Provision of travel and conference-related services

Eurofound - European Foundation for the Improvement of Living and Working Conditions

Contract notice Services Section I: Contracting authority I.1) Name, addresses and contact point(s): Eurofound โ€” European Foundation for the Improvement of Living and Working Conditions, attn: Bernice Turner, Wyattville Road, Loughlinstown, Dublin 18, Ireland. Tel. btu@eurofound.europa.eu. Internet address(es): General address of the contracting authority: http://www.eurofound.europa.eu. Further information can be obtained at: As in above-mentioned contact point(s). Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s). Tenders or requests to participate must be sent to: As in above-mentioned contact point(s). Type of the contracting authority and main activity or activities: European institution/agency or international organisation. 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 travel and conference-related services. Type of contract and location of works, place of delivery or of performance: Services. Eurofound's premises and/or at premises/places as stipulated in the tender specifications. The establishment of a framework agreement. Information on framework agreement: Framework agreement with a single operator. Duration of the framework agreement: Duration in months: 48. Estimated total value of purchases for the entire duration of the framework agreement: Estimated value excluding VAT: Range: between EUR 0 and EUR 2 160 000. Short description of the contract or purchase(s): Eurofound requires a range of services from suitably-qualified contractors to fulfil its travel arrangements and conference-related services. A comprehensive quality business travel agent to be responsible for the booking of business travel, accommodation, and ancillary services to enable the Foundation staff and others travelling on its behalf, to undertake travel in the most efficient and cost-effective manner. For a comprehensive picture of Eurofound's activities, prospective tenderers are invited to consult our website www.eurofound.europa.eu. 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: Lot 1 โ€” provision of travel agency services for staff and invited external experts: Eurofound requires the assistance of an experienced travel agency in order to make travel and accommodation arrangements for the staff of Eurofound travelling on business to meetings and conferences, as well as invited external experts travelling all around the world but in particular in the European Union Member States and the candidate countries. The contractor to provide booking for: airline travel, rail, air, sea, car hire, coach hire and private transfers. Eurofound required an estimated 694 flights to/from Dublin and various EU airports during the 12-month period Januaryโ€“December 2007, of which 642 were within Europe. The top destination is Brussels. estimated budget of up to a maximum of approximately EUR 660 000 is foreseen over a 48-month period (maximum of approximately EUR 165 000 per annum). Lot 2 โ€” provision of accommodation: A โ€” individual bookings; B โ€” group bookings. Eurofound wishes to source the provision of hotel accommodation in the 27 Member States and candidate countries, either through travel agent/contractor and/or hotel chain or franchise of hotels in the major cities throughout Europe, including Ireland and more specifically, Dublin. As an indication, in 2007 Eurofound required an estimated 2 000 bed nights. The top destination cities were: Brussels, Dublin, Budapest, Paris, Madrid and Lisbon. Group bookings will also be required. Lot 2, A โ€” individual bookings: an estimated budget of up to a maximum of approximately EUR 360 000 is foreseen over a 48-month period (maximum of approximately EUR 90 000 per annum). Lot 2, B โ€” group bookings: an estimated budget of up to a maximum of approximately EUR 640 000 is foreseen over a 48-month period (maximum of approximately EUR 160 000 per annum). Lot 3 โ€” provision of conference venue/meeting rooms: Provision of conference venues/meeting premises for either residential and/or non-residential conferences and related services (i.e. local restaurant providers; local transport providers; local caterers; local technical support) throughout Europe. Source the provision of hotel accommodation in the 27 EU Member States and candidate countries, either through a contractor/a travel agent and/or chain of hotel or hotel group and/or sub-hotels. In 2007, Eurofound held an estimated 80 events/meetings. Brussels and Dublin. estimated budget of up to a maximum of approximately EUR 500 000 is foreseen over a 48-month period (maximum of approximately EUR 125 000 per annum). Range: between EUR 0 and EUR 2 160 000. Duration of the contract or time limit for completion: Duration in months: 48 (from the award of the contract). Information about lots Lot No 1 Title: Provision of travel agency services for staff and invited external experts for provision of travel tickets 1) Short description: Please refer to the tender specifications. Please refer to the tender specifications. Range: between EUR 0 and EUR 660 000. Indication about different date for duration of contract or starting/completion: Duration in months: 48 (from the award of the contract). Provision of accommodation 1) Short description: Please refer to the tender specifications. Please refer to tender specifications. Range: between EUR 0 and EUR 360 000. Indication about different date for duration of contract or starting/completion: Duration in months: 48 (from the award of the contract). Additional information about lots: Please refer to the tender specifications. Provision of conference venues/meeting rooms 1) Short description: Please refer to the tender specifications. Please refer to the tender specifications. Range: between EUR 0 and EUR 500 000. Indication about different date for duration of contract or starting/completion: Duration in months: 48 (from the award of the contract). Legal, economic, financial and technical information III.1) Conditions relating to the contract III.1.1) Deposits and guarantees required: Please refer to the tender specifications. Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them: Please refer to the tender specifications. Legal form to be taken by the group of economic operators to whom the contract is to be awarded: Please refer to the tender specifications. Conditions for participation III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers: Information and formalities necessary for evaluating if requirements are met: The exclusion criteria as detailed in the tender specifications must be met. Economic and financial capacity: Information and formalities necessary for evaluating if requirements are met: a) statement from the tenderer's bank indicating good financial viability of said company or proof of professional risk insurance covers; b) balance sheets or summaries thereof for at least the past 2 financial years for which accounts have been closed, where publication of balance sheets is prescribed under company law in the country in which the tenderer is established; c) statements of total turnover, and turnover relating to the provision of similar services, realised over a period which does not exceed the past 3 financial years. Information and formalities necessary for evaluating if requirements are met: Lot 1: a) Good working knowledge of English (some knowledge of other EU languages would be an advantage); b) tenderer