CLARIFICATION no. 12 to call for tender ENV.5/FRA/2010/0001
1. In the “B-Brussels: framework contract for development and maintenance of information systems for the Directorate-General for the Environment” Contract Notice, Section III.2.3. – “Technical capacity” p. 4/6 it is referred that: “Tenderers are requested to provide a minimum of 3 CVs for permanent staff for each profile. A given CV may only be used for 1 profile. All CVs must be presented via the form in Annex 13 or via the European Curriculum Vitae format. Only CVs submitted in 1 of these 2 formats will be considered.”. Furthermore Questionnaire 10, question 4.7 requests for “one CV for each permanent staff working in the area of required services …” Could you please specify the minimum and the maximum number of CVs per profile that the Tenderers should submit in response to question 4.7, p. 60? Please refer to "Questions & answers (4)", questions 16, 17 and 18. 2. Regarding the ANNEX 13 – CV form included in the tender specifications, p. 75: a) Concerning the “Specialized expertise” in the aforementioned CV form could you please clarify in detail what kind of information should be presented in this field? This is the enumeration of the expertise fields (defined in annex 10, question 4.6) and for which an expertise page has been filled. Additional but related expertise fields are also accepted (for ex, different products of the same IT domain). b) In the field ‘project size’ of the CV professional experience page, would an indication ‘Small’, ‘Medium’, or ‘Large’ suffice? This is ok, until the same meaning is used consistently throughout all CVs. 3. In paragraph 6.3 “Technical proposal”, p. 25 of the technical specifications we read the following: “All questions must be answered and accompanied by their supporting documentation. If an answer or a supporting document is missing, the offer may be disqualified. Where only a partial answer is given, the Commission will award point only for the part of the question answered. Where unrelated information is given, the Commission may award penalty points.” a) Reading the above paragraph we understand that it is acceptable to answer each question with a reference to annexed document(s) which contain the relevant answer(s). Could you please confirm that our understanding is correct? Yes b) Based on what criteria is information deemed as unrelated? An information is considered as unrelated when it is disconnected to the question, disconnected to the subject or is part of the surplus of information in case a maximum has been defined. c) What is the exact number of penalty points awarded and on what parameters do these points depend on?
There is no maximum penalty point. It is the responsibility of the evaluation Committee to evaluate in an identical and non-discriminatory manner the part of the information that is unrelated and to assess the quality of the offer 4. Is there a maximum expected duration for take-over and for hand-over? This is not a requirement defined for the framework contract, but such a maximum duration can be required for specific orders. 5. Profile Senior Analyst-Programmer states that the candidate must have “2 years experience in the programming languages, at least one currently used in the Commission”. Could you please specify the programming languages currently used in the Commission? Please refer to the chapter 5 of the Information System Hosting Guidelines and also to "Questions & answers (2)", question 2. 6. It is our understanding that the CVs to be provided should be anonymous. Please confirm. No, CVs cannot be anonymous 7. In case 30 CVs are submitted and at least one CV does not comply with the profile requirements, will the offer be rejected? Yes In case 3x10 CVs comply with the profile requirements as specified and the tenderer has submitted an extra CV which does not comply with the profile requirements, will the offer be rejected? This may at least fall under the rule described in Part 2, point 6.3, bullet 2 about penalty points, that is applicable to the evaluation of answers to questionnaires of annex 10 and 11 (and the supporting documentation) 8. Specifications, page 12, Table of profiles refers to the minimum years of experience depending on the possession or not of a University degree. Since University degree programs range from three to five years depending on the country in which the degree was obtained, could you please indicate if there is a minimum number of years required for a University degree qualification? If there is such a minimum, let’s say 3 years for the sake of argument, could the extra 2 years in a 5-year degree program be counted toward satisfying the minimum years of experience? Any university degree is accepted. Although, the time to a degree cannot be used as experience 9. Specifications, page 24, section 6.2 refers to a “consolidated overview of CVs in an excel table”. We understand that this excel table refers to the connection matrix mentioned in section 4.8 of Annex 10 and should contain only the names of the submitted CVs with appropriate connections to the respective CVs. Could you please confirm that our understanding is correct? No, this table should be different than the table used in the Technical proposal.
