Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Parliament, the European Court of Auditors, the European Economic and Social Committee, the European Committee of the Regions and the European Ombudsman

Description

  1. Section I. Contracting authority
    1. Name, addresses and contact point(s)
      European Parliament — Directorate-General for Finance
      BP 1601
      Luxembourg
      2929
      Luxembourg
      Contact point(s): 2929
      For the attention of: Didier KLETHI
      E-mail: dgfins.Marches@ep.europa.eu
      Internet address(es):
      Internet address: http://www.europarl.europa.eu/tenders/invitations.htm
      General address: http://www.europarl.europa.eu
      Electronic access to information: http://www.europarl.europa.eu/tenders/invitations.htm
      Further information can be obtained from:

      Other: European Parliament — DG Finance
      Plateau de Kirchberg, BP 1601
      LuxembourgL-2929José Luis ACEDO CASTROdgfins.Marches@ep.europa.euhttp://www.europarl.europa.eu/tenders/invitations.htm
      Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:

      Other: European Parliament — DG Finance
      Plateau de Kirchberg, BP 1601
      LuxembourgL-2929José Luis ACEDO CASTROdgfins.Marches@ep.europa.euhttp://www.europarl.europa.eu/tenders/invitations.htm
      Tenders or requests to participate must be sent to:

      Other: European Parliament — Official Mail Service
      Konrad Adenauer Building, Office 00D001
      LuxembourgL-2929Direction General for FinanceDidier KLETHI
    2. Type of the contracting authority
      European institution/agency or international organisation
    3. Main activity
      General public services
    4. Contract award on behalf of other contracting authorities
      The contracting authority is purchasing on behalf of other contracting authorities: yes
      European Court of Auditors
      12 rue Alcide de Gasperi
      Luxembourg
      L-1615
      Luxembourg
      Contact point(s): L-1615
  2. Section II. Object of the contract
    1. Description
      1. Title attributed to the contract by the contracting authority

        Selection of a Travel Management Company (TMC) with a view to supplying travel-related services for the European Parliament, the European Court of Auditors, the European Economic and Social Committee, the European Committee of the Regions and the European Ombudsman

      2. Type of contract and location of works, place of delivery or of performance
        Services
        Main site or location of works, place of delivery or of performance:

        Brussels, Luxembourg, Strasbourg.

      3. Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
        The notice involves a public contract
      4. Information on framework agreement
      5. Short description of the contract or purchase(s)

        The services to be provided are: arranging transport tickets, accommodation, and travel-related services for the travellers of the Institutions concerned, in the exercise of their official business. These services shall include operational and technical assistance for the Institutions to develop and implement their respective travel management strategies and travel policies.

        The services shall be provided in accordance with the internal rules and travel policies applicable to the different categories of travellers of each Institution concerned.

        According to the needs of each Institution, the TMC may be called on to deliver services on the premises of the Institution (“implant”), mainly in Brussels, Luxembourg and/or Strasbourg, as well as from a distance (“explant”). Further information is detailed in the Technical Terms and Conditions of each lot.

        The institutions reserve the right to use other travel management companies, transport companies, hotel organisations or any other organisations or any service provider, as an alternative to the contract for which this procedure is launched, with a view to obtaining a more compliant (better value-for-money) travel offer.

        Annexes 1-5 of the specifications provide a detailed description of the services per lot and Institution.

      6. Common procurement vocabulary (CPV):
        63510000, 63512000, 63515000, 63516000, 79997000
      7. Information about Government Procurement Agreement (GPA):
        The contract is covered by the Government Procurement Agreement (GPA): no
      8. Lots:
        This contract is divided into lots: yes
        one or more lots
      9. Information about variants:
        Variants will be accepted: no
    2. Quantity or scope of the contract:
      1. Total quantity or scope:
      2. Information about options:
        Options: no
      3. Information about renewals:
        This contract is subject to renewal: yes
        Number of possible renewals: 3
        In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
        in months: 12 (from the award of the contract)
    3. Duration of the contract or time limit for completion
      in months: 60 (from the award of the contract)
  3. Section III. Legal, economic, financial and technical information
    1. Conditions relating to the contract
      1. Deposits and guarantees required

        A performance guarantee will be requested only for Lot I.

      2. Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them

        Financing and payment conditions appear in Article I.3 and I.4 for Lot II and in Articles I.4 and I.5 for Lots I, III and IV of the respective draft contracts.

