Provision of general facilities management and ancillary services to the European Commission at its premises at Grange, Dunsany, County Meath, Ireland

European Commission

Contracting authority I.1) Name, addresses and contact point(s): European Commission, Directorate-General for Health and Consumers, Directorate A — General Affairs, attention: Ms F. O'Sullivan-Kelleher, Grange, Dunsany, Trim, County Meath, IRELAND. Unit A6 — Administrative Affairs, Grange. Tel. sanco-irl-cft@ec.europa.eu Internet address(es): General address of the contracting authority: http://ec.europa.eu/comm/dgs/health_consumer/ Further information can be obtained at: As in abovementioned contact point(s). Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in abovementioned contact point(s). Tenders or requests to participate must be sent to: As in abovementioned contact point(s). Type of the contracting authority and main activity or activities: European institution/agency or international organisation. General public services. The contracting authority is purchasing on behalf of other contracting authorities: no. Object of the contract II.1) Description II.1.1) Title attributed to the contract by the contracting authority: Provision of general facilities management and ancillary services to the European Commission at its premises at Grange, Dunsany, County Meath, Ireland. Type of contract and location of works, place of delivery or of performance: Services. Grange, Dunsany, County Meath, IRELAND. The attention of applicants is drawn to the location of the European Commission's premises, which are situated in County Meath, some 45 km northwest of Dublin, approximately 8 km from Trim and 25 km from Navan. A public contract. Short description of the contract or purchase(s): The European Commission intends to conclude 1 or more contracts over 3 lots relating to the overall management of logistical services of an office facility located at Grange, Dunsany, County Meath, Ireland. The facility accommodates the Food and Veterinary Office (FVO) and an Administrative Affairs unit, both of which are an integral part of the European Commission's Directorate-General for Health and Consumers. The European Commission moved into the Grange site in April 2002. The location is approximately 45 kilometres to the north-west of Dublin City, on a site on the main road from the town of Trim (R 154). a large conference facility with interpretation and back-up facilities, cellular office accommodation for up to 250 staff, library and computer facilities, kitchen and dining facilities, archive storage. Crèche/childcare buildings and a service compound are adjacent to, but separate from, the main complex. The numbers on site made up of European Commission staff and various service providers (e.g. facilities management operational personnel, crèche service providers and catering staff) could total approximately 190. However, the nature of the work carried out requires staff to work away from the office for periods. As a result of this pattern, during working weeks and around holiday periods, the population on site can vary. It is rare that the site population on any occasion would exceed 140 people. The European Commission intends to let 1 or more contracts to provide services to its premises in Grange, Dunsany, County Meath, Ireland. This contract notice covers 3 lots as follows: lot 1 — general facilities management and ancillary services, lot 2 — security services, lot 3 — cleaning services. Economic operators may apply for 1 or more lots. Descriptions of each lot are to be found in 'Information about lots' in this notice. Common procurement vocabulary (CPV): 79993000, 79710000, 90919000. Contract covered by the Government Procurement Agreement (GPA): Yes. Tenders should be submitted for: 1 or more lots. Quantity or scope of the contract II.2.1) Total quantity or scope: The duration of each contract is for an initial period of 3 years, renewable for 2 further periods of 1 year each. In line with Article 126 of the Implementing Rules to the Financial Regulation, the Directorate-General for Health and Consumers reserves the right to negotiate with the eventual contractor(s) additional services up to a maximum of 50 % of the contract value where: (a) such additional contracts cannot be technically or economically separated from the main contract without serious inconvenience for the European Commission; or (b) such additional services, although separable from the performance of the original contract, are strictly necessary for its completion. Provisional timetable for recourse to these options: in months: 60. Information about lots Lot No 1 Title: Lot 1 — general facilities management and ancillary services 1) Short description: Within the context of the description previously given under paragraph II.1.5, this lot specifically covers the following activities: activity 1: design and implementation of a management system to oversee the provision of all logistical, maintenance and health and safety services foreseen under this lot, activity 2: monitoring, preventive maintenance and corrective maintenance of the buildings, grounds and all technical equipment, activity 3: health and safety, activity 4: office support services, activity 5: provision of services in conference rooms. Common procurement vocabulary (CPV): 79993000. Lot 2 — security services 1) Short description: Within the context of the description previously given under paragraph II.1.5, the services to be provided under this lot shall ensure the safety and security of all personnel and of all European Commission property and assets on the Grange site, which requires service provision on the basis of 24 hours per day, 7 days per week. The security of the staff, buildings and site is of paramount importance to the European Commission. To this end the European Commission demands and expects an extremely high level and standard of service in relation to the implementation of this lot. Common procurement vocabulary (CPV): 79710000. Lot 3 — cleaning services 1) Short description: Within the context of the description previously given under paragraph II.1.5, this lot specifically covers the provision of a comprehensive cleaning and waste disposal service for all aspects of all areas of the Grange site including the crèche. It is expected that certain cleaning tasks would be undertaken during normal office hours, and that the remainder would be undertaken outside this period. The following approximate areas in square metres are provided as an indication only: false flooring/raised access 68 m2, wooden flooring 724 m2, tiled flooring 809 m2, stone flooring 1 283 m2, carpet 1 238 m2, internal glass panels 1 400 m2, office windows 1 600 m2, marmoleum floor covering 7 930 m2. Common procurement vocabulary (CPV): 90919000. Legal, economic, financial and technical information III.1) Conditions relating to the contract III.1.1) Deposits and guarantees required: To be included in the tender specifications which will be sent to shortlisted candidates. Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them: To be included in the tender specifications which will be sent to shortlisted candidates. Legal form to be taken by the group of economic operators to whom the contract is to be awarded: Tenders can be submitted by groupings of service providers/suppliers who will not be required to adopt a particular legal form prior to the contract being awarded, but may be required to do so after the award if this formulation is necessary for the good execution of the contract. However, a grouping of firms must nominate 1 party to be responsible for the receipt and processing of payments for members of the grouping, for managing the service administration, and for coordination. The documents required and listed in the following paragraphs 'Exclusion criteria and supporting documents' and 'Selection criteria' must be supplied by every member of the grouping. Each member of the grouping assumes a joint and several liability towards the European Commission. Other particular conditions to which the performance of the contract is subject: No. Conditions for participation III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers: Information and formalities necessary for evaluating if requirements are met: A. Requests to participate must be sent in a letter posted no later than the date in point IV.3.4 of this notice. Faxed or e-mailed requests to participate must be confirmed by a letter posted before the same date. Requests to participate must be sent in a double envelope. Both envelopes must be sealed and the inner one must be marked with both the name of the department which it is addressed to (see above) and the following: '2010/SANCOA6/Facilities Management and Ancillary Services — Lot no. x — Request to Participate (candidate's name) — Not to be opened by the postal service'. Self-seal envelopes must be sealed with sticky tape, with the sender's signature written across the tape. Candidates may elect to send their requests to participate either by: (a) registered post to the official address in point I.1 of this notice. In this case, the date of dispatch will be evidenced by the postmark or; (b) delivery (in person or by any party representing the candidate, or by courier) to the address indicated in Section I.1. 30 until 17:00, Monday to Thursday, and from 8:30 until 16:00 on Fridays. It is closed at weekends and on European Commission holidays. For deliveries by courier, the valid date of dispatch will be the date on the courier's delivery note. For deliveries made in person or by any party representing the candidate, delivery will, in this case, be confirmed by a receipt dated and signed by an official of the department indicated in Section I.1. B. Candidates must: — quote reference '2010/SANCOA6/Facilities Management and Ancillary Services — lot No (x)' in their request to participate, — enclose the documents and information required in points III.2.1 to III.2.3, — enclose identity details as follows: name, legal status, nationality, address, telephone and fax numbers, contact name and e-mail address, VAT number, official registration number (where applicable) and bank details. Legal position — means of proof required: name of the country in which candidates have their head office or are domiciled, enclosing the documents evidencing this under the law in their country of residence. Candidates' requests to participate must include a solemn declaration, duly signed and dated, stating that they are not in any of the situations listed hereafter which would disqualify them from participating in a contract. Groupings must furnish separate declarations for each member. Candidates will be disqualified from taking part in the contract if they: (a) are bankrupt or being wound up, if their affairs are being administered by the court or if they have entered into an arrangement with creditors, if they have suspended business activities, if they are the subject of proceedings of this nature or if they are in any analogous situation arising from a similar procedure under national laws or regulations; (b) have been convicted of an offence concerning their professional conduct by a judgment which has the force of 'res judicata'; (c) have been guilty of grave professional misconduct proven by any means which the contracting authorities can justify; (d) have not fulfilled their obligations to pay social security contributions or taxes in accordance with the legal provisions of their country of residence or with those of the country of the contracting authority, or those of the country where the contract is to be carried out; (e) have been the subject of a judgment which has the force of 'res judicata' for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the European Union's financial interests; (f) have been declared to be in serious breach of contract for failure to comply with their contractual obligations, following another procurement procedure or grant award procedure financed by the European Union's budget. Moreover, interested parties are informed that candidates or tenderers will not be awarded the contract if, during the procurement procedure, they: — are subject to a conflict of interests, — are