B-Brussels: travel agency services

Country:

Belgium

City/Locality:

BRYJELLES

Notice/Contract Number:

eu:110902-2008

Publication Date:

May 14, 2008

Deadline:

May 23, 2008

Buyer:

EUROPEAN COMMISSION

Original Language:

French

Address:

EUROPEAN COMMISSION
BRUSSELS
Belgium

63510000 - Travel agency and similar services

Notice Type: C398
-
Contract notice
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 82/2008
, #
110902-2008
Referenced Document Number: 44569-2008
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Partial tender
Awarding Criteria: Lowest price

Summary:
Contract notice
Services
Section I: Contracting authority
I.1) Name, addresses and contact point(s): European Commission, Office
for Administration and Payment of Individual Entitlements (PMO), 'Mission
expenses' Unit, SC-15 01/158, B-1049 Bruxelles/Brussel.
Further information can be obtained from:
European Commission, Personnel and Administration DG, Unit ADMIN.D1 Budget
and contractual support, SC-11 06/28, attn: Mr Miquel Fransi Díez, B-1049
Bruxelles/Brussel. Fax (32-2) 299 19 24.
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained
from:
European Commission, Personnel and Administration DG, Unit ADMIN.D1 Budget
and contractual support, SC-11 06/28, attn: Mr Miquel Fransi Díez, B-1049
Bruxelles/Brussel. Fax (32-2) 299 19 24.
Tenders or requests to participate must be sent to:
European Commission, Personnel and Administration DG, Unit ADMIN.D1 Budget
and contractual support, SC-11 06/28, attn: Mr Miquel Fransi Díez, B-1049
Bruxelles/Brussel. Fax (32-2) 299 19 24.
I.2) Type of contracting authority and main activity or activities:
European institution/agency or European organisation.
The contracting authority is purchasing on behalf of other contracting
authorities: yes.
Section II: Object of the contract
II.1) Description
II.1.1) Title attributed to the contract by the contracting authority:
Travel agency services.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Services.
Service category No 20.
Main place of performance: Belgium
NUTS code: BE.
II.1.3) The notice involves: A public contract.
II.1.5) Short description of the contract or purchase(s): This contract
is for the provision of all types of travel agency services for trips made
by any person on behalf of or at the request of the European Commission
and other EU institutions and agencies party to this call for tenders,
irrespective of their geographical location. In particular, it involves
personnel on missions, experts, competition winners and candidates.
Based on remuneration per transaction, the estimated volume of the
contract is:
— 21 350 personnel on missions,
— 118 000 missions completed,
— 90 300 plane tickets,
— 39 000 train tickets.
The breakdown per lot is given in point V: Annexes B(1) and B(2).
The estimated total quantity or scope of the contract is expressed in
millions of euro in point II.2.1. These values give an indication of the
total expense of missions completed, excluding accommodation (turnover and
not net remuneration of the agency).
II.1.6) Common procurement vocabulary (CPV): 63510000.
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
No.
II.1.8) Division into lots: Yes.
Tenders may be for: 1 or more lots.
II.1.9) Variants will be accepted: No.
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope: To determine the estimated number of
transactions per year.
Estimated value excluding VAT:
EUR 60–EUR 70.
II.2.2) Options: No.
II.3) Duration of the contract or time limit for completion: Duration in
months: 24 (from the award of the contract).
Information about lots
Lot 1
Title: Belgium
1) Short description: The services as described in point II.1.5 will be
carried out on the contractor's own premises designed for this purpose
(extramural or off-site service). These premises must be located in
Belgium. However, the Joint Interpreting and Conference Service (SCIC)
will provide the agency with a small on-site office (i.e. on SCIC
premises).
Based on remuneration per transaction, the estimated volume of lot 1 of
the contract is:
— 20 300 personnel on missions,
— 112 400 missions completed,
— 85 000 plane tickets,
— 38 500 train tickets.
The estimated total quantity or scope of the contract, expressed in
millions of euro in point 3, gives an indication of the total expense of
missions completed, excluding accommodation (turnover and not net
remuneration of the agency).
2) Common procurement vocabulary (CPV): 63510000.
3) Quantity or scope: Estimated cost excluding VAT:
EUR 58–EUR 67.
5) Additional information about lots: Concerns all institutions and
agencies listed in point VI.3.
Lot 2
Title: Ispra
1) Short description: The services as described in point II.1.5 will be
carried out in offices provided by the Joint Research Centre (JRC) on its
own premises (on-site).
Based on remuneration per transaction, the estimated volume of lot 2 of
the contract is:
— 1 050 personnel on missions,
— 5 600 missions completed,
— 5 300 plane tickets,
— 500 train tickets.
The estimated total quantity or scope of the contract, expressed in
millions of euro in point 3, gives an indication of the total expense of
missions completed, excluding accommodation (turnover and not net
remuneration of the agency).
2) Common procurement vocabulary (CPV): 63510000.
3) Quantity or scope: Estimated cost excluding VAT:
EUR 2–EUR 3.
5) Additional information about lots: Only concerns the European
Commission, Joint Research Centre at I-Ispra.
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract
III.1.1) Deposits and guarantees required: Performance bonds equivalent
to 1,5 % of the estimated total contract value will be requested at each
contract signature (a contract will be signed by each institution or
agency and for each lot).
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them: Weekly invoices to
be paid within 30 days of issue.
III.1.3) Legal form to be taken by the grouping of economic operators to
whom the contract is to be awarded: All members of the grouping must be
jointly and severally liable for performance of the contract.
III.1.4) Other particular conditions to which the performance of the
