UPDATED to tender and Annexes A, B, C, E F (MS WORD format) for tender... · Invitation to tender...

UPDATED

InvitationtotenderandAnnexesA,B,C,E&F(MSWORDformat)2013/PO/EJ/7‐Provisionofindependentprofessionalinsurancebrokerageandinsuranceadviceservices

Procurement Sector

19 April 2013

Invitation to tender and Annexes A, B, C, E & F (MS WORD format)

2013/PO/EJ/7 Last updated: 18-Sep-2013 Page 1 of 28

TableofContents

Foreword..........................................................................................................................................................................................2

1. introduction...........................................................................................................................................................................2

1.1. Eurojust..........................................................................................................................................................................2

1.2. overviewoftherequiredservices.......................................................................................................................3

1.3. briefdescriptionoftherequiredservices........................................................................................................3

2. specifictenderinginformationforthisprocedure.................................................................................................4

2.1. timetable........................................................................................................................................................................4

2.2. lots....................................................................................................................................................................................5

2.3. exclusioncriteria........................................................................................................................................................5

2.4. selectioncriteria.........................................................................................................................................................5

2.4.1. technicalandprofessionalcapacity..........................................................................................................5

2.4.2. economicandfinancialcapacity.................................................................................................................6

2.4.3. legalcapacity......................................................................................................................................................6

2.5. awardcriteria..............................................................................................................................................................6

2.6. consortiaandsubcontracting.............................................................................................................................10

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

2.6.2. Subcontractingandapplicablethresholds..........................................................................................10

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

3. contentofthetender.......................................................................................................................................................11

3.1. eligibility,capacityandsupportingdocuments(envelopeA):.............................................................11

3.2. technicalproposal(envelopeB).......................................................................................................................11

3.3. financialproposal(envelopeC)........................................................................................................................11

3.4. submittinganoffer.................................................................................................................................................12

Annexes:AnnexA–TermsofReference

AnnexB–TechnicalProposalForm

AnnexC‐PricingForm

AnnexD‐ModelContract

AnnexE–CurrentInsurancePolicyDetails

AnnexF–ClaimsHistory


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ForewordWethankyoufortheinterestyouhaveshowninthisprocurementprocedurewhichconsistsofthefollowingdocumentation:

Thecontractnotice

Thisinvitationtotenderanditsannexes

InstructionstotenderersandconditionsapplicabletoEurojusttenders

TenderadministrativeformsforEurojusttenders.

Althoughtheabovedocumentsconstitutethecompletetenderingpackageforthistender,CandidatesareinvitedtocheckregularlytheEurojustwebsitewhereanyadditionalinformationorclarificationsconcerningthisprocedurewillbemadeavailable.

Thetermsofthisinvitationtotenderanditsannexesshalltakeprecedenceoverthetermsofthe`InstructiontotenderersandconditionsapplicabletoEurojusttenders`and`TenderadministrativeformsforEurojusttenders`.

1. introduction

1.1. Eurojust

TheCouncilDecision2002/187/JHAof28February2002settingupEurojustwithaviewtoreinforcingthefightagainstseriouscrime,establishedEurojustasa“bodyoftheUnion”withlegalpersonality.

EurojuststimulatesandimprovesthecoordinationofinvestigationsandprosecutionsbetweenthecompetentauthoritiesintheMemberStatesandimprovesthecooperationbetweenthecompetentauthoritiesoftheMemberStates,inparticularbyfacilitatingtheexecutionofinternationalmutuallegalassistanceandtheimplementationofextraditionrequests.EurojustsupportsinanywaypossiblethecompetentauthoritiesoftheMemberStatestorendertheirinvestigationsandprosecutionsmoreeffectivewhendealingwithcross‐bordercrime.

FurtherinformationonEurojust’sactivitiesisavailableonitswebsiteattheaddresshttp://www.eurojust.europa.eu.


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1.2. overviewoftherequiredservices

TitleIndependentprofessionalinsurancebrokerageandinsuranceadviceservices

Procedure Open

ExpectedStart

Typeofcontract Framework,FixedAmountService

Duration Q42013/Q12014

Maximumestimatedexpenditure

2years+renewablefor1+1years

Mainplaceofdelivery 400,000euroovercompletedurationofcontract

Lots TheHague,TheNetherlands

Variants ThistenderisnotdividedintoLots

Consortia Notpermitted

Subcontracting Permittedbutmustbeclearlydescribedinthetender.

1.3. briefdescriptionoftherequiredservices

ProvisionofindependentprofessionalinsurancebrokerageservicesandadviceasdescribedinAnnexA(TermsofReference).


