ANNEX A : TECHNICAL OFFER

Annex II - the Contractor's technical offer

The tenderers are requested to complete the template on the next pages:

  • the column “Specifications” shows the required specifications,
  • the column “Specifications offered” is to be filled in by the tenderer and must detail what is offered (for example the words “compliant” or “yes” are not sufficient)
  • the column “Notes, remarks, ref to documentation” allows the tenderer to make comments on his proposed supplies/services and to make eventual references to the documentation

The eventual documentation supplied should clearly indicate (highlight, mark) the models offered and the options included, if any, so that the evaluators can see the exact configuration. Offers that do not permit to identify precisely the models and the specifications may be rejected by the evaluation committee.

The offer must be clear enough to allow the evaluators to make an easy comparison between the requested specifications and the offeredspecifications.

Contract title:

Reference:

NAME OF TENDERER: …………………. p 1/...

A.1. HOT BEVERAGES MACHINES TO BE LEASED

Item
Number / Specifications *
Mandatory minimum requirements / Specifications Offered (incl. brand/model) / Notes, remarks, ref to documentation
1 / A. FRESH BREW SYSTEM COFFEEMACHINE
Machines based on
  • a “fresh brew” system (ground airtight packaged coffee), and
  • instant coffee and chocolate to be used accordingly in the preparation of beverages listed in section B below.
B. MINIMUM SELECTION OF BEVERAGES:
The machines must include at least the following selection of drinks:
  • Coffee(fresh brew)
  • Cappuccino (fresh brew or instant)
  • Espresso (fresh brew)
  • Café au lait/Latte (fresh brew or instant)
  • Hot chocolate (instant)
  • Wiener Mélange (fresh brew or instant)
  • Hot Water
  • Coffee/Chocolate mix beverage (fresh brew or instant)
  • Decaffeinated coffee (fresh brew or instant)optional
C. MINIMUM LIST OF FUNCTIONS:
The machines must have at least the following functions:
  • Sugar and milk strength regulator;
  • Coffee strength regulator;
  • Simple-to-use selection buttons;
  • Screen language shall be English;
  • Removable waste bin of capacity to contain coffee residuals of approximately 200 cups with an integrated sensor system for prevention of blockage;
  • Facility to fill coffee pots, thermos or large mugs;
  • Removable drip tray, even when the machine door is locked;
  • An additional water filtration system to reduce undesirable substances such as lime scale, heavy metals or chlorine.
D. DIMENSION OF THE MACHINES
The type of fresh brew coffee machine offered shall not exceed the following dimensions:
90cm x 58cm x 69cm / The Fresh Brew System Coffee Machine offered is compliant with mandatory minimum requirements (please check the boxes below as applicable):
□ YES □ NO
Please list the technical details in order to demonstrate compliance with the mandatory minimum requirements.
Please also list all additional functions (other than the ones listed in the mandatory minimum requirements) that the offered fresh brew coffeemachine features (subject to evaluation).
2 / A. BEAN TO CUP COFFEE MACHINES
Machines based on
  • a “bean to cup” coffee system (fresh coffee beans Arabica or Robusta – to be decided by Eurojust – ground for the preparation of each beverage), and
  • instant coffee and chocolate to be used accordingly in the preparation of beverages listed in section B below.
B. MINIMUM SELECTION OF BEVERAGES:
The machines must include at least the following selection of drinks:
  • Coffee(bean to cup)
  • Cappuccino (bean to cup or instantor fresh brew)
  • Espresso (bean to cup)
  • Café au lait/Latte (bean to cup or instant or fresh brew)
  • Hot chocolate (instant)
  • Wiener Mélange (bean to cup or instant or fresh brew)
  • Hot Water
  • Coffee/Chocolate mix beverage (bean to cup or instant or fresh brew)
  • Decaffeinated coffee (bean to cup or instant)optional
C. MINIMUM LIST OF FUNCTIONS:
The machines must have at least the following functions:
  • Sugar and milk strength regulator;
  • Coffee strength regulator;
  • Simple-to-use selection buttons;
  • Screen language shall be English;
  • Removable waste bin of capacity to contain coffee residuals of approximately 200 cups with an integrated sensor system for prevention of blockage;
  • Facility to fill coffee pots, thermos or large mugs;
  • Removable drip tray, even when the machine door is locked;
  • An additional water filtration system to reduce undesirable substances such as limescale, heavy metals or chlorine.
D. DIMENSION OF THE MACHINES
The type of fresh brew coffee machine offered shall not exceed the following dimensions:
90cm x 58cm x 69cm / The Bean to Cup Coffee Machine offered is compliant with mandatory minimum requirements (please check the boxes below as applicable):
□ YES □ NO
Please list the technical details in order to demonstrate compliance with the mandatory minimum requirements.
Please also list all additional functions (other than the ones listed in the mandatory minimum requirements) that the offered bean to cup coffee machine features (subject to evaluation).

