Open procedure COMM/DG/AWD/2015/722. Contract Notice JO 2015/S from 04/12/2015

Transcription

1 Open procedure COMM/DG/AWD/2015/722 Contract Notice JO 2015/S from 04/12/2015 Supply and installation of audiovisual equipment and related services in Brussels and Strasbourg, 6 separate lots Site visit European Parliament Strasbourg 06/01/2016, 9:00

2 Minutes of the compulsory visit to the Strasbourg audiovisual premises 1. Attendance European Parliament (): Stéphane RIGAUD Pieter VYNCKE Tenderers: BCE: Philippe MADUIT, Mikael GRAIGNIC D&MS: Jurgen VAN CAUTER, Robin VEENMAN DIGINET: Bart DELVA VP Media Solutions: Antony OLIVIER, Emmanuel CHARLET The meeting started at 9h20, room N1. 1A It was agreed that the AV Unit representatives communicated in French and English due to the fact that the participants were from different European countries. Participants could chose in which language they wanted to communicate, either French of English. 2. Introduction - Stéphane RIGAUD welcomed the participants, introduced the representative of the and made a short introduction of the projects. - Pieter VYNCKE repeated the exclusion, selection and award criteria. - Representatives from the companies were asked to sign certificates as proof of their attendance. A copy of the certificate needs to be joined to the offer. - It was reminded that this site visit was mandatory to submit an offer for lot 2 and lot 5. - The timetable of the procedure was also reminded: Deadline for receiving questions: 27/01/2016 Deadline for sending replies: 28/01/2016 Closing date and time for the submission of tenders: 03/02/2016, 17:00 Date and time of opening of the tenders: 10/02/2016, 10:00 2

3 It was also reminded: - that at the request of tenderers, the contracting authority supplies additional information solely for the purpose of clarifying the nature of the contract. It must be stressed that the information supplied is intended only to clarify the content of the documents drawn up by the contracting authority. - Tenderers were called upon to ensure that the Price Schedule be filled out correctly. Incomplete or non-compliant price schedules will not be taken into account and declared irregular. - Minutes of the meeting are only available on the Parliament website. 3. Visit to the premises It was reminded that the visit had been organised to permit the tenderers to have an idea of the installations inside the European Parliament within the scope of this tender and is not intended to be exhaustive. The tenderers visited: - Level 0: Central Technical Area VTR Room Transmission Room (EBU-ARTE) EBS Transmission Room Voxbox - Level 1: Lobby set Stand up Positions Voxbox - Level 2 : Hemicycle control Room - Level -1: K2 Server Room News editing suites (Aurora/Edius) 3

4 4. Q&A - All questions and answers asked during the site visit can be found in the minutes. If no answers could be provided during the site visit they are answered in writing in these minutes. - Additional questions, received in the mailbox of avtenders@europarl.europa.eu will be answered in writing and published on the European Parliament website ( We would request therefore that you consult the site on a regular basis. Deadline for submitting questions: 27/01/2016. Q1. Related to the presentation of the tender documents, the specifications mention 3 parts on pg. 5 and 6, but only 2 parts on pg. 8. Could you clarify how the offer must be presented? A1. The tender documents need to be divided in 2 different envelopes. One containing all administrative & technical documents (PARTS I & II), and one envelope ONLY containing your financial quotation (PART III). Q2. Is a price revision foreseen during the 4 years? A2. No, as stated on page 8 of the specifications, prices shall be firm and not open to revision. Q3. Regarding the price schedule for lot 2, what should be understood under the term "training session"? A3. It is up to the tenderer to propose the content and duration of a training session (number of days, support documents, content of the training...) and to quote a corresponding price in the price schedule. The quality of the proposal is evaluated under the evaluation criterion - Training and Warranty. Q4. In the price schedule for lot 5 the column Estimated quantity seems to be missing. Could you please clarify how this should be understood? A4. The column estimated quantity is indeed missing in the lot 5 price schedule. For the purpose of evaluation the following estimated quantities will be taken into account. 4

5 Module 1 Unit Price Estimated quantity Module 1.1 Module ,00 5 Module ,00 5 Module ,00 5 Module ,00 5 Module ,00 2 Module ,00 2 Module ,00 2 Module ,00 2 Module ,00 2 Module ,00 2 Module ,00 1 Module ,00 5 Module ,00 5 Module , Module ,00 1 Module 1.2 Module ,00 1 Module ,00 1 Module ,00 1 Q5. Should module in the price schedule for lot 5 be quoted as a price valid for Brussels and Strasbourg? A5. Yes, the indicated price must be valid for both of the sites and should be all-in, as indicated on pg. 8 of the specifications (including all potential travel and transport costs). Q6. Is a time server or a master clock to be supplied under lot 5? A6. No, the time server (NTP) will be an existing Evertz generator (with NTP time server option) located in the CTA in Brussels and in Strasbourg. 5

6 Q7. Could you please clarify if the migration process from.mxf to.axf of the existing LTO4 tapes in Strasbourg is to be taken into account? A7. No, this migration is not to be taken into account. Q8. Could you please provide the average increase of the archive on a daily or monthly basis? A8. The current average increase is about 1500 hours/year. Q9. Regarding lot 2 and the maintenance contract required, could you please clarify if there is a specific deadline/intervention time imposed after an issue of the archive system underlined by an SLA? A9. No, no specific requirements have been imposed concerning the intervention time or SLA. Nevertheless, in award criterion 1 - Methodology and organisation - the service structure and availability and off after-sales service/technical support, will assess the quality of the proposed intervention times/sla. Q10. Could you please clarify the meaning of the different colours used on the EP official calendars? A10. Please refer to page 58 of Annex I - Technical specifications. The tenderer is invited to make relevant proposals regarding the schedule of the project execution taking into account that the EP parliamentary sessions (in red on the EP calendar) do not offer the opportunity to intervene onsite due to EP activity. Project meetings however can be scheduled during session weeks in Brussels or Strasbourg. Important note: Concerning the note on pg. 23/61 of Annex I - Technical Specifications, the Parliament wishes to emphasize the importance of module of the lot 2 price schedule where the tenderers need to quote the cost to regularize the absence of a support contract since the beginning