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2. specifictenderinginformationforthisprocedure

2.1. timetable

Milestone Deadline* Notes

Deadlineforsendingrequestsforadditionalinformation

20/09/2013

at14.00CET

Seepoint2of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`(I&C)foradditionalinformation

Deadlinefordispatchingtenders 08/10/2013

at14.00CET

Seepoints8,9,10ofI&Cforadditionalinformation

Deadlineforregisteringatthepublicopeningsession

11/10/2013

at14.00CET

Seepoint13ofI&Cforadditionalinformation

Openingsession 15/10/2013

at14.00CET

ThepublicopeningsessionwilltakeplaceatEurojust’spremises,Saturnusstraat9,2516AD,TheHague(NL).

Firstmeetingoftheevaluationcommittee

Within4weeksfollowingthepublicopeningsession

Estimated

Notificationoftheoutcomeofthetendertothesuccessfulandunsuccessfultenderers

Within1week

aftertheawarddecisionissigned

Signatureofthecontractfortherequiredservices[and/orsupplies]

1stquarterof2014 Estimated

CET=CentralEuropeanTime

PleasenotethatEurojustholidaysfortheremainderof2013areasfollows:

1November.24‐31December.


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2.2. lots

Thistenderisnotdividedintolots.ThetenderermustbeabletoprovideallgoodsandservicesrequestedinAnnexA.

2.3. exclusioncriteria

Requirement:

Inordertoparticipateinthistender,tenderersmustnotbeinoneofthesituationsdescribedinpoint3of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`.

Proofoftheaboveistobeprovidedby:

SignedtendererdeclarationfoundinForm2ofthe`tendereradministrativeformsforEurojusttenders.

2.4. selectioncriteria

Tenderersmusthavetheoverallcapabilities(technical&professional,economic&financial,andlegal)toperformthecontract.Ifanyoftheselectioncriterialistedbelowarenotfulfilled,tendersmaynotbeselectedforevaluation.

2.4.1. technicalandprofessionalcapacity

Requirements:

a) Tenderersmusthaveaminimumrelevantexperienceofat leastthree(3)years inprovidingtheservicesasstatedinthetechnicalspecifications.

b) Qualificationsandprofessionalexperienceofthetenderer’sstaffmemberswhowilldeliverthecontractedservicestoEurojust.

c) Tenderersmustbeauthorizedtocarryoutinsuranceintermediationactivities.


Ada)

a brief history of the company, including length of time in business, overall size anddescriptionofactivitiesrelatingtotheservicesofthetyperequiredinthisinvitationtotender;

a list of themain contracts achieved in the past three years specifying the value, dates andrecipientsoftheservicesprovided,coveringthesamekindandquantityasrequestedinthisinvitationtotender;

Adb)

CurriculaVitaeclearlyshowingthequalificationsandprofessionalexperienceofthetenderer’sstaffmemberswhowillrendertheservicesinquestiontoEurojustincludingtheperiodwhichtheyhavebeenemployedbythetenderer.

Adc)

Provision of evidence that the tenderer is authorized to carry out insurance intermediationactivities(certificatesoralike).


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2.4.2. economicandfinancialcapacity

Requirement:

Thetenderermustbeinastablefinancialpositionandhavethefinancialcapacitytoprovidetherequiredservices/supplies.


Copiesofthebalancesheetsandeconomicoutturn(profit&loss)statementscoveringatleastthelasttwoyearsforwhichaccountshavebeenclosedwherepublicationofthemisrequiredunderthecompanylawofthecountryinwhichtheeconomicoperatorisestablished.Thesedocumentsmustbeproducedand/orcertifiedbycertifiedauditorsorsimilaroperatorsorasrequiredbythelawofthecountrywheretheeconomicoperatorisestablished;

Form6‐FinancialCapacityFormofthe‘tenderadministrativeformsforEurojusttenders’dulyfilledinandsignedbyalegalrepresentativeofthetendereroritsauditors.

Ifthetendererisunabletoprovidetheaforementioneddocumentsatthetenderstage,e.g.ifpublicationoftheseisnotrequiredunderthecompanylawofthecountryinwhichtheeconomicoperatorisestablishedetc.,otherdocumentation,provingthestablefinancialpositionmaybeacceptable.Suchotherproofmaybealetter/statementbycertifiedauditorsconfirmingtherequiredfinancialdataorthefinancialstabilityoftherespectiveeconomicoperator.

2.4.3. legalcapacity

Requirement:

Thetenderermustprovethattheyareauthorisedtoperformthecontractundernationallaw.


acertificateofregistrationintherelevanttradeorprofessionalregistersinthecountryofestablishment/incorporation.Ifthetendererisnotrequiredorallowedtoregisterinsucharegisterforreasonsrelatedtoitsstatuteorlegalstatus,Eurojustshallaccept,assatisfactoryevidence,asworndeclarationorcertificate,membershipofaspecificorganisation,expressauthorisation,orentryintheVATregister.

2.5. awardcriteria

Tendererswhohaveprovedtheireligibilitytotenderonthegroundsoftheexclusioncriteriaandhavedemonstratedtheappropriatecapacitytoperformthecontractonthegroundsofselectioncriteria,willbeassessedsolelyonthebasisoftheawardcriteria,whichservetoidentifythemosteconomicallyadvantageoustender.

