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BA-Sarajevo: provision of cleaning and maintenance services for the Delegation of the European Commission to Bosnia and Herzegovina

Request For Proposals

General Information
Country:   Bosnia and Herzegovina
City/Locality:   SARAJEVO
Notice/Contract Number:   eu:178560-2009
Publication Date:   Jul 1, 2009
Deadline:   Aug 24, 2009
Buyer:   THE EUROPEAN UNION
Original Language:   English

Contact Information
Address:   DELEGATION OF THE EUROPEAN COMMISSION TO BOSNIA AND HERZEGOVINA
SARAJEVO
Bosnia and Herzegovina
Web Site:   http://www.delbih.ec.europa.eu

Goods, Works and Services

 

Summary

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Notice Type: C398 - Contract notice
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 123/2009, #178560-2009
Contract Nature: Service contract
Procedure Type: Open procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender

Original Text

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CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): Delegation of the European
Commission to Bosnia and Herzegovina, Skenderija 3a, Contact: Head of
Administration, Attn: Mr Luc Steeman, BA-71000 Sarajevo. Tel. +387
33254700. E-mail: delegation-bih@ec.europa.eu. Fax +387 33666037.
Internet address(es):
General address of the contracting authority:
http://www.delbih.ec.europa.eu.
Further information can be obtained at: As in above-mentioned contact
point(s).
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
As in above-mentioned contact point(s).
Tenders or requests to participate must be sent to: As in above-mentioned
contact point(s).
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:
European institution/agency or international organisation.
General public services.
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:
Provision of cleaning and maintenance services for the Delegation of the
European Commission to Bosnia and Herzegovina.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Services.
Service category: No 14.
Main place of performance: Sarajevo, BOSNIA AND HERZEGOVINA.
II.1.3) The notice involves: A public contract.
II.1.5) Short description of the contract or purchase(s): The object of
the contract is provision of cleaning and maintenance services of the
office premises of the Delegation of the European Commission to Bosnia and
Herzegovina. The offices are located in the right wing of the building
located at Skenderija 3a, 71000 Sarajevo. Offices are rented and their
upkeep is the responsibility of the Delegation. For a full description of
the tasks to be entrusted to a recognised company specialised in office
and building cleaning see the tender specifications.
II.1.6) Common procurement vocabulary (CPV): 90911200, 90919000,
39800000, 98390000, 55330000.
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
No.
II.1.8) Division into lots: No.
II.1.9) Variants will be accepted: No.
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope: Provision of:
— cleaning services (from 8:30–17:00 workdays) of offices, halls,
corridors, conference and meeting rooms, toilets, archives, storages,
garage, interior and outside windows,
— assistance in setting up meetings,
— collecting and cleaning of cutlery,
— limited maintenance services including servicing of toilets,
— supply and use of good-quality cleaning products, to include those
required for cleaning of technical appliances (PC screens, telephones),
— supply of all consumables for toilet and kitchenette cleaning and
disinfection, paper towels, anti-bacterial soap, refreshers, toilet seat
paper covers when necessary, essential equipment and sacks for removing
waste.
— sweeping, mopping, vacuuming, waxing of floors, polishing, window
washing, dusting of equipment, furniture or fixtures including curtains
and blinds, emptying of waste receptacles and removing of rubbish,
— all necessary consumable items and cleaning equipment (to include marble
flooring and professional vacuum cleaners),
— periodical deep cleaning of carpets, sofas and chairs as well as a
garage cleaning will be required.
The Delegation of the European Commission reserves the right to ask for
the increase or the reduction of quantity of services required. See the
tender specifications.
II.2.2) Options: No.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION: Duration in
months: 36 (from the award of the contract).
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them: Conditions of
payment are according to the general conditions of the European
Commission.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded: (i) All eligible natural and legal
persons may apply;
(ii) the application must make clear the legal status of the candidate;
(iii) the participation of an ineligible natural or legal person will
result ¡n automatic exclusion.
Means of proof:
— the tenderer must submit with the tender a signed declaration of honour
with respect to the exclusion criteria and absence of conflict of interest
(form provided and annexed to the invitation to tender) stating that they
