Annex a - Technical Offer

ANNEX A : TECHNICAL OFFER

Annex II - the Contractor's technical offer The tenderers are requested to complete the template on the next pages:  the column “Specifications” shows the required specifications,  the column “Specifications offered” is to be filled in by the tenderer and must detail what is offered (for example the words “compliant” or “yes” are not sufficient)  the column “Notes, remarks, ref to documentation” allows the tenderer to make comments on his proposed supply and to make eventual references to the documentation The eventual documentation supplied should clearly indicate (highlight, mark) the models offered and the options included, if any, so that the evaluators can see the exact configuration. Offers that do not permit to identify precisely the models and the specifications may be rejected by the evaluation committee. The offer must be clear enough to allow the evaluators to make an easy comparison between the requested specifications and the offered specifications. Contract title: Reference: NAME OF TENDERER: …………………. p 1/...

A.1. ORNAMENTAL PLANTS TO BE LEASED (mandatory)

Item Specifications * Specifications Offered (incl. brand/model) Notes, remarks, Number Mandatory minimum requirements ref to documentation The tenderer shall describe below its range and variety TYPES OF LIVE ORNAMENTAL PLANTS AND of available live indoor foliage plants, by providing THEIR REQUIREMENTS information (botanical names) and documentation – supported by catalogues, brochures, colour Eurojust require a variety of live indoor foliage photographs, pricing lists, etc. ornamental plants in various sizes within a range In addition, tenderers shall indicate for what light of 160-250 cm height. Each plant shall have a condition the offered plants are suited (bright, medium name tag with its botanical name. 1 or dark). Once the contract has entered into force the contractor shall carry out a site visit and shall propose suitable plants for each of the rooms depending on the light conditions (bright, medium and dark). Eurojust then will inform the successful tenderer on its final choice of plants (type and size), based on its proposal. Live indoor foliage ornamental plant (Type 1) for Please describe the offered plants! 1.1 offices in both premises ... Height: approximately 170 cm Live indoor foliage ornamental plant (Type 2) for Please describe the offered plants! 1.2 reception hall in the premise Haagse Veste 1. ... Starting height: 350 cm Live indoor foliage ornamental plant (Type 3) for Please describe the offered plants! 1.3 cafeteria in the premise Haagse Veste 1. ... Starting height: 200 cm A.2. PLANTERS TO BE LEASED (mandatory)

The tenderer shall describe below its range of suitable TYPES OF PLANTERS AND THEIR planters suitable for the respective types of plants as REQUIREMENTS offered in Annex A.1., by providing information and documentation – supported by catalogues, brochures, Eurojust require a variety of planters suitable to colour photographs, pricing lists, dimensions etc. the sizes of the plants described in Section A.1. 1 The planters shall be made of stainless steel. All planters are to be provided on wheels which are hidden from view.

Please describe the offered planters! Stainless steel planter suitable for type 1 ... 1.1 plants (small size) minimum dimensions in cm (HxWxD): 30x30x30 Please describe the offered planters! Stainless steel planter suitable for type 1 ... 1.2 plants (medium size) minimum dimensions in cm (HxWxD): 35x35x35 Please describe the offered planters! Stainless steel planter suitable for type 1 ... 1.3 plants (large size) minimum dimensions in cm (HxWxD): 45x40x40 Please describe the offered planters! Stainless steel planter for type 2 plants 1.4 ...

Please describe the offered planters! Stainless steel planter for type 3 plants 1.5 ...

* All items must be high standard quality. A.3. SERVICE PACKAGE TO LEASED ORNAMENTAL PLANTS AND PLANTERS (mandatory)

As a minimum mandatory requirement, the tenderer shall provide Eurojust an all-inclusive lease service package, covering at least the following services: delivery and installation, maintenance services, quality control service, and customer service policy in compliance with the requirements specified below.

