GSA/OP/03/18 PROVISION OF GUARDING AND … · 3.4 AWARD CRITERIA ... (GSA HQ) to ensure the...

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GSA/OP/03/18

"PROVISION OF GUARDING AND RECEPTION SERVICES FOR THE GSA HQ"

Annex I to Invitation to Tender- ‘Tender Specifications’

Ref: GSA/OP/03/18 Issue: 1 Rev 1

Date: 26 March 2018

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1. Overview ........................................................................................................... 3 1.1 CONTEXT OF THE TENDER .................................................................................. 3 1.2 OUTLINE OF THE TENDER AND PROCEDURAL PROCESS ....................................... 3 I.3 PRINCIPLES ........................................................................................................ 3 I.4 PURPOSE OF THE INVITATION TO TENDER .......................................................... 4 I.5 PROCUREMENT PROCEDURE TIMELINE ............................................................... 4

2. Terms of reference ............................................................................................. 5 2.1 STRUCTURE OF THE TENDER PROCESS .................................................................... 5 2.2 TECHNICAL TERMS OF REFERENCE – LOT 1 – GUARDING SERVICES .......................... 5 2.2.1. Personnel: ......................................................................................................... 5 2.2.2 Services ........................................................................................................... 10 2.3 TECHNICAL TERMS OF REFERENCE – LOT 2 – RECEPTION SERVICES ........................ 15 2.3.1 GSA receptionists’ working area ........................................................................ 15 2.3.2 Desired scope of services .................................................................................. 15 2.3.3 Contractor’s Staff and resources ........................................................................ 16 2.3.4 Services delivery ............................................................................................... 19 2.4 LEGAL AND CONTRACTUAL TERMS OF REFERENCE ................................................ 23 2.4.1 Form of Contracts ............................................................................................. 24 2.4.2 Place of performance ........................................................................................ 24 2.4.2 Duration ........................................................................................................... 24 2.4.3 Language of the Contract .................................................................................. 24 2.4.4 Volume of the Contract ..................................................................................... 24 2.4.5 Subcontracting ................................................................................................. 25 2.4.6 Participation of consortia .................................................................................. 25 2.4.7 Confidentiality .................................................................................................. 25 2.4.8 Application of FWC to Contractors Staff ............................................................. 26

3. Assessment of Tenders..................................................................................... 26 3.1 EXCLUSION CRITERIA (BOTH LOTS) ................................................................... 27 3.2 SELECTION CRITERIA ........................................................................................ 27 3.2.1 Economical and financial capacity criteria (both lots) ........................................ 27 3.2.2 Technical and professional capacity criteria ...................................................... 28 3.3 MINIMUM REQUIREMENTS (APPLICABLE TO ALL LOTS) ..................................... 30 3.4 AWARD CRITERIA ............................................................................................. 31 3.4.1 Qualitative Award Criteria ................................................................................ 31

4. CONDITIONS OF SUBMISSION OF TENDERS ....................................................... 34 4.1 DISCLAIMERS ....................................................................................................... 34 4.2 VISITS TO PREMISES OR BRIEFING ........................................................................ 34 4.3 VARIANTS ............................................................................................................ 34 4.4 PREPARATION COSTS OF TENDERS ....................................................................... 34 4.5 CONTENT OF THE TENDER TO BE SUBMITTED ....................................................... 34 4.5.1 Language .......................................................................................................... 34 4.5.2 Outer envelopes ............................................................................................... 34 4.5.3 Inner envelopes ................................................................................................ 35 4.6 CONTENT OF THE TENDER TO BE SUBMITTED ....................................................... 35 4.6.1 Administrative file ............................................................................................ 36 4.6.2 Technical proposal ............................................................................................ 38

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4.6.3 Financial offer ................................................................................................... 38 4.7 SUBMISSION ........................................................................................................ 40 4.8 PUBLIC OPENING OF THE TENDERS ....................................................................... 40 4.9 PERIOD OF VALIDITY OF THE TENDERS.................................................................. 41 4.10 FURTHER INFORMATION .................................................................................... 41 4.11 INFORMATION FOR TENDERERS ......................................................................... 41 4.12 DATA PROTECTION SPECIFIC TO THE TENDER PROCESS ....................................... 42

5. List of Annexes ................................................................................................. 43

1. Overview

The present specifications are attached to the invitation to tender and are intended to complement the information contained in the Contract Notice 2018/S 064-141503 providing to the tenderers further information on the procurement procedure and elements to allow them to prepare for the procurement process.

1.1 Context of the Tender

The European GNSS Agency (hereinafter referred to as ‘the GSA’, ‘the Agency’ or ‘the Contracting

Authority’) is an agency formed by the European Union to accomplish specific tasks related to the

European GNSS programmes (Galileo and EGNOS).

Further information can be found on the GSA’s web site (http://www.gsa.europa.eu). This

website contains also information about

European GNSS programmes (https://www.gsa.europa.eu/european-gnss/what-gnss)

Legal framework applicable to the GSA (https://www.gsa.europa.eu/gsa/about-gsa)

1.2 Outline of the Tender and procedural process

Name: GSA/OP/03/18 "PROVISION OF GUARDING AND RECEPTION SERVICES FOR THE GSA HQ”

Procedure: Open procedure in accordance with Article 127(1)(2) of Regulation No 1268/2012 (“RAP”) for procurement of services in 2 (two) lots.

1.3 Principles

Tenderers are required to accept all the terms and conditions set out in the invitation to

tender, tender specifications and draft contract. Tenderers are required to waive their own general or specific terms and conditions. The terms and conditions set out in the invitation to tender, tender specifications and draft contract shall be binding on the tenderer to whom the contract is awarded for the duration of the contract.

http://www.gsa.europa.eu/

https://www.gsa.europa.eu/european-gnss/what-gnss

https://www.gsa.europa.eu/gsa/about-gsa

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Any attempt by a tenderer to obtain confidential information, enter into unlawful agreements with competitors or influence the evaluation committee or the GSA during the process of examining, clarifying, evaluating and comparing tenders will lead to rejection of his tender and may result in administrative penalties.

1.4 Purpose of the Invitation to Tender

The objective of this invitation to tender is to establish two single supplier framework contracts (FWC) (one per lot) having duration of 4 years for provision of guarding and reception services to the GSA.

The procurement is divided into following lots:

Lot 1: Guarding services for the GSA

Lot 2: Reception services for the GSA

Tenderers may tender for one or several lots, but must make a separate offer for each lot, as lots will be evaluated separately.

1.5 Procurement procedure timeline

Timetable Date Comments

Submission for publication of contract notice to the supplement to the Official Journal by the GSA.

26/03/2018

All documents of the Invitation to Tender available at: http://www.gsa.europa.eu/gsa/procurement

Deadline for requests of clarifications.

24/05/2018

Requests to be sent in writing only to: [email protected]

Last date on which clarifications are issued by GSA.

25/05/2018

All clarifications will be published at the GSA‘s procurement website: http://www.gsa.europa.eu/gsa/procurement Tenderers are invited to check the GSA’s procurement website on a regular basis.

Deadline for submission of tenders.

31/05/2018 at 23.59 CET

According to conditions of submissions set out in section 4.7 of these specifications.

Opening session and start of evaluation session.

07/06/2018 Lot 1: 10h00 (local time) in the GSA premises in Prague, Czech Republic. Lot 2: 11h00 (local time) in the GSA premises in Prague, Czech Republic.

Completion of evaluation and award

July 2018 (estimated)

The GSA may perform the evaluations of lots in parallel or in sequence.

http://www.gsa.europa.eu/gsa/procurement

mailto:[email protected]

http://www.gsa.europa.eu/gsa/procurement

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The tender shall include all the content described under section 4.5 allowing the GSA to fully assess the exclusion and the selection criteria and to perform an initial evaluation of the technical proposal and the financial offer on the basis of award criteria as described under section 3.

2. Terms of reference

2.1 Overview The Contractors are expected to deliver a permanent, professional, multilingual and reliable reception service for the GSA staff, visitors and suppliers and a permanent, professional, multilingual and reliable guarding service dedicated for the GSA Headquarters (GSA HQ) to ensure the security and safety of GSA HQ.

GSA HQ occupies a building rented by the Czech Republic (Ministry of Finance). GSA HQ includes five floors and a reception area on the ground-floor. The GSA is the sole user of the building.

GSA HQ consists of approximately 60% office space, 30% meeting rooms and 10% technical rooms. The building does not have an inside car parking. During office hours the building is used by approximately 200 staff and daily average of 20 regular visitors.

On a regular basis meetings are organised with high level participants from international organisations, European Union Member States and third countries representatives, necessitating additional staff and organizational requirements.

The reception desk is secured and equipped with telephones and computers with Internet access.

Next to the reception area, there is an office (called the “reception back office”).

Changing room is present on a technical floor. Showers are present in the building.

2.2 Technical Terms of Reference – LOT 1 – GUARDING SERVICES Guarding services shall be delivered on site at GSA HQ on a continuous basis, 24 hours a day, 7 days a week, 365 days of the year, including nights, weekends and holidays.

The tenderer shall propose the profiles of personnel and services below.

The tenderer shall have a Facility Security Clearance (FSC) at least at CONFIDENTIEL UE/EU CONFIDENTIAL level at the moment of submission of tender.

The tenderer personnel devoted to the performance of these services shall have a Personal Security Clearance (PSC) at least at CONFIDENTIEL UE/EU CONFIDENTIAL level at the moment of submission of tender.

