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Procurement Notice Details

Refurbishment and maintenance access control system jrc-irmm
Geel, Belgium

Purchaser: European Commission, Joint Research Centre, Institute for Reference Materials and Measurements

12/12/2015 S241 European Commission - Supplies - Contract notice - Restricted procedure
I.II.III.IV.VI.
Belgium-Geel: Refurbishment and maintenance access control system JRC-IRMM

2015/S 241-436445

Contract notice

Supplies

Directive 2004/18/EC
Section I: Contracting authority

I.1)
Name, addresses and contact point(s)
European Commission, Joint Research Centre, Institute for Reference Materials and Measurements
Retieseweg 111
Contact point(s): Mr Gert Schreurs — Finance Officer
For the attention of: Finance and Procurement
2440 Geel
BELGIUM
E-mail: jrc-irmm-procurement@ec.europa.eu
Fax: +32 14584273
Internet address(es):
General address of the contracting authority: https://ec.europa.eu/jrc/
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
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:
Refurbishment and maintenance access control system JRC-IRMM.
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: European Commission, Joint Research Centre (JRC), Institute for Reference Materials and Measurements (IRMM), Retieseweg 111, 2440 Geel, BELGIUM.
NUTS code BE213
II.1.3)
Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)
Information on framework agreement
II.1.5)
Short description of the contract or purchase(s)
The JRC-IRMM access control system was installed in 2007 by GET (Primion Group) and is operated, steered and controlled by proprietary software for access control, visitor registration and the production of staff passes. The access control software incorporates anti-passback, zone control, zone monitoring and boolean logic (type: ‘if door X is open, then doors “Y” and “Z” are to remain closed’) applications.
The control software for CCTV monitoring at JRC-IRMM is Milestone. While CCTV and the Milestone software are not a part of this contract, the fact whether any proposed access control software can integrate with Milestone will be assessed in the quality evaluation of the offer.
The access control system is connected by its own, stand-alone gigabit network. For the understanding of this contract, the term ‘Access control system’ applies to all hardware, software, cabling and network components that are necessary to operate the access control system.
Several extensions have been added during the past years. The present size of the system is composed of ca. 200 badge readers, 26 controllers, 151 ‘MORI’ controller modules, server, control software, system components.
The system has been adequately maintained, but has not undergone any significant technological upgrades, either in terms of software or in hardware.
The existing as-built file and the technical documentation on the installation components is up to date and will be made accessible to the selected contenders.
All systems/installations covered by the access control system are located on the JRC-IRMM site. The site has a surface of 38 ha and contains 13 buildings.
II.1.6)
Common procurement vocabulary (CPV)
42961100, 35120000, 35121000, 48730000, 50610000
II.1.7)
Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)
Lots
II.1.9)
Information about variants
II.2)
Quantity or scope of the contract
II.2.1)
Total quantity or scope:
Estimated value excluding VAT:
Range: between 900 000 and 1 300 000 EUR
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
Duration in months: 128 (from the award of the contract)
Section III: Legal, economic, financial and technical information

