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Council of the European Union General Secretariat

January 2021

Tender specifications

Call for tenders UCA 20/055

Negotiated procedure

Supply of lanyards

CONTENTS

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TECHNICAL SPECIFICATIONS ................................................................................................... 3 I. GENERAL INFORMATION .................................................................................................. 3 II. PURPOSE OF THE CALL FOR TENDERS ........................................................................ 3 III. Separation into lots ............................................................................................................... 3 IV. Product requirements ........................................................................................................... 3 V. Required technical characteristics ....................................................................................... 3 VI. Catalogues and / or price lists .............................................................................................. 5 VII. Ordering arrangements ........................................................................................................ 6 VIII. Delivery conditions ............................................................................................................... 6 IX. Delivery schedule and destination(s) ................................................................................... 6 X. Samples ................................................................................................................................ 6 XI. Warranty ............................................................................................................................... 7 XII. Estimated Volumes............................................................................................................... 7 ADMINISTRATIVE PART .............................................................................................................. 8 I. PARTICIPATION IN THE TENDER PROCEDURE ............................................................ 8 II. EVIDENCE OF ACCESS TO PROCUREMENT ................................................................. 8

1. Legal entity form and evidence............................................................................... 8 2. Financial identification form and evidence ............................................................. 8 3. Joint offers/groupings/consortia.............................................................................. 8 4. Subcontracting ........................................................................................................ 9

III. PROTOCOL ON THE PRIVILEGES AND IMMUNITIES OF THE EUROPEAN UNION ... 9 IV. EVALUATION AND AWARD OF THE CONTRACT ........................................................... 9 V. AWARD CRITERIA ............................................................................................................ 10

1. Financial evaluation .............................................................................................. 10 2. Award of the contract ............................................................................................ 10

VI. LIST OF ANNEXES ............................................................................................................ 11 VII. CONTENT OF TENDER .................................................................................................... 11

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TECHNICAL SPECIFICATIONS I. GENERAL INFORMATION

The General Secretariat of the Council (GSC) has internalized the production of access badges for European Councils and various ministerial meetings. The access cards produced must be attached to lanyards.

II. PURPOSE OF THE CALL FOR TENDERS

The purpose of the call for tenders is to conclude a framework contract for the supply of fabric lanyards in various colours printed with a graphic logo or with a graphic logo and text, according to the requirements of the event for which the lanyards are needed.

III. SEPARATION INTO LOTS

The call for tenders is not separated into lots. IV. PRODUCT REQUIREMENTS

a) General information The contractor must be able to provide the articles listed below:

• Fabric lanyards in various colours with a graphic logo or with a graphic logo and text. Illustrative photos are provided on page 4 of this document.

The proposed lanyards must comply with all the minimum requirements listed as mandatory in these technical specifications under point V. below and in Annex II to these specifications.

b) Product quality

The lanyards required must be of excellent quality, made of strong, resistant, functional and durable materials. They will be subject to frequent use. The lanyards must be free of hazards such as sharp edges or seams, which could damage clothing or injure wearers, and the straps must not fade or leave traces on clothing on contact with water or sweat. The materials used may not cause any allergic reaction. The items offered must be strong and withstand normal and daily use. In addition, the accessories must have a high-quality finish and be of pleasing design since they need to be in line with the GSC's image.

V. REQUIRED TECHNICAL CHARACTERISTICS

All proposed products (samples) will be tested in order to verify their conformity with the mandatory technical requirements. The contracting authority will reject offers that submit samples that do not meet these requirements.

TECHNICAL SPECIFICATIONS

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Fabric lanyard with graphic logo or with graphic logo and text

Minimum and mandatory technical characteristics 1 Available colours: gold, red, royal blue, beige, grey, green and yellow, in accordance

with the PANTONE colour list (see point X "Samples"). The contractor may be required to supply lanyards in additional colours to those listed under point X. "Samples".

2 Print: graphic logo of the Council of the European Union (see Annex 2B) or other logo

3 High resolution logo and text printing, durable, non-fading and water/sweat resistant

4 Width: 15mm (tolerance ± 2mm) or wider if logo of event requires

5 Length: 900mm (tolerance ± 50mm)

6 Material: - cotton: a minimum of 20% of the cotton content covered by the contract must be

organic. It must be grown according to the requirements laid down in Regulation (EC) No 834/2007 or equivalent,

- polyester or nylon: polyester fibres must be manufactured using a minimum recycled content of 20%.

