pe/itec-its14 external provision of it services · 2019-05-16 · pe/itec-its14 tender...

PE/ITEC-ITS14

External Provision of IT Services

TENDER SPECIFICATIONS

SPECIFIC PART - Lot 8

Expertise in IT Security

OPEN PROCEDURE

PE/ITEC-ITS14 Tender Specifications - Lot 8

European Parliament of 31

TABLE OF CONTENTS

III.5. Selection phase: Proof of status and legal capacity ........................................................................... 5

III.6. Selection phase: Economic and financial capacity ............................................................................ 6

III.6.1. Statement of total turnover for the past three financial years ............................................................ 6

III.6.2. Tenderer's annual accounts for the past three years ........................................................................... 7

III.6.3. Document relating to the maximum sums covered under the tenderer's civil and

professional liability ........................................................................................................................ 7

III.7. Selection phase: Technical and Professional capacity ....................................................................... 7

III.7.1. Organisation of the tenderer to allow the delivery of the required services ...................................... 7

III.7.2. Tenderer manpower and qualification of staff relevant to the required services ............................... 9

III.7.3. References ...................................................................................................................... 12

III.7.4. Quality assurance and control mechanisms ..................................................................................... 13

III.8. Award phase: Technical evaluation ................................................................................................. 15

III.8.1. Quality of the tenderer’s proposal for the overall management of the service ................................ 15

III.8.2. Quality of the tenderer’s proposal for the ordering of the services ................................................. 16

III.8.3. Quality of the tenderer’s proposal for the delivery of the services .................................................. 17

III.8.4. Quality of the Technological, Methodological and service proposal in the domain of the lot ........ 17

III.8.5. Quality of the proposal for the organisation of infrastructure dedicated to the project ................... 18

III.8.6. Quality of the proposal for the management of (partially) off site and near site projects and

services......................................................................................................................... ............ ........18

III.8.7. Quality of the proposal in the domain of the lot based on the Case Study ...................................... 19

III.9. Award phase: Financial evaluation .................................................................................................. 20

Section IV - Other forms to be completed .................................................................................................. 23



THIS PART OF SECTION III IS SPECIFIC FOR EACH LOT

The sole tenderer or lead contractor along with any co-contractor(s) must complete or submit the

documents below, which will enable the contracting authority to assess, for the purposes of the contract, the

tenderer's legal, economic, financial and technical capacity for carrying out the contract.

Subcontractors must also submit the documents requested in points III.5 to III.7. Subcontractors' capacity

will be assessed proportionally to the part of the contract that they are required to perform by the tenderers

presenting them as part of their group.

For each of the questions in the points included in this section (III.5 to III.9) unless otherwise stated for

specific questions, answers to the questions must be in the range 2 to 4 pages in Times New Roman font 11pt

with 2cm top-bottom-left and right margins.

Replies to questions in separate pages are authorised, always within the limit of 2 to 4 pages per question.

Annexes to answers are not allowed unless explicitly specified.

Documents requested may exceed the 2 to 4 pages limit if necessary (i.e.: case studies, reports, balances).

In case of a consortium, the 2 to 4 pages are allowed for each of the consortium members (lead contractor

and co-contractors). Documents from subcontractors must be included in the page limits allocated for the

contractor presenting them.

Information exceeding the size limits will be ignored during the evaluation process.

III.5 Selection phase: Proof of status and legal capacity

As proof of their status and legal capacity, tenderers must append to their tenders at least two of the three

documents listed below, enabling the European Parliament to determine their form and legal capacity to

perform the contract.

III.5.1 The most recent version of the company's memorandum and/or articles of association, or extracts

from these documents, clearly stating the company's exact name, its purpose, the breakdown of

its authorised capital and its authority to sign. If the tenderer is a natural person, a document

proving his legal status and a copy of his identity card or passport.

III.5.2 Document(s) providing proof of entry in the professional and/or trade register in accordance with

the statutory provisions of the country where the tenderer is established.

III.5.3 A copy of the VAT registration document(s). This document must bear the identification number

in the form PPxxxxxxxx..., where PP indicates the country of registration (LU, BE, FR, DE, ...).



III.6 Selection phase: Economic and financial capacity

If the economic operator is relying on a parent company or other affiliates of the same holding, in order to

achieve the required level of economic, financial, technical and professional capacity, it must prove in its

tender that it will have their resources at its disposal. This obligation may be fulfilled by presenting

statements from those entities or the grouping agreement.

If a third party provides the whole or a very large part of the financial capacity, the contracting authority

may demand that that entity signs the contract or that it provides a joint and several first call guarantee,

should that tender be awarded the contract.