Item Specifications * Specifications Offered Notes, Number Mandatory minimum requirements remarks, ref to documentation 1 The services offered are compliant with Mobilization phase mandatory minimum requirements (please Once the contract has been signed and before the delivery check the boxes below as applicable): of the plants, the contractor shall carry out a site visit at □ YES □ NO Eurojust premises in order to examine the rooms where the plants will be placed. Tenderer’s are requested to describe in detailed the rollout-plan meeting the requirements set out in Plants shall be selected for rooms taking into account the column “Specifications”, including information such overall aesthetics (design of the room), space available, as the number of staff assigned, timetable of activities (in- or outside normal working hours), light conditions (bright, medium and dark) as well as the coordination of activities with Eurojust and/or the quality and health of the plants. outgoing contractor, etc. Special emphasis shall be given on how the proposed measures will keep Based on the results of this site visit the contractor shall interruptions/disturbances at a minimum level: draw up a preliminary inventory displaying the information mentioned in position 4, bullet point d) below Please describe your roll-out plan below and bear in and shall submit it to Eurojust for prior approval. After the mind that this is subject to evaluation criterion 2.4 approval by Eurojust and after Eurojust submitted an (section B.6.)! order form the contractor shall implement the approved preliminary inventory accordingly (any deviation must be reported to Eurojust). Furthermore, the approved preliminary inventory shall become the first inventory and serve as the starting point for future updates in accordance with position 4, bullet point d below.

Roll-out plan Eurojust’s would prefer having a smooth transition from its current supplier to the one selected by this procedure. After signature of this framework contract by both parties, Eurojust will place one or more orders informing the selected market operator about the plants and planters chosen and the implementation period for installing it. Thereafter the selected market operator will have to arrange for installation at Eurojust premises in a way that Eurojust postholders have as little interruptions as possible during normal working hours (normal working hours are Monday to Friday from 08:00 to 18:00hrs). This can be achieved by any appropriate measure such as installing the plants outside normal working hours, coordination of activities with the outgoing contractor (if required) and/or any other measure suitable for keeping the aforesaid interruptions at a minimum level. 2 The services offered are compliant with Delivery and installation mandatory minimum requirements (please After signature of the framework contract the contractor check the boxes below as applicable): will be requested to comply with the following delivery □ YES □ NO schedule: a) Delivery and installation of approximately 160 plants Please list the details including documentation in Eurojust premises. The locations are the Haagse Arc in order to demonstrate compliance with the [Maanweg 174, The Hague] and Haagse Veste I mandatory minimum requirements. Simply [Saturnusstraat 9, The Hague]. The exact delivery checking the YES-box above without providing date and location will be stated in the Eurojust details or documentation will be considered as Purchase Order and will allow at least seven (7) an insufficient answer. calendar days delivery time; ... b) Delivery and installation shall be carried out by fully trained and equipped operators, identified by the contractor’s company uniform. Any boxes or containers used by the contractor for the delivery and installation shall be removed by the contractor’s staff. c) Delivery procedures must meet Eurojust standards, as specified in the “General Terms and Conditions of Eurojust Orders” [Section III of Eurojust’s Model Contract (Annex C)]. All goods must be delivered through a single delivery entrance. In order to avoid losing time, scheduling and coordination of deliveries will be an important issue. d) In addition, the contractor must comply with the applicable Eurojust security and safety rules, as specified in the “Instructions, Terms and Conditions for Companies Performing Services at the Premises of the International Criminal Court and Eurojust” [Annex III to Eurojust’s Model Contract (Annex C)]. e) Since security measures at the Eurojust premises are stringent, planning and forethought are required to meet the strict Eurojust security requirements. The contractor must, therefore, be prepared to define a planning strategy, to provide staff with a high level of trustworthiness and to use, as much as possible, a single set of workers. f) During delivery and installation, all contractor’s operators will be escorted throughout their on-site work by an Eurojust employee. g) During the delivery and installation at Eurojust the contractor’s operators shall pay attention that walls, floors and furniture are not dirtied, or – if so – the contractor’s operators shall immediately clean the dirtied spots.