III.1)
Conditions relating to the contract
III.1.1)
Deposits and guarantees required:
Specified in the tender documents which will be made available only to the selected candidates.
III.1.2)
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Specified in the tender documents which will be made available only to the selected candidates.
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 request to participate either as a sole candidate or as partners in a consortium (with or without legal personality). In either case subcontracting is permitted. The candidate must clearly specify the role of each economic operator — as a sole candidate, as 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.
Candidates must 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. During contract execution any change of subcontractors will be subject to prior written approval of the contracting authority.
A sole candidate 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 candidate 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 80 % 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 request to participate. The cover letter must give the name of the candidate (including all partners in the case of a consortium) and subcontractor(s), including third parties on whose capacities the candidate 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 request to participate, 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.
Candidates (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 candidate 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: yes
Description of particular conditions: For works performed in the nuclear controlled area during the execution of the contract, installation staff will need medical certificates.
During the execution of the contract: proof of having, either as a legal entity or as a natural person acting on behalf of the company, a security clearance level ‘Secret’ as defined in the Law of 11.12.1998 on ‘Classification and security clearances, security attestations and security advices’.
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:
Candidates will not be eligible to take part in this contract award 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 (OJ L 298 of 26.10.2012).
The contracting authority reserves the right to verify all information contained in the declaration(s) by requiring the supporting documents listed in Article 143(3) of Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 from the successful tenderer (including all partners in the case of a consortium) and all subcontractors identified in accordance with III.1.3.
2. Selection criteria:
Legal capacity:
Candidates (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 candidate is not required or allowed to register in such a register for reasons related to its statute or legal status, the contracting authority shall 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: (a) The candidate shall provide a copy of the profit and loss account and balance sheets for the last 3 years for which accounts have been closed. If, for some exceptional reason which the contracting authority considers justified, a candidate is unable to provide 1 or the other of the above documents, he/she may prove his/her 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 its justification in the tender. The Commission reserves the right to request any other document enabling it to verify the candidate's economic and financial capacity.
Minimum level(s) of standards possibly required: (a) A minimum yearly income/turnover of 800 000 EUR for the last 3 years is required.
This minimum will be assessed in relation to the candidate as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.
The evidence must be provided by each candidate (each partner in the case of a consortium) and each subcontractor on whose capacities the candidate relies for meeting the minimum capacity level for economic and financial ability.
III.2.3)
Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(a) The candidate must have experience in supplying and providing services of a similar nature and provide as evidence a list of similar supplies and services since 2010, indicating the object/brief description, the date and the recipient (public or private).
(b) Proof of being an authorised installer of security installations under Belgian law (authorisation from the Ministry of Home Affairs Federal Public Services).
(c) Proof of being either the developer or an installer licensed by the manufacturer-licensed installer of the proposed software packages.
Minimum level(s) of standards possibly required:
(a.1) Reference of similar satisfactorily completed (before candidature submission deadline) installation of a minimum of 5 Mifare (or equivalent)-based access control network systems.
(a.2) Reference of similar satisfactorily completed services providing 24/7 ‘Omnium’-type maintenance to a minimum of 5 Mifare (or equivalent)-based access control network systems.
This minimum will be assessed in relation to the candidate as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.
The evidence must be provided by each candidate (each partner in the case of a consortium) and each subcontractor on whose capacities the candidate relies for meeting the minimum capacity level for technical ability.
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
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/GEE/2015/D/0120/RC.
IV.3.2)
Previous publication(s) concerning the same contract
no
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
15.1.2016
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
VI.2)
Information about European Union funds
VI.3)
Additional information
Documents and communication related to this procedure are available free of charge at the following website: http://www.jrc.ec.europa.eu/callsfortender
Any additional information and reply to request for clarifications will be published on this website. It is therefore the responsibility of the applicants to check this website on a regular basis.
If processing your reply to this contract notice involves the recording and processing of personal data (such as name, address and CV), such data will be processed pursuant to 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 indicated otherwise, replies to the questions and any personal data requested are required to evaluate your application in accordance with the contract notice and will be processed solely for that purpose by the contracting authority mentioned in heading I.1. Details concerning the processing of your personal data are available on the privacy statement at: http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf
Your personal data may be registered in the early warning system (EWS) only or both in the EWS and central exclusion database (CED) by the Accounting Officer of the Commission, should you be in one of the situations mentioned in:
— the Commission Decision 2008/969/EC, Euratom of 16.12.2008 on the Early Warning System for the use of authorising officers of the Commission and the executive agencies (for more information see the privacy statement on http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm), or
— the Commission Regulation (EC, Euratom) No 1302/2008 of 17.12.2008 on the central exclusion database (for more information see the privacy statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm#BDCE).
This procedure is a restricted call for tenders and, therefore, is divided into 2 stages:
a) in the initial candidature stage any economic operator can participate as a candidate. Candidatures are assessed against the minimum legal, financial and technical capacity requirements published in points III.2.1, III.2.2 and III.2.3 of this contract notice;
b) additional information for point III.2.1 of the contract notice:
in order to comply with this requirement, candidates must submit a declaration of honour duly filled in, stamped and signed by its legal representative as per the template herewith provided.
In the case of a grouping, the abovementioned declaration must be submitted for each of the members thereof.
In the case of subcontracting, the abovementioned declaration must also be submitted for the identified subcontractor whose intended share of the contract is above 20 %;
c) in the subsequent tendering stage only candidates that successfully passed the first stage will be invited, simultaneously and in writing by the contracting authority, to submit a tender that will be evaluated against the award criteria published in the contract notice.
Due to the holiday period at the end of December, the Commission services will be closed between 24.12.2015 and 3.1.2016.
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: 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 of the European Union
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:
2.12.2015


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