Section I: Contracting authority
I.1) Name, addresses and contact point(s)For the attention of: Telephone: E-mail: European External Action Service (Delegation of the European Union to the Republic of Guinea-Bissau)
Bairro da Penha, PO Box 359
Mr Jorge Lopo, Head of Administration
1122 Bissau Codex
firstname.lastname@example.orgFurther information can be obtained from:
The above mentioned contact point(s)Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:
The above mentioned contact point(s)Tenders or requests to participate must be sent to:
The above mentioned contact point(s)
I.2) Type of the contracting authority
European institution/agency or international organisation
I.3) Main activity
I.4) Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no
Section II: Object of the contract
II.1.1) Title attributed to the contract by the contracting authority:
Security services for the Delegation of the European Union to Guinea-Bissau (Reference: EEAS-2012-092-DELGNBB-SER-FWC).
II.1.2) Type of contract and location of works, place of delivery or of performance
Service category No 23: Investigation and security services, except armoured car services
Main site or location of works, place of delivery or of performance: Bissau.
II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4) Information on framework agreement
Framework agreement with a single operatorDuration of the framework agreement
Duration in months: 48
II.1.5) Short description of the contract or purchase(s)
The aim of the invitation to tender is to enter into a framework contract with a company specialising in the security of persons and property. The services to be provided in this context include:
(1) the surveillance of buildings managed by the Delegation (offices, residence of the ambassador and the homes of expatriate staff) and the setting up of patrols so as to prevent any intrusion and attacks on persons and property;
(2) controlling visitor access to buildings;
(3) setting up a radio communication network (VHF/UHF) between the buildings from a central facility managed by the company;
(4) the response of a rapid reaction force in the event of an incident;
(5) where applicable, other services related to security such as setting up alarm systems, etc.
A framework contract for up to 4 years will be implemented by means of a specific contract or annual order forms. Subcontracting is not permissible.
II.1.6) Common procurement vocabulary (CPV)
II.1.7) Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
This contract is divided into lots: no
II.1.9) Information about variants
Variants will be accepted: no
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
The contract currently includes the 24-hour surveillance of 15 buildings, with a total of approximately 75 guards. This figure, however, may vary during performance of the contract. For information purposes, the number of overall hours to be provided by the security company is estimated at approximately 8 760 hours per year.
Estimated value excluding VAT: 1 600 000 EUR
II.2.2) Information about options
II.2.3) Information about renewals
This contract is subject to renewal: no
II.3) Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract
III.1.1) Deposits and guarantees required:
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payments will be made monthly, in arrears, on submission of the following documents:
— a detailed invoice accompanied by supporting documentation, with the services provided and the sites clearly identified,
— an activity report comprising the number of patrols and a record of all occurrences.
Payment for the services will be made by transfer to the contractor's bank account, within 30 days of receipt of the invoice together with documentary evidence and approval by the contracting authority of the above-mentioned activity report.
III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Applications or tenders may be submitted by groupings of service providers who shall not be required to take on a specific legal form prior to the award of this contract. However, a grouping of companies must nominate 1 party to be responsible for the receipt and processing of payments for members of the grouping, and for management and coordination of the service. Each member of the grouping is jointly and severally liable vis-à-vis the contracting authority.
III.1.4) Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2) 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 the requirements are met: A) Exclusion criteria — in accordance with Article 93 of the Financial Regulation:
1. candidates or tenderers will be disqualified from taking part in procurement procedures 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 financial interests of the Union;
(f) are currently subject to an administrative penalty referred to in Article 96(1).
Points (a)–(d) do not apply in the case of purchase of supplies under particularly advantageous conditions, whether from a supplier definitively suspending commercial activities or from receivers or liquidators of a bankruptcy, by legal arrangement or a similar procedure provided for under national laws;
2. candidates or tenderers must provide proof that they are not in any of the situations provided for in paragraph 1. However, the contracting authority may refrain from requesting said proof for contracts with a very low value as regards the Implementing Rules. For the purposes of applying paragraph 1 correctly, the candidate or tenderer must, if requested by the contracting authority:
(a) provide information concerning ownership or powers of representation, decision-making or control in relation to the legal entity, where the candidate or tenderer is a legal entity;
(b) where subcontracting is envisaged, certify that the subcontractor is not in any of the situations described in paragraph 1.
3. The Implementing Rules set the maximum duration during which the situations referred to in paragraph 1 entail the candidates or tenderers being excluded from participating in a contract. This maximum duration does not exceed 10 years. In accordance with Article 94 of the Financial Regulation: a contract shall not be awarded to candidates or tenderers who, at the time of the procurement procedure for this contract:
(a) are in a situation where interests conflict;
(b) are guilty of misrepresentation in supplying the information required by the contracting authority in order to participate in the contract, or if they have not supplied such information;
(c) are subject to any of the criteria for exclusion from the award procedure for this contract referred to in Article 93(1).