Offers proposing cotton lanyards must include a valid certification for organic or IPM production, as well as documentation of transactions that demonstrate the purchase of the claimed cotton content and provide traceability. For organic production, acceptable certification schemes and bodies include EU recognised organic control bodies1

Offers proposing polyester or nylon lanyards must demonstrate in their offer that the production line(s) for the fibre product are dedicated to production with the minimum recycled content. Third-party certification of the recycled content and its traceability shall be provided for the production line of the product to be delivered and the recyclate feedstock. ISO 14021, ISO 9001 or equivalent must be used. The verification must provide information in accordance with Part 4.4 of EN 15343.

7 Compliant karabiner for use with perforated badges (perforation diameter 4mm) and

strong, gapless and resistant karabiner closure 8 Safety clip on the side: the system must allow the strap to be easily disengaged if

necessary to avoid any risk of strangulation (a safety clip placed at the neck is not compliant - see Appendix 1A)

9 Since the item is in contact with the skin or clothing of users, the fabric used must not cause any allergic reaction and / or discoloration (the products presented must comply with at least standards ISO 105-E04: 2013 and ISO 105-X12: 2016 or equivalent).

10 The lanyards must be free of hazards such as sharp edges or seams, which could damage clothing or injure wearers.

11 The tenderer must declare the presence of any REACH Candidate List substances at a concentration higher than 0.1% (weight by weight) in the finished product

12 Maximum delivery lead time 15 calendar days

13 Delivery lead time of 7 calendar days in exceptional cases. For indicative purposes and without any commitment by the contracting authority, it is estimated that an exceptional case will not occur more than once or twice annually.

1 . https://ec.europa.eu/agriculture/ofis_public/actor_cbeu/ctrl.cfm?targetUrl=home

TECHNICAL SPECIFICATIONS

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PHOTO - example with logo

PHOTO - example with logo and text

VI. CATALOGUES AND / OR PRICE LISTS

Tenderers shall include in their tender one (or more) catalogue (s) and / or a price list of other badge accessories, which will form an integral part of the signed framework contract.

TECHNICAL SPECIFICATIONS

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The tenderer must indicate in Annex III, the discount (in %) offered on the prices included in the list requested above. The discount shall remain fixed for the maximum duration of the contract. The orders for the additional products from cataogues and/or price lists, which are not described above, shall not exceed 10% of the total value of the contract.

VII. ORDERING ARRANGEMENTS

The arrangements for ordering are set out in Article 1.4.3 of the draft framework contract: - the contractor must provide a sample of the items to be supplied with each new order,

within 10 calendar days of signature of the Purchase Order by both parties. The GSC will provide signed approval of the sample via email, within 5 working days for each order.The tenderer must deliver the order within 15 calendar days of receiving the GSC's signed approval;

- in exceptional cases (estimated without any commitment by the contracting authority as

being not more than once or twice annually) the contractor will be required to deliver the lanyards within 7 calendar days after the GSC's signed approval of the samples.

- the tenderer must provide a valid REACH Article 33(2) declaration together with the

lanyards delivered.. If Candidate List substances are present, they must be identified.

VIII. DELIVERY CONDITIONS

The tenderer must package and group the lanyards in a separate package by colour, by layout, in bags of 100 pieces maximum. Inside each bag, the lanyards must be separated into packs of 10. It is strictly forbidden to mix colours in the same package.

IX. DELIVERY SCHEDULE AND DESTINATION(S)

The delivery schedule and delivery destination are set out in point 1.4.4 of the draft framework contract.

X. SAMPLES

Tenderers must attach free of charge to their technical offer the samples described below, for technical evaluation purposes.

Lanyards: • 1 sample in each colour with the Council logo • 2 samples in each colour with Council logo and the following text: "CONSEIL EUROPEEN - EUROPEAN COUNCIL"

TECHNICAL SPECIFICATIONS

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Sample colours conforming to the PANTONE list:

Gold: 132C and 871C Red: 185C and 485C Blue: 286C and 5002C Beige: 728C and 4655 C Gray: 443C and 429C Green: 340C and 347C Yellow: 102C and 604C The samples proposed in the tender must be identical to the articles which will be supplied by the contractor during contract performance. All documentation and any other material (samples, offer,…) sent by the tenderer will not be returned.

