1_Annex1_Model Request to Participate

8/20/2019 1_Annex1_Model Request to Participate

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Restricted procedure No PR 237 – First phase

“Mission NG”

Software as a Service solution for the complete management of

the business travel administration, ticketing, expensemanagement and related processes

European Court of Auditors

ANNEX

M!"E# RE$%E&' '! PAR'(C(PA'E

Fe)ruar* 2+,



ECA – PR 237 Annex 1 – Model Request to participate

M!"E# RE$%E&' '! PAR'(C(PA'E

'A-#E !F C!N'EN'

When preparing the request, the candidates are requested to follow the structure of the modelrequest to participate as provided below:

"!C%MEN'

Mode.

rep.*

for/

P.ace in

the

re0uest

Chapter one: administrative inormation

* Co1erin .etter signed by an authorised representative of the

candidate ! including name, address, fax number and e-mail address

of the contact person responsible for submission of the request "to

#e provided$

---

* For/ for identification of the candidate "to #e completed$ !orm "

* in case of #oint request

$Poer of Attorne*% signed by the legal representatives of all the

partners of the #oint request "to #e completed$

!orm &

* in case of subcontracting

'he 0uestionnaire for su)contractin "to #e completed$

!orm (

Chapter t%o: &ocuments relatin' to the exclusion criteria

* "ec.aration of honour on rounds for e4c.usion "to #e

completed$

!or information: 'he candidate)tenderer to whom the contract is to

be awarded shall provide, within ten "+ days preceding the

signature of the contract, the following supporting documents,

confirming the declaration of honour:

• a recent extract from the #udicial record. or equivalent

• a recent certificate of having fulfilled obligations relating to

the payment of social security contributions or equivalent

• a recent certificate of having fulfilled obligations relating to

the payment of taxes or equivalent

!orm /

Chapter three: &ocuments relatin' to the selection criteria

a legal capacity

• 0ocument of incorporation and the company.s statutes with

last updates "to #e provided$

---

• 1roof of entry on the professional or trade register under the

conditions laid down by legislation in the country in which

the candidates reside "to #e provided$

---

b economic and financial capacity

2



ECA – PR 237 Annex 1 - Form 4

"!C%MEN'

Mode.

rep.*

for/

P.ace in

the

re0uest

* • 2 statement of overall turnover and a specific turnover

concerning the 'ravel and 3xpense 4anagement Software

Solutions covered by this procurement procedure, realised

over the past 3 financia. *ears &+"+, &+"" and &+"& if

available, if not &++5 to #e provided$

---

* • 2udited financial statements balance sheets, profit and loss

accounts, cash-flow statements for at least the .ast three

financia. *ears for which accounts have been closed, or

equivalent documentation e6g6 where company law in the

country in which the candidate is established does not require

publication of balance sheet "to #e provided$6

---

c technical and professional capacity

* • -rief presentation of the co/pan* history, economic

activity related to the category of services covered by the

invitation to participate "to #e provided$(

---

* • 2 list of at .east 3 si/i.ar contracts5pro6ects carried out in the

last ( years in 'ravel and 3xpense 4anagement Software-as-

a-Service SaaS based solutions proving the ( years of

e4perience6 'he following information shall be included:

key contacts, short description of the pro#ect incl6

methodological approach, key dates)milestones, results and

sums)number of man-days assigned to the contract)pro#ect,

number of users, number of processed trips per year6 Where

the services are provided to contracting authorities, evidence

of performance shall be in the form of certificates issued or

countersigned by the competent authority "to #e provided$(

---



ECA – PR 237 Annex 1 ) *orm 1

For/ For/ for identification of the candidate

to be completed

acting in the capacity of:

- member of consortium specify role 777777777776 1lease, provide as many forms as

there are economic operators in the consortium6- single candidate6

(nfor/ation to )e inc.uded in the contract in case of aard

(dentit* 2nswer

8fficial name of candidate in full

8fficial legal form

9ountry of registration

Statutory registration number

2' registration number

8fficial address of candidate in full

;nternet address < if applicable

1ersons designated to sign the contract < name

in full and function6

Contact person2nswer

=ame in full and title

!unction

9ompany name

2ddress in full

'elephone number

!ax number

3-mail address

4




For/ 2 Aree/ent 5 Poer of attorne*

Aree/ent 5 Poer of attorne*

Mode.

