Tendering Specifications WAS-ADM

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1 EUROPEAN UNION Ref. Ares(2015) /06/2015 DELEGATION OF THE EUROPEAN UNION TO UNITED STATES OF AMERICA 2175 K Street, NW, Washington, DC Tendering Specifications WAS-ADM Photocopy services for the Delegation of the European Union to USA Tender Specification WAS-ADM Page 1 of 8

2 Table of Contents 1. INTRODUCTORY INFORMATION CONCERNING THE CALL FOR TENDER NATURE / CONTEXT OF THE CONTRACT START DATE AND DURATION OF THE CONTRACT PERIOD OF VALIDITY OF THE TENDER STANDARD CONTRACT PRICE SELECTION OF TENDERERS AND AWARD OF THE CONTRACT(S) EXCLUSION CRITERIA AWARD CRITERIA AWARD, ALTERATION OR WITHDRAWAL OF TENDERS CONFIDENTIALITY CANCELLATION OF THE TENDER PROCEDURE SPECIFICATIONS.6 ANNEX 1: DRAFT CONTRACT AND ITS ANNEXES ANNEX 2: TECHNICAL SPECIFICATION FOR EACH MACHINE ANNEX 3: PRICING ANNEX 4: EXCLUSION CRITERIA FORM Tender Specification WAS-ADM Page 2 of 8

3 1. INTRODUCTORY INFORMATION CONCERNING THE CALL FOR TENDER 1.1. Nature / context of the contract The Delegation of the European Union to the United States seeks a contractor for provision of comprehensive photocopy services. Services will include lease of multifunctional devices which will provide printing, scanning, facsimile and photocopying services, their installation, configuration, maintenance and repair / technical support during the contract duration Start Date and Duration of the contract Contract is expected to be signed in August 2015, for the period of 36 months. No extension of contract period is envisaged Period of Validity of the Tender Tenders must remain valid for a period of 3 months following the final date for submitting tenders Standard contract In drawing up the bid, the tenderer should bear in mind the provisions of the draft service contract attached in Annex Price Prices must be fixed and inclusive of all costs and expenses directly or indirectly connected with the provision of services. Prices must be in US Dollars, clearly indicated in the Pricing Sheet (Annex 3), and shall not be subject of revision during the first 12 month of service Contract. Prices should not include duties and/or taxes since the EU Delegation in the USA is tax exempt. The Delegation will make payment within 30 days of the date of the receipt of an invoice, duly approved by the Delegation. Payment is effected by check or wire transfer only Price revision The total amount referred to in the Article I.5 shall be fixed and not subject to revision during the first year of performance of the Contract. At the beginning of the second and every following year of the contract, 80% of the monthly amount may be revised upwards or downwards, if such revision is requested by one of the parties in writing no later than three months before the anniversary of the date on which it was signed. The other party shall acknowledge receipt within 15 days of reception of the request. The new prices shall be communicated in writing as soon as the final index is available. This revision shall be determined by the trend in the harmonized indices of consumer prices (HICP) of United States Bureau of Labor Statistics published for the first time by BLS News Release publication at Revision shall be calculated in accordance with the following formula: Tender Specification WAS-ADM Page 3 of 8

4 where: Pr = Po = Io = Ir = Ir Pr = Po x ( ) Io revised price; price in the original tender; index for the month corresponding to the final date for submission of tenders; index for the month corresponding to the date of receipt of the request to revise prices. 2. SELECTION OF TENDERERS AND AWARD OF THE CONTRACT Evaluation and award of contract The procedure for awarding the contract consists of two successive stages as described below. Only offers meeting the requirements of one stage of the assessment will pass on to the next. Stage 1 Eligibility 2.1 EXCLUSION CRITERIA Tenderers shall be excluded from participation in this procurement procedure if: a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; b) they have been convicted of an offense concerning their professional conduct by a judgment which has the force of res judicata; c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify; d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed; e) they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organization or any other illegal activity detrimental to the Communities' financial interests; f) following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations. Tenderers must provide a signed and dated statement of honor that they are not in one of the abovementioned situations (Annex 4). The Delegation reserves the right to ask for supporting documents for any of the points above. 2.2 SELECTION CRITERIA The tenderers must meet the selection criteria in order to be further evaluated according to the award criteria. Tender Specification WAS-ADM Page 4 of 8

