EUROPEAN COMMISSION OFFICE FOR THE ADMINISTRATION AND PAYMENT OF INDIVIDUAL ENTITLEMENTS Sickness and Accident Insurance Brussels, PMO3/LP/LC D(2008) 12478 INVITATION TO TENDER Dear Sir/Madam, Subject: - Preventive medicine services; invitation to tender No PMO3/PO/2008/71 1. I enclose the call for tenders relating to the above contract. As manager of the Joint Sickness Insurance Scheme for officials and other servants of all the European Union institutions, the Commission is planning to conclude framework contracts for the provision of preventive medical screening services based on six gender and age-specific programmes for officials and other staff of the European institutions and their dependants. This invitation to tender is intended to approve multidisciplinary health centres in 12 of the 27 Member States through the conclusion of framework service contracts. These centres must be capable of conducting the whole range of medical examinations. The Member States concerned are Belgium, Luxembourg, Italy, France, Germany, the Netherlands, the United Kingdom, Ireland, Denmark, Greece, Spain and Portugal. The contract consists of six programmes (Annex 6): screening programme No 1 for women under the age of 40; frequency: every five years screening programme No 2 for women from the age of 40 to 59; frequency: every three years screening programme No 3 for women age 60 and over; frequency: every two years European Commission, B-1049 Brussels Belgium. Telephone: (32-2) 299 11 11. Office: SC27 03/56. Telephone: direct line (32-2) 2954451. Fax: (32-2) 2956639. ludovic.promelle@ec.europa.eu
screening programme No 4 for men under the age of 40; frequency: every five years screening programme No 5 for men from the age of 40 to 59; frequency: every three years screening programme No 6 for men age 60 and over; frequency: every two years. 2. If you are interested in this contract, you should submit a tender in triplicate in one of the official languages of the European Union. If you decide not to submit a tender please let us know why, as this will help us to understand the market better and hence improve the specifications for our invitations to tender. 3. Where submission is by letter, you may choose: a) either to send it by post or courier, to be dispatched not later than 06/10/2008 (as evidenced by the postmark or the date of the deposit slip) to the following address: European Commission Sickness Insurance Central Office For the attention of Mr Promelle Office SC27-3/56 B-1049 Brussels Belgium b) or to deliver it by hand to the following address at the latest by 16.00 on 06/10/2008: European Commission Avenue du Bourget 1 B-1140 Evere Belgium In this case, you should write the address given in 3(a) on the envelope; a receipt must be obtained as proof of submission, signed and dated by the official in the Commission s central mail department who took delivery. The department is open from 08.00 to 17.00 Monday to Thursday, and from 8.00 to 16.00 on Fridays. It is closed on Saturdays, Sundays and Commission holidays. 4. Tenders must be placed inside two sealed envelopes. The inner envelope, addressed to the department indicated in the invitation to tender, should be marked as follows: Invitation to tender No PMO3/PO/2008/71 not to be opened by the internal mail department. If self-adhesive envelopes are used, they must be sealed with adhesive tape and the sender must sign across this tape. The inner envelope must contain two sealed envelopes, one containing the technical tender and the other the financial tender. Each of these envelopes must clearly indicate the content ( Technical and Financial ). 5. Only one authorised representative of the tenderer may be present at the public opening of tenders. The public opening will take place on 20 and 21 october 2008 at 09:30 in the meeting room at 29 Rue de la Science Office 02/03 Brussels. 2
Those tenderers who wish to be present must inform Mr Promelle by writing to the address specified in point 3(a), no later than 5 working days before the date of opening of the tenders, indicating the name of their representative. 6. The specification (Annex 1) and the draft contract (Annexes 2a and 2b) are attached to this invitation to tender. The specification lists all the documents that must be produced in order to tender, including supporting evidence of economic, financial, technical and professional capacity. 7. Tenders must: be signed by the tenderer or his duly authorised representative; be perfectly legible so that there can be no doubt as to words and figures; be drawn up using the model reply forms in Annexes 3, 4 and 5; contain flat-rate, all-in prices expressed in euros, including for countries which are not part of the euro zone. For tenderers in countries which do not belong to the euro zone, the price quoted may not be revised in line with exchange rate movements. It is for the tenderer to select an exchange rate and assume the risks or the benefits deriving from any variation. 8. The period of validity of the tender, during which the tenderer may not modify the terms of his tender in any respect, is nine months from the closing date for the submission of tenders. 9. Submission of a tender implies acceptance of the terms and conditions set out in this invitation to tender, in the specification and in the draft contract and, where appropriate, waiver of the tenderer s own general or specific terms and conditions. The tender submitted will be binding on tenderers to whom a contract is awarded, for the duration of the contract. 10. Contacts between the contracting authority and tenderers are prohibited during the procedure save in exceptional circumstances and under the following conditions only: a) Before the closing date for submission of tenders: At the request of the tenderer, the contracting authority may provide additional information solely for the purpose of clarifying the nature of the contract. Any requests for additional information must be made, in writing only, to the address for the submission of tenders. Requests for additional information received less than five working days before the closing date for submission of tenders will not be processed. The Commission may, on its own initiative, inform interested parties of any error, inaccuracy, omission or other clerical error in the text of the call for tenders. Any additional information, including that referred to above, will be sent simultaneously to all tenderers who have requested the specification. 3
