TENDER SPECIFICATIONS EU-OSHA/2018/OP/F/SE/0061 · key rings USB sticks Lanyards Multifunctional...

EUOSHA/2018/OP/F/SE/0061

Santiago de Compostela 12, 5th floor 48003 Bilbao Spain Tel. +34 944 358 400 Fax +34 944 358 401 [email protected] http://osha.europa.eu 1

TENDER SPECIFICATIONS

EU-OSHA/2018/OP/F/SE/0061

‘Supply of promotional material, storage and distribution’

Type of procedure: open procedure

Type of contract: framework contract

OJ Notice number: 2018/S 119-269873

Tender documents are available for download at:

https://osha.europa.eu/en/about-eu-osha/procurement

Contracting authority:

European Agency for Safety and Health at Work

Santiago de Compostela,12, 5th Floor (Edificio Miribilla)

E-48003 Bilbao, Spain

E-mail: [email protected]

https://osha.europa.eu



Contents

1 Introduction .................................................................................................................................... 4

1.1 The European Agency for Safety and Health at Work ........................................................... 4

1.2 Background to this call for tender .......................................................................................... 4

1.3 Time schedule for this tender ................................................................................................ 5

1.4 Estimated volume .................................................................................................................. 5

2 Description of the requested tasks and services ............................................................................ 5

2.1 Adaptation of graphic design files.......................................................................................... 5

2.2 Production of branded promotional material .......................................................................... 6

Current items produced ................................................................................................. 6

Qualitative and quantitative requirements ..................................................................... 7

2.3 Warehousing ......................................................................................................................... 7

2.4 Stock monitoring ................................................................................................................... 7

2.5 Distribution services .............................................................................................................. 7

Handling, packaging and labelling ................................................................................. 8

Transport services ......................................................................................................... 8

2.6 Continuity of services and handover ..................................................................................... 9

2.7 Estimated workload ............................................................................................................... 9

2.8 Workflow ............................................................................................................................. 10

3 General requirements of the framework contract ......................................................................... 10

3.1 Social, labour and human aspects ...................................................................................... 10

3.2 Environmental aspects ........................................................................................................ 11

3.3 Participation in this tender ................................................................................................... 11

3.4 Contractual approach of this tender .................................................................................... 12

3.5 Implementation of the framework contract ........................................................................... 12

3.6 Terms of payment ............................................................................................................... 13

3.7 Communication between EU-OSHA and the tenderer ......................................................... 13

3.8 Submission of a tender by a consortium of companies ....................................................... 13

3.9 Subcontracting .................................................................................................................... 14

3.10 Confidentiality and public access to documents .................................................................. 14

3.11 Price .................................................................................................................................... 15

3.12 Additional important information .......................................................................................... 15

4 Content and presentation of the tender ........................................................................................ 15



4.1 Part A — administrative part and supporting documentation ............................................... 16

4.2 Part B — technical offer ...................................................................................................... 16

Quality of service, project management and quality assurance ................................... 16

Scenarios .................................................................................................................... 17

Lead times ................................................................................................................... 20

4.3 Part C — financial offer ....................................................................................................... 20

4.4 Double envelope system ..................................................................................................... 20

4.5 Postal and electronic address ............................................................................................. 21

4.6 Date for submission ............................................................................................................ 21

5 Assessment and award of the contract ........................................................................................ 21

5.1 Opening session ................................................................................................................. 21

5.2 Evaluation of the tenders..................................................................................................... 22

Technical evaluation .................................................................................................... 22

Financial evaluation ..................................................................................................... 24

Exclusion criteria ......................................................................................................... 25

Selection criteria .......................................................................................................... 25

Award .......................................................................................................................... 28

Annexes .............................................................................................................................................. 29

Annex I Checklist ........................................................................................................................ 29

Annex II Declaration of honour ................................................................................................... 29

Annex III Legal entity form .......................................................................................................... 29

Annex IV Financial identification form ......................................................................................... 29

Annex V Administrative form ....................................................................................................... 29

Annex VI Consortium form .......................................................................................................... 29

Annex VII Subcontracting form ................................................................................................... 29

Annex VIII Lead time forms ........................................................................................................ 29

Annex IX Form for financial offer ................................................................................................ 29

Annex X PARFs .......................................................................................................................... 29

Annex XI Declaration of confidentiality ........................................................................................ 29

Annex XII Pictures ...................................................................................................................... 29

Annex XIII Corporate design manual .......................................................................................... 29

Annex XIV Visual identity ............................................................................................................ 29

Annex XV Privacy statement ...................................................................................................... 29



1 Introduction

1.1 The European Agency for Safety and Health at Work

The European Agency for Safety and Health at Work (EU-OSHA) is an agency of the European Union (EU) and one of the decentralised Community bodies. Its central role is to contribute to the promotion of safer, healthier and more productive workplaces by developing, analysing and disseminating information on occupational safety and health (OSH).

As a tripartite organisation, EU-OSHA works closely with governments and employers’ and workers’ representatives to share good practice and to reach workers and workplaces across Europe.

EU-OSHA’s main safety and health information network is made up of focal points in all EU Member States and candidate, potential candidate and European Free Trade Area countries (https://osha.europa.eu/en/about/organisation/focal_points). A country’s focal point is normally the national OSH authority; the focal points represent EU-OSHA and support its activities, such as the Healthy Workplaces Campaign.

Located in Bilbao, Spain, EU-OSHA has a dedicated staff of safety and health specialists and a network of partners in all Member States and beyond. As well as running Europe-wide information campaigns, EU-OSHA also publishes scientific research in print and online media.

More information can be found at https://osha.europa.eu/en.

1.2 Background to this call for tender

Communication, campaigning and promotion are the core activities of the Communication and Promotion Unit at EU-OSHA, which is the unit responsible for this call.

The two-year Healthy Workplaces Campaigns are coordinated by EU-OSHA and its network partners in the EU Member States and beyond. The campaigns, which are now the largest of its kind in the world, have already seen record levels of involvement with hundreds of events and activities organised at the national and European level.

To run its campaigns and raise awareness on Occupational Safety and Health (OSH), EU-OSHA produces a range of printed, online and audio-visual materials. Many of them are produced in 25 European languages. All publications are available from the website (http://osha.europa.eu/en/publications), helping to bring in-depth and topical safety and health information to a wide range of audiences across Europe. Other examples of materials can be found in the campaign website (https://healthy-workplaces.eu/en/campaign-materials under the “Tool and publications” section. More information on EU-OSHA and its activities can be found at: http://osha.europa.eu.

Like information material, promotional items are an important element of each campaign as an engaging way of attracting target audiences to it and increasing the visibility of the slogan and key messages. EU-OSHA needs to produce sufficient quantities of promotional items to respond to the demands of its network of focal points in Europe, which makes use of these items to promote the campaigns at national level. EU-OSHA also distributes such items at its flagship events, conferences, exhibitions or activities organised at International level.



