Supply and Installation of Audio Visual Equipment to European Medicines Agency

Supply and Installation of Audio Visual Equipment to European Medicines Agency

Supply, installation and maintenance of AV equipment and consumables including on-site technical support.

UK-London: supply, installation and maintenance of AV equipment and consumables including on-site technical support — EMA/2012/21/IS

2012/S 217-357079

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 Marcelo Nahmijas
E14 4HB London
UNITED KINGDOM
Telephone: +44 2074188400
E-mail: iservprocurement@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:

Supply, installation and maintenance of AV equipment and consumables including on-site technical support — EMA/2012/21/IS.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair 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 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 months: 20
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 975 000 GBP

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

The Agency currently has 32 meeting rooms of varying sizes which have audiovisual (AV) equipment. Certain meeting rooms have interpretation, voting and audio & videoconferencing installations. The meeting rooms are used Monday to Friday including some UK public holidays. The Agency organises approximately 1 500–2 500 meetings per year with 20 000–30 000 participants. The on-site technicians are required to prepare and support the AV equipment and installations in the meeting rooms; they should be able to provide first level support, report faults and carry out basic maintenance. The equipment and installations within the meeting rooms require planned preventative maintenance and ad hoc repairs/replacements.
An information visit will take place on 20.11.2012 (16:30) for a maximum of 1 hour, at the Agency’s premises. A maximum of 2 persons per tenderer may participate provided that the names of the representatives are notified at least 24 hours in advance in writing to the contact given in I.1.
II.1.6)Common procurement vocabulary (CPV)

50342000, 50340000, 32321200

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

The contract is covered by the Government Procurement Agreement (GPA): yes
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:

Estimated value excluding VAT: 975 000 GBP
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: 20 (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 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 technical specifications and invitation to tender letter 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 is 2 300 000 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 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

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/2012/21/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
IV.3.4)Time limit for receipt of tenders or requests to participate

21.12.2012 – 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: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 7.1.2013 – 13:00
Place:

European Medicines Agency, 7 Westferry Circus, Canary Wharf, London, E14 4HB, UNITED KINGDOM.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: 1 representative per tenderer is permitted to be present at the opening of the tenders provided that the name of the representative is notified at least 24 hours in advance in writing to the contact given in I.1.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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 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
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:31.10.2012