Letterhead Right English

Letterhead Right English

1 June 2012

INVITATION TO TENDER for the provision of MEETING support facilities upgrade

for THE emcdda

SPECIFICATIONS

CT.12.ADM.050.1.0

  1. TITLE OF CONTRACT

CT.12.ADM.050.1.0 - Provision of an upgrade of the EMCDDA meeting support facilities.

  1. PRESENTATION OF THE EMCDDA

The European Monitoring Centre for Drugs and Drug Addiction (hereafter referred to as the ‘EMCDDA’) is the central reference point for drug information in Europe. Based in Lisbon, its role is to provide the EU and its Member States with factual, objective, reliable and comparable information on drugs and drug addiction and their consequences. The EMCDDA is a decentralised EU agency, currently employing 105 staff members. For more information on the agency, please see:

  1. Subject of the contract

The objective of this tender is to procure services, equipments and works required by the EMCDDA meeting support facilities upgrade programme. This call for tender is sub-divided into 2 lots, in order to allow different contractors to compete in their areas of speciality. Candidates can apply for one or both lots indifferently.

The contract relates to the physical upgrade of the meeting room CDS 107 of the EMCDDA main building at Cais do Sodré, Lisbon, as well as the delivery and installation of two audio systems. One audio system needs to be installed in room CDS 107 of the EMCDDA main building and the other one audio system needs to be installed in room PAL 102 of the near by Palacete Relogio Building at Cais do Sodré, Lisbon. The cabling works and the required wiring for the audio system for room 102 is pre installed.

The plans of the rooms, the schematics of the actual installations and the diagrams of the expected installation, are available in Appendix 1 “Documentation for tenderers” on the Procurement Section in the EMCDDA website at the following address: It is to be noticed, that in the CDS building, the majority of the flooring is placed directly on a concrete slap, there is a central cable duct running through the room which is covered by false flooring. The distance between the false floor and the real floor is 20 cm, cable ducts are already in place.

Lot 1: Delivery and installation in the room CDS 107 of the EMCDDA main building at Cais do Sodré of an audio system integrating the already existing video switch installed in the room, including the necessary wiring, construction work and adaptation of the room. The EMCDDA intends to equip the room in the future with translation equipments and video recording capacity, the installed system should therefore be expandable.

The meeting room CDS107 has already installed a video switch and other equipments, including a white projection board, a projector on the ceiling and cabling allowing 3 independent VGA inputs.

The works, materials and services are described as follows:

  1. Installation of sound proofing material on all walls, two doors and ceiling in the meeting room.
  1. Delivery, installation and initial configuration of an appropriate dimmable natural light based lighting system that does not interfere with the sound and projection equipments in the meeting room, with remote control function, and with separated light switches and lights, including the removal of the existing system and hand over of the parts to the EMCDDA, to be kept as spare.
  1. Delivery, installation and configuration of one (1) Extron TLP 710TV, a central remote control system operating the blinds, light modes, projector, screen, audio system and all the audiovisual elements, with the option to connect more equipment using RF and IR.
  1. Installation of audio cables and cable ducts under the raised flooring and suspended ceiling for the audio and future interpretation equipment above as and if needed.
  1. Delivery, installation and initial configuration of an audio-video system with possibility of future extension with additional video input, composed of the following elements, and its integration with what is already existing in the meeting room:
  1. Two (2) mobile wireless hand held microphones for presentations
  1. Fourteen (14) wifi microphones at the meeting table (one every two participants), of which one is with “moderation” function (i.e. when the microphone it’s activated pressing the button on it, it automatically deactivates the other microphones)
  1. Six (6) wall mounted speakers including the necessary connection to the director corner
  1. One (1) audio mixer to be installed in the “director” corner
  1. One (1) Recording system, connected to the audio mixer, with internal recording capacity for “live” recording, and possibility of transfer to other media (e.g. CD/ DVD / memory stick) for further editing and distribution – due to legal requirements, the recording system must NOT start automatically every time the audio system is used. Ideally, the system should allow to register both the input to the audio mixer (multi-channel registration) and the output from the audio mixer.
  1. Delivery of documentation, including the diagrams of the audio system and cabling plan, manuals of the equipment, and any software packages and licences for the above described equipment, plus certification of all the works according to law and specifications, and update of the architect AutoCAD drawings.
  1. Project management from the contractor side, and participation to the coordination with the actual maintenance provider for the building and infrastructures and any other third party necessary,
  1. Delivery of two (2) technical training on the working for the technical staff of the EMCDDA, specifically about the audio system, audio-video mixer and its expandability.
  1. Delivery of two (2) intensive training sessions on the basic use of the installed equipment for selected EMCDDA staff, and related material

All the documentation and diagrams (except, where applicable, manuals from the manufacturer and certificates of conformity) must be in a format modifiable by the EMCDDA, specifically the architects drawings will be provided in AutoCAD 2009, while the material provided during the training should be in MS Word and Powerpoint 2003.

Lot 2: Delivery and Installation of an audio system for room PAL102 in the Palacete building at Cais do Sodré.

The works, materials and services are described below.

  1. Delivery, installation and initial configuration of an audio system composed of the following elements:
  1. Delivery and installation of a simultaneous translation system for four (4) languages, with eight (8) microphones and eight (8) headsets for the translators in the four interpreters’ booths
  1. Thirty (30) wireless headsets for the meeting participants (16 at the table, 14 sitting in other arrangements), allowing the selection of the channel to select the language.
  1. Eight (8) wifi microphones at the meeting table (one for every two participants), of which one (1) is with “moderation” function (i.e. when the microphone it’s activated pressing the button on it, it automatically deactivates the other microphones)
  1. Delivery and installation of a sound system including sound mixing panel and recording capability and four (4) wall mounted speakers at the four corners of the room.
  1. Delivery of documentation including cabling plans, manuals of the equipment, and any software packages and licences for the above described equipment.
  1. Delivery of two (2) technical training on the working for the technical staff of the EMCDDA, specifically about the audio/video system.
  1. Delivery of two (2) intensive training sessions on the basic use of the installed equipment for selected EMCDDA staff, and related material in editable format.
  1. Project management from the contractor side, and participation to the coordination with the actual maintenance provider for the building and infrastructures and any other third party necessary,

All the documentation and diagrams (except, where applicable, manuals from the manufacturer and certificates of conformity) must be in a format modifiable by the EMCDDA, specifically the architects drawings will be provided in AutoCAD 2009, while the material provided during the training should be in MS Word and Powerpoint 2003.

  1. SITE VISIT

The site visits at the Building of EMCDDA at Cais do Sodré have to be scheduled with the responsible service within the Administration Unit of the EMCDDA, and will take place between 18/06/2012 and up to 06/07/2012 (10.00 to 12.00 or 15.00 to 17.00 hours).

Such visits have to be scheduled using the form ‘Visit to the EMCDDA’ available as Appendix 2 on the Procurement Section in the EMCDDA website at the following address: The form has to be sent to the EMCDDA at least 3 days before the proposed date of visit. Contact: Mr. Diogo Estadão – tel. 211 21 02 00 or .

It is the responsibility of the economic operators to estimate the time needed to prepare their offer, and organise the visit in due time to be able to submit the offer – no extension to the deadline for submission of offer will be granted based on the indication by an economic operator of not having enough time to submit its offer after its visit to the EMCDDA.

  1. PARTICIPATION IN THE TENDER

Participation in tendering procedures is open on equal terms to all natural and legal persons falling within the scope of the Treaties (this includes all economic operators registered in the EU and all EU citizens).

Participation is also open to all natural and legal persons in any non-EU country which has an agreement with the European Union in the field of public procurement on the conditions laid down in that agreement.

As a rule subcontracting is allowed but proposed subcontractors have to be approved by the European Agencies. Tenderers should indicate in their bids any intended subcontracting, and the proportion of the contract they intend to subcontract. The selection and exclusion criteria are applied not just to the tenderer but also to any subcontractors proposed and supporting documentation should be provided accordingly.

Consortia of economic operators are authorised to tender. For the submission of a tender, the European Agencies do not require that consortia of economic operators have a specific legal form, but the consortium must specify the person heading the project and must also submit a copy of the document authorising this company or person to submit a bid or to sign a contract on behalf of the consortium.

  1. VOLUME OF CONTRACT

The total maximum estimated amount to be allocated to this contract for Lot 1 & 2 is 140.000 € (without VAT). The maximum estimated amount for lot 1 is 70.000 €. The maximum estimated amount for lot 2 is 70.000 €.

  1. TIMETABLE

The estimated date for the signature of the contract is beginning September 2012. The estimated time between contract signature and delivery of works is expected to be one month and the completion of works and installations is expected end of October 2012.

  1. Draft contract

In drawing up the tender, the tenderer should bear in mind the provisions of the draft contract available as Appendix 3 on the Procurement Section in the EMCDDA website at the following address:

Submission of a tender will imply acceptance, by the tenderer, of the provisions of the said contracts, including their appendices, in all matters not governed by this invitation to tender, and waive of the tenderer’s own terms of business.

The accomplishment of a tendering procedure imposes no obligation on the EMCDDA to award the contract. Should the invitation to tender cover several items or lots, the EMCDDA reserves the right to award a contract for only some of them. The EMCDDA shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted or successful. Nor shall it be so liable if it decides not to award the contracts.

  1. Prices
  • The tenderers must indicate, for each lot in which they participate the overall price for the lot, separating the price for the whole of the materials (with a list of the materials), works and services.
  • Prices must be quoted in EURO.
  • Prices must be fixed amounts and will not be subject to revision
  • Prices must be quoted free of all duties and taxes, including VAT, as the EMCDDA is exempt from such charges under articles 3 and 4 of the Protocol on the privileges and Immunities of the European Communities. The amount of the applicable VAT should be shown separately.
  • Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed.
  • The tenderers must fulfil the Financial Offer available as Appendix 4 on the Procurement Section in the EMCDDA website at the following address:
  1. Payment modalities

For lots 1 and 2, there will be a 30% payment after signature of the contract, a 60% payment after completion of the works and a 10% final payment six months after acceptance and final completion of the project including the trainings to staff and all the deliverables.

Each payment has to be invoiced by the contractor. Detailed modalities are explained in the draft contract available as Appendix 3 on the Procurement Section in the EMCDDA website at the following address:

  1. Exclusion criteria

Candidates or tenderers shall be excluded from participation in this procurement procedure if:

  1. they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
  1. they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res iudicata;
  1. they have been guilty of grave professional misconduct proven by any means which the EMCDDA can justify;
  1. they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the EMCDDA or those of the country where the contract is to be performed;
  1. they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Community’s financial interests,
  1. following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

The tenderers are requested to submit with the tender the Sworn declaration available as Appendix 5 on the Procurement Section in the EMCDDA website at the following address: in order to state that the tenderer is not in one of the above mentioned exclusion situations.

Bids that do not contain such a Sworn declaration will not be taken into consideration for the evaluation.

Please note that the bidder(s) to whom the contract is to be awarded shall provide additional proof, evidencing eligibility, as detailed below.

  1. The EMCDDA shall accept the presentation of a recent extract from the judicial record or, in the absence thereof, of a recent, equivalent document issued by a legal or administrative authority in the country of origin or of provenance allowing it to be inferred that these requirements are satisfied as sufficient proof that the candidate or bidder does not fall into one of the cases referred to in subparagraphs a), b) or e) above.
  1. The EMCDDA shall accept the presentation of a certificate issued by the competent authority of the State in question as sufficient proof that the candidate or bidder does not fall into the situation referred to in subparagraph d) above. When such a document or certificate is not issued by the country in question, it may be replaced by a sworn statement or, in the absence thereof, by a solemn statement on the part of the interested party before a legal or administrative authority, a notary public or a qualified professional body in the country of origin or of provenance.
  1. The EMCDDA shall accept the presentation of a sworn statement as sufficient proof that the candidate or bidder does not fall into the situation referred to in subparagraphs c) and f) above.
  1. Under the terms of the national legislation of the country where the bidder or candidate is established, the documents listed in points 1 and 2 relate to corporate bodies and to individuals, including, if appropriate and provided the EMCDDA deems this to be necessary, the directors of the company or any person with powers of representation, decision or control regarding the candidate or bidder.

Contracts may not be awarded to candidates or tenderers who, during the procurement procedure, are guilty of misrepresentation in supplying the information required by the EMCDDA as a condition of participation in the contract procedure or fail to supply this information.

  1. Selection criteria

The selection criteria aim to assess the financial, economic, technical and professional capacity of the tenderers.

12.1 Financial and economic capacity

Tenderers are requested to prove that they have sufficient financial and economic capacity to perform the contract by presenting the Financial Capacity Form available as Appendix 6 on the Procurement Section in the EMCDDA website at the following address: for the last two financial years (one form for each year) duly completed with data for which accounts have been closed, where publication of the balance sheet is required under the company law of the country in which the tenderer is established.

12.2 Technical and professional capacity

To proof its technical and professional capacity, the tenderer should provide the following information:

a. Proof of technical expertise in the areas of HVAC, electrical works, and construction, and/or in the realisation of installations of the type foreseen in the lot(s) for which they are applying. Certifications by the manufacturers as authorised installers can also be acceptable.

b. References of similar assignments over the past three years.

Should a tenderer submit offers for more than one lot, insofar as the documentation covers the subject of all the lots for which an offer has been sent, the tenderer needs to send only one copy of the documentation.

  1. Award criteria

The contracts for the different lots will be awarded to the tender which offers the best value for money. The evaluation shall always include qualitative and price elements, being different for the different lots.

Lot 1

The quality of the tenders will be assessed against the following criteria:

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