1.3 Time schedule for this tender

Task Date Comments

Launch date 18/06/2018 Contract notice sent to Official Journal

Deadline for request of clarifications from EU-OSHA1

25/07/2018 https://osha.europa.eu/en/about-eu-osha/procurement

Deadline for submission of tenders 03/08/2018 (39 days) See invitation to tender for details

Opening session (public) 03/09/2018 See invitation to tender for details

Date for evaluation of tenders September 2018 Estimated

Notification of award(s) to the selected tenderer(s)

20/09/2018 Estimated

Framework contract(s) signature 01/10/2018 Estimated

1.4 Estimated volume

The estimated volume of the contract will be up to EUR 325,000 (yearly average amount) meaning EUR 1,300,000 for 4 years.

2 Description of the requested tasks and services

The aim of this call for tender is to select a provider able to supply branded promotional material and executive gifts to be distributed to EU-OSHA’s target audiences as part of its communication and campaigning activities and in various events and meetings.

The service provider should also be responsible for storing, handling, packing and labelling the material at its own facilities and organising transport to various locations in Europe and beyond.

The contractor should undertake the following activities, which are described in more detail below:

adaptation of graphic design files;

production and supply of branded promotional material and executive gifts;

storage of goods, including stock monitoring and reporting;

handling, packing, labelling and distribution of goods.

2.1 Adaptation of graphic design files

In relation to the production of branded promotional material and executive gifts, the tenderer might have to adapt existing graphic design files (vector format) that will be provided by EU-OSHA. This will include the modification of existing artwork files for printing on promotional material and executive gifts, the preparation of ‘camera ready’ files and liaison with third parties such as graphic designers, printers and producers.

In most of the cases, EU-OSHA will deliver the final ”camera-ready” files.

1 6 working days before deadline



2.2 Production of branded promotional material

Current items produced

The tenderer shall be able to provide EU-OSHA with a wide range of branded promotional material. These materials should display logos, slogans, contact details and/or internet addresses and/or any other graphic image. The following basic list constitutes those items that are most likely to be ordered by EU-OSHA during the contract (in all cases, the items required are in a standard to medium price range):

Ballpoint pens

Notebooks

cotton bags

key rings

USB sticks

Lanyards

Multifunctional scarf

Dynamo lamp

Microfiber cloths

See pictures in Annex XII.

This is not an exhaustive list of products that EU-OSHA might request, but requests for these items will make up the bulk of the orders. Other promotional items not included in this list will be ordered from the catalogue of the winning tenderer if required. Other items, which are neither in the list nor in the catalogue, may be required on an ad hoc basis. If so, a detailed price quotation will be requested. EU-OSHA is also seeking items that illustrate symbols of the EU or make reference to EU-OSHA’s activities’.

All promotional material must be CE certified. EU-OSHA seeks to purchase products manufactured in EU.

The tenderer shall also be able to provide a range of executive gifts for EU-OSHA’s VIP target audiences and for special events. These materials will be purchased in smaller quantities and should display logos, slogans, contact details and/or internet addresses and/or any other graphic image. EU-OSHA is seeking superior and mid-range items of the following types:

writing material

leather goods

metal/gold/silver goods (business card holders etc.)

medals/trophies

textiles and fashion accessories

timepieces

craft and decorative items, geographical maps and other typical official gifts.

The items must have a manufacturer’s warranty.

It is particularly important to bear in mind the weight and volume constraints, which must be respected to ensure that the objects can be easily carried by individuals when they travel.



The items must be packed individually and carefully and bear the EU-OSHA’s logo and/or its website address. The logo or address must appear on the item itself and/or on its case. The tenderer shall provide EU-OSHA with a catalogue of materials stating prices and delivery time.

Qualitative and quantitative requirements

All items, material and related services provided must meet EU quality and safety standards, which relate to matters including — but not limited to — colour, finishing, and clear and legible prints.

The contractor should advise EU-OSHA which items need to be individually CE labelled. EU-OSHA reserves the right to return any products that do not fulfil EU safety and quality standards or which are not properly labelled. The amounts requested can vary, ranging from 500 to 50,000 units per item.

The tenderers should be committed to minimising the impact of their activities on the environment. They should advise EU-OSHA whether any or all of the products that they provide will be eligible to be marked with the EU Ecolabel (see http://ec.europa.eu/environment/ecolabel/eu-ecolabel-for-businesses.html).

The tenderer shall provide EU-OSHA with a catalogue of materials stating prices and delivery time, with a selection of EU ecolabel products.

2.3 Warehousing

The tenderer should be able not only to store all items that it produces, such as those referred to in section 2.2, but also to store other items not produced by the tenderer, such as banner stands, pop-up displays and other promotional material. In such cases, these items will be delivered to the warehouse or the tenderer will be requested to collect them.

The tenderer must guarantee that the goods are stored in good conditions and with limited risks in accordance with European standards.

2.4 Stock monitoring

The tenderer should have a computerised stock management system. The minimum data that must be encoded are article number, date of entry of each delivery, record of movements and remaining stock. Online access to the stock management system for EU-OSHA is necessary.

The tenderer must be able to provide information on stock movements and the remaining stock in electronic format within 48 hours upon request by EU-OSHA. Stock monitoring must also include those items not produced by the tenderer (as referred to in section 2.3). Such items should be counted, encoded and integrated into the stock monitoring system.

The goods have to be clearly identified by their article numbers, colours, sizes, language versions, etc. They should always be dealt with as separate items and never globally (i.e. banner stands should be sorted by language version). Each item should have its own specific code to avoid confusion. An article should keep the same code during its whole life, no matter how many ‘reprints/reproductions’ are ordered during the contract.

2.5 Distribution services

Distribution services include handling, packaging, labelling and transport. EU-OSHA may place a delivery or collection order at any time using an electronic form. Deliveries may include single or multiple items. These orders may be either a one-off bulk order (fulfil different orders and send them to several destinations from an address list) or a standing order spread throughout the year (send one order to one destination). In addition, some orders might be also placed for pick-up services.



EU-OSHA will specify the following when placing an order:

the item code or number that will have to be respected during the entire product life cycle to avoid duplications;

quantities;

final destination (delivery address, indicating contact name and phone number); and

any other special request, such as a fixed delivery date, urgent delivery, ad hoc labelling for events, etc.

Handling, packaging and labelling

Services include:

Picking of items from storage areas on the basis of EU-OSHA’s orders and checking that the items picked match with the delivery notes during packaging and quality control.

Packaging of items in the quantities requested. The items distributed should be packed and wrapped carefully before being dispatched, assuring the good quality of the packaging to guarantee the delivery of the items in good condition.

Keeping the number of items per package, its volume and weight the same during the duration of the contract (e.g. if a bag contains 250 pens, the number it contains should always remain 250, with the same volume and weight).