XI. WARRANTY

The contractor will guarantee its products for any defect and for a minimum period of one year (for example: durability of the clip mechanism, solidity of the lanyard).

XII. ESTIMATED VOLUMES

For indicative purposes only and without any commitment by the contracting authority, it is estimated that 100 000 lanyards will be ordered over the maximum duration of the contract (4 years).

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ADMINISTRATIVE PART

I. PARTICIPATION IN THE TENDER PROCEDURE

Participation in this tender procedure is open on equal terms to all natural and legal persons coming within the scope of the Treaties and to all natural and legal persons in a third country that has a special agreement with the European Union in the field of public procurement, under the conditions laid down in that agreement.

II. EVIDENCE OF ACCESS TO PROCUREMENT

1. Legal entity form and evidence a) All tenderers and identified subcontractors must provide a signed legal entity form with

supporting evidence, in order to prove their legal capacity and their status. The form is available from: http://www.consilium.europa.eu/en/general-secretariat/public-procurement/

b) Tenderers must provide the following information with the legal entity form: - official supporting documents (register(s) of companies, official gazette, VAT

registration, etc.) - for legal persons, a legible copy of the notice of appointment of the persons

authorised to represent the tenderer in dealings with third parties and in legal proceedings, or a copy of the publication of that appointment if the legislation which applies to the legal entity concerned requires such publication. Evidence must be provided of any delegation of this authorisation to another representative not indicated in the official appointment;

- for natural persons, proof of their status as a self-employed person (supporting documents concerning their social security cover and value added tax (VAT) status) and, where applicable, proof of registration on a professional or trade register or any other official document showing the registration number.

2. Financial identification form and evidence

The tenderer (or the designated single point of contact in the case of a joint tender) must provide a financial identification form and supporting documents. Only one form per offer should be submitted (no form is needed for subcontractors and other joint tenderers). The form is available from: http://www.consilium.europa.eu/en/general-secretariat/public-procurement/

3. Joint offers/groupings/consortia Groupings/consortia of two or more economic operators may submit a joint offer. Joint offers may include subcontractors, in addition to the joint tenderers. a) The grouping/consortium must state the name of the lead company and the single point

of contact during the procurement procedure. Each member of the grouping/consortium must provide: • the declaration concerning the exclusion and the selection criteria, if this was not

forwarded together with the request to participate (see Annex I). The exclusion criteria will be applied to each member of the grouping/consortium individually.

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The selection criteria will be applied to the grouping/consortium as a whole. Members of a grouping that do not meet the selection criteria individually must indicate 'NO' in the corresponding box in the declaration on exclusion/selection in Annex I.

b) In addition, each member of the grouping/consortium must provide a document: - authorising the lead company to tender and to sign a contract on behalf of the

grouping/consortium and to issue invoices on behalf of all members; - detailing the role each member of the grouping/consortium will play in performing the

contract and stating the specific resources to be made available for the performance of the contract by each member;

- stating explicitly that the members of the grouping/consortium are jointly and severally liable to the contracting authority and that they undertake jointly to perform the contract if it is awarded to them.

c) Any change in the composition of the group/consortium during the procurement

procedure may lead to rejection of the corresponding tender. Any change in the composition of the group/consortium after the signature of the contract may lead to the termination of the contract.

4. Subcontracting

a) Any intention to subcontract part of the contract must be clearly stated in the tender. Tenderers should provide: - a document stating clearly the identity, roles, activities and responsibilities of the

subcontractor(s) and specifying the intended volume/proportion of the work for each subcontractor;

- a letter of intent by each subcontractor stating unambiguously that it undertakes to collaborate with the tenderer should the contract be awarded to the latter, and indicating the extent of the resources that it will put at the tenderer’s disposal for the performance of the contract.

The exclusion criteria will be applied to subcontractors individually.

b) If the above-mentioned documents are not provided, the contracting authority will assume that the tenderer does not intend to subcontract any tasks.

III. PROTOCOL ON THE PRIVILEGES AND IMMUNITIES OF THE EUROPEAN UNION

The Protocol on the Privileges and Immunities of the European Union applies to this procurement procedure. The contracting authority is exempt from customs duties, indirect taxes and sales taxes, including value added tax (VAT), under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities and the relevant Member State legislation.

