ANNEX I TENDER SPECIFICATIONS AND SCOPE OF SERVICES NEGOTIATED PROCEDURE I. Introduction The Delegation of European Union to the Republic of Nigeria (thereafter referred to as 'the delegation') intends to conclude a service contract with a professional contractor in the organisation of travel, accommodation and other related services for official business purposes. The duration of the service shall be an initial period of one (1) year with an option to renew on the same terms upon satisfactory evaluation of performance and other prevailing circumstances. The maximum duration of the contract is 48 months at the sole discretion of the Delegation. The Delegation hereby solicits tenders for the provision of the services on a management fee basis in accordance with the given terms of reference and the contractual obligation under Annex II. Prices must be quoted in Naira (NGN) exclusive of VAT. The delegation reserves the right to award the contract. II. Objective The contract shall cover the provision of travel management and related services that includes air travel reservation, ticketing, hotel reservations, airport transfers, protocol assistance and other incidental services based on the policy, procedures and guidelines of the delegation. The contractor shall provide full, prompt, accurate and expert services to the delegation as detailed in the tender specification and scope of services (the list being non- exhaustive): III. Technical specifications and scope of service a. Provision of any information deemed necessary for individuals or group travel on itineraries, flight schedules, different travel options, flight availability, airline companies, and prices including discounted/special fares. Provide prompt and reliable technical assistance acting as liaison with third parties involved in the service delivery. Fulfill basic requirements like responsiveness until ticket is issued, bookings through the shortest connections at the lowest fares applicable, ensure benefit for the delegation from any negotiated preferential tariffs on a non-exclusive basis with airlines or hotels, accuracy of tickets and itineraries, accuracy of accounting and rebates. 1 Promptly inform the delegation traveler regarding changes in the scheduled flights as well as any significant circumstances that can incur changes in the scheduled flights e.g. planned strikes offers etc Availability of 24 Help Desk/Hotline for emergency services and prompt response to emails on enquiry of services. b. Provision of air tickets for official travel from Nigeria to Brussels, to other international destinations and for local flights within Nigeria at the best available market price as per the on a timely manner. Provide service within 24 hours of a request from the dedicated persons at the delegation who shall specify the name of pax, itinerary, dates and if any part of the travel is for private purposes. Upon request the agency shall send to the delegation at least 3 quotations for air tickets favorable in terms of itinerary, schedule and price and replies conducted through mail to dedicated persons and the traveler and confirm the chosen travel plan without delay. Preference for e-tickets for environmental and cost reasons. Propose added value on related services, whether paid for or on complementary basis. Arrange tickets for international travel at short notice, in case of short notice cancellation or modification of a mission, the agency should provide the best option to facilitate fulfillment of the mission and should endeavor to minimize any penalties incurred by the delegation. Penalties regarding any additional arising out of negligence directly attributable to agency will be borne by the latter. c. Provision of airport transfers for delegation staff. Provide airport transfers to and from the airports in Abuja, Lagos and Port Harcourt and other cities. The transfers originate or end either at the delegation office at European Union House in Central Business District, and at the residences of the staff in the suburbs of Abuja. Provide neat and well maintained vehicles with enough luggage room and upon request provide options for traveler with special needs like disability. Provide shuttle service upon request for group travel. Provide other value adding and related services, whether paid for or on complementary basis. 2 d. Provision of meet/greet and assist services at airport in Abuja, Lagos and Port Harcourt and other cities in Nigeria. Meet on a timely manner and assist travelers at the airport arrival hall by courteous, professionally dressed English speaking staff with proper identification placard. Provide value adding and other related services, whether paid for or on complementary basis. e. Provision of other related services to a contract of this nature Provision of any other services incidental to a contract of this nature e.g. travel related insurance, accommodation arrangement where applicable-identify suitable accommodation of good quality within proximity of the mission center within the delegation pricing policy(to be furnished for every request) and submit a proposal presenting the relevant features of the chosen facility. f. Other Requirements; At Delegation request, the contractor must supply detailed analytical information on the provided and invoiced services (relating to tickets, hotel bookings, etc.) and management reports containing and analyzing travel data. The agency shall ensure provision of requested services during office hours and adapt to flexibility during weekends and public holidays as the case maybe. The agency shall limit access to personal data of delegation staff to its staff strictly for the performance, management and follow-up of the contract, and reserves the right to refuse use of any system that does not guarantee expected levels of security. g. Staff and Technical Facilities; To ensure the efficient performance of the contract, it