Labelling each box in accordance with the list of addresses (delivery address, indicating contact person and phone number) provided by EU-OSHA.

Indicating the content of each box/parcel on one external label or in a delivery note indicating clearly the items and quantities contained inside.

Sorting and packing by language version or size type for material available in different languages or sizes.

Prices for handling to be based on the minimum unit package provided by the producer (e.g. a bag of 250 pens is considered one unit).

Transport services

Services include:

Transportation of items, mainly promotional material from the contractor’s warehouse to the rest of the world and vice versa. The services will involve collecting various items (packages, pallets, boxes and other types of packaging), transporting and delivering them to different addresses/consignees, or picking them up from any country, dealing with insurance and subsequent administrative and customs formalities and charges, and meeting particular packaging requirements in accordance with legislation in the countries of destination.

Following up on the transportation of goods and informing EU-OSHA of delivery status. If requested, the tenderer should be able to state the period of time needed to deliver the goods ordered.

Retention by the tenderer of responsibility for the goods until they are successfully delivered to the specified destination.

Notification of unsuccessful deliveries or refused and returned shipments.

The services listed above have been provided by way of example and the list is not exhaustive. When it becomes necessary, EU-OSHA will define the requirements of the requested services and will ask the tenderer to submit an offer.

In addition, please note that:



There is a maximum standard delivery time of 8 working days to EU 28 and EEA destinations and a maximum of 11 working days to non-EU destinations. EU-OSHA shall not be liable for payment where delivery deadlines as indicated above have not been respected

An extra charge is to be reflected in the offer if urgent delivery is required or if any supplementary delivery service that might be considered special (e.g. taking the parcels into a different place as agreed beforehand or when the goods have to be delivered on a fixed date for a specific event) is requested.

EU-OSHA will be in regular contact with only one contact person for the full process (or, in case of absence, with his or her backup) in relation to all the actions and services listed above and after-sales services such as:

defective items

lost or damaged packages

wrong addresses, refused shipments and/or returned shipments.

2.6 Continuity of services and handover

If applicable, the new contractor must ensure timely, effective and smooth transfer of current material including:

reception of stock

counting and encoding material

storage.

In liaison with the current contractor, the new contractor will have to ensure that the handover of any of the above will be carried out efficiently and effectively.

2.7 Estimated workload

The average produced quantities per year can be roughly broken down as follows, based on production for previous Healthy Workplaces campaign 2016-2017:

Ballpoint pen

Multifunctional scarf

Sticky notes Notebook

Lanyard USB stick Cotton bags

Total produced 2016-17

43,000 6,500 25,500 10,000 12,500 19,500

The Dynamo lamp and the Microfiber cloth were not produced for the Healthy Workplaces campaign 2016-2017. Here are the quantities produced for 2018:

Dynamo lamp Microfiber cloth

Total produced 2018 20,000 50,000

These quantities are only indicative. Production for 2019 might be lower.

Average storage: 47m3/month

In terms of distribution, one big EU distribution per year (approx. 200 addresses) and approximative 50 ad-hocs.



2.8 Workflow

In order to ensure efficient completion of the project and to be able to properly monitor, assess, and supervise the contractor’s progress in execution of the tasks with respect to the tender specifications, EU-OSHA will designate a project manager. This person will be responsible for the overall management of the contract, the monitoring, and day-to-day administration of the contract, ensuring fulfilment of tasks .

To carry out these tasks, the tenderer will also set up a management structure and appoint a project manager whose main task is to manage the project effectively. The management structure is to ensure that effective methods for planning, communicating, and decision making are in place; that the project’s progress is monitored and the work is performed on schedule; that items are produced and distributed on time; and that the project objectives and outcomes are achieved. Among their tasks, the project manager should be responsible of the quality control of the work performed, manage communication within the project and maintain contact with EU-OSHA concerning the project as a whole.

In their tender, tenderers must specify the allocation of project responsibilities that will allow effective management and efficient coordination of all services. Furthermore, the tenderer must provide details of the timetables for carrying out the services, delivering the products, etc.

For large projects a kick-off meeting or video conference may be organised between the contractor and EU-OSHA.

In the case where physical material has to be exchanged between the contractor and the EU-OSHA (i.e. samples) the sender will bear the costs.

The contractor should liaise with third parties (printers, manufacturers, and transport services).

3 General requirements of the framework contract

For its organisation and functioning, EU-OSHA is in constant need of goods and services. Tendering is the structured way to consult the market for the purchase of these goods and services.

The purpose of competitive tendering for awarding contracts is twofold:

to ensure the transparency of operations;

to obtain the desired quality of services, supplies and works at the best possible price.

The applicable regulations2, namely Directive 2014/24/EU and Regulations No 966/2012 (European Parliament and Council) and No 1268/2012 (European Commission), as amended, oblige EU-OSHA to guarantee the widest possible participation, on equal terms, in tender procedures and contracts.

3.1 Social, labour and human aspects

Tenderers should fulfil and be able to document/report on all obligations derived from the OSH Framework Directive (Council Directive 89/391/EEC) on the introduction of measures to encourage

2 A new Financial Regulation replacing current Regulation 966/2012 is expected to be voted by the European Parliament in July 2018 and is expected to enter into force in January 2019. The FR lays down the principles and procedures governing the establishment, implementation and control of the EU budget, including a specific Title referred to public procurement by the EU Institutions. Therefore existing contract models may be reviewed, in order to ensure compliance with the new rules.



improvements in the safety and health at work, and the corresponding transposition into their country’s national law.

EU-OSHA, as a European public institution, pays special attention to the protection of social, labour and human rights.

In line with this, the tenderer shall comply with the European and/or national law in force applicable in these fields covering, among other issues, equal employment opportunities, the labour market integration of persons with disabilities, the prohibition of child labour and the protection of young people’s employment.

Please also refer to Article II.4.3. of the Model of Framework Contract.

3.2 Environmental aspects

EU-OSHA, as per its commitment to ensuring health and safety in general and at work in particular, pays special attention to the protection of the environment and of people.

To this end, EU-OSHA’s objective is the purchase of goods, services and works that have a reduced impact on the environment throughout their life cycle in comparison with other goods, services and works with identical primary functions.

In this context and within the framework of this call for tender, the tenderer shall comply with the European and/or national law in force in these fields.

Please also refer to Article II.4.2 of the Model of Framework Contract.

The products, equipment and supplies that the Contractor shall allocate to the provision of the services requested shall be, wherever possible, green/biodegradable/recycled, with the least possible impact on the environment and human health in accordance with the European and/or national law in force, and shall contribute to a high standard quality achievement in the provision of these services.

In addition, the Contractor shall train the staff assigned to the provision of the services requested on how to carry out their tasks in a responsible and efficient way for human health and environment.

