Answers to questions raised in relation to the tender
OSHA/NS/2012/T2
Welcome to the ‘answers to questions’ sectionfor the Open Call for tender: OSHA/NS/2012/T2–Provision of technical and methodological assistance in the organisation and implementation of programming, evaluation and monitoring processes of the European Agency for Safety and Health at Work.
We invite you to consult it regularly.
- QUESTION:
In Section 4.3 under the heading, “Section I: Administrative Information” the tenderer is requested to provide, inter alia, a copy of the incorporation of the company and the articles of association, as well as a copy of the powers delegated to the person(s) authorised to act on behalf of the entity. In section 5.3 under the heading, “Economic and financial standing” the tenderer is asked to provide, inter alia, balance sheets and extracts from balance sheets. Can these be simple copies or do they have to be certified copies?
ANSWER:
For the tender process the documents referred to can be simple copies. Before signing a contract EU-OSHA may request certified copies.
- QUESTION:
In which of the two envelopes referred to in section 4.1 should the “Administrative Information” be included?
ANSWER:
The “Administrative Information” should be included in the envelope containing the technical offer.
- QUESTION:
Regarding the Project/Activity Reference Forms(PARFs): Should the references cover only the last three years or can they be older? Must the references cover a period of 36 months and is it necessary to cover all tasks described in section 2 of the specifications? Finally, is it possible to include references to bigger projects where only one part of the project was related to the tasks concerned?
ANSWER:
The activities and projects in the reference forms should be from the last three years. It is not necessary that the PARFs cover every month of the last three years, but taken together the PARFs should provide evidence that the tenderer has the necessary technical and professional capacity, including at least three years of relevant experience. Furthermore, as regards whether the PARFs submitted must cover all tasks foreseen in section 2 of the specifications, it must be kept in mind that the specifications on page 12 talk about “experience of relevance to the tasks concerned” which is broader. The tenderer therefore must have experience relevant to the list of tasks described in section 2. Finally, in the PARFs the section under the heading, “Organisation, planning, volume” has been designed to allow the inclusion of projects and activities where only part of the project or activity is of relevance to the current call for tender.
- QUESTION:
On page 12 the specifications say that the tenderer must have the ability to implement the tools envisaged and carry out the work – to the extent relevant – in all official EU languages. Does the tenderer have to certify that he/she can carry out work in all official languages?
ANSWER:
It is important to stress the qualification, “to the extent relevant”. The working language with the Agency will be English and most of the work will be carried out in English. But, in cases where the work involves contact with the Agency’s stakeholders, there may be a need to work in other languages, for example when testing tools. At the tender stage there is no need to certify the ability to work in all official languages. However, the tenderer should describe how the organisation of the implementation of the contract would allow working in all official languages if needed.
- QUESTION:
On page 12 it says that evidence of the staff’s technical and professional competence should be provided. Does that mean that certificates have to be provided?
ANSWER:
It is not necessary to provide certificates of involved staff at this stage. The information provided via the CVs is enough for the tender stage. Before signing the contract the Agency may ask for certificates.
- QUESTION:
How detailed should the quality plan be?
ANSWER:
The description of the quality plan should allow to assess whether it complies with the requirement in section 2 which specifies that the plan, among other things, must provide information on procedures for quality and implementation, and an HR policy for timely and full replacement of any reduction in capacity in order to ensure the agreed level of expertise and resources. For consortia it must be described how coordination between the members is ensured. It should also be kept in mind that quality criterion 4 gives a mark for the quality plan.
- QUESTION:
In how many copies should the offer be submitted?
ANSWER:
The checklist in Annex III to the tender specifications requests one original signed copy and two copies of the technical and financial proposals.
- QUESTION:
Is it necessary to send by fax a copy of the receipt to the Agency where the bid is submitted by registered mail?
ANSWER:
No. The evidence for having sent the bid before the deadline is the stamp on the offer.
- QUESTION:
Will the framework contract be implemented via contracts of a duration of 12 months? Is the indicated amount of EUR 400.000-1.000.000 applicable to each of the 12 months periods, or is the amount applicable to the maximum duration of the framework contract (i.e. 48 months)?
ANSWER:
It is recommended to consult chapter 3 of the tender specifications, in particular section 3.3. The framework contract is implemented via specific contracts. The duration of the specific contracts will depend on the task being contracted. As regards the duration of the framework contract, it is recommended to consult article I.2 of the draft framework contract’s special conditions. In I.2.3 it is established that the framework contract is concluded for 12 months. In I.2.5 it says that it can be renewed three times.
In section 2.2 it is estimated that the total amount of the specific contracts may be in the range of EUR 100.000-250.000 per year. This amount is purely indicative.
- QUESTION:
Does the tenderer have to fill in Annex II?
ANSWER:
The tenderer shall not fill in Annex II.
- QUESTION:
Regarding Annex I: Do the mission expenses include per diem or accommodation allowances?
ANSWER:
The specific contracts will be based on fixed prices and the cost categories will be those indicated in the table in Annex I. When indicating the mission expenses the tenderer should take into account that there will be no additional payment of daily subsistence allowances or accommodation allowances.
10 August 2012
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