EBA欧洲银行-3Tender-Specifications_40页_920kb

Summary of TENDER SPECIFICATIONS

Core Content

This document outlines the Tender Specifications for the Provision of Travel Arrangement Services by the European Banking Authority (EBA). It provides a detailed framework for the procurement process, including the terms of reference, contract structure, service requirements, and evaluation criteria for potential tenderers.

Main Purpose and Scope

• Awarding Authority: European Banking Authority (EBA).
• Purpose of the Procedure: To conclude a framework contract with a Travel Agency that can provide travel arrangement services for EBA staff members on mission.
• Scope of the Contract: Includes researching, booking, and managing transport and accommodation reservations, visa assistance, 24-hour support, and information on public transport at meeting venues.
• Contract Type: A framework service contract with a single economic operator, not divided into lots.
• Maximum Contract Value: Estimated at €1,600,000 over 48 months, renewable up to three times.

Key Service Requirements

• Travel Arrangements:

  • Must provide flight, train, ship, and road tickets at the best price and most convenient routes.
  • Preference is given to scheduled flights over charter flights.
  • Electronic tickets are preferred; paper tickets are acceptable in exceptional cases.
  • Response time for service requests:
    • 2 hours during normal business hours.
    • 30 minutes for urgent requests.
  • Ticket delivery:
    • Electronic within 1 hour (or 15 minutes for urgent cases).
    • Paper tickets must be delivered 72 hours before departure if not electronic.

• Accommodation Arrangements:

  • Must book hotel accommodation within price ceilings specified in the EBA Mission Guide (Annex XI).
  • Minimum hotel category is 3 stars.
  • Response time for accommodation requests:
    • 2 hours during normal business hours.
    • 30 minutes for urgent requests.
  • Booking confirmation must be sent within 1 hour (or 30 minutes for urgent cases).

• Visa Assistance:

  • The Travel Agency must endeavor to obtain visas for persons on mission, if required by their nationality.
  • Must meditate with relevant authorities to facilitate visa acquisition before departure.

• Public Transport Information:

  • Provide timetables and information on public transport from and to the airport, hotel, and meeting city.
  • This must be done upon request from the EBA Mission Office.

Additional Requirements

• Working Hours:

  • Normal working hours: Monday to Friday, 09:00–17:30 (London Time).
  • Emergency assistance: Available 365 days per year, 7 days per week, 24 hours per day.

• Communication:

  • Must inform EBA of upcoming changes in flights, new routes, regulations, strikes, or other events affecting travel.
  • Must ensure travelers are informed of any delays, changes, cancellations, or bad weather.

• Confidentiality:

  • Must protect personal data in accordance with Article II.9 of the Draft Framework Contract.
  • Complies with Directive 95/46/EC and Regulation (EC) No 45/2001.

• Statistics and Reporting:

  • Must submit monthly detailed statistics on services provided, including:
    • Number and type of transactions.
    • Number of tickets purchased.
    • Hotel nights booked.
    • Monthly expenditure.

• Invoicing:

  • Submit invoices every two weeks.
  • Each invoice must be tied to a commitment number.
  • Must include a detailed and itemised report of services provided.
  • VAT and transaction fees must be shown separately.

• Ordering Process:

  • Based on travel purchase orders sent by the EBA Mission Office.
  • Must provide at least three best options for each order.
  • Confirmed orders are binding on both EBA and the contractor.

• Meetings:

  • Attend initial meeting at the start of the contract.
  • Attend annual performance review meetings.
  • Travel Agency's expenses for these meetings are not reimbursed by EBA.

• Contract Management:

  • Provide one dedicated travel booking staff member at main premises.
  • Appoint a Contract Manager to coordinate services, handle communication, and manage EBA requests.
  • Staff must have very good knowledge of English.

Evaluation Criteria

• Technical Evaluation:

  • Focuses on the tenderer's ability to perform the required services.
  • Includes compliance with the Terms of Reference and service quality.

• Financial Evaluation:

  • Based on the prices provided in the Financial Proposal (Annex III).
  • Prices are fixed for the first year and may be revised later as per the Model Contract.

• Award of the Contract:

  • Based on the evaluation of both technical and financial criteria.
  • Only one offer per tenderer is allowed.

Important Notes

• Variants are not permitted in this tender.
• Joint offers are permitted.
• Subcontracting is allowed but must be clearly announced in the offer.
• The model contract (Annex I) is the basis for the final contract.
• Non-compliance with the specifications may lead to rejection or termination of the contract.

Submission and Timetable

• Tender Submission:

  • Each tenderer may only submit one offer.
  • Must use the Technical Proposal Form (Annex II) and Financial Proposal Form (Annex III).

• Contract Implementation Timetable:

  • Contract signing: Estimated for September/October 2012.
  • Initial meeting: One week after signing.
  • Performance review meetings: Once per year, with dates to be mutually agreed.

Legal and Compliance Considerations

• The EBA complies with Financial Regulation (Council Regulation 1605/2002) and its Implementing Rules.
• Confidentiality and data protection are strictly enforced.
• All tenders must be in English.
• Public access to documents is governed by Council Regulation (EC) No 1049/2001.