* All items must be high standard quality.

A.2. SERVICE PACKAGES TO LEASED HOT BEVERAGES MACHINES

As a minimum mandatory requirement, the tenderer shall provide an all-inclusive service package covering the leased hot beverages machines and related services, including delivery and installation, maintenance and refilling services, customer service, in compliance with the requirements specified below.

Item
Number / Specifications *
Mandatory minimum requirements / Specifications Offered / Notes, remarks, ref to documentation
1 / DELIVERY AND INSTALLATION
The tenderer will be requested to deliver and install an initial number of 18 hot beverages machines(types according to the offer in A.1. to be decided by Eurojust after signature of the contract) in premises used by Eurojust and, in particular, in the following locations:
  • Delivery and installation of 9 hot beverages machines in the Haagse Arc premises [Maanweg 174, The Hague],
  • Delivery and installation of 9 hot beverages machines in the Haagse Veste I premises [Saturnusstraat 9, The Hague].
Delivery procedures must meet Eurojust standards, as specified in the Model Contract (Annex C). All goods must be delivered through a single delivery entrance. In order to avoid losing time, scheduling and coordination of deliveries will be an important issue.
In addition, the tenderer must comply with the applicable Eurojust security and safety rules, as specified in the “Instructions, Terms and Conditions for Companies Performing Services at the Premises of the International Criminal Court and Eurojust” [Annex III to Eurojust’s Model Contract (Annex C)].
Since security measures at the Eurojust premises are stringent, planning and forethought are required to meet the strict Eurojust security requirements. The tenderer must, therefore, be prepared to define a planning strategy, to provide staff with a high level of trustworthiness and to use, as much as possible, a single set of workers.
During delivery and installation, all tenderer’s staff will be escorted throughout their on-site work by a Eurojust employee. / Services offered are compliant with mandatory minimum requirements set out in “Delivery and Installation” (please check the boxes below as applicable):
□ YES □ NO
Please list all additional services related to Delivery and Installation (other than the ones mentioned in the mandatory minimum requirements) that you would like to include in your offer (subject to evaluation).
2 / MAINTENANCE AND REFILLING SERVICES
The tenderer shall provide maintenance and refilling services, which include at least the following services:
  • Technical assistance (corrective maintenance):
-in case of technical equipment failure on working days during normal working hours (from 08:00hrs to 18:00hrs), the tenderer shall provide technical assistance on-site
  • on the same working day if the incident is reported before 13:00hrs(+/- 1 hour), and
  • on the following working day(but no later than 24 hours from the time Eurojust submitted its report) until 13:00hrs(+/- 1 hour) if the incident was reported after 13:00hrs(+/- 1 hour).
-provision of a replacement machine if a repair cannot be carried out on-site within 2 working days after the incident has been reported.
  • Refilling of hot beverages machines with ingredientson daily basis, from Monday to Friday included, with exception of Dutch public holidays and Eurojust holidays;
  • Careful inspection, replacement of water filters and regular cleaning of the hot beverages machines and its parts by ensuring they meet the essential sanitary requirements for their proper functioning and avoidance of emergence of water borne bacteria and other unpleasant substances and organisms; Eurojust may on an ad hoc basis require for a sample testing to assess the compliance with mandatory sanitary requirements.
  • Delivery of ingredients and supplies to Eurojust premises (to both locations);
  • Management of the stock of ingredients and supplies stored at Eurojust premises.
Refilling and maintenance of the hot beverages machines shall be carried out by trained personnel, recognizable by the tenderer’s company uniform. / Services offered are compliant with mandatory minimum requirements set out in “Maintenance and Refilling Services” (please check the boxes below as applicable):
□ YES □ NO
Please list all additional services related to Maintenance and Refilling (other than the ones mentioned in the mandatory minimum requirements) that you would like to include in your offer (subject to evaluation).
3 / CUSTOMER SERVICE
The tenderer shall provide a customer service meeting the following requirements:
  • The tenderer shall identify a project manager within its organisation who will represent the single contact point for all administrative and operational communication with Eurojust. Similarly, Eurojust will designate the contact person in the Eurojust Facilities Management Section in charge of handling contacts with the tenderer.
  • The tenderer shall identify one experienced and well trained operator within its organisation who will primarily take care of Eurojust’s coffee machines. This operator preferably should have a good command of English. In case of absences of the nominated operator it may be replaced by one of the pool operators (see Annex A.7. position 1 below).
  • All communications and exchange of information between Eurojust and the tenderer shall be held in writing, by fax or email, and be addressed to the tenderer’s project manager and to the contact person in the Eurojust Facilities Management Section respectively.
  • After delivery and installation of the machines at Eurojust premises, the tenderer shall provide Eurojust with an inventory report of all machines installed and their location at Eurojust premises.
  • In addition, the tenderer shall provide Eurojust with the following reports edited in English and forwarded in electronic format (PDF, .xls or email text):
-On quarterly basis, the tenderer shall provide a report containing:
(i)an overview of the work carried out in the previous quarter,
(ii)an overview of the complaints received from Eurojust in the previous quarter and how they were managed, indicating response time, relevant dates and location (room number) of the concerned hot beverages machines,
(iii)a report on the consumption of ingredients per machine related to the previous quarter,
(iv)a report on stock management, specifying quantities of ingredients ordered and used in the previous quarter.
Upon Eurojust’s special request, the tenderer shall provide additional information on the performance of its services. / Services offered are compliant with mandatory minimum specifications set out in “Customer Service” (please check the boxes below as applicable):
□ YES □ NO
Please provide
  • information concerning the project manager (education, work experience, language skills, etc.);
  • information concerning the nominated operator (education, work experience, language skills, etc.);
  • description of all additional services related to Customer Service (other than the ones mentioned in the mandatory minimum requirements) that you would like to include in your offer.
All this is relevant for evaluation.