b) After the opening of tenders If clarification is requested or if obvious clerical errors in the tender need to be corrected, the contracting authority may contact the tenderer provided the terms of the tender are not modified as a result. 11. This invitation to tender is in no way binding on the Commission. The Commission s contractual obligation commences only upon signature of the contract with the successful tenderer. Up to the point of signature, the contracting authority may either abandon the procurement or cancel the award procedure, without the candidates or tenderers being entitled to claim any compensation. This decision must be substantiated and the candidates or tenderers notified. 12. Tenderers will be informed whether their bids have been accepted or rejected. 13. If your offer includes subcontracting, it is recommended that contractual arrangements with subcontractors include mediation as a method of dispute resolution. 14. The award criteria are defined as follows: a) Multiple framework contract The contract will be awarded automatically, in the form of multiple framework contracts, to the three lowest bids in Brussels, Ispra, Luxembourg and Karlsruhe, provided that no bid exceeds the cheapest bid made for each lot by more than 25%. 'Multiple framework contract' means the procedure whereby identical framework contracts are concluded separately between the Commission and a number of service providers to ensure that the contract can be executed by one or other of the contractors. Those covered by the Joint Sickness Insurance Scheme may choose the services of whichever contractor they want. b) Standard framework contract The contract will be awarded automatically to the lowest bid in the form of a framework contract in all other places referred to in the specification where officials, other staff and their dependants, who are affiliated to the Joint Sickness Insurance Scheme, are based. 15. Duration of contracts The contracts will be concluded for an initial period of one year. They will be renewed after this period by tacit agreement for further consecutive periods of one year unless terminated by one of the parties, by registered letter (with acknowledgment of receipt) dispatched at least three months before the annual renewal date. The total duration of each contract may not exceed four years, including the initial one-year period. 4
16. Processing your reply to the invitation to tender will involve the recording and processing of personal data (such as your name, address and CV). Such data will be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, your replies to the questions and any personal data requested are required to evaluate your tender in accordance with the specifications of the invitation to tender and will be processed solely for that purpose by PMO3. You are entitled to obtain access to your personal data on request and to rectify any such data that is inaccurate or incomplete. If you have any queries concerning the processing of your personal data, you may address them to PMO3. You have the right of recourse at any time to the European Data Protection Supervisor for matters relating to the processing of your personal data. 17. You are informed that in order to protect the financial interests of the European Communities your personal data may be sent to the Internal Audit Service, to the European Court of Justice, to the Financial Irregularities Panel or to the European Fraud Prevention Office (OLAF). The data on economic operators in situations covered by Articles 93, 94, 96(1)(b) and 96(2)(a) of the Financial Regulation 1 may be entered in a central database and forwarded to persons appointed by the Commission, the other institutions, agencies, authorities and bodies covered by Article 95(1) and (2) of the Financial Regulation. This also applies to persons with powers of representation, decision-making or control in relation to the abovementioned economic operators. All persons registered in the database have the right to be informed of the data recorded on them by addressing a request to the Commission's accounting officer. 18. List of annexes The following annexes are an integral part of this invitation to tender: 1. Specification 2. 2a Draft multiple framework service contract; 2b Draft framework service contract 3. 3a Technical tender form 3b Declaration of honourwith respect to the Exclusion Criteria and absence of conflict of interest 4. Financial tender form 5. Financial identification and legal entity forms 6. Health screening programmes, numbered 1 to 6 7. Preliminary general medical questionnaire 8. Summary medical report 9. Model notification to attend 10. Model pro forma invoice 11. Statistical report and analysis 1 Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 (OJ L 248 of 16.09.2002), as amended by Regulation (EC, Euratom) No 1995/2006 of 13 December 2006 (OJ L 390 of 30.12.2006). 5
Date and signature, L. PROMELLE Head of Unit 6