INVITATION TO TENDER for the provision of
Translation equipment for the MEETING room PAL102
SPECIFICATIONS
CT.15.ADM.0066.1.0
1. Title of the contract
Provision of an audio and simultaneous translation system for the PAL 102 meeting room at the Palacete Relógio Building at the EMCDDA headquarters in Praça Europa 2, Cais do Sodré, Lisbon.
2. Presentation of the EMCDDA
The European Monitoring Centre for Drugs and Drug Addiction (hereafter referred to as the ‘EMCDDA’) is the central reference point for drug information in Europe. Based in Lisbon, its role is to provide the EU and its Member States with factual, objective, reliable and comparable information on drugs and drug addiction and their consequences. The EMCDDA is a decentralised EU agency, currently employing 105 staff members. For more on the agency, please see: http://www.emcdda.europa.eu.
3. Subject of the contract
The objective of this tender is to procure services, equipment and works required by the EMCDDA meeting support facilities upgrade programme.
The tender relates to the upgrade of the meeting room PAL102, situated in the Palacete Relógio Building at Praça Europa 2, Cais do Sodré, Lisbon, with the installation of an audio and simultaneous translation system. The tender covers material, cables, installation (including cabling), documentation, and training – the building works needed to support the foreseen work have already been done, or would anyway been done separately from this tender.
To obtain the plans of the room, the schematics of the actual installations and the diagrams of the expected installation, see Section 5 “Documentation for tenderers” of this document. It is to be noticed, that in the PAL building, the majority of the flooring is placed directly on a concrete slap. In the PAL102 meeting room there is a central cable duct running under a false floor, and cable ducts are already present due to the presence of a video system. The distance between the false floor and the real floor is 20 cm.
The works, materials and services are described below.
1. Delivery, installation and initial configuration of a simultaneous translation system for four (4) double translation booths, composed by the following items:
a. Eight (8) ergonomic consoles for interpreters, with at least 23 channels and the original floor language, speak slowly function.
b. Eight (8) long microphones for the consoles, with low susceptibility to interference from wireless equipments and network devices.
c. Eight (8) interpreter headphones for simultaneous translation.
d. One (1) digital transmitter of 8 channels.
2. Delivery, installation and initial configuration of a conference Wi-Fi system composed by the following items:
a. One (1) central control unit.
b. One (1) wireless access point wall mounted.
c. Eight (8) wireless discussion units with dual channel selection, display with number and abbreviated channel name, dual volume control, auto search for own network, low susceptibility to electromagnetic interference.
d. Eight (8) long microphones for the wireless discussion units, with low susceptibility to interference from mobile phones.
e. Sixteen (16) headphones for the conference participants.
f. Ten (10) pocket receivers and headphones.
g. One (1) Radiator with wall stand.
h. Ten (10) lithium-ion battery packs for the discussion units.
i. Two (2) battery chargers for the discussion unit batteries.
3. Delivery, installation and initial configuration of a Digital sound system with audio recording:
a. One (1) Digital audio mixer with at least 16 inputs, 8 XLR outputs, 6 line in/outputs.
b. One (1) Professional sound amplifier with at least 4 x 400W RMS output capacity.
c. Two (2) Loudspeakers wall mounted and the respective DSP processor.
d. One (1) Monitor speaker, amplified, for audio control in the technical area.
e. One (1) Digital audio recorder, capable of saving audio files in the standard output formats (wav, mp3, at different bitrates) in memory cards or external hard/flash drives.
f. One (1) Headset wireless microphone and receptor.
g. Two (2) Hand microphones and receptors.
4. Delivery and installation of cabling and accessories for the simultaneous translation, conference and audio systems:
a. Optical fibres/network cables to link the systems.
b. Digital sound system cabling, inter-connections and connectors.
c. Audio rack with door and key, capable of supporting the requested units.
5. Delivery, installation and configuration of the meeting room automation system:
a. One (1) IP link control processor.
b. Interface control components for the audio, screens, lights and blinds.
c. Cabling, terminals, connectors and adaptors.
d. Programming of an existing Extron TLP 710TV remote control.
6. Project management from the contractor side, participation to the coordination with the actual maintenance provider of the building, EMCDDA staff and project manager, and any other necessary third party. This includes, in case extra building works are needed, the coordination with the organisation doing them (to be contracted separately by the EMCDDA).
7. Delivery of documentation, including the diagrams of the systems connection and cabling plan, equipment manuals and any software packages for the above described equipment, plus certification of all the works according to law and specifications.
8. Delivery of a technical training on the equipment functionalities and on the integration of systems, for the EMDDDA technical staff, particularly about the set up and operation of the simultaneous translation and audio conference systems.
9. Delivery of a basic training session on the use of the installed equipment for selected EMCDDA staff.
4. Site visit
The mandatory site visit at the Palacete Relógio Building at Praça Europa 2, Cais do Sodré, Lisbon, has to be scheduled previously with the responsible service and will take place between 19/10/2015 and 06/11/2015 (9.30 to 12.00 or 14.30 to 17.00 hours). To arrange the visit, please contact at least three days in advance Ms. Marisa Gomes tel. 211 21 02 00 or
It is the responsibility of the economic operators to estimate the time needed to prepare their offer, and organise the visit in due time to be able to submit the offer – no extension to the deadline for submission of offer will be granted based on the indication by an economic operator of not having enough time to submit its offer after its visit to the EMCDDA.