contract is subject: Yes.
When the contract comes into effect, the successful tenderer must obtain
the corresponding IATA number(s) required to provide the services under
the contract.
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 whether requirements have been met:
requests to participate must be sent in a letter posted before the
deadline given in point IV.3.4. Faxed or e-mailed requests to participate
must be confirmed by a letter sent before said deadline.
Requests to participate must be submitted using 1 of the following
methods:
— registered post, as evidenced by the postmark, to the following address:
European Commission, Personnel and Administration DG, Unit ADMIN.D.1,
Office SC-11 6/32, B-1049 Bruxelles/Brussel,
— delivery (in person or by any party representing the candidate, or by
courier) to the following address: European Commission, Personnel and
Administration DG, Unit ADMIN.D.1, Office SC-11 6/32, Avenue du Bourget 1,
B-1140 Bruxelles/Brussel (Evere).
This department is open from 08:00 until 17:00, Monday to Thursday, and
from 08:00 until 16:00 on Fridays. It is closed at weekends and on
Commission holidays. For deliveries by courier, the valid date of dispatch
will be the date on the courier's delivery note.
For deliveries made in person or by any party representing the candidate,
delivery will, in this case, be confirmed by a receipt dated and signed by
an official from the Commission's Central Mail Department who takes
delivery of the documents.
Candidates must:
— quote reference PMO2/PR/2008/005 in their request to participate,
— enclose the documents and information required in points III.2.1 to
III.2.3,
— state clearly the lot(s) (lot 1, lot 2, or both) they are applying for.
Should a grouping be involved, the lead company must identify itself as
such and all grouping members must declare that they accept said company
as the leader of the grouping.
Legal position — means of proof required:
candidates' requests to participate must include a solemn declaration,
duly signed and dated, stating that they are not in any of the situations
described hereafter which would disqualify them from participating in a
contract.
Candidates will be disqualified from taking part in the contract if they:
(a) are bankrupt or being wound up, if their affairs are being
administered by the court or if they have entered into an arrangement with
creditors, if they have suspended business activities, if they are the
subject of proceedings of this nature or if they are in any analogous
situation arising from a similar procedure under national laws or
regulations;
(b) have been convicted of an offence concerning their professional
conduct by a judgment which has the force of res judicata;
(c) have been guilty of grave professional misconduct proven by any means
which the contracting authorities can justify;
(d) have not fulfilled their obligations to pay social-security
contributions or taxes in accordance with the legal provisions of their
country of residence or with those of the country of the contracting
authority, or those of the country where the contract is to be carried
out;
(e) have been the subject of a judgment which has the force of res
judicata for fraud, corruption, involvement in a criminal organisation or
any other illegal activity detrimental to the Communities' financial
interests;
(f) have been declared to be in serious breach of contract for failure to
comply with their contractual obligations, following another procurement
procedure or grant award procedure financed by the Community budget.
Moreover, interested parties are informed that candidates or tenderers
will not be awarded the contract if, during the procurement procedure,
they:
— are subject to a conflict of interests,
— are guilty of misrepresentation in furnishing the information required
by the contracting authority in order to take part in the contract, or
have not furnished said information.
Candidates invited to tender must include a solemn declaration with their
tenders, duly signed and dated, stating that they are not in any of the
situations which would disqualify them from being awarded a contract.
The tenderer to whom the contract will be awarded must furnish, within the
time limit indicated by the contracting authority and before the contract
is signed, the following documents in support of the solemn declaration
with regard to the situations which would disqualify them from
participation in the contract:
— recent extract from the judicial record or, failing this, an equivalent
document recently issued by the appropriate judicial or administrative
body in the country in which tenderers reside, stating that they are not
in any of the situations described in (a), (b) and (e) which would
disqualify them from participating in a contract,
— recently issued certificate from the appropriate body in the country in
which tenderers reside, stating that they have fulfilled their obligations
in respect of payment of social-security contributions and taxes in
accordance with the legal provisions of the country in which they reside.
Where no such document or certificate is issued in the country concerned,
it may be replaced by a statement under oath or, failing that, a solemn
declaration made by tenderers before a judicial or administrative body, a
notary or a qualified professional body in their country.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating whether requirements have been met:
— copy of the balance sheets for the past 3 years showing the annual
pre-tax profit. If, for a valid reason, candidates are unable to provide
them, they must enclose a statement as to annual pre-tax profits for the
past 3 years. If the balance sheets or the statement show an average loss
over the past 3 years, then candidates must furnish another document as
proof of their financial and economic standing, such as appropriate bank
references or proof of professional risk insurance cover,
— statement as to the overall annual turnover realised over the past 3
financial years,
— statement as to the specific annual turnover realised over the past 3