5 The capacity of the tenderers will be evaluated in relation to the following criteria: Technical and Professional capacity Information and documents to be provided: A detailed company profile, including a short description of tenderer's activity demonstrating the ability to provide services in this call for tender. Provide a list of brands and models of photocopier machines that are planned for installation. Information about at least 2 contracts or projects performed in the past two years, similar to the scope, size and nature to those described in this tender. Stage 2 Evaluation of offers and award of contract 2.3 AWARD CRITERIA The second stage will be the award to the contractor with the most economically advantageous tender taking into account the best ratio of quality and price. Tenderer is expected to provide completed Annex 3 Pricing. No modifications of pricing module are allowed. Only offers of the tenderers who will successfully pass exclusion and selection criteria (Stage 1) of the assessment will be evaluated as follows: Technical Tender The technical tender will be assessed on the basis of quality criteria 1 and 2 (see table below). The result of the technical evaluation is the sum of the number of points obtained as a result of the evaluation of each criterion. Only the tenders who are awarded at least 50% for each award criterion and a total score of at least 60 points for both criteria will be admitted for further evaluation. Criteria Max. number points Description Methodology Service response time (max. 70 points, min. threshold 35 points) (max. 30 points, min. threshold 15 points) Quality and relevance of the proposal ( eq. capabilities, maintenance on site and consumables) Action time in resolving malfunctions Any tender not scoring the minimum quality threshold of 50% of the points for each criterion and 60 points for all criteria combined will be eliminated. Financial Tender Total monthly lease price to include toner, included free copies (black and white / colour) (please see Annex 3), user training, maintenance, and all consumables in the form of a fixed price. For the financial tender, the tenderer must use the pricing sheet in Annex 3. Tender Specification WAS-ADM Page 5 of 8

6 Any omission or amendment to the original price schedule will cause tender to be considered null and void. For the purpose of the comparison of financial tenders, the Contracting Authority will use as reference: The lease price of all devices in the tender + the total price of copies, black and white and colour (taking into account any tendered offer of included black and white and/or colour copies, the price of the tender will be calculated thus; lease price + (b&w copy cost x (included b&w copies - average number of b&w copies) + (colour copy cost x (included colour copies - average number of colour copies)), using the prices of the pricing sheet (Annex 3). 2.4 CALCULATION OF OVERALL SCORE The tender chosen will be that which offers the best value for money among the compliant offers, namely the tender obtaining the best overall score Pi calculated as follows where the weighting is 60% for the quality (Ti) and 40% for the price (Fi): Pi = Ti * Fi * * 0.40 Ti = (technical quality score for the tender under consideration / score for the best technical quality tender)*100 Fi = (lowest price / price of the tender under consideration) * AWARD, ALTERNATION OR WITHDRAWAL OF TENDERS The successful tenderer is obliged to provide two forms: Legal Entity Form and Financial Identification Form, accompanied with the relevant supporting documents as indicated in Annex 3 and Annex4. Within 14 calendar days of receipt of the awarded contract, the selected company shall sign the forms, date them and return them to the Delegation. Failure of the selected company to comply with this requirement may constitute grounds for the annulment of the decision to award the contract. In such a case, the Delegation may award the contract to second ranked tenderer or cancel the tender procedure. Tenderers may alter or withdraw their tenders by written notification prior to the deadline for submission of tenders. No tender may be altered after this deadline. 2.6 CONFIDENTIALITY The entire evaluation procedure is confidential. 2.7 CANCELLATION OF THE TENDER PROCEDURE In the event of cancellation of the tender procedure, tenderers will be notified of the cancellation by the Delegation. In no event shall the Delegation be liable for any damages whatsoever including, without limitation, damages for loss of profits, in any way connected with the cancellation of a tender even if the Delegation has been advised of the possibility of damages. Tender Specification WAS-ADM Page 6 of 8