Thefollowingawardcriteriawillbeapplied:


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Qualityawardcriteria(Q) weighting

Administrationofthecontract 30

ServiceDelivery 40

MarketKnowledge 30

Totalqualityscore 100

Tenderswillbeevaluatedindescendingorderagainsttheaboveawardcriteria.

Tendersscoringlessthan60%oftheoverallqualitytotalwillbeexcludedfromtherestoftheevaluationprocedure.

Thefinancialofferwillbeevaluatedonthebasisofthecriterialistedbelow:

a) FinancialscoreI

TotalpricefortheannuallumpsumasofferedinPartIofAnnexCFinancialProposal(maximum50points),and

b) FinancialscoreII

TheaggregatedpercentagesasofferedinPartIIofAnnexCFinancialProposal((maximum50points).

c) ThetotalfinancialscoreisthesumofthefinancialscoresIandII.

Ada)CalculationofFinancialscoreI

Thelowestandhighestofferedtotalpricefortheannuallumpsumwillbeidentified.Thelowestoffershallreceivethemaximumscoreof50pointsandthehighestoffershallreceive0points.Offersinbetweenwillbeallocatedscoresaccordingtothefollowingprinciple:

Step1 Thedifferencebetweenhighestandlowesttotalpricefortheannuallumpsumwillbecalculated.

Step2 Themaximumscoreor50pointswillbedividedbythedifferenceinordertoestablishtheratioscores/EUR

Step3 ThedifferencesinEURbetweenthelowestofferandallotherofferswillbecalculated.

Step4 Eachofthesedifferenceswillbemultipliedwiththeratiocalculatedinstep2.

Step5 Theresultofthismultiplicationwillbedeductedfromthemaximumscoreof50andrepresentstheFinancialscoreIobtainedbythetenderconcerned.


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Forexample:

Tender A B C D

Annual lump sums offered EUR 9,500 EUR 1,800 EUR 5,000 EUR 2,500

highest lowest

Step 1 9,500 – 1,800 = 7,700

Step 2 50/7,770 = 0.0064935

Step 3 and 4 Calculation of the price differences between tenders A, C, D and the lowest offer:

Tender A: 9,500 – 1,800 = 7,700*0.0064935 = 50

Tender B: 1800 – 1800 = 0*0.0064935 = 0

Tender C: 5,000 – 1,800 = 3,200*0.0064935 = 20,78

Tender D: 2,500 – 1,800 = 700*0.0064935= 4,55

Step 5 Financial score I = Maximum score minus the results of step 4

Tender A = 50 – 50 = 0

Tender B = 50 – 0 = 50

Tender C = 50 – 20.78 = 29.22

Tender D = 50 – 4.55 = 45.45

Adb)CalculationofFinancialscoreII

Thelowestandhighestofferedaggregatedpercentage(asperpartIIofthefinancialproposal)willbeidentified.Lowestaggregatedpercentageshallreceivethemaximumscoreof50pointsandthehighestoffershallreceive0points.Offersinbetweenwillbeallocatedscoresaccordingtothefollowingprinciple:

Step1 Thedifferencebetweenhighestandlowestaggregatedpercentageswillbecalculated.

Step2 Themaximumscoreof50pointswillbedividedbythedifferenceinordertoestablishtheratiopercentage/EUR

Step3 Thedifferencesinpercentbetweenthelowestofferandallotherofferswillbecalculated.

Step4 Eachofthosedifferenceswillbemultipliedwiththeratiocalculatedinstep2.

Step5 Theresultofthismultiplicationwillbedeductedfromthemaximumscoreof50andrepresentstheFinancialscoreIIobtainedbythetenderconcerned.


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Forexample:

Tender A B C D

Aggregated percentages 9% 15% 12% 18%

lowest highest

Step 1 18 – 9= 9

Step 2 50/9 = 5.55’

Step 3 and 4 Calculation of the differences in the quoted percentages between tenders B, C,D and the lowest offer:

Tender A: 9– 9= 0*5.55’ = 0

Tender B: 15– 9= 6*5.55’ = 33.33’

Tender C: 12 – 9 = 3 *5.55’ = 16.66’

Tender D: 18 – 9= 9*5.55’ = 50

Step 5 Financial score II = Maximum score minus the results of step 4

Tender A = 50 – 0= 50

Tender B = 50 – 33.33’ = 16.66’

Tender C = 50 – 16.66’ = 33.33’

Tender D = 50 – 50 = 0

Adc)Calculationofthetotalfinancialscore:

ThetotalfinancialscoreisthesumofthefinancialscoresIandII.

Example:

Tender FinancialscoreI FinancialscoreII TotalFinancialscore

A 0 50 50

B 50 16.66’ 66.66’

C 29.22 33.33’ 62.55

D 45.45 0 45.45

FinalScoreswillbeallocatedasfollows

ForthistendertheQualityweightingwillbe70andthePriceweightingwillbe30.