III.6.1 Statement of total turnover for the past three financial years

Please complete the table below.

Turnovers can be from provisional accounts.

In case of consortia with different starting and ending date for their financial years, please insert the

beginning and starting date of the financial year for which the turnover accounts in the cell dedicated to the

name of the member of the consortium.

If a tenderer submits for more than one lot, the tenderer's (or group of tenderers) turnover must be equal or

exceed the sum of the thresholds of the lots in which he (they) tender(s).

L8 - Table 1: General Information regarding the overall tenderer's activities:

PE/ITEC-ITS14

External Provision of IT Services

The tenderer's (sole economic operator or group) average annual total turnover for the past three financial

year must exceed or be equal to EUR 6 M€

TURNOVER in EUR

Please notify if national

currency*: .................

Last financial

year

from ..........

to ...............

Financial year

before last

from ..........

to ...............

Previous financial

year

from ..........

to ...............

Total (3 years)

Sole undertaking ... € ... € ... € ... €

Lead contractor of

the consortium ... € ... € ... € ... €

Member(s) of the

consortium (Co-

contractors):______

[*]

... € ... € ... € ... €

Member(s) of the

consortium (Co-

contractors):______

[*]

... € ... € ... € ... €

Declared

subcontractor (s):

_______[*]

... € ... € ... € ... €



Declared

subcontractor (s):

_______[*]

... € ... € ... € ... €

TOTAL ... € ... € ... € ... €

* Lines to be replicated for each co-contractor/subcontractor

III.6.2 Tenderer's annual accounts for the past three years

The sole tenderer or lead contractor along with any co-contractor(s) and subcontractor(s) must

submit their annual accounts for the past three years.

Accounts shall be at least closed and preferably published.

The balance of tenderer's capital and reserves must have been positive at the end of the last

financial year.

Only where there is a valid reason, evidenced by supporting documents, why the tenderer is

unable to provide annual accounts, he/she may attach a sworn declaration stating the annual profit

after tax for the past three years.

III.6.3 Document relating to the maximum sums covered under the tenderer's civil and professional liability

The tenderer must submit a document relating to the maximum sums covered under the tenderer's

civil and professional liability.

In case of consortia with or without subcontractors, the group as a whole must provide documents

covering civil and professional liability for all the works concerned by the contract and for its

whole duration.

III.7 Selection phase: Technical and Professional capacity

III.7.1 Organisation of the tenderer to allow the delivery of the required services

For all questions under III.7.1, in case of a joint offer, provide the requested information for the

main contractor and each co-contractor. Provide information on subcontractors when relevant.

III.7.1.1 Tenderer’s structure

Please describe your organisational structure detailing the departments and allocated number of

staff at all levels of your company(ies), as well as the division(s)/department(s) responsible for the

delivery of the required services for the lot?

If relevant, include the relationships between the tenderer and other companies of the same

group, including those that could participate (e.g. as co-contractor or subcontractor) in the delivery

of the requested services.

Answer to ITS14-L8-III.7.1.1:

...

III.7.1.2 Centre of expertise and agreements/alliances with third parties



III.7.1.2.1 Please describe the functioning of the permanent centre(s) of expertise in the

enterprise that provide(s) support for the efficient implementation of the tasks covered

by the lot. Explain how staff accesses the services of the centre(s) of expertise,

particularly in the case of co-contractors or subcontractors. If such permanent centre(s)

of expertise do not exist as such in the enterprise, please explain your approach in

order to achieve comparable results in this area?

Answer to ITS14-L8-III.7.1.2.1:

...

III.7.1.2.2 Do you have agreements and/or alliances with third parties (e.g. tools suppliers,

etc.), to ensure rapid response to resolve technical problems. If yes, please describe

these agreement(s) with third parties (name of third party, name of the agreement,

description of agreement coverage, procedures for using the agreement). If no, please

explain how you ensure rapid response to resolve technical problems?


...

III.7.1.3 Technical knowledge management

Please describe the functioning of technical knowledge base(s) relevant to the delivery of the

requested services for the lot including among others how is the information entered, how can the

information be retrieved, where is the information stored and/or archived, how is the quality of the

information guaranteed. Explain how staff accesses the technical knowledge base(s), particularly in

the case of co-contractors or subcontractors. If such technical knowledge base(s) do not exist as

such in your company (ies), please explain how you guarantee the availability of information

relevant to the technical knowledge for the services required.


...

