Invitation to Tender for appointment to a Framework Agreement for Legal Services

Transcription

1 15 Cornstore, Middle Street, Galway ie Invitation to Tender for appointment to a Framework Agreement for Legal Services 1. Introduction: Galway 2020 is a newly established company with the primary function to deliver on Galway s successful bid to host European Capital of Culture A copy of Galway s bid is available on and forms our de facto contract with the European Commission. Galway 2020 is a company limited by guarantee, and is currently seeking charitable status. As a charitable company, Galway 2020 is not a profit-making organisation. The company is controlled by a Governing Board. Galway 2020 wishes to appoint legal advisers to a framework agreement to provide a range of legal services required in connection with all aspects of its role in delivering its objectives. 2. Invitation to tender Tenders are sought for the provision of legal services in respect of the categories of legal services to include, but not confined to: General Legal Advice Administrative law, legal and regulatory compliance Banking, Commercial and Finance Employment law European law Public procurement Liquor and event licensing Data Protection Media, technology and intellectual property rights Sponsorship & Merchandising Agreements

2 3. Framework Agreement It is currently envisaged that the Framework Agreement will commence in Quarter 4, The Framework Agreement will last for a period of 5 years. The appointment of a firm to the framework does not constitute a commitment or guarantee by Galway 2020 to purchase or procure any legal services from the appointee. 4. Tender Requirements Tender submissions should include all information necessary in respect of each category being tendered for in order to enable Galway 2020 to apply the Award Criteria. The following information should be submitted: A. Expertise and experience: Details of the expertise and experience of the organisation as follows: 1. A brief history of the Firm including a copy of an organisation chart showing each Category team proposed by the tenderer. 2. Details of similar experience undertaken during the last 3 years. 3. Provide the names and phone numbers of contact persons of 3 previous clients. 4. A CV and contact details for the partner for each Category for which a tender is submitted, who will have overall responsibility and be the point of contact for the provision of legal services to Galway 2020 and who will manage the relationship with Galway Details of staff resources of the tenderer, setting out the total number of solicitors in the organisation. B. Quality & Communications Policy: A quality and communications policy or service level commitment which should address, at a minimum the following: 1. A statement of the tenderer s approach to ensuring quality in the delivery of its services, including details of availability to meet with Galway 2020 at its office as and when required, and detailed policy in relation to communications and responsiveness. 2. Details of the management of the Category team. 3. Detailed procedures for taking instructions from Galway C. Pricing: Tenderers shall submit an hourly rate price and any discount proposal.

3 5. Additional Information: The following information should also be provided: a declaration confirming that all solicitors in the firm hold a current and valid Practising Certificate issued by the Law Society of Ireland or that they hold an equivalent certificate attesting to their registration with the relevant competent authority in another EU member state. A declaration confirming that none of the Conditions set out in Article 45 of Directive 2004/18/EC & Regulation 53 of SI329 apply to the tenderer (copy attached). Evidence to be submitted of the level of current professional indemnity insurance. 6. Award Criteria and Weightings Tenders will be evaluated on a per Category basis to determine the top firms who will be appointed to the framework in respect of the relevant category. Tenders will be evaluated on a per category basis by application of the following Award Criteria and Weightings: Award Criterion Weighting % Overall Expertise and experience of the Category team 50 Quality & Communications Policy 20 Pricing 30 Total 100 Galway 2020 may at its discretion, cancel the requirement in part or in whole. It also reserves the right to accept or reject any proposal and to annul the selection process and reject all proposals at any time prior to selection, without thereby incurring any liability to proposers/firms. Proposers may withdraw the proposal after submission provided that written notice of withdrawal is received by Galway 2020 prior to the deadline prescribed for submission of proposals. No proposal may be modified subsequent to the deadline for submission of proposals. All proposals shall remain valid and open for acceptance for a period of 90 calendar days after the date specified for receipt of proposals. In exceptional circumstances, Galway 2020 may solicit the proposers consent to an extension of the period of validity. The request and the response thereto shall be made in writing.

4 7. Deadline for submissions: Proposals shall be submitted electronically to and/or in hard copy in a sealed envelope for the attention of Patricia Philbin, Company Director, Galway 2020, Unit 15 Cornstore, Middle Street, Galway by 5pm on Tuesday 31 st August 2016.

5 Article 45 Declaration of Bona Fides (as per Article 45 of Directive 2004/18/EC & Regulation 53 of SI329) THIS DECLARATION, DULY COMPLETED, MUST BE SUBMITTED BY ALL TENDERERS Name of Tenderer: Address: Country: Please tick Yes or No as appropriate to the following statements relating to the current status of your organisation. 1. The Tenderer is bankrupt or is being wound up or its affairs are being administered by the court or has entered into an arrangement with creditors or has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations. 2. The Tenderer is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or of any other similar proceedings under national laws and regulations. 3. The Tenderer, a Director or Partner, has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata or been guildty of grave professional misconduct in the course of their business. 4. The Tenderer has not fulfilled its obligations relating to the payment of taxes or social security contributions in Ireland or any other State in which the tenderer is located. 5. The Tenderer, a Director or Partner has been found guilty of fraud. 6. The Tenderer, a Director or Partner has been found guilty of money laundering. 7. The Tenderer, a Director or Partner has been found guilty of corruption. 8. The Tenderer, a Director or Partner has been convicted of being a member of a criminal organisation. 9. The Tenderer has been guilty of serious misrepresentation in providing information to a public buying agency. 10. The Tenderer has contrived to misrepresent its Health & Safety information, Quality Assurance information, or any other information relevant to this application. THIS FORM MUST BE COMPLETED AND SIGNED BY A DULY AUTHORISED OFFICER OF THE TENDERER S ORGANISATION

6 I certify that the information provided above is accurate and complete to the best of my knowledge and belief. I understand that the provision of inaccurate or misleading information in this declaration may lead to my organisation being excluded from participation in this and future tenders. Signature Date Name Tel Position