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Procurement Notice Details

Purchase of a suite of alpha spectrometers comprising in total 72 counting chambers with detectors for the radiotoxicology laboratory of the medical service of ispra, supply of consumables and omnium maintenance
Belgium and Italy

Purchaser: European Commission, Directorate-General for Human Resources and Security

10/10/2015 S197 Commission - Supply contract - Contract notice - Restricted procedure
I.II.III.IV.VI.
Belgium-Brussels: Purchase of a suite of alpha spectrometers comprising in total 72 counting chambers with detectors for the radiotoxicology laboratory of the medical service of Ispra, supply of consumables and omnium maintenance

2015/S 197-355845

Contract notice

Supplies

Directive 2004/18/EC
Section I: Contracting authority

I.1)
Name, addresses and contact point(s)
European Commission, Directorate-General for Human Resources and Security, Shared Resource Services and HR Modernisation Directorate, Unit HR.R.3 ‘Finance and Internal Control’
Office SC 11 6/28
1049 Brussels
BELGIUM
E-mail: hr-contrats-marches@ec.europa.eu
Internet address(es):
General address of the contracting authority: http://ec.europa.eu/dgs/human-resources/markets_en.htm
Electronic access to information: http://ec.europa.eu/dgs/human-resources/markets_en.htm
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
General public services
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:
Purchase of a suite of alpha spectrometers comprising in total 72 counting chambers with detectors for the radiotoxicology laboratory of the medical service of Ispra, supply of consumables and omnium maintenance.
II.1.2)
Type of contract and location of works, place of delivery or of performance
Supplies
Purchase
Main site or location of works, place of delivery or of performance: Premises of the European Commission in Ispra, Italy.
NUTS code ITC4
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
Framework agreement with a single operator
Duration of the framework agreement
Duration in years: 10
Justification for a framework agreement, the duration of which exceeds four years: Life expectancy of the instrument to be purchased (including maintenance).
II.1.5)
Short description of the contract or purchase(s)
Framework supply contract to provide the radiotoxicology laboratory of the medical services of the European Commission at Ispra with the purchase of a suite of alpha spectrometers i.e. 72 alpha counting chambers with detectors, an omnium maintenance of the system (including the necessary accessories for the functioning of the system), and the supply of consumables (rubbers and detectors to be replaced every year).
II.1.6)
Common procurement vocabulary (CPV)
38942000
II.1.7)
Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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:
The main objective is the conclusion of a framework supply contract to provide the radiotoxicology laboratory of the medical services of the European Commission at Ispra with:
— the purchase of a suite of alpha spectrometers i.e. 72 alpha counting chambers with detectors (that should give from 4 to 12 spectrometers, including delivery, installation, connection to the pumps, hardware and software installation and the verification of functioning, training of 4 operators, 24-month guarantee and after-sales service, furniture to accommodate the system),
— an omnium maintenance of the system for the duration of the contract,
— supply of consumables (rubbers and detectors to be replaced every year).
Minimum hardware:
— 1 work station — ethernet network adapter and hardware,
— 1 PC/server to ensure full computerised management of the alpha spectrometers,
— 2 PCs/clients,
— 2 colour laser printers,
— 2 monitors.
Minimum software requirements:
Software for alpha spectrometry data management and analysis which is able to perform ISO 11929 calculations without any additional programming needs:
— an SQL database platform is required,
— 2 client licences,
— updating of the software at least every 2 years.
Consumables:
— rubbers for counting chambers: 15/year,
— detectors to be replaced: 7/year.
Omnium maintenance (after 2-year guarantee and after-sales services) for 8 years.
II.2.2)
Information about options
Options: no
II.2.3)
Information about renewals
This contract is subject to renewal: no
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:
No advance payment will be made. Payment of the supply of alpha instruments and consumables will be paid within 30 days from receipt of the invoice. For the annual omnium maintenance, invoices will be paid once per year within 30 days from receipt of the invoice and the supporting documents.
III.1.3)
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)
Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Following Italian legislation, a ‘D.U.V.R.I.’ (documento unico di valutazione dei rischi interferenziali) must be established before the first delivery.
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: Participation in this tender procedure is open on equal terms to all natural and legal persons coming within the scope of the treaties and to all natural and legal persons in a third country which has a special agreement with the Union in the field of public procurement on the conditions laid down in that agreement. Where the multilateral Agreement on Government Procurement concluded within the Word Trade Organisation applies, the participation to the call for tender is also open to nationals of the countries that have ratified this Agreement, on the conditions it lays down.
I — Delivery:
Request to participate must be sent by letter posted no later than the date given in point IV.3.4 of this notice using one of the following methods:
