Invitation to Tender - Eurojust for tender... · Invitation to Tender 2013/PO/EJ/16 2013/PO/EJ/16...

Invitation to Tender

2013/PO/EJ/16

Provision of Information and Communication

Technology (ICT) Consultancy Services for

Eurojust

Procurement Sector

2013/PO/EJ/16

Invitation to Tender 2013/PO/EJ/16

2013/PO/EJ/16 Last updated: 21-Jan-2014 of 12

Table of Contents

Foreword .......................................................................................................................................................................................... 3

1. introduction ........................................................................................................................................................................... 3

1.1. Eurojust .......................................................................................................................................................................... 3

1.2. overview of the required services/supplies ................................................................................................... 4

1.3. brief description of the required services/supplies .................................................................................... 4

2. specific tendering information for this procedure ................................................................................................. 5

2.1. timetable ........................................................................................................................................................................ 5

2.2. lots .................................................................................................................................................................................... 6

2.3. exclusion criteria ........................................................................................................................................................ 6

2.4. selection criteria ......................................................................................................................................................... 6

2.4.1. technical and professional capacity .......................................................................................................... 6

2.4.2. economic and financial capacity ................................................................................................................. 8

2.4.3. legal capacity ...................................................................................................................................................... 8

2.5. award criteria .............................................................................................................................................................. 9

2.6. consortia and subcontracting............................................................................................................................. 10

2.6.1. Consortia ........................................................................................................................................................... 10

2.6.2. Subcontracting and applicable thresholds .......................................................................................... 10

2.7. variants ........................................................................................................................................................................ 10

2.8. additional services .................................................................................................................................................. 10

3. content of the tender ....................................................................................................................................................... 11

3.1. eligibility, capacity and supporting documents (envelope A): ............................................................. 11

3.2. technical proposal (envelope B) ....................................................................................................................... 11

3.3. financial proposal (envelope C) ........................................................................................................................ 11

3.4. submitting an offer ................................................................................................................................................. 12

Annexes:

Annex A - Technical Specifications

Annex B – Technical Proposal Form

Annex C - Pricing Form

Annex D - Model Contract



Foreword

We thank you for the interest you have shown in this procurement procedure which consists of the

following documentation:

The contract notice

This invitation to tender and its annexes

Instructions to tenderers and conditions applicable to Eurojust tenders

Tender administrative forms for Eurojust tenders.

Although the above documents constitute the complete tendering package for this tender, Candidates

are invited to check regularly the Eurojust website where any additional information or clarifications

concerning this procedure will be made available.

The terms of this invitation to tender and its annexes shall take precedence over the terms of the

`Instructions to tenderers and conditions applicable to Eurojust tenders` and `Tender administrative

forms for Eurojust tenders`.

1. introduction

1.1. Eurojust

The Council Decision 2002/187/JHA of 28 February 2002 setting up Eurojust with a view to

reinforcing the fight against serious crime, established Eurojust as a “body of the Union” with legal

personality.

Eurojust stimulates and improves the coordination of investigations and prosecutions between the

competent authorities in the Member States and improves the cooperation between the competent

authorities of the Member States, in particular by facilitating the execution of international mutual

legal assistance and the implementation of extradition requests. Eurojust supports in any way possible

the competent authorities of the Member States to render their investigations and prosecutions more

effective when dealing with cross-border crime.

Further information on Eurojust’s activities is available on its website at the address

http://www.eurojust.europa.eu.

http://www.eurojust.europa.eu/doclibrary/Eurojust-framework/ejdecision/Eurojust%20Decision%20(Council%20Decision%202002-187-JHA)/Eurojust-Council-Decision-2002-187-JHA-EN.pdf

http://www.eurojust.europa.eu/



1.2. overview of the required services/supplies

Title ICT Consultancy Services for Eurojust

Procedure Open

Expected Start 2nd – 3rd quarter 2014

Type of contract Framework with a single provider

Duration 2 years + renewable for 1 + 1 years

Maximum estimated

expenditure

€3,500,000 (three million one hundred thousand) over the

complete duration of the contract

Main place of delivery The Hague, The Netherlands

Lots This tender is divided into the following Lots

Lot 1: ICT Consultancy Services- Operational (€3,000,000)

Lot 2: ICT Consultancy Services- Control/Audit (€500,000)

Variants Not permitted

Consortia Permitted but must be clearly described in the tender.

