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Procurement Notice Details

Framework contract for provision of support services to reference material production and nuclear safeguards
Geel, Belgium

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

15/12/2015 S242 European Commission - Services - Contract notice - Open procedure
I.II.III.IV.VI.
Belgium-Geel: Framework contract for provision of support services to reference material production and nuclear safeguards

2015/S 242-438522

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 Reference Materials and Measurements
Retieseweg 111
Contact point(s): Mr Gert Schreurs — Resource Management Unit Geel
For the attention of: Finance and Procurement
2440 Geel
BELGIUM
E-mail: jrc-irmm-procurement@ec.europa.eu
Fax: +32 14581758
Internet address(es):
General address of the contracting authority: https://ec.europa.eu/jrc/
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
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:
Framework contract for provision of support services to reference material production and nuclear safeguards.
II.1.2)
Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: European Commission, JRC, Institute for Reference Materials and Measurements, Retieseweg 111, 2440 Geel, BELGIUM.
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: 58
Justification for a framework agreement, the duration of which exceeds four years: There are 4 similar existing framework contracts; they all have a different expiry date. With this procedure the renewal of all 4 (different lot) contracts will start on the signature date (estimated to be 1.6.2016) and will end 58 months later (estimated end date: 30.3.2021).
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 3 000 000 EUR
II.1.5)
Short description of the contract or purchase(s)
The contracting authority is seeking to establish a framework contract for services.
The required services fall into 4 categories, each representing a different lot:
— the first category (lot 1) includes cleaning services and supporting activities in the process of production — with the use of technical installation in accordance with the instructions — of non-nuclear reference materials, as well as the storage and shipping to the customers of those materials,
— the second category (lot 2) comprises tasks connected to order management and customer support (preparing offers, orders, invoices, giving customer support) as well as maintenance of customer and material data,
— the third category (lot 3) comprises technical support for milling and sieving for the processing of reference materials,
— the fourth category (lot 4) comprises logistic support for the preparation, storage, transport, sale, waste management and accountability of nuclear isotopic reference materials, including archiving of the respective documents and files.
II.1.6)
Common procurement vocabulary (CPV)
90910000, 79500000
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: yes
Tenders may be submitted for one or more lots
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: 3 000 000 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: 58 (from the award of the contract)
Information about lots

Lot No: 1 Lot title: Provision of cleaning, storage and packing services for the production of non-nuclear reference materials
1)
Short description
JRC-IRMM seeks to establish a framework contract for the provision of cleaning, storage and packing services for the production of non-nuclear reference materials.
2)
Common procurement vocabulary (CPV)
90910000, 79500000
3)
Quantity or scope
Estimated value excluding VAT: 1 500 000 EUR
4)
Indication about different date for duration of contract or starting/completion
Duration in months: 58 (from the award of the contract)
5)
Additional information about lots
Lot No: 2 Lot title: Distribution of certified reference materials (CRMs)
1)
Short description
JRC-IRMM seeks to establish a framework contract for distribution services of certified reference materials (CRMs).
The services comprise desk activities in the distribution of reference materials, entry and maintenance of data in the IT system for the distribution of reference materials as well as general support for these activities.
2)
Common procurement vocabulary (CPV)
90910000, 79500000
3)
Quantity or scope
Estimated value excluding VAT: 325 000 EUR
4)
Indication about different date for duration of contract or starting/completion
Duration in months: 58 (from the award of the contract)
5)
Additional information about lots
Lot No: 3 Lot title: Support for material processing
1)
Short description
JRC-IRMM seeks to establish a framework contract for support services for material processing.
The services comprise support in the processing of materials, especially in milling and sieving of materials to be converted into reference materials. Such work shall be performed by a laboratory technician with a well-developed understanding for production of high-quality preparations/products.
2)
Common procurement vocabulary (CPV)
90910000, 79500000
3)
Quantity or scope
Estimated value excluding VAT: 325 000 EUR
4)
Indication about different date for duration of contract or starting/completion
Duration in months: 58 (from the award of the contract)
5)
Additional information about lots
Lot No: 4 Lot title: Logistic support in the area of nuclear safeguards
1)
Short description
JRC-IRMM seeks to establish a framework contract for logistic support services in the area of nuclear safeguards. The services comprise logistic support for the preparation, storage, transport, sale, waste management and accountability of nuclear isotopic reference materials, including archiving of respective documents and files.
2)
Common procurement vocabulary (CPV)
90910000, 79500000
3)
Quantity or scope
Estimated value excluding VAT: 850 000 EUR
4)
Indication about different date for duration of contract or starting/completion
Duration in months: 58 (from the award of the contract)
5)
Additional information about lots
Section III: Legal, economic, financial and technical information

III.1)
Conditions relating to the contract
III.1.1)
Deposits and guarantees required:
Specified in tender documents.
III.1.2)
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Specified in 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.
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 the 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 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 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: (a) The tenderer shall provide a copy of the profit & 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 tenderer is unable to provide one or 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 tenderer's economic and financial capacity.
Minimum level(s) of standards possibly required: (a) The following minimum yearly income/turnover for the last 3 years for each of the lots is required:
— lot 1: 630 000 EUR,
— lot 2: 135 000 EUR,
— lot 3: 135 000 EUR,
— lot 4: 350 000 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.
The 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.
In case a tenderer applies for more than 1 lot, this criterion must met cumulatively.
III.2.3)
Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(a) For each of the lots, the tenderer must have experience in providing services of a similar nature and provide as evidence a list of similar services over the past 3 years, indicating the object/brief description, the date and the recipient (public or private).
Minimum level(s) of standards possibly required:
(a) A list with a minimum of 3 references to similar services performed over the past 3 years must be provided for each lot.
The tenderer must provide in addition at least 3 CVs of persons who are currently available for each of the lots. Concerning the CVs requested: tenderers need to make sure that the names of any individuals are not indicated on the CV forms. Instead, please use numbers and fill in the connection tables for profiles and CVs to make the connection between the numbers and the names. In order to protect confidential personal data, CVs will be circulated without the corresponding table.
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.
The 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 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
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/GEE/2015/D.2/0122/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
5.2.2016
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
Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)
Conditions for opening of tenders
Date: 9.2.2016
Place:
JRC-IRMM, Retieseweg 111, 2440 Geel, BELGIUM.
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-irmm-procurement@ec.europa.eu at least 2 days prior to the opening together with a copy of the identity card/passport.
Section VI: Complementary information

VI.1)
Information about recurrence
This is a recurrent procurement: no
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://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 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.
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:
3.12.2015



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