IV. EVALUATION AND AWARD OF THE CONTRACT 1. The evaluation of offers will be based on the information and samples provided by the tenderers. In addition, the contracting authority reserves the right to use any other information from public or Subcontractors must provide the declaration concerning the exclusion/selection criteria, if this was not forwarded together with the request to participate (see Annex I).

specialist sources for verifying the exclusion and selection criteria. All information will be assessed in the light of the criteria set out in these tender specifications.

2. The evaluation procedure will consist of the following steps, which will be carried out in no particular order:

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a) A check will be carried out to ensure that the tenders comply with the minimum requirements set out in the technical specifications (see Annex II) and the samples will be tested;

b) Tenderers will recall that they forwarded a signed "Declaration on Honour on Exclusion and Selection Criteria", together with their request to participate. At any time during the procedure, tenderers may be required to provide evidence which demonstrates their compliance with the selection criteria. Tenderers must provide this evidence within 14 calendar days of the Contracting Authority's request. Details of the evidence to be provided upon request are set out under point VI of Annex I (Declaration on Honour).

c) The tenders will be evaluated on the basis of the award criteria (see point V. below)

V. AWARD CRITERIA

1. Financial evaluation Tenderers must submit their financial offer on the form provided in Annex III. The price that will be considered for the evaluation will be the grand total resulting from the cost-calculation model set out in Annex III. The grand total = ∑(estimated volumes x unit price) The cost-calculation model will be used for the purpose of comparing the financial offers and will not under any circumstances constitute a contractual obligation on the part of the contracting authority. Tenderers may not modify the financial form. Prices must be quoted in euro, exclusive of VAT and all taxes and other charges.

2. Award of the contract The contract will be awarded to the lowest-priced tender that satisfies the minimum requirements set out in the technical specifications.

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VI. LIST OF ANNEXES

The documents listed below are annexed to the tender specifications: Appendix 1A: Clip positioning Appendix 1B: European Council logo

Annex I: Declaration on honour on exclusion criteria and selection criteria Annex II: Questionnaire for completion: Demonstration of conformity with the tender

specifications - minimum requirements Annex III: Form for completion: Financial offer

VII. CONTENT OF TENDER

Administrative information Reference to tender specifications 1. Cover letter .................................................................................................. Invitation to tender 2. Legal entity form & supporting evidence....................................... Administrative part point II.1 3. Financial identification form

& supporting evidence ................................................................. Administrative part point II.2]

4. (if applicable) Documents required in case of joint offers/groupings/consortia and subcontracting .............................................................. Administrative part points II.3 & 4

Technical Offer 1. Completed questionnaire: Demonstration of conformitywith the tender specifications -

minimum requirements ................................................................................................. Annex II 2. Samples .................................................................................. Technical specifications, point X 3. Documents required to demonstrate compliance

with the minimum requirements ............................................ Technical specifications, point IV - Offers proposing cotton lanyards must include a valid certification for organic or IPM

production, as well as documentation of transactions that demonstrate the purchase of the claimed cotton content and provide traceability.

- Offers proposing polyester or nylon lanyards must demonstrate in their offer that the production line(s) for the fibre product are dedicated to production with the minimum recycled content. Third-party certification of the recycled content and its traceability shall be provided for the production line of the product to be delivered and the recyclate feedstock. ISO 14021, ISO 9001 or equivalent must be used. The verification must provide information in accordance with Part 4.4 of EN 15343

- Proof that the fabric used does not cause any allergic reaction and / or discoloration (the products presented must comply with at least standards ISO 105-E04: 2013 and ISO 105-X12: 2016 or equivalent).

- If applicable, declarartion of the presence of any REACH Candidate List substances at a concentration higher than 0.1% (weight by weight) in the proposed finished product

CONTENT OF TENDERS

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Financial offer 4. Completed form 'Prices and other........................................................Award criteria, point V.1

financial conditions' ...................................................................................................... Annex III

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APPENDIX 1A: CLIP POSITIONING

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APPENDIX 1B: EUROPEAN COUNCIL LOGO

ANNEX I

Comments [in grey italics in square brackets] are to be deleted and/or replaced by appropriate data.