Subcontracting Permitted but must be clearly described in the tender.

1.3. brief description of the required services/supplies

The contractor shall provide IT consultancy services in connection to the implementation, support and

development of ICT Business Services and Infrastructure within agreed timeframes.

The contractor must be able to provide resources to perform operational tasks matching the tasks of

IT staff at Eurojust (standard profiles) and provide resources to perform operational tasks that

require knowledge of Technical or IT management areas or a combination of both matching the IT

architecture (technology) and IT management principles and methodologies used at Eurojust

(specialist profiles).

The contractor must be able to provide resources to perform control/ audit tasks that require

knowledge of Technical or IT management areas or a combination of both matching the IT

architecture (technology) and IT management principles and methodologies used at Eurojust.



2. specific tendering information for this procedure

2.1. timetable

Milestone Deadline* Notes

Deadline for sending requests for

additional information

17/01/2014

at 14.00 CET

See point 2 of `Instructions to

tenderers and conditions

applicable to Eurojust tenders`

(I&C) for additional

information

Deadline for dispatching tenders 31/01/2014

at 14.00 CET

See points 8, 9, 10 of I&C for


Deadline for registering at the

public opening session

04/02/2014

at 14.00 CET

See point 13 of I&C for


Opening session 07/02/2014

at 14.00 CET

The public opening session will

take place at Eurojust’s

premises, Saturnusstraat 9,

2516 AD, The Hague (NL).

First meeting of the evaluation

committee

Within 4 weeks

following the public

opening session

Estimated

Notification of the outcome of the

tender to the successful and

unsuccessful tenderers

Within 1 week

after the award

decision is signed

Signature of the contract for the

required services [and/or supplies]

2nd – 3rd quarter 2014 Estimated

CET = Central European Time

* Please note that Eurojust holidays for the remainder of 2013 are as follows:

24 December - 02 January 2014.



2.2. lots

This call for tender is divided into the following 2 (two) lots:

Lot 1: IT Consultancy Services- Operational – Single Framework Contract.

Lot 2: ICT Consultancy Services- Control/Audit - Single Framework Contract.

N.B. Tenderers may submit an offer for one or both lots.

The scope of Lot 2 may involve the control and audit of deliverables produced under Lot 1. Therefore,

to avoid a possible conflict of interest, the same Tenderer will not be offered a contract for both Lots.

In the event that a Tenderer is ranked in first position for both lots they would only be offered the

contract for Lot 1. The contract for Lot 2 would then be offered to the tenderer ranked in second

position for Lot 2.

Tenderers must indicate clearly in their tender for which lots they are applying. More information is

provided in Annex A

2.3. exclusion criteria

Requirement:

In order to participate in this tender, tenderers must not be in one of the situations described

in point 3 of `Instructions to tenderers and conditions applicable to Eurojust tenders`.

Proof of the above is to be provided by:

Signed tenderer declaration found in Form 2 of the `tenderer administrative forms for

Eurojust tenders.

2.4. selection criteria

Tenderers must have the overall capabilities (technical & professional, economic & financial, and

legal) to perform the contract. If any of the selection criteria listed below are not fulfilled, tenders may

not be selected for evaluation.

2.4.1. technical and professional capacity

For both Lot 1 and 2:

Tenderers must have at least 5 years experience in the provision of ICT Consultancy services.


A copy of enrolment in the relevant professional register or equivalent proving that the

tenderer has been providing ICT consultancy services since 1st December 2008.



Tenderers must have provided between January 2010 and December 2012, ICT Consultancy

services meeting the scale/ value of the tender1.