Although, since persons responsible for providing the services requested at part 2, section 6.2 may correspond to the staff requested at Question 4.7 of Annex 10, a reference can be made to the matrix requested for question 4.8 of annex 10 for these persons. Please refer also to "Questions & answers (5)", question 5. 10. Specifications, page 24, section 6.2 refers to a list of “principal studies, services contracts, consultancy work, surveys, publications or other work”. We understand that this list concerns the Tenderer’s list of principal services presenting the contracts/projects in some or all of the areas mentioned above (e.g. studies, consultancy work, etc.). Please confirm. Yes 11. Specifications, page 24, section 6.2 last bullet “ Tenders from consortia of firms or groups of service providers must specify the role, qualifications and experience of each member (see also part 3, points 1, 2 and 3 – exclusion, selection and award criteria”. a) Could you please specify what exactly should be presented in response to this requirement of the “Administrative proposal”? Will it be a document present the profile and competences of each member of the consortium / group concerning the CfT services in subject? Please elaborate. b) Furthermore, this requirement refers also to exclusion, selection and award criteria. Could you please specify exactly in which part of the offer this information must be included, as this seems to refer to both administrative and technical proposals? Our understanding is that the documentation/evidence concerning the Exclusion Criteria and the Financial and Economic Capacity of the Selection Criteria should be submitted under the “Administrative Proposal”, whilst the documentation concerning the Technical Capacity of the Selection Criteria and the Award Criteria should be submitted under the “Technical Proposal”. Please elaborate. Please refer to Part II, point 6.2 of the specifications. Each member of the consortium should present: • An administrative information form containing information on the full name of the organization, legal status, address, person to contact, person authorized to sign on behalf of the organization, telephone number, and facsimile number, as well as relevant bank details. The form must be duly dated, signed and stamped by the person authorized to sign on behalf of the company, and by the bank (see annex 1). • A legal entity form (see annex 3), proof of enrolment (certificates) in one of the professional or trade registers, in country of establishment; • If the tenderer is a natural person; she/he will be required to provide proof of her/his status as a self-employed person. To this end she/he must supply details of her/his social security cover and situation with regards to VAT regulation. • A declaration of the candidate’s eligibility; certifying that he/she is not in one of the situations listed in articles 93 and 94 of the Financial Regulation of the European Communities (Official Journal L 390 of 30/12/2006) (see annex 4)
Documents relating to the selection criteria (see part 3, point 2.1. Financial and Economic capacity) • the service provider’s educational and professional qualifications and those of the firm’s managerial staff and, in particular, those of the person or persons responsible for providing the services (curriculum vitae presented on the EU standard form which can be downloaded from the following address – http://europass.cedefop.europa.eu/europass/home/vernav/Europasss+Docume nts/Europass+CV/navigate.action or via the form in annex 13 together with a consolidated overview of CVs in an excel table. • A list, preferably in English or French of the principal studies, services contracts, consultancy work, surveys, publications or other work previously carried out during the past three years, indicating the name of the client and stating which, if any, were done for the European Commission. "Tenders from consortia of firms or groups of service providers must specify the role, qualifications and experience of each member". As explained on p. 27 & 28 It should be done by providing the documents which confirms that the tenderer meets the following criteria: • Organisational structure allowing the delivery of the required services; • Manpower and qualified staff relevant for the required services; • References in relation to similar projects/contracts; • Tenderer’s quality assurance and control mechanisms; • Tenderer’s development infrastructure environment; Tenderers are requested to submit a list of relevant permanent staff as documentation. In case a tenderer wants to draw on non permanent resources, these resources must be indicated as well. Tenderers are requested to provide a minimum of 3 CVs for permanent staff for each profile. A given CV may only be used for one profile. All CV must be presented via the form in annex 13 or via the European Curriculum Vitae format. Only CVs submitted on one of these two formats will be considered. As already explained in clarification no. 3, question 1, Annexes 10 and 11 should provide information about a whole consortium. Your offer should contain an administrative and technical proposal, but presentation is free-form. 12. Further to CLARIFICATION no. 5, question/answer 5, we understand that in response to the requirement specified under the sixth bullet of page 24 of the Specifications, it is sufficient for the Tenderers to submit only the CVs of the Service Management Team responsible for the overall administration and coordination of the Framework Contract. Please confirm. Yes. If persons of the managerial staff are also belonging to the technical staff, you can also refer to the corresponding CV of the technical proposal (that must contain the description of the managerial activities) 13. Specifications, page 25, section 6.3 states that “each tender must cover all workpackages”. Could you please clarify if our offer should include a specific document relating to this request (e.g. a statement)?