Theawardwillbebasedonthefollowingformula:

FinalScore=Totalqualityscorex0.7+Totalfinancialscorex0.3


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2.6. consortiaandsubcontracting

2.6.1. Consortia

Consortiaofeconomicoperatorsareauthorisedtosubmittendersincompliancewiththetermsandconditionsprovidedinpoint15of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`.

2.6.2. Subcontractingandapplicablethresholds

Thetenderermaysubcontractthetasksspecifiedinthetechnicalspecificationstoothereconomicoperatorsincompliancewiththetermsandconditionsforsubcontractingspecifiedinpoint15of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`.

Ifthetendererintendstosubcontractabove50%ofthetotalcontractamounttoothereconomicoperators,andthesubcontractor(s)is/arealreadyidentified,thetenderershallprovidethefollowingdocumentationforeachsubcontractorasdefinedinpoint2.3and2.4oftheinvitationtotender:

Forms3and5ofthe`TenderadministrativeformsforEurojusttenders`.

Documentation related to the technical and professional capacity of the subcontractor(documentationtobeprovidedtotheextentoftheactivitiesthatwillbesubcontracted);

Documentationrelatedtotheeconomicandfinancialcapacityofthesubcontractor;

Documentationrelatedtothelegalcapacityofthesubcontractor;

2.7. variants

Variationsontherequirementsofthetechnicalspecificationsarenotallowed.


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3. contentofthetenderTendersmustbecomprisedofthefollowingthreeimportantelements:

3.1. eligibility,capacityandsupportingdocuments(envelopeA):

Tenderersmustcompleteoneoriginaloftherelative`tenderadministrativeformsforEurojusttenders’andattachoneoriginal(clearlymarkedoriginal)and3copies(clearlymarkedcopy)ofalladditionaldocumentsrequestedunderselectioncriteriainpoint2.4ofthisdocument.

3.2. technicalproposal(envelopeB)

Thetechnicalproposalmustconsistofaclearandcomprehensiveresponsetoallrequirementsofthetechnicalspecifications.Tenderersmustprovideoneoriginal(clearlymarkedoriginal)and3copies(clearlymarkedcopy)ofthetechnicalproposal.

ThetechnicalproposalshallbebasedontheTechnicalProposalForm,whichcanbefoundinAnnexB.

3.3. financialproposal(envelopeC)

The financial proposal shall be based on the Pricing Form found inAnnexC andmust be filled inaccordingtotheinstructionscontainedtherein.

Pleasenotethat:

EachpageofthePricingFormmustbesignedbyalegalrepresentativeofthetenderer.

Financial proposalswill be compared on the basis of the price of the annual lump sum forservicesandtheaggregatedbrokeragefeesinpercentfromthenet‐insurancepremium(%)asquotedbythetendererpertypeofinsurancelistedinAnnexC,FinancialProposal.

Pricesmust be quoted inclusive of all costs and expenses directly and indirectly connectedwiththeservicestobeprovided.

AllpricesmustbequotedinEuro,andwherenecessary,usingtheconversionratespublishedintheCseriesoftheOfficialJournaloftheEuropeanUniononthedaywhentheofferisissued.ThisinformationisalsoavailableonthewebsiteoftheEuropeanCentralBankatthefollowingURL:http://www.ecb.int/stats/eurofxref/.

Thebrokeragefeesinpercentpertypeofinsuranceasquotedbythetendererinhisfinancialproposal shall represent themaximumbrokerage fees the successful tenderer is allowed tocharge for insurancepolicies takenoutduring the implementationperiodof the frameworkcontract(i.e.thesuccessfultenderermustnotexceedhisinitiallyquotedbrokeragefeesintherespectivetypeofinsurance).

For tenderers towhich theexemptiondoesnotapplyunder theirnational law, the financialproposalshallclearlystatethepricesexclusiveoftaxes,togetherwiththecorrespondingtax.

Thefinancialproposalshouldbecompletelyunambiguousandwillbedisqualifiedifitcontainsanystatementspreventinganaccurateandcompletecomparisonoftheoffers(suchas“Tobediscussed”,“Dependingonx”,etc.)orreferringtoexternalcircumstances(suchasanalreadyexistingbutseparatecontract).


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3.4. submittinganoffer

Pleaserefertothedocument`InstructionstotenderersandconditionsapplicabletoEurojusttenders`whereallinstructionsonhowtosubmitatenderarecontained.


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ANNEXATERMSOFREFERENCE

1. SUBJECTThescopeofthisopenprocurementprocedureistheawardofaservicecontractfortheprovisionofindependent professional insurance broking and insurance advice services to Eurojust with totalcontractdurationof4yearsandabudgetceilingnotexceeding400.000,00EUR.

2. BACKGROUNDINFORMATIONEurojust was established in 2002. Its mission is to support and strengthen coordination andcooperation between national authorities in fighting serious cross‐border crime that affects theEuropeanUnion(hereinafter“EU”).