guilty of misrepresentation in furnishing the information required by the contracting authority in order to take part in the contract, or have not furnished said information. Administrative or financial penalties may be imposed by the contracting authority on tenderers who are in one of the cases of exclusion provided for above, in accordance with Articles 93, 94 and 96 of the Financial Regulation (Council Regulation (EC, Euratom) 1605/2002 of 25.6.2002) and Article 133 of the Implementing Regulation (Commission Regulation (EC, Euratom) 2342/2002 of 23.12.2002). Candidates invited to tender must include a solemn declaration with their tenders, duly signed and dated, stating that they are not in any of the situations which would disqualify them from being awarded a contract. The tenderer to whom the contract will be awarded must furnish, within the time limit indicated by the contracting authority and before the contract is signed, the following documents in support of the solemn declaration with regard to the situations which would disqualify him from participation in the contract: — a recent extract from the judicial record or, failing this, an equivalent document recently issued by the appropriate judicial or administrative body in the country in which tenderers reside, stating that they are not in any of the situations described in (a), (b) and (e) which would disqualify them from participating in a contract, — a recently-issued certificate from the appropriate body in the country in which tenderers reside, stating that they have fulfilled their obligations in respect of payment of social security contributions and taxes in accordance with the legal provisions of the country in which they reside. Where no such document or certificate is issued in the country concerned, it may be replaced by a statement under oath or, failing that, a solemn declaration made by tenderers before a judicial or administrative body, a notary or a qualified professional body in their country. Tenders submitted by a consortium, grouping or association of companies must contain: (a) a document detailing the composition and constitution of the entity or legal form of this cooperation should they be awarded the contract; (b) a letter signed by each grouping member stating that they undertake to carry out the work and specifying their role, qualifications and experience. Tenderers failing to provide this document may be automatically excluded. Economic and financial capacity: Information and formalities necessary for evaluating if requirements are met: Candidates must provide evidence of economic and financial capacity for themselves and for any intended subcontractors. Candidates who do not provide the documentation specified, or who are judged, on the basis of the documentation provided, not to have fulfilled the criteria specified below, will be excluded. The following documents must be provided in evidence of economic and financial capacity: — the presentation of balance sheets or extracts from balance sheets and profit-and-loss accounts for the last 3 years for which accounts have been closed, where publication of the balance sheet is required under the company law of the country in which the economic operator is established. The balance sheet shall show before-tax profits for the past 3 years for which accounts have been closed, — if the balance sheets or the statement show an average loss over the past 3 years, then candidates must furnish another document as proof of their financial and economic standing, such as appropriate statements from the bank or evidence of professional risk indemnity insurance, — a statement of overall turnover and turnover for the kind of services required in this contract realised over the past 3 financial years (2007, 2008 and 2009), — in the case of entities established less than 3 years ago, the relevant documents should be provided for the period of their existence only. Should the application be submitted by a grouping, the aforementioned information must be submitted to the contracting authority in the form of a separate document for each grouping member and a document summarising the consolidated data for the grouping as a whole. Minimum level(s) of standards possibly required: Annual turnover must have averaged at least: lot 1: 2 000 000 EUR; lot 2: 400 000 EUR; lot 3: 400 000 EUR; for the kind of services required under this/these contract(s) during the 3 past financial years given as references for candidates to be eligible to take part in the contract. Information and formalities necessary for evaluating if requirements are met: Evidence of the technical and professional capacity should be furnished on the basis of the following documents: Lot 1: (A) a list should be provided of the principal contracts carried out in the past 5 years, with the sums, dates and recipients, public or private. The list of the most important works shall be accompanied by certificates of satisfactory execution, specifying whether they have been carried out in a professional manner and have been fully completed; (B) the organisation chart and staff curricula vitae showing the educational and professional qualifications of the contractor and those of the firm's managerial staff and, in particular, those of the person or persons responsible for providing the services or carrying out the works; (C) an indication of the proportion of the contract which the service provider may intend to subcontract. (A) a list should be provided of the principal contracts carried out in the past 5 years, with the sums, dates and recipients, public or private. The list of the most important works shall be accompanied by certificates of satisfactory execution, specifying whether they have been carried out in a professional manner and have been fully completed; (B) the organisation chart and staff curricula vitae showing the educational and professional qualifications of the contract manager and those of the firm's managerial staff and, in particular, those of the person or persons responsible for providing the services; (C) an indication of the technicians or technical