Provision of Reception and general office support services

Item Description:

The European Insurance and Occupational Pensions Authority, hereinafter referred to as “EIOPA” or “contracting authority”, is planning to award the public contract referred to above. The procurement documents consist of the contract notice, the invitation letter, the draft contract(s) and the tender specifications with their respective annexes. All documents are available in the enclosed ZIP File.

Outline of the procurement procedure

EIOPA seeks to conclude a direct contract for managed services in the field of reception and general office support services, which are described in these tender specifications and their annexes.

This procurement procedure concerns the establishment of a Direct Contract (DC) signed between EIOPA and the successful tenderer.

In drawing up their tenders, tenderers should bear in mind the provisions of the draft contract in Annex II. The contract will contain all of the legal, financial, technical and administrative provisions between the contracting authority and the contractor for the period of its validity.

Contractual negotiations will not be possible before and/or after submission of the tenders. Therefore, any issues in relation to the draft contract must be clarified in the framework of a request for information prior to the submission of a tender.

The duration of the direct contract shall be one year with three possible extensions of one year each.

According to Point 11(1)(e) Annex 1 FR, the contracting authorities may make use of a negotiated procedure without prior publication of a contract notice to increase the value of the contract up to 50% or to procure new services that are in conformity with the subject of this procurement procedure and are requested because of change of contracting authorities’ needs. This procedure may be used in compliance with Point 11(1)(e) Annex 1 FR only during the execution of the original contract and at least during the three years following its signature.

Legal effects of the invitation to tender and submission of a tender

This invitation to tender is in no way binding on the contracting authority. The contracting authority’s contractual obligation commences only when the contract with the successful tenderer is signed by both parties.

Up to the signature of the contract the contracting authority may cancel the procurement procedure without tenderers being entitled to claim any compensation. Any such decision must be substantiated and tenderers notified.

The validity period of the tender, during which tenderers may not modify the terms of their tenders in any respect, is indicated under Heading IV.2.6 of the contract notice.

Submission of a tender implies acceptance of all the terms and conditions set out in the procurement documents and, where appropriate, waiver of the tenderer’s own general or specific terms and conditions. The submitted tender is binding on the tenderer to whom the contract is awarded for the duration of the contract.

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