Framework to Supply Cashless Payment Systems

This tender includes purchasing of cashless payment terminals with the useful life of the assets estimated to be 8 years.

United Kingdom-London: Cashless payment system — EMA/2014/52/IS

2015/S 054-093438

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

European Medicines Agency
30 Churchill Place, Canary Wharf
For the attention of: Mr Andrei Apostica
E14 5EU London
UNITED KINGDOM
Telephone: +44 2036606000
E-mail: cashless@ema.europa.eu

Internet address(es):

General address of the contracting authority: http://www.ema.europa.eu/ema/index.jsp?curl=pages/about_us/general/general_content_000259.jsp&mid=WC0b01ac0580029487

Address of the buyer profile: http://www.ema.europa.eu/ema/index.jsp?curl=pages/about_us/general/general_content_000259.jsp&mid=WC0b01ac0580029487

Electronic access to information: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=755

Further 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

Health

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)Description

II.1.1)Title attributed to the contract by the contracting authority:

Cashless payment system — EMA/2014/52/IS.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: European Medicines Agency (EMA), 30 Churchill Place, Canary Wharf, London, E14 5EU, UNITED KINGDOM.

NUTS code UKI12

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 operator

Duration of the framework agreement

Duration in years: 8
Justification for a framework agreement, the duration of which exceeds four years: This tender includes purchasing of cashless payment terminals with the useful life of the assets estimated to be 8 years. Taking into account the principle of sound financial management, i.e. an assessment of effectiveness, efficiency and economy of the newly purchased equipment, the duration of the framework contract has been adjusted accordingly.

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 300 000 GBP

II.1.5)Short description of the contract or purchase(s)

The Agency wishes to sign a contract to cover hardware, software and related licences, consumables and pertinent services including supply, installation, testing, training, commissioning, support and maintenance, upgrades and delivery thereof, in order to operate a cashless payment system for the Agency’s catering facilities. The Agency’s offices accommodate approximately 950 employees and contractors on a typical daily basis as well as daily meetings welcoming up to 350 delegates from all EU Member States.
The building, which employs the use of an existing cashless system, has a staff restaurant with electronic points of sale, a coffee bar with electronic points of sale, a mobile electronic point of sale and catering for conferences managed by an incumbent contract caterer. The average number of daily transactions at the points of sale is approximately 2 000. The new cashless payment system should allow for both Web-based customer interface as well as cashless payment stations across different floors of the building.

II.1.6)Common procurement vocabulary (CPV)

30142200, 48110000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

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 Agency may exercise the option to increase the estimated contract volume at a later stage by negotiated procedure with the successful tenderer in accordance with Article 134(1)(f) of the rules of application of the general Financial Regulation.
Estimated value excluding VAT: 300 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Duration in months: 96 (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:

Not applicable.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Not applicable.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

All members of the grouping must be jointly and severally liable for the execution of the contract.

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: All information required is indicated in the technical specifications and invitation to tender letter.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: All information required is indicated in the technical specifications and invitation to tender letter.
Minimum level(s) of standards possibly required: The minimum financial turnover for tenderers to take part in this procurement procedure is 110 000 GBP per annum for each of the last 3 financial years.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All information required is indicated in the technical specifications and invitation to tender letter.

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: no

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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

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:

EMA/2014/52/IS.

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

27.4.2015 – 12:00

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
Other: The Agency will accept documentation in any EU language. The Agency prefers, however, to receive all documentation in English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 12 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 30.4.2015 – 16:00

Place:

European Medicines Agency, 30 Churchill Place, Canary Wharf, London, E14 5EU, UNITED KINGDOM.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Maximum of 1 representative per tenderer is permitted to be present at the opening. For security reasons, tenderers must register within the given deadline (please see the invitation to tender letter) to be allowed to attend the opening session.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 8 years.

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

Please note that the contract will run for an initial period of 4 years and may, at the Agency’s request, be extended for 1 further period of 2 years and thereafter 2 further periods of 1 year each, up to a maximum contract duration of 8 years.
Please note that only 1 tender may be submitted per tenderer.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

General Court
rue du Fort Niedergrünewald
2925 Luxembourg
LUXEMBOURG
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Internet address: http://curia.europa.eu
Fax: +352 4303-2100

VI.4.2)Lodging of appeals

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 the 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.

VI.4.3)Service from which information about the lodging of appeals may be obtained

European Medicines Agency
30 Churchill Place
E14 5EU London
UNITED KINGDOM
E-mail: info@ema.europa.eu
Telephone: +44 2036606000
Fax: +44 2036605555

VI.5)Date of dispatch of this notice:

6.3.2015