Provision of flower arrangements and flower bouquets to the ECB

Kurze Beschreibung

The ECB is seeking suppliers to provide flower arrangements, flower bouquets and related decorative items to the ECB. The flowers would generally be ordered on a weekly basis, typically for reception and conference areas, executive offices, representative events, etc. The ECB seeks to establish a Framework agreement with a maximum duration of 4 years with the best tenderer. Detailed requirements and specifications can be found in the tender documentation.
Please note that the ECB organizes a non-mandatory site visit for interested suppliers on 8.8.2018 in order to provide a better overview of the requirements.

Beschreibung der Beschaffung

The provision of flower arrangements and/or flower bouquets shall cover mainly all ECB buildings and occasionally at off-site locations. The ECB buildings are:
— Main Building (MB), Sonnemannstr. 22, 60314 Frankfurt,
— Eurotower (ET), Kaiserstr. 29, 60311 Frankfurt,
— Japan Center (JC), Taunustor 2, 60311 Frankfurt.
Prices shall cover delivery costs to all ECB buildings and all delivery locations within Frankfurt am Main. For deliveries outside Frankfurt, transportation costs will be reimbursed per hourly rate based on the driving time.
Types of deliveries:
— Weekly and bi-weekly deliveries shall be ordered through an order form.
(i) Weekly delivery of flower arrangements
The Contractor shall deliver flower arrangements and flower bouquets without additional fee on each first working day of a running calendar week or on the date stipulated on the weekly order form to all ECB buildings (MB, ET, JC) and distribute them to the various locations until 8:00 a.m. by the latest:
— for all ECB reception desks (MB, ET, JC),
— for conference areas (MB, ET, JC),
— for Executive Board floors (MB, ET),
— for buffet tables, bistro tables, dining tables in special dining areas (amount varies according to number of events) (MB, ET, JC).
The weekly deliveries and distribution shall be terminated at the three ECB buildings before 8:00 a.m. The distribution of the deliveries may take up to 1.5 hours in the MB and at least 0.5 hours each in the ET and JC.
(ii) Bi-weekly delivery of flower arrangements for the Council Meetings
The Contractor shall deliver to the MB executive flower arrangements every second week prior to a Council Meeting for reception desks and dining tables.
(iii) On demand deliveries
Upon request the Contractor shall deliver to the ECB or at an external location:
— Flower arrangements for speaker’s desk in conference rooms,
— Flower arrangements/bouquets for special events (e.g. birthday, farewell, concert),
— Flower arrangements/bouquets for funerals and/or funerals wreaths,
— Christmas wreaths.
The following requirements apply to all deliveries:
(i) For each delivery the various flower arrangements/bouquets shall fit with each other in style and color.
(ii) The flower bowls, vases or other containers are provided as a loan by the Contractor and therefore remain in its property, they will be exchanged with the fresh delivery every first working day of a calendar week.
(iii) The flowers shall remain in a good shape until the last calendar day of a working week. If this is not the case and the Contractor is asked by the ECB to exchange the flowers, the Contractor shall have 24 hours to replace the item(s). The exchange of flowers and the possible additional costs (e.g. transportation costs) are borne by the Contractor. If the Contractor provides proof that the flowers are not in a good shape because of wrong handling of ECB staff or third parties, the ECB will bear the costs.
(iv) On working days, during office hours, urgent and/or unforeseen orders shall be delivered at the latest three hours after receipt of the order (by phone or electronically).
(v) The Contractor may accept private orders from ECB members of staff. However, the ECB shall be involved neither in receipt, delivery nor settlement of payment.
(vi) The person(s) delivering and distributing the flower arrangements/bouquets at ECB premises shall acquire necessary ECB security clearance. For this purpose, the person(s) must present a recent (not older than 2 months) certificate of good conduct (“Polizeiliches Führungszeugnis”) and sign a self-declaration.
(vii) The person(s) delivering and distributing the flower shall be recognizable with a company branded name tag, T-shirt, cap or similar.

The procurement documentation can be downloaded from an Internet platform. If you are interested to participate in the procurement procedure register via the Internet platform using the following Internet address, user name and password:
Internet address: https://www.ecb.europa.eu/secure/procurement/
User name: 003808/A/ADS/2018
Password: 710FF9
After you have registered, an e-mail will be sent to you with a new user name and password. Use the new user name and password to download the procurement documentation from the above URL internet address.
However, your mere registration and downloading the procurement documents does not constitute a tender. You must submit your tender in hard copy version to the ECB, on time, in the format requested and including the content as further instructed in the tender documentation.
Should you experience any problems in accessing the Internet platform for registration and/or downloading the documentation, please do not hesitate to contact the ECB under the following e-mail address: procurement@ecb.europa.eu quoting the procurement number and the problem experienced.
The ECB shall endeavor to answer all queries concerning access as quickly as possible but cannot guarantee a minimum time response. The ECB shall not be bound to reply to queries received less than seven calendar days before the time-limit for the submission of tenders.
The procurement procedure shall be open on equal terms to all natural or legal persons resident or located in the European Union and to all natural and legal persons resident or located in a country which has ratified the World Trade Organization Agreement on Government Procurement or has concluded with the European Union a bilateral agreement on procurement under the conditions laid down in the said agreements.
The procurement procedure is conducted in accordance with Decision ECB/2016/2 of 9.2.2016 laying down the rules on procurement, OJ L 45, 20.2.2016, p. 15 as amended available on the ECB website at http://www.ecb.europa.eu/ecb/jobsproc/tenders/html/index.en.html.
During the procurement procedure, Tenderers shall not contact any other ECB staff members or organizations/persons working for the ECB with regard to this tender procedure than the person indicated in Section I.1). Tenderers shall also not contact potential competitors unless they intend to form a temporary grouping with them or to involve them as subcontractors. Any violation of this communication rule may lead to the exclusion of the Tenderer in question.