Travel Arrangement Services for European Police College

Travel Arrangement Services for European Police College

The purpose of this procurement procedure is to conclude a framework contract with a travel agency able to provide the travel arrangement services for the following type of travel: CEPOL staff members going on mission, specifically referred to as ‘mission’.

United Kingdom-Bramshill: Travel arrangement services

2014/S 178-313727

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

European Police College (CEPOL)
CEPOL House
RG27 0JW Bramshill, Hook
UNITED KINGDOM
Telephone: +44 1256602869
E-mail: tenders@cepol.europa.eu
Fax: +44 1256602996

Internet address(es):

General address of the contracting authority: https://www.cepol.europa.eu/

Address of the buyer profile: https://www.cepol.europa.eu/who-we-are/working-with-cepol/procurement

Electronic access to information: https://www.cepol.europa.eu/who-we-are/working-with-cepol/procurement

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: European Police College (CEPOL)
Ó utca 27.
1066 Budapest
HUNGARY
Internet address: https://www.cepol.europa.eu

I.2)Type of the contracting authority

European institution/agency or international organisation

I.3)Main activity

Public order and safety

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:

Travel arrangement services.

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: The services will be delivered from the contractor’s premises.
NUTS code

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: 4

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

Estimated value excluding VAT: 8 500 000 EUR

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

The purpose of this procurement procedure is to conclude a framework contract with a travel agency able to provide the travel arrangement services for the following type of travel:
— CEPOL staff members going on mission, specifically referred to as ‘mission’,
— participants to CEPOL’s activities travelling from the place of service to the course venue, specifically referred to as ‘participant travel’, and
— other persons travelling at the invitation of CEPOL, specifically referred to as ‘meetings’.
The main services under the contract shall include, but are not limited to, booking, changing, cancellation of transport and accommodation reservations, visa assistance, 24-hour assistance, reporting as requested.

II.1.6)Common procurement vocabulary (CPV)

635100006350000063000000635150006351200063516000

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 maximum volume of the contract over a maximum possible duration of 48 months is estimated at: 8 500 000 EUR (excluding VAT).
CEPOL may at a later stage exercise the option to increase the maximum contract volume via negotiated procedure with the successful tenderer in accordance with Article 134(1)(f) of the rules of application (Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union).
Estimated value excluding VAT: 8 500 000 EUR

II.2.2)Information about options

Options: yes
Description of these options: CEPOL may at a later stage exercise the option to increase the maximum contract volume via negotiated procedure with the successful tenderer in accordance with Article 134(1)(f) of the rules of application (Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union).
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

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:

Please refer to the tender specifications, which can be downloaded at the address of the buyer profile given in point I.1 of this notice.

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

Groups of economic operators (consortia) are authorised to submit tenders (joint tenders). In this case, each member of the consortium shall fulfil the requirements and accept the terms and conditions set out in the invitation to tender, the tender specifications, the model contract as well as all the relevant annexes.
The members of the consortium shall designate 1 member as consortium leader with full authority to bind the consortium and each of its members. The consortium leader shall act as a single point of contact with CEPOL in connection with the present procurement procedure.
CEPOL may not demand that consortia must have a given legal form in order to be allowed to submit a tender. However, the consortium selected may be required to adopt a given legal form after it has been awarded the contract and before the contract is signed, if this change is necessary to the proper performance 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: Please refer to the tender specifications, 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: Please refer to the tender specifications, 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: Please refer to the tender specifications, which can be downloaded at the address of the buyer profile given in point I.1 of this notice.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the tender specifications, 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:
Please refer to the tender specifications, 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: yes

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:

CEPOL/PR/OP/2014/002.

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

27.10.2014
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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 3.11.2014 – 10:00

Place:

European Police College (CEPOL), Budapest, Ó utca 27., 1066, HUNGARY.

 

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: 1 representative per tenderer is allowed to attend the opening session as an observer.

Should a tenderer wish to be present, it shall inform CEPOL of the name of its representative by e-mail (tenders@cepol.europa.eu), not later than the date and time indicated in Section B.8 of the tender specifications which can be downloaded at the address of the buyer profile given in point I.1 of this notice.

For security reasons, the tenderers who do not register within the given deadline will not 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: 48 months.

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

General Court
rue du Fort Niedergrünewald
2925 Luxembourg
LUXEMBOURG
E-mail: cfi.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

VI.5)Date of dispatch of this notice:

10.9.2014