is expected that the company awarded the contract shall: Demonstrate provision of similar services over a period of the last three years to diplomatic missions and international organizations in Nigeria; provide duration of the assignment, contract amount and the bidder's involvement as a single undertaking. Demonstrate ownership and/or availability of adequate physical and other resources to perform the contract – equipped offices and appropriate infrastructure e.g. linkage to the reservation systems of 2nd tier service provider, secure 3 reporting tools for both telephone and email, the delegation reserves the right to ask for proof and to carry out site visit. The availability of an office at the different airports is an added advantage. Demonstrate high level of professionalism and customer orientation: Provide a list of proposed key professional and professional staff team by area of expertise, position that would be assigned their tasks, experience and certification. Tenderers shall clearly detail how the staff appointed will be able to ensure adequate quality of services. Demonstrate the ability to offer a well functioning airport transfer service by use of safe and comfortable vehicles, preferably with radio communication, and by use of drivers good at time-keeping, well versed with the main residential suburbs of Abuja and the ability to locate houses based on a map or verbal directions. IV. Contractor’s obligations; Provide contract services exercising all reasonable skill, care and diligence, in a professional manner. Employ only staff of the highest caliber and appropriate skills to service the account. Comply at all times with the Service Level Agreement as defined in paragraph 2 (Minimum service requirements) of this document here below. Observe and comply with all legal requirements including Statute, Local Government and Public Authorities, and undertake compliance with all relevant Codes of Practice and Conduct, Local/Regional standards, professional standards, and the Organization’s own terms/requirements in the provision of the services; and ensure that all staff are aware of their obligations and adhere to them. Undertake all audits, surveys and record keeping in compliance with Local/Regional Health & Safety legislation/requirements, and relevant regulations under such legislation/requirements and other relevant legislation/requirements. Maintain and make available on demand all records and evidence of compliance. Attend monitoring and evaluation meetings as and when required to ensure the smooth running of this Agreement. These meetings shall also be used to evaluate the key performance indicators, which shall be agreed on and implemented both prior to commencement of, and during the contract. Provide management information in accordance with the requirements of the delegation and provide support in the interpretation of the data. 4 V. Assign or sub-contract any part of this contract only with without the prior written consent of the delegation. Not to disclose any information to any third party without the specific permission of the delegation. Service Level Agreements - Minimum service requirements 5 Staff Qualifications SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Educational IATA certificate of competence. Familiar with Global Distribution System (GDS) i.e. Galileo, Amadeus Technical Language ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Complete basic Computer Reporting System (CRS) and other relevant systems training, with annual review of training needs. Proficiency in English. Knowledge of another EU Language an asset. 6 SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Manager - Minimum 8 years travel industry experience. Minimum 4 years prior experience in managing and supervising a Travel Agency. Familiarity with training programs/techniques and experience with a CRS/automated accounting system. College degree or equivalent experience. Fluency in English required. Knowledge of another EU language an advantage. Minimum Experience Supervisor – Minimum 5 years corporate travel experience. CRS/automated accounting system experience. Fluency in English required. Dedicated Staff Travel Consultant - Minimum 3 years corporate travel experience after completion of travel agency apprenticeship or equivalent training. Proficiency on CRS equipment, familiarity with leisure travel products. Fluency in English required. Staffing No change to staff will be made without the consent of the delegation who will reserve the right to request change of any designated staff. 7 Hours of operation Invoicing / and Billing Procedure SERVICE REQUIREMENT COMPONENT ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Tickets and related services Invoice or credit card payments. 07.30-16.30 Monday to Thursday Provide full service 07.30- 14.00 Friday Flexibility after business hours weekends and public holidays 24-Hour Service Response Time Telephone MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Hold Time Call-Back Time 24 hour emergency telephone access by all clients Answer 80% of calls within 15 seconds, or 5 rings during official working hours Maximum 20 seconds before requesting to call back 90% of all call-back within 60 minutes 8 SERVICE REQUIREMENT COMPONENT Assistance Waiting Time Fare Rate Offering Air Fares MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Not more than 5 minutes Full booking - lowest available applicable airfare for class of service and fare category in compliance with the delegation rules and regulations Upon request provide minimum 3 fare options unless only one option available for comparison on every itinerary Re-Routings or Re-Issuance or Cancellations Hotel Reservations Calculation of differences in fare (add-on or refund) according to IATA regulations and make all necessary re-booking including endorsement to other carriers if required All bookings (local and