updated to tender and annexes a, b, c, e f (ms word format) for tender... · invitation to tender...
TRANSCRIPT
UPDATED
InvitationtotenderandAnnexesA,B,C,E&F(MSWORDformat)2013/PO/EJ/7‐Provisionofindependentprofessionalinsurancebrokerageandinsuranceadviceservices
Procurement Sector
19 April 2013
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7 Last updated: 18-Sep-2013 Page 1 of 28
TableofContents
Foreword..........................................................................................................................................................................................2
1. introduction...........................................................................................................................................................................2
1.1. Eurojust..........................................................................................................................................................................2
1.2. overviewoftherequiredservices.......................................................................................................................3
1.3. briefdescriptionoftherequiredservices........................................................................................................3
2. specifictenderinginformationforthisprocedure.................................................................................................4
2.1. timetable........................................................................................................................................................................4
2.2. lots....................................................................................................................................................................................5
2.3. exclusioncriteria........................................................................................................................................................5
2.4. selectioncriteria.........................................................................................................................................................5
2.4.1. technicalandprofessionalcapacity..........................................................................................................5
2.4.2. economicandfinancialcapacity.................................................................................................................6
2.4.3. legalcapacity......................................................................................................................................................6
2.5. awardcriteria..............................................................................................................................................................6
2.6. consortiaandsubcontracting.............................................................................................................................10
2.6.1. Consortia...........................................................................................................................................................10
2.6.2. Subcontractingandapplicablethresholds..........................................................................................10
2.7. variants........................................................................................................................................................................10
3. contentofthetender.......................................................................................................................................................11
3.1. eligibility,capacityandsupportingdocuments(envelopeA):.............................................................11
3.2. technicalproposal(envelopeB).......................................................................................................................11
3.3. financialproposal(envelopeC)........................................................................................................................11
3.4. submittinganoffer.................................................................................................................................................12
Annexes:AnnexA–TermsofReference
AnnexB–TechnicalProposalForm
AnnexC‐PricingForm
AnnexD‐ModelContract
AnnexE–CurrentInsurancePolicyDetails
AnnexF–ClaimsHistory
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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ForewordWethankyoufortheinterestyouhaveshowninthisprocurementprocedurewhichconsistsofthefollowingdocumentation:
Thecontractnotice
Thisinvitationtotenderanditsannexes
InstructionstotenderersandconditionsapplicabletoEurojusttenders
TenderadministrativeformsforEurojusttenders.
Althoughtheabovedocumentsconstitutethecompletetenderingpackageforthistender,CandidatesareinvitedtocheckregularlytheEurojustwebsitewhereanyadditionalinformationorclarificationsconcerningthisprocedurewillbemadeavailable.
Thetermsofthisinvitationtotenderanditsannexesshalltakeprecedenceoverthetermsofthe`InstructiontotenderersandconditionsapplicabletoEurojusttenders`and`TenderadministrativeformsforEurojusttenders`.
1. introduction
1.1. Eurojust
TheCouncilDecision2002/187/JHAof28February2002settingupEurojustwithaviewtoreinforcingthefightagainstseriouscrime,establishedEurojustasa“bodyoftheUnion”withlegalpersonality.
EurojuststimulatesandimprovesthecoordinationofinvestigationsandprosecutionsbetweenthecompetentauthoritiesintheMemberStatesandimprovesthecooperationbetweenthecompetentauthoritiesoftheMemberStates,inparticularbyfacilitatingtheexecutionofinternationalmutuallegalassistanceandtheimplementationofextraditionrequests.EurojustsupportsinanywaypossiblethecompetentauthoritiesoftheMemberStatestorendertheirinvestigationsandprosecutionsmoreeffectivewhendealingwithcross‐bordercrime.
FurtherinformationonEurojust’sactivitiesisavailableonitswebsiteattheaddresshttp://www.eurojust.europa.eu.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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1.2. overviewoftherequiredservices
TitleIndependentprofessionalinsurancebrokerageandinsuranceadviceservices
Procedure Open
ExpectedStart
Typeofcontract Framework,FixedAmountService
Duration Q42013/Q12014
Maximumestimatedexpenditure
2years+renewablefor1+1years
Mainplaceofdelivery 400,000euroovercompletedurationofcontract
Lots TheHague,TheNetherlands
Variants ThistenderisnotdividedintoLots
Consortia Notpermitted
Subcontracting Permittedbutmustbeclearlydescribedinthetender.
1.3. briefdescriptionoftherequiredservices
ProvisionofindependentprofessionalinsurancebrokerageservicesandadviceasdescribedinAnnexA(TermsofReference).
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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2. specifictenderinginformationforthisprocedure
2.1. timetable
Milestone Deadline* Notes
Deadlineforsendingrequestsforadditionalinformation
20/09/2013
at14.00CET
Seepoint2of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`(I&C)foradditionalinformation
Deadlinefordispatchingtenders 08/10/2013
at14.00CET
Seepoints8,9,10ofI&Cforadditionalinformation
Deadlineforregisteringatthepublicopeningsession
11/10/2013
at14.00CET
Seepoint13ofI&Cforadditionalinformation
Openingsession 15/10/2013
at14.00CET
ThepublicopeningsessionwilltakeplaceatEurojust’spremises,Saturnusstraat9,2516AD,TheHague(NL).
