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Belgium-Brussels: Wood flooring tender

Official EU reference: 425251-2014

Procurer reference: CdR/DL/122/2014.

Published on: 16/12/2014

Deadline date:15/01/2015

Name of the buying organisation: COMMITTEE OF THE REGIONS (COR)

Summary of the contract
Replacement of the wood flooring in an office building.
The Committee of the Regions (hereinafter referred to as ‘the Committee’)
intends to enter into a framework contract, mainly for works to replace
the current bamboo parquet flooring in the main building of the Committee
of the Regions and the European Economic and Social Committee in Brussels
(referred to as JDE), and secondarily for maintenance (sanding, varnishing
and maintaining the parquet flooring, door leaves and wall panels in
bamboo) and repair works or call-outs following damage to flooring in the
JDE Building and wood flooring in 5 other buildings also occupied by the
Committees in Brussels, as well as for other works not included in the
package for this contract.
CPV: 44112200, 44112240, 44820000, 44830000, 45262321, 45432113.

Full contract details
Contract notice
Works
Directive 2004/18/EC
Section I: Contracting authority
I.1) Name, addresses and contact point(s)
Committee of the Regions (CoR)
rue Belliard 101
Contact point(s): Programming and Financial and Contractual Management
Unit
For the attention of: Head of Unit
1040 Brussels
BELGIUM
Telephone: +32 25468221
E-mail: dlt-contrats@eesc.europa.eu
Fax: +32 25468255
Internet address(es):
General address of the contracting authority: http://www.cor.europa.eu
Further information can be obtained from: The above mentioned contact
point(s)
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained
from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned
contact point(s)
I.2) Type of the contracting authority
European institution/agency or international organisation
I.4) Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting
authorities: yes
European Economic and Social Committee (EESC)
rue Belliard 99
1040 Brussels
BELGIUM
Section II: Object of the contract
II.1) Description
II.1.1) Title attributed to the contract by the contracting authority:
Replacement of the wood flooring in an office building.
II.1.2) Type of contract and location of works, place of delivery or of
performance
Works
Main site or location of works, place of delivery or of performance:
Brussels, Belgium.
NUTS code BE10
II.1.3) Information about a public contract, a framework agreement or a
dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4) Information on framework agreement
Framework agreement with a single operator
Duration of the framework agreement
Duration in years: 4
II.1.5) Short description of the contract or purchase(s)
The Committee of the Regions (hereinafter referred to as ‘the Committee’)
intends to enter into a framework contract, mainly for works to replace
the current bamboo parquet flooring in the main building of the Committee
of the Regions and the European Economic and Social Committee in Brussels
(referred to as JDE), and secondarily for maintenance (sanding, varnishing
and maintaining the parquet flooring, door leaves and wall panels in
bamboo) and repair works or call-outs following damage to flooring in the
JDE Building and wood flooring in 5 other buildings also occupied by the
Committees in Brussels, as well as for other works not included in the
package for this contract.
II.1.6) Common procurement vocabulary (CPV)
44112200, 44112240, 44820000, 44830000, 45262321, 45432113
II.1.7) Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8) Lots
This contract is divided into lots: no
II.1.9) Information about variants
Variants will be accepted: no
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
For information only, and without this being binding on the Committee, the
bamboo parquet flooring involving a total surface area of +/- 4 600 m2, in
the Committees’ main building, referred to as JDE Building, rue Belliard
99-101, 1040 Brussels, Belgium, shall be replaced under a framework
contract that will run for 4 years. Specifically, the contract will
involve:
— taking up and removing the current parquet flooring in accordance with
the regulations in force,
— levelling and repairing the existing screed,
— supplying and laying the bamboo parquet flooring (FSC, PEFC) or other
labels with environmental certification,
— supplying and fitting skirting boards (FSC, PEFC) and transition strips,
— cutting and other installation work,
— repair and maintenance work (polishing, varnishing, maintenance, etc.).
In addition, the contract will cover maintenance and repair works or
call-outs following damage to wood flooring in 6 office buildings occupied
by the Committees in Brussels.
Finally, in addition to the works in the above-defined package, the
Committee may also call upon the contractor for extra works, such as
individually-priced works.
Therefore, the contract will comprise 3 separate indivisible sections
which the tenderer must tender for, with the following volumes of work,
given as estimates and not binding on the Committee:
1. section A: works to replace parquet flooring, skirting boards and
transition strips in bamboo, which represent +/- 96 % of the contract;
2. section B: maintenance works which represent +/- 2 % of the contract;
3. section C: works not included in the package for this contract which
represent +/- 2 % of the contract.
II.2.2) Information about options
Options: no
II.2.3) Information about renewals
This contract is subject to renewal: no
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract
III.1.1) Deposits and guarantees required:
A performance bond for a value of 10 % of each specific contract must be
set up in favour of the contracting authority. The procedures for setting
up and releasing this bond will be specified in the draft framework
contract.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions governing them:
Payment within 30 calendar days of the payment request being received in
due form by the Committees, in accordance with the provisions of the draft
framework contract appended to the specifications.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded:
All the members of the grouping must comply with the non-exclusion and
selection criteria (see points III.2.1, III.2.2, III.2.3) and be jointly
and severally liable for performance of the contract.
III.1.4) Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2) Conditions for participation
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements
are met: 1. name of the country in which the candidate has his head office
or is domiciled, enclosing documents evidencing this under law in his
country of residence;
2. with regard to the candidate’s legal status and capacity, a copy of the
candidate’s memorandum and articles of association or, failing this, an
equivalent document recently issued by an appropriate judicial or
administrative body in the country in which the tenderer resides,
providing clear evidence of the candidate’s status and that the candidate
has the legal capacity to enter into this contract;
3. duly signed and dated solemn declaration stating that the candidate is
not in any of the situations which would exclude him from participating in
a contract procedure or being awarded a contract by the European Union.
The solemn declaration must take the form of the following template in
inverted commas, in its entirety, by selecting an option for the parts in
square brackets[], and duly filling in the dotted line… parts and
deleting the parts in brackets():
‘Solemn declaration concerning the exclusion criteria and the absence of a
conflict of interests:
The undersigned: ………………(name of signatory of this form)
[acting in own name (in the case of a natural person)] [acting as representative of the following legal entity (only if the
economic operator is a legal entity)]:
full official name: …………………
official legal form: …………………
full official address: …………………
VAT number: …………………
— hereby declares [that the aforementioned legal entity][that he][that
she] is not in a situation in which [it][he][she]:
(a) is bankrupt or being wound up, is having his affairs administered by
the court or has entered into an arrangement with creditors, has suspended
business activities, is the subject of proceedings of this nature or is in
any analogous situation arising from a similar procedure under national
laws or regulations;
(b) has been convicted of an offence concerning their professional conduct
by a judgment which has the force of ‘res judicata’, delivered by the
appropriate body in a Member State;
(c) has been guilty of grave professional misconduct proven by any means
which the contracting authorities can justify, including by a decision of
the EIB or an international organisation;
(d) has not fulfilled the obligations relating to the payment of social
security contributions and taxes in accordance with the legal provisions
of [its][his][her] country of residence or those of the country of the
contracting authority or those of the country where the contract will be
carried out;
(e) has been the subject of a judgment which has the force of ‘res
judicata’ for fraud, corruption, involvement in a criminal organisation,
money laundering or any other illegal activity, when said illegal activity
is detrimental to the Union’s financial interests;
(f) is the subject of an administrative penalty for being guilty of
misrepresentation in providing the information required by the contracting
authority in order to participate in a contract, or has not provided this
information, or has been declared to be in serious breach of contract by
virtue of contracts financed from the Union budget,
— (only for legal entities other than the Member States and the local
authorities; if not, remove) hereby declares that the natural persons with
powers of representation, decision-making or control* over the
aforementioned legal entity are not in any of the situations specified in
points (b) or (e) above,
— hereby declares [that the aforementioned legal entity][that he][that
she]:
(g) has no conflict of interests in connection with this contract; a
conflict of interests may arise in particular as a result of economic