international) – Suitable and secure accommodation in compliance with delegation price threshold where applicable 9 Document Delivery SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Time Frame 100% of all ticketed documents, including confirmation of E-ticket availability, delivered no later than 24 hours prior to departure, unless booking occurs within that period Last Minute Ticket Requirements Ticketing and delivery on-line or on departure at airline desks or at the customer service desk at the airport of departure Delays Traveler will be promptly informed of any schedule changes, airport closings or strikes Replacement of Documents Co-operation with other Travel Agencies / Carriers Lost, Stolen or Mislaid Tickets ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Collection and handling of incoming PTA’s for travelers Act as liaison between the airline and the traveler to resolve issues of lost or stolen tickets Replace documents in agreement with Clients Assist traveler in filling out appropriate airline forms and filing them with the airline 10 Client Documentation SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Itinerary (Air) Date of travel, flight information (including connection times, seat assignment, meals, wait-list information, terminal and check-in time) Itinerary (Hotel & Car) ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Arrival dates, confirmation number, rate secured, guaranteed reservation information, time limit required for cancellation Pick-up location, rate booked, class of vehicle, confirmation number Itinerary (Remarks) Boarding Passes Checking of Travel Documents All itineraries include standardized remarks (Travel Agent’s and/or relevant clients procedural reminders) All tickets issued with boarding passes (where applicable) All documents subject to a final check prior to delivery/dispatch 11 COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Acknowledgement Enter complaint in CRS/manual log Written/e-mail acknowledgement provided within 24 Hours Advice on progress every third day Final Resolution All returned documents to be processed within 48 hours of receipt Acknowledgement If refund cannot be effected by the Travel Agent, clients to be advised in writing within 48 hours that the documents are being processed by a third party Calculation Verification of residual value of partially used tickets refunded by carriers within 48 hours Any differences between clients’ calculation and the actual refund to be justified by the vendors calculation Documentation ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Communicated within 20 days Process Refunds Complaint Resolution SERVICE REQUIREMENT Log (CRS or manual) is maintained for refunds 12 Data Client Management Information Manageme Satisfaction nt SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Refund Upon notification by clients’ cancellation of Travel Authorizations and recovery of outstanding refunds from network partners/representatives or carriers locally issued tickets within 30 days and tickets issued abroad within 60 days General Survey Quarterly basis - to get feedback from travelers/designated contacts (travel bookers) in the delegation Traveler Profile Traveler profile to be built in CRS for each traveler Annual review of all profiles to ensure accuracy Sales Quarterly reports on total sales, sale by airline, agreement discounts as agreed with the Delegation. Management Meetings Computerized reporting system to issue ad hoc reports based on carriers, type of fares and internal organization structure to the designated contact persons in the delegation Attend quarterly (or ad-hoc on request) meetings with the Delegation Monitoring & Evaluation Committee ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS 13 Open Publication Book Directory Policy Miscellaneous SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED E-Mail Capacity to receive requests through E-Mail E-Mail reply to a request with 1 working day of receipt Acknowledgement of receipt returned within 5 working hours Health requirements ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Information and advice related to vaccination requirements etc. to be provided prior to traveler's departure Advice and recommendations on country of destination, climate conditions, national and religious Destination Information holidays, passport and visa requirements, Travel Agent locations in country of destination, time zones Where applicable a complete, updated listing of service Documents /Travel Agent provider’s agents, partners / representatives to be Locations Network available in electronic format. Examination of Records The delegation to have access to all the service provider’s financial records pertaining to the contract. Special Offers/Newsletters Special offers or newsletters in English to be made available electronically to the delegation 14 SERVICE REQUIREMENT COMPONENT MINIMUM LEVELS OF PERFORMANCE AND COMPETENCIES TO BE ACHIEVED Special Announcements Special announcements by airlines e.g. industrial strikes etc. to be reported for announcements to travelers and the delegation electronically. Transport Transfers Private Travel Insurance Communication Baggage Insurance Private Travel ABILITY TO MEET EXPECTED LEVEL YES/NO COMMENTS Provide transportation to delegation travelers to/from Residence/hotels and Abuja upon request. Provide two-way radios or other communication with a 24 hour control post for all vehicles transporting EU Travelers Arrange baggage insurance on request Provide private travel services to Delegation employees as well as their families including extending the Airline Agreement discounts to them where applicable. 