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OJ/S S35 19/02/2010 51121-2010-EN

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B-Diegem: document management system 2010/S 35-051121 CONTRACT NOTICE – UTILITIES Services SECTION I: CONTRACTING ENTITY I.1) NAME, ADDRESSES AND CONTACT POINT(S): Elia Asset NV/SA, Culliganlaan 1, Contact: Eddy Vanderhaegen, Attn: Eddy Vanderhaegen, 1831 Diegem, BELGIUM. Tel. +32 25467654. E-mail: eddy.vanderhaegen@elia.be. Fax +32 25464078. Internet address(es): General address of the contracting entity: http://www.elia.be. Further information can be obtained at: As in above-mentioned contact point(s). Specifications and additional documents (including documents for a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s). Tenders or requests to participate must be sent to: As in above-mentioned contact point(s). I.2)

MAIN ACTIVITY OR ACTIVITIES OF THE CONTRACTING ENTITY: Electricity.

SECTION II: OBJECT OF THE CONTRACT II.1) DESCRIPTION II.1.1)

Title attributed to the contract by the contracting entity: RFI - Elia's new Document Management System (DMS) and related implementation.

II.1.2)

Type of contract and location of works, place of delivery or of performance: Services. Service category: No 7. Main place of performance: Brussels.

II.1.3)

The notice involves: The establishment of a framework agreement.

II.1.4)

Information on framework agreement: Framework agreement with several operators Maximum number of participants to the framework agreement envisaged:12. Duration of the framework agreement Duration in months: 36 Estimated total value of purchases for the entire duration of the framework agreement Estimated value excluding VAT 0,00 EUR. Frequency of the contracts to be awarded:After 4 years maximum.

II.1.5)

Short description of the contract or purchase(s): Elia is looking for: 1) A reliable Document management platform 2) A shortlist of implementors to deploy several migration projects of different old repository tools or new projects.

II.1.6)

Common procurement vocabulary (CPV):

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48311100. II.1.7)

Contract covered by the Government Procurement Agreement (GPA): No.

II.1.8)

Division into lots: Yes. Tenders should be submitted for: one or more lots.

II.1.9)

Variants will be accepted: No.

II.2)

QUANTITY OR SCOPE OF THE CONTRACT

II.2.1)

Total quantity or scope:

II.2.2)

Options: No.

II.3)

DURATION OF THE CONTRACT OR TIME LIMIT FOR COMPLETION: Starting: 1.7.2010. Completion: 30.6.2014.

INFORMATION ABOUT LOTS LOT NO 1 TITLE Selection of the Technology 1)

SHORT DESCRIPTION: Elia is looking for a performant Document Management tool, that can accomodate the different types of data to be archived.

2)

COMMON PROCUREMENT VOCABULARY (CPV): 48311100.

LOT NO 2 TITLE Shortlist of DMS implementors 1)

SHORT DESCRIPTION: Via LOT 1, the technology will be chosen. A "preferred" list of implementators will be set up via LOT 2 and will be requested to provide pricing for the implementation of several migration projects in order to transfer data from an existing DMS platform to the new DMS.

2)

COMMON PROCUREMENT VOCABULARY (CPV): 48311100.

SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION III.1) CONDITIONS RELATING TO THE CONTRACT III.1.1)

Deposits and guarantees required:

III.1.2)

Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them:

III.1.3)

Legal form to be taken by the grouping of economic operators to whom the contract is to be awarded:

III.1.4)

Other particular conditions to which the performance of the contract is subject: No.

III.2)

CONDITIONS FOR PARTICIPATION

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III.2.1)

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Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers: Information and formalities necessary for evaluating if requirements are met: Following conditions will be used for the selection for participation and in case of more than 12 applicants, for the ranking of these applicants. I.1. May be excluded from participating: a) the applicant who is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered into an arrangement with creditors, has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations, such as proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors; b) The applicant who has been convicted of an offence concerning his professional conduct by a judgment which has the force of res judicata; c) The applicant who has been guilty of grave professional misconduct proven by any means which the Contracting Entity can demonstrate; d) The applicant who is guilty of serious misrepresentations in supplying the information herein required; e) The applicant who has not fulfilled his obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the Contracting Entity; f) The applicant who has not fulfilled his obligations relating to the payment of direct and indirect taxes in accordance with the legal provisions of the country in which he is established or those of the country of the Contracting Entity; g) The applicant who can not provide a valid copy of its current civil liability insurance. I.2. With regard to point a) the applicant is required to submit a certificate of non bankruptcy, of absence of any proceedings in order to obtain a declaration of bankruptcy and of absence of any similar situation or proceedings, issued by the registry of the Court of Commerce or by the competent authority in the Member State concerned; With regard to point b) the applicant is required to submit a recent certificate of good behavior and an extract from his “judicial record”; With regard to points e) and f) the applicant is required to submit a certificate issued by the competent authority in the Member State concerned; With regard to c) and d) the applicant may provide evidence that he does not meet the condition as mentioned by means of a statement under oath – or, in Member States where there is no provision for declarations on oath, by a solemn declaration made by the person concerned before a competent judicial or administrative authority, a public notary or a competent professional or trade organization in the Member State concerned; In the event that one or more of the abovementioned documents or certificates required under points a, b, e, f would not be issued by the competent authorities in the Member State concerned, or in the event that some of the cases set out above would not be covered by these documents or certificates, they may be replaced by a statement under oath or, in Member States where there is no provision for declarations on oath, by a solemn declaration made by the person concerned before a competent judicial or administrative authority, a public notary or a competent professional or trade organization in the Member State concerned. In case of application by a joint venture, each separate partner is required to submit the abovementioned documents. In addition, a joint venture is required to submit a copy of the act of its establishment as well as of the proxies concerning representation. The Contracting Entity reserves the right to demand – at any time – from the applicant the written evidence as well as any justificatory official document relating to the legal position as specified above.