Each of the EU‐Member States seconds a senior representative to work at Eurojust in The Hague.Theserepresentativesareexperiencedprosecutors,judgesorpoliceofficersofequivalentcompetenceandtheyareinchargeofcarryingoutEurojust’smandatetocoordinatenationalauthoritiesateverystage of criminal investigation and prosecution. They also resolve the challenges and practicalproblemsarisingfromthedifferencesbetweenthelegalsystemsoftheMemberStates.

National Members, who form the College of Eurojust, are supported by Deputies, Assistants andSecondedNationalExperts.WhereEurojusthasacooperationagreementwitha thirdState,LiaisonMagistrates fromthat thirdStatemayworkatEurojust.Currently, liaisonMagistrates fromCroatia,NorwayandtheUSAareattachedtoEurojust.RecentEUlegislationalsoprovidesthatEurojustmaypostLiaisonMagistratestothirdStates.

Eurojust is also home to the secretariats of theEuropean JudicialNetwork, theNetwork of contactpointsforgenocide,crimesagainsthumanityandwarcrimes,andtheNetworkforJointInvestigationTeams.

Eurojust deals with roughly 1500 cases per year. It also holds approximately 190 coordinationmeetings per year. These meetings bring together national judicial, investigatory and prosecutingauthorities fromMember States and, where appropriate, third States. At thesemeetings, caseworkissues are resolved and plans for operational actions such simultaneous arrests and searches aredeveloped.

ORGANISATIONANDSTRUCTURETheCollege is supported in its day‐to‐day activitiesby an administrativeorganisation composedofseveral units: Budget, Finance & Procurement, Corporate Services, Human Resources, InformationManagement, the Legal Service, the Case Analysis Unit, the Secretariat of the European JudicialNetwork (EJN), the Joint InvestigationTeamsNetworkSecretariat (JITS)and theGenocideNetworkSecretariat.Inaddition,threededicatedservicessupporttheCollege:DataProtection,Press&PR,andtheCollegeSecretariat.

In the near future, Eurojust will continue to grow in terms of volume of activities, administrativefunctions and number of employees. The number of post‐holders in Eurojust in 2012 wasapproximately250.

Further information on Eurojust’s activities is available on its website at the addresshttp://www.eurojust.europa.eu.


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EurojustislocatedinTheHague,TheNetherlands,andcurrentlyoccupiestwobuildings:the“HaagseArc”locatedattheMaanweg174andthe“HaagseVesteI”buildingattheSaturnusstraat9.However,duringthe2+1+1yearsimplementationperiodofthiscontractitisexpectedthatEurojustismovingtoitsnewfinalpremisesthatisgoingtobelocatedinTheHague,whereallstaffwillmergedintoonebuilding.

In compliance with its function according to the Eurojust Decision, Eurojust regularly hostscoordination meetings between investigators and prosecutors from different States, involving alsoexternalguests.FurthermoreEurojustconductsalargenumberofinternalmeetings.InthelastyearsthenumberofmeetingsandstudyvisitshostedatEurojustpremiseshasincreased,togetherwiththedrivingneedstoshuttleEurojustguestsandpost‐holderswiththeirluggagetoandfromairports,stations,hotelsandsimilarlocations.Thefleetofcarshasexpandedaccordinglyandatthemomentconsistsof6cars.Inthesameway,missionsofpostholdersincreased.In2012about1835missionsandatotalof6629daysofmissiontookplace:90%ofthosemissionstookplacewithintheEuropeanUnionandaround10%outside(themost frequentoutsideEUdestinationareRepublicofSerbia,Turkey,Switzerland,LatinAmerica;morerarelyAfrica,UnitedStates,Russia,ChinaandThailand).Followingwhatisexplainedabove,Eurojusttechnicalequipmentandinstallations,includingbutnotlimited to IT infrastructure and computing/audiovisual equipment, needs to be insured againstdamageandtheft,when:

locatedatEurojustbuildings; intransitbetweenthetwobuildings; usedoutsideofEurojustpremises,alsoabroad(whentakenonmissions).ForthisreasonadequateinsurancecoverageisimportantforEurojust.AnnexElistsalltheinsurancepoliciescurrentlyinforce,howeveradditionalpoliciesmayberequiredinthefuture.

