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Procurement Notice Details

Ordinary and extraordinary maintenance of the fall-arrest systems of jrc ispra and the supply, installation and certification of new fall-arrest systems at jrc ispra
Ispra, Italy

Purchaser: European Commission, Joint Research Centre (JRC)

17/09/2015 S180 Commission - Service contract - Contract notice - Open procedure
I.II.III.IV.VI.
Italy-Ispra: Ordinary and extraordinary maintenance of the fall-arrest systems of JRC Ispra and the supply, installation and certification of new fall-arrest systems at JRC Ispra

2015/S 180-326137

Contract notice

Services

Directive 2004/18/EC
Section I: Contracting authority

I.1)
Name, addresses and contact point(s)
European Commission, Joint Research Centre (JRC)
via Enrico Fermi 2749, TP 582
Contact point(s): Unit B.5 Finance and Procurement — Ispra, Resource Management Unit
For the attention of: Ms D. Marinescu
21027 Ispra VA
ITALY
E-mail: jrc-b5-sinad-c01-procurement@ec.europa.eu
Internet address(es):
General address of the contracting authority: http://web.jrc.ec.europa.eu
Electronic access to information: http://web.jrc.ec.europa.eu/callsfortender/
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)
Type of the contracting authority
European institution/agency or international organisation
I.3)
Main activity
Other: Nuclear decommissioning.
I.4)
Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no
Section II: Object of the contract

II.1)
Description
II.1.1)
Title attributed to the contract by the contracting authority:
Ordinary and extraordinary maintenance of the fall-arrest systems of JRC Ispra and the supply, installation and certification of new fall-arrest systems at JRC Ispra.
II.1.2)
Type of contract and location of works, place of delivery or of performance
Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Ispra, Italy.
NUTS code
II.1.3)
Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)
Information on framework agreement
Duration of the framework agreement
Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 345 000 EUR
II.1.5)
Short description of the contract or purchase(s)
The present procedure concerns the service for:
— ordinary and extraordinary maintenance of fall-arrest systems installed at JRC Ispra,
— and also includes the supply, installation and certification of new fall-arrest systems at JRC.
II.1.6)
Common procurement vocabulary (CPV)
50712000
II.1.7)
Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)
Lots
This contract is divided into lots: no
II.1.9)
Information about variants
Variants will be accepted: no
II.2)
Quantity or scope of the contract
II.2.1)
Total quantity or scope:
Estimated value excluding VAT: 345 000 EUR
II.2.2)
Information about options
Options: no
II.2.3)
Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
II.3)
Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information