interests, political or national affinities, family or emotional ties, or
any other kind of relationship or mutual interest;
(h) shall inform the contracting authority, without delay, of any
situation constituting a conflict of interests or which could give rise to
a conflict of interests;
(i) has not agreed to, sought, tried to obtain or accepted any inducement,
whether financial or in kind, and undertakes not to do so, for or on
behalf of any person, which, directly or indirectly, would constitute an
illegal or corrupt practice serving as an incentive or reward linked to
the award of the contract;
(j) has provided exact, sincere and complete information to the
contracting authority as part of this contract award procedure,
— acknowledges [that the aforementioned legal entity][that he][that she] is aware of the administrative and financial penalties** which may be
applied if it is established that false declarations were made or false
information was provided.
If awarded the contract, the following is provided on request and within
the time limit set by the contracting authority:
for the situations in points (a), (b) and (e), an extract from the
judicial record is required or, failing this, an equivalent document
recently issued by a judicial or administrative body in the country of
origin or provenance, showing that these requirements have been met.
Should the tenderer be a legal entity residing in a country where under
national laws such documentary evidence cannot be produced for legal
entities, these documents are requested for natural persons such as
company directors or any person with powers of representation,
decision-making or control in relation to the tenderer.
For the situation in point (d), recent certificates or letters from the
appropriate bodies in the country concerned are required. These documents
must confirm that the tenderer has paid all taxes and social security
contributions for which he is liable, such as VAT, income tax (natural
persons only), corporation tax (legal entities only) and social costs.
As regards the situations described in points (a), (b), (d) and (e),
should the document referred to in the above 2 paragraphs not be issued in
the country concerned, it may be replaced by a statement under oath or,
failing this, a solemn declaration made by the interested party before a
judicial or administrative body, a notary or a qualified professional body
in the country of origin or provenance.
If the tenderer is a legal entity, information about natural persons with
powers of representation, decision-making or control over this legal
entity must be given only at the request of the contracting authority.
Surname, first name: …………………
Date: …………………
Signature: …………………
*: i.e. company directors, members of managerial or supervisory bodies and
natural persons owning, individually, the majority of the shares.
**: In accordance with the provisions of Article 109 of Regulation (EU,
Euratom) No 966/2012 (Financial Regulation) and Article 145 of the rules
of application of that regulation.’.
III.2.2) Economic and financial ability
Information and formalities necessary for evaluating if the requirements
are met: 1. copy of the balance sheets or summaries thereof and of the
operating accounts for the past 3 financial years, showing the annual
pre-tax profit.
If, for a valid reason, the candidate is unable to provide them, he must
enclose a statement as to annual pre-tax profits for the past 3 years.
If the balance sheets or the statement show an average loss over the past
3 years, the candidate must furnish another document as proof of his
financial and economic capacity, such as appropriate bank references or
proof of professional risk insurance cover;
2. statement as to annual turnover specific to the field covered by this
contract notice, during the past 3 financial years.
Should the overall turnover be equal to the specific turnover, the
candidate must specify this;
3. proof that the candidate has civil and professional liability insurance
cover, with details of the amount of cover, the duration and expiry date
of the policy, the name of the insurance company, etc.
General remark: it should be noted that an economic operator may, if
necessary and for a specific contract, make use of the capacities of other
bodies irrespective of the legal nature of the connection between himself
and said bodies. In such an event, he must provide the contracting
authority with proof that he will have the resources needed to carry out
the contract by, for example, producing a written commitment by said
bodies to make such resources available. Under the same terms and
conditions, a grouping of economic operators may make use of the
capacities of members of the grouping or of other bodies.
Minimum level(s) of standards possibly required: for point 2, the
candidate’s specific average annual turnover in the field in this contract
notice must have been at least 100 000 EUR per year for the past 3
financial years.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements
are met:
1. list of the principal works to supply and lay parquet flooring over the
past 3 years. The candidate is to specify, for each contract mentioned,