3.3 Participation in this tender

Participation in procurement procedures shall be open on equal terms to all natural and legal persons within the scope of the Treaties and to all natural and legal persons established in a third country that has a special agreement with the EU in the field of public procurement under the conditions laid down in that agreement. It shall also be open to international organisations.

EU-OSHA’s Financial Regulation3 guarantees participation for all tenderers on equal terms.

In order to ensure consistency with all EU-OSHA communication activities, the successful tenderer may be requested — whenever necessary — to work together effectively with current and new contractors involved in the development of EU-OSHA activities.

Finally, tenderers will be requested to inform EU-OSHA of any possible conflict of interest or a professional conflicting in the tendering procedure and contractors will be required to sign a declaration of confidentiality and no conflict of interest (see Annex XI for information).

3 Available at https://osha.europa.eu/en/about-eu-osha/what-we-do/how-we-work/finance



3.4 Contractual approach of this tender

Through this call for tender EU-OSHA intends to establish a framework contract with a specialised external contractor for a period of 4 years.

The framework contract will be concluded between EU-OSHA and the successful tenderer for an initial period of 1 year from the date it is signed by EU-OSHA. Unless terminated by either party by registered letter not later than 3 months before it expires, the contract may be extended automatically for three successive periods of 1 year, on the understanding that thereafter no further automatic extension will be possible.

The submission of a tender implies acceptance of the terms and conditions specified in the draft framework contract, including the ‘General terms and conditions applicable to contracts’, and all provisions laid down in these specifications, annexes and, where applicable, additional documents.

A framework contract places reciprocal obligations on both parties with regard to those elements, which are unalterably and unequivocally established when the contract is concluded, such as price (including revision rules), subject, basic performance conditions and duration, administrative and technical provisions, applicable during its validity period.

The framework contract will include the tasks and services described in the specifications for tender. The bid will form an integral part of the contract, as will these specifications.

Any results or rights thereto, including copyright and other intellectual or industrial property rights, obtained in the performance of the framework contract shall be owned solely by EU-OSHA, as appropriate, which may use, publish or assign them as it sees fit, without geographical or other limitation, except where rights exist prior to the contract being entered into.

The contractor must ensure that all the services provided are delivered free of rights including copyright and other intellectual or industrial property rights (see Model of Framework Contract).

For the entire duration of the framework contract, the contractor must provide sufficient resources to guarantee the stability of the service offered and the quality of the supplies necessary for the proper performance of the specific agreements.

The framework contract imposes no obligation on EU-OSHA to call on the services of the contractor. Only the implementation of the framework contract through order form and specific contract is binding on EU-OSHA.

3.5 Implementation of the framework contract

The contractor shall appoint a project manager, who will be the contact for all matters linked to the framework contract, as described in the section 2.8. The project manager shall guarantee efficient and on-demand responses to EU-OSHA’s communications, requests for quotations, contacts, meetings and other administrative requests. The project manager will have knowledge in the field of work of the framework contract and will be the single contact point for interaction with EU-OSHA. The project manager will follow up, discuss the works and gather additional details related to the services to be delivered and materials to be developed.

As the precise quantities and times for deliveries or performance cannot be determined in advance, tasks are to be carried out on the basis of order forms and/or specific contracts drawn up by EU-OSHA after consultation with the contractor and consistent with the financial offer. Owing to the complexity of the services covered by this tender, a request for services will be followed by an exchange of correspondence between EU-OSHA and the contractor, to define the concrete tasks, precise



timescales and budget implications of the request. Within the limits of terms laid down in the framework contract, EU-OSHA will issue the order form or the specific contract.

Within 5 working days of an order form/specific contract being sent by EU-OSHA to the contractor, EU-OSHA should receive it back, duly signed and dated. The period allowed for the execution of the task shall start to run from the date on which the last party signs the order form/specific contract.

The contractor has an obligation to respond to each request made by the contracting authority (see Article I.4.3 of the draft framework contract).

In accordance with Article II.14 of the draft framework contract, an audit of the contractor’s compliance with their contractual obligations may be carried out by EU-OSHA at the end of the framework contract.

A model of order form/specific contract can be found as annex to the model of framework contract.

A kick-off meeting to review all contractual matters will be organised between the contractor and EU-OSHA after signature of the framework contract at tenderer’s premises. During this meeting, EU-OSHA will manage a 1-day kick-off meeting for the key staff identified of the tenderer. All these persons must be those proposed in the tender and their expenses will be borne by the tenderer. A visit of premises will be organised for EU-OSHA staff.

For other meetings at tenderer’s or EU-OSHA premises, expenses will be borne the same way by the tenderer.

The contractor will not be able to replace the staff described in the tender without explicit authorisation from EU-OSHA for the whole duration of the contract. EU-OSHA may reject any CV considered inadequate.

3.6 Terms of payment

With respect to the order forms/specific contracts signed under the framework contract, payments will be made against acceptance by EU-OSHA of agreed deliverables and provision of the necessary supporting documentation and reports, as indicated in the model of framework contract in Article I.5. The following schedule will apply to each order form/specific contract concluded under the framework contract:

o Pre-financing of 25 % for contracts above EUR 100,000 o Balance payment after acceptance of deliverables

3.7 Communication between EU-OSHA and the tenderer

Any contact between the contracting department and the tenderer during the procedure is forbidden, save in exceptional circumstances and under the conditions described in the invitation to tender (section 8).

3.8 Submission of a tender by a consortium of companies

Joint tenders from consortia of providers are permitted. A joint tender is a situation where a tender is submitted by a group of economic operators (natural or legal persons). Joint tenders may include subcontractors in addition to the members of the group.

In case of joint tenders, all members of the group assume joint and several liability towards EU-OSHA for the performance of the contract as a whole, i.e. both financial and operational liability. Nevertheless, tenderers must designate one of the economic operators as single point of contact (the leader) for administrative and financial aspects as well as operational management of the contract.



A consortium can be a permanent legally established grouping or a grouping which has been constituted for this tender procedure.

Tenders from consortia of firms or groups of providers, contractors or suppliers must specify the role, the qualifications and experience of each member of the group.

Each member of the consortium must be eligible in accordance with the conditions presented in section 5.2.4 and provide the required evidence of performing the contract and complete the form in Annex VI (Consortium form).

Tenders must include the means of control provided by the incorporation law of the constituent legal entities. If the consortium is not already legally established, in the event of a joint tender being awarded the contract, EU-OSHA may require the tenderers to give a formal status to the proposed association before the contract is signed.

3.9 Subcontracting

Subcontracting is permitted subject to approval by EU-OSHA, but the contractor will retain full liability towards EU-OSHA for performance of the contract as a whole. EU-OSHA may give approval either by accepting the tenderer’s offer or by prior written approval, if proposed by the tenderer after the signing of the contract.

The tenderer must indicate clearly which parts of the work will be subcontracted. The total value of the subcontracted part of the services cannot represent the total value of the contract. All subcontractors, expected to carry out 25% of the work, must satisfy all criteria applicable to the award of the contract.

