Reception Services

Reception Services

Reception and switchboard management services. The Agency requires continuous cover for the reception and switchboard from 7:30 to 18:30 from Monday to Friday in Westferry Circus.UK-London: Reception and switchboard management services — EMA/2012/53/IS

2013/S 056-091089

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

European Medicines Agency
7 Westferry Circus, Canary Wharf
For the attention of: Mr Tiago Freitas
E14 4HB London
UNITED KINGDOM
Telephone: +44 2074188400
E-mail: receptiontender@ema.europa.eu
Fax: +44 2074188670

Internet address(es):

General address of the contracting authority: http://www.ema.europa.eu/

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: http://www.ema.europa.eu/ema/index.jsp?curl=pages/about_us/general/general_content_000261.jsp&mid=WC0b01ac0580029488

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:

Reception and switchboard management services — EMA/2012/53/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), 7 Westferry Circus, Canary Wharf, London, E14 4HB, 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 a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The European Medicines Agency requires a company to provide a suitably qualified team of staff to carry out a variety of tasks related to reception and switchboard management. The main working language is English but knowledge of other EU languages is desirable.
The Agency requires continuous cover for the reception and switchboard from 7:30 to 18:30 from Monday to Friday in Westferry Circus. The Agency will relocate in 2014 and will require a dual service for a limited amount of time whilst the Agency is in the process of moving to the new building in the Canary Wharf area.
II.1.6)Common procurement vocabulary (CPV)

79992000, 64214200

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 contract scope covers the provision of a reception and switchboard management service to an organisation with around 800 staff and 200 contractors for approximately 225 days per annum. The Agency receives approximately 50 000 visitors per year and the switchboard deals with on average 6 500 incoming telephone calls per month. Reception deals with more than 1 500 miscellaneous service assistance requests per month which include unannounced visitors, message taking, paging assistance, taxi bookings, and preparing, printing and putting in place office name plates.
II.2.2)Information about options

Options: no
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:

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 prequalification questionnaire which can be downloaded at the address of the buyer profile given in point I.1 of this notice.
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 prequalification questionnaire which can be downloaded at the address of the buyer profile given in point I.1 of this notice.
Minimum level(s) of standards possibly required: The minimum financial turnover for applicants in this procurement procedure is 1 500 000 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 prequalification questionnaire which can be downloaded at the address of the buyer profile given in point I.1 of this notice.
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

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

Envisaged number of operators: 5
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/2012/53/IS.
IV.3.2)Previous publication(s) concerning the same contract

no
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

15.4.2013 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 4 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 only 1 prequalification questionnaire per applicant and only 1 tender per tenderer may be submitted.
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
7 Westferry Circus
E14 4HB London
UNITED KINGDOM
E-mail: info@ema.europa.eu
Telephone: +44 2074188400
Internet address: http://www.ema.europa.eu
Fax: +44 2074188660

VI.5)Date of dispatch of this notice:8.3.2013

Requirement: Reception Services