III.1)
Conditions relating to the contract
III.1.1)
Deposits and guarantees required:
III.1.2)
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Economic operators can submit a tender either as a sole tenderer or as partners in a consortium (with or without legal personality). In either case subcontracting is permitted.
The tenderer must clearly specify the role of each economic operator — as a sole tenderer, a partner in a consortium or subcontractor. This also applies where the entities involved belong to the same economic group.
Each partner in a consortium assumes joint and several liability towards the contracting authority for implementation of the contract and will become a party to the contract if the consortium's tender is successful. The consortium shall nominate 1 legal entity (‘the leader’) who will have full authority to bind the consortium and each of its members during contract execution and will be responsible for the administrative management of the contract (invoicing, receiving payments, etc.) on behalf of all other partners.
Subcontracting is the situation where the contractor enters into legal commitments with other legal entities which will perform part of the contract on its behalf. The contractor retains full liability towards the contracting authority for implementation of the contract. Freelancing, drawing on the activities or staff of any other entirely different legal entity than the contractor, qualifies as subcontracting, independently of the applicable national law.
Tenderers must give an indication of the proportion of the contract that they intend to subcontract. They must also identify all subcontractors on whose capacities they rely to meet the minimum capacity levels under headings III.2.2 and III.2.3.
Subcontractors must provide a letter of intent stating their willingness to participate in the performance of the contract as specified in the tender. During contract execution any change of subcontractors will be subject to prior written approval of the contracting authority.
A sole tenderer or a consortium may also rely on the capacities of other entities for meeting the minimum capacity levels under headings III.2.2 and III.2.3, regardless of the legal nature of the links which it has with them. If so, it must prove to the contracting authority that it will have the resources necessary for performance of the contract at its disposal, for example by providing an undertaking on the part of those entities. Reliance on the capacities of a third party which is a different legal entity from the sole tenderer or the consortium members, even though part of the same economic group, is considered subcontracting for the purposes of the procedure. If the contract is awarded to a tenderer relying on a third party to provide more than 70 % of the minimum requirements for economic and financial capacity listed under heading III.2.2, the contracting authority will require that the third party sign the contract and become jointly liable for its execution together with the tenderer.
The role and tasks of each consortium partner and identified subcontractors must be clearly specified in the tender. The cover letter must give the name of the tenderer (including all partners in the case of a consortium) and subcontractor(s), including third parties on whose capacities the tenderer relies, and the name of the single contact person in relation to this procedure. For consortia the cover letter must be signed by each partner, or by a partner duly authorised to sign the tender and the contract on behalf of all partners. In the latter case authorisation can be, for instance, in the form of a power of attorney, a letter of intent or a consortium agreement.
Tenderers (all partners in the case of a consortium) must also provide a legible copy of the notice of appointment of the persons authorised to represent the tenderer in dealings with third parties and in legal proceedings, or a copy of the publication of such appointment if the legislation which applies to the legal entity concerned requires such publication. Any delegation of this authorisation to another representative not indicated in the official appointment must be evidenced.
III.1.4)
Other particular conditions
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 the requirements are met: 1. Exclusion criteria:
Tenderers will not be eligible to take part in this procedure if they are in any of the exclusion situations listed in Articles 106 and 107 of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25.10.2012. Tenderers (including consortium partners) and subcontractors identified as per heading III.1.3 shall sign the declaration on honour (available on the contracting authority's website indicated in heading I.1) to declare that they are not in any of these situations.
Upon request of the contracting authority the successful tenderer (including all partners in case of a consortium) and all subcontractors identified by the tenderer in accordance with III.1.3. shall provide the supporting documents listed in Article 143(3) of Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012.
The contracting authority may waive the obligation to submit the required supporting documents if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that the issuing date of the documents does not exceed 1 year from the date of the award notification and that they are still valid. In such a case, the tenderer shall declare on his honour that the documentary evidence has already been provided in a previous procurement procedure and confirm that no changes in his situation have occurred.
2. Selection criteria:
Legal capacity:
Tenderers (all partners in case of a consortium) shall prove that they have the legal capacity to perform the contract by providing a certificate of registration in the relevant trade or professional register in their country of establishment/incorporation. If the tenderer is not required or allowed to register in such a register for reasons related to its statute or legal status, the contracting authority may accept, as satisfactory evidence, a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.
III.2.2)
Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Tenderers must comply with the following criteria:
— annual turnover meeting the minimum capacity level,
— financial viability sufficient to undertake and perform the contract.
The following evidence must be provided by each tenderer (each partner in the case of a consortium) and each subcontractor on whose capacities the tenderer relies for meeting the minimum capacity level for economic and financial ability:
(1) copy of financial statements (balance sheets, profit and loss accounts and any other related financial information) for the past 3 financial years for which accounts have been closed, published and/or audited or, where publication/auditing is not required under the law of the country in which the economic operator is established, self-certified as exact and sincere by the duly authorised representative. If the provided documents show net or gross loss in any of the requested years, the economic operator must furnish another document as proof of its financial and economic capacity, such as appropriate bank references or a letter/statement by certified auditors attesting to the economic operator's financial stability, proof of professional risk insurance, or an appropriate guarantee from a third party (e.g. the parent company);