III.7.1.4 Training Centre

Do you have training program(s) supporting the quality of the services required? Describe the

policy followed and means used by your company (ies) to guarantee the training program(s) (or

any alternate policy in case such training program(s) do not exist as such) and the staff competence

that supports the quality of the services required.


...



L8 - Table 2: Please fill in the table below indicating the average number of training days attended

per profile/role in 2013.

Profile / role Average number of days of training in

2013

Leader Security Consultant ...

Security Consultant ...

Technical Project Manager ...

III.7.2 Tenderer manpower and qualification of staff relevant to the required services

Note that during the tendering procedure, the tenderer must only give evidence of its capacity to

reach the required thresholds at the starting date of the contract should it be awarded to him.

In case of a joint offer, the required information should be provided for the group of tenderers as a

whole.

Note that staff of subcontractors and freelancers is considered as non-permanent staff at tenderer's

level, even if it is permanent staff for the subcontractor (see point I.6 Tender Specifications -

General Part for further detail).

Moreover also note that only staff with a direct, individual, regular and unlimited working contract

with the tenderer can be quoted as “permanent” staff.

Required thresholds (i.e. minimum) numbers are clearly imposed on some of the profiles requested.

When no required threshold is imposed, the requested data will serve for consistency and plausibility

cross-checks.

a) in case of a group, any threshold mentioned below will apply on the level of the group and not

on an individual basis;

b) staff with a personal contractual relation to a company of another nature or without a personal

contractual relation to it (e.g. freelancers, staff from affiliated companies or from

subcontractors) shall only be quoted as non-permanent staff;

c) in case of a branch-company responding in the name of a group, a written endorsement of the

group is necessary with the names of all affiliated companies is required (evidence to be

enclosed after FORM 1).

III.7.2.1 Staffing tables

L8 - Table 3. Indicate your average annual manpower for the last three years (separating

permanent and non-permanent staff).

Total annual manpower 2011 2012 2013

Permanent staff ... ... ...

Non-permanent staff ... ... ...



L8 - Table 4. Indicate your average number of managerial staff for the last three years (only

permanent staff)

Total managerial staff 2011 2012 2013


L8 - Table 5. Indicate the number of staff working in the field of this lot: average for the last three

years (separating permanent and non-permanent staff).

Number of IS specialists in the domain of this lot 2011 2012 2013



Total (permanent and non-permanent) ... ... ...

L8 - Table 6. Indicate the average number of staff working in clients' premises in the field of this

lot for the last three years (separating permanent and non-permanent staff).

Number of IS specialists in the field of this lot

working in clients' premises

2011 2012 2013



Total ... ... ...

L8 - Table 7. Indicate the average number of staff working in your premises in the field of this lot

for the last three years (separating permanent and non-permanent staff).

Number of IT specialists in the field of this lot working

in your premises

2011 2012 2013



Total ... ... ...

L8 - Table 8. Indicate the average number of permanent non-technical staff supporting the

activities in the field of this lot (for the provision of secretariat, contract management, customer

relations, etc…) for the last three years.

Number of non-technical staff supporting the activities

in the field of the lot

2011 2012 2013


L8 - Table 9. Indicate the percentage of personnel turnover for the permanent technical staff

working in the field of this lot for the last three years.

Global Personnel turnover working in the field of this

lot

2011 2012 2013

Percentage of turnover ... % ... % ... %



III.7.2.2 Profiles and roles

In the following table (L8 - Table 10) indicate the number of staff with experience in the field of

the lot and whose profile conforms to the description of the profiles and roles related to the lot (see

Annexes II.2 Profiles and II.3 Case Studies).

An individual person can be counted only in one role. In case of multiple submissions an individual

person can be counted in one lot only.

Only staff with a direct, individual, regular and unlimited working contract with the tenderer can be

quoted as “permanent” staff.

Staff of subcontractors as well as freelancers are considered as non-permanent staff at tenderer's

level.

L8 - Table 10. Minimum staff with experience in the field of the lot (annual average)

III.7.2.3 CVs

It is mandatory to use ITS14 CV forms (see Section IV FORM 6).

CVs from the lead contractor, co-contractors or subcontractors may be provided. In case of branch-

companies not part of the tendering consortium, a written endorsement of the group with the names of all

affiliated companies that participate effectively is required (see point III.7.2. c) above).

The selection of CVs will be performed according to the following points:

- CVs must be anonymous and a correspondence table provided separately (see Section IV FORM 9) with

the financial part of the questionnaire in order to ensure full confidentiality;

- each and every CV proposed must be fully conformant with the individual requirements laid down for

the role, e.g. educational training, number of years of documented professional experience, language

skills;

- each triplet of CVs proposed for one specific role shall cover as widely as possible the domain of the lot

as to allow the contracting authority to assess the tenderer's capacity for the services required for that lot.

