Invitation to Tender - eiopa

Tender Procedure No.: EIOPA/OP/50/2014
SUPPLY AND INSTALLATION OF FURNITURE AND RELATED SERVICES
Clarification Document No. 1 – Issued on 28.05. 2014
Answers to the Requests for Clarification received from potential Tenderers
Question 1:
Annex_03_-_Tables_A1_A2_A3_A4_A5.xlsx Pos. A1.23/24 Pedestal
Should the drawers have a 85% pull-out (roller track) or a 105% pullout (telescope track)?
Answer 1:
Both of the described options are acceptable. The current models use a
telescope track.
Question 2:
28th Floor
It is not clearly indicated whether there is a planning/ floor plan
required for the 28th floor. I understand that the BOS-Room needs no
planning as the large table incl. the electrification is not part of this
tender. Room 1 and Room 3 will be equipped with existing furniture
from the 14th floor and may be added with tables if necessary. For the
furniture of these two rooms we will fill in the No. A1.12 and A1.13 in
Table A1. Existing Furniture.
Answer 2:
It is correct that currently no tables will be needed for rooms 1, 3 and
the BoS room. Items A1.12 and A1.13 are included to give EIOPA the
option to purchase additional meeting room tables if necessary. No
planning document is required for the 28th floor.
Question 3:
Room 2
Please let us know if there is a planning required for Room 2 and if that
planning should include the flexible tables shown in Table A2. New
Furniture, No. A2.1.
Answer 3:
It should be possible to furnish ‘Room 2’ with the modular conference
tables A2.1. Tenderers are invited to include in their documentation a
plan to visualise possible set-ups. If a plan cannot be provided, the
offer must explain in a different way that the offered items comply with
the specifications.
Question 4:
Reception Area + Lounge Area
Also we would like to know if there is a planning required for the
reception area incl. waiting area and the lounge/catering area incl.
buffet.
Answer 4:
No plans are required for the reception and lounge areas.
Page 1 of 5
Question 5:
Reception Area + Lounge Area
In Table A2. New Furniture I can find specifications for Lounge table
and Lounge chair (A2.2 – A2.4 and A2.14-A2.17) but I cannot find
specifications for the rest of furniture shown on the floor plan
‘Annex_02b_-_Floor_Plan_Level_28.pdf’.
Answer 5:
The furniture on the floor plan for level 28 is included for information
purposes only. The lounge tables and chairs which are included in the
plan should be understood as placeholders. The drawings of these
items are not concrete specifications (e.g. round tables would also be
acceptable).
Question 6:
Reception Area + Lounge Area
In addition: the shown floor plan of the 28th floor ‘Figure 1-Overview
28th floor (indicative)’, Annex_02_-_Technical_Specifications_01.pdf
differs from the one mentioned above.
Answer 6:
See Answer 5. The furniture included in the different floor plans are
included as placeholders only.
Question 7:
Are we allowed to design a layout for the reception area incl. reception
desk and cupboards, coffee-bar, internet corner etc. as well as for the
opposite area the lounge/catering area incl. buffet and lounge tables as
shown in Table A4. Additional Furniture, No. A4.1, A4.2 and A4.3?
Answer 7:
See answer 4. No plans are required for the reception and lounge
areas.
Question 8:
If so – are there special requirements what kind of furniture will be
needed?
Answer 8:
Not applicable – please see answer 7.
Question 9:
Please let us know where and how we would need to include the ‘new’
furniture
to
your
provided
Excel-Sheet
Annex_03__Tables_A1_A2_A3_A4_A5.xlsx Annex_04_-_Financial_Offer_01.xlsx
Answer 9:
Please use the second tab of the Excel sheet and follow the instructions
at the top of the sheet (labelled ‘Important Notes’).
Page 2 of 5
Question 10:
We have a question regarding "hypothetical scenario" requested in par.
III.3 of the Technical Specification. Do we understand it correctly you
are demanding one or more scenarios for different hypothetical
situations so we can make for example one for minimum number of
employees (10+10+5), one for maximum/optimum and the last one
with a different furniture arrangement?
Answer 10:
Following the Section III.3 of the Technical Specifications, tenderers
shall provide minimum 1 and maximum 3 examples of the hypothetical
scenario in their tender.
The indicated sizes of the 3 teams (10+10+5 members respectively) is
approximate, therefore the tenderers may propose different sizes of
the 3 teams. As the teams might grow in the coming years, the
hypothetical scenario should already include furniture for future staff if
the available space is sufficient.
The hypothetical scenario(s) must be in compliance with the provisions
of the mentioned Section III.3. of the Technical Specifications.
Question 11:
Question regarding article III.3 of the Tender Specifications: you ask
for a Declaration of Honour plus the confirming evidence documents...
as we know from other EU tenders there is usually only signed
Declaration in the offer and confirming documents is (are) submitting
just winner(s). Are you sure we should give you both of Declaration
and confirming documents in the same time?
Answer 11:
Yes, following the Section III.3 of the Tender Specifications, the
confirming evidence documents must be also included in the tender, in
addition to the Declaration of Honour.
Question 12:
Can you send us please the Minutes from the information session and
site visit?
Answer 12:
The Minutes of the Information Session and Site Visit of 12 May 2014 is
published together with this clarification document on the same website
https://eiopa.europa.eu/about-eiopa/procurement/index.html.
Question 13:
Wann wird das Projekt akut 2014 oder 2015 (Preiserhöhung)?
When will the project start? 2014 or 2015 (price increase)?
Answer 13:
EIOPA expects
signature.
using the
framework contract immediately after
Page 3 of 5
Question 14:
Wird das Projekt in mehreren Bauabschnitten bezogen oder in einer
Lieferung?
Will there be several construction phases or one delivery?
Answer 14:
EIOPA will issue purchase orders when needs arise. For example, work
stations will be ordered when newcomers join the organisation.
Question 15:
Soll ein Rahmenvertrag hinterlegt werden?
Will a Framework Contract be used?
Answer 15:
Please see chapter II.3 of Annex 01. EIOPA may conclude a Framework
Supply Contract with the selected tenderers on the basis of the draft
contract (Annex 10).
Question 16:
Sind Nachlieferungen angesprochen?
Are subsequent deliveries mentioned?
Answer 16:
Whenever additional furniture is needed a new purchase order will be
signed.
Question 17:
Ist das Volumen der Arbeitsplätzen noch besser zu definieren?
Is it possible to define in a better way the ‘volume‘ of the workstations?
Answer 17:
Please refer to the information provided in the tender dossier. No
additional information on the number of workstations is available.
Question 18:
Kann LKW-gerecht angeliefert werden?
Is it possible to deliver with a lorry?
Answer 18:
All deliveries have to be effected through the garage in level -1. The
maximum height for vehicles is 3.20m. A goods elevator has to be used
to deliver the order to EIOPA. House rules will apply.
Question 19:
Das LV ist sehr neutral gehalten, einzig fällt uns auf und müsste evtl.
geklärt werden
 Drehstuhl – Rahmen silber matt
 Konferenzstuhl – Stützbalken in der Mitte der Rückenlehne
Page 4 of 5
Diese beiden Punkte scheinen sehr produktspezifisch und sind nicht
konkret ausgeführt.
Wir können uns nicht vorstellen, dass der Kunde damit den Wettbewerb
ausschließen möchte, deshalb einfach mal nachfragen, was er damit
meint.
The specifications are very neutral, but we can see and want to clarify


Office chair – frame silver matte colour
Conference chair – supporting bar across the middle of the
backrest
These two points are very product specific and not explicitly specified.
We do not believe that the customer wishes to limit competition and
would therefore like to understand what is meant.
Answer 19:
The mentioned specifications describe the current furniture.
The frame of the office chair should come in a colour similar to silver
matte (grey, silver, light black etc.).
The conference chair does not have to feature a supporting bar across
the middle of the backrest.
Question 20:
For being able to issue the corresponding proposal in our planner,
would you please be so kind and forward the plans of floor 28 and floor
14 in dwg-format?
Answer 20:
.dwg files for the 14th and 28th floors are distributed together with
Minutes of the Information Session and Site Visit of 12 May 2014 (see
answer 12).
Question 21:
Due to the fact, that the date for this tender has been changed I would
like to know if the foreseen delivery date August (as first mentioned)
will remain the same? This date should also change as the delivery
period otherwise would be too short.
Answer 21:
The first delivery date is foreseen for September 2014.
Page 5 of 5