(2) a statement as to the economic operator's annual turnover and the annual turnover in the field covered by the contract, over the past 3 financial years for which accounts have been closed.
— If, for some exceptional reason which the contracting authority considers justified, an economic operator is unable to produce the references required above, he may prove his economic and financial capacity by any other document which the contracting authority considers appropriate. In any case, the contracting authority must at least be notified of the exceptional reason and justification must be provided. The contracting authority reserves the right to request any other document enabling it to verify the economic operator's economic and financial capacity or to seek additional information and/or clarifications by any appropriate means (websites, official bodies, etc.).
The contracting authority may waive the obligation of an economic operator to submit the documentary evidence referred above if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that it complies with the requirements of the present call for tenders. In such a case, the economic operator shall provide reference to the contract and Commission service for which the evidence has been provided.
The contracting authority reserves the right not to select a tenderer where the evidence provided gives rise to major concerns on its financial viability to perform the contract and the tenderer has failed to mitigate these concerns by submitting observations or other evidence of financial viability.
Minimum level(s) of standards possibly required: The average of the annual turnover for the past 3 financial years must be at least 175 000 EUR.
This minimum will be assessed in relation to the tenderer as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.
III.2.3)
Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Tenderers must comply with the following criteria:
(1) experience in the field of the contract (maintenance and installation of fall-arrest systems) proven by an extract from a trade or professional register, or an equivalent proof of establishment, and a list of similar (in value, scope and complexity) contracts completed in the 3 years preceding the tender deadline. The list of past contracts shall include details of their start and end date, total contract amount and scope, clients (public or private), role and amount invoiced by the economic operator. In the case of contracts still ongoing only the portion completed during the reference period will be taken into consideration;
(2) a team of persons proposed to carry out the tasks described in the technical specifications, consisting at least of the following profiles: 1 site manager, 2 technicians in the field of maintenance and installation of fall-arrest systems, 1 qualified engineer to perform structural calculations.
For each profile type the tenderer must provide at least the minimum number of CVs per profile (preferably in Europass format) meeting the minimum capacity levels for this criterion. The CVs shall clearly specify the position, qualifications, dates of employments and responsibilities/tasks performed in order to allow the assessment of the minimum requirements. The precise contractual link with the tenderer must be specified. It is reminded that freelancing qualifies as subcontracting (see point III.1.3).
The CVs shall be accompanied by proofs for demonstrating the minimum requirements.
(3) capacity to employ quality assurance measures to ensure the quality of provided services proven by a certificate drawn up by independent bodies or by any other evidence of equivalent quality assurance measures attesting the compliance with the minimum capacity levels;
(4) a health and safety in the workplace structure sufficient to ensure that accident prevention and protection duties are carried out, with a comprehensive description of the measures the company has adopted to this end;
(5) ability to perform the activities, meaning authorisation given by the constructor of the systems in operation listed in Allegato A and B to the technical specifications (Specifica tecnica), Allegato I — Capitolato d'oneri to the draft contract.
In the case of a consortium or subcontracting the evidence requested must be provided by those consortium partners/subcontractors on whose capacity the tenderer relies to satisfy the minimum capacity levels.
Minimum level(s) of standards possibly required:
The minimum capacity levels will be assessed in relation to the tenderer as a whole, including the combined capacities of all partners in case of a consortium and all subcontractors.
(1) at least 3 years of experience and at least 5 similar contracts;
(2) minimum educational/professional qualifications for each profile:
profile 1: site manager — 1 person — with professional experience of at least 9 years in the field of maintenance and installation of fall-arrest systems, proof of medical fit for getting on heights, proof of formation for working on fall-arrest systems: working on heights, use of lifting platforms, use of fall-arrest PPE equipment, use of self-rescue systems;
profile 2: technician — 2 persons — 1 with professional experience of at least 3 years and another with professional experience of at least 6 years in the field of maintenance and installation of fall-arrest systems, proof of medical fit for getting on heights, proof of formation for working on fall-arrest systems: working on heights, use of lifting platforms, use of fall-arrest PPE equipment, use of self-rescue systems.
Proof that at least one of the persons nominated for profiles 1 and 2 is authorised by one of the constructors of the fall-arrest systems listed in Allegato A or B to the technical specifications (Allegato I to the draft framework contract);
profile 3: qualified engineer to perform structural calculation — proof of qualification for elaboration of structural calculations for fall-arrest systems;
(3) the quality assurance measures must comply with ISO 9001:2008 or equivalent quality assurance standards;
(4) self-certification under the form of a sworn statement regarding the technical and professional fitness relevant to the tasks of the tenderer, according to point 1, Article 26 to Legislative Decree 81/2008. As described in Annex XVII to Legislative Decree 81/2008, the tenderer must provide:
— proof, by submission of a letter of appointment, that a health and safety supervisor has been appointed,
— proof of a corporate risk assessment document, to be proven by attaching a copy in paper or electronic format,
— proof of a company organisation chart for the service of preventing accidents and occupational hygiene,
the submission thereof laying down the roles of: employers, managers, supervisors, emergency personnel, firefighting supervisor;
(5) proofs in the form of authorisations for maintenance and installation of fall-arrest systems given by the constructor of all the fall-arrest systems listed in the Allegato A and B to technical specifications (Specifica tecnica), Allegato I — Capitolato d'oneri to the draft contract. The authorisation may be given either per economic operator or per individual person.
III.2.4)
Information about reserved contracts
III.3)
Conditions specific to services contracts
III.3.1)
Information about a particular profession
III.3.2)
Staff responsible for the execution of the service
Section IV: Procedure