— either by post or courier to the following address: European Commission, Directorate-General for Human Resources and Security, Unit HR.R.3, Office SC-11 6/28, 1049 Brussels, BELGIUM. In this case, the evidence of the date of dispatch shall be constituted by the postmark or the date of the deposit slip, or
— delivered in person to the following address: European Commission, Directorate-General for Human Resources and Security, Unit HR.R.3, Office SC-11 6/28, avenue du Bourget 1, 1140 Brussels (Evere), BELGIUM. In this case the tenderer must obtain a proof of receipt, signed and dated by the official in the Central Mail Department who took the delivery.
Mail can be received from 8:00 until 17:00, Monday to Thursday, and from 8:00 until 16:00 on Fridays. The service is closed on Saturdays, Sundays and official holidays of the contracting authority.
The candidate must:
— quote reference ‘HR/R3/PR/2014/039’ in his request to participate and on the envelope,
— enclose all documents and information required under points III.2.1 to III.2.3 of this notice,
— enclose a cover letter signed by the legal representative indicating the name of the candidate (and if applicable partners or subcontractors), address, telephone number, name of the legal representative (or name of the person authorised to represent the candidate), the contact person and its e-mail address, which will be used for any communication between the contracting authority and the candidate during the evaluation,
— enclose a duly signed and completed legal entity file (to be downloaded from http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm),
— enclose the following information if not included in the legal entity form or it's annexes: a copy of a document identifying the legal representative or the person authorised to sign on his/her behalf. Any delegation to another representative not indicated in these documents has to be notified,
— enclose a duly signed and completed financial identification form (to be downloaded from http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm).
II — Joint requests to participate/consortia:
Group/consortia of 2 or more economic operators can submit a request to participate. Such a request will be treated no differently from any other type of request, being assessed on its own merits in relation to the criteria contained in this contract notice.
Any change in the composition of the group/consortium during the procurement procedure may lead to rejection of the corresponding request to participate/tender.
The group/consortium shall nominate 1 legal entity (‘the leader’) who will have full authority to bind the group/consortium and each of its members for the purposes of this procedure, and will be responsible for the administrative management of the contract (invoicing, receiving payments, etc.) on behalf of all other entities.
The request to participate must be submitted by one of the members (‘the leader’) on behalf of and duly authorised by the other members. The group/consortium shall comply with the requirement mentioned under point I above and provide a power of attorney by each member appointing ‘the leader’ for this procedure.
All members of the consortium, grouping or association of companies must be jointly and severally liable for performance of the framework contract.
In the case of a group/consortium, the duly signed and completed legal entity file (to be downloaded from http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm) must be provided for each member.
For group/consortia the exclusion criteria (see below) will be applied for each member individually. The selection criteria (see points III.2.2 and III.2.3) will apply to the group/consortia as a whole.
III — Subcontractors:
Subcontracting is allowed but the contractor shall retain full liability towards the contracting authority for the implementation of the contract.
Any intention to subcontract part of the contract must be clearly stated in the request to participate. The candidate must indicate the share that it intends to subcontract (i.e. a percentage of the total value of the contract), with the references of the proposed subcontractors and statements from the subcontractors declaring their unambiguous undertaking to collaborate with the candidate in case of award and the resources that they will put at the candidate's disposal for the performance of the contract.
For subcontractors providing more than 10 % (in value) of the services the duly signed and completed legal entity file (to be downloaded from http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm) shall be provided in the request to participate.
IV — Exclusion criteria:
The candidate's request to participate must include a duly signed and dated solemn declaration, stating that he is not in any of the situations which would disqualify him from participating in the framework contract. This document is available at the following address: http://ec.europa.eu/dgs/human-resources/markets_en.htm
In the case of a group/consortium, the solemn declaration as described above must be provided separately for each member.
In the case of subcontractors providing more than 10 % (in value) of the services, the solemn declaration as described above must be provided separately for each subcontractor.
III.2.2)
Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Candidates must demonstrate that they have sufficient economic and financial resources to be able to perform the tasks specified in this contract notice. The requirements are an average positive balance during the past 2 financial years, for which accounts have been closed, and a minimum annual turnover of 100 000 EUR in the field covered by this contract.