If the identity of the intended subcontractor(s) is already known at the time of submitting the tender, all subcontractors, covering 25% of the work or more must provide the required evidence (see section 5.2.4) and complete Annex VII (Subcontracting form).

If the identity of the subcontractor(s) is not known at the time of submitting the tender, the tenderer awarded the contract must seek EU-OSHA’s prior written authorisation before entering into a subcontract. Where no subcontractor is given, the work will be assumed to be carried out directly by the tenderer.

3.10 Confidentiality and public access to documents

All documents submitted by the tenderer become the property of EU-OSHA and are deemed confidential.

In the general implementation of its activities and for the processing of tendering procedures in particular, EU-OSHA observes EU regulations4 as described in the invitation to tender (points 13 and 14).

Regarding public access to documents, EU-OSHA applies EU Council regulation No 1049/2001 of 30 May 2001.

4 A proposal for repealing and replacing existing Regulation (EC) 45/2001 on the protection of personal data by EU institutions and bodies is currently going through the legislative process. The specific data protection clauses contained in this framework contract may need to be amended in order to ensure compliance with this new Regulation.



3.11 Price

Prices must be quoted in euros, and this applies also to tenderers from countries that are not part of the Eurozone, using the conversion rates published in the C series of the Official Journal of the European Communities on the day when the invitation to tender was issued (see http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_fr.cfm

For tenderers in such countries, the price quoted may not be revised in line with exchange-rate movements and the tenderer accepts the risks or benefits of any fluctuations.

Prices should be quoted free of all duties, taxes and other charges (i.e. also free of value-added tax (VAT)), as EU-OSHA is exempt from such charges in the EU under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities of 8 April 1965 (OJ L 152, 13 July 1967).

For those countries in which national legislation provides an exemption by means of a reimbursement, the amount of VAT must be shown separately. In the event of any doubt about the applicable VAT system, it is the tenderer’s responsibility to contact the relevant national authorities to clarify the way in which the European Community is exempt from VAT.

EU-OSHA will not reimburse expenses incurred in preparing and submitting tenders. EU-OSHA will not reimburse expenses incurred in attending opening sessions.

3.12 Additional important information

The tenderer shall be bound by the submitted tender for a period of 6 months following the closing date for submission. The successful tenderer must maintain this tender for a further 90 days from the date of notification of the award.

Completing the adjudication or the procedure of the call for tenders in no way imposes on EU-OSHA an obligation to award the contract. EU-OSHA shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted, nor shall EU-OSHA be liable when deciding not to award the contract. This decision must be substantiated and the tenderers notified.

EU-OSHA’s contractual obligation commences only upon signature of the contract with the successful tenderer. In case of doubt over interpretation of tender documents, the original English language version prevails.

4 Content and presentation of the tender

Tenderers are expected to examine carefully and respect all instructions and standard formats contained in these tender specifications. The tender must be presented with continuous page numbering on part B, so that it constitutes a coherent whole. As tenderers will be judged on the content of their tenders, these must clearly demonstrate that the tenderer is capable of carrying out the work.

Tenders must be submitted in one of the official languages of the EU. In order to ease and speed up the tender evaluation, English is the preferred language for submission.

The tender should be perfectly legible in order to rule out any ambiguity and be signed by the legal representative of the tenderer (in part A where requested in the forms; in part B on a cover letter; in part C where requested on the form).

All tenders must consist of the following parts:

o Part A: Administrative part and supporting documentation; o Part B: Technical offer; o Part C: Financial offer.



4.1 Part A — administrative part and supporting documentation

The supporting documentation is an important part of the tender. The administrative part must contain all the information and documents required by the contracting authority for the evaluation of tenders and, in particular, the following documents:

o Checklist (Annex I); o Declaration of honour for exclusion and selection criteria (Annex II); o Legal Entity Form including all documents required by this form (Annex III); o Financial Identification Form including all documents required by this form (Annex IV); o Tenderer’s administrative information, including a power of attorney (Annex V); o Supporting documents for the selection criteria (all documentation requested in section 5.2.4:

‐ Statement of turnover and overall turnover ‐ Financial statements ‐ Declaration of a financial entity ‐ Concise company profile ‐ Description of the structure ‐ List of main contracts ‐ PARFs ‐ Mapping of CVs ‐ CVs ‐ Concise presentation of premises and equipment

o If applicable, the Consortium form (Annex VI); o If applicable, the Subcontracting form (Annex VII).

This information will also be copied on a USB memory stick or equivalent.

4.2 Part B — technical offer

This section is of great importance in the assessment of the tenders, the award of the contract and the future execution of any resulting contracts. The technical offer must meet all the specifications set out in the award criteria. Tenders must be specific and realistic while remaining clear and concise, in terms of both content and presentation.

The technical offer must be presented in a paper version and in an electronic version (USB memory stick or equivalent).

The technical offer will be assessed against the criteria set out in section 5.2.1.

Quality of service, project management and quality assurance

Tenderers must provide a detailed and factual document of a maximum 5,000 words and 12 pages, presenting the tenderer’s approach to quality of service, project management and quality assurance with regard to the scope of this call for tender.

The document should cover the following:

a description of the approach: the tenderer should present the method proposed to ensure the ability to respond professionally and in a timely manner in delivering the services described in this call for tender; including a detailed description of the workflows and timelines from selection of products until final production and delivery;



work organisation: the tenderer should describe how they will guarantee a consistently high level of services, how they will deal with peak loads and stability of service; including a description of the team and responsabilities;

quality control, tracking and reporting;

continuous improvement plans.

Scenarios

Tenderers must also present their ability to perform the tasks mentioned in this call for tender by means of scenario development.

Tenderers are requested to develop the two scenarios and in accordance with EU-OSHA’s corporate design manual in Annex XIII.

Scenario 1: Design and production of branded promotional material and executive gifts

Background

EU-OSHA will celebrate in October 2018 their 25th anniversary and will organise a conference in Brussels on the theme of ‘Healthy Workplaces – Working together for risk prevention’.

The conference will focus on risk prevention. In simple terms, prevention is about managing work-related risks with the ultimate aim of reducing the number of work-related accidents and occupational illnesses.

Final responsibility for managing risk lies with employers and top management, but their efforts are bound to fail without active worker participation.

For these reasons, this conference will place special emphasis on the importance of leadership by top management and owners working in tandem with active worker participation.

The conference is attended by 300 participants (experts in workplace safety and health, campaign partners, researchers, etc.) coming from across Europe. Every participant receives a conference bag containing the programme, some EU-OSHA publications and a set of branded promotional items.

In addition, 10 VIP guests (expert speakers, representatives of the European Parliament and European Commission and politicians) are to receive one executive gift each in relation to EU-OSHA´s 25th anniversary.

