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P-Lisbon: travel agency services for EMCDDA/EMSA

Request For Proposals

General Information
Country:   Portugal
City/Locality:   LISSABONA
Notice/Contract Number:   eu:71950-2007
Publication Date:   Mar 24, 2007
Deadline:   May 7, 2007
Buyer:   EUROPEAN MONITORING CENTRE FOR DRUGS AND DRUG ADDICTION (EMCDDA) AND EUROPEAN MARITIME SAFETY AGENCY (EMSA)
Original Language:   English

Contact Information
Address:   EUROPEAN MONITORING CENTRE FOR DRUGS AND DRUG ADDICTION (EMCDDA) AND EUROPEAN MARITIME SAFETY AGENCY (EMSA)
LISBON, Grande Lisboa
Portugal
Email:   Click here

Goods, Works and Services

 

Original Text

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Notice Type: C398 - Contract notice
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 59/2007, #71950-2007
Contract Nature: Service contract
Procedure Type: Open procedure
Type of Bid Required: Global or partial tender
Awarding Criteria: The most economic tender

Summary:
Contract notice
Services
Section I: Contracting authority
I.1) Name, addresses and contact point(s): European Monitoring Centre for
Drugs and Drug Addiction (EMCDDA) and European Maritime Safety Agency
(EMSA), attn: Sofia Feteira, Rua Cruz de Santa Apolónia 23–25, P-1149-045
Lisbon. Contact point: Sofia Feteira. Tel. (351-21) 811 30 08. Fax
(351-21) 813 17 11. E-mail: Sofia.Feteira@emcdda.europa.eu.
Internet address(es):
General address of the contracting authority: http://www.emcdda.europa.eu.
Address of the buyer profile: http://www.emcdda.europa.eu.
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 and main activity or activities:
European institution/agency or international organisation.
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:
Travel agency services for EMCDDA/EMSA.
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: P-Lisbon.
NUTS code: PT171.
II.1.3) 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: 4 years.
Estimated total value of purchases for the entire duration of the
framework agreement:
Estimated value excluding VAT:
Range between EUR 1 480 000 and EUR 3 280 000.
II.1.5) Short description of the contract or purchase(s): 2 framework
service contracts — 1 for EMCDDA and 1 for EMSA — for the provision of
travel agency services, related to the organisation of travel arrangements
for staff, invited experts, and any other persons who travel on behalf, or
per request, of either of the European agencies EMCDDA or EMSA.
The services shall comprise, among other services, the supply of transport
tickets and any other related services, such as hotel reservations, car
rental, rental of infrastructures for conferences and connected services.
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 should be submitted 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: Estimated number of transactions: 1 110
travels per year (all lots);
budget estimated: EUR 820 000 (excluding VAT) per year (all lots).
The estimated distribution between the lots is described in detail in
'Information about lots' and in the specifications.
Estimated value, excluding VAT: EUR 3 280 000.
II.2.2) Options: No.
II.3) Duration of the contract or time-limit for completion: Starting:
1.7.2007.
Completion: 30.6.2011.
Information about lots
Lot No 1
Title: Travel agency services for EMCDDA
1) Short description: Framework service contract for the provision of
travel agency services, related to the organisation of travel arrangements
for staff, invited experts, and any other persons who travel on behalf, or
per request, of the European Monitoring Centre for Drugs and Drug
Addictions (EMCDDA).
The services shall comprise, among other services, the supply of transport
tickets and any other related services, such as hotel reservations, car
rental, rental of infrastructures for conferences and connected services.
2) Common procurement vocabulary (CPV): 63510000.
3) Quantity or scope: Estimated number of transactions: 510 travels per
year;
budget estimated: EUR 370 000 (excluding VAT) per year.
Estimated cost excluding VAT: EUR 1 480 000.
4) Indication about different date for duration of contract or
starting/completion: Starting: 1.7.2007.
Completion: 30.6.2011.
5) Additional information about lots: One framework contract will be
signed for this specific lot.
Lot No 2
Title: Travel agency services for EMSA
1) Short description: Framework service contract for the provision of
travel agency services, related to the organisation of travel arrangements
for staff, invited experts, and any other persons who travel on behalf, or
per request, of the European Maritime Safety Agency (EMSA).
The services shall comprise, among other services, the supply of transport
tickets and any other related services, such as hotel reservations, car
