B-Diegem: facilities management services 2011/S CONTRACT NOTICE - UTILITIES. Services

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1 1/6 This notice in TED website: B-Diegem: facilities management services 2011/S CONTRACT NOTICE - UTILITIES Services SECTION I: CONTRACTING ENTITY I.1) NAME, ADDRESSES AND CONTACT POINT(S) Elia Asset NV/SA Culliganlaan 1G Attn: Julien Vigneron 1831 Diegem BELGIUM Tel Fax Internet address(es) General address of the contracting entity Further information can be obtained at: As in above-mentioned contact point(s) Specifications and additional documents (including documents for a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s) Tenders or requests to participate must be sent to: As in above-mentioned contact point(s) I.2) MAIN ACTIVITY OR ACTIVITIES OF THE CONTRACTING ENTITY Electricity SECTION II: OBJECT OF THE CONTRACT II.1) DESCRIPTION II.1.1) II.1.2) II.1.3) II.1.4) II.1.5) Title attributed to the contract by the contracting entity Facility management coordination for the administrative buildings of ELIA in Belgium. Type of contract and location of works, place of delivery or of performance Services Service category: 14 Main place of performance The administrative sites of ELIA situated at Brussels, Diegem, Namur, Merksem and Schaarbeek. The notice involves The establishment of a framework agreement Information on framework agreement Framework agreement with a single operator Duration of the framework agreement: Duration in month(s): 60 Short description of the contract or purchase(s) Facility management coordination for the administrative buildings of ELIA. The facility management coordinator (FMC) will be in charge of following FMC tasks amongst others: 1/6

2 2/6 II.1.6) II.1.7) II.1.8) II.1.9) II.2) II.2.1) II.2.2) II.3) Ensure a state of the art daily management of the 5 administrative sites e.g. the operational management (welfare, catering, vending, reproduction,...), contract management (HVAC,...), cost control and bills, incident management, security coordinating (access) and safety, e.g. all the hard and soft facilities, assist the company in the monitoring monthly budgets and the preparation of annual budgets, ensure compliance with quality indicators of the delivered services "service level agreement (SLA). If appropriate, make suggestions for revisions of the already existing SLA and key performance indicators (KPIs) for the different services provided, Develop + ensure the reporting to the company, operational (no. of meals / site), technical (testing facilities, statutory audits,...) and financial, by which the company may monitor activities site by site and consequently judging the quality and costs. Assisting: 1/ Elia s facilities department in dealings with building occupants, and likewise; 2/ building occupants in dealing with Elia s facilities department, and; 3/ Elia in dealingswith its suppliers: the FMC forms a vital link between the comfort of building occupants and Elia s external suppliers. The FMC also has general responsibility for managing "day-to-day life" at administrative locations from an FM point of view: in this role, the FMC plans, coordinates and monitors "execution" activities performed by operational suppliers on the Elia premises. The FMC has to deal with both planned (or unplanned) activities and requests, questions, complaints and information from users or the FM department. The FMC must be able to manage both day-to-day tasks and longer-term projects. The FMC is responsible for the smooth operation and maintenance of equipment and the building (hard facilities) and services to people (soft facilities). The FMC is a SPOC for all facility-related questions, complaints, information or projects from building occupants and executing organisations. The FMC is a customer-oriented partner who does top-quality work, makes suggestions for the continuous improvement of service provision and ensures that the selected suggestions are implemented. The FMC s site managers monitor the quality of the work and conduct regular inspections and internal audits. They make sure that Elia complies with the applicable legal requirements for administrative buildings. Site managers are the primary contact points for external audits organized by Elia. They prepare and present reports on all facility-related activities to the facility manager, including the KPIs defined by the facility manager. They manage all types of activities in the building (moves, repartitioning offices, etc.) and on the site (e.g. maintaining the green areas on the site) in close coordination with the communication, safety and security departments. Common procurement vocabulary (CPV) , Contract covered by the Government Procurement Agreement (GPA) Division into lots Variants will be accepted QUANTITY OR SCOPE OF THE CONTRACT Total quantity or scope Options DURATION OF THE CONTRACT OR TIME LIMIT FOR COMPLETION 2/6

