex A - Technical Proposal Form
Annex B - Pricing Form
Annex C - Model Contract
Annex D - Declaration on Honour Template
Annex E - Financial Capacity Form
Annex F - Administrative Data Form
Annex G - Check list [to be checked BEFORE dispatching your tender]
Annex H - Receipt to be used in case of hand delivery of tender
Annex I - Model Letter of Intent for Subcontractor(s)
Annex J - Statement on the Acceptance on Eurojust’s Model Contract
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2012/EJ/74
/ EUROJUSTP.O. Box: 16183
2500 BD The Hague
THE NETHERLANDS
SECTION A - INTRODUCTION
A.1. WHAT IS EUROJUST?
Eurojust was established in 2002. Its mission is to support and strengthen coordination and cooperation between national authorities in fighting serious cross-border crime that affects the European Union.
Each of the 27 Member States seconds a senior representative to work at Eurojust in The Hague. These representatives are experienced prosecutors, judges or police officers of equivalent competence.
Between them, they carry out Eurojust’s mandate to coordinate national authorities at every stage of criminal investigation and prosecution. They also resolve the challenges and practical problems arising from the differences between the legal systems of the Member States.
National Members are supported by Deputies, Assistants and Seconded National Experts. Where Eurojust has a cooperation agreement with a third State, Liaison Magistrates from that third State may work at Eurojust. Currently, liaison Magistrates from Croatia, Norway and the USA are attached to Eurojust. Recent EU legislation also provides that Eurojust may post Liaison Magistrates to third States.
Eurojust is also home to the secretariats of the European Judicial Network, the Network of contact points for genocide, crimes against humanity and war crimes, and the Network for Joint Investigation Teams.
Eurojust deals with roughly 1400 cases per year. It also holds approximately 140 coordination meetings per year. These meetings bring together national judicial, investigatory and prosecuting authorities from Member States and, where appropriate, third States. At these meetings, casework issues are resolved and plans for operational actions such simultaneous arrests and searches are developed.
ORGANISATION AND STRUCTURE
The College is supported in its day-to-day activities by an administrative organisation composed of several units: Budget, Finance & Procurement, Corporate Services, Human Resources, Information Management, the Legal Service, the Case Analysis Unit, the Secretariat of the European Judicial Network (EJN), the Joint Investigation Teams Network Secretariat (JITS) and the Genocide Network Secretariat. In addition, three dedicated services support the College: Data Protection, Press & PR, and the College Secretariat.
In the near future, Eurojust will continue to grow in terms of volume of activities, administrative functions and number of employees. The expected number of post-holders in Eurojust for 2012 will be approximately 250.
Further information on Eurojust’s activities is available on its website at the address http://www.eurojust.europa.eu
A.2. WHAT IS PROCUREMENT?
Procurement covers public contracts as well as procurement procedures. Public contracts are defined as purchases by a public authority of a service, goods or works. A procurement procedure is the structured way that leads to the conclusion of a public contract.
The purpose is:
(i) to guarantee the widest possible participation of economic operators (referred to as “tenderers”),
(ii) to ensure the transparency of operations, and
(iii) to obtain the desired quality of services, supplies and works at the best possible price.
Offers submitted in the context of a procurement procedure are designated “tenders”. An economic operator who has submitted a tender is designated a “tenderer”.
Eurojust complies with the Financial Regulations applicable to the general budget of the European Communities (Council Regulation 1605/2002) and their Implementing Rules (Commission Regulation 2342/2002). Please note that the Financial Regulations and their Implementing Rules took over the provisions of the Directive 2004/18/EC.
A.3. IMPORTANT NOTE
· Confidentiality
The tenderer - whether or not its tender is accepted - and all other recipients of the documents composing these Tender Specifications - whether or not they submit a tender - shall treat the details of these documents as private and confidential and shall not disclose the details to any party.
All documents submitted by the tenderer shall automatically become the property of Eurojust and are deemed confidential.
· Protection of personal data
Personal data are processed in accordance with the requirements of the rules of procedure on the processing and protection of personal data at Eurojust, as published in OJ No C 68 of 19.3.2005, p. 1. (available on Eurojust website, at the address http://www.eurojust.europa.eu).
· Central Exclusion Database (CED):
The tenderers should be aware that the Central Exclusion Database will be consulted. The tenderers and, if they are legal entities, persons who have powers of representation, decision making or control over them, are informed that, should they be in one of the situations mentioned in:
- the Commission Regulation of 17.12.2008 on the Central Exclusion Database- CED (OJ L, 344, 20.12.2008, p. 12),
their personal details (name, given name if natural person, address, legal form and name and given name of the persons with powers of representation, decision-making or control, if legal person) may be registered in the CED, and communicated to the persons and entities listed in the above-mentioned Regulation, in relation to the award or execution of a procurement contract or grant agreement or decision.
· Disclaimer
Eurojust reserves the right to accept or reject any tender and to annul the process and reject all tenders at any time prior to the contract signature, without thereby incurring any liability to the affected economic operators.
Eurojust will not be responsible for, or pay for, expenses or losses that may be incurred by the tenderer in the preparation of its tender and/or during the tender evaluation period.
· Where these Tender Specifications refer to ‘tenderer’ it shall be considered as ‘contractor’ after signature of the contracts.