2.2.1. Personnel The Contractor must provide guarding staff to ensure that all the duties as described in this call for tender are carried out accordingly.

2.2.1.1 Contractor’s Service Manager The Contractor shall designate a Service Manager within his organisation, who will represent the Contractor for the execution of the contract with the GSA. The Service Manager shall be authorised by the Contractor to take decisions relevant to the Contractor’s performance of

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services at GSA HQ and shall be authorised by the Contractor to respond immediately to the GSA requests with result oriented actions.

Among other tasks, Service Manager shall act as the point of contact for the GSA and assure the control of performances of all Contractor’s staff members participating in the provision of services for the GSA HQ.

The Service Manager is not expected to be present at GSA HQ at all times. However, the Service Manager is expected to be present at GSA HQ at least once a week for a minimum period of one hour.

All communications and exchange of information between the GSA and the Contractor shall be held in writing, preferable by email and addressed to the relevant GSA Contract Manager. All communication shall be in English.

Unit prices, as specified in section 4.6.3.2, shall include the cost of performance of tasks by Service Manager. Consequently, the tenderer shall not claim any extra costs for these tasks and this profile is not therefore included in the quotation in Annex 2.A (Financial Offer).

The Contractor’s Service Manager employed at GSA HQ shall be holder of a Personnel Security clearance at CONFIDENTIEL UE/EU CONFIDENTIAL level. The proof of fulfilment of this requirement shall be provided to GSA LSO not later than at the start of his deployment at GSA HQ.

2.2.1.2 Guard Force Supervisor (GFS) The Contractor shall appoint a GFS responsible for performance of the Contract concluded with the Agency.

Among other tasks, GFS shall act as the on-site point of contact for the Agency and shall assure daily control of the performances of the Contractor’s Staff participating in the provision of services to the GSA HQ.

Other tasks shall include:

- coordinating and reporting of all the security activities to and in collaboration with the GSA Local Security Officer (GSA LSO);

- management of the equipment of the Contractor at different posts;

- controlling the duty performances of all Guards deployed at GSA HQ;

- ensuring the good functioning and the management of the entire Guard force by means of regular and traceable controls;

- planning of the duties of the Guards;

- ensuring proper and continuous coaching of the Guard force;

- inspecting all posts in unpredictable but routine manner;

- implementing the GSA HQ security instructions and the follow up;

- ensuring training and coaching of the new Guards;

Description of other tasks will be provided in the Security Guard Procedures.

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A 24/7 on call availability shall be guaranteed by the GFS for all incidents and emergencies as described in the GSA HQ security instructions.

The GFS employed at GSA HQ shall be holder of a Personnel Security clearance at CONFIDENTIEL UE/EU CONFIDENTIAL level. The proof of fulfilment of this requirement shall be provided to GSA LSO not later than at the start of his deployment at GSA HQ.

Profile of GFS:

- Knowledge of English at least equal to level B2, proven by a certificate issued by an officially recognised institution;

- good computer skills relevant to the post;

- at least 5 years of proven general security experience;

- at least 2 years of proven experience in the management of security personnel;

- at least 2 years of proven experience in directing and training a guarding team;

2.2.1.3 Security Centre Operator The Contractor shall appoint a Security Centre Operator who will fulfil especially the following tasks:

- be responsible for the management of the Security Control Centre, monitor the security systems and follow-up and report on alarms

- intervene in case of alarm and follow up of the activities of the Security Monitoring Centre, and of the reports of the different alarm systems;

- ensuring that all posts are properly manned;

- ensuring that all logbooks are properly kept;


Profile of the Security Centre Operator:




- at least 1 year of proven experience as a Security Centre operator/security guard ;

Security Centre Operators employed at GSA HQ shall be holders of a Personnel Security Clearance at CONFIDENTIEL UE/EU CONFIDENTIAL level. The proof of fulfilment of this requirement shall be provided to GSA LSO not later than at the start of the employment at GSA HQ.

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2.2.1.4 Guards The Contractor shall appoint the guards (in the number as specified in section 2.2.2.5.2) required to fulfil the following tasks:

- ensuring proper access control of all personnel and all visitors to the GSA HQ, including VIPs;

- security screening of all persons visiting the GSA HQ by using the metal detector, the X-ray machine and a hand-held metal detector;

- security screening of all incoming and delivered mail by using the X-ray machine and the hand-held metal detector;

- safety intervention in case of an incident;

- patrolling in order to prevent, detect and deter intrusions or attempts of intrusion;

- intervene in case of alarm and follow-up of the activities of the Security Monitoring Centre, and of the reports of different alarm systems;

- perform immediate intervention on the spot in the event of an incident;


Profile of a Guard:



- at least 1 year of proven experience as a security guard;

Guards employed at GSA HQ shall be holders of a Personnel Security Clearance at CONFIDENTIEL UE/EU CONFIDENTIAL level. The proof of fulfilment of this requirement shall be provided to GSA LSO not later than at the start of the employment at GSA HQ.

In specific cases (e.g. as in section 2.2.2.3), a guard with a Personnel Security Clearance at SECRET EU/EU SECRET level may be required by the GSA.

2.2.1.5 Armed guards The GSA might request, as and when deemed necessary, the execution of guard services by armed guards for duties as specified by the GSA Central Security Office. Armed duties by one armed guard shall be executed as prescribed by the external security contractor’s Security Operating Procedures (SecOps). In addition to the above mentioned, the Contractor shall ensure the following:

- armed guard performing duties at GSA HQ shall have all required trainings, licenses, permits, authorisations as required by the Czech law on handling fire arms by security guards;

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- armed guard shall be equipped at all times when performing duties at GSA HQ with a pistol holster and

loader with at least 6 bullets;

- proper storage outside GSA HQ of the pistol, loader and all bullets when no armed guard duties at GSA

HQ are required;

- storage of the pistol, loader and all bullets, together with proper handover of pistol, loader and all

bullets shall be done as prescribed by Czech law;

- storage of the pistol, loader and all bullets shall be done on a timely way, allowing the guard performing armed duties at GSA HQ to start the service at GSA HQ on a timely way as foreseen in the planning which will be submitted by the Guard Force Supervisor.

The GSA shall not be responsible for secure handling, storage and manipulation of the fire arms used by the armed guard and will not be responsible for payment of the hours spent by the armed guard for training, secure manipulation and secure handover of the fire arms. Neither will the GSA bear any costs related to the fire arms (incl. bullets, maintenance, etc.).

During the entire duration of the Contract, the Agency may request additional Guards and/or Armed Guards for:

- work outside the regular office hours, on weekends/public holidays (for special events, conferences etc.),

- work during the regular office hours.

The minimum notice for the request for additional services from the GSA to the Contractor is 48 hours. The Contractors response time shall be maximum 24 hours.

The duration of the services shall be specified in the request by the GSA.

2.2.1.6 Security Support Officer GSA might request, as and when deemed necessary, the services of an on-site Security Support Officer. These services might be requested on a temporary or permanent basis, full-time or part-time.

The Security Support Officer tasks include:

- logistics, maintenance, review and repair planning and monitoring regarding works inside classified

areas, in cooperation with GSA Facility Management and Logistics;

- logistics, maintenance, review and repair planning and monitoring regarding works on security

systems, in cooperation with GSA Facility Management and Logistics;

- request for visit management;

- visitors database management;

- meeting/visitors management:

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- GSA HQ access management: issuing, follow-up badges of newcomers and leaving staff,

granting/changing access rights;

- key management;

as well as other support tasks, according to the GSA requests.

Profile of the Security Support Officer:




- at least 1 year of proven experience similar to the described tasks (e.g. as a Security Centre operator, team leader etc.);

Security Support Officer shall be a holder of a Personnel Security Clearance at CONFIDENTIEL UE/EU CONFIDENTIAL level. The proof of fulfilment of this requirement shall be provided to GSA LSO not later than at the start of the employment at GSA HQ.

2.2.1.7 Requirements common to all Contractor’s personnel

Contractor’s personnel must:

- comply with the security rules as set up by the Agency for all staff in the building. - have at least secondary level education proven by a certificate; - have a clean criminal record proven by a certificate; - have excellent communication, presentation and interpersonal skills; - be physically fit to perform the requested duties.

2.2.2 Services

2.2.2.1 Equipment

The Contractor shall provide the Guards with portable means of communications (covering the whole GSA HQ premises, including basements), flashlights and all necessary equipment to properly perform their functions, including: batteries, torches, etc.

The Contractor shall provide the Guards with a tagging system. This tagging system shall allow the Guard Force Supervisor and GSA LSO to control the execution of the patrols of the Guards through GSA HQ, including basements and technical rooms. The tagging systems should at least allow to trace the time and place of the Guard in the building without reasonable delay. The tagging system shall be provided and operational at GSA HQ within one month from the beginning of the contract.

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Contractor’s personnel must wear the Contractor’s uniform which shall be approved by the GSA. The Contractor ensures the impeccable presentation of its personnel at all times by means of uniforms. The uniform of any individual guard shall consist of at least two pair of shoes, two pair of socks, two pants or skirts, two shirts, one vest and one tie or scarf. The uniform shall be provided to each staff before starting deployment at GSA HQ.

The Contractor shall provide each personnel with an identification badge, displaying the name of the Contractor the name of the individual, the position and a photograph.