15 Other services Assistance at Abuja Provide ‘Meet and Assist’ services to delegation travelers with immigration and customs formalities on arrival or departure (including use of VIP lounge) when requested. Provide assistance to meeting participants/delegates with immigration and customs formalities on arrival or departure (including use of VIP lounge) when requested. REMARKS: - indicate your ability/inability to meet the required service by filling ‘Yes’ or ‘No’ - indicate those services which will be provided at a fee per transaction in the COMMENTS column 16 VI. Financial Proposal The Delegation intends to operate the account on Management Fee basis. This must contain financial information about the services that will be provided by the Contractor. The firm must state its contract price, discounts, if any, and payment terms. Airline agreement discounts as well as commissions earned by the Service Provider shall be deducted from the total ticket price at the point of sale and separately listed on the Service Provider’s invoice. Any other income generated by the Service Provider in the form of over-ride commissions and incentive discounts etc. as a result of the Delegation travel business shall be returned to the Delegation on a quarterly basis. VII. Requirements for Qualification (i) Exclusion Criteria A. Exclusion Criteria: Article 93 of the Financial Regulations sets out that: 1. Candidates or tenderers shall be excluded from participation in the 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 offence 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 organisation or any other illegal activity detrimental to the Communities' financial interests; (f) They are currently subject to an administrative penalty referred to in Article 96(1). Points (a) to (d) of the first subparagraph shall not apply in the case of purchase of supplies on particularly advantageous terms from either a supplier which is definitively winding up its business activities, or from the receivers or liquidators of a bankruptcy, through an arrangement with creditors, or through a similar procedure under national law. 1. Candidates or tenderers shall certify that they are not in one of the situations listed in paragraph 1. However, the contracting authority may refrain from requiring such certification for very low value contracts, as specified in the implementing rules. For the purpose of the correct application of paragraph 1, the candidate or tenderer, whenever requested by the contracting authority, must: a) Where the candidate or tenderer is a legal entity, provide information on the ownership or on the management, control and power of representation of the legal entity, b) Where subcontracting is envisaged, certify that the subcontractor is not in one of the situations referred to in paragraph 1. 3. The implementing rules shall determine the maximum period during which the situations referred to in paragraph 1 give rise to the exclusion of candidates or tenderers from participation in a procurement procedure. The maximum period shall not exceed 10 years. Article 94 of the Financial Regulations sets out that a contract shall not be awarded to candidates or tenderers who, during the procurement procedure for this contract: (a) Are subject to a conflict of interest; (b) Are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply this information; (c) Find themselves in one of the situations of exclusion, referred to in Article 93(1), for this procurement procedure; B) Means of proof 1. Candidates and tenderers shall provide a declaration on their honour, duly signed and dated, stating that they are not in one of the situations referred to in Articles 93 and 94 of the Financial Regulation. 2. The tenderer to whom the contract is to be awarded shall provide, within 15 calendar days and prior the signature of the contract, the evidence referred to in paragraph 3, confirming the declaration referred to in paragraph 1 in the following cases: 3. The contracting authority shall accept as satisfactory evidence that the candidate or tenderer to whom the contract is to be awarded is not in one of the situations described in point (a), (b) or (e) of Article 93(1) of the Financial Regulation, a recent extract from the judicial record or, failing that, an equivalent document recently issued by a judicial or administrative authority in the country of origin or provenance showing that those requirements are satisfied. The contracting authority shall accept, as satisfactory evidence that the candidate or tenderer is not in the situation described in point (d) of Article 93(1) of the Financial Regulation, a recent certificate issued by the competent authority of the State concerned. Where the document or certificate referred to in paragraph 1 is not issued in the country concerned and for the other cases of exclusion referred to in Article 93 of the Financial Regulation, it may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance. 4. Depending on the national legislation of the country in which the candidate or tenderer is established, the documents referred to in paragraphs 1 and 3 shall relate to legal persons and/or natural persons including, where considered necessary by the contracting authority, 18 company directors or any person with powers of representation, decision-making or control in relation to the candidate or tenderer. 5. Where they have doubts as to whether candidates or tenderers are in one of the situation of exclusion, contracting authorities may themselves apply to the competent authorities referred to in paragraph 3 to obtain any information they consider necessary about that situation. 6. The contracting authority may waive the obligation of a candidate or tenderer to submit the documentary evidence referred to in paragraph 3 if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that the issuing date of the documents does not exceed one year and that they are still valid. In such a case, the candidate or tenderer shall declare on his honour that the documentary evidence has already been provided in a previous procurement procedure and confirm that no changes in his situation have occurred. 