7 3. TECHNICAL SPECIFICATION AND STANDARDS OF THE SERVICES The tenderer's offer must comprise details of: Proposed models with detailed specifications; The warranty terms; Proposed delivery schedule for the machines; The maintenance specifications to include the response time for repair, scheduled maintenance and guaranteed uptime; Support services in cases of machine breakdown or malfunction; Any other useful and relevant information (for example, warm up and first copy out times); Tender is expected to complete Annex 2 (Technical specification of machines required)) Basic specification for equipment to lease: 1) All copiers to work with low Bond weight copier paper (min 14lb, preferable 20lb). 2) All devices proposed must be Energy Star compliant. 3) Warm up times should be less than 40 seconds. First copy out time should be less than 5 seconds. 4) All devices proposed must be capable of integration into a Gigabit Ethernet Windows Active Directory network for printer and LDAP configuration. 5) The devices should enable the automated distribution of local address books pushed out from a single master source. 6) Client software and print drivers must be compatible with Windows 7 Enterprise and Windows Server clients. 7) Scanning and facsimile output shall be in standard industry formats, preferably either Adobe PDF and/or TIFF. If proprietary formats are proposed software which converts to the above formats must be provided. 8) Each device should enable security codes for copy, print and scan access which will allow separation of costs per code. 9) Incoming faxes should be able to be redirected to a specified internal address as an industry standard pdf document attachment with an option for automatic printing. 10) Toner and replacement toner to be included on all machines at no separate charge. 11) Staples and replacement staples to be included on all machines. 12) Number of included copies per month across the group of copiers offered should be stated in the pricing sheet (Annex 3). Equipment required: 8 (eight) medium speed/medium volume black and white multifunctional devices offering full functionality (copy, print and scan) Minimum speed at least 45 pages/min (ppm). Up to 5,000 copies / month. Up to 1,000 scans / month. Up to 3,000 prints /month. Automatic duplexing 1:2 2:1 2:2 Device size including document handlers not to exceed 46" x 36". Automatic Document Feeder. Reduction/Enlargement in 1% increments. Large paper tray capacity. Automatic collation and stapling. Convenience stapling. Must support common American and metric paper sizes (letter, legal, A4). Tender Specification WAS-ADM Page 7 of 8

8 Scan once-print Many Times 1 (one) medium speed, medium volume color multifunction device (copy, print and scan) Minimum speed at least 45 pages/min (ppm). Up to 15,000 copies /month. Up to 1,000 scans / month. Up to 5,000 prints / month. For color copiers booklet finishing unit Automatic duplexing 1:2 2:1 2:2 Device size including document handlers not to exceed 46" x 24". Automatic Document Feeder. Reduction/Enlargement in 1% increments. Large paper tray capacity. Automatic collation and stapling. Convenience stapling. Must support common American and metric paper sizes (letter, legal, A4). Scan once-print Many Times 2 (two) low speed multifunction devices, black and white only(copy, print, FAX and scan) Minimum speed 25 pages / min (ppm). Up to 3,000 copies per month. Up to 1,000 scans per month. Up to 3,000 prints per month. G3 Fax Capability Automatic duplexing 1:2 2:1 2:2 Device size including document handlers not to exceed 46" x 32". Automatic Document Feeder. Reduction/Enlargement in 1% increments. Large paper tray capacity. Automatic collation and stapling. Convenience stapling. Must support common American and metric paper sizes (letter, legal, A4). Scan once-print Many Times This contract allows product replacement at customer's discretion, product upgrades without contract extension, and must provide maximum of 4 hour maintenance/repair response time during normal business hours (09:00-17:00). Consumables should be on site within 3 working days of a request for replacement. Installation & Service Photocopying machines are required to be installed at the cost of the service provider. Periodic maintenance is to be undertaken by the service provider to ensure uninterrupted quality. Tender Specification WAS-ADM Page 8 of 8

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