Firstmeetingoftheevaluationcommittee
Within4weeksfollowingthepublicopeningsession
Estimated
Notificationoftheoutcomeofthetendertothesuccessfulandunsuccessfultenderers
Within1week
aftertheawarddecisionissigned
Signatureofthecontractfortherequiredservices[and/orsupplies]
1stquarterof2014 Estimated
CET=CentralEuropeanTime
PleasenotethatEurojustholidaysfortheremainderof2013areasfollows:
1November.24‐31December.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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2.2. lots
Thistenderisnotdividedintolots.ThetenderermustbeabletoprovideallgoodsandservicesrequestedinAnnexA.
2.3. exclusioncriteria
Requirement:
Inordertoparticipateinthistender,tenderersmustnotbeinoneofthesituationsdescribedinpoint3of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`.
Proofoftheaboveistobeprovidedby:
SignedtendererdeclarationfoundinForm2ofthe`tendereradministrativeformsforEurojusttenders.
2.4. selectioncriteria
Tenderersmusthavetheoverallcapabilities(technical&professional,economic&financial,andlegal)toperformthecontract.Ifanyoftheselectioncriterialistedbelowarenotfulfilled,tendersmaynotbeselectedforevaluation.
2.4.1. technicalandprofessionalcapacity
Requirements:
a) Tenderersmusthaveaminimumrelevantexperienceofat leastthree(3)years inprovidingtheservicesasstatedinthetechnicalspecifications.
b) Qualificationsandprofessionalexperienceofthetenderer’sstaffmemberswhowilldeliverthecontractedservicestoEurojust.
c) Tenderersmustbeauthorizedtocarryoutinsuranceintermediationactivities.
Proofoftheaboveistobeprovidedby:
Ada)
a brief history of the company, including length of time in business, overall size anddescriptionofactivitiesrelatingtotheservicesofthetyperequiredinthisinvitationtotender;
a list of themain contracts achieved in the past three years specifying the value, dates andrecipientsoftheservicesprovided,coveringthesamekindandquantityasrequestedinthisinvitationtotender;
Adb)
CurriculaVitaeclearlyshowingthequalificationsandprofessionalexperienceofthetenderer’sstaffmemberswhowillrendertheservicesinquestiontoEurojustincludingtheperiodwhichtheyhavebeenemployedbythetenderer.
Adc)
Provision of evidence that the tenderer is authorized to carry out insurance intermediationactivities(certificatesoralike).
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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2.4.2. economicandfinancialcapacity
Requirement:
Thetenderermustbeinastablefinancialpositionandhavethefinancialcapacitytoprovidetherequiredservices/supplies.
Proofoftheaboveistobeprovidedby:
Copiesofthebalancesheetsandeconomicoutturn(profit&loss)statementscoveringatleastthelasttwoyearsforwhichaccountshavebeenclosedwherepublicationofthemisrequiredunderthecompanylawofthecountryinwhichtheeconomicoperatorisestablished.Thesedocumentsmustbeproducedand/orcertifiedbycertifiedauditorsorsimilaroperatorsorasrequiredbythelawofthecountrywheretheeconomicoperatorisestablished;
Form6‐FinancialCapacityFormofthe‘tenderadministrativeformsforEurojusttenders’dulyfilledinandsignedbyalegalrepresentativeofthetendereroritsauditors.
Ifthetendererisunabletoprovidetheaforementioneddocumentsatthetenderstage,e.g.ifpublicationoftheseisnotrequiredunderthecompanylawofthecountryinwhichtheeconomicoperatorisestablishedetc.,otherdocumentation,provingthestablefinancialpositionmaybeacceptable.Suchotherproofmaybealetter/statementbycertifiedauditorsconfirmingtherequiredfinancialdataorthefinancialstabilityoftherespectiveeconomicoperator.
2.4.3. legalcapacity
Requirement:
Thetenderermustprovethattheyareauthorisedtoperformthecontractundernationallaw.
Proofoftheaboveistobeprovidedby:
acertificateofregistrationintherelevanttradeorprofessionalregistersinthecountryofestablishment/incorporation.Ifthetendererisnotrequiredorallowedtoregisterinsucharegisterforreasonsrelatedtoitsstatuteorlegalstatus,Eurojustshallaccept,assatisfactoryevidence,asworndeclarationorcertificate,membershipofaspecificorganisation,expressauthorisation,orentryintheVATregister.
2.5. awardcriteria
Tendererswhohaveprovedtheireligibilitytotenderonthegroundsoftheexclusioncriteriaandhavedemonstratedtheappropriatecapacitytoperformthecontractonthegroundsofselectioncriteria,willbeassessedsolelyonthebasisoftheawardcriteria,whichservetoidentifythemosteconomicallyadvantageoustender.
Thefollowingawardcriteriawillbeapplied:
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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Qualityawardcriteria(Q) weighting
Administrationofthecontract 30
ServiceDelivery 40
MarketKnowledge 30
Totalqualityscore 100
Tenderswillbeevaluatedindescendingorderagainsttheaboveawardcriteria.
