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Procurement Notice Details

Provision of occupational health, safety and environmental expertise to jrc-iet petten
Petten, The Netherlands

Purchaser: European Commission, Joint Research Centre, Institute for Energy and Transport

11/11/2015 S218 Commission - Service contract - Contract notice - Open procedure
I.II.III.IV.VI.
Netherlands-Petten: Provision of occupational health, safety and environmental expertise to JRC-IET Petten

2015/S 218-396844

Contract notice

Services

Directive 2004/18/EC
Section I: Contracting authority

I.1)
Name, addresses and contact point(s)
European Commission, Joint Research Centre, Institute for Energy and Transport
PO Box 2, 1755 ZG Petten, Westerduinweg 3
Contact point(s): Mrs S. Zamana
For the attention of: Unit B.10 — Resource Management Petten
1755 LE Petten
NETHERLANDS
E-mail: jrc-iet-procurement@ec.europa.eu
Fax: +31 224565607
Internet address(es):
General address of the contracting authority: http://ec.europa.eu/jrc/en/institutes/iet
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
General public services
Other: Research.
I.4)
Contract award on behalf of other contracting authorities
Section II: Object of the contract

II.1)
Description
II.1.1)
Title attributed to the contract by the contracting authority:
Provision of occupational health, safety and environmental expertise to JRC-IET Petten.
II.1.2)
Type of contract and location of works, place of delivery or of performance
Services
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: European Commission, JRC, Institute for Energy and Transport, Westerduinweg 3, 1755 LE Petten, NETHERLANDS.
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
Framework agreement with a single operator
Duration of the framework agreement
Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 1 250 000 EUR
II.1.5)
Short description of the contract or purchase(s)
The Institute for Energy and Transport (IET) is one of the 7 scientific institutes of the Joint Research Centre (JRC), a Directorate-General of the European Commission. The IET is based both in Petten, Netherlands and Ispra, Italy. In the following, when we refer to IET, we mean the IET Petten site.
The JRC-IET intends to award a (framework) service contract (hereinafter ‘the contract’) for the provision of occupational health and safety expertise and environmental management expertise to assist the safety, environment and security (SES) sector and the scientific units of the Institute which carry out laboratory research.
The services should be provided for the major part on site and will necessitate a continuous presence on the JRC-IET premises of 1 expert in occupational health and safety 4 days per week and 1 expert in environmental management 2 days per week.
II.1.6)
Common procurement vocabulary (CPV)
71317000, 90710000
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:
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:
Please refer to tender documents.
III.1.2)
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Please refer to tender documents.
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,
— whose individual share of the contract is above 15 %, or
— all subcontractors when the total subcontracted amount is above 60 % of the total contract value.
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. In this case, 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 it is 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
The performance of the contract is subject to particular conditions: no
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 the 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 the 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: 1. 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:
A copy of financial statements (balance sheets, profit and loss accounts and any other related financial information) for the past 2 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 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).
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 to 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: Ad. 1. The average of the annual turnover for the past 2 financial years must be at least 600 000 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. capacity to employ quality assurance measures to ensure the quality of provided services. For this purpose the tenderer must provide the following: copy of ISO 9001 certification (or equivalent);
2. experience in the provision of consultancy services in the areas of a) occupational health and safety (OHS) and b) environmental management (EM) executed in the past 5 years. Tenderers shall provide information about past contracts which shall include details regarding the contractual amounts, dates, recipients (both public and private), and a description of the tasks performed. The minimum duration of such reference contracts shall be 40 man-hours in order to be considered. In the case of contracts still ongoing, only the portion executed during the reference period will be taken into consideration;
3. tenderers must propose at least 2 persons for the profile ‘expert in occupational health and safety (OHS)’ and at least 2 persons for the profile ‘expert in environmental management (EM)’. The curriculum vitae of the proposed persons including supporting documents must be provided in order to confirm that the minimum requirements have been met. The precise contractual link with the tenderer must be specified. It is reminded that freelancing qualifies as subcontracting (see point III.1.3).
Minimum level(s) of standards possibly required:
Ad. 2:
The (set up of the) project activity reference form (PARF) shall be used to give details about relevant projects and/or activities performed under the contracts which the tenderer wants to present as proof of the tenderer's experience with the execution of services comparable to some of those defined under Chapter 3 of the technical specifications, in particular:
• for category 1 services (S), the scope and activities as mentioned in points 3, 6, 8, 9 and 10 in Chapter 3 of the technical specifications;
• for category 2 services (S), the scope and activities as mentioned in points 2, 3, 7 and 12 in Chapter 3 of the technical specifications;
— a minimum of 1 contract related to consultancy services in at least one of the related areas (OHS or EM) for a scientific organisation (e.g. research centre, university, R&D department),
— a minimum of 1 contract shall relate to a minimum involvement of 160 man-hours duration.
Ad. 3:
Each of the persons proposed for the profile of OHS expert must have:
— at least a higher vocational degree or bachelor's degree in an area related to occupational health and safety (or equivalent) attested by a diploma,
— at least comprehension of the Dutch language at level C2 (spoken and written) and the English language at level C1 (spoken and written) in accordance with Common European Framework of Reference for Languages. The exact level of language proficiency must be indicated — assessment grid http://europass.cedefop.europa.eu/
— at least 5 years of professional experience in the area of OH&S (following the award of the diploma demonstrating minimum educational qualification requirements). The CVs (see tender documentation) have to prove that the persons proposed each have expertise in the following specific areas for the following minimum number of months:
a) hazard identification and risk assessments — at least 24 months;
b) hazardous substances safety including determination of exposure levels — at least 12 months;
c) development of domain-related work procedures/instructions — at least 12 months;
d) safety at construction site (i.e. safety and health plans at construction site) — at least 12 months;
e) follow-up and assistance with the implementation of new legislation — at least 24 months.
Each of the persons proposed for the profile of EM expert must have:
— at least a bachelor's degree in an area related to environmental science (or equivalent) followed by a Master of Science degree in an area related to environment (or equivalent) attested by a diploma,
— at least comprehension of the Dutch language at level C2 (spoken and written) and the English language at level C1 (spoken and written) in accordance with Common European Framework of Reference for Languages. The exact level of language proficiency must be indicated — assessment grid http://europass.cedefop.europa.eu/
— at least have followed training covering the domains ‘Dutch environmental legislation and practices’ and ‘auditing environmental management systems’,
— at least 5 years of professional experience in the area of environmental management (following the award of the master's degree diploma demonstrating minimum educational qualification requirements). The CVs have to prove that the persons proposed each have expertise in the following specific areas:
a) development of domain-related work procedures/instructions — at least 12 months;
b) direct interactions and negotiations with environmentally responsible authorities — at least 12 months;
c) follow-up and assistance with the implementation of new legislation — at least 24 months;
d) management of environment aspect register — at least 12 months;
e) environmental reporting according to a certified environmental management system — at least 12 months.
III.2.4)
Information about reserved contracts
III.3)
Conditions specific to services contracts
III.3.1)
Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)
Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes
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
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
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/PTT/2015/F.1/0078/OC.
IV.3.2)
Previous publication(s) concerning the same contract
Other previous publications
Notice number in the OJEU: 2011/S 43-069314 of 3.3.2011
Notice number in the OJEU: 2011/S 36-058157 of 22.2.2011
IV.3.3)
Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)
Time limit for receipt of tenders or requests to participate
22.12.2015
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: 5.1.2016 - 10:30
Place:
Site of the JRC-IET, Westerduinweg 3, 1755 LE Petten, NETHERLANDS.
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Internal committee members of the contracting authority and 1 duly authorised representative per tenderer, having communicated the intention to attend including name and position (e-mail: jrc-iet-procurement@ec.europa.eu). A passport or other ID must be presented in order to gain access to the Petten site (a driving licence will not suffice).
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 communication related to this procedure are available free of charge at the following website: http://web.jrc.ec.europa.eu/callsfortender
Any additional information and reply to requests for clarifications will be published on this website. It is therefore the responsibility of economic operators to check this website on a regular basis.
A briefing is to be held for this invitation to tender; information thereon can be found in the accompanying letters.
Based on Article 134(1)(f) of Commission Delegated Regulation (EU) No 1268/2012 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 operators 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
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.5)
Date of dispatch of this notice:
29.10.2015



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