financial years in the following fields:
(1) air transport;
(2) rail transport;
(3) hotel industry;
(4) car hire.
Should the application be submitted by a grouping, the aforementioned
information must be submitted to the contracting authority in the form of
a separate document for each grouping member and a document summarising
the consolidated data for the grouping as a whole.
With regard to the specific turnover, candidates must have an average
annual turnover of:
— for lot 1: EUR 125 000 000,
— for lot 2: EUR 5 500 000,
— for all lots: EUR 125 000 000.
This turnover covers all 4 of the aforementioned types of service.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating whether requirements have been met:
as proof of technical capacity, candidates are requested to provide a
detailed list of at least 3 contracts carried out in the past 3 years
similar in nature to the contract under this invitation to tender. This
detailed list must include the main object of the contract and the volume
of services provided, the beneficiaries and the dates on which the
contract started and ended. The number of end users (travellers) relevant
to the contract, the number of destinations covered and the average number
of segments per plane ticket must also be included. If the contracts were
performed by a grouping, candidates must indicate the proportion which
they carried out themselves. As proof of professional capacity, candidates
are requested to state the total number of employees and the number of
reservations agents. Should the application be submitted by a grouping,
the aforementioned information must be submitted to the contracting
authority in the form of a separate list for each grouping member and a
document summarising the consolidated data for the grouping as a whole.
Minimum level of standards required:
with regard to technical capacity, candidates must have carried out at
least 3 contracts whose main object involved business travel.
For lot 1, the number of end users (travellers) covered by the 3 largest
contracts must not be less than 4 000, and the number of missions
completed must not be less than 20 000.
For lot 2, the number of end users (travellers) covered by the 3 largest
contracts must not be less than 300, and the number of missions completed
must not be less than 2 000.
With regard to professional capacity, candidates must have at least:
for lot 1: 250 employees, including 150 reservations agents;
for lot 2: 20 employees, including 8 reservations agents;
for all lots: 250 employees, including 150 reservations agents.
III.2.4) Reserved contracts: No.
III.3) Conditions specific to service contracts
III.3.1) Execution of the service is reserved for a particular
profession: No.
III.3.2) Legal entities should indicate the names and professional
qualifications of the staff responsible for execution of the service: No.
Section IV: Procedure
IV.1) Type of procedure
IV.1.1) Type of procedure: Restricted.
IV.2) Award criteria
IV.2.1) Award criteria: Lowest price.
IV.2.2) An electronic auction will be used: No.
IV.3) Administrative information
IV.3.1) File reference number attributed by the contracting authority:
PMO2/PR/2008/005.
IV.3.2) Previous notice(s) published concerning the same contract: Prior
information notice:
notice number in OJ: 2008/S 33-44569 of 16.2.2008.
IV.3.4) Final date for receipt of tenders or requests to participate:
23.5.2008.
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish,
French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian,
Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish or
Swedish.
Section VI: Complementary information
VI.1) This is a recurrent procurement: No.
VI.2) Contract related to a project and/or programme financed by EU
funds: No.
VI.3) Additional information: For 1 year following conclusion of the
initial contract, the institutions and decentralised EU bodies concerned
will be able to use the negotiated procedure without prior publication of
a contract notice for additional contracts involving services similar to
those assigned to the party awarded this contract by the same contracting
authorities. It is envisaged that the initial contract, signed for a
period of 2 years, will be renewed for 2 further periods of 1 year each.
This contract has been issued on an interinstitutional basis.
The following institutions and bodies are involved:
— European Commission (B-Bruxelles/Brussel and B-Geel, L-Luxembourg,
Grange/Ireland, D-Karlsruhe, I-Ispra, Petten/Netherlands, E-Sevilla),
— EESC (B-Bruxelles/Brussel),
— CoR (B-Bruxelles/Brussel),
— EU-OSHA (European Agency for Safety and Health at Work), E-Bilbao,
— EGSA (European GNSS Supervisory Authority) (Galileo),
B-Bruxelles/Brussel,
— ETF (European Training Foundation), I-Torino,
— OHIM/OAMI (Office for Harmonisation in the Internal Market), E-Alicante,
— CdT (Translation Centre for the Bodies of the European Union),
L-Luxembourg,
— EFSA (European Food Safety Authority), I-Parma,
— Office of the Secretary-General of the European Schools,
B-Bruxelles/Brussel,
— REA (Research Executive Agency), B-Bruxelles/Brussel,
— Eurojust (The European Union's Judicial Cooperation Unit), The Hague,
Netherlands,
— Trans-European Transport Network Executive Agency (TEN-T EA),
B-Bruxelles/Brussel,
— Executive Agency for Competitiveness and Innovation (EACI),
B-Bruxelles/Brussel,
— European Research Council Executive Agency (ERC EA),
B-Bruxelles/Brussel.
VI.4) Procedures for appeal
VI.4.1) Body responsible for appeal procedures: Court of First Instance
of the European Communities, rue du Fort Niedergrünewald, L-2925
Luxembourg. E-mail: CFI.Registry@curia.europa.eu. URL:
http://curia.europa.eu.
Body responsible for mediation procedures:
European Ombudsman, 1, avenue du Président Robert Schuman, BP 403, F-67001
Strasbourg Cedex. E-mail: euro-ombudsman@europarl.europa.eu. URL:
http://www.ombudsman.europa.eu.
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. A complaint made to the European
Ombudsman neither suspends this period nor opens a new period for lodging
appeals.
VI.5) Date of dispatch of this notice: 14.4.2008.