should provide a list of references (minimum 5, public or private) and the main services provided over the last 3 years for similar contracts including their relevant contact details; c) tenderer must provide proof that they are appropriately bonded and are in possession of a valid IATA licence; d) tenderer must provide CVs of the personnel designated (including back-ups) to carry out these services; e) tenderer should provide a detailed description of the logistical infrastructure and equipment including software available to provide these services. Lot 2 (A and B): a) Tenderer should provide proof of ability to provide accommodation accredited to international rating of 3 star or greater and in close proximity to the following city centre locations in all 27 EU Member States and candidate countries, namely: Amsterdam, Athens, Berlin, Bratislava, Brussels, Bucharest, Budapest, Copenhagen, Dublin, Helsinki, Lisbon, Ljubljana, London, Luxembourg, Madrid, Nicosia, Paris, Prague, Riga, Rome, Sofia, Stockholm. Tallinn, Valetta, Vienna, Vilnius, Warsaw. Ankara, Skopje, Zagreb; b) tenderer should provide a list of references (minimum 5, public or private) and the main services provided over the last 3 years for similar contracts including their relevant contact details; c) tenderer must provide CVs of the personnel designated (including back-ups) to carry out these services; d) tenderer should provide a detailed description of the logistical infrastructure and equipment including software available to provide these services. a) Tenderer should provide proof of ability to supply a venue with a capacity of up to 100 persons (U-shaped) accredited to international star rating hotel and/or conference venue with air conditioning, greater than and including 3 stars, in close proximity to public transport in the following city centre locations in all 27 EU Member States and candidate countries, namely: Amsterdam, Athens, Berlin, Bratislava, Brussels, Bucharest, Budapest, Copenhagen, Dublin, Helsinki, Lisbon, Ljubljana, London, Luxembourg, Madrid, Nicosia, Paris, Prague, Riga, Rome, Sofia, Stockholm, Tallinn, Valetta, Vienna, Vilnius, Warsaw. Ankara, Skopje, Zagreb; b) proof of ability to provide appropriate technical equipment: telephone lines, fax, e-mail facilities, and Internet and wireless connections; c) proof of ability to provide interpretation equipment to EC standard as per specification Annex V; d) tenderer must provide CVs of the personnel designated (including back-ups) to carry out these services; e) tenderer should provide a list of references (minimum 5, public or private) and the main services provided over the last 3 years for similar contracts including their relevant contact details. Conditions specific to services contracts III.3.1) Execution of the service is reserved to a particular profession: No. Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service: Yes. Procedure IV.1) Type of procedure IV.1.1) Type of procedure: Open. Award criteria IV.2.1) Award criteria: The most economically advantageous tender in terms of the criteria stated below: 1. a) Level of detail in the proposal demonstrating an understanding of the services required by Eurofound. b) Evidence of good contract management and quality assurance measures in place and demonstrate how they will be applied to the performance of this contract. c) Team composition and balance of skills mix of the proposed teams; profiles, team roles and responsibilities of all team members, including resource back-up. N.B. only tenders achieving a minimum of 70 % of the total score will be further evaluated in relation to price. The tender offering best value for money will be chosen. Value for money means the best quality/price combination. The contract will be awarded on the basis of the quality of the proposal, cost and the competence and experience of the applicants, which, in the opinion of the European Foundation for Improvement of Living and Working Conditions, most satisfy the necessary economic and technical criteria. The Foundation will not necessarily award the contract to the lowest bidder. An electronic auction will be used: No. Administrative information IV.3.1) File reference number attributed by the contracting authority: 08/1300+3040/01. Previous publication(s) concerning the same contract: No. Conditions for obtaining specifications and additional documents or descriptive document: Time limit for receipt of requests for documents or for accessing documents: 19.9.2008 (12:00). Time limit for receipt of tenders or requests to participate: 26.9.2008 (17:00). Language(s) in which tenders or requests to participate may be drawn up: English. Minimum time frame during which the tenderer must maintain the tender: Duration in month(s): 9 (from the date stated for receipt of tenders). Tenders will be opened at the offices of Eurofound, room number LH5. Persons authorised to be present at the opening of tenders: yes. 1 person representing the tenderer may be present at the opening; participation will be restricted to an observer role. Please advise Ms Bernice Turner, Conference, Travel and Visits Officer, European Foundation, Wyattville Road, Loughlinstown, Dublin 18, Ireland, in advance if you intend to be present at the opening of tenders. Complementary information VI.1) This is a recurrent procurement: Yes. Estimated timing for further notices to be published: 2012. Contract related to a project and/or programme financed by EU funds: No. Parties interested in participating in the tender procedure can access the tender information pack via the Internet: http://www.eurofound.europa.eu/about/procurement/index.htm. The tender information pack can also be obtained from the Foundation. Requests, which should specify how the information pack is to be dispatched, i.e., in electronic format or hard copy, must be made in writing to Ms Bernice Turner either by post, facsimile ((353-1) 282 64 56/42 09) or electronic mail (btu@eurofound.europa.eu), mentioning the complete contact details (name, address, telephone, facsimile, e-mail) of the person/institute issuing the request. tenders must be submitted in triplicate in a sealed envelope, which is enclosed in a second sealed envelope. The inner envelope must be marked 'Invitation to tender No. For the attention of Ms Bernice Turner. Tender from (name of tenderer). Not to be opened by the mail service. To be opened by the opening committee only.' Note: If self-adhesive envelopes are used, they must be sealed with adhesive tape and the sender must sign across this tape. Submission of tenders by facsimile or by electronic mail is not acceptable and renders these tenders inadmissible. Procedures for appeal VI.4.1) Body responsible for appeal procedures: Court of First Instance of the European Communities, boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. cfi.registry@curia.eu.int. http://curia.eu.int. Body responsible for mediation procedures: The European Ombudsman, 1, avenue du President Robert Schuman, BP 403, F-67001 Strasbourg Cedex. Tel. euro-ombudsman@europarl.eu.int. www.euro-ombudsman.eu.int/home/en/default.htm. Precise information on deadline(s) for lodging appeals: Within 2 months of the notification to the plaintiff, or, in absence thereof, of the day on which it came to knowledge. A complaint to the European Ombudsman does not have as an effect either to suspend this period or to open a new period for lodging appeals. Date of dispatch of this notice: 25.7.2008.