3 The services offered are compliant with Maintenance services mandatory minimum requirements (please Eurojust require the contractor to provide maintenance check the boxes below as applicable): services, which include – as a minimum - the services □ YES □ NO described in this Section. a) Maintenance shall be provided by fully trained and Please list the details including documentation equipped technicians, identified by the contractor’s in order to demonstrate compliance with the company uniform. mandatory minimum requirements. Simply checking the YES-box above without providing b) The tenderer’s maintenance operators shall visit details or documentation will be considered as Eurojust at least 13 times per year (once every four an insufficient answer. weeks). c) During their maintenance visits, the contractor’s ... operators shall be responsible for: (i) Watering the plants, according to the needs of the plants, (ii) Checking the operation of the water meters (including their replacement if necessary), (iii)Applying fertilizer, according to the needs of the plants, (iv)Replenishing the plant tray with earth or hydro granules to the correct level, (v) Removing and disposing of dead and yellowed leaves, (vi)Reshaping the plant and/or professionally pruning the plant where necessary, (vii) Inspecting the plants for any disease or damage, and if necessary, protecting the plants using the legally permitted agents, (viii) Replacing any plants that are in poor condition (e.g. in case of loss of leaves, plants with many brown or yellow leaves, etc.) at no extra charge to Eurojust, (ix)Adding or replacing plant supports, such as stakes, etc., (x) Dusting the plants and/or spraying the plants to clean them, (xi)Cleaning the planters, (xii) Repairing or replacing any broken planter at no extra charge to Eurojust. d) During the maintenance work at Eurojust the contractor’s operators shall pay attention that walls, floors and furniture are not dirtied, or – if so – the contractor’s operators shall immediately report to the contact person in Eurojust Facilities Management Section, who will initiate the cleaning by Eurojust staff. e) Any waste produced during the maintenance work at Eurojust shall be removed and disposed of separately by the contractor’s staff. f) Interruptions to Eurojust staff resulting from maintenance activities shall be kept to a minimum level. g) During the maintenance visits, all contractor’s operators will be escorted throughout their on-site work by an Eurojust employee. 4 The services offered are compliant with Customer service policy mandatory minimum requirements (please The contractor shall provide Eurojust with a customer check the boxes below as applicable): service policy meeting the following requirements: □ YES □ NO a) The contractor shall identify a project manager within its organisation who will represent the single contact Please list the details including documentation point for all administrative and operational in order to demonstrate compliance with the communication with Eurojust. Similarly, Eurojust will mandatory minimum requirements. Simply designate the contact person in the Eurojust Facilities checking the YES-box above without providing Management Section in charge of handling contacts details or documentation will be considered as with the tenderer. an insufficient answer. ... b) All communications and exchange of information between Eurojust and the contractor shall be held in writing, by mail or email, and be addressed to the contractor’s project manager and to the contact person in the Eurojust Facilities Management Section respectively. c) The contractor shall guarantee a response time of maximum seven calendar days to any requests or complaints made by Eurojust. d) Each time an order is issued, the contractor shall provide Eurojust with an inventory of all plants and planters supplied, including name of the species, plant height, planter type and size, location (room number) of each plant and planter. This inventory shall be updated annually and submitted in the month following the anniversary of the day on which the framework contract was signed. e) In addition, the contractor shall provide Eurojust with the following reports edited in English and forwarded in electronic format (PDF or email text): - On quarterly basis, the contractor shall provide a report containing (i) an overview of the work carried out in the previous quarter, and (ii) an overview of the complaints and damages registered by the contractor and/or pointed out by Eurojust in the previous quarter, indicating the relevant dates, the location (room number) of the concerned plants and detailing the steps carried out by the contractor to manage the complaints/damages. The quarterly report shall be submitted to Eurojust within a month after expiry of the quarter the report refers to. f) Upon Eurojust’s special request, the contractor shall provide additional information on the performance of its services. A.3. OTHER SERVICES (mandatory) Item Specifications * Specifications Offered Notes, Number Mandatory minimum requirements remarks, ref to documentation 1 The services offered are compliant with Replacement Service initiated by Eurojust (including mandatory minimum requirements (please transportation) check the boxes below as applicable): During the implementation of the contract, the contractor □ YES □ NO shall be able - at any moment - to meet Eurojust’s requests for changing the type of plants and/or model of Please list the details including documentation planters already leased due to aesthetic or other reasons. in order to demonstrate compliance with the mandatory minimum requirements. Simply The replacement shall be carried out within a week after checking the YES-box above without providing receipt of Eurojust’s request for change. details or documentation will be considered as The replacement service shall include transportation of an insufficient answer. the outgoing (old) as well as the incoming (new) items. ... However, plants in poor condition as per item 3.c.viii. below (i.e. in case of loss of leaves, plants with many brown or yellow leaves, etc.) do not fall under this replacement services and shall be replaced by the contractor without additional charge to Eurojust.

