Changes

Suspension clause:

Please note that the awarding of the contract is subject to the condition of:

— extensions of the mandate of the EUAM Ukraine and conclusion of delegation agreements between the European Commission and EUAM Ukraine for the period from 1.6.2019 until 30.11.2022 (this period includes all possible renewals).

Which does not modify the elements of the procurement procedure (this will be the case, for instance, if the budget initially foreseen is different or if the timeframe, the nature or the condition of the implementation are altered). If the precedent condition is not met, the Contracting Authority will either abandon the procurement or cancel the award procedure without the candidates or tenderers being entitled to claim any compensation.

1.Publication reference

EuropeAid/139553/IH/SER/UA

2.Procedure

Restricted

3.Programme title

Council Decision 2014/486/CFSP of 22.7.2014 as last amended by the Council Decision (CFSP) 2017/2371 of 18.12.2017.

4.Financing

CFSP/2017/31/EUAM Ukraine

5.Contracting Authority

European Union Advisory Mission for Civilian Security Sector Reform Ukraine (EUAM Ukraine), Kyiv, Ukraine.

Contract specification6.Nature of contract

Global price framework contract.

7.Contract description

The purpose of this contract is to get an internationally accredited, reliable and efficient service provider to render travel-related products and arrangements (e.g. plane and train tickets, accommodation etc.) to EUAM Ukraine.

8.Number and titles of lots

One lot only

9.Maximum budget

2 440 000.00 EUR (VAT excluded)

10.Scope for additional services

The Contracting Authority may, at its own discretion, extend the project in scope subject to the availability of funding up to the estimated amount of approximately 2 440 000.00 EUR. Any extension of the contract would be subject to satisfactory performance by the Contractor.

Conditions of participation11.Eligibility

Participation of natural and legal persons in the award of procurement contracts by EUAM Ukraine shall be open without limitations.

12.Candidature

All eligible natural and legal persons (as per item 11 above) or groupings of such persons (consortia) may apply.

A consortium may be a permanent, legally-established grouping or a grouping which has been constituted informally for a specific tender procedure. All members of a consortium (i.e., the leader and all other members) are jointly and severally liable to the Contracting Authority.

The participation of an ineligible natural or legal person (as per item 11) will result in the automatic exclusion of that person. In particular, if that ineligible person belongs to a consortium, the whole consortium will be excluded.

13.Number of applications

No more than one application can be submitted by a natural or legal person whatever the form of participation (as an individual legal entity or as leader or member of a consortium submitting an application). In the event that a natural or legal person submits more than one application, all applications in which that person has participated will be excluded.

14.Shortlist alliances prohibited

Any tenders received from tenderers comprising firms other than those mentioned in the shortlisted application forms will be excluded from this restricted tender procedure unless prior approval from the Contracting Authority has been obtained (see Practical Guide – PRAG - 2.4.3.). Short-listed candidates may not form alliances or subcontract to each other for the contract in question.

15.Grounds for exclusion

As part of the application form, candidates must submit a signed declaration, included in the standard application form, to the effect that they are not in any of the exclusion situations listed in Section 2.3.3 of the PRAG.

16.Sub-contracting

Subcontracting is allowed.

17.Number of candidates to be short-listed

On the basis of the applications received, between 4 and 8 candidates will be invited to submit detailed tenders for this contract. If the number of eligible candidates meeting the selection criteria is less than the minimum of 4, the Contracting Authority may invite the candidates who satisfy the criteria to submit a tender.

Provisional timetable18.Provisional date of invitation to tender

June 2018

19.Provisional commencement date of the contract

1.12.2018

20.Initial period of implementation of tasks

The Framework Contract (FWC) is intended to enter into force on 1.12.2018, and is concluded for the initial period of 1 (one) year.

The FWC shall be renewed automatically 3 (three) times for 1 (one) year each, unless one of the parties receives formal notification to the contrary at least 3 (three) months before the end of the ongoing duration. Renewal shall not change or postpone any existing obligations.

The automatic renewal as stipulated above shall be further conditioned by the suspension clause stipulated above.

In case of non-renewal of EUAM Ukraine's mandate or lack of signing of the delegation agreement between the European Commission and EUAM Ukraine for any of the above-mentioned periods, the FWC shall be automatically terminated.

Selection and award criteria21.Selection criteria

The following selection criteria will be applied to candidates. In the case of applications submitted by a consortium, these selection criteria will be applied to the consortium as a whole unless specified otherwise. The selection criteria will not be applied to natural persons and single-member

Companies when they are sub-contractors.

1) Economic and financial capacity of candidate (based on item 3 of the application form). In case of candidate being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last three years for which accounts have been closed.

a) The average annual turnover of the candidate of the years 2015, 2016 and 2017 must exceed 400 000.00 EUR.