bodies involved, whether or not belonging to the firm, especially those responsible for quality control; (D) an indication of the proportion of the contract which the service provider may intend to subcontract. (A) a list should be provided of the principal contracts carried out in the past 5 years, with the sums, dates and recipients, public or private. The list of the most important works shall be accompanied by certificates of satisfactory execution, specifying whether they have been carried out in a professional manner and have been fully completed; (B) the organisation chart and staff curricula vitae showing the educational and professional qualifications of the contractor and those of the firm's managerial staff and, in particular, those of the person or persons responsible for providing the services or carrying out the works; (C) please specify the training that has or will be provided to all cleaning staff including induction training with particular reference to training to comply with current legislation; (D) an indication of the proportion of the contract which the service provider may intend to subcontract. Minimum level(s) of standards possibly required: Lot 1: (A) applicants must show that they have successfully provided similar facilities management services to large organisations and/or sites of an area greater than 5 000 m2 over the past 5 years. The services provided must include at least: overall management (activity 1), building maintenance (activity 2) and health and safety (activity 3); (B) the contract manager for the site must have completed 5 years' experience as manager of a similar-sized site. All other staff must have a minimum of 5 years' experience in the domain for which they are proposed; (C) intended subcontractors and their staff will be subject to the same criteria. (A) applicants must show that they have successfully provided security services to large organisations over the past 5 years; (B) the contract manager for the site must have completed 5 years' experience as a manager of a similar-sized facility. The security team leader should be fully qualified and have 5 years' experience of managing a similar-sized establishment. Staff must be fully trained and have a minimum of 3 years experience in security; (C) 1. private security authority licence; 2. having attained NSAI guarding security services standards I.S.999:2004 or comparable; 3. having attained I.S.228 and SR 41 security guard (monitoring centre) or comparable; 4. staff training to recognised standards; (D) intended subcontractors and their staff will be subject to the same criteria. Applicants must show that they have successfully provided professional cleaning services to medium to large companies over the past 3 years. The contract manager responsible for the site must have completed 5 years' experience as manager of a cleaning company. Cleaning staff must be fully trained in cleaning to industry standards and have a minimum of 3 years' experience. (D) Intended subcontractors and their staff will be subject to the same criteria. Conditions specific to services contracts III.3.1) Execution of the service is reserved to a particular profession: No. Procedure IV.1) Type of procedure IV.1.1) Type of procedure: Restricted. Award criteria IV.2.1) Award criteria: The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document. An electronic auction will be used: No. Administrative information IV.3.1) File reference number attributed by the contracting authority: '2010/SANCOA6/Facilities Management and Ancillary Services'. Previous publication(s) concerning the same contract: No. Conditions for obtaining specifications and additional documents or descriptive document: Payable documents: no. Time limit for receipt of tenders or requests to participate: 30.7.2010 (16:00). Language(s) in which tenders or requests to participate may be drawn up: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish. Complementary information VI.1) This is a recurrent procurement: Yes. Estimated timing for further notices to be published: May 2014. Contract related to a project and/or programme financed by EU funds: No. (1) The attention of interested parties is drawn to the aim of this notice, i.e. to select candidates who will receive the specifications and be invited to tender. The procedure consists of 2 distinct phases. In the first phase, requests to participate sent in response to this notice will be appraised by a selection committee on the basis of criteria indicated in Section III.2 'Conditions for participation'. In phase 2, all applicants who meet the minimum levels of standards indicated will be shortlisted and subsequently invited to submit a tender. Applicants who are not shortlisted after phase 1 will be informed of the reasons for their elimination from the procedure. (2) NB: interested parties are requested to observe strictly the conditions stated in point III.2 when submitting their request to participate, namely: — to send their application by post before the deadline in point IV.3.4. Applications sent after the deadline in point IV.3.4 will be automatically rejected, — to enclose all the documents and information requested in points III.2.1 to III.2.3. Incomplete applications may be automatically discarded. (3) Interested parties are requested to refrain from seeking further information at this stage. (4) It is likely that a visit to the Grange site will be arranged in order for shortlisted candidates to view the premises. However, no costs incurred by candidates in this regard can be reimbursed by the European Commission. A maximum of 3 representatives from any tenderer may participate in the site visit. Participation in a site visit is not obligatory. Date of dispatch of this notice: 11.6.2010.

The time limit for receipt of tenders was 2010-07-30. The procurement was published on 2010-06-22.

• • European Commission

• • Investigation and security services › Security services
• • Miscellaneous business-related services › Building and facilities management services
• • Cleaning services › Office, school and office equipment cleaning services