For Lot 1:

A list of services, with a cumulative value of €2,250,000 or greater implemented in the

period between January 2010 and December 2012 specifying the value, dates and recipients of

the services provided including a brief summary of the type of services and the delivery model

used;

For Lot 2:

A list of services, with a cumulative value of €375,000 or greater implemented in the period

between January 2010 and December 2012 specifying the value, dates and recipients of the

services provided including a brief summary of the type of services and the delivery model

used;

Tenderers must have the sufficient expertise at their disposal to cover the profiles indicated in

Annex A.2.


A signed statement confirming that the tenderer has at least 3 CV’s contained in their

databases (internal, associated and external consultants) of each of the profiles indicated in

Annex A.2.

Tenderers must be recognised as an attractive employer with good career development

opportunities.


a copy of a certificate or any other form of recognition from an external institute or organisation, or

a one page signed document describing the tenderer’s policy or standards related to staff working conditions, development and satisfaction, together with an explanation of how compliance is verified.

In addition to the above, Tenderers for Lot 2 must have a functioning quality management

system related to the provision of services as stated in the technical specifications.


A copy of a valid quality management certificate (ISO 9001:2008 or equivalent);

1 The scope of the contracts must be similar to the scope of the lot the tenderer is submitting a tender for.



2.4.2. economic and financial capacity

Requirement:

The tenderer must be in a stable financial position2 and have the financial capacity to provide

the required services.

The tenderer must have for each of the past two financial years for which accounts have been

closed, an average annual turnover of at least:

- € 750,0003 if applying for Lot 1

- € 125,000 if applying for Lot 2

- € 875,000 if applying for both Lots


Copies of the balance sheets and economic outturn (profit & loss) statements covering at least

the last two years for which accounts have been closed where publication of them is required

under the company law of the country in which the economic operator is established. These

documents must be produced and/or certified by certified auditors or similar operators or as

required by the law of the country where the economic operator is established;

Form 6 - Financial Capacity Form of the ‘tender administrative forms for Eurojust tenders’

duly filled in and signed by a legal representative of the tenderer or its auditors.

If the tenderer is unable to provide the aforementioned documents at the tender stage, e.g. if

publication of these is not required under the company law of the country in which the economic

operator is established etc., other documentation, proving the stable financial position may be

acceptable. Such other proof may be a letter/statement by certified auditors confirming the required

financial data or the financial stability of the respective economic operator.

2.4.3. legal capacity

Requirement:

The tenderer must prove that they are authorised to perform the contract under national law.


a certificate of registration in the relevant trade or professional registers in the 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, Eurojust shall accept, as satisfactory

2 While assessing the financial stability of the companies, Eurojust follows the concise financial analysis which is in line with

the principle that the company must be financially feasible and simultaneously: liquid (capable of meeting its short-term

commitments); solvent (capable of meeting its medium and long-term commitments); profit-earning (generating profits, or

at least self–financing power).

The standard ratios that Eurojust uses are as follows: liquidity, financial independence, indebtness, debt coverage,

profitability.

In addition, the following noteworthy values are taken into account: own funds, retained profit, working capital, net result, gross operating surplus, self-financing capacity. 3 In the case of tenderers from outside Eurozone, Eurojust will calculate amounts of turnovers using exchange rates for December of the relevant financial year as published in the Official Journal of the European Union: http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm.

http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm



evidence, a sworn declaration or certificate, membership of a specific organisation, express

authorisation, or entry in the VAT register.

2.5. award criteria

Tenderers who have proved their eligibility to tender on the grounds of the exclusion criteria and have

demonstrated the appropriate capacity to perform the contract on the grounds of selection criteria,

will be assessed solely on the basis of the award criteria, which serve to identify the most

economically advantageous tender.

The following award criteria will be applied:

Quality award criteria (Q) Weighting Lot 1 Weighting Lot 2

Scope (coverage and understanding) 20 20

Service Management, (implementation of FWC and SC’s) 35 40

Resource Management (volumes, sourcing and

management) 35 20 30

Pricing Policy (T&M and FP) 10 10

Total number of points 100 100

Tenders scoring less than 70 points of the overall quality total will be excluded from the rest of the

evaluation procedure.

The price will be calculated on the basis of the financial scenario indicated in the Financial Proposal.

For this tender the Quality weighting will be 50 and the Price weighting will be 50.

