Call for Tenders - Update of Natural Hazards

This procurement aims at selection a tender able to carry out a service for “Updating maps and related data on Natural Hazards” under the ESPON 2013 Programme.

The service requested comprehends the following tasks: data collection of the most recent data available for the updating of the ESPON 2006 map “Aggregated Natural Hazards” including indicators on avalanches, drought potential, earthquakes, extreme temperatures, floods, forest fires, landslides, storm surges, tsunamis, volcanic eruptions and winter and tropical storms; building the composite indicator on natural hazards; building an integrated vulnerability index; building risk indicators; producing maps related to the herefore mentioned indicators using a relevant standardised grid and NUTS 3 level; analysing the territorial dynamics and risks; and finally reading and critical commenting a draft final version of an ESPON Territorial Observation related to this topic.

The services requested are further explained in the technical and administrative terms and conditions.

Budget

The maximum available budget for this contract is €75.000, inclusive all taxes (incl. VAT) and delivery costs.

How to submit an offer

Specifications and additional documents (technical and administrative terms and conditions, annexes) can be obtained by sending a request via email to [email protected] mentioning as subject “Call for tender: ESPON Update Natural Hazards”. Deadline for requesting the documentation is: 6 April 2012.

Deadline

Deadline for the receipt of tenders: 16 April 2012 at 14h00.

More information

For questions concerning this tender, please refer to section 2.9 “Further Information” of the Terms of Reference. The Contracting Authority may provide additional information solely for the purpose of clarifying the nature of the contract. Any request for additional information must be made in writing by email to the following address: [email protected].

Additional Information 1:

Please find here below a request of information from a tenderer received on 1st March 2012 by email ([email protected]) and the complementary information provided by the Contracting Authority:

Question 1:
“The ToR mentions that "Appropriate statements from banks or evidence of professional risk indemnity Insurance" are required. As what concerns the insurance that is clear, but which appropriate bank statements are meant here. Especially as balance sheets have to be submitted as well. Which bank statement is requested? And, what is the consequence of not having a profession risk indemnity insurance, which is hardly requested in our business (so far).”

Additional information from the Contracting Authority:
The appropriate bank statements or evidence of professional risk indemnity insurance relates to the selection criteria as determined in Article 227 of the “Règlement Grand Ducal” of 3 August 2009 that executes the Law of 25 June 2009 on Public Procurement.

These documents aim at proving the economic and financial capacity of the company. The company must have a sufficient financial and economic standing to guarantee continuous and satisfactory performance of the service throughout the envisaged lifetime of the contract. In order to prove the company’s sound financial standing and capacity, the Contracting Authority requests:

  • an evidence of professional risk indemnity insurance
  • OR statements / declaration of bank

Statements of bank mean that the bank will have to issue a statement of financial capacity. Banks normally use a standard clause depending on the country. The Financial Identification Form (Annex B) cannot be accepted as only proof of financial capability.

The present information has been sent by email to all applicants having requested the Terms of Reference of the Call for Tender “ESPON 2013 Update of Maps and Related Data on Natural Hazards”, until the date of 2nd March 2012. The additional information is also published under the ESPON Website, under Calls, Procurement, Natural Hazards.

Additional Information 2:

Please find here below a request of information from a tenderer received on 13 March 2012 by email ([email protected]) and the complementary information provided by the Contracting Authority:

Question 2:
“Is there any specific requirement on relevant data owner/ Is there a list of the relevant data owners with the verified data or it is up to the contractor to specify the data owners?”

Additional information from the Contracting Authority:
There are no specific requirements on relevant data owners. However, considering that the service comprehends data collection for the updating of three ESPON 2006 maps, the data collected should be of the same scope as the data used for the maps to be updated.

Question 3:
“Would the Director´s statement of (state budgetary organization) be satisfactory for the requirement evidence of the professional risk indemnity?”

Additional information from the Contracting Authority:
The Contracting Authority is requesting appropriate statements from bankers OR professional risk indemnity to check the economic and financial capacity. In case the professional risk indemnity statement cannot be delivered, the tenderer can opt to provide appropriate statements from bankers.

If, for any valid reason, the supplier is unable to furnish the references requested, the contracting authority must allow him to establish his economic and financial standing by means of any other document. However, it is for the contracting authority to assess whether such documents are appropriate. In case of a state budgetary organization, the Director’s statement can be accepted by the Contracting Authority.

Additional Information 3:

Please find here below a request of information from a tenderer received on 3 April 2012 by email ([email protected]) and the complementary information provided by the Contracting Authority:

Question 4:
“In order to better understand in which of the 3 cases foreseen within the Terms of Reference our institution would fall, we would need to know if the Contracting Authority (Client):
- is subject to VAT Taxation (…); or
- is not subject to VAT Taxation (…).”

Additional information from the Contracting Authority:
For your information, the Contracting Authority is subject to VAT Taxation. Please check with the relevant tax offices your current VAT status and the VAT applicable for this service contract