Tendersscoringlessthan60%oftheoverallqualitytotalwillbeexcludedfromtherestoftheevaluationprocedure.
Thefinancialofferwillbeevaluatedonthebasisofthecriterialistedbelow:
a) FinancialscoreI
TotalpricefortheannuallumpsumasofferedinPartIofAnnexCFinancialProposal(maximum50points),and
b) FinancialscoreII
TheaggregatedpercentagesasofferedinPartIIofAnnexCFinancialProposal((maximum50points).
c) ThetotalfinancialscoreisthesumofthefinancialscoresIandII.
Ada)CalculationofFinancialscoreI
Thelowestandhighestofferedtotalpricefortheannuallumpsumwillbeidentified.Thelowestoffershallreceivethemaximumscoreof50pointsandthehighestoffershallreceive0points.Offersinbetweenwillbeallocatedscoresaccordingtothefollowingprinciple:
Step1 Thedifferencebetweenhighestandlowesttotalpricefortheannuallumpsumwillbecalculated.
Step2 Themaximumscoreor50pointswillbedividedbythedifferenceinordertoestablishtheratioscores/EUR
Step3 ThedifferencesinEURbetweenthelowestofferandallotherofferswillbecalculated.
Step4 Eachofthesedifferenceswillbemultipliedwiththeratiocalculatedinstep2.
Step5 Theresultofthismultiplicationwillbedeductedfromthemaximumscoreof50andrepresentstheFinancialscoreIobtainedbythetenderconcerned.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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Forexample:
Tender A B C D
Annual lump sums offered EUR 9,500 EUR 1,800 EUR 5,000 EUR 2,500
highest lowest
Step 1 9,500 – 1,800 = 7,700
Step 2 50/7,770 = 0.0064935
Step 3 and 4 Calculation of the price differences between tenders A, C, D and the lowest offer:
Tender A: 9,500 – 1,800 = 7,700*0.0064935 = 50
Tender B: 1800 – 1800 = 0*0.0064935 = 0
Tender C: 5,000 – 1,800 = 3,200*0.0064935 = 20,78
Tender D: 2,500 – 1,800 = 700*0.0064935= 4,55
Step 5 Financial score I = Maximum score minus the results of step 4
Tender A = 50 – 50 = 0
Tender B = 50 – 0 = 50
Tender C = 50 – 20.78 = 29.22
Tender D = 50 – 4.55 = 45.45
Adb)CalculationofFinancialscoreII
Thelowestandhighestofferedaggregatedpercentage(asperpartIIofthefinancialproposal)willbeidentified.Lowestaggregatedpercentageshallreceivethemaximumscoreof50pointsandthehighestoffershallreceive0points.Offersinbetweenwillbeallocatedscoresaccordingtothefollowingprinciple:
Step1 Thedifferencebetweenhighestandlowestaggregatedpercentageswillbecalculated.
Step2 Themaximumscoreof50pointswillbedividedbythedifferenceinordertoestablishtheratiopercentage/EUR
Step3 Thedifferencesinpercentbetweenthelowestofferandallotherofferswillbecalculated.
Step4 Eachofthosedifferenceswillbemultipliedwiththeratiocalculatedinstep2.
Step5 Theresultofthismultiplicationwillbedeductedfromthemaximumscoreof50andrepresentstheFinancialscoreIIobtainedbythetenderconcerned.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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Forexample:
Tender A B C D
Aggregated percentages 9% 15% 12% 18%
lowest highest
Step 1 18 – 9= 9
Step 2 50/9 = 5.55’
Step 3 and 4 Calculation of the differences in the quoted percentages between tenders B, C,D and the lowest offer:
Tender A: 9– 9= 0*5.55’ = 0
Tender B: 15– 9= 6*5.55’ = 33.33’
Tender C: 12 – 9 = 3 *5.55’ = 16.66’
Tender D: 18 – 9= 9*5.55’ = 50
Step 5 Financial score II = Maximum score minus the results of step 4
Tender A = 50 – 0= 50
Tender B = 50 – 33.33’ = 16.66’
Tender C = 50 – 16.66’ = 33.33’
Tender D = 50 – 50 = 0
Adc)Calculationofthetotalfinancialscore:
ThetotalfinancialscoreisthesumofthefinancialscoresIandII.
Example:
Tender FinancialscoreI FinancialscoreII TotalFinancialscore
A 0 50 50
B 50 16.66’ 66.66’
C 29.22 33.33’ 62.55
D 45.45 0 45.45
FinalScoreswillbeallocatedasfollows
ForthistendertheQualityweightingwillbe70andthePriceweightingwillbe30.
Theawardwillbebasedonthefollowingformula:
FinalScore=Totalqualityscorex0.7+Totalfinancialscorex0.3
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2.6. consortiaandsubcontracting
2.6.1. Consortia
Consortiaofeconomicoperatorsareauthorisedtosubmittendersincompliancewiththetermsandconditionsprovidedinpoint15of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`.