No, the coverage will be assessed via the answers to questionnaires (and their supporting documentation) requested for the technical proposal. The case of the WP7 is peculiar, please refer to "Questions & answers (10)", clarification 2. 14. Specifications, page 26, Part 3 states in bold that “in the case of joint tenders, the exclusion, selection and award criteria will be applicable to all the members of the consortium”. Could you please clarify whether by ‘all’ you mean the consortium as a whole or each member of the consortium individually? For example, we understand that the Exclusion Criteria apply to each member of the Consortium, the Selection Criteria should be covered by the Consortium as a whole, and for the Award Criteria one and common approach should be presented for the Consortium. Please see question 11. Where the consortium in question already exists, the criteria will be evaluated for the consortium as a whole. Where the consortium has been/will be set up for the purpose of this contract, exclusion and selection criteria will be evaluated for each member of the consortium – as no joint information exists – and award criteria will be evaluated for the consortium as a whole. 15. Specifications, page 28, states that “Tenderers are requested to submit a list of relevant permanent staff as documentation. In case a tenderer wants to draw on non permanent resources, these resources must be indicated as well”. Could you please clarify the contents of this documentation (for example, should it contain names?) and where exactly in the proposal this should be inserted? Please refer to "Questions & answers (10)", clarification 6. 16. Clarifications no. 4, answer #15, specifies that the minimum number is 1 for all fields of expertise mentioned in question 4.6 of Annex 10. It is our understanding that this minimum does not apply per profile but for all profiles. For example, we understand that it is not required that at least one Quality Manager must have experience in Dreamweaver; however it is required that at least one staff (permanent or nonpermanent) have experience in Dreamweaver. Please confirm the above. Yes this applies for all profiles, not per profile. 17. Could you please provide all the Annexes of the Specifications in an editable format (e.g. MS Word) that the Tenderers will need to complete, including the Questionnaires, CV forms, Project Reference Forms, etc? All the standard annexes in word format are accessible on our website: http://ec.europa.eu/environment/funding/calls_en.htm, on the left side. Annexes 6-15 are added under the tender specifications. 18. Could you please clarify if an electronic copy of the offer is required for submission? This is not required. The tenderer can submit one electronic copy although.
19. In the Invitation Letter, paragraph 6 it is referred that “All tenders must be: signed by the tenderer or his duly authorised representative;”. Could you please specify if the whole offer should be signed in each page separately or where necessary (only specific declarations, forms, annexes etc)? Furthermore could you please specify whether a full name signature is required or just the initials of our legal representatives? The signature on each page is not necessary. All the relevant attachments should be signed with the full name, and the name clearly spelled out in capitals. 20. As regards the structure and packaging of the offers please elaborate further on the following issues: a) In the Invitation Letter, paragraphs 3 it is referred that “The outer and inner envelope, addressed to the department indicated in the invitation to tender, should be marked: ‘Invitation to tender-Not to be opened by the internal mail department’, indicating the company name and the tender reference number (see example below)”. Based on above it is understood that the label template presented under paragraph 3 concerns both the Inner and Outer envelopes. Could you please elaborate further on this because in paragraph 4 a) there is another Label template which we understand that it concerns the Outer envelope? Is the label template under paragraph 3 for the Inner Envelope and the label template under paragraph 4 a) for the Outer? The label from paragraph 3 gives the tender reference and sender's name. The label in paragraph 4 is an address label giving the Commission data. Both labels should be placed on inner and outer envelope. b) Invitation Letter, paragraphs 3 and 4, we understand that all Parts of the Offer (Financial proposal, Administrative Proposal and Technical Proposal) must be sealed into three separate folders/ envelopes and then all three envelopes sealed in the “inner envelope”, and finally in the “outer envelope”. Could you please confirm that our understanding is correct? If not, please elaborate further on how the Offer should be packaged? Please see question 11. There is no need of separate packing of each part of the offer. Inner and outer envelope refers to the offer as the whole. 21. In case of a consortium bidding for the CfT in subject, should the “ANNEX 1 ADMINISTRATIVE INFORMATION FORM” be submitted by the Leader only or also by the other members of the consortium? As stated on page 21 of the Specifications, Annex 1 should be filled in by every member of the consortium. 22. Tender Specifications, Part 1, chapter 4, p. 3, it is referred that “The Contractor will also be asked to only use corporate tools …”. Could you please specify the list of “Corporate tools” currently available at the European Commission? A list of the products can be found in the “supported products list” document located at: http://ec.europa.eu/environment/funding/pdf/calls2010/product_list_10001.pdf 23. Based on Tender Specifications, Part 2, chapter 3, p. 20, and further to CLARIFICATION no. 3 question/answer 2, we understand that for the case “II. The offer originates from companies not yet having created a consortium as a separate