2) Professional capacity of candidate (based on items 4 and 5 of the application form). The reference period which will be taken into account will be the last five years from the deadline for receipt of applications.

a) Currently at least 15 staff directly employed by the candidate in fields related to this contract;

b) Shall have the legal capacity (i.e. relevant authorization(s) from the official authorities of the country where it is established) to provide the services under the concerned contract. The relevant proof documentation (e.g. certificates/licenses) shall be provided.

c) Shall be an accredited IATA travel agency. The relevant proof documentation (e.g. certificates/licenses) shall be provided.

d) Shall be a certified user of any of the following global distribution systems: Galileo, Amadeus, Sabre, Gabriel or equivalent. The relevant proof documentation (e.g. certificates/licenses) shall be provided.

3) Technical capacity of candidate (based on items 5 and 6 of the application form). The reference period which will be taken into account will be the last five years from the deadline for receipt of applications.

a) The candidate has successfully provided services under at least 1 contract (the candidate's proportion shall be greater than 250 000 EUR for his services under this contract) in the area of travel services.

Previous experience which caused breach of contract and termination by a Contracting Authority shall not be used as reference.

An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the Contracting Authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing a commitment on the part of those entities to place those resources at its disposal. Such entities, for instance the parent company of the economic operator, must respect the same rules of eligibility – notably that of nationality – and must fulfil the same relevant selection criteria as the economic operator. With regard to technical and professional criteria, an economic operator may only rely on the capacities of other entities where the latter will perform the works or services for which these capacities are required. With regard to economic and financial criteria, the entities upon whose capacity the tenderer relies, become jointly and severally liable for the performance of the contract.

If more than 8 eligible candidates meet the above selection criteria, the relative strengths and weaknesses of the applications of these candidates must be reexamined to identify the eight best candidates. The only factors which will be taken into consideration during this re-examination are:

— the total number of the reference contracts found eligible under the technical capacity criterion (21(3)(a)) and in case of equality on this criterion, then,

— the value of the eligible part (the proportion carried out by the candidate) of the contracts found eligible under the technical capacity criterion (21(3)(a)).

22.Award criteria

Best price-quality ratio.

Application23.Deadline for receipt of applications

23.5.2018 at 12:00 Kiev time.

Any application received by the Contracting Authority after this deadline will not be considered.

24.Application format and details to be provided

Applications must be submitted using the standard application form, the format and instructions of which must be strictly observed. The application form is available from the following Internet address:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

The application must be accompanied by a declaration of honour on exclusion and selection criteria using the template available from the following Internet address:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=A

Any additional documentation (brochure, letter, etc.) sent with an application will not be taken into consideration.

25.How applications may be submitted

Applications must be submitted in English exclusively to the Contracting Authority in a sealed envelope:

— EITHER by recorded delivery (official postal service) to:

The European Union Advisory Mission Ukraine

Procurement Unit

17G, Grigroriya Skovorody str., Kyiv, 04070, Ukraine

EUAM Ukraine working hours: from 09:00 to 18:00 local time

In this case, the delivery record makes proof of compliance with the time-limit for receipt.

— OR hand delivered (including courier services) directly to the Contracting Authority in return for a signed and dated receipt to:

The European Union Advisory Mission Ukraine

Procurement Unit

17G, Grigroriya Skovorody str., Kyiv, 04070, Ukraine

EUAM Ukraine working hours: from 09:00 to 18:00 local time

In this case, the acknowledgment of receipt makes proof of compliance with the time-limit for receipt.

The Contract title and the Publication reference (see item 1 above) must be clearly marked on the envelope containing the application and must always be mentioned in all subsequent correspondence with the Contracting Authority.

Applications submitted by any other means will not be considered.

By submitting an application candidates accept to receive notification of the outcome of the procedure by electronic means. Such notification shall be deemed to have been received on the date upon which the contracting authority sends it to the electronic address referred to in the application.

26.Alteration or withdrawal of applications

Candidates may alter or withdraw their applications by written notification prior to the deadline for receipt of applications. No application may be altered after this deadline.

Any such notification of alteration or withdrawal shall be prepared and submitted in accordance with Item 25. The outer envelope (and the relevant inner envelope if used) must be marked 'Alteration' or 'Withdrawal' as appropriate.

27.Operational language

All written communications for this tender procedure and contract must be in English.

28.Date of publication of prior information notice

20.3.2018

29.Legal basis

Council Decision 2014/486/CFSP of 22.7.2014 as last amended by the Council Decision (CFSP) 2017/2371 of 18.12.2017.

30.Additional information

N/A

Deadline Date2018-05-23
Publication Date2018-04-21
CountryUkraine
Procurement StatusActive
TypeRestricted procedure
Contract TypeServices
Award CriteriaNot specified
OrganisationEuropean Union
TownKyiv
Class Code63515000
Class DescriptionTravel services
SourceOffice for Official Publications of the European Communities - Tenders electronic daily (Ted)

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