TENDER N°: CFT/14/ETF/0005
TITLE: OFFICE FURNITURE
TENDER DOSSIER
PART A:
TENDER SPECIFICATIONS
PART B:
DRAFT CONTRACT
Version updated to include General Clarification n° 1
Contents
PART A:
1.
TENDER SPECIFICATIONS ............................................................................................... 3
Terms of reference .......................................................................................................................3
1.1.
Brief background relevant to the supply ...................................................................................3
1.2.
Deliverables’ specific requirements ..........................................................................................4
1.3.
How supplies will be contracted under the framework contract ..............................................4
1.4.
Budget ......................................................................................................................................5
1.5.
Monitoring progress .................................................................................................................5
1.6.
Payment plan............................................................................................................................5
1.10.
Appendices ...............................................................................................................................6
2.
Timetable ......................................................................................................................................7
3.
Preparing a tender: required documents ......................................................................................8
3.1.
Supporting documentation .......................................................................................................8
3.1.1.
Declaration on exclusion criteria ..........................................................................................8
3.1.2.
Selection documentation ......................................................................................................8
3.1.3.
Standard forms .....................................................................................................................9
3.1.4.
Joint offers and subcontracting ...........................................................................................9
3.1.4.1.
Joint offers ............................................................................................................................9
3.1.4.2.
Subcontracting................................................................................................................... 10
3.2.
Offer: Technical proposal and financial proposal .................................................................. 12
3.2.1.
Technical proposal ............................................................................................................ 12
3.2.2.
Financial proposal ............................................................................................................. 12
4.
Evaluating the offers: award criteria .......................................................................................... 16
5.
Checklist for submission of tender ............................................................................................ 18
PART B:
Draft Contract .................................................................................................................... 21
CFT/14/ETF/0005 | 02
PART A:
TENDER SPECIFICATIONS
1. Terms of reference
Summary of requested supply
Type of supply
Office furniture
Duration of the contract
4 years
European Training Foundation – ETF
Viale Settimio Severo, 65
10133 Turin - IT
2
Lot 1 € 555.000
Lot 2 € 45.000
Place of delivery
Lots
Maximum budget available each lot
1.1.
Brief background relevant to the supply
The ETF intends to replace part of its office furniture, partly to meet its obligations concerning
ergonomics, health and safety at the workplace, and partly due to the age of the existing furnishings.
The tender consists of two lots. You may tender for one lot or for both lots.
For Lot 1, the purpose of the tender is to conclude a framework contract with a single supplier to
provide various amounts of the following products and services:
•
Desks – up to 140 units
•
Drawer units – up to 140 units
•
Cupboards – up to 350 units
•
Monitor stands – up to 150 units
•
Table lamps – up to 140 units
•
Bar or refectory chairs – up to 80 units
•
Bar or refectory tables – up to 40 units
•
Chairs for meeting or conference rooms – up to 150 units
•
Made-to-measure furniture – on request
•
Disposal of our furniture being replaced – two desks for each one purchased, two drawer units
for each one purchased, one cupboard for each one purchased and one chair for each one
