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PL-Warsaw: Frontex/OP/175/2009, purchase of IT equipment and related services

Request For Proposals

General Information
Country:   Poland
City/Locality:   WARSAW
Notice/Contract Number:   eu:258836-2009
Publication Date:   Sep 19, 2009
Deadline:   Nov 12, 2009
Buyer:   FRONTEX
Original Language:   English

Contact Information
Address:   FRONTEX
WARSAW
Poland
Web Site:   http://www.frontex.europa.eu

Goods, Works and Services

 

Summary

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Notice Type: C298 - Contract notice
Regulation of Procurement: European Institution/Agency or International Organisation
EU Official Journal Publication: 181/2009, #258836-2009
Contract Nature: Supply 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
Supplies
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): Frontex, Rondo ONZ 1, Attn:
Procurement Unit, PL-00-124 Warsaw. Tel. +48 225449500. E-mail:
procurement@frontex.europa.eu. Fax +48 225449501.
Internet address(es):
General address of the contracting authority:
http://www.frontex.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.
Public order and safety.
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:
Frontex/OP/175/2009, purchase of IT equipment and related services.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Supplies.
Purchase.
Main place of delivery: Frontex office, Rondo ONZ 1, 00-124 Warsaw,
POLAND.
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: Duration in year(s): 4.
Estimated total value of purchases for the entire duration of the
framework agreement:
Estimated value excluding VAT: 10 100 000 EUR.
II.1.5) Short description of the contract or purchase(s): The maximum
volume of the contract is represented below:
The maximum total volume allowed for a 4-year framework contract for
hardware purchase:
description, volume (pieces):
1, standard desktop personal computers, 400;
2, workstation personal computers, 50;
3, standard notebook personal computers, 500;
4, ultra-light notebook personal computers, 300;
5, Netbook personal computers, 100;
6, 19" LCD displays, 200;
7, 24" LCD displays, 800;
8, 30" LCD displays, 50;
9, personal colour laser printers, 100;
10, workgroup colour laser printers, 100;
11, multifunctional colour laser office devices, 50;
12, portable printers, 50;
13, large format printers, 10;
14, standard scanners, 100;
15, heavy duty scanners, 10;
16, large format scanners, 10;
17, portable scanners, 50;
18, portable multimedia projectors, 50;
19, presenters, 150;
20, standard keyboards, 800;
21, wireless ergonomic keyboards, 100;
22, standard size mice, 600;
23, small size mice (for notebooks), 500;
24, wireless ergonomic mice, 100;
25, web cameras, 200;
26, standard headsets, 400;
27, computer speakers, 50;
28, keyed security locks, 400;
29, combination security locks, 400;
30, standard digital voice recorders, 30;
31, PCM digital voice recorders, 30;
32, standard USB memory, 60;
33, secure USB memory, 650;
34, portable hard disks, 50;
35, portable DVD R/RW drives, 30;
36, network patchcords, 5000;
37, VGA cables, 100;
38, 'Schuko' power cables, 100;
39, 'Europlug' power cables, 100;
40, USB A-B M/M cables, 500;
41, extension power cables, 100;
42, standard computer bags, 800;
43, computer rucksacks, 800;
44, KVM consoles, 5;
printer supplies for printers currently in use at Frontex:
45, HP BI, 1200 (cyan, yellow, magenta, black), 300;
46, HP LJ P3005 (black), 300;
47, HP CLJ 3800 (cyan, yellow, magenta, black), 80;
48, HP CLJ AiO 2840 (cyan, yellow, magenta, black), 80;
49, Lexmark C782 (cyan, yellow, magenta, black), 150;
50, Lexmark T642 (black), 150;
51, Bravo II Disk Publisher (colour, black), 20.
The framework contract will also cover the maintenance of the acquired
equipment and other related services over a period of 7 years.
II.1.6) Common procurement vocabulary (CPV): 30200000.
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.2.2) Options: No.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION: Duration in
months: 48 (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: Payments shall be
executed only if the contractor has fulfilled all his contractual
obligations by the day on which the invoice is submitted. Payment requests
may not be made if payments for previous goods/services provided have not
been executed as a result of default or negligence of the contractor.
Pre-financing:
— following signature of a specific contract by the last contracting
party, within 30 days of receipt by Frontex of a request for pre-financing
with a relevant invoice, a pre-financing payment up to/equal to 30 % of
the total value of the specific contract shall be made in case the amount
of specific contract is equal or higher than 50 000 EUR,
— pre-financing may be subject to the receipt by Frontex of a duly
constituted pre-financing guarantee if the amount requested is equal or
higher than 150 000 EUR.
Payment of the balance:
The request for payment of the balance of the contractor shall be
admissible if accompanied by:
— the relevant invoice, indicating the reference number of the contract