      3. Legal form to be taken by the group of economic operators to whom the contract is to be awarded
      4. Other particular conditions
        The performance of the contract is subject to particular conditions: no
    2. Conditions for participation
      1. Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
        Information and formalities necessary for evaluating if the requirements are met:

        Point 14.1 of specifications:

        The tenderer is required to hold a particular authorisation proving that he is authorised to perform the contract in his country of establishment or be a member of a specific professional organisation. In the case of groups of economic operators, each member will furnish proof of authorisation to perform the contract, as specified in Point 5 of the specifications.

      2. Economic and financial ability
        Information and formalities necessary for evaluating if the requirements are met:

        Point 14.2 of specifications:

        The European Parliament furthermore requires tenderers to have a minimum financial and economic capacity to implement this contract, which will be assessed on the basis of the following information:

        — a professional risk indemnity insurance to cover all risks and liabilities mentioned in the tender documents,

        — an average annual turnover over the last 3 years, covering the services of this call for tender, of minimum EUR 83 300 000 for Lot I, of minimum EUR 2 340 000 for Lot II, of minimum EUR 14 000 000 for Lot III and of minimum EUR 9 400 000 for Lot IV,

        — overall positive cash flow from operating activities over the last 3 financial years.

      3. Technical capacity
        Information and formalities necessary for evaluating if the requirements are met:

        Point 14.3 of specifications:

        The European Parliament requires tenderers to have the following technical and professional capacities:

        — the authorisation to provide the services set out in this call for tender,

        — the authorisation to issue transport tickets,

        — at least 5 years of experience in supplying travel-related services (transport, accommodation, etc.) to companies for their work-related travel. A minimum of one of the contracts performed by the tenderer for a company/organisation in the course of these years must have involved a number of transactions equivalent to at least 70 % of the number of transactions indicated under Point 3.4.1 of the specifications for each lot the tenderer bids for.

      4. Information about reserved contracts
    3. Conditions specific to services contracts
      1. Information about a particular profession
      2. Staff responsible for the execution of the service
        Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes
  4. Section IV. Procedure
    1. Type of procedure
      1. Type of procedure
        Open
      2. Limitations on the number of operators who will be invited to tender or to participate
      3. Reduction of the number of operators during the negotiation or dialogue
    2. Award criteria
      1. Award criteria
        The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
      2. Information about electronic auction
        An electronic auction will be used: no
    3. Administrative information
      1. File reference number attributed by the contracting authority

        EP/FINS 2017-103

      2. Previous publication(s) concerning the same contract
        Previous publication(s) concerning the same contract: yes
        Prior information notice
        Notice number in the OJEU: 2017/S 096-188213 of 19.05.2017
        Other previous publications
        Notice number in the OJEU: 2017/S 144-296337 of 29.07.2017
      3. Conditions for obtaining specifications and additional documents or descriptive document
        Payable documents: no
      4. Time limit for receipt of tenders or requests to participate
        28.03.2018 17:00
      5. Date of dispatch of invitations to tender or to participate to selected candidates
      6. Language(s) in which tenders or requests to participate may be drawn up
        Any EU official language
      7. Minimum time frame during which the tenderer must maintain the tender
        Duration in months: 6 (from the date stated for receipt of tender)
      8. Conditions for opening of tenders
        Date: 10.04.2018 10:30
        Place:

        Luxembourg

        Persons authorised to be present at the opening of tenders: yes
        Additional information about authorised persons and opening procedure:

        Limited to 2 persons per tenderer

  5. Section VI. Complementary information
    1. Information about recurrence
      This is a recurrent procurement: yes
      Estimated timing for further notices to be published:

      1.2023

    2. Information about European Union funds
      The contract is related to a project and/or programme financed by European Union funds: no
    3. Additional information

      The European Parliament reserves the right to use a negotiated procedure under Article 134.1.e) of the rules of application of the Financial Regulation, for new services consisting in the repetition of similar services entrusted to the economic operator to which the same Contracting Authority awarded an original contract, provided that these services or works are in conformity with a basic project.

    4. Procedures for appeal
      1. Body responsible for appeal procedures
        General Court of the Court of Justice of the European Union
        Luxembourg
        2925
        Luxembourg
        Contact point(s): 2925
        Telephone: +352 4303-1
        E-mail: generalcourt.registry@curia.europa.eu
        Fax: +352 433766
        Internet address: http://curia.europa.eu
      2. Lodging of appeals
      3. Service from which information about the lodging of appeals may be obtained
        General Court of the Court of Justice of the European Union
        Luxembourg
        2925
        Luxembourg
        Contact point(s): 2925
        Telephone: +352 4303-1
        E-mail: generalcourt.registry@curia.europa.eu
        Fax: +352 433766
        Internet address: http://curia.europa.eu
    5. Date of dispatch of this notice
      30.01.2018

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