21 January 2013 EBA/2013/001/OPS/SUP/OP Dear Madam/Sir Subject Procurement Procedure

21 january 2013 eba/2013/001/ops/sup/op dear madam/sir, subject: procurement procedure for the supply of office furniture to

21 January 2013
EBA/2013/001/OPS/SUP/OP
Dear Madam/Sir,
Subject: Procurement Procedure for the Supply of Office Furniture to
the European Banking Authority (EBA) (reference number
EBA/2013/001/OPS/SUP/OP) (advertised in OJEU 2013/S 023-034688 on 1
February 2013).
1.
Please find enclosed the tender documents relating to the
abovementioned Invitation to Tender. Attached to this letter you
will find a “Tender Acknowledgement Form”. I would be grateful if
you would complete and return it to me within seven days of
receipt of this letter to indicate whether or not you intend to
submit a tender.
2.
If you are interested in participating in this tender, please
submit a tender in one paper original and two paper copies with
one copy on CD-ROM or USB Drive. In case of any discrepancy the
paper copy shall prevail over the copy on CD-ROM/USB Drive. Please
submit your tender to the following address which should be
clearly marked as follows on the outer envelope:
Karolina Grala
European Banking Authority (EBA)
Procurement Procedure – Reference: EBA/2013/001/OPS/SUP/OP
Tower 42 (Level 20),
25 Old Broad Street,
London EC2N 1HQ
UK
Please note that no tender may be submitted by electronic mail. Any
tender submitted in such a way will be immediately eliminated from the
procedure.
3.
Tenders must be submitted in one of the following ways:
*
Either by registered post or by courier service dispatched no
later than 12:00hrs (noon) GMT on 11 March 2013, the postmark or
the date of the deposit slip with the courier service serving as
proof of posting date/time.
*
Or by hand delivery to the EBA no later than 12:00hrs (noon) GMT
on 11 March 2013 directly or by a representative of the tenderer.
*
In the case where deliveries are by hand, the deadline to be
respected shall be the date and time of delivery cited above and
not the date and time of transmission/deposition of the tender by
the tenderer to its representative. The said delivery must be
against a dated and signed receipt given by a member of staff of
the EBA or its representative. In the case of delivery by hand or
courier service tenderers must allow sufficient time in order to
be able to comply with (i) any requirements for external
deliveries to Tower 42 and (ii) the security controls in place on
entry to the building.
*
Tenders which arrive after the abovementioned deadline will be
rejected.
4.
Tenders must be submitted in one or more envelopes which are
sealed, each enclosed inside a second sealed envelope. The
following must be written on the inner envelope(s) in addition to
the name and address as given in point 2 above:
Tender
Procurement Procedure – Reference: EBA/2013/001/OPS/SUP/OP
Attn Karolina Grala
NOT TO BE OPENED BY THE INTERNAL MAIL SERVICE
If self-adhesive envelopes are used, they must be sealed with adhesive
tape and the sender must sign across this tape.
Boxes may be used instead of envelopes if the size or weight of the
tender so requires.
Labels are attached to this letter which you may use for the
submission of your tender for both the inner and outer envelopes.
Any financial element (i.e. Annex I Costing Sheet of the Instructions
to Tender) must be submitted in a separate, clearly labelled binder or
folder, and on separate CD-ROM/USB Drive. It must be submitted in a
separate, sealed envelope. Information relating to this element should
be given nowhere else in the tender.
All documents in electronic copy on the CD-ROM/USB Drive should be in
either Adobe Portable Document Format (.pdf) or in standard Office
2003/7 format (i.e. doc and .xls).
In order to reduce the amount of paper submitted EBA requests that
tenders are presented in the following way:
(1) Always use double-sided printing;
(2) Avoid use of unnecessary plastic folders or binders;
(3) Avoid inclusion of attachments (brochures, booklets, general
publicity material etc) which are not requested by the EBA;
The Instructions to Tender with Annexes for this tender as well as the
draft contract are attached to this Invitation to Tender letter. The
Instructions to Tender clearly describe which documents are required
to be included in your tender as well as the supporting documents
which must be enclosed.
5.
All tenders must:
*
Be signed by the tenderer or his authorised representative.
*
Be perfectly legible in order to avoid any doubt about terms
and/or figures included.
*
Include the Costing Sheet or other model documents as indicated in
the Instructions to Tender.
6.
All tenders submitted must be valid for a period of six months
from the closing date for receipt of tenders during which the
tenderer may not modify the terms of the tender in any respect.
7.
The submission of a tender in response to this Invitation to
Tender automatically implies the tenderer’s acceptance of all the
terms and conditions stipulated in the Invitation to Tender, the
Instructions to Tender, and Annexes including the draft contract.
It also implies that the tenderer renounces his own terms and
conditions. This is binding on the tenderer to whom the contract
is awarded for the duration of the contract. You are requested to
confirm acceptance of the draft contract and terms and conditions
of this tender as part of your tender response.
8.
Contacts between the EBA and tenderers are prohibited throughout
the procedure save in exceptional circumstances and under the
following conditions only:
Before the Final Date for Submission of Tender:
The tender dossier should be clear enough to avoid tenderers having to
request additional information during the procedure. However at the
request of the tenderer, the EBA may provide clarification and/or
additional information solely for the purpose of clarifying the tender
dossier and/or nature of the contract.
Should a tenderer have a question, this should be submitted in
writing, preferably by email, to:
[email protected] with a copy to [email protected]
before 16:00hrs GMT on 25th February 2013.
EBA will have no obligation to provide answers to requests for
clarification received after this date.
The EBA may also, on its own initiative, inform tenderers of any
error, inaccuracy, omission or other clerical error in the text of the
Contract Notice, Invitation to Tender Letter, Instructions to Tender
or their Annexes.
Any additional information including that referred to above will be
published on the procurement pages of the EBA website. Tenderers are
therefore advised to check the EBA website on a regular basis for
possible updates and/or clarifications.
After the Opening of Tenders:
If clarification is required or if obvious clerical errors in the
tender need to be corrected, the EBA may contact the tenderer provided
the terms of the tender are not modified as a result.
9.
No information visit is foreseen for this tender.
10.
This Invitation to Tender does not constitute any contractual
obligation on the part of the EBA. The EBA’s obligation commences
only upon signature of a contract with the successful tenderer.
The EBA may, until the contract is signed, withdraw from the contract
or cancel the procurement procedure without any compensation to
tenderers. In such a situation a decision to cancel would be notified
to all tenderers.
11.
Processing your reply to the Invitation to Tender may involve the
recording and processing of personal data (such as names,
addresses and Curricula Vitae). 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
European Union 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
and, if necessary, for any other relevant purposes which may be
specified by the EBA. 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 the EBA.
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.
12.
You are informed that for the purposes of safeguarding the
financial interest of the European Union, your personal data may
be transferred to internal audit services, to the Court of
Auditors, to the Financial Irregularities Panel and/or to the
European Anti-Fraud Office (OLAF).
Data of economic operators which are in one of the situations referred
to in Articles 93, 94, 96(1)(b) and 96(2)(a) of the general Financial
Regulation1 may be included in a central database and communicated to
the designated persons of the European Commission, other institutions,
agencies, authorities and bodies mentioned in Article 95(1) and (2) of
the general Financial Regulation. This refers as well to the persons
with powers of representation, decision making or control over the
said economic operators. Any party entered into the database has the
right to be informed of the data concerning it upon request to the
EBA. The EBA will obtain the requested information from the accounting
officer of the European Commission.
13.
Tenders will be opened at the EBA’s premises at Tower 42, 25 Old
Broad Street, London EC2N 1HQ at 13:00hrs GMT on 18 March 2013.One
representative per tenderer is permitted to be present at the
opening of the tenders. The name of any such representative is to
be notified in advance in writing to the EBA to the address given
in point 2 of this letter.
All tenderers will be informed of the outcome of their tender.
Yours faithfully,
Signed
Adam Farkas,
Executive Director
Enclosures:
1. Labels for Submission of a Tender
2. Tender Acknowledgement Form
3. Instructions to Tender with Annexes and draft contract
Label for the Outer Envelope
Karolina Grala
European Banking Authority
Procurement Procedure – Reference: EBA/2013/001/OPS/SUP/OP
Tower 42 (Level 20),
25 Old Broad Street,
London EC2N 1HQ
UK
NOT TO BE OPENED BY THE INTERNAL MAIL SERVICE
Label for the Inner Envelope
Tender
Procurement Procedure – EBA/2013/001/OPS/SUP/OP
Attn Karolina Grala
NOT TO BE OPENED BY THE INTERNAL MAIL SERVICE
Tender Acknowledgement Form
To:
Karolina Grala
European Banking Authority (EBA)
Procurement Procedure – Reference: EBA/2013/001/OPS/SUP/OP
Tower 42 (Level 20),
25 Old Broad Street,
London EC2N 1HQ
UK
From:
Date: [complete]
Dear [complete]
Subject: Procurement Procedure no. [complete] for [complete] – OJEU
reference [complete]
Your Invitation to Tender was received on [complete].
* We intend to submit a tender in accordance with your instructions2.
* We are unable/do not wish to submit a tender. Our reasons are set
out below. The Invitation to Tender documentation is enclosed/is being
returned under separate cover3.
Please submit your reasons here (or in a separate letter) for
declining the opportunity to submit a tender.
Yours sincerely
For and on behalf of:
Note to tenderers: completion and return of this form is requested but
is not mandatory. Responses received are treated in confidence for
internal evaluation purposes only and will have no consequences for
the tenderers.
1 Council Regulation (EC, Euratom) N° 1605/2002 of 25 June 2002 (OJEU
L 248 of 16.09.2002), as amended by Council Regulation (EC, Euratom)
N° 1995/2006 of 13.12.2006 (OJEU L 390 of 30.12.2006).
2 Delete as applicable.
3 Delete as applicable.

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