The equipment costs shall be considered included in the prices for Staff services.

2.2.2.2 Training The Contractor shall provide an initial training for all Guards before the start of deployment at GSA HQ. The detailed description of the content of each training shall be provided before start of services at GSA HQ to the GSA Local Security Officer.

Proof of the participation to the initial training shall be provided for every individual guard before start of deployment at GSA HQ.

This initial training shall at least consist of the following:

- training regarding applicable GSA security instructions (including GSA HQ Guards SecOps) of a minimum of at least 4 hours;

- fire safety training (including the fundamentals of fire prevention, fire alarm response, use of firefighting equipment, emergency evacuation procedures) of at least 6 hours;

- first aid and Cardiopulmonary Resuscitation (CPR) training (including dealing with an emergency situation, CPR, seizures, burns, bleeding, broken bones, heart attack, stroke) of at least 6 hours; - x-ray operator training (including x-ray screening equipment and methods, inner workings of screening equipment, cargo and mail screening techniques, health and safety using detection technology, identifying weapons and unauthorised devices in an x-ray) of at least 6 hours;

- security monitoring centre operator training for the Security Centre Operators (including response to security risk situation, operating security equipment, application of security procedures) of at least 6 hours.

The Contractor shall provide yearly refreshment training for all Guards employed at GSA HQ. This training shall at least consist of the following:

- training regarding applicable GSA security instructions of at least 3 hours;

- fire safety training of at least 3 hours;

- first aid and CPR training of at least 3 hours;

- x-ray operator training of at least 3 hours;

- security monitoring centre operator training for the Security Centre Operators of at least 3 hours.

The detailed description of the content of each training shall be provided on a yearly basis.

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Proof of the participation to the yearly refreshment training shall be provided for every individual guard on a yearly basis.

2.2.2.3 24/7/365 EUCI deposit GSA might request, as and when deemed necessary, the execution of guard services by one guard, holder of a personnel security clearance at SECRET UE/EU SECRET level, for duties as European Union Classified Information (EUCI) deposit Officer. These duties shall be performed as prescribed by the external security contractor SecOps and specified by the GSA Central Security Office.

The aim of this function is to allow GSA staff to temporary deposit in a safe and secure way, on a 24/7/365 and as prescribed by Commission Decision 2015-444 and relevant Security Notices, European Union Classified Information up to the level SECRET EU/UE SECRET in an appropriate safe at the Security Monitoring Centre, outside a Secured Area, at all times administered and guarded by a duly cleared guard. The safe will be provided by the GSA.

The Contractor may declare in its tender that it does not dispose of a guard having a personnel security clearance at SECRET UE/EU SECRET level. In such a case, the GSA would give to the Contactor a six-month notice before the start of the activities described in the present section to enable the Contractor to comply with this requirement.

2.2.2.4 Security related purchases If the required services or purchases are not specified in a specific contract together with their price, the below described procedure shall apply.

In order to allow for flexibility in handling GSA‘s needs (urgent or unforeseen need of services and security related purchases), a provisional amount of money shall be allocated for this purpose via a specific contract without a link to a specific task or project (“cashpot”).

Before provision of services or before arranging of purchases the Contractor must be authorised by the GSA on a case-by-case basis in the following way:

The Contractor provides a quote and submits it to the GSA for the approval; the approval should

be written (at least by email); in case of emergency situations (i.e. situations when the immediate

reaction is necessary in order to protect security of the staff or the building or to prevent serious

damage to the staff or the building or to the GSA property) the approval via phone call / SMS is

sufficient

The GSA is not obliged to pay for services / purchases that were done without this approval

This procedure shall be used also for provision of various security services and purchase of various security related material / equipment that are needed for the security of the staff and building but are not specified in the Technical Terms of Reference. In this case it is possible to use the procedure only for individual items of value less than 1000 EUR. The typical items to be purchased are special services of a security technician, access control supplies and services, security equipment etc.

2.2.2.5 Other obligations The Contractor will be obliged to fulfil the following duties:

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2.2.2.5.1 Assignment validation The Contractor must send all requested certificates, documents and other evidence together with the European format CV of every Guard/Armed Guard, Security Centre Operator, GFS and Security Support Officer to the GSA LSO at least 2 weeks before starting to participate in the provision of services to the GSA HQ. Every CV must include data necessary to assess if the person has the above described profile.

The GSA reserves the right to interview any candidate prior to acceptance for duty. The GSA reserves the right to reject without motivation any candidate which the GSA judges not suitable for the execution of the requested Guard services.

2.2.2.5.2 Working hours and working conditions Guarding services shall be provided on site at GSA HQ on continuous basis, including holidays and weekends (24 hours a day, 7 days a week, 365 days a year).

During working days from Monday to Friday one GFS shall be permanently available on site at GSA HQ from 07:00hr till 19:00hr.

During working days from Monday to Friday two Guards shall be permanently available on site at GSA HQ from 07:00hr till 19:00hr.

During working days from Monday to Friday outside working hours from 19:00hr till 07:00hr, at least one Guard shall be permanently available on site at GSA HQ.

During weekends and holiday periods, at least one Guard shall be permanently available on site at GSA HQ at all times.

The Security Monitoring Centre shall be staffed by one Security Centre Operator at all times 24/7 on site at GSA HQ.

All Guards, including the Security Centre Operator and Guard Force Supervisor shall only deliver services for GSA HQ and shall be permanent staff members of the Contractor.

The duration of the services delivered by any single Guard, Security Centre Operator and the Guard Force Supervisor shall under no circumstances exceed twelve hours per day.

The Contractor shall comply with all applicable national and EU legislation. The number of working hours and the lunch breaks must be scheduled in accordance with the applicable national regulations.

2.2.2.5.3 Reporting management: The Contractor will be requested to draw up and deliver in English:

i. Monthly

Monthly provisional working schedules (name, date, type and hours) at least 10 working

days before start of the month.

After the end of the month (maximum 7 working days after the end of the previous

month):

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o The provisional schedule shall be sent with appropriates corrections reflecting the

executed schedule and highlighting the discrepancies between the provisional and

the executed schedule (in order to enable proper controlling of the hours worked

and invoicing).

o Filled-in time sheets for every day when services were provided shall be attached

to the end of the month report;

o Calculation of the price of services for the month (incl. presentation of applicable

penalties and additional services if any).

A monthly report compiling thoroughly all unusual or unexpected events, discrepancies

and abnormality in relation to the provided services;

ii. Quarterly

After every 3 months of service provision the Service Manager shall submit to the Agency a quarterly reporting in English that shall include:

A statistic report summarising the daily attendance and showing the actual hours worked

by his staff under the contract by name, type and quantity;

An overview of wages of the staff, with a graphic analysis of changes;

Updated certificates and movement of staff

A quality management report including:

o A detailed presentation of the work carried out by Contractor’s staff,

o A thorough compilation of all unusual or unexpected events, discrepancies and

abnormality in relation to the provided services;

o A table of trainings, and certification (done, to be done, foreseen)

o a table of the status of actions and corrective measures agreed with GSA contract

manager and/or his representative;

iii. Reporting line and means

All reports shall be sent to the GSA contract manager.

Reports’ templates shall be proposed by the Contractor and validated by the GSA contract manager. The Contractor shall get all templates validated before the end of the first month following the beginning of the contract. For operational need the GSA may at any time of the contract request from Contractor’s service manager changes in the template. In such case templates shall be validated again by the GSA contract manager before dissemination.

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After the reports being submitted, the GSA can organise a meeting in the Agency headquarters where the Service Manager shall be present. During this meeting the Agency shall approve the quarterly report or request for justified amendments to be added before signature.

Minutes of meetings or reports shall be drafted by the Contractor before being submitted to the GSA for validation and signature.

2.2.2.5.4 Replacement of Staff The Contractor shall be responsible for replacement of its staff members in case of unavailability, thus ensuring uninterrupted and constant performance of all services.

In case of unexpected unavailability (e.g. because of an illness) the replacement shall be arranged at the latest within two hours maximum.

In case of emergency, increased threat level, etc. the Contractor shall provide on request additional Guards and Security Centre Operators within five hours maximum.

GSA reserves the right to demand replacement of the GFS or Guards or Security Centre Operator in case of underperformance, misbehaviour or due to the breach of internal security policies and procedures. The replacement must be done within five working days following the request.

Whenever a replacement occurs, the Contractor must inform immediately the GSA in writing.

The Contractor must ensure a high degree of stability of the services, keep turnover to an absolute minimum and a smooth transfer of the contractual obligations.

The replacement shall not oblige the Agency to pay any additional remuneration, fees or costs other than those laid down in the initial Contract. The Contractor shall bear all the additional costs arising out of or incidental to such replacement.

In order to fulfil the above mentioned obligations, the Contractor shall provide evidence of permanent availability of an on call reserve list of a minimum of ten Guards in line with the described professional profile.

2.3 Technical Terms of Reference – LOT 2 – RECEPTION SERVICES

2.3.1 GSA receptionists’ working area See Section 2.1.

2.3.2 Desired scope of services

The Contractor is expected to perform the tasks in line with the following requirements:

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The Contractor shall deliver a permanent, professional, multilingual and reliable reception service to the GSA staff, visitors and suppliers, to enable a performance of high standard services in accordance with the best practice of the industry.

In particular, it is required that the Contractor will provide reception staff to ensure that all the duties as described in this call for tender are carried out accordingly.