rental, rental of infrastructures for conferences and connected services.
2) Common procurement vocabulary (CPV): 63510000.
3) Quantity or scope: Estimated number of transactions: 600 travels per
year;
budget estimated: EUR 450 000 (excluding VAT) per year.
Estimated cost excluding VAT: EUR 1 800 000.
4) Indication about different date for duration of contract or
starting/completion: Starting: 1.7.2007.
Completion: 30.6.2011.
5) Additional information about lots: One framework contract will be
signed for this specific lot.
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded: Consortia of economic operators are
authorised to tender. For the submission of a tender, the European
agencies do not require that consortia of economic operators have a
specific legal form, but the consortium must specify the person heading
the project and must also submit a copy of the document authorising this
company or person to submit a bid or to sign a contract on behalf of the
consortium.
III.1.4) Other particular conditions to which the performance of the
contract is subject: 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 requirements are met:
Candidates or tenderers shall be excluded from participation in this
procurement procedure if:
a) they are bankrupt or being wound up, are having their affairs
administered by the courts, have entered into an arrangement with
creditors, have suspended business activities, are the subject of
proceedings concerning those matters, or are in any analogous situation
arising from a similar procedure provided for in national legislation or
regulations;
b) they have been convicted of an offence concerning their professional
conduct by a judgment which has the force of 'res judicata';
c) they have been guilty of grave professional misconduct proven by any
means which the European agencies can justify;
d) they have not fulfilled obligations relating to the payment of social
security contributions or the payment of taxes in accordance with the
legal provisions of the country in which they are established or with
those of the country of the European agencies or those of the country
where the contract is to be performed;
e) they 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 Community’s financial
interests;
f) following another procurement procedure or grant award procedure
financed by the Community budget, they have been declared to be in serious
breach of contract for failure to comply with their contractual
obligations.
All tenderers must submit with the tender the documents described below as
proof that the tenderer is not in any of the exclusion situations
described above.
1. The European agencies will regard the presentation of a recent extract
from the judicial record or, in the absence thereof, of a recent,
equivalent document issued by a legal or administrative authority in the
country of origin or of provenance allowing it to be inferred that these
requirements are satisfied as sufficient proof that the candidate or
tenderer does not fall into 1 of the cases referred to in sub-paragraphs
(a), (b) or (e) above.
2. The European agencies will regard the presentation of a certificate
issued by the competent authority of the State in question as sufficient
proof that the candidate or tenderer does not fall into the situation
referred to in sub-paragraph (d) above.
When such a document or certificate is not issued by the country in
question, it may be replaced by a sworn statement or, in the absence
thereof, by a solemn statement on the part of the interested party before
a legal or administrative authority, a notary public or a qualified
professional body in the country of origin or of provenance.
3. The European agencies will regard the presentation of a sworn statement
as sufficient proof that the candidate or tenderer does not fall into the
situation referred to in sub-paragraphs (c) and (f) above.
Under the terms of the national legislation of the country where the
tenderer or candidate is established, the documents listed in points 1 and
2 relate to bodies corporate and to individuals, including, if appropriate
and provided the European Agencies deem this to be necessary, the
directors of the company or any person with powers of representation,
decision or control regarding the tenderer.
The travel agency services addressed by these specifications shall be
carried out in strict compliance with the national legislation of Portugal
and with the European Directives on the matter.
Tenderers shall include in their offer adequate proof of possessing the
necessary authorisations to issue transport documents in the fields of
civil aviation, rail, as well as in the fields of sea links, hotel
bookings and any other related services (i.e. car rental, local transport,
etc.).
An IATA licence number and a certificate provided by the local authorities