8"E&(GNA'(NG !NE !F '9E C!MPAN(E& !F '9E C!N&!R'(%M A& #EA"ER AN" G(:(NG A MAN"A'E '! (';

We the undersigned:

< Signatory " =ame, !unction, 9ompany, >egistered address, 2' number

< Signatory & =ame, !unction, 9ompany, >egistered address, 2' number

< 766

< Signatory = =ame, !unction, 9ompany, >egistered address, 2' number,

3ach of them having the legal capacity required to act on behalf of his)her company,

?3>3@A 2B>33 2S !8CC8WS:

"'he 3uropean 9ourt of 2uditors has awarded 9ontract =o 76 D the contract E to 9ompany ", 9ompany

&, 7, 9ompany = D the Broup 4embers E, based on the #oint request submitted by them on 7 766 for thesupply of 766 and)or the provision of services for 7 D the Supplies and)or the Services E6

&2s co-signatories of the contract, all the Broup 4embers:

a Shall be #ointly and severally liable towards the 3uropean 9ourt of 2uditors for the performance of the contract6

b Shall comply with the terms and conditions of the contract and ensure the proper execution of their respective share of the Supplies and)or the Services6

('o this effect, the Broup 4embers designate 9ompany F as Broup Ceader6 G +,-,: .he /roup 0eader has to

#e one o the /roup Mem#ersH

/1ayments by the 3uropean 9ourt of 2uditors related to the Supplies or the Services shall be made throughthe Broup Ceader.s bank account, to be specified in the contract6 or Provide details on #an! address!

account num#er! etc,6

I'he Broup 4embers grant to the Broup Ceader all the necessary powers to act on their behalf in

connection with the Supplies and)or the Services6 'his mandate involves in particular the following tasks:

a 'he Broup Ceader shall sign any contractual documents - including the contract, Specific2greements and 2mendments thereto - and issue any invoices related to the Supplies or the

Services on behalf of the Broup 4embers6

b 'he Broup Ceader shall act as single point of contact for the 3uropean 9ourt of 2uditorsin connection with the Supplies and)or the Services to be provided under the contract6 ;t shall co-

ordinate the provision of the Supplies and)or the Services by the Broup 4embers to the 3uropean

9ourt of 2uditors, and shall see to a proper administration of the contract6

2ny modification to the present agreement ) power of attorney shall be sub#ect to the 3uropean 9ourt of 2uditors

express approval6

'his agreement ) power of attorney shall expire when all the contractual obligations of the Broup 4embers towardsthe 3uropean 9ourt of 2uditors in connection with the Supplies and)or the Services to be provided under the

contract have ceased to exist6 'he parties cannot terminate it before that date without the 9ourt.s consent6

Signed in 7776 on 77766 777

=ame =ame!unction !unction9ompany 9ompany


5




Aree/ent 5 Poer of attorne*

Mode. 2

8CREA'(NG '9E GR!%P A& A &EPARA'E EN'('<= APP!(N'(NG A C!N&!R'(%M MANAGER AN" G(:(NG A MAN"A'E

'! 9(M59ER ;

We the undersigned:

< Signatory " =ame, !unction, 9ompany, >egistered address, 2' number

< Signatory & =ame, !unction, 9ompany, >egistered address, 2' number

< 766

< Signatory = =ame, !unction, 9ompany, >egistered address, 2' number,

each of them having the legal capacity required to act on behalf of his)her company,

?3>3@A 2B>33 2S !8CC8WS:

"'he 3uropean 9ourt of 2uditors has awarded the contract =o 76 D the contract E to 9ompany ",

9ompany &, 7, 9ompany = D the Broup 4embers E, based on the #oint request submitted by them on 7766 for the supply of 766 and)or the provision of services for 7 D the Supplies and)or the Services E6

