EBA欧洲银行-Open-Tender-Clarification-no-3_10页_102kb

Open Tender Clarification No. 3 Summary

Core Content

This document provides clarifications and responses to various questions raised by tenderers regarding the European Banking Authority (EBA) tender for the supply of interim staff for general administration (EBA/2013/003/OPS/SER/OP). The clarifications aim to ensure compliance with the tender specifications and provide necessary guidance for accurate bid submissions.

Main Points and Key Information

1. Contract Terms and Conditions

• Tenderer's Request: The tenderer requested changes to the contract terms and conditions.
• EBA's Response:
  • Changes to the contract will be accepted if they are minor.
  • Substantial redrafting of the model contract is not allowed.
  • The EBA expects to sign the standard framework contract provided in the tender dossier.
  • Changes to certain articles, such as Art II.18, are not acceptable.
  • The Evaluation Committee will evaluate any proposed changes based on the revised evaluation grid.

2. Comments on Model Contract

• Tenderer's Request: The tenderer asked whether to include comments with the bid or send them to Aneta Al Hafoudhova before the deadline.
• EBA's Response:
  • The tenderer should include their comments in the bid submission.
  • The EBA will consider minor modifications in b.2.5.
  • The tenderer should also include the general areas they wish to negotiate if successful.

3. Costing Sheet Guidance (Annex IV)

• Tenderer's Request: Guidance was needed on completing the costing sheet.
• EBA's Response:
  • Column G should be the result of multiplying column E (daily rate) by column F (number of days per year).
  • The tenderer should apply VAT and National Insurance (NI) for temporary workers.
  • The EBA will provide set hourly or daily pay rates for each profile to ensure fair comparison.

4. Set Hourly Rates for Profiles

• Hourly Rates (GBP):
  • Receptionist Level 1: 10 GBP/hour
  • Event coordinator Level 1: 12 GBP/hour
  • HR Assistant Level 1: 12 GBP/hour
  • Administrative assistant Level 1: 12 GBP/hour
  • Secretary Level 1: 12 GBP/hour
  • Secretary Level 2: 14 GBP/hour
  • Finance assistant Level 1: 16 GBP/hour
  • Finance assistant Level 2: 18 GBP/hour
  • Communications assistant Level 1: 16 GBP/hour

5. Liability Clause (Article II.3.3)

• Tenderer's Request: The tenderer asked about the unlimited liability clause and whether they could submit a modified version of the contract.
• EBA's Response:
  • The tenderer must use the EBA's standard framework contract.
  • No flexibility is allowed on the liability clause.
  • The tenderer is responsible for ensuring their insurance cover meets the requirements.

6. Project Context

• Tenderer's Request: The tenderer asked how this project links to the previous IT and General Administration staff procurement (Ref: EBA/2012/018/OPS/IT/RT).
• EBA's Response:
  • The previous tender was divided into two lots.
  • Lot 2 failed and is now re-launched as a new open procedure.

7. Contract Value

• Tenderer's Request: Clarification was needed on whether the £2.5m contract value refers to annual spend or the lifetime of the contract.
• EBA's Response:
  • The £2.5m refers to the total spend over the lifetime of the contract.

8. Indicative Staff Volumes

• Tenderer's Request: Indicative volumes of interim staff required were requested.
• EBA's Response:
  • EBA will require 14 interim staff for various durations per year.
  • All interim staff are required for the London office.

9. Payment Terms

• Tenderer's Request: The tenderer asked about the payment terms and whether a prescribed billing table exists.
• EBA's Response:
  • Payment is based on monthly timesheets.
  • The staff agency may choose the day to pay their workers.
  • The EBA's payment terms are 14 days from invoice receipt, not 25 days as requested.

10. Performance and Pre-financing Guarantees

• Tenderer's Request: The tenderer asked whether financial and performance guarantees are required.
• EBA's Response:
  • Financial and performance guarantees are not required for this FWC.
  • The EBA will use only the selected provider for interim staff.

11. Tender Purpose

• Tenderer's Request: The tenderer asked if the procurement was to benchmark the current provider or solely identify a single provider.
• EBA's Response:
  • The tender is not designed to benchmark the current provider.
  • The tender aims to identify a single provider.

Summary of Key Decisions

• Standard Contract: EBA expects to use the standard framework contract and will not accept substantial redrafting.
• Pay Rates: EBA will provide set hourly/daily rates for each profile to ensure fair comparison.
• Payment Terms: EBA will pay 14 days after invoice receipt.
• Guarantees: Financial and performance guarantees are not required.
• Location: All interim staff will be required for the London office.
• Compliance: Tenderers must ensure their bids are compliant with the EBA's specifications and evaluation criteria.