Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
UPDATED
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7 - Provision of independent professional insurance brokerage and insurance adviceservices
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Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
Table of Contents
Foreword
1.introduction
1.1.Eurojust
1.2.overview of the required services
1.3.brief description of the required services
2.specific tendering information for this procedure
2.1.timetable
2.2.lots
2.3.exclusion criteria
2.4.selection criteria
2.4.1.technical and professional capacity
2.4.2.economic and financial capacity
2.4.3.legal capacity
2.5.award criteria
2.6.consortia and subcontracting
2.6.1.Consortia
2.6.2.Subcontracting and applicable thresholds
2.7.variants
3.content of the tender
3.1.eligibility, capacity and supporting documents (envelope A):
3.2.technical proposal (envelope B)
3.3.financial proposal (envelope C)
3.4.submitting an offer
Annexes:
Annex A – Terms of Reference
Annex B – Technical Proposal Form
Annex C - Pricing Form
Annex D - Model Contract
Annex E – Current Insurance Policy Details
Annex F – Claims History
Foreword
We thank you for the interest you have shown in this procurement procedure which consists of the following documentation:
- The contract notice
- This invitation to tender and its annexes
- Instructions to tenderers and conditions applicable to Eurojust tenders
- Tender administrative forms for Eurojust tenders.
Although the above documents constitute the complete tendering package for this tender, Candidates are invited to check regularly the Eurojust website where any additional information or clarifications concerning this procedure will be made available.
The terms of this invitation to tender and its annexes shall take precedence over the terms of the `Instruction to tenderers and conditions applicable to Eurojust tenders` and `Tender administrative forms for Eurojust tenders`.
1.introduction
1.1.Eurojust
The Council Decision 2002/187/JHA of 28 February 2002 setting up Eurojust with a view to reinforcing the fight against serious crime, established Eurojust as a “body of the Union” with legal personality.
Eurojust stimulates and improves the coordination of investigations and prosecutions between the competent authorities in the Member States and improves the cooperation between the competent authorities of the Member States, in particular by facilitating the execution of international mutual legal assistance and the implementation of extradition requests. Eurojust supports in any way possible the competent authorities of the Member States to render their investigations and prosecutions more effective when dealing with cross-border crime.
Further information on Eurojust’s activities is available on its website at the address
1.2.
overview of the required services
Procedure / Open
Expected Start
Type of contract / Framework, Fixed Amount Service
Duration / Q4 2013/Q1 2014
Maximum estimated expenditure / 2 years + renewable for 1 + 1 years
Main place of delivery / 400,000 euro over complete duration of contract
Lots / The Hague, The Netherlands
Variants / This tender is not divided into Lots
Consortia / Not permitted
Subcontracting / Permitted but must be clearly described in the tender.
1.3.brief description of the required services
Provision of independent professional insurance brokerage services and advice as described in Annex A (Terms of Reference).
2.specific tendering information for this procedure
2.1.timetable
Milestone / Deadline* / NotesDeadline for sending requests for additional information / 20/09/2013
at 14.00 CET / See point 2 of `Instructions to tenderers and conditions applicable to Eurojust tenders` (I&C) for additional information
Deadline for dispatching tenders / 08/10/2013
at 14.00 CET / See points 8, 9, 10 of I&C for additional information
Deadline for registering at the public opening session / 11/10/2013
at 14.00 CET / See point 13 of I&C for additional information
Opening session / 15/10/2013
at 14.00 CET / The public opening session will take place at Eurojust’s premises, Saturnusstraat 9, 2516 AD, The Hague (NL).
First meeting of the evaluation committee / Within 4 weeks following the public opening session / Estimated
Notification of the outcome of the tender to the successful and unsuccessful tenderers / Within 1 week
after the award decision is signed
Signature of the contract for the required services [and/or supplies] / 1stquarter of 2014 / Estimated
CET = Central European Time
Please note that Eurojust holidays for the remainder of 2013 are as follows:
1 November. 24-31 December.
2.2.lots
This tender is not divided into lots. The tenderer must be able to provide all goods and services requested in Annex A.
2.3.exclusion criteria
Requirement:
- In order to participate in this tender, tenderers must not be in one of the situations described in point 3 of `Instructions to tenderers and conditions applicable to Eurojust tenders`.
Proof of the above is to be provided by:
- Signed tenderer declaration found in Form 2 of the `tenderer administrative forms for Eurojust tenders.
- selection criteria
Tenderers must have the overall capabilities (technical & professional, economic & financial, and legal) to perform the contract. If any of the selection criteria listed below are not fulfilled, tenders may not be selected for evaluation.
2.4.1.technical and professional capacity
Requirements:
a)Tenderers must have a minimum relevant experience of at least three (3) years in providing the services as stated in the technical specifications.
b)Qualifications and professional experience of the tenderer’s staff members who will deliver the contracted services to Eurojust.
c)Tenderers must be authorized to carry out insurance intermediation activities.
Proof of the above is to be provided by:
Ad a)
- a brief history of the company, including length of time in business, overall size and description of activities relating to the services of the type required in this invitation to tender;
- a list of the main contracts achieved in the past three years specifying the value, dates and recipients of the services provided, covering the same kind and quantity as requested in this invitation to tender;
Ad b)
- Curricula Vitae clearly showing the qualifications and professional experience of the tenderer’s staff members who will render the services in question to Eurojust including the period which they have been employed by the tenderer.
Ad c)
- Provision of evidence that the tenderer is authorized to carry out insurance intermediation activities (certificates or alike).
2.4.2.economic and financial capacity
Requirement:
- The tenderer must be in a stable financial position and have the financial capacity to provide the required services/supplies.
Proof of the above is to be provided by:
- Copies of the balance sheets and economic outturn (profit & loss) statements covering at least the last two years for which accounts have been closed where publication of them is required under the company law of the country in which the economic operator is established. These documents must be produced and/or certified by certified auditors or similar operators or as required by the law of the country where the economic operator is established;
- Form 6 - Financial Capacity Form of the ‘tender administrative forms for Eurojust tenders’ duly filled in and signed by a legal representative of the tenderer or its auditors.
If the tenderer is unable to provide the aforementioned documents at the tender stage, e.g. if publication of these is not required under the company law of the country in which the economic operator is established etc., other documentation, proving the stable financial position may be acceptable. Such other proof may be a letter/statement by certified auditors confirming the required financial data or the financial stability of the respective economic operator.
2.4.3.legal capacity
Requirement:
- The tenderer must prove that they are authorised to perform the contract under national law.
Proof of the above is to be provided by:
- a certificate of registration in the relevant trade or professional registers in the country of establishment/incorporation. If the tenderer is not required or allowed to register in such a register for reasons related to its statute or legal status, Eurojust shall accept, as satisfactory evidence, a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.
- award criteria
Tenderers who have proved their eligibility to tender on the grounds of the exclusion criteria and have demonstrated the appropriate capacity to perform the contract on the grounds of selection criteria, will be assessed solely on the basis of the award criteria, which serve to identify the most economically advantageous tender.
The following award criteria will be applied:
Quality award criteria (Q) / weightingAdministration of the contract / 30
Service Delivery / 40
Market Knowledge / 30
Total quality score / 100
Tenders will be evaluated in descending order against the above award criteria.
Tenders scoring less than 60% of the overall quality total will be excluded from the rest of the evaluation procedure.
The financial offer will be evaluated on the basis of the criteria listed below:
a)Financial score I
Total price for the annual lump sum as offered in Part I of Annex C Financial Proposal (maximum 50 points), and
b)Financial score II
The aggregated percentages as offered in Part II of Annex C Financial Proposal ((maximum 50 points).
c)The total financial score is the sum of the financial scores I and II.
Ad a) Calculation of Financial score I
The lowest and highest offered total price for the annual lump sum will be identified. The lowest offer shall receive the maximum score of 50 points and the highest offer shall receive 0 points. Offers in between will be allocated scores according to the following principle:
Step 1 / The difference between highest and lowest total price for the annual lump sum will be calculated.Step 2 / The maximum score or 50 points will be divided by the difference in order to establish the ratio scores/EUR
Step 3 / The differences in EUR between the lowest offer and all other offers will be calculated.
Step 4 / Each of these differences will be multiplied with the ratio calculated in step 2.
Step 5 / The result of this multiplication will be deducted from the maximum score of 50 and represents the Financial score I obtained by the tender concerned.
For example:
Tender / A / B / C / DAnnual lump sums offered / EUR 9,500 / EUR 1,800 / EUR 5,000 / EUR 2,500
highest / lowest
Step 1 / 9,500 – 1,800 = 7,700
Step 2 / 50/7,770 = 0.0064935
Step 3 and 4 / Calculation of the price differences between tenders A, C, D and the lowest offer:
Tender A: 9,500 – 1,800 = 7,700*0.0064935 = 50
Tender B: 1800 – 1800 = 0*0.0064935 = 0
Tender C: 5,000 – 1,800 = 3,200*0.0064935 = 20,78
Tender D: 2,500 – 1,800 = 700*0.0064935= 4,55
Step 5 / Financial score I = Maximum score minus the results of step 4
Tender A = 50 – 50 = 0
Tender B = 50 – 0 = 50
Tender C = 50 – 20.78 = 29.22
Tender D = 50 – 4.55 = 45.45
Ad b) Calculation of Financial score II
The lowest and highest offered aggregated percentage (as per part II of the financial proposal) will be identified. Lowest aggregated percentage shall receive the maximum score of 50 points and the highest offer shall receive 0 points. Offers in between will be allocated scores according to the following principle:
Step 1 / The difference between highest and lowest aggregated percentages will be calculated.Step 2 / The maximum score of 50 points will be divided by the difference in order to establish the ratio percentage/EUR
Step 3 / The differences in percent between the lowest offer and all other offers will be calculated.
Step 4 / Each of those differences will be multiplied with the ratio calculated in step 2.
Step 5 / The result of this multiplication will be deducted from the maximum score of 50 and represents the Financial score IIobtained by the tender concerned.
For example:
Tender / A / B / C / DAggregated percentages / 9% / 15% / 12% / 18%
lowest / highest
Step 1 / 18 – 9= 9
Step 2 / 50/9 = 5.55’
Step 3 and 4 / Calculation of the differences in the quoted percentages between tenders B, C,D and the lowest offer:
Tender A: 9– 9= 0*5.55’ = 0
Tender B: 15– 9= 6*5.55’ = 33.33’
Tender C: 12 – 9 = 3 *5.55’ = 16.66’
Tender D: 18 – 9= 9*5.55’ = 50
Step 5 / Financial score II = Maximum score minus the results of step 4
Tender A = 50 – 0= 50
Tender B = 50 – 33.33’= 16.66’
Tender C = 50 – 16.66’ = 33.33’
Tender D = 50 – 50 = 0
Ad c) Calculation of the total financial score:
The total financial score is the sum of the financial scores I and II.
Example:
Tender / Financial score I / Financial score II / Total Financial scoreA / 0 / 50 / 50
B / 50 / 16.66’ / 66.66’
C / 29.22 / 33.33’ / 62.55
D / 45.45 / 0 / 45.45
Final Scores will be allocated as follows
For this tender the Quality weighting will be 70 and the Price weighting will be 30.
The award will be based on the following formula:
Final Score = Total qualityscorex 0.7 +Total financialscore x 0.3
2.6.consortia and subcontracting
2.6.1.Consortia
Consortia of economic operators are authorised to submit tenders in compliance with the terms and conditions provided in point 15 of `Instructions to tenderers and conditions applicable to Eurojust tenders`.
2.6.2.Subcontracting and applicable thresholds
The tenderer may subcontract the tasks specified in the technical specifications to other economic operators in compliance with the terms and conditions for subcontracting specified in point 15 of `Instructions to tenderers and conditions applicable to Eurojust tenders`.
If the tenderer intends to subcontract above 50% of the total contract amountto other economic operators, and the subcontractor(s) is/are already identified, the tenderer shall provide the following documentation for each subcontractor as defined in point 2.3 and 2.4 of the invitation to tender:
- Forms 3 and 5 of the `Tender administrative forms for Eurojust tenders`.
- Documentation related to the technical and professional capacity of the subcontractor (documentation to be provided to the extent of the activities that will be subcontracted);
- Documentation related to the economic and financial capacity of the subcontractor;
- Documentation related to thelegal capacity of the subcontractor;
- variants
Variations on the requirements of the technical specifications are not allowed.
3.content of the tender
Tenders must be comprised of the following three important elements:
3.1.eligibility, capacity and supporting documents (envelope A):
Tenderers must complete one original of the relative `tender administrative forms for Eurojust tenders’ and attach one original (clearly marked original) and 3 copies (clearly marked copy) of all additional documents requested under selection criteria in point 2.4 of this document.
3.2.technical proposal (envelope B)
The technical proposal must consist of a clear and comprehensive response to all requirements of the technical specifications. Tenderers must provide one original (clearly marked original) and 3 copies (clearly marked copy) of the technical proposal.
The technical proposal shall be based on the Technical Proposal Form, which can be found in Annex B.
3.3.financial proposal (envelope C)
The financial proposal shall be based on the Pricing Form found in Annex C and must be filled in according to the instructions contained therein.
Please note that:
- Each page of the Pricing Form must be signed by a legal representative of the tenderer.
- Financial proposals will be compared on the basis of the price of the annual lump sum for services and theaggregated brokerage fees in percent from the net-insurance premium (%) as quoted by the tenderer per type of insurance listed in Annex C, Financial Proposal.
- Prices must be quoted inclusive of all costs and expenses directly and indirectly connected with the services to be provided.
- All prices must be quoted in Euro, and where necessary, using the conversion rates published in the C series of the Official Journal of the European Union on the day when the offer is issued. This information is also available on the website of the European Central Bank at the following URL:
- The brokerage fees in percentper type of insuranceas quoted by the tenderer in his financial proposal shall represent the maximum brokerage fees the successful tenderer is allowed to charge for insurance policies taken out during the implementation period of the framework contract (i.e. the successful tenderer must not exceed his initially quoted brokerage fees in the respective type of insurance).
- For tenderers to which the exemption does not apply under their national law, the financial proposal shall clearly state the prices exclusive of taxes, together with the corresponding tax.
- The financial proposal should be completely unambiguous and will be disqualified if it contains any statements preventing an accurate and complete comparison of the offers (such as “To be discussed”, “Depending on x”, etc.) or referring to external circumstances (such as an already existing but separate contract).
3.4.submitting an offer
Please refer to the document `Instructions to tenderers and conditions applicable to Eurojust tenders` where all instructions on how to submit a tender are contained.
ANNEX A
TERMS OF REFERENCE
1.SUBJECT
The scope of this open procurement procedure is the award of a service contract for the provision of independent professional insurance broking and insurance advice services to Eurojust with total contract duration of 4 years and a budget ceiling not exceeding 400.000,00 EUR.
2.BACKGROUND INFORMATION
Eurojust was established in 2002. Its mission is to support and strengthen coordination and cooperation between national authorities in fighting serious cross-border crime that affects the European Union (hereinafter “EU”).
Each of the EU-Member States seconds a senior representative to work at Eurojust in The Hague. These representatives are experienced prosecutors, judges or police officers of equivalent competence and they are in charge of carrying out Eurojust’s mandate to coordinate national authorities at every stage of criminal investigation and prosecution. They also resolve the challenges and practical problems arising from the differences between the legal systems of the Member States.
National Members, who form the College of Eurojust, are supported by Deputies, Assistants and Seconded National Experts. Where Eurojust has a cooperation agreement with a third State, Liaison Magistrates from that third State may work at Eurojust. Currently, liaison Magistrates from Croatia, Norway and the USA are attached to Eurojust. Recent EU legislation also provides that Eurojust may post Liaison Magistrates to third States.
Eurojust is also home to the secretariats of the European Judicial Network, the Network of contact points for genocide, crimes against humanity and war crimes, and the Network for Joint Investigation Teams.
Eurojust deals with roughly 1500 cases per year. It also holds approximately 190 coordination meetings per year. These meetings bring together national judicial, investigatory and prosecuting authorities from Member States and, where appropriate, third States. At these meetings, casework issues are resolved and plans for operational actions such simultaneous arrests and searches are developed.