legal entity…” the only evidence required at this point of the tendering procedure is the Power of Attorney based on Model 1 offered by the European Commission designating one of the companies of the group as leader and giving a mandate to it. Could you please confirm that our understanding is correct? If not, could you please specify the evidence that should be provided for this case considering the limited time remaining for the submission of the proposals? Please refer to Part 2, point 3, II: The offer originates from companies not yet having created a consortium as a separate legal entity but planning to constitute one as referred to in item I, if their joint offer is accepted. In such a situation, the tenderer will have to provide the legal form, the envisaged draft statutes and mode of operation of the consortium, the various technical and financial contributions, letters of intent, as well as the guarantees envisaged, where applicable. 24. Annex 10 Questionnaire for Selection, Question 6.1 and Question 6.3. a) Could you please elaborate further on these two questions specifying the difference between them? b) Should Tenderers in response to both questions present the Accredited Quality Procedures for the delivery of IT services which among other include the procedures for ascertaining the quality of the services delivered to Clients and the conformance of the deliverables to their orders? c) Should the response in Question 6.3 present in brief the Quality Standards based on which the Tenderers’ IT services are accredited? Please elaborate. Question 6.1 refers to the description of the quality assurance procedures and the quality control mechanisms that are used by the tenderer for the delivery of services. Question 6.3 refers to the accreditation of these procedures to existing quality standards, if any. If all the procedures have been accredited, a joint answer is accepted. The quality standards concerning the accreditation must not be described but just referred. The year of accreditation must be provided and the eventual review or audit. 25. Annex 11 Questionnaire for award evaluation, a) With reference to question 2.1 and further to question/answer 2 of CLARIFICATION no. 7, we understand that the example could / should be fictitious or from a real fixed price project. Could you please confirm? Yes, both cases are allowed. b) Further to question a) above, and concerning the practical example for the “Request” of a fixed price project, could you please specify whether tenderers should submit all the Technical Documents / Specifications which come with each Request for Offer concerning fixed price projects? Yes, all documents that support the description of the work of the tenderer to propose the technical part of an offer. c) With reference to question 2.2 and question 3.1, could you please elaborate further on the differences in scope of these two questions, as both relate to the presentation of a fictitious QTM request? Please refer to "Questions & answers (10)", clarification 24 c). d) With reference to question 2.5, tenderers are requested to describe how they propose to work with the Commission and coordinate the tasks for a QTM services scenario.
Furthermore tenderers are for once more requested to present one practical example for the request and the offer. We understand that Tenderers should again invent a request which will include at least the parameters specified in question 2.5. Please specify in detail what should tenderers present also in this question. Please refer to "Questions & answers (10)", clarification 15 c). This is applicable for all examples requested in part 2 and 3 of the questionnaire in annex 11. e) In all the above questions, tenderers are requested to include at least one practical example. Could you please elaborate further on the correlation between the number of practical examples presented in response to each question and the award points per question? Please refer to "Questions & answers (10)", clarification 15 d). 26. Annex 11 Questionnaire for award evaluation, part 3 a) With reference to Question 3.1 i. Could you please specify in detail what Tenderers should present in response to this question? ii. Should it be a draft table of contents of the response including the methodological approach for the delivery of each subtask? iii. Chapter 3 of Annex 12, p. 74 refers that “The contractor will provide a detailed estimate of the number of days …”. We understand that Tenderers should not submit an estimation. Is this correct? b) With reference to Question 3.2, 3.3, 3.4, Tenderers are requested to present how they’ll manage each subtask, detail the deliverables, etc. Aren’t all these part of the Question 3.1? Could you please elaborate further in detail on what should be presented in these questions in conjunction with question 3.1? Please refer to "Questions & answers (4)", question 2. Please also refer to "Questions & answers (7)", question 7. Please also refer to "Questions & answers (8)". Please also refer to "Questions & answers (10)", questions 16, 17, 19 and 26.