All staff providing services under this Contract shall be employed by the tenderer.

2.3.3 Contractor’s Staff and resources

2.3.3.1 Contractor Service Manager The tenderer shall designate a Service Manager within its organisation, who will represent the tenderer for all matters with GSA. He/she will be in possession of the authority to take decisions in their disciplines and respond immediately with results-oriented actions.

Among other tasks, which include acting as the point of contact for the GSA, the Service Manager shall assure the control of the performances of all the Contractor’s Staff members participating in the provision of services to the Agency.

The Service Manager is not expected to be present at the GSA premises at all times. However, he/she is required to be present at GSA premises at least one hour once a week.

All communications and exchange of information between the GSA and the Contractor shall be held in writing, preferably by email, and be addressed to the GSA Contract Manager. The official contract communication language shall be English.

Unit prices, as specified in section 4.6.3.2, shall include the cost of performance of tasks by the Service Manager. Consequently, the tenderer shall not claim any no extra costs for these tasks and this profile is not therefore included in the quotation in Annex 2.A (Financial Offer).

2.3.3.2 Reception staff: The Contractor shall provide high level reception services including:

- Provision of basic information to the public, visitors and internal staff;

- Provision of practical information regarding the daily life in Prague and the Czech Republic to the GSA staff, support in communication with the Czech authorities and companies for all GSA staff members;

- Answering incoming telephone calls efficiently:

• dealing with phone inquiries;

• operating telephone switchboard;

• receiving all incoming calls and forwarding them to the responsible staff;

• recording and forwarding messages;

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• managing the log of incoming calls and providing statistics on incoming calls as needed by the Agency;

- Managing the conference rooms’ booking system, maintaining accurate records of all meetings / events organised and providing statistics on meeting room usage as needed by the Agency;

- Receiving all incoming visitors:

• projecting a positive image of the GSA;

• welcoming official visitors to the GSA;

• escorting visitors to meetings and the GSA officials;

• assisting building’s security guards upon the GSA Contract Manager or his designated representative request or validation;

• rendering assistance to visitors as appropriate;

• issuing and collecting temporary visitor’s badges;

• ensuring that each visitor is picked up by a member of the GSA staff;

- Management of postal services:

• management of in-coming and out-coming mail, in coordination with security guards in charge if required of the screening of the incoming letters;

• reception and registration of mail, couriers and parcels, in coordination with security guards in charge if required of the screening of the incoming mail, couriers and parcels;

• managing deliveries of goods to the GSA, in coordination with security guards in charge if required of checking and screening the incoming goods;

- Supporting internal meetings via a preparatory administration, cloak room procedure, visitors re-directing etc.

- Co-operation with the representatives of the landlord (owner of the building);

- Co-operation with the security Guards;

- Reporting any issues related to the reception services immediately to the GSA contract manager or his representative;

- Keeping up to date with GSA policies and procedures;

- All other tasks relating to ensuring professional reception service and support for staff, visitors and suppliers of the GSA, including basic administration or assistance to security guards in case of evacuation or emergencies as required.

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2.3.3.3 Expected professional profiles

Profile of Service Manager

The Service Manager shall:

• Have as a minimum a secondary level education proven by a certificate;

• Have a previous managerial experience of at least three (3) years in similar services;

• Be able to fluently communicate in English, a level of knowledge equivalent at least to B2

Profile of Receptionists

Receptionists shall have the following profile:

• A good knowledge and experience on providing similar services; a minimum working experience of one (1) year is required;

• A very good knowledge of Czech and English as a minimum (a level of knowledge equivalent at least to B2 proven by a certificate issued by an officially recognised institution (language school etc.).

• Secondary level education proven by a certificate;

• Excellent communication, presentation and interpersonal skills;

• Very good service oriented behaviour and time management;

• Ability to work in international environment;

• Good attention to detail;

• Good computer skills, namely MS – Office suite including MS Outlook, are essential for successful execution of the daily work;

• Adherence to security rules as set up by the GSA for all staff and visitors in the building;

• Customer Service Training or equivalent would be an asset.

2.3.3.4 Contractor’s staff training: The Contractor shall provide an initial specialised professional training for all receptionists before the start of provided reception services at GSA HQ.

The Contractor shall provide yearly refreshment training for all receptionists at GSA HQ.

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The frequency and the content of the training must be provided to the GSA contract manager upon request, together with a proof of attendance.

2.3.3.5 Equipment The Contractor shall provide receptionists with all necessary equipment to properly perform their duties including communication means (if/when appropriate) etc.

The Contractor ensures the impeccable presentation of receptionists at all times by means of uniforms or dress suitable for public international administration (upon approval of the GSA).

The Contractor shall provide each receptionist with an identification badge, displaying the name of the individual.

The equipment costs shall be considered included in the prices for Staff services.

2.3.4 Services delivery

2.3.4.1 Working time frames The reception desk shall be manned on the GSA’s working days from 8:00 till 19:00 by one receptionist at the beginning and at the end of the day and during lunch time and by two receptionists during the peak office hours 10:00-12:00 and 14:00-17:00. The reception must not be left unattended. The Contractor shall therefore allocate to the Agency at least two receptionists per day working on shifts covering the entire period (8:00 – 19:00).

The total number of Reception personnel working for the GSA shall not exceed 3 reception personnel over one day and 5 receptionists over a month. Three receptionists shall be considered as “main receptionists” and another two as “backup receptionists”. Main reception personnel shall perform most of the service hours over a month.

The Contractor shall comply with all applicable national and EU legislation. The number of working hours and the lunch breaks must be scheduled in accordance with the applicable national regulations.

To fulfil Agency needs, the exceptional opening of the reception might be required. Irregular reception service (C) will be required by GSA contract manager upon 2 working days’ notice.

Required time frame schedule table (fig. 1)

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Time frames 1 receptionist 2 receptionists

2 receptionists

At least 1

receptionist on

duty1

08:00 to 10:00 X

10:00 to 12:00 X

12:00 to 14:00 X

14:00 to 17:00 X

17:00 to 19:00 X

The proposed sharing of shifts might be the following (based on usual 8 working hours plus 30-60’ for a lunch break) the shifts could be organised (but not limited) as follows:

→ Receptionist A: 8:00 – 12:00(1 hour break) 13:00 – 17:00

→ Receptionist B: 10:00 – 13:00 (1 hour break) 14:00 – 19:00

This proposed share shall be adapted by the tenderer on the basis of the applicable regulation and their own organisation of work, but the offer shall in any case respect the requirements set up in the present Tender Specifications.

In any case, tenderers should be aware that GSA reserves the right to increase or decrease the number of hours needed / to change the schedule in comparison with the above estimates according to its actual needs.

2.3.4.2 Additional services During the entire duration of the Contract, the GSA may request additional receptionists for:

- Irregular reception service: Work outside the regular office hours, on weekends/public holidays (for special events, conferences etc.),

- Work during the regular office hours (additional work power).

1 Lunch breaks to be organised by the contractor between 12:00 and 14:00 in accordance with local regulations and contract requirements.

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Irregular reception service (Annex 2B points C2 and C3) and additional reception services (Annex 2B point B2) on weekends/public holidays will be required by the GSA contract manager upon 2working days’ notice.

The duration of the services shall be specified in the request by the GSA.

2.3.4.3. Receptionist assignment validation The Contractor must send the European format CV of every receptionist to the GSA at least 2 weeks before she/he shall start to participate in the provision of services to the GSA. Every CV must include data necessary to assess if the person has the above described profile. The GSA reserves the right to interview any candidate prior to acceptance for the duty and/or reject any candidate which the GSA considers as not suitable for the execution of the requested Reception services.

For all receptionists and Service Manager, the Contractor shall declare in writing, before start of deployment of the personnel concerned, that the persons concerned are suitable for the performance of their duties, free from criminal convictions and enjoy full rights as a citizen. The official clean criminal record certificate is required.

Upon GSA agreement on proposed staff every new receptionist will carry out 3 shifts (as a minimum) to get used to the assignment at the expense of the Contractor (at no charge for the GSA).

The Contractor shall inform the GSA about the fact that a Receptionist is prepared for duty. Only after the candidates have completed this introduction training satisfactorily, they will be included in the staff list. Only staff registered on the staff list and approved by the GSA is authorised to be assigned for permanent duty.

GSA reserves the right to reject candidates who were initially included in the staff list but have not met the requirements of the job throughout the initial duty period.

2.3.4.4 Service continuity Contractor’s staff assigned as receptionist for the purpose of this contract shall always be validated by the GSA and come from the staff list agreed with the GSA.

In case of absence by a member of the tenderer’s staff due to sickness or other unforeseen circumstances, the tenderer shall guarantee the respect of the contractual schedule by arranging for a replacement provided by another receptionist included in the staff list without delay.

The Contractor shall be responsible for reception service continuity.

In case of absence by a member of the Contractor’s staff:

- Due to expected unavailability (e.g. holidays) the replacement shall be organised by the Contractor in advance and shall not lead to service interruption.

- Due to unexpected unavailability (e.g. sickness or other unforeseen circumstances) the replacement shall be arranged without delay but at the latest as of the next business day.

In case of non-performance or misbehaviour of whatever nature by a member of the Contractor’s staff, access to the GSA premises may be refused to that person which may lead to his/her exclusion from

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the staff list. In such case, the Contractor must arrange for a replacement provided by another receptionist included in the staff list, without delay but at the latest as of the next business day.