3. REQUIREMENTS

3.1 Servicestobeprovided

Eurojust isundertakinganopenprocurementprocedure for theawardofa frameworkcontract forthe provision of independent professional insurance brokerage and insurance advice services for arangeofgeneralinsurances.Theselectedprofessionalinsurancebrokerageshallrenderthefollowingservicesforalltypesofinsurances(non‐exhaustiveenumeration):

1. IndependentprofessionaladviceeitheronitsowninitiativeoronEurojust’srequeston:a. Insurancecoverage(currentsituationisdisplayedinAnnexE)thatmeetstheneedsof

Eurojust including risk analysis, developmentof a coverage concept, researching themarketinordertofindthemostcosteffectiveinsurancepolicies.

b. ThecurrentstatusoftheinsurancemarketandhowEurojust’sinsurancerequirementscanmost effectively be presented to insurers including the provision of informationregardingchangesincurredinpolicies,insurancemarket,nationallegislationandanyotherissuesaffectingEurojust’sinsurancepoliciesinforce.

c. Thesuitabilityandsolvencystatusoftheproposedinsurers.2. Priortoeachinsurancepolicyplacementorrenewaltheinsurancebrokershallprospectthe

insurancemarketwhilst taking Eurojust’s insurance coverage requirements and the agreedstrategyintoaccount.


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3. PlacementandrenewalofEurojust’sinsuranceswithsuitableinsuranceprovidersatalltimesensuringsuchplacementsareforthebenefitofEurojust.

4. Continuousmanagement,administrationand improvementofEurojust’s insurancecoverage,includingrenewingoramendingexistingpolicies,andregularreportingonthestateofplayoftheinsurancepoliciesinforce.

5. Handlingofallclaimsarisingunderinsurancepoliciesinforce,ensuringtheirfollowupuntilsettlement.

6. Functionasacentralpayingagent,i.e.theinsurancebrokershallissueandsubmitallinvoicesconcerning premiums to Eurojust and Eurojust shall pay the amounts due to the accountdesignatedbytheinsurancebrokerwithdischargingeffect.Theinsurancebrokershallinvoicepremiums only after Eurojust has received and approved the corresponding insurancepolicies.

3.2 PerformanceofservicesWithin 10working dayswhen requested by Eurojust to investigate and negotiate a new insurancepolicyand,inanycase,atleastthreemonthsbeforeaninsurancepolicycurrentlyinplaceisabouttoexpire, the insurance broker shall submit at least three alternativeproposals toEurojust (providedthere is a sufficient number of market operators available), specifying the advantages anddisadvantages of each proposed policy and its suitability to Eurojust’s needs. Details and adviceregardingspecificclauses,termsandconditionsshallbeprovidedtoEurojustbytheinsurancebroker.TheinsurancebrokershallavoidanyperiodofgapintheinsurancecoverageofEurojust.

In any case, Eurojust will approve/disapprove in writing the solutions proposed by the insurancebroker. The insurance broker is an agent of Eurojust and as such cannot take decisions withoutEurojust’spriorwrittenapproval.

OnceaproposedinsurancepolicyisapprovedinwritingbyEurojusttheinsurancebrokershalltakeout thatpolicywith the insurer.Bygiving thewrittenapprovalEurojustalsoaccepts the termsandconditionssetintheinsurancepolicy.

If requested by Eurojust, the insurance broker shall be available to attend meetings at Eurojustpremises,howevernotravel,accommodationorsubsistenceexpensesincurredwillbereimbursedbyEurojust.

InvoicesshallbesubmittedexclusivelybytheinsurancebrokertoEurojustandallpaymentsshallbemadeonlytotheinsurancebrokerandnottotheinsurer.AllpremiumsshallbeinvoicedtoEurojustdisplaying separately the amounts applicable for insurance tax and any other fee(s) charged toEurojust.Eurojustshallbeupdatedonthestateofplayoftheinsurancepoliciesinforceatleastevery6monthsorwheneverrequestedbyEurojust.

3.3 CommunicationpolicyandcustomersupportAllcommunicationsandinformationexchangewithEurojustshallbeinwriting(byfaxore‐mail).

Theinsurancebrokershallguaranteetheassistanceofafixedcontactpersonwithinitsorganisation,whowillrepresentthesinglepointofcontactforalloperationalandadministrativecommunicationswithEurojust.ThecontactpersonwillsuperviseandmanagealltherequestsreceivedfromEurojustandliaisewiththecontactpersonsdesignatedbyEurojust.Eurojustshallnotbedeemedresponsiblefor contacts and/or requests the insurance brokermay receive from Eurojust staff other than thedesignatedcontactpersons.


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Foranyrequestsrelatedtoinsurancecoverage,changesinpoliciesand/ortheservicescarriedoutbythe insurancebroker,whenever requestedbyEurojust, the insurancebroker shallprovideEurojustwithanimmediatewrittenconfirmationofreceipt–withinmaximum2workingdaysfromthedateoftherequest–specifyingthemeasurestobeundertaken.

Any correspondence and documents relating to the performance of this contract – including theinsurancepoliciessignedwiththeunderwriters‐shallbewritteninEnglish.


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ANNEXBTechnicalProposalForm

Administrationofthecontract(30)

Question#1:

DescribeindetailthestepsinvolvedinsettinguptheaccountforEurojust.Includeinformationoftheteaminvolved,structureandanalysisofEurojust’srequirements.

Answer#1:

Question#2:

DescribehowyouintendtointeractandcommunicatewiththeEurojustduringperformanceoftheservices.