do not fall under any category qualifying them for exclusion,
— the tenderer must submit a legal entity form and financial
identification form (form provided and annexed to the invitation to
tender), duly completed and signed, accompanied by the justifying
documents, which are requested therein,
— tenders from consortia of firms or groupings of contractors must specify
the role, qualifications and experience of each member or of the grouping.
In the event of a grouping, 1 of the members of the group needs to confirm
liability for the execution of the contract. In any case, at least 1 of
the members of the group must be registered as a cleaning company with the
national authorities in Bosnia and Herzegovina.
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
must quote reference DELBIH/ADM/CLEANING/2009/D/396.TE and enclose the
documents mentioned (listed in III.1.3, III.2.1 to 3) with their request
to participate in the contract procedure: the information provided will be
handled in the strictest confidence by the Commission.
Exclusion criteria:
Candidates and tenderers shall provide a declaration on their honour, duly
signed and dated, stating that they are not in 1 of the situations
referred to in Articles 93 and 94 of the Financial Regulation. The
selected tenderer shall provide as soon as possible and at the latest when
notified of the results of the award decision attesting that they are not
in 1 of the positions described in Articles 93 and 94.
Article 93:
1. Candidates or tenderers shall be excluded from participation in
procurement procedures 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 contracting authority 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 contracting authority 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 Communities' financial
interests;
(f) they are currently subject to an administrative penalty referred to in
Article 96(1).
2. Candidates or tenderers shall certify that they are not in 1 of the
situations listed in paragraph 1.
For the purpose of the correct application of paragraph 1, the candidate
or tenderer must:
a) where the candidate or tenderer is a legal entity, provide information
on the ownership or on the management, control and power of representation
of the legal entity;
b) where subcontracting is envisaged, certify that the subcontractor is
not in 1 of the situations referred to in paragraph 1.
3. The implementing rules shall determine the maximum period during which
the situations referred to in paragraph 1 give rise to the exclusion of
candidates from participation in a procurement procedure. The maximum
period shall not exceed 10 years.
Article 94:
A contract shall not be awarded to candidates or tenderers who, during the
procurement procedure for this contract:
(a) are subject to a conflict of interest;
(b) are guilty of misrepresentation in supplying the information required
by the contracting authority as a condition of participation in the
procurement procedure or fail to supply this information;
(c) find themselves in 1 of the situations of exclusion, referred to in
Article 93(1), for this procurement procedure.
Article 96(1):
The contracting authority may impose administrative or financial penalties
on the following:
a) candidates or tenderers in the cases referred to in point (b) of
Article 94;
b) contractors who have been declared to be in serious breach of their
obligations under contracts covered by the budget.
Personal situation:
1) Documentary proof required under the law of the country in which the
company (or each of the companies in case of a consortium) is established,
to show that it does not fall into any of the exclusion situations listed
above. This evidence of these documents or statements must carry a date,
which cannot be more than 3 months before the submission of the tender. In
addition, a sworn statement shall be furnished that the situations
described in these documents have not changed since then.
2) Applicant's particulars: name, legal status, postal and e-mail
addresses, telephone and fax numbers, names and positions of members of
the managerial bodies or of the person authorised to present the company.
3) Certificates of enrolment in the trade register, in the appropriate
professional register or proof of legal constitution as a cleaning company
providing cleaning services for persons and of premises in Bosnia and
Herzegovina for at least 2 years prior to the present contract notice.
4) Certificates not older than 3 months issued by authorised bodies, or
solemn declarations, showing payment of taxes and social security
contributions over the last 2 years with names of employees.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met: 1) A certificate issued
by authorised bodies not older than 3 months and solemn declarations
attesting that taxes, duties and social security contributions have been
paid in the country where the services will be delivered.
2) Copy of the insurance certificate covering the risks of its activities
(recent receipt for professional-risk insurance). Evidence (by
certificate) of professional and liability risk indemnity insurance valid