7. When requested by the contracting authority, the candidate or tenderer shall submit a declaration on honour from the intended subcontractor that he is not in one of the situations referred to in Articles 93 and 94 of the Financial Regulation. In case of doubt on this declaration on the honour, the contracting authority shall request the evidence referred to in paragraphs 3 and 4. Paragraph 5 shall apply, where appropriate. (ii) Selection Criteria 1. Economic and Financial capacity: Information and formalities necessary for evaluation if requirements are met: the documents listed hereafter must be provided as proof of the tenderer's economic and financial capacity: (a) Suitable certificates from banking organizations, or proof that professional risk influence has been taken out; (b) Statement as to overall annual turnover of 6 million Naira extracted from audited accounts for the past 3 financial years. It is imperative that you clearly indicate/ highlight the overall annual turnover for the 3 financial years described. 2. Technical and Professional capacity: Information and formalities necessary for evaluating if requirements are met: (1) The company's references: name, physical address, postal address, telephone and fax numbers, name and designation of the person authorized to represent the company; (2) Certificates proving legal constitution and registration of the company as well as certificates of registration with relevant tax authorities in the countries in which they are registered or in the country of the contracting authority; and a copy of a valid trade licence issued to the tenderer by a municipal or government authority. The company must provide evidence that it has been operating in for a minimum of five years immediately prior to 1 January 2015. In the case of a joint venture or partnership or any other form of legal association, any one of the entities may qualify the firm by its having operated for a minimum of 3 years immediately prior to 1 January 2015. 19 (3) The company must demonstrate experience and competence by providing at least 3 named clients (diplomatic missions, international organizations and foreign companies) to whom the company has provided similar services to over the last 3 years, supported by copies of written testimonials from the clients. The delegation reserves the right to contact any of the named clients for further references. (4) The company must demonstrate managerial experience and competence to carry out the contract by providing information on the company’s management structure indicating the names of the full time managerial staff, their designations, qualifications and work experience. The overall manager will have a minimum of eight (8) years travel industry experience; the supervisor for the team to be dedicated to the delegation will have a minimum of six (6) years corporate travel and supervisory experience. (5) The company must demonstrate qualification experience and competence of the staff to be dedicated to the delegation as travel consultants. The travel consultants will have a minimum of three (3) years corporate travel experience after completion of travel agency apprenticeship or equivalent, proficiency on CRS equipment and fluency in English. VIII. Evaluation and selection of successful companies The evaluation of the tender submissions will be on the basis of the exclusion and selection criteria indicated paragraphs VII.(i) and VII.(ii) respectively, as well as the supporting documentation and information provided in the Tender Submission Document (Annex II). A committee will proceed to the selection of successful companies by checking the conformity and the veracity of the submitted documents. The committee will, on the basis of these documents, proceed to determine the legal, professional, financial and technical standing of each participating company (see checklist indicated in Annex V). Only tenderers that meet the selection will be considered for evaluation under award criteria. IX. Award Criteria and non compliance of tenders All tenders that have not been excluded and have met the selection criteria will be subjected for further evaluation against the award criteria to measure the intrinsic quality of the offers. The contract will be awarded to the most economically advantageous tender (i.e. tender with the best price-quality ratio) according to the following criteria; Max. AWARD CRITERIA Points 1. The quality of the tenderer’s managerial and technical/operational competence as demonstrated by the number and caliber of its managerial and technical staff: (Maximum 30 points) - At least 5 travel consultants each with travel industry diploma & work experience 20 20 exceeding 3 yrs - If the directors/principal officers dispose of the same minimum qualifications and work experience 5 - Other administrative staff with relevant qualifications and work experience exceeding 3 years 5 2. The quality of the physical facilities and resources available to the tenderer which are relevant to the scope of the contract such as (1) offices; (2) vehicles; (3) VHF radio installations in offices & vehicles; (4) ICT installations (Maximum 20 points) - Existence of an airport office at Abuja 10 - Availability of at least 5 vehicles, owned & equipped with VHF radio 5 - Availability of well located offices equipped with dual central reservation systems 5 3. The quality of the business associations and/or affiliations with relevant stakeholders and counterpart organizations locally and internationally. (Maximum 20 points) - Membership or franchise holder in an international travel organization/group 20 4. The quality of the proposed contract organizational and operational measures including the modalities or work routines; the contract management escalation structure; the type, content and frequency of the reports that the tenderer will furnish; the measures that the tenderer