Answers to requests for clarification of tender specifications
OPEN TENDER PROCEDURE No. OSHA/C/PRU/2012/02
(OJ No. S28 of 10/02/2012, Tender No. 044320)
Estimation of the costs of non-OSH at macro level: review of methodologies that
quantify the economic impact of work-related accidents and ill-health
Q1.
The final report is to be delivered not later than thirteen months following the
signature of the contract but we feel that the project can be completed in 3-4 months,
having one person working full time. We are wondering if this may be too little for
what EU-OSHA has in mind. Do you find it reasonable to devote that amount of time
to the project –even if it is distributed throughout one year- or do you think that it is not
enough to meet the project expectations?
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Q2.
Regarding task 1, are publications before a certain date to be excluded (e.g. before
1998)? If so, what date would that be? Additionally, is it allowed to include documents
that are published in languages other than English?
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Q3.
Answer: There should always be at least one lead contractor, which can then
have one or more subcontractors, but we cannot have a tender without a lead
contractor.
With regard to the inclusion of subcontractors, on page 25 of the tender specifications
it is stated that subcontractors need to "provide all items marked with an asterisk
when they are responsible for performing a substantial part of the contract". What is it
meant by a substantial part? Is this, for example, more than 20% of the contract
value?
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Q5.
Answer: There is no limitation to the publication date as long as the material
is relevant. Concerning the language of the publications considered for the project,
they may have been published in languages other than English but all deliverables
and the final report must be in English.
If only subcontractor(s) are included in the proposal, would it suffice to only provide a
subcontractors form?
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Q4.
Answer: The suggested timeline is an indication of the estimated workload
bearing in mind the tasks to be performed - as described in the tender
specifications-, including the times for internal review, consultation and approval of
deliverables. Those tenderers that deem that the project can be successfully
completed in less time should effectively reflect it in their tender, which will be
assessed according to the criteria in section 4 of the tender specifications. The
final work schedule will be agreed between the awarded contractor and EUOSHA.
Answer: We cannot provide a percentage share. On paper, we would need this
information from every subcontractor and particularly if one of them alone is
carrying out a majority of the subcontracted tasks. Furthermore, it is not only the
subcontracted amount that is relevant but also how essential those
(subcontracted) tasks are for the successful completion of the project.
As mentioned on page 13 of the tender specifications, is it correct that the supporting
documents that are listed under Section I: ‘Administrative Information’ (including
financial identification form and legal entities form, as well as eligible documents etc.)
should be included in the Administrative section? Or should they be provided in the
Annexes?
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Answer: They may be included in the Annexes.
Q6.
Would it be fine if Section I: ‘Administrative information’ and Section IV: ‘Annexes’
were combined in one, clearly distinguishing the sections?
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Q7.
On page 25 of the tender specifications (tender submission checklist) the first
paragraph mentions that the "following documents must be placed inside an 'inner
envelope'”, while in the paragraph under the checklist it is stated that the "abovementioned documents must be placed in an 'outer envelope'”. What is the appropriate
procedure?
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Q8.
Answer: we do not have a specific number of models in mind but would expect
the review to cover as many as possible of the existing estimates in Europe –and
particularly those that may have adopted different methodological approachesand some of the most relevant models outside Europe.
The financial offer has to be signed by the tenderer. Does the technical offer have to
be signed too?
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Q12.
Answer: We do not have any requirement regarding the presentation of the price
calculation. You may of course break it down into detail but there is no
requirement from our part.
We want to get a better sense of the scope of the work and know how many models
EU-OSHA had in mind. Considering the budget, our view was to limit it to the main
models in use across Europe and internationally. However, the scope of your project
may be wider.
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Q11.
Answer: The tenders will be evaluated according to the procedure explained on
pages 14-16 of the tender specifications. Those who are not subject to exclusion
will have to meet the selection criteria in order to make it to the award phase. The
selection criteria are aimed to determine whether the tenderers have the
necessary financial, economic, technical and professional capacity to carry out the
work. As it is explained on page 15, in order to meet the selection criteria the
tenderers will have to demonstrate, among others, their experience of policyrelevant analysis on issues related to health and safety at work.
The tender specifications do not include a form or any rules for the presentation of the
price calculation. Section 3.3 ‘Price’ says that the price must be ‘all-inclusive and
expressed in euros’. Is it sufficient to submit the final result of our price calculation?
Or are there any requirements regarding the presentation of any details of the price
calculation? If so, which items of the price calculation have to be described in the
financial offer?
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Q10.
Answer: The above-mentioned documents should be placed in a sealed, 'inner
envelope' with the sign ‘not to be opened by the internal mail department’ clearly
marked. Then, this envelope must be placed in another envelope, the 'outer
envelope'. This is further explained on page 13 of the tender specifications.
Our consultancy has wide experience on the assessment of public policy (not on the
field of health and safety at work) and has carried out numerous risk assessments
and safety plans. However, as we do not have specific expertise on the analysis of
public policies on health and safety at work, does it mean that we will be excluded
from the tender?
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Q9.
Answer: Yes, as long as they are clearly identified.
Answer: The technical offer does not have to be signed.
Who has to sign the offer, the person who will be responsible for managing the project
or the legal representative of the organisation?
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Answer: Regardless of who manages the project, the offer has to be signed by
the person who would be signing the contract.
Q13.
Since our organisation is not presenting an offer as a consortium and we are not
subcontracting any of the tasks, does that mean that we do not have to provide the
items marked with an asterisk in the ‘Tender submission checklist’?
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Q14.
Answer: All items of the checklist have to be presented. Those marked with an
asterisk have to be provided not only for each member of a consortium or by those
subcontractors who are carrying out a substantial part of the contract but also by
the lead contractor. In this case, if there is no consortium or subcontracting, the
contractor still has to provide all the documents of the checklist.
Do public organisations have to provide the document on ‘Evidence of financial
standing’?
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Answer: We need the document that shows its setting-up as a public
organisation, such as the publication in the corresponding Official Journal.