Role name

Estimated staff

required by the

Institutions

Of which estimated

On site

Of which estimated Near site

Of which estimated

Off site

Number of CVs to provide

Tenderer's minimum

staff required

Tenderer's staff

Permanent

Tenderer's staff Non-

permanent

Tenderer's staff Total

BRU LUX STR Total On site

BRU LUX STR Total Near site

BRU LUX STR Total Off site

Leader Security Consultant

4,1 1,3 2,3 0,0 3,6 0,0 0,5 0,0 0,5 0,0 0,0 0,0 0,0 3,0 11,0 … … …

Security Consultant

5,6 2,4 2,7 0,0 5,1 0,0 0,5 0,0 0,5 0,0 0,0 0,0 0,0 3,0 14,0 … … …

Technical Project Manager

0,5 0,0 0,5 0,0 0,5 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 3,0 2,0 … … …

Global all profiles:

10,2 3,7 5,5 0,0 9,2 0,0 1,0 0,0 1,0 0,0 0,0 0,0 0,0 9,0 27,0 … … …



In other words, whereas it is acknowledged to be difficult or impossible to cover all technologies and

skills of one lot with only three CVs, the provision of three CVs for one role covering only a small or

identical subset of the technologies and skills required for the lot will be considered as insufficient;

- no additional CVs will be required in case some are unsatisfactory;

- three and only three CVs per role will be considered. If more than 3 CVs are submitted, only the first

three CVs mentioned in the CV Correspondence Table (see Section IV, FORM 9) shall be taken into

account.

III.7.3 References

In case of a joint offer, the required information in question III.7.3 can be provided for the group of

tenderers as long as the actual main contractor is clearly indicated.

Provide five different references from clients on services similar in scope and size to the service requirements of

this lot. They shall demonstrate the capacity to provide the services globally. As a consequence, concrete

requirements (e.g. profiles) do not need to be precisely matched.

The tenderer shall provide references fulfilling the following conditions:

- all five references together shall not be limited to one domain within the lot but shall demonstrate the

capacity of the tenderer to address the lot in a global perspective;

- only one reference may be in the European Parliament or in one of the other European Union

Institutions, Agencies or Other bodies;

- within an Institution, company, etc., departments, divisions, directorates, etc. are regarded as the

same client. For example, a specific Institution or ministry or company is considered as one client.

Therefore, for example, two references to projects in two different departments of the same

Institution or company are not acceptable;

- references from the tenderer's company or branches of the tenderer's company will not be accepted;

- only one reference per client will be accepted;

- in case of a consortium where members have worked for the same Institution, but under different

contracts, only one reference can be included;

- in case of a Framework Contract including several Specific Contracts, only one reference may be

submitted either referring to the Framework Contract as a whole or to one of the Specific Contracts.

Several Specific Contracts from the same Framework Contract will not acceptable as several

references;

- the tenderer (lead contractor, any of the co-contractors or subcontractors) must have carried out the

role of the leading implementer / service provider in the execution of the services referred. For

instance, if a Specific Contract is chosen for a reference, the tenderer must have carried out the role

of leading implementer in that Specific Contract, regardless of his role in the Framework Contract to

which that Specific Contract refers;

- the client may be directly contacted by the European Parliament using the information provided in

the reference table, to check the authenticity of the information included in the Reference Forms.

Full confidentiality is guaranteed;



- the services referred were executed between 01.01.2011 and 31.12.2013, and covered activities falling

into the domain of the lot. Maintenance is to be excluded for references related to core services;

- the provision of the referred services required a minimum of 500 man-days falling completely within

the period of reference defined above.

The assessment of references will be done according to the following criteria:

- each and every references proposed must be fully conformant with the requirements defined above,

e.g. duration, size, domain, etc.;

- the full set of five references proposed for one specific lot shall cover in the best possible way the

domain of the lot. While it might be difficult or impossible to cover all technologies and domains of

expertise of one lot with five references, the provision of five references covering only a small

identical subset of the technologies and domains of expertise required for the lot will be considered

as eliminatory;

- no additional references will be required in case some are non-compliant;

- five and only five references per lot will be considered, additional references provided will be

disregarded. If more than five References are submitted, only the five References mentioned in L2 -

Table 11. Reference Table below shall be taken into account;

- one reference may be used for different lots.

The delivery has to be certified by the service purchaser, or if a certification from the purchaser cannot be

obtained, the service must be declared by the provider to have been effected (see Section IV FORM 7).