2.6.2. Subcontractingandapplicablethresholds
Thetenderermaysubcontractthetasksspecifiedinthetechnicalspecificationstoothereconomicoperatorsincompliancewiththetermsandconditionsforsubcontractingspecifiedinpoint15of`InstructionstotenderersandconditionsapplicabletoEurojusttenders`.
Ifthetendererintendstosubcontractabove50%ofthetotalcontractamounttoothereconomicoperators,andthesubcontractor(s)is/arealreadyidentified,thetenderershallprovidethefollowingdocumentationforeachsubcontractorasdefinedinpoint2.3and2.4oftheinvitationtotender:
Forms3and5ofthe`TenderadministrativeformsforEurojusttenders`.
Documentation related to the technical and professional capacity of the subcontractor(documentationtobeprovidedtotheextentoftheactivitiesthatwillbesubcontracted);
Documentationrelatedtotheeconomicandfinancialcapacityofthesubcontractor;
Documentationrelatedtothelegalcapacityofthesubcontractor;
2.7. variants
Variationsontherequirementsofthetechnicalspecificationsarenotallowed.
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3. contentofthetenderTendersmustbecomprisedofthefollowingthreeimportantelements:
3.1. eligibility,capacityandsupportingdocuments(envelopeA):
Tenderersmustcompleteoneoriginaloftherelative`tenderadministrativeformsforEurojusttenders’andattachoneoriginal(clearlymarkedoriginal)and3copies(clearlymarkedcopy)ofalladditionaldocumentsrequestedunderselectioncriteriainpoint2.4ofthisdocument.
3.2. technicalproposal(envelopeB)
Thetechnicalproposalmustconsistofaclearandcomprehensiveresponsetoallrequirementsofthetechnicalspecifications.Tenderersmustprovideoneoriginal(clearlymarkedoriginal)and3copies(clearlymarkedcopy)ofthetechnicalproposal.
ThetechnicalproposalshallbebasedontheTechnicalProposalForm,whichcanbefoundinAnnexB.
3.3. financialproposal(envelopeC)
The financial proposal shall be based on the Pricing Form found inAnnexC andmust be filled inaccordingtotheinstructionscontainedtherein.
Pleasenotethat:
EachpageofthePricingFormmustbesignedbyalegalrepresentativeofthetenderer.
Financial proposalswill be compared on the basis of the price of the annual lump sum forservicesandtheaggregatedbrokeragefeesinpercentfromthenet‐insurancepremium(%)asquotedbythetendererpertypeofinsurancelistedinAnnexC,FinancialProposal.
Pricesmust be quoted inclusive of all costs and expenses directly and indirectly connectedwiththeservicestobeprovided.
AllpricesmustbequotedinEuro,andwherenecessary,usingtheconversionratespublishedintheCseriesoftheOfficialJournaloftheEuropeanUniononthedaywhentheofferisissued.ThisinformationisalsoavailableonthewebsiteoftheEuropeanCentralBankatthefollowingURL:http://www.ecb.int/stats/eurofxref/.
Thebrokeragefeesinpercentpertypeofinsuranceasquotedbythetendererinhisfinancialproposal shall represent themaximumbrokerage fees the successful tenderer is allowed tocharge for insurancepolicies takenoutduring the implementationperiodof the frameworkcontract(i.e.thesuccessfultenderermustnotexceedhisinitiallyquotedbrokeragefeesintherespectivetypeofinsurance).
For tenderers towhich theexemptiondoesnotapplyunder theirnational law, the financialproposalshallclearlystatethepricesexclusiveoftaxes,togetherwiththecorrespondingtax.
Thefinancialproposalshouldbecompletelyunambiguousandwillbedisqualifiedifitcontainsanystatementspreventinganaccurateandcompletecomparisonoftheoffers(suchas“Tobediscussed”,“Dependingonx”,etc.)orreferringtoexternalcircumstances(suchasanalreadyexistingbutseparatecontract).
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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3.4. submittinganoffer
Pleaserefertothedocument`InstructionstotenderersandconditionsapplicabletoEurojusttenders`whereallinstructionsonhowtosubmitatenderarecontained.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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ANNEXATERMSOFREFERENCE
1. SUBJECTThescopeofthisopenprocurementprocedureistheawardofaservicecontractfortheprovisionofindependent professional insurance broking and insurance advice services to Eurojust with totalcontractdurationof4yearsandabudgetceilingnotexceeding400.000,00EUR.
2. BACKGROUNDINFORMATIONEurojust was established in 2002. Its mission is to support and strengthen coordination andcooperation between national authorities in fighting serious cross‐border crime that affects theEuropeanUnion(hereinafter“EU”).
Each of the EU‐Member States seconds a senior representative to work at Eurojust in The Hague.Theserepresentativesareexperiencedprosecutors,judgesorpoliceofficersofequivalentcompetenceandtheyareinchargeofcarryingoutEurojust’smandatetocoordinatenationalauthoritiesateverystage of criminal investigation and prosecution. They also resolve the challenges and practicalproblemsarisingfromthedifferencesbetweenthelegalsystemsoftheMemberStates.