the values, surface areas covered, dates and names and particulars of the
public or private recipients involved. The Committee reserves the right to
ask the recipients of the works given as references how satisfied they
were with the services provided by the candidate;
2. statement as to the candidate’s average annual manpower and the number
of managerial staff during each of the past 3 years;
3. statement as to whether or not the candidate intends subcontracting
part of the contract and, if so, the proportion likely to be
subcontracted.
Any part of the contract which is subcontracted remains the tenderer’s
responsibility. Furthermore, the contracting authorities may request
information as to the identity of subcontractors. In addition to the
information required under point III.2.1 of this notice, the contracting
authority may also request that the candidate, or the contractor where
applicable, furnish the information on financial, economic, technical and
professional capacity required under points III.2.2 and III.2.3 of this
notice for any envisaged subcontractors, particularly when a large part of
the contract is being subcontracted.
General remark: it should be noted that an economic operator may, if
necessary and for a specific contract, make use of the capacities of other
bodies irrespective of the legal nature of the connection between himself
and said bodies. In such an event, he must provide the contracting
authority with proof that he will have the resources needed to carry out
the contract by, for example, producing a written commitment by said
bodies to make such resources available. Under the same terms and
conditions, a grouping of economic operators may make use of the
capacities of members of the grouping or of other bodies.
Minimum level(s) of standards possibly required:
for point 1, the candidate must provide proof of experience (at least 1
instance) of supplying and laying parquet flooring on a single continuous
surface area of over 200 m2 during the past 3 years.
Section IV: Procedure
IV.1) Type of procedure
IV.1.1) Type of procedure
Restricted
IV.2) Award criteria
IV.2.1) Award criteria
Lowest price
IV.2.2) Information about electronic auction
An electronic auction will be used: no
IV.3) Administrative information
IV.3.1) File reference number attributed by the contracting authority:
CdR/DL/122/2014.
IV.3.2) Previous publication(s) concerning the same contract
Prior information notice
Notice number in the OJEU: 2014/S 205-362162 of 24.10.2014
IV.3.4) Time limit for receipt of tenders or requests to participate
15.1.2015
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up
Any EU official language
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement: no
VI.2) Information about European Union funds
The contract is related to a project and/or programme financed by European
Union funds: no
VI.3) Additional information
1. The attention of interested parties is drawn to the aim of this notice,
i.e. to select candidates who will receive the specifications and be
invited to tender.
2. NB: requests to participate are to be sent in letter form, in duplicate
(1 original and 1 copy; the original should be clearly marked as such)
before the date given in point IV.3.4 of this notice. Requests to
participate must be sent in a double envelope. Both envelopes must be
sealed and the inner and outer envelopes must be marked with both the name
of the department which they are addressed to (see above) and the
following: ‘CdR/DL/122/2014 — Demande de participation de (name of
company) — À ne pas ouvrir par le service du courrier’.
Self-seal envelopes must be sealed with adhesive tape, with the sender’s
signature written across the tape.
Candidates may elect to send their requests to participate:
(a) either by post or by private courier (evidenced by the postmark or the
date on the delivery receipt) to the official address in point I.1 of this
notice;
(b) or deliver them to the following address: rue Belliard 99-101, 1040
Brussels, BELGIUM, Reception, 9:30–12:00 and 14:30–16:30 from Monday to
Thursday and 9:30–12:00 on Fridays. This department is closed at weekends
and on official EESC and CoR holidays. In this latter case, the full
address given in point I.1 of this notice must be written on the outer
envelope. Delivery of the request to participate will be confirmed by a
dated receipt signed by the official from the aforementioned department
who takes delivery of the documents.
3. The candidate (individual or ‘grouping’) shall:
(a) quote reference ‘CdR/DL/122/2014′ in his request to participate;
(b) enclose identity details (groupings shall provide these separately for
each member, if applicable, and state which is the lead company) as
follows: name, legal status, nationality, address, telephone and fax
numbers, contact name and e-mail address, VAT number, legal registration
number (where applicable) and bank details;
(c) enclose the documents and information required in points III.2.1,
III.2.2 and III.2.3 of this notice. Incomplete applications may be
automatically rejected. Groupings must furnish separate documents and
