ANNEX 2-1 TECHNICAL SPECIFICATIONS. Ref. 1708/C5/D. Lot 1 Postal Services

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1 EDOC: # ANNEX 2-1 TECHNICAL SPECIFICATIONS Ref. 1708/C5/D Lot 1 Postal Services Table of contents Contents 1. Background information Scope Volume of the contract Constraints Requirements Contract management Detailed requirements Invoicing & Payment Details related to the Contracting Authority Compliance with environmental and labour law... 7

2 2 1. Background information This procurement procedure is carried out on inter-agency basis. The procedure is organised by Europol on behalf of both Europol and Eurojust. Within this document, Europol and Eurojust are referred to collectively as the Contracting Authority. The provisions referring specifically to one of the agencies (Europol or Eurojust) will be applicable only to that agency. Europol is a European law enforcement agency which supports its Member States in preventing and combating all forms of international serious crime and terrorism. Europol s vision is to contribute to a safer Europe by providing the best possible support to law enforcement authorities in the Member States. This to be achieved by delivering a unique set of operational services for the European Union, developing as its principal: support centre for law enforcement operations; criminal information hub and centre for law enforcement expertise. Further information on Europol s activities is available on its website at the address Eurojust was established as a body of the Union with legal personality through the Council Decision 2002/187/JHA of 28 February 2002 with a view to reinforcing the fight against serious crime. Eurojust stimulates and improves the coordination of investigations and prosecutions between the competent authorities in the Member States and improves the cooperation between the competent authorities of the Member States, in particular by facilitating the execution of international mutual legal assistance and the implementation of extradition requests. Eurojust supports in any way possible the competent authorities of the Member States to render their investigations and prosecutions more effective when dealing with cross-border crime. Further information on Eurojust s activities is available on its website at the address For the management of its operations, the Contracting Authority require postal services for a wide range of destinations in the Netherlands, the EU and worldwide. 2. Scope The scope of the contract is the provision of postal services which shall include the following: - Daily (regular and registered) post collection from and post-delivery to the premises of the Contracting Authority;

3 3 - Sending of post stamped by franking machine or franking post on behalf of the Contracting Authority; - Port betaald (also known as postage paid, port payé) service; - Optional service: PO Box retaining the PO Box numbers currently used by the Contracting Authorities; - Parcel Service (up to 30 kg). 3. Volume of the contract The estimated maximum expenditure for this contract is indicated in the Invitation to Tender & Tender Specifications. This indicative amount includes the optional services (PO Box, including delivery from PO Box). Please note that the amounts indicated in the Invitation to Tender & Tender Specifications should not be construed in any way as the actual expenditure that the Contracting Authorities will make under the contract. In the past, the Contracting Authority ordered the approximate volumes given below. These volumes are provided for information only, no rights can be derived from the below lists. Post/parcels forwarded by Europol in 2016: 1. Average standard post (envelopes) per month: 400; per year: This number can be separated in an estimate of 1500 for The Netherlands and 3300 for the EU member states and world. 2. Registered post is per year: 200, of which 50 for The Netherlands. This number will decrease in 2017 as more and more registered post is forwarded via Lot Parcels (<30 kg) per year 40 maximum. Most of the parcels are forwarded via Lot 2. Post/parcels forwarded by Eurojust in 2016: 1. Average standard post (envelopes) per month: 400; per year: This number can be separated in an estimate of 500 for The Netherlands and 4300 for the EU member states and world. 2. Registered post is per year: 400, of which 100 for The Netherlands. This number will decrease in 2017 as more and more registered post is forwarded via Lot Parcels (<30 kg) per year 5 maximum. Most of the parcels are forwarded via Lot Constraints Tenderers should note that the working language of the Contracting Authority is English. Accordingly, the predominant contract will be in English and the execution of the contract must be possible in English language. 5. Requirements 5.1. Contract management

4 4 A single point of contact designated by the contractor shall deal with each Contracting Authority and solve any kind of administrative problem. This person shall speak English Detailed requirements The provided postal services shall include the following: - Daily (regular and registered) post collection from and post delivery to the premises of the Contracting Authority (Monday to Friday, excluding holidays); - Sending of post stamped by franking machine or franking post on behalf of the Contracting Authority; - Port betaald (aka postage paid, port payé) service; - Optional service: PO Box retaining the PO Box numbers currently used by the Contracting Authority; - Parcel Service (up to 30 kg). The services are further detailed in the below sections Regular Post Service Regular post service consists of the post collection from and post-delivery to the premises of the Contracting Authority. Collection Post shall be collected from the premises of the Contracting Authority on a daily basis from Monday to Friday (excluding national holidays and holidays of the Contracting Authority). The collection shall take place by the end of normal office hours of the Contracting Authority. The collection should preferably take place between 17:30-19:00 hrs but no later than 19:00). The premises and the office hours of the Contracting Authority and are given in Section 5.4. Delivery Post addressed to the Contracting Authority (both P.O. Box and physical address) shall be delivered on a daily basis from Monday to Friday (excluding national holidays and holidays of the Contracting Authority) before 09:00 at the premises of the Contracting Authority. Post addressed to Europol shall be delivered to Europol and post addressed to Eurojust shall be delivered to Eurojust.