B) Means of proof:
1. candidates and tenderers must furnish a duly signed and dated solemn declaration, stating that they are not in any of the situations referred to in Articles 93 and 94 of the Financial Regulation. However, in the event of a restricted procedure, competitive dialogue or negotiated procedure following publication of a contract notice, where the contracting authority restricts the number of candidates to be invited, to negotiate or to tender, all candidates shall provide the certificates referred to in paragraph 3. Depending on its risk evaluation, the contracting authority may refrain from requesting the proof referred to in the first paragraph for contracts with a value of 5 000 EUR or less. However, for the contracts referred to in Articles 241(1), 243(1) and 245(1) the contracting authority may refrain from requesting this statement for contracts with a value of 10 000 EUR or less;
2. the tenderer to be awarded the contract must provide the means of proof referred to in paragraph 3, confirming the declaration referred to in paragraph 1, within the time limit set by the contracting authority, and prior to contract signature, in the following cases:
(a) for contracts awarded by the institutions on their own behalf, for a value above or equal to the thresholds referred to in Article 158;
(b) for contracts in the external actions field for a value above or equal to the thresholds referred to in Articles 241(1)(a), 243(1)(a) or 245(1)(a).
For contracts with a value below the thresholds referred to in points (a) and (b), the contracting authority may, if it has doubts as to whether the tenderer to be awarded the contract is in any of the exclusion cases, request that he provide the proof referred to in paragraph 3;
3. the contracting authority shall accept, as satisfactory proof that the candidate or tenderer awarded the contract is not in any of the situations described in points (a), (b) or (e) of Article 93(1) of the Financial Regulation, a recent extract from the judicial record or, failing that, a recent equivalent document issued by a judicial or administrative body in the country of origin or provenance showing that those requirements have been met. The contracting authority shall accept, as satisfactory evidence that the candidate or tenderer is not in the situation described in point (d) of Article 93(1) of the Financial Regulation, a recent certificate issued by the competent authority of the state concerned. Where the document or certificate referred to in the first paragraph is not issued in the country concerned, and for the other exclusion cases referred to in Article 93 of the Financial Regulation, it may be replaced by a statement under oath or, failing that, a solemn declaration made by the interested party before a judicial or administrative body, a notary or a qualified professional body in the country of origin or provenance;
4. depending on the national legislation of the country in which the tenderer or candidate resides, the documents referred to in paragraphs 1 and 3 shall relate to legal entities and natural persons including, where considered necessary by the contracting authority, company directors or any person with powers of representation, decision-making or control in relation to the candidate or tenderer;
5. if they have doubts as to whether the candidates or tenderers are in any of the exclusion cases, contracting authorities may contact the appropriate bodies referred to in paragraph 3 in order to obtain the information they deem necessary about said case;
6. the contracting authority may exempt a candidate or tenderer from having to provide the documentary proof referred to in paragraph 3 if it has already been submitted as part of another contract award procedure, and provided that the documents in question are less than 1 year old and still valid. In such a case, the candidate or tenderer shall declare on his honour that the documentary proof has already been provided for a previous procurement procedure and confirm that no changes in his situation have occurred;
7. at the contracting authority's request, the candidate or tenderer must provide a solemn declaration from the envisaged subcontractor, stating that he is not in any of the situations referred to in Articles 93 and 94 of the Financial Regulation. If there are any doubts concerning this solemn declaration, the contracting authority may request the proof referred to in paragraphs 3 and 4. Paragraph 5 will apply where appropriate.
III.2.2) Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: proof of financial and economic capacity must be provided by the following documents:
(a) appropriate bank references or proof of professional risk insurance cover;
(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 by company law in the country in which the economic operator resides;
(c) statement as to overall turnover and turnover for the services referred to in this contract, realised over the past 3 financial years.
Minimum level(s) of standards possibly required: average annual turnover during the past 3 financial years of 1 200 000 EUR or equivalent if the turnover figures are expressed in a currency other than the euro. To convert a currency into euro, the exchange rate, fixed by the European Central Bank, is available on the following website:
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
proof of economic operators' technical and professional capacity must be provided by the following documents:
(a) information on the academic and professional qualifications held by the service provider or the contractor and/or the company's managerial staff and, in particular, by the person(s) responsible for providing the service;
(b) list of similar experience (number and duration) in fields related to this contract over the past 3 years, with details of their values, dates and the public or private recipients involved, especially services provided to international or multinational companies, diplomatic missions or international organisation representations; this experience must be proven by certificates of satisfactory performance specifying whether they were duly completed to a good professional standard;
(c) the firm's average annual manpower over the past 3 years (total, and in the field concerned by the contract) and number of managerial staff;
(d) approval from the appropriate body in the country in which the operator resides, authorising the latter to perform security activities;
(e) information on the quality standards used by the firm and details on the type of certification received (ISO or equivalent certification by a professional association or any other recognised certification body);
(f) information on the means and resources available to the firm in order to ensure service quality (e.g. vehicles, equipment, means of communication, etc.);
(h) where applicable, details of the percentage represented by subcontracting in respect of the total value of this contract.
Minimum level(s) of standards possibly required:
the average number of staff of the contractor in fields related to this contract during the past 3 years must be at least 200 persons. The percentage of the staff involved in fields related to this contract in terms of the company's total staff must be at least 50 %. The company must provide evidence of at least 3 similar experiences with multinational companies, international organisations or diplomatic missions during the past 5 years.