&2s co-signatories of the contract, all the Broup 4embers:

a Shall be #ointly and severally liable towards the 3uropean 9ourt of 2uditors for the performance of the contract6

b Shall comply with the terms and conditions of the contract and ensure the proper execution of their respective share of the Supplies and)or the Services6

('o this effect, the Broup 4embers have set up under the laws of 776 the Broup 766 D the Broup E6 'heBroup has the legal form of a ,4,, Provide details on re'istration o the /roup: 5A. num#er! .rade re'ister!

etc,,

/1ayments by the 3uropean 9ourt of 2uditors related to the Supplies or the Services shall be made throughthe Broup.s bank account, to be specified in the contract6 or 6 Provide details on #an! address! account

num#er! etc,,

I'he Broup 4embers appoint 4r6)4s 776 as Broup 4anager6

J'he Broup 4embers grant to the Broup 4anager all the necessary powers to act alone on their behalf in

connection with the Supplies and)or the Services6 'his mandate involves in particular the following tasks:

a 'he Broup 4anager shall sign any contractual documents Kincluding the contract,Specific 2greements and 2mendments theretoK and issue any invoices related to the Supplies or

the Services on behalf of the Broup 4embers6

b 'he Broup 4anager shall act as a single point of contact for the 3uropean 9ourt of 2uditors in connection with the Supplies and)or the Services to be provided under the contract6

?e)she shall co-ordinate the provision of the Supplies and)or the Services by the Broup 4embersto the 3uropean 9ourt of 2uditors, and shall see to a proper administration of the contract6 2nymodification to the present agreement ) power of attorney shall be sub#ect to the 3uropean 9ourtof 2uditors express approval6

'his agreement ) power of attorney shall expire when all the contractual obligations of the Broup 4embers towardsthe 3uropean 9ourt of 2uditors in connection with the Supplies and)or the Services to be provided under thecontract have ceased to exist6 'he parties cannot terminate it before that date without the 9ourt.s consent6

Signed in 77766 on 77766 777

=ame =ame

!unction !unction9ompany 9ompany


6




For/ 3 $uestionnaire for su)contractin

'his questionnaire only has to be completed if your request to participate involves subcontracting and

must be signed by a legal representative of the candidate and of the subcontractor6 1lease, provide as

many questionnaires as there are subcontractors6

Reasons= ro.es= acti1ities and responsi)i.ities of su)contractors

1lease complete this page once for each subcontractor:

=ame of the subcontractor:

77676777777777777677777777777777766

8fficial legal form:

77676777777777777677777777777777766776767777

Statutory registration number:

77676777777777777677777777777777766

8fficial address in full:

77676777777777777677777777777777766

9ontact person:

77676777777777777677777777777777766

'elephone number:

77676777777777777677777777777777766

>easons for subcontracting:77676777777777777677777777777777766

Services to be subcontracted:

77676777777777777677777777777777766

'he volume or the proportion of the subcontracting:

77676777777777777677777777777777766

#etter of intent 8to )e sined )* the candidate;

; intend to have recourse to the above- mentioned subcontractor on the referenced pro#ect for thescope of work indicated upon award of the contract to my company6

!ull name Signature of the candidate 0ate

#etter of intent 8to )e sined )* the su)contractor;

; intend to work on the above-named pro#ect and perform the indicated scope of work, upon

award of the contract to the candidate)tenderer indicated above6

!ull name Signature of the subcontractor 0ate

7




For/ , "ec.aration of honour

"ec.aration of honour on

e4c.usion criteria and a)sence of conf.ict of interest

"Complete or delete the parts in 're6 italics in parenthese$G9hoose options for parts in grey between square bracketsH