and of the specific contract to which they refer,
— when payment is linked to acceptance, a copy of the certificate of
conformity or where applicable the consignment note (and/or the relevant
documents indicated in the specific contract), shall be attached to the
invoice.
The specific contract may specify that payment of the balance is
conditional on the receipt and approval of a technical report on the
executed tasks. In such case, Frontex shall have 30 days from the receipt
to approve or reject the report.
Within 30 days following the receipt of the invoice and approval of the
technical report (if any), payment of the balance shall be made.
Any request for payment or invoice should be dated and signed and should
indicate the reference numbers of the contract and of the specific
contract. Any payment may be deferred by Frontex if the services/supplies
or financial breakdown covered by an invoice or request for payment are
contested, or if the supporting documentation is incomplete. In the event
of such a deferral, the payment period shall start on the day the
contested issues have been settled between the parties.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded: If the tenderer submits a joint offer
but has not yet set up an entity with a legal form, and if he is awarded
the contract, the contracting authority may require the tenderer to give a
formal status to his collaboration before the contract is signed, if this
change is necessary for proper performance of the contract. This can take
the form of an entity with or without legal personality but offering
sufficient protection of Frontex contractual interests (depending on the
Member State concerned, this may be, for example, a consortium or a
temporary association).
The contract shall be signed by all members of the group, or by 1 of the
members, which has been duly authorised by the other members of the group
(a power of attorney or sufficient authorisation has to be provided and
shall be attached to the contract as Annex IV of the tender
specifications), when the tenderers have not formed a legal entity.
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: the evidence
is required that the tenderer is already established as a recognised legal
entity and is registered in a relevant professional or trade register.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met: the tenderer shall
provide evidence of its economic and financial capacity to perform the
contract as follows:
a) the tenderer shall provide Frontex with its balance sheets for the past
2 financial years, on condition that the publication of balance sheets is
stipulated by the legislation on firms in the country where the tenderer
is established;
b) the tenderer shall provide Frontex with a declaration of the total
turnover and the turnover on the services specified in the contract
carried out over the past 3 years. The turnovers shall indicate a minimum
amount of 1 000 000 EUR of similar business contracted (per each year over
the past 3 years) in previous years by the tenderer.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met:
the tenderer shall provide evidence of its technical and professional
capacity to perform the contract by providing Frontex with:
a) a brief description of its economic activity related to this call for
tenders, together with the list of contracts performed in the past 3
years, with sums, dates and recipients;
b) the evidence that the tenderer is already established as a recognised
legal entity and is registered in a relevant professional or trade
register;
c) a letter signed by the authorised person or a certificate issued or
countersigned by the recipient to demonstrate the proper performance of
the contracts listed above;
d) at least 3 reference letters issued and signed by the purchaser
confirming good quality of the services provided;
e) a certificate of professional or commercial registration imposed by the
country in which the tenderer is established. If the tenderer is not
required or permitted to enrol in such a register for reasons of his
statute or legal status, an explanation should be provided; only the
offers that meet the selection criteria shall pass to the second stage of
the evaluation.
III.2.4) Reserved contracts: 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 in the specifications, in the invitation to
tender or to negotiate or in the descriptive document.
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:
Frontex/OP/175/2009.
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:
12.11.2009 - 16:00.
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): 3 (from the date stated for receipt of
tender).
IV.3.8) Conditions for opening tenders: Date: 19.11.2009 - 10:00.
Place: Frontex, Rondo ONZ 1, 00-124 Warsaw, POLAND.
Persons authorised to be present at the opening of tenders: yes.
1 representative of the bidder concerned.
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.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. Tel. +352 4303-1. URL:
http://curia.europa.eu. Fax +352 4303-2100.
VI.5) DATE OF DISPATCH OF THIS NOTICE: 9.9.2009.
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