Please fill in the summary table below (L8 - Table 11) and use the separate Reference Form (see Section IV

FORM 8) for the details of each reference.

L8 - Table 11. Reference Table

References Table

RF

n°

Contractor

Client Project name / identification Volume (man-

days)

1 ................. .................. .......................... ...

2 ................. .................. .......................... ...

3 ................. .................. .......................... ...

4 ................. .................. .......................... ...

5 ................. .................. .......................... ...

III.7.4 Quality assurance and control mechanisms

For all questions under III.7.4, in case of a joint offer, provide the relevant information for the main

contractor and each co-contractor.

III.7.4.1 Quality assurance procedures

III.7.4.1.1 Please give a description of your procedures for ascertaining the quality of the services

you deliver to clients and the conformity of the deliveries with their orders.


...



III.7.4.1.2 Please enclose below the title and table of content of your quality assurance manual.


...

III.7.4.2 Quality standards certifications

III.7.4.2.1 Do you have quality procedures for your delivery organisation conforming to the

EN29000 (ISO 9000) series of quality standards or equivalent (please enclose a copy of

the certificate(s) and specify in tabular form the name of the certification authority, the

year and country/countries for which the certifications have been obtained as well as if

there have been follow-up audits and the outcome thereof)?


...

III.7.4.2.2 What other norms do you follow. Please detail under the same tabular form as for

question III.7.4.2.1


...

III.7.4.3 Project management methodology

Please give a description of your project management methodology/methodologies

applicable to the required services.


...



III.8 Award phase: Technical evaluation

Global weight 70%

The technical quality of the tender will be assessed on a scale of 100 points on basis of the distribution

defined in the table below:

L8 - Table 12. Award criteria – Technical Offer (PQ)

Criteria % of the total

Technical

evaluation

Quality

management and

technical merit

100

Question III.8.1 10

Question III.8.2 5

Question III.8.3 5

Question III.8.4 25

Question III.8.5 15

Question III.8.6 15

Question III.8.7 25

III.8.1 Quality of the tenderer’s proposal for the overall management of the service

Weight: 10% of Technical Evaluation

III.8.1.1 Considering that you receive 40 requests (25% Time & Means, 50% Quoted Time &

Means, 25% Fixed Price) per year from 2 different services of the European Parliament

and possibly other Institutions having participated in this procurement procedure for a

total of 80 persons/year, describe how you will manage the ordering process described

in Annex II.4 Service Requirements?


...

III.8.1.2 Considering that you have 40 requests (25% Time & Means, 50% Quoted Time &

Means, 25% Fixed Price) running at the same time with the different services of the

European Parliament and possibly other Institutions having participated in this

procurement procedure, describe how you will manage their execution?


...

Referring to the scenarios given in questions III.8.1.1 and III.8.1.2



III.8.1.3 How do you propose to monitor the service management1 quality indicators described

in Annex II.5 Service Level Agreement? What measures will you take to meet them?

What will you do if your performance deviates from them?


...

III.8.1.4 Describe your detailed proposal for the service report2in conformance with the service

requirements defined in Annex II.4 Service Requirements and Annex II.5 Service

Level Agreement. Give an example.


...

III.8.1.5 Give a risk analysis related to the overall management of the Framework Contract and

of the Specific Contracts.


...

III.8.2 Quality of the tenderer’s proposal for the ordering of the services


III.8.2.1 You receive the request described in the case study Case Study for Lot 8 (see Annex

II.3 Case Studies). Based on this example, describe the steps and milestones you

propose to submit a correct offer to the European Parliament. Include a list of all

documents that you will send and their timing.

Please, note that in this question you are expected to describe an offer to the European

Parliament for a potential specific contract whereas in point III.8.7 below you are

expected to provide the detail of the tasks and work you will undertake to execute that

offer.


...

III.8.2.2 Describe how you propose to measure and monitor the ordering process service quality

indicators and service performance values for this type of requests: Fixed Price.


...

1 "Service Management" should be considered in the context of a global approach towards the quality of the services provided, thus

not only focusing on the set common to all types of contracts (3 - Service Management) but also addressing the subsets per type of

contracts (4 - Time and Means, 5 - Fixed Price, 6 - Quoted Time and Means)". 2 "Service Report" in this context refers to the quarterly service (level) reports listed in "Annex II.5 - Service Level Agreement

(SLA)".



III.8.2.3 Give a risk analysis related to the ordering process in general and the corresponding

mitigation actions you plan to implement. Give practical examples.3


...