Scenario development

Tenderers must provide a document of a maximum of 10 pages presenting their approach to producing the branded promotional material and executive gifts mentioned in this scenario. The entire workflow and timelines regarding the design, production of the products and preparation of 300 conference bags (bags provided by EU-OSHA) should be described.

The tenderer is asked to provide a budget breakdown for this scenario.

The tenderer is asked to propose ideas for five branded promotional items. The tenderer should propose ideas within a standard to medium quality range for:

one ballpoint pen;

one notepad;

one eco-friendly product (not a pen or notepad);



two additional products to be proposed by the tenderer.

In addition, the tenderer is asked to propose two ideas for executive gifts, in relation to EU-OSHA´s 25th anniversary (maximum EUR 50 per gift) for EU-OSHA’s VIP target audiences. Please refer to point 2.2.1.

Samples and work extracts to be provided

Work plan: development and implementation of the project with workflow and timelines

Mock-up designs of the branded promotional items, based on the existing visual identity (see Annex XIV);

One sample for each promotional item (samples will not be returned);

Mock-up designs of the executive gifts;

One sample for each executive gift (samples will not be returned);

In addition, a budget breakdown for the production of 300 sets of promotional items and 10 executive gifts (Annex IX – table 1).

In addition to paper copies, the design mock-ups might also be stored in a USB stick. EU-OSHA cannot be considered liable if the content of the USB stick cannot be accessed or read.

Scenario 2: Distribution of branded promotional material to multiple destinations in Europe

Background

EU-OSHA offers its European network partners the possibility of ordering, once a year, from a range of branded promotional material for use at various events, conferences, trade fairs and meetings. This scenario aims to reflect the type and quantity of products EU-OSHA might order.

EU-OSHA collects the orders from each partner, consolidates them and sends them to the contractor, including the following information:

name of the item and code or number;

quantities of each item ordered;

delivery addresses and contact details (the number of addresses is up to 250).

The contractor will then have to respond with the following actions:

provide EU-OSHA with an offer (cost estimate) to implement the order, including information on the transport means chosen for each destination (road, air) and the handling, packaging and labelling costs for the specific order;

provide EU-OSHA with an update on the current stock in the warehouse.

The minimum quantities of each item the network partners can order are usually based on the minimum number of items per package the contractor has indicated to EU-OSHA (e.g. if a minimum package contains 250 pens, EU-OSHA will therefore offer stakeholders the possibility of ordering only multiples of 250 (250, 500, 750, 1,000). However, for certain partners/items, this is not always possible. Therefore, handling and repackaging are sometimes necessary.

In this scenario, the packages should be sent out according to the instructions given by EU-OSHA (as indicated in the table below). The tenderer should be able to follow up on the transportation of the goods and inform EU-OSHA of the delivery status.



Scenario development

Tenderers must provide a document of a maximum of 10 pages presenting their approach to storing and distributing the branded promotional material in the quantities and to the destinations mentioned in the table below. The entire workflow and timelines regarding warehousing, stock monitoring, handling, packaging, labelling and dispatch should be described. The tenderer has to explain how would respond to unexpected eventualities. The tenderer is asked to provide prices in accordance with the products, quantities, weights and destinations mentioned in the table below.

Please note that some handling is necessary since some quantities listed in the table are not full logistic units.

Destination Ordered items

Pens Lanyards Conference bags

Notebooks USB sticks

Paris, France 1,000 500 420 500 110

Nicosia, Cyprus 2,000 600 600 350 100

Prague, Czech Rep. 2,050 250 1,000 400 400

Riga, Latvia 2,000 500 2,000 300 100

Lisboa, Portugal 10,000 1,000 3,000 600 100

Zagreb, Croatia 500 25 235 50 200

Oslo, Norway 4,250 500 500 150 225

Rome, Italy 6,000 500 2,000 225 400

Vilnius, Lithuania 1,000 200 600 250 100

Valletta, Malta 2,000 200 900 300 200

Tirana, Albania 1,500 575 1,000 500 300

Bucarest, Romania 10,000 1,000 10,000 1,500 500

Podgorica, Montenegro 500 250 250 30 100

Weight per item 8 g 14 g 49 g 35 g 19 g

Logistic Unit 100 items 50 items 50 items 50 items 50 items



Work to be provided

Work plan: development and implementation of the project with workflow and timelines

Warehousing and stock monitoring: presentation of the whole process, from reception and storage to final delivery;

Supply/delivery: means used to ensure successful and safe delivery of supplies to different locations in Europe;

After sales service: reporting, dealing with unsuccessful deliveries, information provided to EU-OSHA;

Budget breakdown: Annex IX – table 2;

In addition, catalogue(s) shall be provided.

Lead times

Tenderers are requested to duly complete and submit the Annex VIII to specify their lead time for production and for delivery.

Lead time for production

The tenderers are requested to state their lead time for production in the table 1, in weeks.

The lead time for production is the period between the validation by EU-OSHA of the samples and until when the order is available at the contractor´s warehouse ready for any delivery to our stakeholders.

Lead time for delivery

The tenderers are requested to state their lead time for delivery in the table 2, in calendar days.

The lead time for delivery is the time elapsed from the receipt of EU-OSHA order to the delivery of the products.

4.3 Part C — financial offer

Tenderers are requested to duly complete and submit the financial form included in Annex IX, based on the scenario budgets and price lists, which will be an integral part of the offer and will be annexed to the framework contract.

The financial offer must be presented in a paper version and in an electronic version (USB memory stick or equivalent).

Prices must be quoted in euros, as explained in section 0.

4.4 Double envelope system

The documentation will be produced using, or compatible with, Microsoft Office documents (Word and Excel for the tender), PDF and JPG (for visual requested in the scenarios) and provided in digital format (USB stick or equivalent) and in printed format.

The digital format of the financial offer (part C) will be at least provided in Excel format.

The tender must be placed inside two sealed envelopes addressed as indicated below.

The outer envelope should state the address for submission of the tenders (see in section 4.5).The date of posting should be legible on the outer envelope.



The inner envelope should be marked as follows: ‘CALL FOR TENDERS NOT TO BE OPENED BY THE INTERNAL MAIL DEPARTMENT’ and should include the following information:

o the reference number of the tender (EUOSHA/2018/OP/F/SE/0061); o the project title Supply of promotional material, storage and distribution; o the name of the tenderer;

The inner envelope must also contain three sealed envelopes which are:

o Envelope A — Administrative part and supporting documentation for selection criteria: one original;

o Envelope B — Technical offer: one original (on paper, unbound, clearly marked ‘Original’ and each page to be signed/initialled) and two copies (on paper, bound and each marked as ‘Copy’);

o Envelope C — Financial offer: one original (on paper, unbound, clearly marked ‘Original’ and each page to be signed/initialled) and two copies (on paper, bound and each marked as ‘Copy’);

o One USB memory or equivalent compiling electronic versions of the three parts (A, B including mock ups and C).