A.3. OPTIONALSERVICE PACKAGERELATED TO CUP RECYCLING PRODUCTS AND SERVICES

This is aa non-mandatory requirement, the tenderer may provide these services, provided they are rendered in compliance with the requirements specified below.

Item
Number / Specifications * / Specifications Offered / Notes, remarks, ref to documentation
1 / Eurojust may be interested in the provision of a cup recycling service, covering the lease/purchase of recycling bins for used cups, the collection and removal of the used recyclable cups from Eurojust premises and their appropriate disposal for recycling purposes. / In case these services are offered, please provide a description thereof below, including a technical description of the recycling bins available.

A.4. SUPPLY OF HOT BEVERAGES(BREAKDOWN OF INGREDIENTS)

Item
Number / Specifications *
Mandatory minimum requirements / Specifications Offered / Notes, remarks, ref to documentation
1 / MINIMUM QUANTITIES OF INGREDIENTS FOR HOT BEVERAGES FROM FRESH BREW COFFEE MACHINES [in grams (g)]
  • The tenderer must be able to provide the ingredients necessary for the preparation of the hot beverages listed below such as ground and instant coffee, milk, cocoa powder.
  • Upon request from Eurojust the tenderer shall increase the quantities listed below by 10% (or decrease them)without additional charges.
/ Hot beverages offered are compliant with mandatory minimum quantities (please check the boxes below as applicable):
□ YES □ NO
Type of Hot Beverage(minimum content in ml) / Coffee / Sugar / Topping
or
equivalent / Cacao / Please specify the brands/types offered for
Coffee (120 ml) / 7.5 g / 5 g / n/a / n/a / Fresh brew coffee / ...
Cappuccino (120 ml) / 7.5 g / 5 g / 6 g / n/a / Instant coffee / ...
Espresso (120 ml) / 7.5 g / 5 g / n/a / n/a / Decaffeinated coffee / ...
Café au lait (120 ml) / 7.5 g / 5 g / 6 g / n/a / Cacao / ...
Hot chocolate (120 ml) / n/a / n/a / n/a / 18 g / Topping / ...
Wiener Melange (120 ml) / 8.5 g / 5 g / 6 g / 5 g / Sugar / ...
Coffee/Chocolate mix beverage (120 ml) / 4 g / 5 g / 6 g / 9 g / Additional Information (if required please insert below):
Decaffeinatedoptional (120 ml) / 7.5 g / 5 g / n/a / n/a / ...
2 / MINIMUM QUANTITIES OF INGREDIENTS FOR HOT BEVERAGES FROM BEAN TO CUP COFFEE MACHINES [in grams (g)]
  • The tenderer must be able to provide the ingredients necessary for the preparation of the hot beverages listed below such as coffee beans, instant coffee, milk, cocoa powder.
  • Upon request from Eurojust the the tenderer shall increase the quantities listed below by 10% or decrease them without additional charges.
/ Hot beverages offered are compliant with mandatory minimum quantities (please check the boxes below as applicable):
□ YES □ NO
Type of Hot Beverage (minimum content in ml) / Coffee / Sugar / Topping
or
equivalent / Cacao / Please specify the brands/types and package sizes offered for
Coffee (120 ml) / 7.5 g / 5 g / n/a / n/a / Coffee beans / ...
Cappuccino (120 ml) / 7.5 g / 5 g / 6 g / n/a / Instant coffee / ...
Espresso (120 ml) / 7.5 g / 5 g / n/a / n/a / Decaffeinated coffee / ...
Café au lait (120 ml) / 7.5 g / 5 g / 6 g / n/a / Cacao / ...
Hot chocolate (120 ml) / n/a / n/a / n/a / 18 g / Topping / ...
Wiener Melange (120 ml) / 8.5 g / 5 g / 6 g / 5 g / Sugar / ...
Coffee/Chocolate mix beverage (120 ml) / 4 g / 5 g / 6 g / 9 g / Additional Information (if required please insert below):
Decaffeinated optional (120 ml) / 7.5 g / 5 g / n/a / n/a / ...