purchased – including certificate of disposal in compliance with the relevant Italian laws and
EU regulations
•
Any other items of furniture chosen from the catalogue, such as tub chairs, meeting room
chairs, lamps (not table), armchairs, cabinets, bookcases, shelves, sofas, coat stands,
furniture accessories, etc.
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For Lot 2, the purpose of the tender is to conclude a contract with a single supplier to provide the
amounts of the products and services indicated below:
•
Simpla model, HOWE brand tables for meeting or conference rooms – up to 30 units
The ETF intends to purchase the quantities listed above over a period of four years, divided into
several orders.
Given the subject of the contract, participation in this call for tender is open to all natural and legal
persons that are established (nationals or headquarters respectively) in the EU, Serbia, FYROM,
Albania, Montenegro, Iceland, Norway and Liechtenstein.
1.2.
Deliverables’ specific requirements
The furniture must meet the minimum requirements described in Appendix A (for Lot 1: A.1, A.2, A.3,
A.4, A.5 A.6, A.7, A.8, A.9; for Lot 2: A.10 – Lot 2).
All products listed above must meet the following requirements:
•
Three-year guarantee (full) on all components of all products, including labour and any repair
and/or replacement of defective goods with spare parts.
•
Delivery must be made within 8 weeks of placing the order for any item and quantity. The
material must be assembled at the ETF's premises or arrive there already assembled. The
successful tenderer must dispose of all packaging and must also manage disposal of the
furniture being replaced, as set out in Section 1.1.
•
Each product must come with a user manual in Italian and/or English.
•
The items proposed must meet current Italian or EU rules governing ergonomics and safety.
The requirements set out in Appendix A (for Lot 1: A.1, A.2, A.3, A.4, A.5 A.6, A.7, A.8, A.9; for Lot 2:
A.10 – Lot 2) should be considered as minimum requirements for taking part in the call for tender. Any
bids failing to meet these requirements will be rejected.
No variations of the minimum requirements will be accepted.
1.3.
How supplies will be contracted under the framework contract
The ETF can issue order forms for specific supplies under the framework contract. An example of the
order form used is attached to the Draft Contract.
The ETF will send a signed order form to the contractor. The contractor will counter-sign, and return
the order form (scanned by e-mail or by fax) to ETF as acknowledgement of receipt and acceptance
within 7 calendar days. Upon signature by both parties, the assignment can begin.
At no stage in the process is the ETF legally bound to issue an order form. Therefore the ETF has no
legal commitment to the contractor in case the agreement is not reached on the budget, an activity is
cancelled, etc.
For any other items of not listed in paragraph 1.1 above, the ETF will ask for an estimate to the
successful tenderer. The tenderer must submit at least four proposals. If the offer received is not in
line with the market price the ETF reserves the right to purchase the items from another supplier.
CFT/14/ETF/0005 | 04
1.4.
Budget
The maximum budget available for this supply is for Lot 1 € 555.000 and for Lot 2 € 45.000.
The budget for each order form will be that agreed between ETF and the contractor in the signed
order form.
Please, refer to the financial proposal for more information on the budget.
Any other more specific requirements for the use of the budget may be mentioned in the specific terms
of reference attached to the order form.
Any other more specific requirements for the use of the budget may be mentioned in the specific terms
of reference attached to the order form.
1.5.
Monitoring progress
The contractor will maintain regular communication with the ETF to ensure clarity on the progress of
the deliveries.
1.6.
Payment plan
The ETF will pay for both lots on receipt of the original invoice after the goods are delivered.
Payment for made-to-measure furniture will be as follows:
Pre-financing
YES
20% of
the
contract
value
Upon signature of the relevant
purchase order, following receipt of
the payment request from the
contractor
Intermediate payment
YES
30% of
the
contract
value
Authorised by:
Final payment
YES
50% of
the
contract
value
ETF approval of the report on the
delivery status of the goods
Authorised by:
Acceptance of delivery by ETF
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1.7.
Appendices
For Lor 1 :
Appendix A.1: Desks
Appendix A.2: Drawer units
Appendix A.3: Cupboards
Appendix A.4: Monitor stands
Appendix A.5 : Table lamps
Appendix A.6: Bar or refectory chairs
Appendix A.7: Bar or refectory tables
Appendix A.8: Chairs for meeting or conference rooms
Appendix A.9: Made-to-measure furniture