National Members, who form the College of Eurojust, are supported by Deputies, Assistants andSecondedNationalExperts.WhereEurojusthasacooperationagreementwitha thirdState,LiaisonMagistrates fromthat thirdStatemayworkatEurojust.Currently, liaisonMagistrates fromCroatia,NorwayandtheUSAareattachedtoEurojust.RecentEUlegislationalsoprovidesthatEurojustmaypostLiaisonMagistratestothirdStates.
Eurojust is also home to the secretariats of theEuropean JudicialNetwork, theNetwork of contactpointsforgenocide,crimesagainsthumanityandwarcrimes,andtheNetworkforJointInvestigationTeams.
Eurojust deals with roughly 1500 cases per year. It also holds approximately 190 coordinationmeetings per year. These meetings bring together national judicial, investigatory and prosecutingauthorities fromMember States and, where appropriate, third States. At thesemeetings, caseworkissues are resolved and plans for operational actions such simultaneous arrests and searches aredeveloped.
ORGANISATIONANDSTRUCTURETheCollege is supported in its day‐to‐day activitiesby an administrativeorganisation composedofseveral units: Budget, Finance & Procurement, Corporate Services, Human Resources, InformationManagement, the Legal Service, the Case Analysis Unit, the Secretariat of the European JudicialNetwork (EJN), the Joint InvestigationTeamsNetworkSecretariat (JITS)and theGenocideNetworkSecretariat.Inaddition,threededicatedservicessupporttheCollege:DataProtection,Press&PR,andtheCollegeSecretariat.
In the near future, Eurojust will continue to grow in terms of volume of activities, administrativefunctions and number of employees. The number of post‐holders in Eurojust in 2012 wasapproximately250.
Further information on Eurojust’s activities is available on its website at the addresshttp://www.eurojust.europa.eu.
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EurojustislocatedinTheHague,TheNetherlands,andcurrentlyoccupiestwobuildings:the“HaagseArc”locatedattheMaanweg174andthe“HaagseVesteI”buildingattheSaturnusstraat9.However,duringthe2+1+1yearsimplementationperiodofthiscontractitisexpectedthatEurojustismovingtoitsnewfinalpremisesthatisgoingtobelocatedinTheHague,whereallstaffwillmergedintoonebuilding.
In compliance with its function according to the Eurojust Decision, Eurojust regularly hostscoordination meetings between investigators and prosecutors from different States, involving alsoexternalguests.FurthermoreEurojustconductsalargenumberofinternalmeetings.InthelastyearsthenumberofmeetingsandstudyvisitshostedatEurojustpremiseshasincreased,togetherwiththedrivingneedstoshuttleEurojustguestsandpost‐holderswiththeirluggagetoandfromairports,stations,hotelsandsimilarlocations.Thefleetofcarshasexpandedaccordinglyandatthemomentconsistsof6cars.Inthesameway,missionsofpostholdersincreased.In2012about1835missionsandatotalof6629daysofmissiontookplace:90%ofthosemissionstookplacewithintheEuropeanUnionandaround10%outside(themost frequentoutsideEUdestinationareRepublicofSerbia,Turkey,Switzerland,LatinAmerica;morerarelyAfrica,UnitedStates,Russia,ChinaandThailand).Followingwhatisexplainedabove,Eurojusttechnicalequipmentandinstallations,includingbutnotlimited to IT infrastructure and computing/audiovisual equipment, needs to be insured againstdamageandtheft,when:
locatedatEurojustbuildings; intransitbetweenthetwobuildings; usedoutsideofEurojustpremises,alsoabroad(whentakenonmissions).ForthisreasonadequateinsurancecoverageisimportantforEurojust.AnnexElistsalltheinsurancepoliciescurrentlyinforce,howeveradditionalpoliciesmayberequiredinthefuture.
3. REQUIREMENTS
3.1 Servicestobeprovided
Eurojust isundertakinganopenprocurementprocedure for theawardofa frameworkcontract forthe provision of independent professional insurance brokerage and insurance advice services for arangeofgeneralinsurances.Theselectedprofessionalinsurancebrokerageshallrenderthefollowingservicesforalltypesofinsurances(non‐exhaustiveenumeration):
1. IndependentprofessionaladviceeitheronitsowninitiativeoronEurojust’srequeston:a. Insurancecoverage(currentsituationisdisplayedinAnnexE)thatmeetstheneedsof
Eurojust including risk analysis, developmentof a coverage concept, researching themarketinordertofindthemostcosteffectiveinsurancepolicies.
b. ThecurrentstatusoftheinsurancemarketandhowEurojust’sinsurancerequirementscanmost effectively be presented to insurers including the provision of informationregardingchangesincurredinpolicies,insurancemarket,nationallegislationandanyotherissuesaffectingEurojust’sinsurancepoliciesinforce.
c. Thesuitabilityandsolvencystatusoftheproposedinsurers.2. Priortoeachinsurancepolicyplacementorrenewaltheinsurancebrokershallprospectthe
insurancemarketwhilst taking Eurojust’s insurance coverage requirements and the agreedstrategyintoaccount.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
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3. PlacementandrenewalofEurojust’sinsuranceswithsuitableinsuranceprovidersatalltimesensuringsuchplacementsareforthebenefitofEurojust.