Update: May 14, 2008

Notice Type: C398
-
Additional information
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 92/2008
, #
124089-2008
Referenced Document Number: 110902-2008
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Partial tender
Awarding Criteria: Lowest price

Summary:
Notice of corrigendum
('Supplement to the Official Journal of the European Union' No S 82 of
26.4.2008, restricted procedure, 110902-2008)
European Commission, Office for Administration and Payment of Individual
Entitlements (PMO), 'Mission expenses' Unit, SC-15 01/158, B-1049
Bruxelles/Brussel.
for: VI.3) Additional information:
For 1 year following conclusion of the initial contract, the institutions
and decentralised EU bodies concerned will be able to use the negotiated
procedure without prior publication of a contract notice for additional
contracts involving services similar to those assigned to the party
awarded this contract by the same contracting authorities. It is envisaged
that the initial contract, signed for a period of 2 years, will be renewed
for 2 further periods of 1 year each. This contract has been issued on an
interinstitutional basis.
read: VI.3) Additional information:
For 1 year following conclusion of the initial contract, the institutions
and decentralised EU bodies concerned will be able to use the negotiated
procedure without prior publication of a contract notice for additional
contracts involving services similar to those assigned to the party
awarded this contract by the same contracting authorities. It is envisaged
that the initial contract, signed for a period of 2 years, will be renewed
for 3 further periods of 1 year each. This contract has been issued on an
interinstitutional basis.

B-Brussels: travel agency services

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