III.8.3 Quality of the tenderer’s proposal for the delivery of the services


III.8.3.1 How do you propose to follow the execution of a specific contract based on Case Study

for Lot 8?


...

III.8.3.2 Describe how you propose to ensure the delivery and acceptance of the work described

in Case Study for Lot 8.


...

III.8.3.3 Describe how you propose to measure and monitor the delivery process service quality

indicators and service performance values for this type of request: Quoted Time and

Means.


...

III.8.3.4 Give a risk analysis related to the delivery process in general and the corresponding

mitigation actions you plan to implement. Give practical examples.4


...

III.8.4 Quality of the Technological, Methodological and service proposal in the domain of the lot


Describe in detail how you propose to develop and maintain the necessary expertise in the domains

of the lot for the staff that you will propose to work within the contract.

3 Examples must be comprised in the 2 to 4 page limits.

4 Examples must be comprised in the 2 to 4 page limits.



Your description should cover all profiles and for the relevant domains and/or technologies given in

the lot description.

Answer to ITS14-L8-III.8.4:

...

III.8.5 Quality of the proposal for the organisation of infrastructure dedicated to the project


III.8.5.1 In order to perform off site or near site tasks in relation to the field of the lot, describe in

detail the organisation of the infrastructure that you are going to dedicate in your

premises to the execution of each project. It must include organisation of hardware,

software, administration and management tools, means of transmission and any security

devices you deem useful or mandatory. This description may not exceed 5 pages.5


...

III.8.5.2 Describe your proposal for software upgrading, to maintain the quality of your offer

through the duration of the project considering that the support of different versions of a

product could be necessary simultaneously.


...

III.8.5.3 Describe how you will organise the infrastructure dedicated to the project as regards

testing/validation of the work to be delivered for each project.6


...

III.8.6 Quality of the proposal for the management of (partially) off site and near site projects and services


III.8.6.1 Considering the requirement to perform the tasks in relation to the lot in the most cost-

effective way for the Institution in terms of costs and office space required, imagine and

describe at the functional and service management level a typical project in the field of

the lot with a total workload of 1.000 man days over a one year period. Please explain

the impact on communication, information exchange and compensation7 of offsite and

near site process delays, if any.


...

III.8.6.2 Further elaborate your proposal in terms of human resources along the best mix of on

site, near site and off site resources and the management thereof. Justify your choices.

5

Note that the European Parliament does not provide any software license to be used at the contractor's premises. 6 "Work to be delivered" in this question refers to the infrastructure definition requested in questions III.8.5.1 and III.8.5.2

7 "Compensation" in this context refers to possible mitigation actions or organisational measures.




...

III.8.6.3 Give a risk analysis related to the management of (partially) off site and near site

projects and the corresponding mitigation actions you plan to implement. Give practical

examples.


...

III.8.6.4 How would you gradually plan introducing cloud computing to perform (some of) the

tasks in the field of the lot. Give practical examples and complement with a list of

prerequisites and an assessment of the risks.


...

III.8.6.5 In the scenario where services must be provided off site and near site, present a list of

pre-conditions and/or minimum requirements desired that it would be convenient for the

European Parliament to establish beforehand in order to ensure a proper execution of the

activities.

The tenderer must note that the question is intended to assess the expertise and the

capacity to anticipate difficulties in the field of off-site and near site activities. The reply

to this question will have no binding effect beyond the tender evaluation phase.


...

III.8.7 Quality of the proposal in the domain of the lot based on the Case Study


Please refer to the Case Studies Lot 8 (see Annex II.3 Case Studies) and provide the answer here

below.

Please, note that in this question you are expected to provide the detail of the tasks and works you

will undertake to execute the offer you proposed in answer III.8.2.1.

The reply to this question may not exceed 10 pages unless otherwise specified in the Case Study.

The Case Study will be assessed based on the criteria indicated in the Case Study description under

"Indicative criteria to assess the reply".

Answer to ITS14-L8-III.8.7.1 (Case Study 1):

...

Answer to ITS14-L8-III.8.7.2 (Case Study 2):

...



III.9 Award phase: Financial evaluation

Global weight 30%

Have you filled in your price quotes in the attached table? (Please note that price quotes have to be all-

inclusive, additional costs may not be charged).

YES/NO (MANDATORY)

Have you distinguished between the different profiles/ roles and seniority levels?

YES/NO (MANDATORY)

Do you confirm that your price quotes are the same for Brussels, Luxembourg and Strasbourg?