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2012/EJ/74
/ EUROJUSTP.O. Box: 16183
2500 BD The Hague
THE NETHERLANDS
SECTION B - SPECIFIC INFORMATION ON THIS PROCUREMENT PROCEDURE
B.1. SCOPE OF WORK
The scope of this tender procedure is the conclusion of a framework contract for sanitary supplies and related services, covering the following main categories of sanitary equipment, consumables and related services:
§ the leasing of dispensing machines, sanitary bins, fragrance systems and related services, including delivery, installation and maintenance of aforesaid items;
§ the supply of paper towel dispensers, toilet brushes, toilet roll holders;
§ the supply of consumables (e.g. soaps, towels, various paper products, scents etc.) and related services such as delivery, and, where applicable, the collection of used consumables as well as the cleaning or disposal thereof;
§ optional lease of toiletries dispensers including services and the supply of compatible toiletry items; optional supply of eco-friendly consumables.
B.1.1. BACKGROUND INFORMATION
The supplies and services shall be provided by the tenderer at the premises of Eurojust, located at:
· Haagse Arc building B-wing, Maanweg 174, The Hague,
· Haagse Veste 1 building floors 6, 7 and 8, Saturnusstraat 9, The Hague
It cannot be excluded that in the course of the implementation of this framework contract, additional locations will have to be serviced too. Therefore the successful tenderer shall be able to provide the services in question also to alternative locations in The Hague area.
The number of users of sanitary supplies is estimated to be approximately 350 (postholder, visitors, external service staff, etc.).
Eco-friendliness
All products offered should be produced, to the maximum effort possible, with renewable or recycled materials and shall result from sustainable production methods. Please see in this regard the award criteria listed in Section B.6.
B.1.2. REQUIREMENTS
B.1.2.1. SUPPLIES AND SERVICES TO BE PROVIDED
B.1.2.1.1. Lease of Sanitary equipment including service packages
The tenderer shall be able to lease to Eurojust – at least - the sanitary equipment listed in Annex A.1 of the Technical Proposal Form, which includes items such as:
1. towel dispensers (using textile towels),
2. soap dispensers,
3. toilet roll dispensers,
4. feminine hygiene bins,
5. fragrance systems,
Each item of sanitary equipment listed in Annex A.1 of the Technical Proposal Form is to be offered by the tenderer, whereas equipment offered as Model A shall be of basic quality and equipment offered as Model B shall be of higher quality. Once the contract with the successful tenderer has entered into force, Eurojust will inform the successful tenderer of its choice of sanitary equipment (type and model), based on the items offered during the tendering process.
IMPORTANT:As there are no power outlets in Eurojust’s lavatories, all equipment proposed must be battery-operated.
Apart from the leasing of the sanitary equipment mentioned above the tenderer shall be able to offer a service package alongside, which includes at least the following services:
- The delivery of the sanitary equipment at Eurojust’s premises;
- The installation of the sanitary equipment at Eurojust’s premises shall be completed within one month after the return of the order form by the successful tenderer.
- The preventive and corrective maintenance of the leased equipment. In particular, the successful tenderer shall ensure a proper functioning of the equipment by performing on his own initiative regular preventive maintenance taking into consideration the age and state of the equipment. As a reference, currently, preventive maintenance is taking place once every year. In case of defective equipment, corrective maintenance shall be performed within 48 hours upon notification. In addition, the successful tenderer shall be responsible for the replacement of equipment if a repair cannot be carried out on-site, and – where applicable – the supply and change of the batteries needed for the equipment’s proper functioning.
With regard to item 4 of Annex A.1 of the Technical Proposal Form, the service package shall include in addition to the above listed services the four-weekly changing of the hygiene bins [the bins are to be removed and replaced with a fresh bin at least every four weeks - or more frequently if needed].
With regard to item 5 of Annex A.1 of the Technical Proposal Form, the service package shall include in addition to the above listed services the supply of the fragrance and the refilling of the fragrance system.
IMPORTANT:
The tenderer will be requested to refill only the fragrance system. The refilling of the other leased sanitary equipment with consumables will be carried out under the responsibility of Eurojust.
B.1.2.1.2. Supply of Sanitary equipment (to be purchased)
The tenderer shall be able to supply to Eurojust – at least - the sanitary equipment listed in Annex A.2 of the Technical Proposal Form to Eurojust, which includes items such as:
1. paper towel dispensers
2. toilet brushes including holders
3. Toilet roll holders
Each item of sanitary equipment listed in Annex A.2 of the Technical Proposal Form is to be offered by the tenderer, whereas equipment offered as Model A shall be of basic quality and equipment offered as Model B shall be of higher quality. Once the contract with the successful tenderer has entered into force, Eurojust will inform the successful tenderer on its choice of sanitary equipment (type and model), based on the items offered during the tendering process. The tenderer shall deliver the types and quantities of sanitary equipment ordered to Eurojust’s premises and install it at Eurojust’s premises within one month after the return of the order form by the successful tenderer.
B.1.2.1.3. Supply of Sanitary consumables
The tenderer shall also be able to supply sanitary consumables suitable for the leased and purchased sanitary equipment (e.g. paper and textile towels, soaps, toilet rolls etc.) listed in Section B.1.2.1.1 and B.1.2.1.2. The tenderer shall deliver the types and quantities of sanitary consumables ordered to Eurojust’s premises and, where applicable, shall collect and clean used textile towels.