For Lot 2 :
Appendix A.10 – Lot 2: Simpla model, HOWE brand tables for meeting or conference rooms
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2. Timetable
The timetable for this tender procedure and signature of the resulting contract(s) is as follows:
Date
Comments
Tender launch date
07.05.214
Date publication sent to OJ
Deadline for request of clarifications
16.06.2014
Last date on which clarifications are issued by
the ETF
21.06.2014
Deadline for submission of offers
07.07.2014
See Guidelines for ETF public
procurement for more details
Opening session
08.07.2014
At 14:30 local time
Evaluation of offers
09.07.2014
Estimated starting date
Notification of award
Contract signature
Commencement date of contract
8 weeks after
evaluation date
12 weeks after
evaluation date
October 2014
Estimated
Estimated
Estimated
CFT/14/ETF/0005 | 07
3. Preparing a tender: required documents
3.1.
Supporting documentation
Tenderers must provide a full set of documents for each of the following three areas, which the
evaluation committee will assess before proceeding with evaluation of offers.
3.1.1. Declaration on exclusion criteria
Tenderers are required to provide the completed and signed ‘Declaration on exclusion criteria’.
This standard declaration form is available for downloading at the following address:
http://www.etf.europa.eu/web.nsf/pages/Open_tenders.
Tenderers will be excluded in case they are in any of the situations listed in the declaration on
exclusion criteria. The ETF may request further documentary evidence to support this self-declaration
before contract award. Tenderers must provide a full set of documents for each of the following three
areas, which the evaluation committee will assess before proceeding with evaluation of offers.
3.1.2. Selection documentation
Tenderers must prove that they have the technical & professional, and economic & financial capacities
to effectively perform and administer the contract.
Technical and professional capacity
The tenderer must have the following technical and professional capacity to perform the contract:
Lot 1:
A minimum of eight years’ experience in delivering the required products or similar products and
related maintenance/assistance
Lot 2:
Authorised reseller or producer of the proposed products.
Evidence of this capacity must be provided by:
Lot 1:
A list of at least 3 supplies of office furniture implemented over the last eight years, amounting to at
least € 120.000 each. Dates, amounts and clients (public and/or private) shall be indicated.
Lot 2:
Authorised re-seller certificate
Economic and financial capacity
The tenderer must be able to prove that he is in a stable financial position and meets the following
financial stability parameters.
For profit making organisations:
1. The ratio between short term assets and short term debts should be above 1.
2. The ratio between own funds and total liabilities should be above 0,2.
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3. The net profit should be positive.
4. The annual global turnover should be at least twice the average contract value for a year
(respectively € 280.000for Lot 1 and € 23.000 for Lot 2).
For non-profit organisations:
1. The ratio between short term assets and short term liabilities should be above 1.
2. The ratio between net assets or equity and total liabilities should be above 0,2.
3. The gross operating surplus should be positive.
4. The annual global revenues should be at least twice the average contract value for a year
(respectively € 280.000for Lot 1 and € 23.000 for Lot 2).
Evidence of this capacity must be provided by:
1. The presentation of financial statements for the past three financial years for which accounts have
been closed signed by the legal representative.
2. The table on the tenderer’s financial stability duly filled in and signed by legal representative
(available for download at the following link:
http://www.etf.europa.eu/web.nsf/pages/Open_tenders).
3.1.3. Standard forms
Tenderers must provide the following forms duly completed and signed:
Legal Entity Form and related supporting document(s):
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm
Financial Identification Form:
http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm
3.1.4. Joint offers and subcontracting
3.1.4.1. Joint offers
Definition
A joint offer is a situation where an offer is submitted by a group of economic operators.
Tenders can be submitted by groupings of economic operators who will not be required to adopt a
particular legal form.
Tendering documents
The offer has to be signed by the lead member of the group which has been duly authorised by the
other members of the grouping when the tenderers have not yet formed a legal entity.
The following documents have to be provided with the offer:

A power of attorney from all members to the lead member of the group

A document clearly stating which member will be carrying out which tasks as well as who has
been appointed by the others as the lead member
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
The legal entity form and related supporting document(s) for all members

The financial identification form for the lead member
Partners in a joint offer assume joint and several liability towards the ETF for the performance of the
contract as a whole. This implies that all members have an equal standing towards the ETF in
executing the contract.
The lead member shall sign the contract with the ETF, shall have full authority to bind and manage all
members and shall be responsible for the overall administration of the contract. The power of attorney
contained in the offer will be attached to the resulting contract.
Evaluation of exclusion and selection criteria
Each member of the grouping must be from an eligible country. The exclusion of a member of the
group leads to the exclusion of the tender.
The exclusion criteria will be assessed in relation to each economic operator individually. Each
member of the group must be eligible and provide the required evidence. The exclusion of a member
of the group leads to the exclusion of the tender.
The selection criteria will be assessed as follows:
The selection criteria for technical and professional capacity will be assessed in relation to the
combined capacities of all members of the group as a whole. The lead partner shall provide the
required evidence on behalf of the group.
The selection criteria for economic and financial capacity will be assessed in relation to the combined
capacities of all members of the group as a whole. However, each member of group must provide the
required evidence.
Evaluation of award criteria
The award criteria will be assessed in relation to the tender, irrespective of whether it has been
submitted by a single legal/natural person or as a joint offer.
3.1.4.2. Subcontracting
Definition
Sub-contracting is a situation where a contract has been or is to be established between ETF and a
contractor and where the contractor, in order to carry out the contract, enters into legal commitments
with other legal entities for performing part of the work, service or supply. The contractor shall retain
full responsibility towards the ETF for the implementation of the contract. The ETF has no direct legal
commitment with subcontractor(s).
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 in order to contribute
directly to the performance of the activities mentioned in the tender specifications.
Tendering documents
For subcontracting exceeding 10% of the total value of the contract per subcontractor, the tenderer
must provide in his offer:

A document from the tenderer clearly stating the identity, roles, activities and responsibilities
of subcontractor(s) and specifying the volume/proportion for each subcontractor
CFT/14/ETF/0005 | 10

A letter of intent by each subcontractor stating its unambiguous undertaking to collaborate with
the tenderer if he wins the contract and the extent of the resources that it will put at the
tenderer’s disposal for the performance of the contract
If the above-mentioned documents are not provided, the ETF shall assume that the tenderer does not
intend subcontracting or intends subcontracting below the 10% limit.
Evaluation of exclusion and selection criteria
The tenderer must be from an eligible country, subcontractors may be from non-eligible countries.
The exclusion criteria will be assessed in relation to the tenderer and to each subcontractor exceeding
10% of the total value of the contract. The tenderer and its subcontractors must be eligible and provide
the required evidence. The exclusion of the tenderer leads to the exclusion of the tender. The
exclusion of a subcontractor may lead to the exclusion of the tender.
The selection criteria will be assessed in relation to the combined capacities of the tenderer and the
subcontractor(s) to the extent that the subcontractor puts its resources at the disposal of the tenderer.
The required evidence should be provided and signed by the tenderer only.
Evaluation of award criteria
The award criteria will be assessed in relation to the tender.
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3.2.
Offer: Technical proposal and financial proposal
The tenderer’s offer must demonstrate an understanding of the ETF terms of reference and be
presented in clear concise language.
3.2.1. Technical proposal
The technical proposal must include the following information and must be undersigned for
acceptance:

A brief description of your company, indicating the name and contact details of the person
responsible for the tender (max 1 sheet A4). The bid shall be presented in A4 paper, ARIAL 10,
single spacing and margins no less than 2.5 cm;

The tenderer must duly fill out and submit Appendix A (for Lot 1: A.1, A.2, A.3, A.4, A.5, A.6, A.7,
A.8, A.9. for Lot 2: A.10 – Lot 2), which is attached to the technical specifications, along with the
technical datasheet of the proposed products (including measurements) and must specify
whether they have any accessories or adjustment devices in addition to what is specified.

The tenderer must indicate the delivery time counting from the reception of the order form.

A detailed description of the guarantee;

Any elements of the terms of reference on which you feel remarks, comments or suggestions are
necessary.
In addition, for Lot 1:

Where required, the tenderer must provide a sample of each individual item for the opening of
bids, as outlined in Appendix A (A.1, A.2, A.4, A.5 and A.8). The samples to be provided at the
time the bids are opened may be of a different colour from the one requested, but this is the only
variation that will be allowed. Samples must be delivered already assembled or assembled at our
offices. All packaging should then be removed and the samples must remain at least 30 working
days after opening. Once the bids have been assessed, the tenderer shall bear the cost of
shipping and removing the goods. Sample goods must be collected no later than 15 working days
from receipt of the letter communicating the results of the tender procedure. Once this deadline
has elapsed, any uncollected goods will be donated to charity.
3.2.2. Financial proposal
Tenderers must use the following standard format (see next page) to present their financial proposal.
CFT/14/ETF/0005 | 12
FINANCIAL PROPOSAL
General comments on the financial proposal
■ All prices must be quoted in Euro. If necessary, please use the conversion rates published in the
Official Journal of the European Union on the day when the invitation to this tender was issued.
This information is available on the following website of the European Central Bank:
http://www.ecb.int/stats/eurofxref.
■
The total price cannot exceed the maximum budget available for the tender.
■
The conditions stated below the table must be included on the tenderer’s Financial Proposal which
must be undersigned for acceptance.
■
Prices must be quoted free of all duties, taxes and other charges (including VAT) as the ETF is
exempt from such charges under Articles 3 and 4 of the Protocol on the privileges and immunities
of the European Union for services rendered by tenderers having their place of business within the
European Union.
■
The tenderer to whom the contract will be awarded will have the sole responsibility for complying
with taw laws which apply to him in line with Article II.15.4 to the draft contract.
CFT/14/ETF/0005 | 13
FINANCIAL PROPOSAL
■
Lot 1:
PROPOSED PRODUCT
QUANTITY
Desks
Up to 140
units
Drawers
Up to 140
units
Cupboards
Up to 350
units
Monitor stands
Up to 150
units
Table lamps
Up to 140
units
Bar or refectory chairs
Up to 80
units
Bar or refectory tables
Up to 40
units
Chairs for meeting or conference room
Up to 150
units
Made-to-measure furniture – bar or
refectory counters
UNIT
PRICE
TOTAL
PRICE
Up to 4
units
TOTAL
■
CFT/14/ETF/0005 | 14
FINANCIAL PROPOSAL
Lot 2:
PROPOSED PRODUCT
QUANTITY
SIMPLA model, HOWE brand tables for
meeting or conference rooms
UNIT
PRICE
TOTAL
PRICE
Up to 30
units
TOTAL
Price conditions:
The price quoted above for the Proposed product corresponds to the product referred to in the
Appendix A (for Lot 1: A.1, A2, A.3, A.4, A.5, A.6, A.7, A.8, A.9; for Lot 2 A.10 – Lot 2).
The price includes transport and assembling costs. The disposal of all packaging and the disposal of
the furniture being replaced is at contractor costs.
I hereby acknowledge and accept the conditions to the financial proposal presented above:
Full name of legal
representative
___________________________________________
Signature
___________________________________________
Date
___________________________________________
CFT/14/ETF/0005 | 15
4. Evaluating the offers: award criteria
The proposed products must correspond to the minimum requirements set out in the Appendix A (for
Lot 1: A.1, A2, A.3, A.4, A.5, A.6, A.7, A.8, A.9; for Lot 2 A.10 – Lot 2).
In case some of the requirements are not met, the bid will be rejected.
The bids meeting all the requirements will be evaluated as follow:
Lot 1:

Additional enhancing features for desks, table lamps and Monitor stands: 20 points
By additional enhancing features are meant additional accessories and/or adjustment devices
in addition to what specified in Appendix A (A.1, A.4 and A.5). Example: additional adjustment
device for table height , fairlead ducts, touch/swipe/proximity motion sensor desk lamps, etc.:
20 points

Warranty exceeding three years’ requirement: 20 points

Delivery time shorter than requested 8 weeks: 10 points

Handiness and aesthetic: 10 points
Lot 2:

Warranty exceeding three years’ requirement: 25 points

Delivery time shorter than requested 8 weeks: 15 points
The ETF will use the following award criteria to evaluate offers received:
Lot 1:
Award criteria
Weighting (out of
100)
Technical award criteria
Additional enhancing features for desks, table lamps and Monitor stands
Warranty exceeding three years’ requirement (three points for each year
exceeding the three years’ requirement, max 20 points)
Delivery time shorter than requested 8 weeks (three points for each week
less than the requested 8 weeks, max 10 points)
Handiness and aesthetic
20
20
10
10
Financial award criteria
Price (the price is the total price of the furniture indicated in the table of
the financial proposal for Lot 1, par. 3.2.2)
40
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Lot 2:
Award criteria
Weighting (out of
100)
Technical award criteria
Warranty exceeding three years’ requirement (three points for each year
exceeding the three years’ requirement, max 20 points)
Delivery time shorter than requested 8 weeks (three points for each week
less than the requested 8 weeks, max 10 points)
20
10
Financial award criteria
Price (the price is the total price of the furniture indicated in the table of
the financial proposal for Lot 2, par. 3.2.2)
70
Evaluation on the basis of best value for money:
The formula used by the ETF to calculate which offer represents the best value for money
incorporates the score for the technical quality and price as described at paragraph 6.3 to the
Guidelines for ETF public procurement (http://www.etf.europa.eu/web.nsf/pages/Open_tenders).
CFT/14/ETF/0005 | 17
5. Checklist for submission of tender
When submitting a tender you must acknowledge that you have read and understood the Guidelines
for ETF public procurement (http://www.etf.europa.eu/web.nsf/pages/Open_tenders) and ensure that
you have compiled your tender in accordance with the below checklist, to be attached to your
supporting documentation.
Please tick  the boxes below
 I have read and understood the Guidelines for ETF public procurement
 I have read and I accept the terms and conditions of the draft contract
 I have submitted my tender within the stipulated deadline
 I am submitting my tender in three separate inner envelopes (A, B and C) within an outer envelope
or parcel
 I clearly stated the following information on the outer envelope or parcel:
 The reference number of the Call for Tender (CFT/14/ETF/0005).
 The title of the tender
 The name of the tenderer
 The indication “Offer – Not to be opened by the internal mail service”
 The ETF address for submission of offers
 A clear postmark showing the date
 I am sealing the outer envelope or parcel with adhesive tape and signed across the seal
 I have drafted my tender in one of the official languages of the European Union
 Both the technical and financial proposals are signed by the tenderer’s legal representative
I confirm that Envelope A contains one signed original of the following supporting
documentation:
 The required Declaration on Exclusion Criteria
 The required evidence of the Selection Documentation for technical and professional
capacity
 The required evidence of the Selection Documentation for economic and financial capacity
 The duly completed and signed Legal Entity Form and required supporting document(s)
 The duly completed and signed Financial Identification Form
 The present checklist duly signed and dated
I confirm that Envelope B contains:
 One signed original and 3 copies of the technical proposal
I confirm that Envelope C contains:
 One signed original of the financial proposal presented in the requested format
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Please let us know how you found out about this tender
 ETF website
 Official Journal of the European Union
 Search engine
 Other (please specify): ________________________________________________
Full name of legal
representative
(person authorised to sign
the contract)
___________________________________________
Signature
___________________________________________
Date
___________________________________________
Full name of contact person
___________________________________________
E-mail address
___________________________________________
Fax number
___________________________________________
For joint tenders, please fill in the following table and add any additional lines for all members
% volume
of work
Full name of lead member
_________________________________
_______
Full name of member
_________________________________
_______
Full name of member
_________________________________
_______
Full name of member
_________________________________
_______
For subcontracting, please fill in the following table and add any additional lines for all
subcontractors
% volume
of work
Full name of tenderer
_________________________________
_______
Full name of subcontractor
_________________________________
_______
Full name of subcontractor
_________________________________
_______
Full name of subcontractor
_________________________________
_______
CFT/14/ETF/0005 | 19
CFT/14/ETF/0005 | 20
PART B:
DRAFT CONTRACT
This draft contract, together with the ETF terms of reference and the successful tenderer’s offer technical and financial proposals – will form the legal agreement between the two parties for
implementation of the service and all required administrative and financial conditions.
Any comments on the draft contract should be provided together with the technical proposal. Requests
from the proposed winning tenderer to amend the contract following the award decision may lead to
the exclusion of the offer.
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