Any changes of any sort shall be communicated by the tenderer to the GSA in writing; in case of changes affecting receptionist already deployed at GSA, the Contractor shall inform the GSA as soon as possible. Any change due to the misbehaviour of receptionist shall be reported to the GSA.

The tenderer will be required to make every possible effort to keep the turnover within the receptionist deployed at the GSA to a minimum. Whenever a candidate included in the main or back up staff list is no longer available, in order to replace the vacancy the Contractor shall propose a list of candidates who might be interviewed by the GSA.

Whenever a replacement occurs, the Contractor must ensure a high degree of stability of services and a smooth transfer of GSA reception related knowledge. The Contractor shall be responsible for training of its new staff members.

The replacement shall not oblige the Agency to pay any additional remuneration, fees or costs. The Contractor shall bear all the additional costs arising out of or incidental to such replacement.

In order to fulfil its obligations, the Contractor can be requested to provide evidence of availability of the main or back up receptionists.

2.3.4.5 Reporting management

i. Monthly reporting:

The Contractor will be requested to draw up and deliver in English, every month:

• A standard monthly provisional working schedules (name, date, type and hours) shall be send to the GSA at least 5 working days in advance.

• After the end of the month (maximum 7 days after the end of the previous month):

o The provisional schedule shall be send back with appropriates corrections reflecting the executed schedule and highlighting the discrepancies between the provisional and the executed schedule (in order to enable proper controlling of the hours worked and invoicing).

o Filled-in time sheets for every day when services were provided shall be attached to the end of the month report;

o Calculation of the price of services for the month (incl. presentation of applicable penalties and additional services if any).

• A monthly report compiling thoroughly all unusual or unexpected events, discrepancies and abnormality in relation to the provided services;

ii. Quarterly reporting:

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After every 3 months of service provision the Service Manager shall submit to the GSA contract manager a quarterly reporting in English that shall include:

• A statistic report summarizing the daily attendance and showing the actual hours worked by his staff under the contract by name, type and quantity;

• An overview of wages of reception staff, with a graphic analysis of changes;

• Updated certificates and movement of staff

• A quality management report including:

o A detailed presentation of the work carried out by Contractor’s staff;

o A thorough compilation of all unusual or unexpected events, discrepancies and abnormality in relation to the provided services;

o A table of trainings, and certification (done, to be done, foreseen);

o A table of the status of actions and corrective measures agreed with GSA contract manager and/or his representative;

iii. Reporting line and means

All reports shall be sent to GSA contract manager and/or his representative.

Reports’ templates shall be proposed by the Contractor and validated by the GSA contract manager. The Contractor shall get all templates validated before the end of the first month following the beginning of the contract. For operational need the GSA may at any time of the contract request from Contractor’s service manager changes in the template. In such case templates shall be validated again by GSA contract manager and/or his representative before dissemination.

After the reports being submitted, the GSA can organise a meeting in the Agency headquarters where the Service Manager shall be present. During this meeting the Agency shall approve the quarterly report or request for justified amendments to be added before signature.

Minutes of meetings or reports shall be drafted by the Contractor before being submitted to the GSA for validation and signature.

2.4 Legal and Contractual terms of reference

2.4.1 Participation Conditions Participation to the procurement is open on equal terms to all natural and legal persons under the conditions set out in Article 119 of the Financial Regulation2.

2 Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on the financial rules

applicable to the general budget of the Union

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2.4.2 Form of Contracts The aim of this procurement is to award one Framework Service Contract to one Contractor per each Lot for the provision of services described in present Tender Specifications. The GSA reserves the right to launch an exceptional negotiated procedure for new services of a value up to 50% of the initial maximum FWC value with the same Contractor in case of need, as foreseen in Art. 134(1)(e) RAP.

2.4.3 Place of performance The GSA HQ is located at Janovskeho 438/2, 170 00 Prague 07, Czech Republic.

GSA HQ occupies a building rented from the Czech Ministry of Finance. GSA HQ includes five floors and a reception area on the ground-floor. The GSA is the sole user of the building.

GSA HQ consists of approximately 60% office space, 30% meeting rooms and 10% technical rooms. The building does not have an inside car parking. During office hours the building is used by approximately 150 staff and daily average of 20 regular visitors.

On a regular basis meetings are organised with high level participants from international organisations and European Union Member States and third country representatives, requiring additional staff and additional requirements.

2.4.4 Duration The expected duration of the Framework Service Contract is 1 year from the signature of the Contract, with the possibility of extension 3 times for 1 year (4 years maximum). The indicative estimated start dates are the following: LOT 1: December 2018 LOT 2: September 2018

The GSA reserves the right to change these start dates.

2.4.5 Language of the Contract English shall be the working language of the Contract including all correspondence with the GSA. Therefore, all proposed personnel should have an excellent level of English equivalent, at least, to B23, proven by a certificate issued by an officially recognized institution.

2.4.6 Volume of the Contract The indicative budget estimated for the maximum duration of the Contract is EUR 1,700,000 – 2,000.000 (one million seven hundred thousand to two million EUR) for Lot 1 and EUR 400.000 (four hundred thousand) for Lot 2.

This budget is only indicative; it will be subject to budget allocations given to the GSA.

3 see the Common European Framework of Reference for Languages (CEFR) (http://europass.cedefop.europa.eu/europass/home/hornav/Downloads/CEF/LanguageSelfAssessmentGrid.csp)

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2.4.7 Subcontracting The Contractor will be able to call on subcontractors. However, the Contractor will remain the sole partner and person legally and financially responsible vis-à-vis the GSA. Particular attention will be paid to the approach proposed by the Contractor for the management of his subcontractors. The Tenderer must indicate clearly which parts of the work will be sub-contracted and to what extent (proportion in %). The subcontractor must not subcontract further. Sub-contractors must satisfy the exclusion criteria and selection criteria S4 and S5 applicable to the award of the Contract. If the identity of the intended subcontractor(s) is already known at the time of submitting the Tender, the Tenderer must furnish a statement guaranteeing the eligibility of the subcontractor. If the identity of the subcontractor(s) is not known at the time of submitting the Tender, the tenderer who is awarded the Contract will have to seek GSA’s prior written authorisation before entering into a sub-contract. Where no sub-contracting is indicated in the Tender the work will be assumed to be carried out directly by the tenderer.

2.4.8 Participation of consortia Consortia may submit a Tender on the condition that it complies with the rules of competition. A consortium may be a permanent, legally-established grouping or a grouping which has been constituted informally for a specific Tender procedure. Such grouping (or consortium) must specify the company or person heading the project (the leader) and must also submit a copy of the document authorising this company or person to submit a Tender on behalf of the consortium. All members of a consortium (i.e. the leader and all other members) are jointly and severally liable to the Contracting Authority. In addition, each member of the consortium must provide the required evidence for the exclusion and selection criteria (see section 3 of these Tender Specifications). Concerning the selection criteria “economic and financial capacity” as well as “technical and professional capacity”, the evidence provided by each member of the consortium will be checked to ensure that the consortium as a whole fulfils the criteria. The participation of an ineligible person will result in the automatic exclusion of that person. In particular, if that ineligible person belongs to a consortium, the whole consortium will be excluded.

2.4.9 Confidentiality The tenderer shall pay particular attention to the clauses on confidentiality of the draft FWC. The assignment is to be considered as a highly sensitive issue, considering that the Contractor will not only

26

have direct access and knowledge of the GSA's internal organisation, including personal details of members of staff and external visitors, but will also have to deal with sensitive information.

For Lot 1, the selected Contractor needs to be holder of a Facility Security Clearance (FSC) of at least CONFIDENTIEL UE/EUCONFIDENTIAL level at start of services at GSA HQ. The GSA LSO shall be provided with the FSC at the latest at the signature of the Contract.

The Contractor undertakes to treat in the strictest confidence and not make use of or divulge to third parties any information or documents which are linked to performance of the Contract. The Contractor shall continue to be bound by this undertaking after completion of the tasks.

The Contractor shall obtain from each member of his Staff employed at GSA HQ a written statement that they will respect the confidentiality of any information which is linked, directly or indirectly, to execution of the tasks and that they will not divulge to third parties or use for their own benefit or that of any third party any document or information not available publicly, even after completion of the tasks. The signed declaration of confidentiality of each member of staff shall be provided to GSA at the start of employment of the staff member at GSA HQ.

The GSA reserves further rights to ask the Contractor of its Staff performing the services to sign a declaration regarding confidentiality, non-disclosure and/or declaration regarding precise obligations of processing of personal data.

2.4.10 Application of FWC to Contractor’s staff

The Contractor shall take all necessary steps, towards its staff executing this contract, to ensure the full applicability of FWC conditions.

The contract to be signed is (i) not meant to establish any employment relationship between the GSA and the tenderer's personnel performing the services and (ii) shall not be interpreted as establishing such a relationship. The tenderer shall take all measures to ensure this understanding with its personnel and shall indemnify and hold the GSA harmless against any claim which the GSA would face in this respect.

3. Assessment of Tenders

All admissible Tenders will be assessed. See the admissibility criteria described in section 4 below.

All requests to participate will be assessed in the light of the criteria set out in these specifications.

The assessment of the Tenders in phase 1 of this procurement procedure is carried out in successive stages against the exclusion and selection criteria set out below.

