EEA/ADS/07/002 - Framework contract for travel agency services to the European Environment Agency

Call For Tender Published 16 Mar 2007

DK-Copenhagen: framework contract for travel agency services to the European Environment Agency

2007/S 61-074158

Contract notice


Section I: Contracting authority
Name, addresses and contact point(s):  
European Environment Agency, attn: Tommi Multala, Kongens Nytorv 6, DK-1050 Copenhagen K. Tel.  (45) 33 36 72 04. Fax  (45) 33 36 72 74. E-mail:

Internet address(es):

General address of the contracting authority:

Further information can be obtained at:

As in above-mentioned contact point(s).

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at:

As in above-mentioned contact point(s).

Tenders or requests to participate must be sent to:

As in above-mentioned contact point(s).

Type of the contracting authority and main activity or activities:  
European institution/agency or international organisation.
The contracting authority is purchasing on behalf of other contracting authorities: no.

Section II: Object of the contract
Title attributed to the contract by the contracting authority:  
Framework contract for travel agency services to the European Environment Agency.
Type of contract and location of works, place of delivery or of performance:  
Service category No 27.
Main place of performance: contractor's premises.
The notice involves:  
The establishment of a framework agreement.
Information on framework agreement:  
Framework agreement with a single operator.
Duration of the framework agreement: duration in months: 48.
Estimated total value of purchases for the entire duration of the framework agreement, excluding VAT: EUR 4 000 000.
Short description of the contract or purchase(s):  
The purpose of this call for tenders is to conclude a framework contract with a travel agency capable of providing the services and handling the number of travel arrangements — mainly flight tickets — for both EEA staff and external persons.
Common procurement vocabulary (CPV):  
Contract covered by the Government Procurement Agreement (GPA):  
Division into lots:  
Variants will be accepted:  
Quantity or scope of the contract
Total quantity or scope:  
Estimated value, excluding VAT: EUR 4 000 000.
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
Conditions relating to the contract
Deposits and guarantees required:  
As per tender documents.
Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them:  
As per tender documents.
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 service providers that 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 service providers, however, must identify the main contractor, the sole responsible towards the Agency, which will interface between the Agency and the service provider. Each member of the group must fulfil the conditions for participation mentioned in point III.2.
Other particular conditions to which the performance of the contract is subject:  
Conditions for participation
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 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 No 1248/2006 of 07/08/2006, 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.
Any tenderer or candidate 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) duly filled out and signed, a copy of inscription in trade register, where applicable, and a copy of inscription in VAT registers.
Economic and financial capacity:  
Information and formalities necessary for evaluating if requirements are met:
Tenderers shall provide evidence of economic and financial capacity by 1or 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.
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) the educational and professional qualifications of the service provider and/or those of the firm's managerial staff and, in particular, those of the persons responsible for providing the services (CVs of the proposed staff). Tenders from consortiums of firms or groups of service providers must specify the role, qualifications and experience of each of the members of the group;
b) a list of the comparable services provided in the past 3 years, with the sums, dates and recipients, public or private;
c) an indication of the proportion of the contract which the service provider may intend to subcontract;
d) a description of the service provider’s environmental management measures.
Where the services referred to in point b) are provided to contracting authorities, evidence of performance shall be in the form of certificates issued or countersigned by the competent authority.
An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links, which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal.
Under the same conditions, a consortium of economic operators may rely on the capacities of members of the consortium or of other entities.
Reserved contracts:  
Conditions specific to services contracts
Execution of the service is reserved to a particular profession:  
Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service:  

Section IV: Procedure
Type of procedure
Type of procedure:  
Award criteria
Award criteria:  
The most economically advantageous tender in terms of the criteria stated below:
1. Price. Weighting: 50.
2. Quality of services and support. Weighting: 50.
An electronic auction will be used:  
Administrative information
File reference number attributed by the contracting authority:  
Previous publication(s) concerning the same contract:  
Conditions for obtaining specifications and additional documents or descriptive document:  
Time limit for receipt of requests for documents or for accessing documents: 2.5.2007 (16:00).
Payable documents: no.
Time-limit for receipt of tenders or requests to participate:  
14.5.2007 (16:00).
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.
Minimum time frame during which the tenderer must maintain the tender:  
Duration in month(s): 6 (from the date stated for receipt of tender).
Conditions for opening tenders:  
21.5.2007 (16:00).
Place: EEA premises.
Persons authorised to be present at the opening of tenders: yes.
Representatives of the tenderers (1 representative per tender) are allowed to participate in the Opening Session. They are requested to inform in advance Mr Tommi Multala by email: or by fax (45) 33 36 72 74.

Section VI: Complementary information
This is a recurrent procurement:  
Contract related to a project and/or programme financed by EU funds:  
Additional information:  
Tender documents can be downloaded from EEA internet page:
Procedures for appeal
Body responsible for appeal procedures:  
Court of First Instance of the European Communities, boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. (352) 43 03-1. Fax (352) 43 37 66. E-mail: URL:

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: URL:

Lodging of appeals:  
Precise information on deadline(s) for lodging appeals:
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.
Service from which information about the lodging of appeals may be obtained:  
Court of First Instance of the European Communities, boulevard Konrad Adenauer, L-2925 Luxembourg. Tel. (352) 43 03-1. Fax (352) 43 37 66. E-mail: URL:
Date of dispatch of this notice:  


Invitation to Tender

Tender Specifications

Draft Framework Service Contract

Annex I - Declaration on Exclusion Criteria

Annex II - Identification Sheet

Annex III - Price list

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