YES/NO (MANDATORY)

Do you confirm that you agree not to charge additional costs to the Institutions (except for the agreed costs

of occasional travel of Tenderer's staff assigned to one work location site, and required by the Institutions to

work temporarily outside of this location)? Please note that there are not additional costs chargeable to the

European Parliament for temporary missions between the the three work places (Brussels, Luxembourg,

Strasbourg).

YES/NO (MANDATORY)

The cost of missions in the past between the three work places of the European Parliament for the execution

of services included in this lot have been estimated to be under 0,25% of the total amount of the lot. Please

note that this estimate is based in past service consumptions and is given exclusively as an illustration to

facilitate calculation of costs. Illustrative estimates in no way constitute or imply a commitment for future

expenditure from the European Parliament.

PE/ITEC-ITS14 Price Table

Name of Tenderer: .................................. of 31

ITS14 - L8 - Table 13.a. PRICE TABLE - Page 1 (all prices are all inclusive per person/hour) It is mandatory to fill in all prices of the columns B, C and D, values for columns E and F are optional

On site in

Brussels, Luxembourg

and Strasbourg

Near site

on Tenderer's premises

close to Brussels,

Luxembourg and

Strasbourg

Off site

on Tenderer's premises

On site in

Lisbon

Near site in

Lisbon

Estimated usage in % of the total number of hours ordered in

this lot 75% 15% 10% p.m. p.m.

(A) Profile Code and Name (B) EUR (C) EUR (D) EUR (E) EUR (F) EUR

SL-1 SL-2 SL-3 SL-1 SL-2 SL-3 SL-1 SL-2 SL-3 SL-1 SL-2 SL-3 SL-1 SL-2 SL-3

1 PLSC Leader Security Consultant ....... ....... ....... ...... ...... ...... ....... ....... ....... ...... ...... ...... ...... ...... ......

2 PSEC Security Consultant ....... ....... ....... ...... ...... ...... ....... ....... ....... ...... ...... ...... ...... ...... ......

3 PTPM Technical Project Manager ....... ....... ....... ...... ...... ...... ....... ....... ....... ...... ...... ...... N/A N/A N/A

Main contractor's company stamp

...

Date of signature

...

Name of signatory

...

Signature

...

N.B: The exact breakdown per location for the roles is not known at the time of the tender procedure, it will depend on the projects to be developed or services to be performed. The

minimum thresholds imposed on the roles might be required at any of the two main locations (Brussels and Luxembourg). As an illustration, the proportion of staff for these two

locations varies between 1/3 and 2/3 of the total with in most cases more staff in Luxembourg. Marginal on site presence in Cologne is planned in Lot 1 only. Please note that these

estimates are based in past service consumptions and are given exclusively as an illustration. They in no way constitute or imply a commitment for future service volume demands

by the European Parliament.

PE/ITEC-ITS14 Price Table


ITS14 - L8 - Table 13.b. PRICE TABLE - Page 2 (all multipliers expressed as compared to normal hourly price = 1)

The following table considers various services carried out with respect to normal work, working days and working hours (column A).

The second column B indicates the expected proportion of the total number of hours ordered in this lot that could be ordered for each work period.

The Tenderer shall indicate in column C, the multiplier (with 2 decimal places) that the Tenderer would apply to the prices indicated in column B of the previous price table 13.a.

In other words, he/she shall indicate by how much (e.g. 1.25) he/she would multiply the price per person-hour that he/she has indicated in the Price Table 13a.

.

These price multipliers are exclusive of each other, and shall not apply simultaneously, i.e. only one multiplier shall apply to any hour worked.

Work periods

(A)

Estimated usage :

percentage of the total number of hours

ordered in this lot which might be under the

condition of column A of this table

(B) %

Price multiplier requested by the tenderer vs.

the prices per person/hour

On-Site in Brussels, Luxembourg and

Strasbourg in table 13.a. column (B) above

(C)

Work during European Parliament's Normal Working Days between 8 a.m. and 8

p.m. (Normal Working Hours)

97 1,00

Work during European Parliament's normal working days but, upon European

Parliament's request, before 8 a.m. or after 8 p.m. (Outside Normal Working

Hours)

1

......

Work Outside European Parliament's Normal Working Days upon European

Parliament's request

1

......

Standby/On call 1 0,08

N.B: The cost of missions in the past between the three work places of the European Parliament for the execution of services included in this lot have been estimated to be under

0,25% of the total amount of the lot. Please note that this estimate is based in past service consumptions and is given exclusively as an illustration to facilitate calculation of costs

and in no way constitute or imply a commitment for future expenditure from the European Parliament.

Main contractor's company stamp

...

Date of signature

...

Name of signatory

...

Signature

...