4.5 Postal and electronic address

European Agency for Safety and Health at Work Calle Santiago de Compostela, 12— 5th Floor (Edificio Miribilla) 48003 Bilbao - Spain

E-mail: [email protected]

4.6 Date for submission

The tender should be submitted no later than the date indicated in the timetable in section 1.3 and as stated in the invitation to tender.

5 Assessment and award of the contract

Tenders will be opened and evaluated by persons possessing the technical and administrative capacities necessary to give an informed opinion on the tenders. Members of the opening and evaluation panel are nominated on a personal basis by EU-OSHA under guarantee of impartiality and confidentiality.

5.1 Opening session

The main aim of the opening session is to check whether the tender received is compliant with the following formal requirements:

1. The tender was submitted not later than the submission deadline.

2. The envelope containing the tender is sealed.

EU-OSHA reserves the right to exclude tenders that fail to comply with any of the abovementioned requirements.

The opening session will take place on the date indicated in the time schedule in section 1.3 at EU-OSHA’s premises.



Tenderers wishing to attend the opening session must follow the indications stated in the invitation to tender (point 7).

5.2 Evaluation of the tenders

The evaluation procedure is confidential. The evaluation committee’s deliberations are held in closed session and its decisions are collective.

Tenders complying with the formal requirements checked during the opening session will be evaluated in three stages in the following order:

1. The evaluation committee will evaluate the tenders and award a score for each tender according to the best quality/price ratio taking the following into account: - The evaluation committee will evaluate first the technical offer (Part B) without seeing the financial tender (Part C) - Each criteria will be assessed in the order presented in the section 5.2.1 - Regarding project management/quality assurance/quality of service, each criteria has a minimum score (50%). If a tender is scored below the minimum in one criteria, the tender will be considered unsuccessful as not presenting the required minimum quality level - In addition to the minimum score by criteria, a minimum score will apply (60%) on the total score of quality of service/project management/quality assurance. If a tender is scored below the minimum, the tender will be considered unsuccessful as not presenting the required minimum quality level - Regarding scenarios, minimum scores will apply only on the total of each scenario (50%). If a tender is scored below the minimum, the tender will be considered unsuccessful as not presenting the required minimum quality level - The evaluation committee will evaluate then the financial offer (part C) of tenders that have reach the minimum score in the technical part. The financial offer will be assessed as explained in section 5.2.2.

2. The evaluation committee will assess the eligibility of the best ranked tender according to

the exclusion criteria in section 5.2.3. In case the first ranked tender is not eligible, the evaluation committee will assess the second ranked tender. In case the second ranked tender is neither eligible, the evaluation will assess the third ranked tender, etc.

3. The evaluation committee will finally assess the capacity to perform the contract of the best ranked tender in view of the selection criteria in 5.2.4. In case of failure of the first ranked tender, the evaluation committee will assess the second ranked tender. In case of failure of the second ranked tender too the evaluation will assess the third ranked tender, etc.

Technical evaluation

The technical evaluation is based on several elements:

- Project management, quality assurance and quality of service

- Scenarios

- Lead time for production

- Lead time for delivery

The technical score will be calculated by adding the score obtained for project management, quality assurance and quality of service and the scores obtained for the scenarios, production and distribution (as below):



Total technical score = PM/QA/QS + Scenario 1 + Scenario 2 + Production time + Delivery time

Project management, quality assurance and quality of service (PM/QA/QS)

Tenderers should elaborate on all points addressed by these specifications in order to score as many points as possible. Offers that merely repeat the mandatory requirements set out in these specifications, without going into detail or without giving any added value, will be scored very low.

Award criteria PM/QA/QS

Information to be provided Score

Description of the approach

The tenderer shall present the method proposed to ensure the ability to respond professionally and in a timely manner in delivering the services described in this call for tender; including a detailed description of the workflows and timelines from selection of products until final production and delivery;

The tender must explain how the methodology will guarantee a consistently high level of service and maximum efficiency in term of costs, speed and quality of services described in the tender specifications

250

(min. 50%)

Work organisation

The tenderer should describe how they will guarantee a consistently high level of services, how they will deal with peak loads and stability of service; including a description of the team and responsabilities;

The tenderer should demonstrate ability to carry out different projects of tasks simultaneously; It must also be explained how the tenderer will track/monitor the schedule set for the project teams, avoid work overload and comply with deadlines specified

150

(min. 50%)

Quality control of work performed

The tenderer should describe the systems they will set up to report about project progress, number of working days used and financial overview;

The tenderer should demonstrate how they will ensure to control the quality of every deliverable before it is sent to EU-OSHA

The tenderer should demonstrate how they will manage the after sales service: reporting, dealing with unsuccessful deliveries and claims on defective products

150

(min. 50%)

Continuous improvement plan

The tenderer should demonstrate, through real examples or lessons learned, how the accomplishment of project goals will be ensured and how improvement plans will be implemented;

The tenderer should identify the major challenges or obstacles that may occur during implementation and propose solutions based upon real examples and lessons learned

50

(min. 50%)

Total score PM/QA/QS 600

Minimum points required (60%) 360

Scenario 1


The description of the scenario can be found in section 4.2.2.

Award criteria for scenario 1 Information to be provided Score

Work plan The tenderer will explain how the development and implementation of the project will be organised including workflow and timelines 100

Quality and usability of the proposed items and design adaptation

Samples, mock-ups, pictures and description showing the quality of the materials and quality of printing 200



Scenario 2


The description of the scenario can be found in section 4.2.2.

Award criteria for scenario 2 Information to be provided Score

Work plan The tenderer will explain how the development and implementation of the project will be organised including workflow and timelines.

100

Warehousing and stock monitoring

The tenderer will explain the whole process, from reception and storage to final delivery

150

Supply/delivery The tenderer will explain the means used to ensure the successful and safe delivery of the supplies to the different locations in Europe

150

After-sales service The tenderer will explain how information/reporting services, in particular dealing with unsuccessful deliveries and claims with defective products

100

Total score Scenario 2 500 Minimum points required (50%) 250

Lead time for production

Based on the Annex VIII – table 1, the score will be calculated as follows: Production score = (shortest total EU /tenderer’s total)x 300 +

(shortest total overseas /tenderer’s total)x 300

Lead time for delivery

Based on the Annex VIII – table 2, the score will be calculated as follows: Delivery score = (shortest total time EU /tenderer’s total)x 300 +

(shortest total time other countries /tenderer’s total)x 300

Financial evaluation

EU-OSHA will use the reference prices based on the prices submitted by the tenderers, and the method presented in Annex IX.

Only these reference prices will be taken into account when awarding the contract.