Declaration on honour on exclusion criteria and selection criteria

The undersigned [insert name of the signatory of this form], representing:

(only for natural persons) himself or herself

(only for legal persons) the following legal person:

ID or passport number: (‘the person’)

Full official name: Official legal form: Statutory registration number: Full official address: VAT registration number: (‘the person’)

The person is not required to submit the declaration on exclusion criteria if the same declaration has already been submitted for the purposes of another award procedure of the same contracting authority1, provided the situation has not changed, and that the time that has elapsed since the issuing date of the declaration does not exceed one year.

In this case, the signatory declares that the person has already provided the same declaration on exclusion criteria for a previous procedure and confirms that there has been no change in its situation:

Date of the declaration Full reference to previous procedure

I – SITUATION OF EXCLUSION CONCERNING THE PERSON

(1) declares that the above-mentioned person is in one of the following

situations: YES NO

(a) it is bankrupt, subject to insolvency or winding-up procedures, its assets are being administered by a liquidator or by a court, it is in an arrangement with creditors, its business activities are suspended or it is in any analogous situation arising from a similar procedure provided for under Union or national law;

(b) it has been established by a final judgement or a final administrative decision that the person is in breach of its obligations relating to the payment of taxes or social security contributions in accordance with the applicable law;

1 The same EU institution, agency, body or office.

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(c) it has been established by a final judgement or a final administrative decision that the person is guilty of grave professional misconduct by having violated applicable laws or regulations or ethical standards of the profession to which the person belongs, or by having engaged in any wrongful conduct which has an impact on its professional credibity where such conduct denotes wrongful intent or gross negligence, including, in particular, any of the following:

(i) fraudulently or negligently misrepresenting information required for the verification of the absence of grounds for exclusion or the fulfilment of eligibility or selection criteria or in the performance of a contract or an agreement;

(ii) entering into agreement with other persons with the aim of distorting competition;

(iii) violating intellectual property rights;

(iv) attempting to influence the decision-making process of the contracting authority during the award procedure;

(v) attempting to obtain confidential information that may confer upon it undue advantages in the award procedure;

(d) it has been established by a final judgement that the person is guilty of any of the following:

(i) fraud, within the meaning of Article 3 of Directive (EU) 2017/1371 and Article 1 of the Convention on the protection of the European Communities' financial interests, drawn up by the Council Act of 26 July 1995;

(ii) corruption, as defined in Article 4(2) of Directive (EU) 2017/1371 or active corruption within the meaning of Article 3 of the Convention on the fight against corruption involving officials of the European Communities or officials of Member States of the European Union, drawn up by the Council Act of 26 May 1997, or conduct referred to in Article 2(1) of Council Framework Decision 2003/568/JHA, as well as corruption as defined in other applicable laws;

(iii) conduct related to a criminal organisation, as referred to in Article 2 of Council Framework Decision 2008/841/JHA;

(iv) money laundering or terrorist financing, within the meaning of Article 1(3), (4) and (5) of Directive (EU) 2015/849 of the European Parliament and of the Council;

(v) terrorist offences or offences linked to terrorist activities, as defined in Articles 1 and 3 of Council Framework Decision 2002/475/JHA, respectively, or inciting, aiding, abetting or attempting to commit such offences, as referred to in Article 4 of that Decision;

(vi) child labour or other offences concerning trafficking in human beings as referred to in Article 2 of Directive 2011/36/EU of the European Parliament and of the Council;

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(e) it has shown significant deficiencies in complying with the main obligations in the performance of a contract or an agreement financed by the Union’s budget, which has led to its early termination or to the application of liquidated damages or other contractual penalties, or which has been discovered following checks, audits or investigations by a contracting authority, the European Anti-Fraud Office (OLAF) or the Court of Auditors;

(f) it has been established by a final judgment or final administrative decision that the person has committed an irregularity within the meaning of Article 1(2) of Council Regulation (EC, Euratom) No 2988/95;

(g) it has been established by a final judgment or final administrative decision that the person has created an entity under a different jurisdiction with the intent to circumvent fiscal, social or any other legal obligations in the jurisdiction of its registered office, central administration or principal place of business.

(h) (only for legal persons) it has been established by a final judgment or final administrative decision that the person has been created with the intent provided for in point (g).