4. Continuousmanagement,administrationand improvementofEurojust’s insurancecoverage,includingrenewingoramendingexistingpolicies,andregularreportingonthestateofplayoftheinsurancepoliciesinforce.
5. Handlingofallclaimsarisingunderinsurancepoliciesinforce,ensuringtheirfollowupuntilsettlement.
6. Functionasacentralpayingagent,i.e.theinsurancebrokershallissueandsubmitallinvoicesconcerning premiums to Eurojust and Eurojust shall pay the amounts due to the accountdesignatedbytheinsurancebrokerwithdischargingeffect.Theinsurancebrokershallinvoicepremiums only after Eurojust has received and approved the corresponding insurancepolicies.
3.2 PerformanceofservicesWithin 10working dayswhen requested by Eurojust to investigate and negotiate a new insurancepolicyand,inanycase,atleastthreemonthsbeforeaninsurancepolicycurrentlyinplaceisabouttoexpire, the insurance broker shall submit at least three alternativeproposals toEurojust (providedthere is a sufficient number of market operators available), specifying the advantages anddisadvantages of each proposed policy and its suitability to Eurojust’s needs. Details and adviceregardingspecificclauses,termsandconditionsshallbeprovidedtoEurojustbytheinsurancebroker.TheinsurancebrokershallavoidanyperiodofgapintheinsurancecoverageofEurojust.
In any case, Eurojust will approve/disapprove in writing the solutions proposed by the insurancebroker. The insurance broker is an agent of Eurojust and as such cannot take decisions withoutEurojust’spriorwrittenapproval.
OnceaproposedinsurancepolicyisapprovedinwritingbyEurojusttheinsurancebrokershalltakeout thatpolicywith the insurer.Bygiving thewrittenapprovalEurojustalsoaccepts the termsandconditionssetintheinsurancepolicy.
If requested by Eurojust, the insurance broker shall be available to attend meetings at Eurojustpremises,howevernotravel,accommodationorsubsistenceexpensesincurredwillbereimbursedbyEurojust.
InvoicesshallbesubmittedexclusivelybytheinsurancebrokertoEurojustandallpaymentsshallbemadeonlytotheinsurancebrokerandnottotheinsurer.AllpremiumsshallbeinvoicedtoEurojustdisplaying separately the amounts applicable for insurance tax and any other fee(s) charged toEurojust.Eurojustshallbeupdatedonthestateofplayoftheinsurancepoliciesinforceatleastevery6monthsorwheneverrequestedbyEurojust.
3.3 CommunicationpolicyandcustomersupportAllcommunicationsandinformationexchangewithEurojustshallbeinwriting(byfaxore‐mail).
Theinsurancebrokershallguaranteetheassistanceofafixedcontactpersonwithinitsorganisation,whowillrepresentthesinglepointofcontactforalloperationalandadministrativecommunicationswithEurojust.ThecontactpersonwillsuperviseandmanagealltherequestsreceivedfromEurojustandliaisewiththecontactpersonsdesignatedbyEurojust.Eurojustshallnotbedeemedresponsiblefor contacts and/or requests the insurance brokermay receive from Eurojust staff other than thedesignatedcontactpersons.
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Foranyrequestsrelatedtoinsurancecoverage,changesinpoliciesand/ortheservicescarriedoutbythe insurancebroker,whenever requestedbyEurojust, the insurancebroker shallprovideEurojustwithanimmediatewrittenconfirmationofreceipt–withinmaximum2workingdaysfromthedateoftherequest–specifyingthemeasurestobeundertaken.
Any correspondence and documents relating to the performance of this contract – including theinsurancepoliciessignedwiththeunderwriters‐shallbewritteninEnglish.
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ANNEXBTechnicalProposalForm
Administrationofthecontract(30)
Question#1:
DescribeindetailthestepsinvolvedinsettinguptheaccountforEurojust.Includeinformationoftheteaminvolved,structureandanalysisofEurojust’srequirements.
Answer#1:
Question#2:
DescribehowyouintendtointeractandcommunicatewiththeEurojustduringperformanceoftheservices.
Answer#2:
Questions#3:
Describethequalitymanagementsystemsyouhave inplace inorder toensureahigh levelofcustomerservice.
Answer#3:
ServiceDelivery(40)
Question#1:
ExplainyourbrokerageandtechnicalresourcestoadviseandplacealltypesofinsurancesthatyouconsiderrelevanttoEurojust.Howwilltheseresourcesensureindependentadvice?
Answer#1:
Question#2:
Pleasedescribeingeneralthemethodologyappliedforrequestsforquotationfrominsurers.Inaddition, please indicate the criteria applied for selecting insurers and identifying the mostbeneficialinsurancepolicyforEurojust.Howmanyinsurerswouldarequestforquotationofaspecificinsurancebeaddressedto.
Answer#1:
Question#3:
Describe how and by whom insurance claims will be handled (names, function andqualification).
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Answer#1:
MarketKnowledge(30)
Question#1:
Describe theprocedure tobeapplied toensure the financial viabilityof insurersproposedbyyou.
Answer#1:
Question#2:
Howdoyouensurethatthemostcompetitivequotationsfrominsurersareobtained?
Answer#2:
Question#3
Please describe your methods of doing market analysis; are there differences between thevarioustypesofinsurancecontracts(i.e.thirdpartyliability,health,allrisk,etc.).Ifyes,pleasedescribethemaswell.
Answer#3:
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7 Last updated: 18-Sep-2013 Page 1 of 28
ANNEXCFinancialProposal
Instructions:
The tenders shall fill in part 1 and part 2 of this Financial Proposal which will be subject to thefinancialevaluationasdescribedinsection2.5oftheInvitationtoTender.Furthertotheinstructionsgiven insection3.3of the Invitation toTender the tenderer is requested toadhere to the followingguidelines:
i. Inpart1,thetenderershallindicateaprice(i.e.afixedamountinEURandnotarange)fortheannuallumpsumforservicesapplicabletotheentire2+1+1yearsdurationoftheframeworkcontract.Thisannuallumpsumwillbesubjecttoindexation.
PricesshallbeindicatedinEUR,shallbeinclusiveofallcostsinvolvedintheperformanceofthecontract (e.g. include informationgathering,placement,periodicmeetingswithEurojust,travel,accommodation,subsistenceetc.).Notravel,accommodationandsubsistenceexpensesincurredintheperformanceoftheserviceswillbereimbursedbyEurojust.
Pricesshallexcludeallduties,taxesandothercharges(includingVAT),asEurojustisexemptfromsuchcharges.
ii. In part 2, the tenderer shall state for each of the 11 insurance categories the applicablebrokerage fees inpercent (additional information about the current situationon insurancescanbe foundinAnnexE)chargedtoEurojust.Thebrokeragefeeshallbea fixedpercentage(notarange)oftheinsurancepremiumperyearandshallbeall‐inclusive(i.e. includinganyother fee that may be charged to Eurojust). For category 11 the tenderer shall give a flatbrokeragefeeinpercentthatappliestoinsurancecategoriesotherthantheoneslistedinlines1to10ofthetable.
The quoted brokerage fees shall represent the maximum brokerage fees the successfultenderer is allowed to charge for insurance policies taken out during the implementationperiod of the framework contract (i.e. the successful tenderermust not exceed his initiallyquotedbrokeragefeesintherespectivetypeofinsurance),howeverhemaychargelowerfees.
PART1
Annualall‐inclusivelumpsumpricefortheservicestobeprovidedasperAnnexA,section3,inparticularforindependentprofessionaladvice(butnotlimitedto).
PriceinEUR (excludingVAT)Annuallumpsumforservicesapplicableduringthe2+1+1yearsdurationofthe
FrameworkContract
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
PART2
shall contain the Pricing Form,which can be found in Annex B,duly filled in for comparison andevaluationpurposes.
A B C D
# Insurancepolicy Item
BrokeragefeeincludinganyotherfeewhichwillbechargedtoEurojustontopoftheannual
insurancepremium
(fixed%oftheannualpremium)
1 ComputerInsurance Equivalent to Generalipackage policy 992275473(seeAnnexE)
2 InventoryInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)
3 BuildingsInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)
4 BusinessInterruption/additionalcostsInsurance
EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)
5 GlassInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)
6 LiabilityInsurance EquivalenttoGeneralipackagepolicy992275473(seeAnnexE)
7 CarInsurances Equivalent to carinsurances listed in AnnexE
8 Insurance for damagetoroadusers
Equivalent to policy60.11.5009
(seeAnnexE)
9 Business TravelInsurance
Equivalent60.11.4866
(seeAnnexE)
10 Corporate ProtectionInsurance
EquivalenttodescriptioninAnnexE
11 Additional insurancesagainst risks inaddition to those listedin#1to10above
AggregatedpercentagesstatedincolumnD
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7 Last updated: 18-Sep-2013 Page 1 of 28
AnnexD
ModelContract(pleaserefertotheattachedPDF)
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
AnnexECurrentInsurancePolicyDetails
(Status01/06/2013)
Generalipackagepolicy992275473
ComputerInsurance
Policynumber 992275473
Assetscovered Computers/Laptops
Insuredamount computers EUR5,859,900,‐‐
Insuredamount laptops EUR308,416,‐‐
Insuredlocations Maanweg174,Saturnusstraat9inTheHague,theNetherlands
Construction (mainly)concrete
Periodofcoverage 01‐01‐2012till01‐01‐2016
Deductible EUR125,‐‐(laptops),EUR1,250,‐‐(computers)
Remark:EUR20.000,‐‐oftheinsuredequipmentislocatedatotherlocationsintheNetherlandsaswellasinFrance.
InventoryInsurance
Policynumber 992275473
Assetscovered Inventory
Insuredamount EUR4,160,863,‐‐
Insuredlocations Maanweg174,Saturnusstraat9inDenHaag
Construction (mainly)concrete
Periodofcoverage 01‐01‐2012till01‐01‐2016
Deductible EUR1,250,‐‐(exceptlossescausedbyfire,fireextinguishing,explosion,lightningstroke,orairplanes)
Remark:Thereisaclauseinrespectofthefireequipment.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
BuildingsInsurance
Policynumber 992275473
Assetscovered Tenantissues
Insuredamount EUR5,038,119,‐‐
Insuredlocations Maanweg174,Saturnusstraat9inDenHaagConstruction (mainly)concretePeriodofcoverage 01‐01‐2012till01‐01‐2016
Deductible EUR1.250,‐‐(exceptlossescausedbyfire,fireextinguishing,explosion,lightningstroke,orairplanes)
Remark:Thereisaclauseinrespectofthefireequipment.