Answer#2:

Questions#3:

Describethequalitymanagementsystemsyouhave inplace inorder toensureahigh levelofcustomerservice.

Answer#3:

ServiceDelivery(40)

Question#1:

ExplainyourbrokerageandtechnicalresourcestoadviseandplacealltypesofinsurancesthatyouconsiderrelevanttoEurojust.Howwilltheseresourcesensureindependentadvice?

Answer#1:

Question#2:

Pleasedescribeingeneralthemethodologyappliedforrequestsforquotationfrominsurers.Inaddition, please indicate the criteria applied for selecting insurers and identifying the mostbeneficialinsurancepolicyforEurojust.Howmanyinsurerswouldarequestforquotationofaspecificinsurancebeaddressedto.

Answer#1:

Question#3:

Describe how and by whom insurance claims will be handled (names, function andqualification).


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Answer#1:

MarketKnowledge(30)

Question#1:

Describe theprocedure tobeapplied toensure the financial viabilityof insurersproposedbyyou.

Answer#1:

Question#2:

Howdoyouensurethatthemostcompetitivequotationsfrominsurersareobtained?

Answer#2:

Question#3

Please describe your methods of doing market analysis; are there differences between thevarioustypesofinsurancecontracts(i.e.thirdpartyliability,health,allrisk,etc.).Ifyes,pleasedescribethemaswell.

Answer#3:



ANNEXCFinancialProposal

Instructions:

The tenders shall fill in part 1 and part 2 of this Financial Proposal which will be subject to thefinancialevaluationasdescribedinsection2.5oftheInvitationtoTender.Furthertotheinstructionsgiven insection3.3of the Invitation toTender the tenderer is requested toadhere to the followingguidelines:

i. Inpart1,thetenderershallindicateaprice(i.e.afixedamountinEURandnotarange)fortheannuallumpsumforservicesapplicabletotheentire2+1+1yearsdurationoftheframeworkcontract.Thisannuallumpsumwillbesubjecttoindexation.

PricesshallbeindicatedinEUR,shallbeinclusiveofallcostsinvolvedintheperformanceofthecontract (e.g. include informationgathering,placement,periodicmeetingswithEurojust,travel,accommodation,subsistenceetc.).Notravel,accommodationandsubsistenceexpensesincurredintheperformanceoftheserviceswillbereimbursedbyEurojust.

Pricesshallexcludeallduties,taxesandothercharges(includingVAT),asEurojustisexemptfromsuchcharges.

ii. In part 2, the tenderer shall state for each of the 11 insurance categories the applicablebrokerage fees inpercent (additional information about the current situationon insurancescanbe foundinAnnexE)chargedtoEurojust.Thebrokeragefeeshallbea fixedpercentage(notarange)oftheinsurancepremiumperyearandshallbeall‐inclusive(i.e. includinganyother fee that may be charged to Eurojust). For category 11 the tenderer shall give a flatbrokeragefeeinpercentthatappliestoinsurancecategoriesotherthantheoneslistedinlines1to10ofthetable.

The quoted brokerage fees shall represent the maximum brokerage fees the successfultenderer is allowed to charge for insurance policies taken out during the implementationperiod of the framework contract (i.e. the successful tenderermust not exceed his initiallyquotedbrokeragefeesintherespectivetypeofinsurance),howeverhemaychargelowerfees.

PART1

Annualall‐inclusivelumpsumpricefortheservicestobeprovidedasperAnnexA,section3,inparticularforindependentprofessionaladvice(butnotlimitedto).

PriceinEUR (excludingVAT)Annuallumpsumforservicesapplicableduringthe2+1+1yearsdurationofthe

FrameworkContract


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PART2

shall contain the Pricing Form,which can be found in Annex B,duly filled in for comparison andevaluationpurposes.

A B C D

# Insurancepolicy Item

BrokeragefeeincludinganyotherfeewhichwillbechargedtoEurojustontopoftheannual

insurancepremium

(fixed%oftheannualpremium)

1 ComputerInsurance Equivalent to Generalipackage policy 992275473(seeAnnexE)

2 InventoryInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)

3 BuildingsInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)

4 BusinessInterruption/additionalcostsInsurance

EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)

5 GlassInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)

6 LiabilityInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)

7 CarInsurances Equivalent to carinsurances listed in AnnexE

8 Insurance for damagetoroadusers

Equivalent to policy60.11.5009

(seeAnnexE)

9 Business TravelInsurance

Equivalent60.11.4866

(seeAnnexE)

10 Corporate ProtectionInsurance

EquivalenttodescriptioninAnnexE

11 Additional insurancesagainst risks inaddition to those listedin#1to10above

AggregatedpercentagesstatedincolumnD



AnnexD

ModelContract(pleaserefertotheattachedPDF)


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AnnexECurrentInsurancePolicyDetails

(Status01/06/2013)

Generalipackagepolicy992275473

ComputerInsurance

Policynumber 992275473

Assetscovered Computers/Laptops

Insuredamount computers EUR5,859,900,‐‐

Insuredamount laptops EUR308,416,‐‐

Insuredlocations Maanweg174,Saturnusstraat9inTheHague,theNetherlands

Construction (mainly)concrete

Periodofcoverage 01‐01‐2012till01‐01‐2016

Deductible EUR125,‐‐(laptops),EUR1,250,‐‐(computers)

Remark:EUR20.000,‐‐oftheinsuredequipmentislocatedatotherlocationsintheNetherlandsaswellasinFrance.