1) Exclusion stage- to check, on the basis of the exclusion criteria, whether tenderers can take part in the tendering procedure;

2) Selection stage- to check, on the basis of the selection criteria, (a) the technical and professional capacity; (b) economic and financial capacity, (c) capacity to manage security aspects of the Contract as well as (d) conflict of interest questions of each tenderer.

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3) Minimum requirement stage

4) Award stage- to assess, on the basis of the award criteria, each Tender.

A tender may not be assessed in a stage and it may be excluded from the evaluation if the tenderer does not pass the previous stage.

The GSA reserves the right to carry out the assessment in a different order.

A single Framework Service Contract will be concluded for each lot with the tenderer ranked best as the result of the evaluation of admissible Tenders.

3.1 Exclusion criteria (both lots)

Participation in this Tender is only open to tenderers (all entities involved, including sub-contractors) who sign the Declaration of Honour (Annex 3 to this document). Failure to do so will lead to exclusion from the procurement process.

Supporting evidence requested as part of the Declaration of Honour may be submitted only by the successful tenderer upon notification of award by the GSA. The GSA reserves the right to request the supporting evidence during the tendering procedure.

3.2 Selection criteria

3.2.1 Legal and administrative requirements (both lots):

Ref# Requirement To be evidenced by

Applicable to

L1 General requirement Tenderers (including all consortium members and any proposed sub-contractors) must prove that they are authorised to perform the contract under the national law

A duly filled in and signed Legal Entity Form (see Section 4.6.1) and proof of inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, authorisation or entry in the VAT register.

Tenderers (including all consortium members and any proposed sub-contractors)

L2 Place of establishment Tenderers (including all entities / consortium members and sub-contractors) must be established in an EU

Submission of a proof provided for under criterion L1. Additional supporting documents may be requested from successful tenderer upon notification of award by the GSA.

Tenderers (including all entities / consortium members and sub-contractors)

28

Member State, Norway or Switzerland

3.2.2 Economical and financial capacity criteria (both lots) Tenderers must have the economic and financial capacity as well as the technical and professional capacity to perform the tasks required in this call for Tender. The tenderer (all legal entities belonging to a consortium) shall demonstrate the financial and economic capacities required for performance of this Contract.


Applicable to

S1. The tenderer (all members of consortium cumulatively) must have a minimum general turnover of 500.000,00 (five hundred thousand) EUR per year in last three years. In case a tenderer applies for both lots, it is sufficient that the tenderer has a minimum general turnover of 500.000,00 (five hundred thousand) EUR per year in last three years.

Submission of a copy of the official balance sheets of the last three years or equivalent proof.

Tenderer (all members of consortium cumulatively)

S2 The tenderer (including any consortium member) is required to have a stable financial capacity to sustain its business.

Submission of a copy of the official balance sheets of the last three years or equivalent proof.

Tenderer (including any consortium member)

3.2.3 Technical and professional capacity criteria

3.2.3.1 LOT 1 – Guarding Services Tenderers must provide evidence of their technical and professional competence on the following points:


Applicable to

S3 Minimum experience of 3 years with provision of guarding services in high risk environments for public authorities (e.g. embassies, international organisations, military sites, governmental sites, critical

At least 3 relevant references

Tenderer (all members of consortium and proposed subcontractors cumulatively)

29

national infrastructure).

S4. Facility Security Clearance (FSC) at least at CONFIDENTIEL UE/EU CONFIDENTIAL level;

Certificate of FSC submitted together with the tender.

Tenderer (all members of consortium and proposed subcontractors)

S5. Personnel Security Clearances for staff as specified in section 2.2.1.

Certificate of PSC submitted together with the tender.

In duly justified cases, the tenderer may request that it applies for the PSC for some staff members after the award decision. In this case, the successful tender’s staff must receive all the necessary PSC before 30/11/2018. Failing that, the GSA would award the contract to another tenderer having staff covered by all the necessary PSC who ranked after the first successful tenderer, without the latter one having any possibility to claim any damage.

Tenderer (all members of consortium and proposed subcontractors)

Tenderers must provide with their bid detailed curriculum vitae of each Staff member responsible for carrying out the work, including his or her educational background, degrees and diplomas, professional experience and linguistic skills.

3.2.3.2 LOT 2 – Reception Services: Tenderers must provide evidence of their technical and professional competence on the following points:


Applicable to

S6. Minimum experience of at least 3 years with provision of reception services for public authorities or international companies (e.g. embassies, high level sites, international corporations,

At least 3 relevant references;

Tenderer (all members of consortium and proposed subcontractors

30

international organisations, international hotel chains)

cumulatively)

3.3 Minimum requirements (applicable to all lots)

Tenderers and/or consortia must state compliance with the minimum requirements below in the

Declaration of Honour (Annex 3).


Applicable to

M1 The tenderer shall offer the staff

profiles described in section 2.2.1

(lot 1) and 2.3.3.3 (lot 2);

CVs Tenderer (all

members of

consortium and

proposed

subcontractors

cumulatively)

M2 The tenderer must be able to

communicate with the GSA in English

(GSA internal working language).

The command of English is verified

by the fact that the tenderer

understands the tender

specifications drafted in English;

As regards M2-M5, it

is sufficient for the

tenderer to state

compliance with the

requirements in the

Declaration of

Honour (Annex 3).

The GSA reserves the

right to request

supporting evidence

during the tendering

procedure or upon

notification of award

by the GSA.

Tenderer (all

members of

consortium and

proposed

subcontractors)

M3 The tenders submitted must be

compliant with applicable

environmental, social and labour law

obligations.

Tenderer (all

members of

consortium and

proposed

subcontractors)

M4 The selected Contractor shall

confirm in writing that the

Contractor works in full compliance

with all relevant European and

national legislation and specifically

the European (both lots) and

national legislation related to the

organisation and performance of

guarding services (lot 1).

Tenderer (all

members of

consortium and

proposed

subcontractors)

M5 The tenderer must ensure an

obligatory minimum hourly gross

Tenderer (all

members of

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wage per receptionist and/or guard

which shall be at least 7,00 (seven)

EUR

consortium and

proposed

subcontractors)

The failure to comply with minimum requirements will lead to exclusion of the tenderer from the

tender procedure.

3.4 Award criteria

All Tenders will be assessed in the light of the objectives, specifications and criteria set out in these tender specifications.

The assessment of the Tenders in award stage is carried out in three successive stages against the Technical and Financial Award Criteria set out below.

3.4.1 Qualitative Award Criteria

The technical quality of the Tender will be assessed on the basis of the tenderer's technical proposal.

Technical offers will be evaluated on the basis of the following award criteria. The maximum quality score is 100 points. Tenders who do not obtain at least 50% of the maximum score for each qualitative award criterion and at least 60% of the overall score for all the qualitative award criteria will not be admitted to the next stage of the evaluation procedure.

3.4.1.1 LOT 1, Guarding Services

# Qualitative Award criteria Points Maximum: 100 Minimum: 60

Q.1 Quality of the GSA HQ operational guarding plan and of proposed services taking into account the GSA specificities, as well as needs described in present tender specifications

- Proposed operational guarding plan (15 points); - Organisation of the management team (5

points). - Inspections (5 points). - Quality of approach of general management

planning, as well as internal reporting and GSA reporting (5 points).

- Proposed approach in order to monitor and guarantee the daily contract implementation at the required quality standards (5 points)

Max. 40 Min. 20

32

- Quality and adequateness of other aspects of the services proposed by the tenderer (5 points).

Q.2 Quality of proposed personnel

- Overall quality of profiles proposed at management level, taking into account the level of language certification, the level of education and the suitability to work in an international environment.

- Overall quality of profiles proposed at operational level, taking into account the level of language certification, the level of education and the suitability to work in an international environment.

Max. 30 Min. 15

Q.3 Quality of the company staff management policies

- Minimum guaranteed salary of staff going beyond the minimum requirement M5 (7 points)

- Selection and recruitment procedure (3 point) - Training program (3 point) - System for control of quality (3 point) - Reward structure and staff motivation program

(2 point) - Companies health and safety policy (2 point)

Max. 20 Min. 10

Q.4 Quality of staff policy related to turnover of staff

- Measures taken to limit turnover (fluctuation), - Replacement schemes

Max. 10 Min. 5

All sub-criteria will have the same weighing for the evaluation, unless explicitly specified.

3.4.1.2 LOT 2, Reception Services

# Qualitative Award criteria Points

Maximum: 100 Minimum: 60

Q.1 Quality of proposed services taking into account the GSA specificities, as well as needs described in present tender specifications

- Organisation of the management team (10 points).

- Quality of approach of general management planning, as well as internal reporting and GSA

Max. 40 Min. 20

33

reporting (5 points). - Proposed approach in order to monitor and

guarantee the daily contract implementation at the required quality standards (5 points)

- Quality and adequateness of other aspects of the services proposed by the tenderer (10 points).

Q.2 Quality of proposed personnel

- Overall quality of profiles proposed at management level, taking into account the level of language certification, the level of education and the suitability to work in an international environment (10 points).

- Overall quality of profiles proposed at operational level, taking into account the level of language certification, the level of education and the suitability to work in an international environment (20 points).

Max. 30 Min. 15

Q.3 Quality of the company staff management policies

- Minimum guaranteed salary of staff going beyond the minimum requirement M5 (7 points)

- Selection and recruitment procedure (3 point) - Training program (3 point) - System for control of quality (3 point) - Reward structure and staff motivation program

(2 point) - Companies health and safety policy (2 point)

Max. 20 Min. 10

Q.4 Quality of staff policy related to turnover of staff

- Measures taken to limit turnover (fluctuation), - Replacement schemes

Max. 10 Min. 5

All sub-criteria will have the same weighing for the evaluation, unless explicitly specified.