Creativity and attractiveness

Samples, mock-ups, pictures and descriptions showing the creativity and attractiveness of the eco-friendly product, of the two additional products to be proposed by the tenderer, and of two the executive gifts for EU-OSHA’s VIP target audiences

200

Total score Scenario 1 500

Minimum points required (50%) 250



The most economically advantageous tender will receive the higher score (2800). The other tenders will receive a score as follows:

Financial score = (lower price / price) x 2800

Exclusion criteria

Evaluators will examine tenders having been ranked the best in the previous phase (technical and financial evaluations).

EU-OSHA shall accept a signed Declaration of honour (included in Part A) as satisfactory evidence that the tenderer is not in one of the situations described in the Declaration of honour (Annex II).

After the award and prior to the signature of the contract, the awarded tenderer shall furnish, within a time-limit specified by the awarding authority, the additional documentation that is described in the Declaration.

Selection criteria

The Evaluation Committee will assess the capacity to perform the contract of the best ranked tenderers of the previous phases (technical and financial evaluation and having passed the exclusion criteria) through the rest of Part A.

The Evaluation Committee will examine the tenders to ensure that the information requested in the selection criteria has been provided and that the tenderer fulfils all these criteria. Tenders that fail to include some of the information requested may be rejected outright.

Administrative capacity

Tenderers have to prove that they are authorised to perform the contract under national law, as evidenced by a power of attorney and by inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation or entry in the VAT register (see Annexes III, IV and V).

Economic and financial capacity

Proof of economic and financial capacity must be furnished by:

o a statement of overall turnover and turnover of minimum EUR 650,000 concerning the provision of tasks and services described for the last 3 financial years (a statement concerning other types of tasks will not be taken into consideration);

o balance sheets for the last 3 years for which accounts have been closed and concerning the services described in these tender specifications;

o a declaration of a financial entity where the tenderer has its account certifying the absence of payments problems or debts with the bank or third parties.

Technical and professional capacity

The tenderer must demonstrate the ability to meet the following minimum requirements:

a) appropriate organisational and staffing structure for the services required by EU-OSHA;

b) a minimum of 3 years’ experience of projects similar to the services described, acquired in the period 2015-2018, for clients in the public and private sector at national/international level;

c) staff who are competent to carry out the services. The project manager and the main team members responsible for carrying out the project must have the appropriate educational



qualifications and the professional experience in the services required and an excellent level of working English.

d) appropriate facilities, technical equipment and material to carry out the services required.

The following documents and information must be presented as evidence of compliance with the technical and professional requirements:

For a)

o A concise company profile (maximum of 1,500 words), describing the tenderer’s main current activities and demonstrating the ability to provide services similar to those communicated in these tender specifications. Any other type of services presented will not be evaluated.

o A description of the firm’s organisational structure (maximum of 1,500 words), including a statement of the average annual manpower and the number of managerial staff in the last 3 years. The tenderer must provide a description of the organisation and the hierarchy levels, as well as completing the following table with the appropriate categories.

Please note that it is provided as an example.

Year 1 Year 2 Year 3

Directors 15 12 10

Managers 30 24 20

Senior Consultants … … …

o Evidence of environmental management system such as ISO 14001 certificates or equivalent

For b)

o A list of the principle services, similar to those described in this call for tender, that have been provided over the last 3 years, including the amount, the period and, when possible, the name of clients and the sector (public or private)

o A description and evidence of at least 3 and maximum of 6 contracts or projects performed in the past 3 years, similar in scope, size and nature to those described in this call for tender. In order to prove this capacity, tenderers are requested to complete a PARF for each contract or project, indicating the precise type of work carried out, the date, the approximate value of the contract and the customer. The PARFs must demonstrate the tenderer’s ability to deliver the services that form part of this call for tender Tenderers are requested to use the template in Annex X.

The minimum requirements for the PARFs to be presented are:

Number of PARFs Minimum value for at least one of the PARFs

Between three and six

EUR 200,000 per year

At least one for production

At least one for storage

At least one for distribution



For c)

o A mapping of all CVs presented (list of CVs and profiles) o Tenderers should supply the CVs of the project manager and of main team members, plus

back-ups for each member of the team, who will be responsible for carrying out the project (maximum of 2 pages per team member), reflecting their capacity to meet the requirements stated in these tender specifications. The CVs of the profiles assigned to the tasks only, as described below, will be taken into consideration in the evaluation of the tender. The CVs must show evidence of the experience and necessary/relevant qualifications. Tenderers are requested to use the European template, which can be downloaded at http://europass.cedefop.europa.eu/en/documents/curriculum-vitae/templates-instructions. The CVs must show evidence of language skills (minimum of B2 level in English (written and spoken)

For d)

o A concise presentation of premises and equipment, especially those linked to the tasks required.

Documents to provide in the case of tender by a consortium and/or subcontracting:

In case of consortium Each member of the consortium must provide evidence for:

o exclusion criteria and administrative data (see Annexes II, III and V); o economic capacity (statement of overall turnover and turnover for the last 3 years); o technical and professional capacity (concise company profile and list of main services).

In addition the tenderer should provide the Annex VI, duly completed.

The evidence provided by each member of the consortium will be checked to ensure that the consortium as a whole fulfils the criteria.

In case of subcontracting The tenderer must clearly indicate which parts of the work will be subcontracted and must give the identity of all subcontractors undertaking more than 25% of the work by value and provide the Annex VII duly completed. Each subcontractor should present proof of exclusion criteria, economic, technical and professional capacity by providing:

o exclusion criteria and administrative data (see Annexes II, III and V); o economic capacity (statement of overall turnover and turnover for the last 3 years for a

minimum equivalent to the total value of subcontracted tasks during 2 years); o a concise company profile, including a short description of the subcontractor’s economic

activity demonstrating the ability to provide the services that will be subcontracted to the company (maximum of 1,500 words), including its activity with regard to the scope of these tender specifications;

o two contracts/projects performed in the last 3 years, similar in scope and nature to those that will be subcontracted. In order to prove this capacity, subcontractors are requested to complete two PARFs; PARFs should indicate the precise type of work carried out, the date, the human and financial resources used, the value of the contract and the client (public or private);

o detailed CV(s) of the subcontractors’ staff related to the subcontracted tasks (for details on how to submit a CV, refer to ‘CV specifications’ above).



Award

The framework contract will be awarded to the most economically advantageous in accordance with the formula below. A weight of 70/30 is given to the quality/price.

Final score = (0.7 x technical score) + (0.3 x financial score)



Annexes

Annex I Checklist

Annex II Declaration of honour

Annex III Legal entity form

Annex IV Financial identification form

Annex V Administrative form

Annex VI Consortium form

Annex VII Subcontracting form

Annex VIII Lead time forms

Annex IX Form for financial offer

Annex X PARFs

Annex XI Declaration of confidentiality

Annex XII Pictures

Annex XIII Corporate design manual

Annex XIV Visual identity

Annex XV Privacy statement

TENDER SPECIFICATIONS EU-OSHA/2018/OP/F/SE/0061 · key rings USB sticks Lanyards Multifunctional...

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