Businessinterruption/additionalcostsPolicynumber 992275473
Maximumperiod 78weeksadditionalcosts
Insuredamount EUR2,000,000,‐‐
Insuredlocations Maanweg174,Saturnusstraat9inDenHaag
Periodofcoverage 01‐01‐2012till01‐01‐2016
Remark:Thereisaclauseinrespectofthefireequipment.
GlassinsurancePolicynumber 992275473
Insuredamount Actualcosts
Periodofcoverage 01‐01‐2012till01‐01‐2016
Insuredlocations Maanweg174
Construction Allglassthatservesforlettingthroughlight
Remark:
AccordingtotheinformationprovidedbyEurojustonlythetop3floorsofthelocationatMaanweg174inDenHaagareusedbyEurojust.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
LiabilityInsurancePolicynumber 992275473
Assetscovered Corporateliabilityfordamagecausedtopersonsand/orproperty
Insuredamountperclaim EUR1,250,000,‐‐
Insuredamountperinsuranceyear EUR2,500,000,‐‐
Insuredsalary EUR3,500,000,‐‐
Periodofcoverage 01‐01‐2011till01‐01‐2016
Deductible EUR250,‐‐(perclaim,forpropertydamage)
Remark:Damagecausedtotheenvironmentisnotcovered.
CarinsurancesInsuredcapacity:LiabilityandcomprehensiveinsuranceInsuredamountcomprehensiveinsurance:basedonthevalueofthecars
Insuredamountliability: EUR2,500,000,‐‐
PolicyNumber MO50940
Insuredcar MercedesViano25‐CD‐22
Insuredamountcomprehensive EUR57.183,‐‐(excludingVAT)
Insuredamountliability EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
Deductible EUR135,‐‐
Insurancecompany AEGONSchadeverzekeringN.V.
PolicyNumber MO50941
Insuredcar Mercedes‐BenzS250,29‐CD‐80
Insuredamount EUR77,000,‐‐(excludingVAT)
Insuredamountliability EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
Deductible EUR135,‐‐
Insurancecompany AEGONSchadeverzekeringN.V.
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
PolicyNumber MO50942
Insuredcar AudiA63.006‐CD‐79
Insuredamount EUR44.072,‐‐(excludingVAT)
Insuredamountliability EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
Deductible EUR135,‐‐
Insurancycompany AEGONSchadeverzekeringN.V.
Policynumber 43219958
Insuredcar MercedesS400CDI25‐CD‐28
Insuredamount EUR89,076,‐‐(excludingVAT)
Insuredamountliability EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
Deductible EUR150,‐‐
Insurancecompany DeGoudseVerzekeringen
Policynumber 43152387
Insuredcar VolkswagenTransporter12‐CD‐76
Insuredamount EUR45,762,‐‐(excludingVAT)
Insuredamountliability EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
Deductible EUR150,‐‐
Insurancecompany DeGoudseVerzekeringen
PolicyNumber 43193958
Insuredcar VolkswagenPhaeton20‐CD‐28
Insuredamount EUR71,385,‐‐(excludingVAT)
Insuredamountliability EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
Deductible EUR150,‐‐
Insurancecompany DeGoudseVerzekeringen
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
Insurancefordamagetoroad‐usersPolicynumber 60.11.5009
Assetscovered Damageofemployeesintheircapacityofroad‐users
Insuredamount EUR2,500,000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
BusinesstravelinsurancePolicynumber 60.11.4866
Assetscovered Allpersonswhotravelabroadforbusinessbyorderofthepolicyholder(Eurojust)
Insuredamount personalaccident EUR300.000,‐‐
Periodofcoverage 01‐01‐2012till01‐01‐2013
CorporateProtectionInsuranceInsurer confidential,concludedviaEurojust’sbroker
Coverage CrisisManagement
Insuredamount confidential
Periodofcoverage ongoing
Invitation to tender and Annexes A, B, C, E & F (MS WORD format)
2013/PO/EJ/7
ANNEXFClaimsHistory
(2011topresent)
Date TypeofInsurance Descriptionsoftheincident Status
15/02/2011 Generali packagepolicy, policy992275473
15/02/2011,waterdamage
On 30/11/2011 EUR 2,710.00were paid (deductible EUR1,250.00)
Completed
11‐03‐2012 Car insurance, policyMO50941
Cardamage
Unilateral damage, the insuredhit a fence driving backwards.The tailgate and bumper weredamaged.
The total amount of EUR1,472.97 has been paid in threepayments directly to therepairer
EUR 1,322.97 + EUR 135.00 +EUR15.00
Completed
03/05/2011 Travel insurance,policy60.11.4866
03/05/2011.damagedtrousersAmountpaid:EUR149,‐‐
Completed