Deadline
The time limit for receipt of tenders was 2008-09-26. The procurement was published on 2008-08-06.

Who?

What?

Procurement history
Date Document
2008-07-25 Contract notice
Contract notice (2008-07-25)
Object
Scope of the procurement
Title: Provision of travel and conference-related services
Full text:
โ€œContract notice Services Section I: Contracting authority I.1) Name, addresses and contact point(s): Eurofound โ€” European Foundation for the Improvement of...โ€    Show more
Place of performance
ie021 ๐Ÿ™๏ธ
Notice metadata
Document type: Contract notice
Nature of contract: Service contract
Regulation: European Institution/Agency or International Organisation
Original language: English ๐Ÿ—ฃ๏ธ

Procedure
Procedure type: Open procedure
Award criteria
The most economic tender
Type of bid: Partial tender
Awarding authority type: European Institution/Agency or International Organisation

Contracting authority
Identity
Awarding authority name: Eurofound - European Foundation for the Improvement of Living and Working Conditions
Country: Ireland ๐Ÿ‡ฎ๐Ÿ‡ช
Contact
Internet address: btu@eurofound.europa.eu ๐Ÿ“ง

Reference
Dates
Publication date: 2008-08-06 ๐Ÿ“…
Date received: 2008-07-25 ๐Ÿ“…
Date dispatched: 2008-07-25 ๐Ÿ“…
Submission deadline: 2008-09-26 ๐Ÿ“…
Date for dispatch of contract documents: 2008-09-19 ๐Ÿ“…
Identifiers
Notice number (legacy): 202855-2008
OJ-S issue: 151/2008

Object
Common procurement vocabulary (CPV)
Code: Hotel, restaurant and retail trade services ๐Ÿ“ฆ
Code: Hotel services ๐Ÿ“ฆ
Code: Travel agency and similar services ๐Ÿ“ฆ
Code: Travel management services ๐Ÿ“ฆ
Source: OJS 2008/S 151-202855 (2008-07-25)