CALL FOR OFFERS:
Supply of IT services to the Council of Europe Office in Belgrade
Within the framework of the operation of the Council of Europe Office in Belgrade, the Council of Europe is organising a Call for Offers with a view to awarding a framework contract for the supply of services for maintaining the information technology infrastructure and providing desktop support.
The Council of Europe Office in Belgrade employs presently 19 staff members. Each staff member has one desktop computer. Each computer runs Win7 and MSOffice 2010. A local area network exists and is managed by a server running server 2012 and by a Cisco 3750X 48 ports managed switch. The server and desktops have routine maintenance carried out from Strasbourg (updates, upgrades, server administration, virus management,...)
Each user has the possibility to reach the Strasbourg support services whenever necessary.
The Office also operates a small number of laptops. The office also has one multifunction printer and tree photocopy machines. Each user operates an email account which is physically stored and managed from the Strasbourg campus. Users store data locally on the Office server. The data from the server is backed up from and in Strasbourg on a daily basis.
The Office subnet is part of the main domain in Strasbourg; the two are connected via an IPSec VPN using Cisco 3000 routing items.
The Office uses TrixBox VoIP system running on HP 1100 ML G6 server. 22 IP phones are installed (Cisco SPA540G). The VoIP system functions as a separate LAN over Cisco SF 300 Managed switch (power over Ethernet) 24 ports 10/100. Remote connection could be established.
Technical room is secured with AXIS M1054 IP Camera installed on MSI WindBox II. “Net Avis Observer Basic” software is installed (motion detection, night vision, automatic flash light and sound warning)
Remote control to the office IT infrastructure can be established.
All bidders are required to meet the following criteria:
· supply goods and services originating in members states of the Council of Europe;
· have experience in IT services including printers, scanners and photocopy machines and supporting Microsoft desktop products;
· be a registered company;
· ability to organise attendance at the Council of Europe Office in Belgrade at the following address :
Council of Europe Office in Belgrade
Blue Center
Spanskih boraca 3
11070 Belgrade
Serbia
The object of the framework contract concerns the supply of services and their delivery to the Council of Europe Office in Belgrade.
The services to be provided are defined as follows :
- Provide first level desktop support via telephone or email to users during the working hours[1] for problems not manageable from Strasbourg;
- Be able to provide second level support and to attend a problem in the Council of Europe Office in Belgrade whenever necessary within 4 working hours;
- Be able to provide third level support (changing of parts, installation of parts and software troubleshooting);
- Be able to provide support and assistance in English whenever necessary;
- Deal with the office IT service providers (internet, phone, hardware, …) whenever it is necessary;
- Manage server interventions when instructed by the Strasbourg based IT department;
- Assist with installation of the software/hardware of the Council of Europe Office in Belgrade whenever requested;
- Any other IT request, made by either the Head of Office in Belgrade or Strasbourg based IT department, relating to the Council of Europe premises in Belgrade.
Bidders will be assessed, according to the following weighing factors, on:
- Previous experience of working with international organisations and/or other donors of technical assistance projects
- Total number of staff of the company
- Staff foreseen for the execution of the contract
Bidders will be excluded from the consultation process if they:
· Are subject to bankruptcy, liquidation, legal termination, arrangement with creditors or any other similar procedure;
Have been finally convicted (withno possibility of appeal) of an offence concerning their professional conduct;
· Have been found guilty of grave professional misconduct;
· Have failed to fulfil their obligations relating to the payment of taxes or social security contributions;
· Do not have sufficient company capital to cover the scope of the tasks envisaged;
Bids accompanied by a duly completed checklist (model attached hereto as Appendix I) must be submitted, by no later than 18 May 2016 at 23h59 to the email address [email protected]
The decision of the Council of Europe to accept or reject a bid is not subject to appeal.
The Council of Europe reserves the right not to contact bidders concerning this call for offers if the bid does not satisfy the specified criteria or fails to supply some of the information requested.
The contract will be awarded in November 2015 based on a recommendation by the Council of Europe’s experts and the planned starting date for the execution of the contract is 1 June 2016
The bid does not need to cover any parts or software. If any parts or software need to be purchased then these will go through the internal CoE purchasing procedures.
Any dispute between the Council of Europe Secretariat and the contractor concerning the interpretation or execution of the framework contract in respect of which the parties cannot arrive at a friendly settlement will, in accordance with Article 21 of the above-mentioned General Agreement, be submitted to arbitration under the conditions laid down in the Secretary General’s Rule 481 of 27 February 1976, as approved by the Committee of Ministers.
[1] The working hours at the Council of Europe Office in Belgrade are from Monday to Friday from 9AM to 6PM, excluding holidays, on a basis of about 245 working days. Holidays are those as decided by the Council.