III.2.4) Information about reserved contracts
III.3) Conditions specific to services contracts
III.3.1) Information about a particular profession
Execution of the service is reserved to a particular profession: yes
Reference to the relevant law, regulation or administrative provision: given the lack of specific legislation, the company must have its main activity in the field of supplying security and guard services and must be registered as a security and/or guard company with the national authorities.
III.3.2) Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes
Section IV: Procedure
IV.1) Type of procedure
IV.1.1) Type of procedure
IV.1.2) Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 20
Objective criteria for choosing the limited number of candidates: number of similar contracts performed by the candidate over the past 5 years.
IV.1.3) Reduction of the number of operators during the negotiation or dialogue
IV.2) 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
IV.2.2) Information about electronic auction
An electronic auction will be used: no
IV.3) Administrative information
IV.3.1) File reference number attributed by the contracting authority:
IV.3.2) Previous publication(s) concerning the same contract
IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4) Time limit for receipt of tenders or requests to participate
16.8.2012 - 16:00
IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6) Language(s) in which tenders or requests to participate may be drawn up
Any EU official language
IV.3.7) Minimum time frame during which the tenderer must maintain the tender
IV.3.8) Conditions for opening tenders
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 30/06/2015.
VI.2) Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3) Additional information
I. Presentation and dispatch of requests to participate — candidates wishing to participate in this invitation to tender should take note that the procedure will take place in 2 stages as follows:
A) first stage (preselection stage) — natural persons and legal entities are requested to submit applications which must contain all the information requested in section III of this contract notice: legal, economic, financial and technical information. Candidates should note that the means of proof required will be the minimum to go through to the second stage. Regarding the exclusion criteria (Articles 93 and 94 of the Financial Regulation), candidates must include in their application a duly signed and dated solemn declaration, stating that they are not in any of the situations referred to in the articles previously mentioned. With regard to the financial selection criteria (economic and financial capacity) and the technical selection criteria (technical capacity), all documents and information requested in order to assess the candidate's capacity to carry out the contract, as described in point II.1.5 of this contract notice, must be included in the application. In particular, the sum relating to average annual turnover is a minimum below which no application can be accepted.
B) Second stage — those natural persons and legal entities shortlisted at the end of the preselection stage will be invited to submit a tender. The invitation to tender documents (including the letter of invitation to tender, the specifications and the model of the contract to be used) will be sent to them automatically, with no further publication in the Official Journal of the EU. NB: For the first stage, candidates should submit their applications before the date given in point IV.3.4 of this contract notice (applications received after this date will be automatically discarded). Submitting an application or tender does not imply any commitment on the part of the contracting authority towards the candidate or tenderer either to award him the contract or compensate him for the costs incurred in preparing his application or tender. Likewise, the contracting authority is under no obligation to award the contract subsequent to this notice.
The applications must be:
— signed by the candidate or his duly authorised representative,
— perfectly legible so as to avoid any discrepancy as regards the text and the figures.
Candidates may elect to send their applications:
(a) either by post or courier: the envelope must be posted before 16.8.2012 to the address given in point I.1, as evidenced by the postmark or by the date on the receipt;
(b) or by delivery to the address given in point I.1 by 16.8.2012 (16:00), at the latest, in return for a receipt signed and dated by the duly authorised member of the delegation's staff.
The application shall comprise 1 original and 2 copies. Submissions must be made using a double envelope. Both envelopes are to be sealed. If self-seal envelopes are used, they must also be sealed with adhesive tape, with the sender's signature written across the tape. The outer envelope must bear both the name of the department which it is addressed to, as above, and the following:
'Appel d'offres restreint no
EEAS-2012-092-DELGNBB-SER-FWC — À ne pas ouvrir par le service courrier'.
The inner envelope must bear the following:
'Appel d'offres restreint no
EEAS-2012-092-DELGNBB-SER-FWC — À ne pas ouvrir par le service courrier — name of candidate'.
II. Data protection — if the monitoring of your response to the contract notice involves the registration and processing of personal data (e.g. name, address, CV), this data will be processed in accordance with Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless otherwise specified, the answers to questions and the personal data requested are necessary for the evaluation of your application, in accordance with the contract notice, and will be processed for this purpose only by the contracting authority designated in point I.1. Detailed information on the processing of your personal data can be found in the privacy statement which can be consulted at the following address: http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf
Your personal data may be registered by the EEAS accounts officer either in the Early Warning System (EWS) only, or in both the EWS and the central exclusion database, if you are in any of the situations referred to in:
III. Should it be necessary, the contracting authority may make use of a negotiated procedure on the basis of Article 126(1)(f) of the detailed rules for the implementation of the Financial Regulation.
IV. The economic operators who have their headquarters or are domiciled in the Republic of Guinea-Bissau are authorised, in exceptional cases, to participate in this specific contract.
VI.4) Procedures for appeal
VI.4.1) Body responsible for appeal procedures
VI.4.2) Lodging of appeals
VI.4.3) Service from which information about the lodging of appeals may be obtained
VI.5) Date of dispatch of this notice: