EEA/ADS/07/005 - Supply of an electronic document and records management system (EDRMS) for the European Environment Agency (EEA) and provision of related services

Call For Tender Published 18 Apr 2007

Award notice

DK-Copenhagen: supply of an electronic document and records management system (EDRMS) for the European Environment Agency (EEA) and provision of related services

2007/S 83-100896

Contract notice

Supplies

Section I: Contracting authority
I.1)		Name, addresses and contact point(s): European Environment Agency, attn: Philipp Wilhelm, Kongens Nytorv 6, DK-1050 Copenhagen K. Tel. (45) 33 36 72 87. Fax (45) 33 36 72 74. E-mail: philipp.wilhelm@eea.europa.eu.
Internet address(es):
		General address of the contracting authority: http://www.eea.europa.eu/.
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 and main activity or activities: European institution/agency or international organisation. Environment. 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 of an electronic document and records management system (EDRMS) for the European Environment Agency (EEA) and provision of related services.
II.1.2)		Type of contract and location of works, place of delivery or of performance: Supplies. Main place of delivery: EEA offices.
II.1.3)		The notice involves: A public contract.
II.1.5)		Short description of the contract or purchase(s): The future contractor is expected to deliver and install a fully-integrated, ready-to-use EDRMS (including licences) at the EEA premises at Kongens Nytorv 6 (and 28), DK-1050 Copenhagen K, and to provide a number of related services as specified in this document. The required system must be a comprehensive solution for the electronic archiving and filing of documents. In addition to the core functions of an electronic archive such as document storage, filing, search and retrieval, the system shall allow workflow management, batch scanning with barcode, tight integration with MS Office and the administration of paper archives.
II.1.6)		Common procurement vocabulary (CPV): 72200000.
II.1.7)		Contract covered by the Government Procurement Agreement (GPA): No.
II.1.8)		Division into lots: No.
II.1.9)		Variants will be accepted: No.
II.2)		Quantity or scope of the contract
II.2.1)		Total quantity or scope: Estimated value excluding VAT: Range between EUR 125 000 and EUR 175 000.
II.2.2)		Options: No.
II.3)		Duration of the contract or time-limit for completion: Duration: 48 months 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: As specified in the draft contract.
III.1.2)		Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them: As specified in the draft contract.
III.1.3)		Legal form to be taken by the group of economic operators to whom the contract is to be awarded: Tenders may be submitted by groups of suppliers which, if awarded the contract, shall assume a legal form by incorporation, partnership or will otherwise enable them to contract as a single entity. A group of suppliers, however, must identify the main contractor, the sole responsible towards the Agency, which will interface between the Agency and the supplier. Each member of the group must fulfil the conditions for participation mentioned in point III.2.
III.1.4)		Other particular conditions to which the performance of the contract is subject: 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 requirements are met: Exclusion criteria: To be eligible for participation in this contract award procedure, tenderers must not be in any of the exclusion situations referred to in Articles 93 and 94 of Council Regulation (EC, Euratom) No 1605/2002 of 25.6.2002, OJ L 248 of 16.9.2002. To that effect tenderers are required to submit a declaration of honour (Annex 1 of the technical specifications) in accordance with Article 134 of Commission Regulation (EC, Euratom) No 2342/2002 of 23.12.2002, OJ L 357/1 as last modified by Commission Regulation (EC, Euratom) No 1248/2006 of 7.8.2006, OJ L 227. Under the same provision, the tenderer to whom the contract is to be awarded will be required to produce evidence confirming the prior declaration unless this obligation is waived by the contracting authority. Legal capacity: Any tenderer will be asked to prove that he is authorised to perform the contract under national law, as evidenced by inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register. The tenderer should provide an identification sheet (Annex 2 of the technical specifications) duly filled out and signed, a copy of inscription in trade register, where applicable, and a copy of inscription in VAT registers.
III.2.2)		Economic and financial capacity: Information and formalities necessary for evaluating if requirements are met: Tenderers shall provide evidence of economic and financial capacity by 1 or more of the following documents: a. appropriate statements from banks or evidence of professional risk indemnity insurance; b. the presentation of balance sheets or extracts from balance sheets for at least the last 2 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; c. a statement of overall turnover for the last 3 financial years. If, for some exceptional reason, which the contracting authority considers justified, the tenderer or candidate is unable to provide the references requested by the contracting authority, he may prove his economic and financial capacity by any other means which the contracting authority considers appropriate.
III.2.3)		Technical capacity: Information and formalities necessary for evaluating if requirements are met: Tenderers shall provide evidence of the technical and professional capacity with regard to the following: a. a list of the comparable supplies delivered and services provided in the past 3 years, with the sums, dates and recipients, public or private; b. a description of the technical equipment and the measures employed to ensure the quality of supplies and services; c. an indication of the proportion of the contract which the supplier may intend to subcontract; d. a description of the supplier’s environmental management measures.
III.2.4)		Reserved contracts: No.
Section IV: Procedure
IV.1)		Type of procedure: Open.
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)		An electronic auction will be used: No.
IV.3)		Administrative information
IV.3.1)		File reference number attributed by the contracting authority: EEA/ADS/07/005.
IV.3.3)		Conditions for obtaining specifications and additional documents or descriptive document: Time-limit for receipt of requests for documents or for accessing documents: 30.5.2007 (16:00). Payable documents: no.
IV.3.4)		Time-limit for receipt of tenders or requests to participate: 11.6.2007 (16:00).
IV.3.6)		Language(s) in which tenders or requests to participate may be drawn up: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Icelandic, Irish, Italian, Latvian, Lithuanian, Maltese, Norwegian, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish and Turkish.
IV.3.7)		Minimum time frame during which the tenderer must maintain the tender: Duration: 6 months from the date stated for receipt of tenders.
IV.3.8)		Conditions for opening tenders: 18.6.2007 (11:00). Place: EEA offices. Persons authorised to be present at the opening of tenders: yes. Representatives of the tenderers (1 per tender) are allowed to participate in the opening session. They are requested to inform Mr Philipp Wilhelm in advance by e-mail: philipp.wilhelm@eea.europa.eu or by fax: (45) 33 36 72 74.
Section VI: Complementary information
VI.1)		This is a recurrent procurement: No.
VI.2)		Contract related to a project and/or programme financed by EU funds: No.
VI.3)		Additional information: Tender documents can be downloaded from EEA web page: http://www.eea.europa.eu/tenders/calls-for-tenders/open.
VI.4)		Procedures for appeal
VI.4.1)		Body responsible for appeal procedures: Court of First Instance of the European Communities (insofar as the CFI has jurisdiction), boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. (352) 43 03-1. Fax (352) 43 37 66. E-mail: CFI.Registry@curia.europa.eu. URL: http://curia.europa.eu.
Body responsible for mediation procedures:
		The European Ombudsman, 1, avenue du Président Robert Schuman, F-67001 Strasbourg Cedex. Tel. (33) 388 17 23 13. Fax (33) 388 17 90 62. E-mail: euro-ombudsman@europarl.europa.eu. URL: http://www.euro-ombudsman.europa.eu.
VI.4.2)		Lodging of appeals: Precise information on deadline(s) for lodging appeals: Insofar as the Court of First Instance has jurisdiction, within 2 months of the notification to the plaintiff (date of receipt), or, in the absence thereof, the day on which the person concerned had knowledge of the relevant information; a complaint to the European Ombudsman has no impact on the above deadline for lodging an appeal.
VI.4.3)		Service from which information about the lodging of appeals may be obtained: Court of First Instance of the European Communities (insofar as the CFI has jurisdiction), boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. (352) 43 03-1. Fax (352) 43 37 66. E-mail: CFI.Registry@curia.europa.eu. URL: http://curia.europa.eu.
VI.5)		Date of dispatch of this notice: 18.4.2007.