for the execution of services as foreseen in the present contract notice
(cleaning and maintenance services).
3) Copy of official (stamped and signed by the relevant financial
authority) documents showing the applicant's financial capability; its
overall annual turnover and precisely the annual turnover relevant to
services to which this notice relates.
Statement of accounts (profit and loss account) showing the revenue during
the last 2 years closed.
Minimum level(s) of standards possibly required: 1) An annual turnover of
at least 100 000 EUR over the last 2 financial years closed in the field
related to office and building cleaning, as well as the extract of balance
sheets and trading accounts covering this period. Copies of contracts or
equivalent proof in the field of contract must be provided. The documents
may be originals or copies.
2) Positive annual revenue for the last financial year closed.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met:
1) A list of the names and seniority within the company of tenderer's
permanent staff with relevant experience in the cleaning service.
2) A list of the principal services provided in the field of cleaning
services over the past 2 years, with the values, recipients (public or
private), especially those services provided to international and foreign
companies, diplomatic missions or representations of international
organisations. This has to be supported with recommendation of clients.
3) CV of the maintenance/manipulation services employee to carry out minor
maintenance and servicing the furniture provided by the contractor and by
the Delegation.
4) CV of the key person(s) who shall be designated a responsible employee,
having experience of 2 years in the sector of activities covered by the
contract.
5) A minimum of 2 similar contracts for the private sector or 1 similar
contract for an embassy is the minimum requirement.
6) The tenderer will provide good conduct certificates proving that all
cleaners dedicated to tasks in the Delegation have a clean police record
not older than 3 months at the moment of submission.
7) The tenderer will provide a proposition on how many cleaners would be
dedicated to carry out the services required as well as a detailed
description of how teams will be organised.
Note: All personnel proposed for the contract will have to be approved by
the local security officer (LSO) and RSO (regional security officer) of
the Delegation.
Minimum level(s) of standards possibly required:
— at least 25 permanent staff, working for the tenderer in the last 2
years, for whom social security has been paid,
— at least 1 key person/supervisor with at least 2 years experience in
management of the cleaning services,
— a minimum of 2 similar contracts for the private sector or 1 similar
contract for an embassy is the minimum requirement.
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.
SECTION IV: PROCEDURE
IV.1) TYPE OF PROCEDURE
IV.1.1) 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. Organisation of work, composition of teams for each floor. Weighting:
10.
2. Number of staff for the execution of the contract. Weighting: 10.
3. Skills and competences of maintenance worker. Weighting: 10.
4. A detailed and complete descriptive list of the equipment used (models)
and of the materials used; as far as possible, the tenderer shall use
environmentally friendly materials. Weighting: 20.
5. Price. Weighting: 50.
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:
DELBIH/ADM/CLEANING/2009/D/396.TE.
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: 14.8.2009 - 12:00.
Payable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
24.8.2009 - 12:00.
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: Spanish. Danish. German. Greek. English. French. Italian. Dutch.
Portuguese. Finnish. Swedish. Czech. Estonian. Hungarian. Lithuanian.
Latvian. Maltese. Polish. Slovak. Slovenian. Irish. Bulgarian. Romanian.
IV.3.7) Minimum time frame during which the tenderer must maintain the
tender: Duration in month(s): 4 (from the date stated for receipt of
tender).
IV.3.8) Conditions for opening tenders: Date: 3.9.2009 - 10:00.
Place: Skenderija 3a, Sarajevo, BOSNIA AND HERZEGOVINA.
Persons authorised to be present at the opening of tenders: yes.
Representatives of the tenderers (maximum 2 per tenderer) must bring an
official letter stating a reference DELBIH/ADM/CLEANING/2009/D/396.TE and
stating the name of a company that they represent at the opening session.
Their ID cards will be requested in order to identify them.
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: An on-site visit will be held on 21.7.2009
starting at 10:00 at the EC Delegation to Bosnia and Herzegovina,
Skenderija 3a, 71000 Sarajevo.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures: Delegation of the
European Commission to Bosnia and Herzegovina, Skenderija 3a, BA-71000
Sarajevo. E-mail: delegation-bih@ec.europa.eu. Tel. +387 33254700. URL:
http://www.delbih.ec.europa.eu. Fax +387 33666037.
VI.5) DATE OF DISPATCH OF THIS NOTICE: 19.6.2009.
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