InventoryInsurance


Assetscovered Inventory

Insuredamount EUR4,160,863,‐‐

Insuredlocations Maanweg174,Saturnusstraat9inDenHaag

Construction (mainly)concrete


Deductible EUR1,250,‐‐(exceptlossescausedbyfire,fireextinguishing,explosion,lightningstroke,orairplanes)

Remark:Thereisaclauseinrespectofthefireequipment.


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BuildingsInsurance


Assetscovered Tenantissues


Insuredlocations Maanweg174,Saturnusstraat9inDenHaagConstruction (mainly)concretePeriodofcoverage 01‐01‐2012till01‐01‐2016

Deductible EUR1.250,‐‐(exceptlossescausedbyfire,fireextinguishing,explosion,lightningstroke,orairplanes)


Businessinterruption/additionalcostsPolicynumber 992275473

Maximumperiod 78weeksadditionalcosts


Insuredlocations Maanweg174,Saturnusstraat9inDenHaag



GlassinsurancePolicynumber 992275473

Insuredamount Actualcosts


Insuredlocations Maanweg174

Construction Allglassthatservesforlettingthroughlight

Remark:

AccordingtotheinformationprovidedbyEurojustonlythetop3floorsofthelocationatMaanweg174inDenHaagareusedbyEurojust.


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LiabilityInsurancePolicynumber 992275473

Assetscovered Corporateliabilityfordamagecausedtopersonsand/orproperty

Insuredamountperclaim EUR1,250,000,‐‐

Insuredamountperinsuranceyear EUR2,500,000,‐‐

Insuredsalary EUR3,500,000,‐‐


Deductible EUR250,‐‐(perclaim,forpropertydamage)

Remark:Damagecausedtotheenvironmentisnotcovered.

CarinsurancesInsuredcapacity:LiabilityandcomprehensiveinsuranceInsuredamountcomprehensiveinsurance:basedonthevalueofthecars

Insuredamountliability: EUR2,500,000,‐‐

PolicyNumber MO50940

Insuredcar MercedesViano25‐CD‐22

Insuredamountcomprehensive EUR57.183,‐‐(excludingVAT)

Insuredamountliability EUR2,500,000,‐‐


Deductible EUR135,‐‐

Insurancecompany AEGONSchadeverzekeringN.V.


Insuredcar Mercedes‐BenzS250,29‐CD‐80

Insuredamount EUR77,000,‐‐(excludingVAT)




Insurancecompany AEGONSchadeverzekeringN.V.


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Insuredcar AudiA63.006‐CD‐79

Insuredamount EUR44.072,‐‐(excludingVAT)




Insurancycompany AEGONSchadeverzekeringN.V.


Insuredcar MercedesS400CDI25‐CD‐28





Insurancecompany DeGoudseVerzekeringen


Insuredcar VolkswagenTransporter12‐CD‐76






PolicyNumber 43193958

Insuredcar VolkswagenPhaeton20‐CD‐28







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Insurancefordamagetoroad‐usersPolicynumber 60.11.5009

Assetscovered Damageofemployeesintheircapacityofroad‐users



BusinesstravelinsurancePolicynumber 60.11.4866

Assetscovered Allpersonswhotravelabroadforbusinessbyorderofthepolicyholder(Eurojust)

Insuredamount personalaccident EUR300.000,‐‐


CorporateProtectionInsuranceInsurer confidential,concludedviaEurojust’sbroker

Coverage CrisisManagement

Insuredamount confidential

Periodofcoverage ongoing


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ANNEXFClaimsHistory

(2011topresent)

Date TypeofInsurance Descriptionsoftheincident Status

15/02/2011 Generali packagepolicy, policy992275473

15/02/2011,waterdamage

On 30/11/2011 EUR 2,710.00were paid (deductible EUR1,250.00)

Completed

11‐03‐2012 Car insurance, policyMO50941

Cardamage

Unilateral damage, the insuredhit a fence driving backwards.The tailgate and bumper weredamaged.

The total amount of EUR1,472.97 has been paid in threepayments directly to therepairer

EUR 1,322.97 + EUR 135.00 +EUR15.00

Completed

03/05/2011 Travel insurance,policy60.11.4866

03/05/2011.damagedtrousersAmountpaid:EUR149,‐‐

Completed

UPDATED to tender and Annexes A, B, C, E F (MS WORD format) for tender... · Invitation to tender...

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