The award will be based on the following formula:

P min x 50 + Q tender x 50

P tender Q max

Where:

Q tender is the quality score of the tender

P tender is the price offer of the tender

Q max is the tender with the highest quality mark

P min is the tender with the lowest price offer



2.6. consortia and subcontracting

2.6.1. Consortia

Consortia of economic operators are authorised to submit tenders in compliance with the terms and

conditions provided in point 15 of `Instructions to tenderers and conditions applicable to Eurojust

tenders`.

2.6.2. Subcontracting and applicable thresholds

The tenderer may subcontract the tasks specified in the technical specifications to other economic

operators in compliance with the terms and conditions for subcontracting specified in point 15 of

`Instructions to tenderers and conditions applicable to Eurojust tenders`.

If the tenderer intends to subcontract above 30% of the total contract amount to a single economic

operator, and the subcontractor(s) is/are already identified, the tenderer shall provide the following

documentation for each subcontractor as defined in point 2.3 and 2.4 of the invitation to tender:

Forms 3 and 5 of the `Tender administrative forms for Eurojust tenders`.

Documentation related to the technical and professional capacity of the subcontractor (documentation to be provided to the extent of the activities that will be subcontracted);

Documentation related to the economic and financial capacity of the subcontractor;

Documentation related to the legal capacity of the subcontractor;

2.7. variants

Variations on the requirements of the technical specifications are not allowed.

2.8. additional services

In exceptional cases, Eurojust may also request services which are not included in the tenderer’s

technical proposal, but which fall within the scope of this invitation to tender.

For this purpose, if the tenderer is able to provide any additional services related to ICT Consultancy,

the tenderer shall include relevant information in its technical proposal, and related pricing lists in its

financial proposal.

The information on additional services as provided by the tenderer in its technical and financial

proposals will not be taken into account for the evaluation.



3. Content of the tender

Tenders must be comprised of the following three important elements:

3.1. eligibility, capacity and supporting documents (envelope A):

Tenderers must complete one original of the relative `tender administrative forms for Eurojust

tenders’ and attach one original (clearly marked original) and 3 copies (clearly marked copy) of all

additional documents requested under selection criteria in point 2.4 of this document.

3.2. technical proposal (envelope B)

The technical proposal must consist of a clear and comprehensive response to all requirements of the

technical specifications. Tenderers must provide one original (clearly marked original) and 3 copies

(clearly marked copy) of the technical proposal.

The technical proposal shall be based on the Technical Proposal Form, which can be found in Annex B.

3.3. financial proposal (envelope C)

The financial proposal shall be based on the Pricing Form found in Annex C and must be filled in

according to the instructions contained therein. Tenderers must provide one original (clearly marked

original) and 3 copies (clearly marked copy) of the financial proposal.

Please note that:

Each page of the Pricing Form must be signed by a legal representative of the tenderer.

Financial proposals will be compared on the basis of the financial scenario.

Prices must be quoted inclusive of all costs and expenses directly and indirectly related to the

performance of the contract, such as the cost of administration, backstopping, contract

management, contact person and other support staff, costs incurred by travel etc. These costs

will not be reimbursed separately and they should be included in the hourly rates proposed by

the tenderer in its financial proposal.

All prices must be quoted in Euro, and where necessary, using the conversion rates published

in the C series of the Official Journal of the European Union on the day when the offer is issued.

This information is also available on the website of the European Central Bank at the following

URL: http://www.ecb.int/stats/eurofxref/.

The financial proposal shall exclude all duties, taxes and other charges (including VAT), as

Eurojust is exempt from such charges.

For tenderers to which the exemption does not apply under their national law, the financial

proposal shall clearly state the prices exclusive of taxes, together with the corresponding tax.

The financial proposal should be completely unambiguous and will be disqualified if it

contains any statements preventing an accurate and complete comparison of the offers (such

as “To be discussed”, “Depending on x”, etc.) or referring to external circumstances (such as an

already existing but separate contract).



3.4. submitting an offer

Please refer to the document `Instructions to tenderers and conditions applicable to Eurojust tenders`

where all instructions on how to submit a tender are contained.

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