IV.1)
Type of procedure
IV.1.1)
Type of procedure
Open
IV.1.2)
Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)
Reduction of the number of operators during the negotiation or dialogue
IV.2)
Award criteria
IV.2.1)
Award criteria
Lowest price
IV.2.2)
Information about electronic auction
An electronic auction will be used: no
IV.3)
Administrative information
IV.3.1)
File reference number attributed by the contracting authority:
JRC/IPR/2015/C.1/0017/OC.
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
3.11.2015
IV.3.5)
Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)
Language(s) in which tenders or requests to participate may be drawn up
Any EU official language
IV.3.7)
Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)
Conditions for opening of tenders
Date: 17.11.2015 - 10:00
Place:
European Commission, Joint Research Centre, via Enrico Fermi 2749, 21027 Ispra VA, ITALY, Reception Building (first floor, room 7).
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Max. 2 authorised representatives can attend the opening session. The request must be sent to jrc-b5-sinad-c01-procurement@ec.europa.eu at least 3 working days prior to the opening.
Section VI: Complementary information

VI.1)
Information about recurrence
This is a recurrent procurement: no
VI.2)
Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)
Additional information
Documents and communications related to this procedure are available free of charge at the following website:
http://web.jrc.ec.europa.eu/callsfortender (search by the procedure reference number given in heading IV.3.1). Any additional information and reply to requests for clarifications will be published there. It is therefore the responsibility of economic operators to check the website on a regular basis.
An information session meeting is envisaged, the details of which are set out in the invitation letter to this procedure.
Based on Article 134(1)(f) of Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 during the 3 years following conclusion of the original contract the contracting authority may use the negotiated procedure without prior publication of a contract notice to procure additional services consisting of the repetition of similar services (up to a maximum of 50 % of the original contract value) from the economic operator to whom the contract is awarded.
VI.4)
Procedures for appeal
VI.4.1)
Body responsible for appeal procedures
General Court
rue du Fort Niedergrünewald
2925 Luxembourg
LUXEMBOURG
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Internet address: http://curia.europa.eu
Fax: +352 4303-2100
VI.4.2)
Lodging of appeals
Precise information on deadline(s) for lodging appeals: You may submit any observations concerning the award procedure to the contracting authority indicated under heading I.1.
If you believe that there was maladministration, you may lodge a complaint to the European Ombudsman within 2 years of the date when you became aware of the facts on which the complaint is based (see http://www.ombudsman.europa.eu). Such complaint does not have as an effect either to suspend the time limit to launch an appeal or to open a new period for lodging an appeal.
Within 2 months of the notification of the award decision you may lodge an appeal to the body referred to in VI.4.1.
VI.4.3)
Service from which information about the lodging of appeals may be obtained
the same as in point VI.4.1)
VI.5)
Date of dispatch of this notice:
7.9.2015


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