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The standard form for the oath is available on request at the following e-mail address: eddy.vanderhaegen@elia.be. III.2.2)

Economic and financial capacity: 1. The applicant is required tot provide full details of the entity who would be the contracting party; 2. The applicant is required to submit the following documents: balance sheets, statements of the overall turnover as well as a calculation sheet with the financial ratio’s proving his financial solvability (based on e.g. liquidity ratio, solvency, efficiency ratio, etc.) for the past three years (this calculation sheet is available on request at the following e-mail address: eddy.vanderhaegen@elia.be); 3. The applicant is required to list any company able to offer similar supplies/services and which has direct or indirect control over his company, as well as any company who is controlled – directly or indirectly – by his company (control being defined as having the possibility to influence materially the appointment of the majority of directors and/or the orientation of the strategy and governance); 4. The applicant is required to describe the shareholder structure; 5. The applicant needs to provide an organization chart showing the main functional responsibilities and departments relevant for the tender; 6. The applicant needs to provide a statement of the firm's average annual manpower and the number of managerial staff for the last three years;

III.2.3)

Technical capacity: Information and formalities necessary for evaluating if requirements are met: The applicant needs to provide the following documents and/or information: The absence of the requested documents and/or sufficient proof, will not automatically result in the exclusion of the applicant but will influence the evaluation of the file of the applicant with regard to the selection process. 1. Please indicate the brand(s) you, as a Bidder, want to propose for this solution. 2. The applicant will provide proof and level of partnership (certificate) with the manufacturer of the proposed brand. 3. The applicant is required to provide 3 relevant references of similar implementations with more than 1500 active users (by indicating the objective, the context, the volume, the methodology, CV's of the people who worked on the project(s), the results, the lessons learned, …) during the last 3 years and mention the contact details of these references as Elia might get in touch with them. 4. The technology must support the different Elia domains which are document management, collaboration, enterprise search, archiving, digital data management, …); Please confirm the compliancy of the technology herewith. 5. The technology must be integratable with the existing Elia tools (SAP, .net). Please confirm compliancy of the proposed tool herewith. 6. The applicant needs to indicate whether he intends to subcontract part of the works and/or services. In case subcontracting will be applied, specify in detail the subcontracted parts and parties. 7. The applicant needs to provide an ISO 9000 certificate or any other equivalent level certification in the field concerned. 8. How many certified consultants do you (as a Bidder) employ in total. How many of those people speak FR? How many speak NL and how many are fully bilingual?

III.2.4)

Reserved contracts: No.

III.3)

CONDITIONS SPECIFIC TO SERVICES CONTRACTS

III.3.1)

Execution of the service is reservedto a particular profession:

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III.3.2)

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Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service:

SECTION IV: PROCEDURE IV.1) TYPE OF PROCEDURE IV.1.1)

Type of procedure: Negotiated Candidates have already been selected: no.

IV.2)

AWARD CRITERIA

IV.2.1)

Award criteria: The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate.

IV.2.2)

An electronic auction will be used: No.

IV.3)

ADMINISTRATIVE INFORMATION

IV.3.1)

File reference number attributed by the contracting entity:

IV.3.2)

Previous publication concerning the same contract: Periodic indicative notice Notice number in OJ:2009/S 249-359046 of 26.12.2009.

IV.3.3)

Conditions for obtaining specifications and additional documents:

IV.3.4)

Time limit for receipt of tenders or requests to participate: 15.3.2010 - 10:00.

IV.3.5)

Language(s) in which tenders or requests to participate may be drawn up: English.

IV.3.6)

Minimum time frame during which the tenderer must maintain the tender:

IV.3.7)

Conditions for opening tenders:

SECTION VI: COMPLEMENTARY INFORMATION VI.1) THIS IS A RECURRENT PROCUREMENT: No. VI.2)

CONTRACT(S) RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY COMMUNITY FUNDS: No.

VI.3)

ADDITIONAL INFORMATION:

VI.4)

PROCEDURES FOR APPEAL

VI.4.1)

Body responsible for appeal procedures: Elia Asset nv/sa, Culliganlaan 1, 1831 Diegem, BELGIUM. E-mail: monique.cleen@elia.be. Tel. +32 25467653. URL: http://www.elia.be. Fax +32 25467840. Body responsible for mediation procedures: Elia Asset nv/sa, Culliganlaan 1, 1831 Diegem, BELGIUM. E-mail: monique.cleen@elia.be. Tel. +32 25467653. URL: http://www.elia.be. Fax +32 25467840.

VI.4.2)

Lodging of appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained:

VI.5)

DATE OF DISPATCH OF THIS NOTICE:

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17.2.2010.

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