5. Documentation for tenders
The EMCDDA can provide CD with technical diagrams for the PAL102. The requests will be sent to the same contact provided to arrange the site visits, by e-mail to:
The attention of the economic operators is brought to the confidentiality clauses. By asking the CD, the economic operator engages to return the CD independently from whether it submits an offer, and delete any copy of the CD and/or its contents eventually done.
6. Volume of contract
The total maximum estimated amount to be allocated to this contract is 65.000 € (without VAT).
7. Prices
· The tenderer must indicate the overall price, separating the price for all the materials (with a list of the materials), works and services.
· Prices must be quoted in EURO.
· Prices must be fixed amounts and will not be subject to revision.
· Prices must be quoted free of all duties and taxes, including VAT, as the EMCDDA is exempt from such charges under articles 3 and 4 of the Protocol on the privileges and Immunities of the European Communities. The amount of the applicable VAT should be shown separately.
· Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed.
The candidates have to fill in the Financial Offer available as Appendix 1 on the Procurement Section on the EMCDDA website at the following address: http://www.emcdda.europa.eu
8. Payment modalities
There will be one payment of 40% after signature of the contract and 60% payment after completion of the works and acceptance of the final completion of the project including the training and all the deliverables. The payment has to be invoiced by the contractor. Detailed modalities are explained in the draft contract available as Appendix 2 on the Procurement Section on the EMCDDA website at the following address: http://www.emcdda.europa.eu
9. Draft contract
In drawing up the tender, the tenderer should bear in mind the provisions of the draft contract attached as Appendix 2 and available on the Procurement Section on the EMCDDA website at the following address: http://www.emcdda.europa.eu. Submission of a tender will imply acceptance, by the tenderer, of the provisions of the said contracts, including their appendices, 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 to award the contract. Should the invitation to tender cover several items or lots, the EMCDDA reserves the right to award a contract for only some of them. The EMCDDA shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted or successful. Nor shall it be so liable if it decides not to award the contracts.
10. Participation in tender
Participation 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). Participation is also open to all natural and legal persons in any non-EU country which has an agreement with the European Union in the field of public procurement on the conditions laid down in that agreement..
As a rule, subcontracting is allowed but the proposed subcontractors have to be approved by the EMCDDA. Tenderers should indicate in their bids any intended subcontracting, and the proportion of the contract they intend to subcontract. The selection and exclusion criteria are applied not just to the tenderer but also to any subcontractors proposed and supporting documentation should be provided accordingly.
Consortia of economic operators are authorised to tender. For the submission of a tender, the EMCDDA does not require that consortia of economic operators have a specific legal form, but the consortium must specify the person heading the project and must also submit a copy of the document authorising this company or person to submit a bid or to sign a contract on behalf of the consortium.
11. Exclusion criteria
Candidates or tenderers shall be excluded from participation in this procurement procedure if:
a. 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;
b. they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res iudicata;
c. they have been guilty of grave professional misconduct proven by any means which the EMCDDA can justify;
d. 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 EMCDDA or those of the country where the contract is to be performed;
e. 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 Community’s financial interests,
f. following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.
The tenderers are requested to submit with the tender the Model Sworn Declaration available as Appendix 3 on the Procurement Section on the EMCDDA website at the following address: http://www.emcdda.europa.eu, in order to state that he/she is not in one of the above mentioned exclusion situations.
Contracts may not be awarded to candidates or tenderers who, during the procurement procedure, are guilty of misrepresentation in supplying the information required by the EMCDDA as a condition of participation in the contract procedure or fail to supply this information.
12. Selection criteria
12.1. Economic and financial capacity
To proof their financial and economic capacity, tenderers are requested to submit, with their tender, the ‘Financial Capacity Form’, available as Appendix 4 on the Procurement Section on the EMCDDA website at the following address: http://www.emcdda.europa.eu, for the last 2 financial years for which accounts have been closed, where publication of the balance sheet is required under the company law of the country in which the tenderer is established.
12.2. Technical and professional capacity
To proof its technical and professional capacity, the tenderer should provide the following information:
a. Proof of technical expertise in the areas of installation of audio and translation equipment, and/or installation of the type foreseen in the tender for which they are applying.
b. Certifications by the manufacturers as authorised installers can also be acceptable.
c. References of similar assignments over the past three years.
13. Award criteria
The contracts will be awarded applying the following award criteria and weighting factors to determine the tender which offers the best value for money.
The quality of the tenders will be assessed against the following criteria:
Qualitative award criteria / Weighting(in %)
Quality of the design, installation and proposed configuration of the wireless audio conference system / 20%
Quality of the design, installation and proposed configuration of the simultaneous translation system for four (4) double translation booths. / 20%
Quality of the installation of the cabling and proposed materials for the simultaneous translation, and audio conference systems / 20%
Quality of the design, installation and proposed configuration of a Digital sound system and audio recording / 20%
Quality of the configuration and design of the meeting room automation system / 10%
Quality of the proposed training and documentation (hours and content) / 10%
and
Price· Concerning the qualitative award criteria, the tenders will be assessed by attributing ranking marks for each qualitative criterion from a minimum of 1 to a maximum of 10 points and taking into account the weighting factors indicated.