2 Storage facility service (including transportation) The services offered are compliant with mandatory minimum requirements (please In specific situations (e.g. in case of refurbishment check the boxes below as applicable): activities) Eurojust may require the contractor to □ YES □ NO temporarily remove and store plants and planters. In such cases, the contractor shall be able to provide a storage Please list the details including documentation facility service for the temporary storage of plants and in order to demonstrate compliance with the planters including their transportation from Eurojust to mandatory minimum requirements. Simply the storage facility and back. checking the YES-box above without providing The contractor should note that it will be requested to details or documentation will be considered as remove and re-install plants and planters on the dates an insufficient answer. specified by Eurojust, which may not necessarily coincide ... with the tenderer’s regular maintenance visits at Eurojust’s premises.

The maximum time allowed for picking up items shall be seven (7) calendar days upon receipt of a request by Eurojust.

The maximum time allowed for returning items shall be seven (7) calendar days upon receipt of a request by Eurojust.

When bringing items to or returning items from the storage facility the contractor’s operators shall pay attention that walls, floors and furniture are not dirtied, or – if so – the contractor’s operators shall immediately clean the dirtied spots. A.4. Descriptions concerning qualitative evaluation criteria (mandatory as subject to evaluation) Item Specifications * Specifications Offered Notes, Number (Subject to evaluation) remarks, ref to documentation Tenderer’s are requested to provide below a description of the nominated project manager including education, work experience, and language capacities (especially his/her English skills). 1 Information about the nominated project manager Please describe below!

Tenderer’s are requested to provide below a description of the nominated operator(s) including education, work experience, and language capacities (especially his/her English skills). 2 Information about the nominated operator(s) Please describe below!

Tenderer’s are requested to provide below a description of the pool of operators including number Pool of operators of staff available, work experience, education, In case of absences of the operator nominated in Annex language skills. A.2. position 3, he/she shall be replaced by an equally 3 qualified operator. In order to maintain the neat Please describe below those operators you deem appearance of plants at all times the contractor should suited best for this contract! have a pool of qualified operators. ... A.5. OPTIONAL SUPPLIES/SERVICES (optional; not subject to evaluation)

As these supplies/services are of optional nature, they will not be considered in the evaluation of tenders. Item Specifications * Specifications Offered Notes, Number remarks, ref to documentation LEASING OF DECORATED CHRISTMAS TREES Should you offer this kind of supply/service please (including delivery and removal) specify the details below. Eurojust may be interested in leasing fully decorated ... christmas trees.

Christmas trees shall be  artificial pine trees;  available in various heights;  provided within 14 calendar days if requested by Eurojust; 1  remain at Eurojust for 30 calendar days,  removed in the first working week of the new calendar year,  decorated in tasteful style and taking the international environment into account. During installation and removal of Christmas trees the contractor’s operators shall pay attention that walls, floors and furniture are not dirtied, or – if so – the contractor’s operators shall immediately clean the dirtied spots.

2 SUPPLY OF FLOWERS (including delivery) Should you offer this kind of supply please specify the Eurojust may be interested in purchasing flowers (both details below. Tenderers may offer a variety of different bouquets and potted flowers). flower bouquets and potted flowers and are encouraged to also attach catalogues or other relevant documentation. Flowers ...  shall be delivered to Eurojust premises,  shall be available as bouquet and potted flowers,  are preferably locally grown in order to avoid transportation over long distances (i.e. as it is the case with exotic flowers)  pots and vases, shall be o returnable (to be collected by the contractor during regular maintenance services according to Annex A.3. section 3), o decorative and be of tasteful style; o made of appropriate material such as glass, metal, clay.