'he undersigned "insert name o the si'nator6 o this orm$:

in GhisHGherH own name " or a natural person$

or

representing the following legal person: " onl6 i the economic operator is a le'al

person$

full official name:

official legal form:

full official address:2' registration number:

declares that Gthe above-mentioned legal personHGheHGsheH is not in one of the following

situations:

a is bankrupt or being wound up, is having its affairs administered by the courts, has entered

into an arrangement with creditors, has suspended business activities, is the sub#ect of

proceedings concerning those matters, or is in any analogous situation arising from a similar

procedure provided for in national legislation or regulations

b has been convicted of an offence concerning professional conduct by a #udgment of a

competent authority of a 4ember State which has the force of res udicatac has been guilty of grave professional misconduct proven by any means which the contracting

authorities can #ustify including by decisions of the 3uropean ;nvestment @ank and

international organisations

d is not in compliance with all its obligations relating to the payment of social security

contributions and the payment of taxes in accordance with the legal provisions of the country

in which it is established, with those of the country of the contracting authority and those of

the country where the contract is to be performed

e has been the sub#ect of a #udgement which has the force of res udicata for fraud, corruption,

involvement in a criminal organisation, money laundering or any other illegal activity, where

such activity is detrimental to the LnionMs financial interestsf is a sub#ect of an administrative penalty for being guilty of misrepresentation in supplying

the information required by the contracting authority as a condition of participation in a

procurement procedure or failing to supply this information, or having been declared to be in

serious breach of its obligations under contracts covered by the LnionMs budget6

"8nl6 or le'al persons other than Mem#er 9tates and local authorities! other%ise delete $

declares that the natural persons with power of representation, decision-making or

control" over the above-mentioned legal entity are not in the situations referred to in b

and e above

" 'his covers the company directors, members of the management or supervisory bodies, and cases where

one natural person holds a ma#ority of shares6

8




declares that Gthe above-mentioned legal personHGheHGsheH:

g has no conflict of interest in connection with the contract a conflict of interest could arise in

particular as a result of economic interests, political or national affinity, family, emotional life

or any other shared interest

h will inform the contracting authority, without delay, of any situation considered a conflict of

interest or which could give rise to a conflict of interest

i has not granted and will not grant, has not sought and will not seek, has not attempted and

will not attempt to obtain, and has not accepted and will not accept any advantage, financial

or in kind, to or from any party whatsoever, where such advantage constitutes an illegal

practice or involves corruption, either directly or indirectly, inasmuch as it is an incentive or

reward relating to award of the contract

# provided accurate, sincere and complete information to the contracting authority within the

context of this procurement procedure

acknowledges that Gthe above-mentioned legal personHGheHGsheH may be sub#ect to

administrative and financial penalties& if any of the declarations or information provided

prove to be false6;n case of award of contract, the following evidence shall be provided upon request and within

the time limit set by the contracting authority:

For situations described in (a), (b) and (e), production of a recent extract from the judicial record is required or,failing that, a recent equivalent document issued by a judicial or administrative authority in the country of originor provenance showing that those requirements are satisfied. Where the candidate is a legal person and thenational legislation of the country in which the candidate is established does not allow the provision of suchdocuments for legal persons, the documents should be provided for natural persons, such as the companydirectors or any person with powers of representation, decision maing or control in relation to the candidate.

For the situation described in point (d) above, recent certificates or letters issued by the competent authorities ofthe !tate concerned are required. "hese documents must provide evidence covering all taxes and social

security contributions for which the candidate is liable, including for example, #$", income tax (natural personsonly), company tax (legal persons only) and social security contributions.

For any of the situations (a), (b), (d) or (e), where any document described in two paragraphs above is notissued in the country concerned, it may be replaced by a sworn or, failing that, a solemn statement made by theinterested party before a judicial or administrative authority, a notary or a qualified professional body in hiscountry of origin or provenance.

%f the candidate is a legal person, information on the natural persons with power of representation, decisionmaing or control over the legal person shall be provided only upon request by the contracting authority.

!ull name 0ate Signature

& 2s provided for in 2rticle "+5 of the !inancial >egulation 3L, 3uratom 5JJ)&+"& and 2rticle "/I of

the >ules of 2pplication of the !inancial >egulation

9

1_Annex1_Model Request to Participate

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