Appendix 5 - Submission Form – Technical and financial offer

Invitation to tender N° FC.11.ADM.028.1.0 - Travel agency services

Company details:

–Corporate name of the tenderer:

–Address:

–Telephone:

–E-mail:

The offer comprises the description of the means and operational procedures which would be implemented for the execution of the market, supported if necessary by reference documents and the price per transaction.

Tenders submitted without the above mentioned documents may be excluded from the evaluation process.

The tenderer shall join to the present Submission Form the following documents:

I. Exclusion criteria: All documents to prove that they are not affected by any of the exclusion situation (cf. point 18 of the Specifications).

II. Selection Criteria:

1 -Economic and financial capacity, (cf. point 19.1. of the Specifications):

  • Financial capacity form, provided as appendix 7, dully filled in and signed;
  • Balance sheets or extracts from balance sheets for the last three years, for which accounts have been closed, where publication of the balance sheet is required under the company law of the country in which the economic operator is established;
  • Statement of overall turnover and turnover related to relevant services during the last 3 financial years.

2- Technical and professional capacity, (cf. point 19.2. of the Specifications):

a)the educational and professional qualifications of the managerial staff of the service provider;

b)a list of the principal services provided in the past three years, with the sums, dates and recipients, with the indication if they are public or private;

c)organisation chart of the agency;

d)adequate proof of possessing the necessary authorisations to issue transport documents in the fields of civil aviation, rail, as well as in the fields of sea links, hotel bookings and any other related services (i.e. car rental, local transport, etc.). An IATA licence number and a certificate provided by the local authorities necessary to perform as a travel agency will be required before the beginning of the activities on behalf of the European Agencies, in order to ensure that the contractor acts legally and have no on-going or pending litigation.

3 - Technical and logistics means:

-Location of the agency, (cf. point 4.1 of the Specifications)

- System which would be set up to answer the urgent requests or problems apart from the working days and fixed hour, (cf. point 5.7 of the Specifications)

-Qualitative and quantitative description of the installations and equipment envisaged, (cf. point 6.2 of the Specifications)

III – Award criteria

III.1 - Qualitative criteria (point 20.1):

a)profile of the representative of the agency;

b)team proposed to work with the Agencies, (number of persons, functions, profiles: qualifications, curricula vitae mentioning years of experience and the level of English, working experience, knowledge of languages;

c)Deadline for providing offers, making reservations and providing tickets.

III.2 - Technical criteria (point 20.2):

a)Location of the nearest branch of the travel agency: the proximity to the location of the European Agencies (more than 50kms, or less than 50kms) is important to ensure close contact in case of need and to speed up certain administrative arrangements.

b)Qualitative and quantitative level of the installations and equipment: a full but brief description of the means proposed to be used for providing the services required will be assessed.

c)System proposed for coping with answering to last minute and urgent requests outside working days and fixed hours.

III.3 - Quality and appropriateness of proposals for selected itinerary (point 20.3):

Proposals (itineraries, items, prices, accommodation and transport companies) for the following mission:

Mission from Lisbon to Hamburg for three staff members for a meeting starting on 05 June 2011 at 9.00 and ending on 06 June 2011 at 18.00. Missionto Oostende with flight from Hamburg to Brussels with pick up of a rental car at 10.00 on 07 June at Brussels airport and to return it to Brussels airport on 08 June at 16.00. The night of 07-08 June should be booked at Hotel Melinda in Oostende or a hotel close by. Return to Lisbon on 08th June 2011.

III.4 The financial offer includes, mandatory(point 15 of specifications):

The transaction fees form in Appendix 4 duly completed, dated, signed and stamped (cf. point 15 of the Specifications). For the evaluation of the financial value of the offer, the total cost of the tender will be calculated according to the following method: first, we will calculate the unit average price after weighting by multiplying the value proposed by the tenderer (column 1), to the coefficient indicated in the table(column 2). The average price per transaction will be calculated by adding the sub-totals I, II and III in the transaction fees form.

IV - Identification of the tenderer (point 21 of the specifications)

a) Financial identificationform duly filled in and signed, and with all the respective supporting documents

b) Legal entity form – duly filled in and signed, and with all the respective supporting documents.

Tenderersmay supplement the offer with all other documents and information which it judges useful to support the qualitative aspects of the offer, such as, for example, the additional advantages (upgrading…) that the tenderer is,of now,able to obtainfrom his suppliers and to offering without additional charge, a copy of the conventions concluded by the agency with its suppliers relating to commissions, etc.

By signing below, the travel agency gives its express consent to the European Agencies for checking the validity of the amounts on the basis of document, conventions or other concluded between the suppliers concerned and the agency or any other information that would need, in the view of the European Agencies, further clarification.

Stamp, date and signature of tenderer representative:

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