will take to ensure quality delivery of service. (Maximum 30 points) - Description of relevant work organization modalities e.g. dedicated teams, booking formalities, etc 15 - Description of the minimum/standard reports to be periodically submitted 10 - Description of the measures to be taken to assure quality delivery of service 5 Total awarded score 100 The technical offer should address all other matters raised in the tender specifications to maximum possible extent. Only tenders which have attained a minimum score of 60 points out of the maximum possible of 100 points will be taken into account in the determination of the price/quality ratios leading to the ward of the tender applying the formula: 21 Score for tender X = Lowest Price *100 * 40% + Quality score of X * 100 * Price in tender X (price %) Best quality score criteria X. 60% (quality %) Participation procedure and closing date The call for tender notice was published on the Delegation website http://eeas.europa.eu/delegations/nigeria/index_en.htm and subsequently in PUNCH and THE GUARDIAN Newspapers on the 29th June 2015 1). the Any company that meets the minimum selection criteria and is not disqualified by any of exclusion criteria above may apply to participate in the selection procedure. 2). The Call for Tender documents will only be issued to companies who present a written application signed by a duly authorized representative. The documents to be issued comprise the Invitation to Tender Document together with Annexes I, II, II, III & V. 3). Presentation of Tenders into Tenders must be submitted in triplicate clearly marked as original and/or copies, taking account the following: o The tender must contain all the information and all the supporting documents required by the tender specifications. o The information or the supporting documents in the tender submission must be presented systematically in a clear and concise manner guided by the format outlined in the Tender Submission Document -Annex III. o The tender document must contain a table of content, continuous page numbering and separation of contents by use of dividers. o The copies of originals presented must be clearly legible. o The tenders must include a signed Declaration of Honour relating to the exclusion criteria notarised by Commission of Oaths. o Tenders must be dated and signed by the authorised representatives. 5). The submission from a company responding to the tender notice shall comprise: a) The Tender Submission Document (Annex II) duly completed as required in sections A and G; b) Copies of the documentation required in sections B, C, D, and E; c) Catalogues, brochures, photos, samples, etc. where applicable. 6). All the documents comprising the company’s submission as indicated in clause (4) above should be submitted in 3 bound copies. 22 7). The The submissions must be placed inside two (2) plain sealed envelopes as indicated below. envelopes must be signed across the flap and sealed with cello tape. Envelope 1: An outer envelope containing the inner envelope and addressed as below: E n v e l o p e The Head of Administration Delegation of the European Union to the Federal Republic of Nigeria 21st Crescent, off Constitution Avenue, Central Business District Abuja, Nigeria TENDER AIR TRAVEL AND RELATED SERVICES DO NOT OPEN BEFORE 30TH July 2015 AT 10.00 HRS 2: An inner envelope containing the 3 bound copies of the company’s submission. 8). The submissions shall be delivered by hand, either in person or through private courier service, and deposited at the EEAS reception desk before 30TH July 2015 at 1000 hours. A receipt of the submission indicating the date and time of receipt will be issued to the person delivering the submission, who must declare this fact to ensure that the acknowledgement receipt is issued. 9). Submissions that have no receipt, or those that are received beyond the deadline, or those not sealed and addressed as indicated in clause (6) above shall be rejected and returned unopened. The acceptability of a submission is subject to detailed evaluation for compliance with the selection criteria and other requirements. IX NOTIFICATION (1) All companies that present submissions will be sent a notification by fax and/or email informing them whether or not they are successful. (2) All communication regarding this tender procedure must be in writing. The communication from the EEAS to a participating company shall be sent by fax and/or email to the attention of the company’s authorized representative identified in the company’s submission. XI. DISCLAIMERS (1) The tender procedure notice does not constitute an offer or a contract for the provision of services for which it is subject; neither does it place any obligation on the EEAS to award the tender. (2) This Call for Tender is in no way binding to the Delegation. The Delegation’s contractual obligation commences only upon the signature of contract with the successful tenderer. Prior to the point of signature of the contract, the Delegation may either abandon the tender procedure or cancel the award decision without the tenderers being entitled to claim any compensation. 23 (3) All tender submissions are prepared and submitted at the sole cost and responsibility of the company. (4) The EEAS shall treat with utmost confidentiality all the information provided, and hereby declares that the information shall solely be used for the purposes of evaluating the submissions. (5) Should any participating company find errors or discrepancies in the tender documents, or should the intent or meaning appear to be ambiguous, the company may contact the Head of Administration in writing (fax, email or hand-delivered letter) for correction or clarification thereof. For parity of information amongst the participating companies, any responses from the EEAS for corrections and/or clarifications shall be copied to all participating companies. END 24