Section IV - Other forms to be completed

FORM 6 ITS14 CV FORM

SURNAME, Name8

Date of birth9 (dd/mm/yy)

Contract

information

Employer:

Date of recruitment: (dd/mm/yy):

Current function (indicate the function in the company)

Role and Profile for

which employee is

offered

Role: Profile:

Offer reference10

:

Seniority level

SL-1

SL-2

SL-3

Highest relevant

educational

qualification

Tick off the

appropriate :

University degree

Non-university

degree

Certificate and/or

diploma obtained :

Institute:

Date: mm/yyyy

Languages11

English:

French:

German:

Other(s):

Spoken Understood Written Read

Date IT career

started

(mm/yy)

Specialised

expertise

8 During the tendering process, please, insert the same numeric reference as in "Identifier in Profile" (column 4 in Table 14 below). At

a later stage, during contract execution, the field "Name and surname" will be filled-in with the actual names of the staff proposed. 9 During the tendering process, please, leave empty. 10 During the tendering process, please, insert the Lot number. At a later stage, during contract execution, this field will be filled-in

with the Specific Contract reference. 11 Please, use the Common European Framework of Reference (CEP) level.



Summary (use this area to briefly indicate the major facts which should be known about this employee):



CV training page

TRAINING

Training name: Company/institute

organising the

training:

Training duration in

days, year in which a

training was received:

(e.g. 10 days, 2012)

Exams or certificates:

1.

2.



CV software expertise page

Software expertise

Tool (precise

manufacturer, product

name and version(s))

Competence (5 -1)

(5 - over 5 years experience

with a tool, 4 - between 4

and 5 years experience,

etc.)12

Description (e.g. give relevant entries under

“professional experience”)

12

For technologies between 0 and 1 year, please, leave the cell blank



CV professional experience page

PROJECT EXPERIENCE - #

Project name:

Employer:

Dates : Start: (mm/yy) End: (mm/yy)

Effective number of man days worked on the project13

:

Client :

Project size (man/days

for the whole duration of

project declared)

Project description :

Employee’s Roles & Responsibilities in the project:

Technologies and methodologies used by the employee in the project:

13

Total resulting from adding all man days declared for the whole duration of the project



FORM 7 Model of Certificate of Delivery

This form should be used by the company previously purchasing the tenderer's services in order to certify that

the reference is authentic. Failing this, a declaration on the authenticity of the relevant reference dated and

signed by the person authorized to engage the tenderer should be provided.

Previous certificates may be used as long as they include ALL and EVERY field detailed below.

The header of this form be deleted if reference providers do not accept to use a document without their

heading paper, however, the document must clearly show that the document provided is the requested

Certificate of Delivery.

The undersigned [Name]: ...........................................................

Responsible for [domain]:

In the [organization, role]:

Herewith certifies that [the Tenderer]:

Provided us with the following services [Description of the service]:

During the period from [month/year to month/year]:

The assignment was performed and completed in a satisfactory manner:

Additional comments of the client (optional):

Done in ......................... on .........................

In [xxxx [date] [month] [year]

Signature



FORM 8 Reference Form (1/2)

The 2 to 4 page limit applies to each Reference Form

Reference front page

Reference n° ______

Name and role of economic operator presenting the reference14

:

[..] Sole undertaking

[..] Lead contractor of the consortium

[..] Co-contractor

[..] Declared subcontractor

Project Name :

Start date (mm/yy) ; End date (mm/yy) :

Client Name

Contact person and

function :

Telephone number, fax number,

e-mail and address

Project type (development, maintenance, study, support, etc....):

Principal location for this project :

[..] Tenderer's premises

[..] Client's premises

[..] Other - Specify :

Number of tenderer's own technical staff involved in person/day for the whole duration of project

declared, by profile :

Profile 1 : .......................... Profile 2 :

Total :

Contract type :

[..] TM - Time and Means

[..] QTM - Quoted Time and Means

[..] FP - Fixed Price

[..] Other (Specify)

Methodologies involved :

Technologies involved (hardware, software and tools) :

14

Role played by the provider in the services referred.



FORM 8 Reference Form (2/2)

Reference description page

Area(s) covered by the project (in relation with the present Tender file)

Project description :

Declaration of conformity and signature:



FORM 9 CV Correspondence Table

This table of correspondence has to be filled in electronically in an Excel file, printed from the Excel file and

be appended to the tender paper package within the financial part. Similarly, the electronic copy must be

appended to the financial part's CD/DVD.

L8 - Table 14. CV Correspondence table

Tenderer Lot # Role Identifier in

profile Surname First Name

Birth

Date

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …

… … … … … … …