(i) for the situations referred to in points (c) to (h) above the person is subject to:

i.facts established in the context of audits or investigations carried out by the European Public Prosecutor's Office after its establishment, the Court of Auditors, the European Anti-Fraud Office (OLAF) or the internal auditor, or any other check, audit or control performed under the responsibility of an authorising officer of an EU institution, of a European office or of an EU agency or body;

ii.non-final judgments or non-final administrative decisions which may include disciplinary measures taken by the competent supervisory body responsible for the verification of the application of standards of professional ethics;

iii. facts referred to in decisions of entities or persons being entrusted with EU budget implementation tasks;

iv.information transmitted by Member States implementing Union funds; v. decisions of the Commission relating to the infringement of Union

competition law or of a national competent authority relating to the infringement of Union or national competition law; or

vi. decisions of exclusion by an authorising officer of an EU institution, of a European office or of an EU agency or body.

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II – SITUATIONS OF EXCLUSION CONCERNING NATURAL OR LEGAL PERSONS WITH POWER OF REPRESENTATION, DECISION-MAKING OR CONTROL OVER THE LEGAL PERSON AND BENEFICIAL OWNERS

Not applicable to natural persons, Member States and local authorities

(2) declares that a natural or legal person who is a member of the administrative, management or supervisory body of the above-mentioned legal person, or who has powers of representation, decision or control with regard to the above-mentioned legal person (this covers e.g. company directors, members of management or supervisory bodies, and cases where one natural or legal person holds a majority of shares), or a beneficial owner of the person (as referred to in point 6 of article 3 of Directive (EU) No 2015/849) is in one of the following situations:

YES NO N/A

Situation (c) above (grave professional misconduct)

Situation (d) above (fraud, corruption or other criminal offence)

Situation (e) above (significant deficiencies in performance of a contract )

Situation (f) above (irregularity)

Situation (g) above (creation of an entity with the intent to circumvent legal obligations)

Situation (h) above (person created with the intent to circumvent legal obligations)

Situation (i) above

III – SITUATIONS OF EXCLUSION CONCERNING NATURAL OR LEGAL PERSONS ASSUMING UNLIMITED LIABILITY FOR THE DEBTS OF THE LEGAL PERSON

(3) declares that a natural or legal person that assumes unlimited liability for the debts of the above-mentioned legal person is in one of the following situations:

YES NO N/A

Situation (a) above (bankruptcy)

Situation (b) above (breach in payment of taxes or social security contributions)

IV – GROUNDS FOR REJECTION FROM THIS PROCEDURE

(4) declares that the above-mentioned person: YES NO

Was previously involved in the preparation of the procurement documents used in this award procedure, where this entailed a breach of the principle of equality of treatment including distortion of competition that cannot be remedied otherwise.

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V – REMEDIAL MEASURES

If the person declares one of the situations of exclusion listed above, it must indicate measures it has taken to remedy the exclusion situation, thus demonstrating its reliability. This may include e.g. technical, organisational and personnel measures to prevent further occurrence, compensation of damage or payment of fines or of any taxes or social security contributions. The relevant documentary evidence which illustrates the remedial measures taken must be provided in annex to this declaration. This does not apply for situations referred in point (d) of this declaration.

VI – EVIDENCE UPON REQUEST

Upon request and within the time limit set by the contracting authority the person must provide information on natural or legal persons that are members of the administrative, management or supervisory body or that have powers of representation, decision or control, including legal and natural persons within the ownership and control structure and beneficial owners. It must also provide the following evidence concerning the person itself and the natural or legal persons on whose capacity the person intends to rely, or a subcontractor and concerning the natural or legal persons which assume unlimited liability for the debts of the person:

For situations described in (a), (c), (d), (f), (g) and (h), production of a recent extract from the judicial record is required or, failing that, an equivalent document recently issued by a judicial or administrative authority in the country of establishment of the person showing that those requirements are satisfied.

For the situation described in point (b), production of recent certificates issued by the competent authorities of the State concerned are required. These documents must provide evidence covering all taxes and social security contributions for which the person is liable, including for example, VAT, income tax (natural persons only), company tax (legal persons only) and social security contributions. Where any document described above is not issued in the country concerned, it may be replaced by a sworn statement made before a judicial authority or notary or, failing that, a solemn statement made before an administrative authority or a qualified professional body in its country of establishment.