3.4.2. Financial Award Criteria

Following the assessment of the qualitative award criteria the Tender will be evaluated with regard to the Price of Tender that shall be provided by filling in and signing the Financial Table of Answers (Annexes B)

The price quotes given in annexes B that constitute the Price of Tender are binding for the tenderer and they will be considered as prices for the Framework Service Contract.

The multipliers are used solely for the purpose of the evaluation of the offers.

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The price index will be calculated as follows: the least expensive Price of Tender that is above the technical threshold will receive 100 points. The other Prices of Tenders receive the points according to the ratio between the least expensive offer and their one, and then multiplied by 100, as shown in the formula below:

Price Index = Cheapest Price of Tender Received / Price of the Tender * 100

3.4.3 Calculation of final score and ranking of tenderers

The Contract will be awarded to the tenderer who obtains the highest score at the end of the final evaluation, according to the formula shown below:

The Framework Service Contract will be awarded for each lot to the most economically advantageous tender, which is established by weighing technical quality against price on a 60/40 basis.

The consolidated score for each tenderer will be calculated as follows:

Final score for Tender X= Technical score*0.6 + Financial score*0.4

The Contract will be awarded to the Tenderer which obtains the highest score.

4. CONDITIONS OF SUBMISSION OF TENDERS

4.1 Disclaimers Please note disclaimers referred to in the invitation to tender.

4.2 Visits to premises or briefing Visits to GSA’s premises or briefings during the tendering process are not foreseen but they can be organised upon request.

4.3 Variants

Variants are not permitted under this procurement procedure.

4.4 Preparation costs of Tenders Costs incurred in preparing and submitting Tenders are borne by the tenderers and will not be reimbursed.

4.5 Content of the Tender to be submitted

4.5.1 Language Tenders shall be drafted in one of the official languages of the European Union, preferably ENGLISH.

4.5.2 Outer envelopes

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Each tender of each lot must be presented in one (1) outer envelope or parcel, which should be sealed with adhesive tape, signed across the seal.

Each outer envelope shall carry the following information:

the reference number of the Invitation to Tender GSA/OP/03/18/Lot[insert number applied for]

the project title “Provision of guarding and reception services to the GSA”

the name of the tenderer

the indication “Tender - Not to be opened by the internal mail service”

the address for submission of tenders (as indicated in section 4.7)

the date of posting (if applicable) should be legible on the outer envelope.

4.5.3 Inner envelopes Each outer envelope shall contain three (3) inner envelopes, namely, Envelope 1, 2 and 3 stating the content of each:

-Envelope 1: “ADMINISTRATIVE DOCUMENTS and DOCUMENTS RELATING TO EXCLUSION

and FINANCIAL AND ECONOMIC SELECTION CRITERIA“, with the name and stamp of the

tenderer and the reference number of the Invitation to Tender „GSA/OP/03/18/Lot[insert

number applied for]“;

-Envelope 2: “TECHNICAL OFFER“, with the name and stamp of the tenderer and the

reference number of the Invitation to Tender „GSA/OP/03/18/Lot[insert number applied

for]“;

-Envelope 3: “FINANCIAL OFFER“, with the name and stamp of the tenderer and the

reference number of the Invitation to Tender „GSA/OP/03/18/Lot[insert number applied

for]“.

Each inner envelope shall contain one (1) ORIGINAL and three (3) COPIES. The original tender

shall be marked “ORIGINAL”, and the copies signed in the same way as the original shall be

marked “COPY”. Three electronic copies shall also be submitted.

It is required that tenders be presented in the correct format and include all documents necessary to enable the evaluation committee to assess them. Failure to respect these requirements will constitute a formal error and may result in the rejection of the tender. The GSA retains ownership of all tenders received under this procedure. Consequently tenderers shall have no right to have their tenders returned to them.

4.6 Content of the tender to be submitted

Each tender must consist of:

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1. an administrative file (envelope 1). One separate envelope shall be submitted for each lot

2. a technical offer (envelope 2). One separate envelope shall be submitted for each lot.

3. a financial offer (envelope 3). One separate envelope shall be submitted for each lot. In addition to the above, in general the tender must be:

signed by the tenderer or his duly authorised representative;

perfectly legible so that there can be no doubt as to words and figures;

clear and concise, with continuous page numbering, and assembled in a coherent fashion (e.g. bound or stapled or organised in files).

The GSA reserves the right to request additional evidence in relation to the tender submitted for evaluation or verification purposes.

4.6.1 Administrative file The administrative file will consist of the following elements:

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ENVELOPE 1 – ADMINISTRATIVE DOCUMENTS and DOCUMENTS RELATING TO EXCLUSION and FINANCIAL AND ECONOMIC SELECTION CRITERIA (one (1) ORIGINAL and three (3) COPIES per envelope).

A cover letter, dated and signed by the tenderer or by any other duly appointed representative and including:

- A declaration of full acceptance of the requirements in this Invitation to Tender;

- A reference to the lots on which tenderer submits an offer;

- The tenderer's undertaking to provide the services related to the associated lot(s);

- A list of all the documentation included/enclosed in the tender;

- A list of the legal entities involved, specifying each entity's role and qualifications;

- Tenderer’s contact details.

The duly filled in, signed, stamped and dated identification sheet of the tenderer using the template in Annex 14

The duly filled in, signed and dated legal entity form5 using the template available at:

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm

any supporting documents required in this template.

A duly signed and dated statement containing the name and position of the tenderer’s authorised representative/signatory and official documentary evidence proving the representative’s legal authority to validly sign on behalf of the organisation.

In case of consortia, a duly signed and dated statement/declaration by each of the consortium members specifying the company or person heading the project and authorised to submit a tender on behalf of the consortium, sign the general terms and conditions of contract in the name and on behalf of the other consortia members, manage the contracts, including any amendment thereof in the name and on behalf of other consortia members.

In case of subcontractors, a signed, stamped and dated declaration of intent (Annex 4)

The duly filled in, signed and dated Financial Identification Form using the template available at:

http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm

The duly filled in, signed, stamped and dated declaration(s) of honour6 relating to exclusion, selection criteria and minimum requirement using the template in Annex 3.

4 One per tenderer (presenting all the legal entities involved in the consortium and/or sub-contractors) 5 1 (one) per legal entity (i.e. tenderer, all consortium members, all subcontractor(s)) 6 One per legal entity (i.e. tenderer, all consortium members, all sub-contractor(s))





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3 CD-ROM containing any and all electronic files related to ADMINISTRATIVE DOCUMENTS and DOCUMENTS RELATING TO EXCLUSION and FINANCIAL AND ECONOMIC SELECTION CRITERIA, strictly identical in full to the original tender.

4.6.2 Technical proposal

Each tender of each lot shall include a technical proposal demonstrating a good understanding of the tender requirements and the capability to satisfy them.

Tenderers shall describe as part of their technical proposal all prior experience relevant for performance of the tasks requested.

Moreover, tenderers (whether being sole contractor or part of a consortium/grouping) are requested to demonstrate how their proposed methodology/strategy/organisation will guarantee the most efficient implementation and management of the requested tasks.

In particular, the tenderers must include into the technical proposal:

4.6.3 Financial offer

4.6.3.1 Content

Each tender of each lot shall include a financial proposal. Here below is a summary of the content requirements of the technical proposal:

ENVELOPE 2 – TECHNICAL OFFER (one (1) ORIGINAL and three (3) COPIES per envelope).

Duly signed and dated Executive Summary (2 pages maximum) on the Technical Offer.

Information required for evaluation of technical and professional capacity selection criteria (section 3.2.3.1 for Lot 1 and section 3.2.3.2 for Lot 2);

Technical Proposal, in accordance with the requirements of the present tender

specifications;

Necessary elements for assessment of minimum requirements and award criteria

3 CD-ROM containing any and all electronic files related to TECHNICAL OFFER, strictly

identical in full to the original tender.

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ENVELOPE 3 – FINANCIAL OFFER (one (1) ORIGINAL and three (3) COPIES per envelope).

Duly signed and dated financial proposal using the template in Annexes 27

1 CD-ROM containing any and all electronic files related to FINANCIAL OFFER, strictly

identical in full to the original tender.

The financial offer, to be prepared for each lot, must respect the following conditions:

4.6.3.2 Unit prices and total prices

Unit prices quoted in Annexes 2, must be firm and fixed and are not subject to revision. The unit prices in the financial offer will constitute the price list for the duration of FWC8, and shall include all costs and expenses which are necessary for performance of the tasks. These cost and expenses are notably: effort for all the tasks (including drawing up quotations and reports) necessary for their performance, including:

- all costs (management of the project, administrative support and any support resource, coordination, quality control or currency conversion fees);

- all overheads (management of the firm, secretarial services, social security, wages, etc.) necessary for the performance of the tasks described and incurred directly and indirectly by the Contractor and/or subcontractors (if any) in performance of the tasks that will be entrusted to him.

The prices quoted in Financial Offer will constitute Pricelist for the duration of Framework Contract.

Any tax optimisation measurements as travel allowances, linked (multiple) contracts, etc. are not acceptable and might lead to the termination of the Contract.