A.5. SUPPLY OF CONSUMABLES

Mandatory requirement, the tenderer shall be able tosupply all items listed below.

Item
Number / Specifications * / Specifications Offered / Notes, remarks, ref to documentation
1 / Milk / Creamer, powder in sachets / Please specify:
Brands
packaging units
size of individual sachets in grams
2 / Sugar sachets / Please specify:
brands
types
packaging units
size of individual sachets in grams
3 / Low-calorie sweeteners, powder in sachets or pills in dispensers / Please specify:
brands
types (sachet or pills)
packaging units
size of individual sachet or pill in grams
4 / Tea bags, at least 7 different blends, approximately2g of tea per teabag / Please specify:
brands
flavours offered
packaging units
size of individual tea bag per flavour offered
5 / Stirring Sticks, made of plastic, heat resistant, single use / Please
describe the stirring stick,
include a picture
indicate the packaging unit
6 / Cups (paper), content approximately 150ml, compatible with the offered Fresh Brew System Coffee Machine, heat resistant, single use. / Please
describe the cup (paper),
include a picture,
state its volume in ml,
indicate the packaging unit.
7 / Cups (plastic),content approximately 150ml, compatible with the offered Fresh Brew System Coffee Machine, heat resistant, single use. / Please
describe the cup (plastic),
include a picture,
state its volume in ml,
indicate the packaging unit.
8 / Cups (paper), content approximately 150ml, compatible with the offered Bean to Cup Coffee Machine, heat resistant,single use. / Please
describe the cup (paper),
include a picture,
state its volume in ml,
indicate the packaging unit.
9 / Cups (plastic), content approximately 150ml, compatible with the offered Bean to Cup Coffee Machine, heat resistant, single use. / Please
describe the cup (plastic),
include a picture,
state its volume in ml,
indicate the packaging unit.

A.6. SUPPLY OF OPTIONAL INGREDIENTS AND CONSUMABLES

Non-Mandatory requirement, the tenderer is invited to state below additional items related to Hot Beverages Machines he/she deems useful for Eurojust. For better orientation Eurojust has filled in the table below some suggestions what in addition to the items listed in A.5 could be offered (for instance other types or brands of coffee, sugar, creamer, etc). Tenderers may of course amend or delete these suggestions when completing this Annex.

Item
Number / Specifications * / Specifications Offered / Notes, remarks, ref to documentation
1 / Freshbrew coffee (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
2 / Freshbrew coffee Fairtrade / Please specify the brands/types and package sizes offered
3 / Freshbrew coffee decaffeinated (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
4 / Instant coffee (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
5 / Instant coffee decaffeinated (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
6 / Coffee beans (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
7 / Coffee beans fairtrade / Please specify the brands/types and package sizes offered
8 / Hot chocolate instant (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
Sugar (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered (i.e. sugar cubes)
9 / Brown sugar / Please specify:
brands
packaging units
size of one individual unit in grams
10 / Milk/Creamer (other brand/type as offered in Annex A.4.) / Please specify the brands/types and package sizes offered
11 / Add more lines if required / ......

A.7. Descriptions concerning other evaluation criteria