necessary to perform as a travel agency will be required before the
beginning of the activities on behalf of the European agencies, in order
to ensure that the contractor acts legally and has no ongoing or pending
litigation.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met:
To prove their financial and economic capacity, tenderers are requested to
submit, with the tender, the following documents:
a) balance sheets or extracts from balance sheets for the last 3 years,
for which accounts have been closed, where publication of the balance
sheet is required under the company law of the country in which the
economic operator is established;
b) statement of overall turnover and turnover related to relevant services
during the last 3 financial years.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met:
To prove their technical and professional capacity, tenderers are
requested to provide in their tenders all the documents mentioned below:
a) the educational and professional qualifications of the managerial staff
of the service provider;
b) a list of the principal services provided in the past 3 years, with the
sums, dates and recipients, with the indication if they are public or
private;
c) list of staff that will be allocated to work with the Agencies, with
their curricula vitae, mentioning years of experience and the level of
English.
III.2.4) Reserved contracts: No.
III.3) Conditions specific to services contracts
III.3.1) Execution of the service is reserved to a particular profession:
No.
III.3.2) Legal entities 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: Open.
IV.2) Award criteria
IV.2.1) Award criteria: The most economically advantageous tender in
terms of the criteria stated below:
1. personnel: profile of the representative of the agency (maximum points
to be awarded for this criterion: 15 points);
2. organisation chart of the agency and the team proposed, (number of
persons, functions, profiles: qualifications, working experience,
knowledge of languages) (maximum points to be awarded for this criterion:
30 points);
3. ratio 'average annual volume of transactions per staff working in the
travel agency' (maximum points to be awarded for this criterion: 20
points);
4. deadline for providing offers, making reservations and providing
tickets (maximum points to be awarded for this criterion: 10 points);
5. location of the agency: the proximity to the location of the European
Agencies (more than 50 km, or less than 50 km) (maximum points to be
awarded for this criterion: 5 points);
6. qualitative and quantitative level of the installations and equipment:
a full but brief description of the means proposed to be used for
providing the services required will be assessed (maximum points to be
awarded for this criterion: 10 points);
7. system proposed for coping with answering to last-minute and urgent
requests outside working days and fixed hours (maximum points to be
awarded for this criterion: 10 points).
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:
CT.07.ADM.028.1-2.0.
IV.3.2) Previous publication(s) concerning the same contract: No.
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document: Time-limit for receipt of requests for documents
or for accessing documents:
2.5.2007.
Payable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
7.5.2007 (16:00).
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: English.
IV.3.7) Minimum time frame during which the tenderer must maintain the
tender: Duration: 6 months from the date stated for receipt of tenders.
IV.3.8) Conditions for opening tenders: 16.5.2007 (15:00).
Place: Rua Cruz de Santa Apolónia 23–25, P-1149-045 Lisbon.
Persons authorised to be present at the opening of tenders: yes.
A representative of each tenderer may attend the opening of the bids.
At the end of the opening session, the Chairman of the Opening Committee
will indicate the name of the tenderers and the decision concerning the
admissibility of each offer received. The prices indicated in each
received bid will not be communicated.
To attend the opening, a request must be sent (at least 5 days before the
date of the opening) to the contact point stated in point I.1, indicating
the name of the attending person and the tenderer he/she represents.
Section VI: Complementary information
VI.1) This is a recurrent procurement: Yes.
Estimated timing for further notices to be published: 2011.
VI.2) Contract related to a project and/or programme financed by EU
funds: No.
VI.3) Additional information: One framework contract per lot (per
European Agency) will be signed, with an initial duration of 1 year,
renewable 3 times for periods of 1 year each, in a maximum duration of 4
years.
VI.5) Date of dispatch of this notice: 14.3.2007.
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