The person is not required to submit the evidence if it has already been submitted for another award procedure of the same contracting authority2. The documents must have been issued no more than one year before the date of their request by the contracting authority and must still be valid at that date.

The signatory declares that the person has already provided the documentary evidence for a previous procedure and confirms that there has been no change in its situation:

Document Full reference to previous procedure Insert as many lines as necessary.

2 The same institution or agency.

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VII – SELECTION CRITERIA

(1) declares that the above-mentioned person complies with the selection criteria applicable to it individually as listed below: YES NO N/A

(a) It has the legal and regulatory capacity to pursue the professional activity needed for performing the contract as required in Section II Administrative part of the tender specifications;

(b) It has a minimum annual turnover of €45 000 annually for the last three financial years available

(c) During the previous 3 years, at least 3 contracts of comparable volume have been performed, or are ongoing, for the supply of lanyards (approximately 25 000 lanyards annually)

(2) if the above-mentioned person is the sole tenderer or the leader in case of joint tender, declares that: YES NO N/A

(d) the tenderer, including all members of the group in case of joint tender and including subcontractors if applicable, complies with all the selection criteria for which a consolidated asseessment will be made as provided in the tender specifications.

VIII – STATISTICAL INFORMATION ABOUT SMES

(1) declares that the above-mentioned person is an SME according to the definition in Article 2 of the Annex to the Commission Recommendation of 6 May 2003 (2003/361/EC) concerning the definition of micro, small and medium-sized enterprises:

YES NO

“The category of micro, small and medium-sized enterprises (SMEs) is made up of enterprises which employ fewer than 250 persons and which have an annual turnover not exceeding EUR 50 million, and/or an annual balance sheet total not exceeding EUR 43 million.”

IX – EVIDENCE FOR SELECTION

The signatory declares that the above-mentioned person is able to provide the necessary supporting documents listed in the relevant sections of the tender specifications and which are not available electronically upon request and without delay.

The person is not required to submit the evidence if it has already been submitted for another procurement procedure of the same contracting authority3. The documents must have been issued no more than one year before the date of their request by the contracting authority and must still be valid at that date.

The signatory declares that the person has already provided the documentary evidence for a previous procedure and confirms that there has been no change in its situation:

Document Full reference to previous procedure Insert as many lines as necessary. 3 The same institution of agency.

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The above-mentioned person must immediately inform the contracting authority of any changes in the situations as declared. The above-mentioned person may be subject to rejection from this procedure and to administrative sanctions (exclusion or financial penalty) if any of the declarations or information provided as a condition for participating in this procedure prove to be false. Full name ............................................................................................ ……………….. Position ……………… ……………………………………………………………………….. (Person empowered to represent the tenderer) Date…………………………………………………………………………………………….. Signature ............................................................................................. ………………..

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ANNEX II DEMONSTRATION OF CONFORMITY WITH THE TENDERING SPECIFICATIONS

MINIMUM REQUIREMENTS QUESTIONNAIRE

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Please state whether your offer complies with the minimum requirements of the technical specifications ('YES' or 'NO') and, where applicable, indicate the page number in your offer where compliance with the minimum requirement is demonstrated. The contracting authority reserves the right to discard offers which do not comply with the minimum requirements or in which an element is not addressed. This form for completion may not be modified.

REF. TO

TECH. SPECS.

DESCRIPTION OF MINIMUM REQUIREMENT YES/NO PAGE N°. IN OFFER/SAMPLES

V.1 Available colours: gold, red, royal blue, beige, grey, green and yellow, in accordance with the PANTONE colour list (see point X "Samples" of the tender specifications). The contractor may be required to supply lanyards in additional colours to those listed under point X. "Samples".

… Sample

V.2 Print: graphic logo of the Council of the European Union (see Appendix 1B) or other logo … Sample

V.3 High resolution logo and text printing, durable, non-fading and water/sweat resistant … Sample

V.4 Width: 15mm (tolerance ± 2mm) or wider if logo of event requires … Sample

V.5 Length: 900mm (tolerance ± 50mm) … Sample

ANNEX II DEMONSTRATION OF CONFORMITY WITH THE TENDERING SPECIFICATIONS

MINIMUM REQUIREMENTS QUESTIONNAIRE

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REF. TO

TECH. SPECS.

DESCRIPTION OF MINIMUM REQUIREMENT YES/NO PAGE N°. IN OFFER/SAMPLES

V.6

Material: - cotton: a minimum of 20% of the cotton content covered by the contract must be organic. It must be grown

according to the requirements laid down in Regulation (EC) No 834/2007 or equivalent, - polyester or nylon: polyester fibres must be manufactured using a minimum recycled content of 20%. Offers proposing cotton lanyards must include a valid certification for organic or IPM production, as well as documentation of transactions that demonstrate the purchase of the claimed cotton content and provide traceability. For organic production, acceptable certification schemes and bodies include EU recognised organic control bodies1

Offers proposing polyester or nylon lanyards must demonstrate in their offer that the production line(s) for the fibre product are dedicated to production with the minimum recycled content. Third-party certification of the recycled content and its traceability shall be provided for the production line of the product to be delivered and the recyclate feedstock. ISO 14021, ISO 9001 or equivalent must be used. The verification must provide information in accordance with Part 4.4 of EN 15343.

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V.7 Compliant karabiner for use with perforated badges (perforation diameter 4mm) and strong, gapless and resistant karabiner closure

… Sample

V.8 Safety clip on the side: the system must allow the strap to be easily disengaged if necessary to avoid any risk of strangulation (a safety clip placed at the neck is not compliant - see Appendix 1A)

… Sample

V.9 Since the item is in contact with the skin or clothing of users, the fabric used must not cause any allergic reaction and / or discoloration (the products presented must comply with at least standards ISO 105-E04: 2013 and ISO 105-X12: 2016 or equivalent).

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V.10 The lanyards must be free of hazards such as sharp edges or seams, which could damage clothing or injure wearers.

Sample

1 . https://ec.europa.eu/agriculture/ofis_public/actor_cbeu/ctrl.cfm?targetUrl=home

ANNEX II DEMONSTRATION OF CONFORMITY WITH THE TENDERING SPECIFICATIONS

MINIMUM REQUIREMENTS QUESTIONNAIRE

-3-

REF. TO

TECH. SPECS.

DESCRIPTION OF MINIMUM REQUIREMENT YES/NO PAGE N°. IN OFFER/SAMPLES

V.11 The tenderer must declare the presence of any REACH Candidate List substances at a concentration higher than 0.1% (weight by weight) in the finished product

V.12 Maximum delivery lead time 15 calendar days

V.13 Delivery lead time of 7 calendar days in exceptional cases. For indicative purposes and without any commitment by the contracting authority, it is estimated that an exceptional case will not occure more than once or twice annually.

- Compliance with the requirement to handle any personal data necessary for the execution of the tasks in accordance with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data

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- Compliance with applicable environmental, social and labour law obligations established by Union law, national legislation, collective agreemets or the applicable international social and environmental conventions listed in Annex X to Directive 2014/24/EU.

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FINANCIAL OFFER UCA 20/055 Supply of Lanyards

Annex III

Quantity of the lanyards per order Unit price (€)

Estimated number of the lanyards per order quantity over 4 years*

Total price (€) for 4 years(Unit price * estimated n°)

1 - 2,499 18,000 0.00 €

2,500 - 4,999 22,000 0.00 €

5,000 and above 60,000 0.00 €

100,000 0.00 €

Name of tenderer:

Signature:

Date:

Grand totals of lanyards and price:**

* The quantities indicated above are for the purposes of the financial evaluation only and do not constitute a contractual commitment by the Contracting Authority.

** The evaluation will be based on the grand total price for 4 years.

The contracting authority is exempted from customs duties, indirect taxes and sales taxes, including value added tax (VAT). Prices must be quoted net of such taxes and dues. No such taxes and dues may be added to the price quoted or invoiced.

All-inclusive prices must be quoted in euros exclusive of VAT and to no more than two decimal places. They must include all direct and indirect costs to be incurred by the supplier. Deliveries to the Contracting Authority´s site must be made delivery duty paid (DPP), with the supplier bearing all packaging, transport, delivery and insurance costs and any other costs.

Discount offered (in %) on the tenderer's catalogue and/or price list for badge accessories (see point VI of the technical specifications):