The Contractor is responsible for full compliance with applicable legislation regarding the working time. Proven non-compliance shall lead to penalties to be applied (Section I.11.1 of draft FWC).

The price must be quoted in Euro. It shall be fixed and not subject to revision during the performance of the Contract.

4.6.3.4 VAT exemption As the GSA is exempt from all taxes and dues, including value added tax (VAT), pursuant to Articles 3 and 4 of the Protocol on the privileges and immunities of the European Communities, these must not be included in the price.

7 One per tender

8 Price grid quantities estimates are provided by the GSA in Annexes 2. Such estimates will only be used by the GSA to simulate the cost

competitiveness of tenderers against the most realistic scenario of implementation of the framework contract. In this respect, quantity estimates are in no way binding. Upon signature of the framework contract, only the unit prices provided by the tenderers in the duly completed tables of Annexes 2.

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4.6.3.5 Currency and exchange rates The price tendered must be all-inclusive and expressed in Euro, including for countries which are not part of the Euro zone. For tenderers in countries which do not belong to the Euro zone, the price quoted may not be revised in line with exchange rate movements. It is for the tenderer to select an exchange rate and assume the risks or the benefits deriving from any fluctuation.

4.7 Submission

Tenders may be submitted by post mail, express mail, commercial courier or hand-delivered and

are to be submitted not later than the relevant date and time specified in section 1.5 above to the

following address:

European GNSS Agency

Procurement and Legal Department

Tender ref: GSA/OP/03/18/Lot[insert number applied for]

Janovskeho 438/2

170 00 Prague 7

Holesovice, Czech Republic

Tenders sent by post mail, express mail and commercial courier shall be addressed to this address

not later than 23:59 (local time) of date as indicated in section 1.5. In this case, a receipt must be

obtained as proof of submission.

In case the tender is hand-delivered, a receipt must be obtained as proof of delivery, signed and

dated by the reception desk officer. The reception is open from 08.00 to 17.00 Monday to

Thursday, and from 8.00 to 16.00 on Fridays. It is closed on Saturdays, Sundays, European

Commission holidays and some Czech national holidays.

Upon submission of tenders by post mail, express mail, commercial courier or hand-delivery,

tenderers shall send an email of notification of submission to [email protected]. The

subject of the email shall be: “GSA/OP/03/18/Lot[insert number applied for]: submission of

tender by [insert name of legal entity / consortium]“

4.8 Public opening of the tenders The tenders will be opened on the date and time indicated in section 1.5 above, in the offices of

the GSA, Janovskeho 438/2, Prague 7, Czech Republic.

This opening session will be public. A representative of each tenderer may attend the opening of

the tenders. At the end of the opening session, the Chairman of the opening committee will

indicate the name of the tenderers and the decision concerning the admissibility of each offer

received. The prices indicated in each tender received will not be communicated.


41

Tenderers who wish to attend are invited to send a request (at least 5 (five) calendar days before

the date of the opening) to the following e-mail address: [email protected], indicating the

name(s) of the attending person(s) and the tenderer (s)he represents. The subject of the email

shall be: “GSA/OP/03/18/Lot[insert number applied for]: request from [insert name of legal entity

/ consortium] to participate to the opening session“

In order to be able to enter the GSA premises for the opening of the tenders, the attending person

shall present an ID card or passport at the reception of the GSA. Maximum one representative per

tenderer may attend the opening.

4.9 Period of validity of the tenders Period of validity of the tenders, during which tenderers may not modify the terms of their

tenders in any respect: 9 (nine) months from the closing date for the submission of the tenders.

4.10 Further information Contacts between the GSA and tenderers are prohibited throughout the procedure save in

exceptional circumstances and under the following conditions only:

Before the final date for submission of tenders:

At the request of the tenderer, the GSA may provide additional information solely for the

purpose of clarifying the nature of the contract.

Any requests for additional information must be made in writing only to

[email protected]. The subject line of the e-mail has to quote the reference of the

procurement procedure: GSA/OP/03/18/Lot[insert number applied for].

Requests for additional information received after deadline specified in section 1.5 above

will not be processed (for practical reasons).

The GSA may, on its own initiative, inform interested parties of any error, inaccuracy,

omission or any other clerical error in the text of the Invitation to Tender.

After the opening of tenders:

If, after the tenders have been opened, some clarification is required in connection with a

tender, or if obvious clerical errors in the submitted tender must be corrected, the GSA

may contact the tenderer, although such contact may not lead to any alteration of the

terms of the submitted tender.

4.11 Information for tenderers

The GSA will inform tenderers of decisions reached concerning the award of the contract in due course, including the grounds for any decision not to award a contract or to recommence the procedure.


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If a written request is received, the GSA will inform all rejected tenderers of the reasons for their rejection and all tenderers submitting an admissible tender of the characteristics and relative advantages of the selected tender and the name of the successful tenderer.

However, certain information may be withheld where its release would impede law enforcement or otherwise be contrary to the public interest, or would prejudice the legitimate commercial interests of economic operators, public or private, or might prejudice fair competition between them.

4.12 Data protection specific to the tender process Processing the reply to the invitation to tender involves the recording and processing of personal

data. Such data will be processed pursuant to Regulation (EC) No 45/2001 on the protection of

individuals with regard to the processing of personal data by the Community institutions and

bodies and on the free movement of such data.

Identity of the Controller: Unless indicated otherwise, replies to the questions and any personal

data requested are required to evaluate the tender in accordance with the tender spefications and

will be processed solely for that purpose by the Executive Director of the GSA (the Controller),

Head of Administration and Head of Legal and Procurement Department (the Delegated

Controllers).

Purpose of processing: Upon reception of your tender by the Controller, your personal data is

collected and further processed for the purpose of the management and administration of the

selection of procurement by GSA services.

Data concerned: personal data collected and further processed concern the tenderer and its staff

or subcontractors (natural persons). Information can relate to the following data: name; function;

contact details (e-mail address, business telephone number, mobile telephone number, fax

number, postal address, company and department, country of residence, internet address);

certificates for social security contributions and taxes paid, extract from judicial records; bank

account reference (IBAN and BIC codes), VAT number, passport number, ID number; information

for the evaluation of selection criteria or eligibility criteria: expertise, technical skills and

languages, educational background, professional experience including details on current and past

employment; declaration on honour that they are not in one of the exclusion situation referred to

in article 93 and 94 of the FR.

Legal bases: The FR and the RAP

Lawfulness of processing: The lawfulness of the processing is based on Article 5(a), 5(c) and 5(d)

of Regulation (EC) No 45/2001.

Recipients of the data processed: For the purpose detailed above, access to your personal data is

given to the following persons, without prejudice to a possible transmission to the bodies in

charge of a monitoring or inspection task in accordance with European Union law: (i) the GSA staff

as well as outside experts and members of opening or evaluation committee and contractors who

work on behalf of the GSA for the purposes of management of the procurement procedure and

request to participate evaluation, and the bodies charged with a monitoring or inspection task in

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application of European Union law (e.g. internal audits, Financial Irregularities Panel, European

Anti-fraud Office - OLAF); (ii) members of the public; In case you are awarded a contract by the

GSA, your personal data will be made public, in accordance with the GSA's obligation to publish

information on the outcome of the procurement procedure and on the beneficiaries of funds

deriving from the budget of the European Union (Article 90, 110 (2) and Article 30(3) of the FR,

respectively). The information will concern in particular your name and address, the amount

awarded and the name of the project or programme for which you are awarded a contract. It will

be published in supplement S of the Official Journal of the European Union and/or on the website

of the GSA.

Information on the retention period of personal data: Files relating to tender procedures,

including personal data, are to be retained by the GSA until procurement procedure is finalised,

and in the archives for a period of 7 years following the end of the year when last payment has

been made under the contract signed as a result of the procurement procedure. However,

tenderers from unsuccessful tenderers have to be kept only for 7 years following the signature of

the contract. Files may have to be retained also until the end of a possible audit if one started

before the end of the above periods.

Technical storage information: Files relating to tender procedures, including personal data, are

retained both in soft (electronic) and hard (paper) format in GSA servers/premises where access is

granted in controlled manner strictly on basis of justified need-to-know.

Your personal data may also be registered in the Early Detection and Exclusion System (EDES) of

European Commission if you are in one of the situations mentioned in Article 106 of the FR. For

more information, see the Privacy Statement on

http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm)

The data subject’s rights and contact data: Data subjects have the right of access and rectification

(modification, correction or deletion) of their personal data at any time. Requests shall be

addressed to the Controller via GSA Data Protection Officer at [email protected] by describing

your request explicitly. Any rectification of your personal data will be taken into consideration

from the data protection point of view. Special attention is drawn to the consequences of a

request for deletion, as this may lead to an alteration of the terms of the tender and lead to

exclusion as stated in Article 148 of the RAP. Data subjects are entitled to lodge an appeal with the

European Data Protection Supervisor (EDPS) at [email protected] should they consider that

the processing operations do not comply with Regulation (EC) 45/2001

5. List of Annexes

These Tender Specifications (Annex I to Invitation to Tender) have the following annexes:

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Annex Title

Annex 1 Template identification sheet of the tenderer

Annex 2.A Template financial offer (Lot 1)

Annex 2.B Template financial offer (Lot 2)

Annex 3 Template Declaration of Honour for exclusion and selection criteria and minimum requirements

Annex 4 Template declaration of intent

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