L-Luxembourg: PE-ITEC-DIT-ITIM-2012/03-CLAVIS document management software 2013/S Contract notice. Supplies

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1 1/5 This notice in TED website: L-Luxembourg: PE-ITEC-DIT-ITIM-2012/03-CLAVIS document management software 2013/S Contract notice Supplies Directive 2004/18/EC Section I: Contracting authority I.1) Name, addresses and contact point(s) Directorate-General for Innovation and Technological Support, Directorate A "Information Technologies", "Management of ICT Infrastructure (ITIM)" Unit KAD 05 E Luxembourg LUXEMBOURG Internet address(es): Electronic access to information: 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) I.3) I.4) Type of the contracting authority European institution/agency or international organisation Main activity General public services Contract award on behalf of other contracting authorities The contracting authority is purchasing on behalf of other contracting authorities: yes Committee of the Regions 1040 Brussels BELGIUM Section II: Object of the contract II.1) Description II.1.1) II.1.2) II.1.3) II.1.4) Title attributed to the contract by the contracting authority: PE-ITEC-DIT-ITIM-2012/03-CLAVIS document management software. Type of contract and location of works, place of delivery or of performance Supplies Main site or location of works, place of delivery or of performance: Luxembourg, Brussels. NUTS code Information about a public contract, a framework agreement or a dynamic purchasing system (DPS) The notice involves the establishment of a framework agreement Information on framework agreement 1/5

2 2/5 II.1.5) II.1.6) II.1.7) II.1.8) II.1.9) II.2) II.2.1) II.2.2) Framework agreement with a single operator Duration of the framework agreement Duration in months: 48 Estimated total value of purchases for the entire duration of the framework agreement Estimated value excluding VAT: EUR Short description of the contract or purchase(s) This invitation to tender is for the purchase, installation and adaptation of document management and archiving software. This software is intended to replace the current software of the CARDOC Archive and Documentation Centre database, by adding certain functions which have become essential. The tender aims to select a supplier capable of offering software which can be integrated into the technical environment of the European Parliament and, if the basic version of the software does not have all the required features, of adapting it in accordance with these tender specifications. The invitation to tender also includes a 'services' component which will be implemented later through one or several specific contracts. To this end the following services must be provided: installation of the software with all necessary adaptations, recovery of data and documents from the existing system and their integration into the new system, preventative and corrective maintenance, help and assistance to users, on-site consultancy, training. The training should take into account the modifications, adaptations and developments to the 'standard' version or the basic software specifically made for Cardoc. The European Parliament wishes to obtain a structured and comprehensive training plan in terms of the modules to be acquired and for a duration which would enable a beginner to use the proposed software correctly. All the services required in the contract must be provided in English and French. Common procurement vocabulary (CPV) , Information about Government Procurement Agreement (GPA) The contract is covered by the Government Procurement Agreement (GPA): yes Lots This contract is divided into lots: no Information about variants Variants will be accepted: no Quantity or scope of the contract Total quantity or scope: The institutions may subsequently increase the estimated amount of the contract in accordance with a negotiated procedure with the successful tenderer, in accordance with Article 126(1)(f), of the Implementing Rules of the Financial Regulation. Estimated value excluding VAT: EUR Information about options Options: yes 2/5

3 3/5 II.2.3) II.3) Description of these options: The invitation to tender also includes a 'services' component which will be implemented later through one or several specific contracts. To this end the following services must be provided: installation of the software with all necessary adaptations, recovery of data and documents from the existing system and their integration into the new system, preventative and corrective maintenance, help and assistance to users, on-site consultancy, training. Provisional timetable for recourse to these options: in months: 120 (from the award of the contract) Information about renewals This contract is subject to renewal: no Duration of the contract or time limit for completion Duration in months: 120 (from the award of the contract) Section III: Legal, economic, financial and technical information III.1) Conditions relating to the contract III.1.1) III.1.2) III.1.3) III.1.4) III.2) III.2.1) III.2.2) III.2.3) III.2.4) III.3) Deposits and guarantees required: The Parliament reserves the right to ask for a performance guarantee to cover 'orders' of more than EUR. Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: Further information is outlined in the tender dossier. Legal form to be taken by the group of economic operators to whom the contract is to be awarded: Further information is outlined in the tender dossier. Other particular conditions The performance of the contract is subject to particular conditions: no Conditions for participation Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers Information and formalities necessary for evaluating if the requirements are met: further information is outlined in the tender dossier. Economic and financial ability Information and formalities necessary for evaluating if the requirements are met: further information is outlined in the tender dossier. Minimum level(s) of standards possibly required: further information is outlined in the tender dossier. Technical capacity Information and formalities necessary for evaluating if the requirements are met: further information is outlined in the tender dossier. Minimum level(s) of standards possibly required: further information is outlined in the tender dossier. Information about reserved contracts Conditions specific to services contracts 3/5

4 4/5 III.3.1) III.3.2) Information about a particular profession Staff responsible for the execution of the service Section IV: Procedure IV.1) Type of procedure IV.1.1) IV.1.2) IV.1.3) IV.2) IV.2.1) IV.2.2) IV.3) IV.3.1) IV.3.2) IV.3.3) IV.3.4) IV.3.5) IV.3.6) IV.3.7) IV.3.8) Type of procedure Open Limitations on the number of operators who will be invited to tender or to participate Reduction of the number of operators during the negotiation or dialogue Award criteria Award criteria The most economically advantageous tender in terms of the criteria stated below 1. Quality. Weighting Price. Weighting 40 Information about electronic auction An electronic auction will be used: no Administrative information File reference number attributed by the contracting authority: PE-ITEC-DIT-ITIM-2012/03-CLAVIS. Previous publication(s) concerning the same contract Conditions for obtaining specifications and additional documents or descriptive document Time limit for receipt of requests for documents or for accessing documents: Payable documents: no Time limit for receipt of tenders or requests to participate Date of dispatch of invitations to tender or to participate to selected candidates Language(s) in which tenders or requests to participate may be drawn up English. French. Minimum time frame during which the tenderer must maintain the tender Duration in months: 8 (from the date stated for receipt of tender) Conditions for opening of tenders Date: :30 Place: Luxembourg. Persons authorised to be present at the opening of tenders: no Section VI: Complementary information VI.1) Information about recurrence This is a recurrent procurement: no VI.2) VI.3) Information about European Union funds The contract is related to a project and/or programme financed by European Union funds: no Additional information 4/5

5 5/5 VI.4) VI.4.1) VI.4.2) VI.4.3) VI.5) Point I.1) Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Internet address: Procedures for appeal Body responsible for appeal procedures General Court of the Court of Justice of the European Union 2925 Luxembourg LUXEMBOURG Telephone: Internet address: Fax: Lodging of appeals Service from which information about the lodging of appeals may be obtained Date of dispatch of this notice: /5

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