information for each member.
4. Interested parties should be made aware that, to ensure protection of
the European Union’s financial interests, their personal data may be
passed on to internal audit services, the European Court of Auditors, the
specialised financial irregularities panel and/or the European Anti-Fraud
Office (OLAF).
This personal data (surname and first name in the case of a natural person
and, in the case of a legal entity, address, legal form and surname and
first name of persons with powers of representation, decision-making or
control) regarding economic operators in 1 of the situations referred to
in Articles 106, 107, 108 and 109, paragraphs 1 and 2 of Regulation No
966/2012 may be registered in a centralised database managed by the
Commission (central exclusion database) and passed on to designated
persons at the Commission, as well as other institutions, agencies,
authorities and bodies mentioned in Article 108 of the regulation. Any
person registered in the database is entitled to be informed of the
registered data concerning them, by submitting a request to the Committee
of the Regions’ accounting officer or directly to the Commission’s
accounting officer. Before being registered in the central exclusion
database, the candidate or tenderer shall have 14 calendar days in which
he may express his opinion in writing. However, while a decision regarding
the exclusion duration is pending and in order to protect the Union’s
financial interests, it may be necessary to issue an exclusion warning
provisionally before the third party concerned has had the possibility to
express an opinion. The central exclusion database is managed by the
Commission. A specific privacy policy statement may be consulted on the
Commission’s website at the following address:
http://ec.europa.eu/budget/biblio/documents/management/management_fr.cfm#bdce
5. The monitoring of your response to the contract notice involves the
registration and processing of personal data (e.g. name, address, CV).
This data will be processed in accordance with 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. Unless otherwise specified, the answers to questions and the
personal data requested are necessary for the evaluation of your request
to participate, in accordance with the specifications in the contract
notice, and will be processed for this purpose only by the Logistics
Directorate’s Programming and Financial and Contractual Management Unit
(joint services) of the EESC/CoR (e-mail address:
dlt-contrats@eesc.europa.eu). On request, you may receive a copy of your
personal data and you may amend any personal data which is inaccurate or
incomplete by contacting the personal responsible for processing (e-mail
address: dlt-contrats@eesc.europa.eu). If you have any questions on the
processing of your personal data, you may contact
data.protection@cor.europa.eu
You have the right to contact the European Data Protection Supervisor at
any time regarding the processing of your personal data
(http://www.edps.europa.eu).
6. The attention of interested parties is drawn to the organisation of a
site visit/briefing. Tenderers’ participation in this visit/briefing will
be mandatory. Details of this visit/briefing will be given in the
invitation to tender.
7. The framework contract will run for an initial 2 years and may then be
renewed twice for 1 year each time. The total term of the framework
contract may not exceed 4 years.
8. During the 3 years following conclusion of the initial contract, the
contracting authority in question may make use of a negotiated procedure
without prior publication of a contract notice for new services involving
the repetition of similar services assigned by the same contracting
authority to the economic operator awarded the initial contract. The total
value of the negotiated procedure may not exceed 10 % of the total
contract value.
9. The European Economic and Social Committee in Brussels is also taking
part in this invitation to tender procedure as a contracting authority.
10. Candidates may submit their request to participate using the
double-sided printing format and/or on recycled paper.
11. Interested parties are requested to follow the procedures given in
this notice and to refrain from seeking further information at this stage.
VI.4) Procedures for appeal
VI.4.1) Body responsible for appeal procedures
The General Court
rue du Fort Niedergrünewald
2925 Luxembourg
LUXEMBOURG
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Internet address: http://curia.europa.eu
Fax: +352 4303-2100
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: within 2 months of
the plaintiff being notified or, failing this, of the date on which it
became known to them. A complaint made to the European Ombudsman neither
suspends this period nor opens a new period for lodging appeals.
VI.5) Date of dispatch of this notice:
4.12.2014

Classification of the contract
44112200 Floor coverings
44112240 Parquet
44820000 Varnishes
44830000 Mastics, fillers, putty and solvents
45262321 Floor-screed works
45432113 Parquet flooring

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