3 3/6 Starting Completion 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) Deposits and guarantees required Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them Legal form to be taken by the grouping of economic operators to whom the contract is to be awarded Other particular conditions to which the performance of the contract is subject Yes Caution: contract award = 3 years + 2*1 optional year only upon ELIA's request. 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 requirements are met: Following conditions will be used for the selection for participation and in case of more than 5 applicants, for the ranking of these applicants. Maximum 5 applicants will be selected. I.1. May be excluded from participating: a) the applicant who is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered into an arrangement with creditors, has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations, such as proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors; b) The applicant who has been convicted of an offence concerning his professional conduct by a judgment which has the force of res judicata; c) The applicant who has been guilty of grave professional misconduct proven by any means which the Contracting Entity can demonstrate; d) The applicant who is guilty of serious misrepresentations in supplying the information herein required; e) The applicant who has not fulfilled his obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the Contracting Entity; f) The applicant who has not fulfilled his obligations relating to the payment of direct and indirect taxes in accordance with the legal provisions of the country in which he is established or those of the country of the Contracting Entity; g) The applicant who can not provide a copy of the current insurance for civil liability. I.2. With regard to point a) the applicant is required to submit a certificate of non bankruptcy, of absence of any proceedings in order to obtain a declaration of bankruptcy and of absence of any similar situation or proceedings, issued by the registry of the Court of Commerce or by the competent authority in the member state concerned; With regard to point b) the applicant is required to submit a recent certificate of good behavior and an extract from his judicial record ; With regard to points e) and f) the applicant is required to submit a certificate issued by the competent authority in the member state concerned; With regard to c) and d) the applicant may provide evidence that he does not meet the condition as mentioned by means of a statement under oath or, in member states where there is no provision for declarations on oath, 3/6

4 4/6 III.2.2) III.2.3) III.2.4) III.3) III.3.1) by a solemn declaration made by the person concerned before a competent judicial or administrative authority, a public notary or a competent professional or trade organization in the member state concerned; In the event that one or more of the abovementioned documents or certificates required under points a, b, e, f would not be issued by the competent authorities in the member state concerned, or in the event that some of the cases set out above would not be covered by these documents or certificates, they may be replaced by a statement under oath or, in member states where there is no provision for declarations on oath, by a solemn declaration made by the person concerned before a competent judicial or administrative authority, a public notary or a competent professional or trade organization in the member state concerned. In case of application by a joint venture, each separate partner is required to submit the abovementioned documents. In addition, a joint venture is required to submit a copy of the act of its establishment as well as of the proxies concerning representation. The Contracting Entity reserves the right to demand at any time from the applicant the written evidence as well as any justificatory official document relating to the legal position as specified above. The standard form for the oath is available on request at the following address: Economic and financial capacity 1. The applicant is required tot provide full details of the entity who would be the contracting party; 2. The applicant is required to submit the following documents: balance sheets, statements of the overall turnover as well as a calculation sheet with the financial ratio s proving his financial solvability (based on e.g. liquidity ratio, solvency, efficiency ratio, etc.). For the past 3 years (this calculation sheet is available on request at the following address: 3. The applicant is required to list any company able to offer similar supplies/services and which has direct or indirect control over his company, as well as any company who is controlled directly or indirectly by his company (control being defined as having the possibility to influence materially the appointment of the majority of directors and/or the orientation of the strategy and governance); 4. The applicant is required to describe the shareholder structure; 5. The applicant needs to provide an organization chart showing the main functional responsibilities and departments relevant for the tender; 6. The applicant needs to provide a statement of the firm's average annual manpower and the number of managerial staff for the last 3 years; Technical capacity Information and formalities necessary for evaluating if requirements are met 1) The applicant s staff will be working on-site at Elia on following premises: Brussels, Diegem, Schaarbeek, Namur, Merksem; 2) Please provide references from customers where you rendered a similar service during the last 3 years (please make sure the name of the customer as well as the contact person and his phone number are mentioned.); 3) The applicant selected for this procedure can no longer be selected for the procedures soft and hard services (procedures to start in the next months). Reserved contracts CONDITIONS SPECIFIC TO SERVICES CONTRACTS Execution of the service is reservedto a particular profession 4/6

5 5/6 III.3.2) Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service SECTION IV: PROCEDURE IV.1) TYPE OF PROCEDURE IV.1.1) 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) Type of procedure Negotiated Candidates have already been selected AWARD CRITERIA Award criteria The most economically advantageous tender in terms ofthe criteria stated in the specifications or in the invitation to tender or to negotiate An electronic auction will be used ADMINISTRATIVE INFORMATION File reference number attributed by the contracting entity Previous publication concerning the same contract Conditions for obtaining specifications and additional documents Time limit for receipt of tenders or requests to participate :00 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 Conditions for opening tenders SECTION VI: COMPLEMENTARY INFORMATION VI.1) THIS IS A RECURRENT PROCUREMENT VI.2) VI.3) VI.4) VI.4.1) CONTRACT(S) RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY COMMUNITY FUNDS ADDITIONAL INFORMATION 1) The contract would be for 3 years with 2 possible extensions of 1 year 2) Parent companies: if the applicant is selected for this procedure he can not be selected anymore for the following procedures concerning hard and soft services of Elia; 3) The number of operators who will be invited to tender or to participate is limited with a minimum of 1 and a maximum of 5 candidates. PROCEDURES FOR APPEAL Body responsible for appeal procedures Elia Asset NV/SA Culliganlaan 1G 1831 Diegem BELGIUM 5/6

6 6/6 VI.4.2) VI.4.3) VI.5) Tel Internet: Fax Body responsible for mediation procedures Elia Asset NV/SA Culliganlaan 1G 1831 Diegem BELGIUM Tel Internet: Fax Lodging of appeals Service from which information about the lodging of appeals may be obtained DATE OF DISPATCH OF THIS NOTICE: /6

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