5 Registered post service Registered outgoing post is preferably processed digitally via a web portal which is accessible to different Europol users (for example through login and password). An alternative telephone and/or paper based workflow shall be available in case of problems with the online bookings. The contractor shall provide a tracking system (preferably online and in real time) by which the delivery status can be traced Sending of post stamped by franking machine or franking post on behalf of the Contracting Authority The Contracting Authority shall be able to refill funds on their franking machines as and when required. If tenderers cannot provide funds to refill these franking machines, they may offer an alternative solution such as providing a different franking machine or franking the post on behalf of the Contracting Authority. Franking labels/envelopes that have been franked incorrectly shall be reimbursed by the contractor if requested by the Contracting Authority Port betaald (also known as postage paid, port payé) service This service consists of outgoing packages of letters marked Port Betaald (also known as postage paid, port payé), which the contractor themselves count and weigh. The amount shall be specified in the monthly invoice PO Box (Optional service) The Contracting Authority prefers to retain their current PO Box numbers: - For Europol : PO Box 90850, 2509LW The Hague; - For Eurojust : PO Box 16183, 2500BD The Hague If this is not possible (for example tenderer not being able to take over the same number from current contractor) tenderers shall not offer this service Parcel service (up to 30 kilograms) Parcel service shall be provided for consignments up to 30 kg. Most of the consignments are for delivery from the Contracting Authority to The Netherlands, the EU and any country worldwide. Parcel service should preferably (while tenderers must provide parcel service, the following aspects of the service are not mandatory): - be processed digitally via a web portal which is accessible to Europol users (for example through login and password). An alternative telephone and/or paper based workflow should be available in case of problems with the online bookings.

6 6 - provide a tracking system (online and in real time) by which the delivery status can be traced Invoicing & Payment The invoice shall include the details of mail collected and of the other services provided. The postal services provided to Europol shall be invoiced to Europol. The postal services provided to Eurojust shall be invoiced to Eurojust. Invoice frequency: invoices must be submitted to the Contracting Authority as specified in the Mandatory Contractual Requirements (Annex 3 to the Invitation to Tender and Tender Specifications ). In addition, the Contracting Authority wishes to be charged retroactively on a monthly basis, unless the tenderer provides for another term in its general terms and conditions. The suitability of the invoice frequency will be evaluated as part of the award criteria. Payment periods: payments shall be made in accordance with the provisions specified in the Mandatory Contractual Requirements (Annex 3 to the Invitation to Tender and Tender Specifications ). The suitability of the payment periods will be evaluated as part of the award criteria. The contractor shall inform the Contracting Authority if a deposit amount is needed Details related to the Contracting Authority The premises of the Contracting Authority are the following: - Europol s premises - Eisenhowerlaan 73 in The Hague (postal code 2517 KK). - Eurojust s premises - Johan de Wittlaan 9 in The Hague (postal code 2517 JR) The office hours of the Contracting Authority are the following: 08:30-19:00 hrs The official holidays of the Contracting Authority are provided below for Upon request, the contractor will be provided with the list of official holidays for the year before the beginning of each year. On official holidays the Contracting Authority may not be able to receive incoming post and execute outgoing post. Date in 2018 Day 1 January New Year s Day (it falls on Sunday in 2017) 2 January Day following New Year s Day 29 March (Thursday before Maundy Thursday Easter) 30 March (Friday before Easter) Good Friday 2 April (Monday after Easter) Easter Monday 27 April King s Day (Koningsdag) 1 May Labour Day 9 May Europe Day 10 May Ascension Day

7 7 11 May The day following Ascension Day 21 May Whit Monday 15 August Assumption Day 1 November All Saints Day 2 November All Souls Day 25 December to 29 December End-of-year days, including Christmas inclusive 5.5. Compliance with environmental and labour law The contractor shall comply with applicable obligations under environmental, social and labour law established by Union law, national law, collective agreements or by the international environmental, social and labour law provisions listed in Annex X to Directive 2014/24/EU 1. 1 OJ L 94 of , p. 65