The following documents must be provided with the request to participate in support of the economic and financial capacity of candidates:
— a summary of the balance sheets and profit and loss accounts for the past 2 financial years for which accounts have been closed, showing the annual pre-tax profit/loss. If the balance sheets show an average loss over the past 2 financial years for which accounts have been closed, then the tenderer must furnish another document as proof of his financial and economic standing, such as appropriate bank references or proof of professional risk insurance cover,
— a statement as to specific annual turnover realised over the past 2 financial years for which accounts have been closed in the field covered by this contract.
Should the request to participate be submitted by a grouping, the aforementioned information must be submitted to the contracting authority in the form of an individual list for each grouping member and a document summarising the consolidated data for the grouping as a whole.
If, for some exceptional reason which the contracting authority considers to be justified, the tenderer is unable to produce the means of proof required above, he may provide proof of his economic and financial capacity by any other means which the contracting authority deems suitable.
III.2.3)
Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Candidates must demonstrate their technical capacity to perform the tasks of this contract notice. The requirements are:
— at least 3 years of experience in the manufacture and/or marketing, installation and maintenance of analysis equipment similar to the object of this contract, and
— for the tenderer's staff dealing with the Commission's staff when participating in technical coordination meetings, during commissioning, maintenance and training sessions, proficiency in English and/or French, and/or Italian to level C1 in accordance with the Common European Framework of Reference for Languages (CEFR).
The following documents have to be submitted with the request to participate as proof thereof:
— a statement as to the number of years' experience in the manufacture and/or marketing, installation and maintenance of analysis equipment similar to the object of this contract (at least 3 years' experience),
— a reference dossier of a minimum of 1 comparable contract (low-level environmental or radiotoxicology analysis) over the past 5 years: if there are no files linked to the local branch of the tenderer's society, files from the headquarters (if applicable) can be submitted,
— the tenderer must provide a solemn declaration for the tenderer's staff who will be required to deal with the Commission's staff when participating in technical coordination meetings, during commissioning and maintenance and during training sessions of proficiency in English and/or French and/or Italian to level C1, in accordance with the Common European Framework of Reference for Languages (CEFR). The self-assessment grid is available at: http://www.coe.int/t/dg4/linguistic/Source/Framework_EN.pdf
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
Restricted
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:
HR/R3/PR/2014/039.
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
9.11.2015
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
IV.3.8)
Conditions for opening of tenders
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
1. The attention of interested parties is drawn to the aim of this notice, i.e. to select candidates who will receive the specifications and be invited to tender.
2. Interested parties should refrain from requesting further information at this stage of the procedure.
3. If the monitoring of your responses to the contract notice involves the registration and processing of personal data (e.g. name, address, CV), this data will be processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18.12.2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless otherwise specified, the answers to questions and the personal data requested are necessary for the evaluation of your request to participate, and will be processed for this purpose only by DG Human Resources and Security, Unit HR.R.3. Detailed information on the processing of your personal data can be found in the privacy statement which can be consulted at the following address: http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf
4. Your personal data may be registered by the Commission's accounts officer either in the early warning system (EWS) only, or in both the EWS and the central exclusion database, if you are in any of the situations referred to in:
— Commission Decision 2014/792/EU of 13.11.2014 on the Early Warning System to be used by authorising officers of the Commission and by the executive agencies (for further information, consult the privacy policy statement at: http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_fr.cfm), or
— Commission Regulation (EC, Euratom) No 1302/2008 of 17.12.2008 on the central exclusion database (for further information, consult the privacy policy statement at: http://ec.europa.eu/budget/explained/management/protecting/protect_fr.cfm#BDCE).
VI.4)
Procedures for appeal
VI.4.1)
Body responsible for appeal procedures
General Court of the European Union
rue du Fort Niedergrünewald
2925 Luxembourg
LUXEMBOURG
E-mail: cfi.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: Within 2 months of the plaintiff being notified or, failing this, of the date on which it became known to them.
VI.4.3)
Service from which information about the lodging of appeals may be obtained
VI.5)
Date of dispatch of this notice:
30.9.2015



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