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Invitation to tender and Annexes A, B, C, E & F (MS WORD format)2013/PO/EJ/7 - Provision of independent professional insurance brokerage and insurance advice services

Procurement Sector

19 April 2013

Invitation to tender and Annexes A, B, C, E & F (MS WORD format)

Table of Contents

Foreword.............................................................................................................................................................................................. 2

1. introduction.............................................................................................................................................................................. 3

1.1. Eurojust.............................................................................................................................................................................3

1.2. overview of the required services.........................................................................................................................4

1.3. brief description of the required services..........................................................................................................4

2. specific tendering information for this procedure..................................................................................................5

2.1. timetable...........................................................................................................................................................................5

2.2. lots....................................................................................................................................................................................... 6

2.3. exclusion criteria...........................................................................................................................................................6

2.4. selection criteria............................................................................................................................................................6

2.4.1. technical and professional capacity............................................................................................................6

2.4.2. economic and financial capacity...................................................................................................................7

2.4.3. legal capacity.........................................................................................................................................................7

2.5. award criteria.................................................................................................................................................................7

2.6. consortia and subcontracting...............................................................................................................................11

2.6.1. Consortia..............................................................................................................................................................11

2.6.2. Subcontracting and applicable thresholds............................................................................................11

2.7. variants........................................................................................................................................................................... 11

3. content of the tender..........................................................................................................................................................12

3.1. eligibility, capacity and supporting documents (envelope A):...............................................................12

3.2. technical proposal (envelope B)..........................................................................................................................12

3.3. financial proposal (envelope C)...........................................................................................................................12

3.4. submitting an offer....................................................................................................................................................13

Annexes:Annex A – Terms of Reference

Annex B – Technical Proposal Form

Annex C - Pricing Form

Annex D - Model Contract

Annex E – Current Insurance Policy Details

Annex F – Claims History

2013/PO/EJ/7 Last updated: 18-Sep-2013 Page 1 of 29


ForewordWe thank you for the interest you have shown in this procurement procedure which consists of the following documentation:

The contract notice

This invitation to tender and its annexes

Instructions to tenderers and conditions applicable to Eurojust tenders

Tender administrative forms for Eurojust tenders.

Although the above documents constitute the complete tendering package for this tender, Candidates are invited to check regularly the Eurojust website where any additional information or clarifications concerning this procedure will be made available.

The terms of this invitation to tender and its annexes shall take precedence over the terms of the Ìnstruction to tenderers and conditions applicable to Eurojust tenders` and `Tender administrative forms for Eurojust tenders`.

1. introduction

1.1. Eurojust

The Council Decision 2002/187/JHA of 28 February 2002 setting up Eurojust with a view to reinforcing the fight against serious crime, established Eurojust as a “body of the Union” with legal personality.

Eurojust stimulates and improves the coordination of investigations and prosecutions between the competent authorities in the Member States and improves the cooperation between the competent authorities of the Member States, in particular by facilitating the execution of international mutual legal assistance and the implementation of extradition requests. Eurojust supports in any way possible the competent authorities of the Member States to render their investigations and prosecutions more effective when dealing with cross-border crime.

Further information on Eurojust’s activities is available on its website at the address http://www.eurojust.europa.eu.

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http://www.eurojust.europa.eu/

http://www.eurojust.europa.eu/doclibrary/Eurojust-framework/ejdecision/Eurojust%20Decision%20(Council%20Decision%202002-187-JHA)/Eurojust-Council-Decision-2002-187-JHA-EN.pdf


1.2. overview of the required services

TitleIndependent professional insurance brokerage and insurance advice services

Procedure Open

Expected Start

Type of contract Framework, Fixed Amount Service

Duration Q4 2013/Q1 2014

Maximum estimated expenditure

2 years + renewable for 1 + 1 years

Main place of delivery 400,000 euro over complete duration of contract

Lots The Hague, The Netherlands

Variants This tender is not divided into Lots

Consortia Not permitted

Subcontracting Permitted but must be clearly described in the tender.

1.3. brief description of the required services

Provision of independent professional insurance brokerage services and advice as described in Annex A (Terms of Reference).

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2. specific tendering information for this procedure

2.1. timetable

Milestone Deadline* Notes

Deadline for sending requests for additional information

20/09/2013

at 14.00 CET

See point 2 of Ìnstructions to tenderers and conditions applicable to Eurojust tenders` (I&C) for additional information

Deadline for dispatching tenders 08/10/2013

at 14.00 CET

See points 8, 9, 10 of I&C for additional information

Deadline for registering at the public opening session

11/10/2013

at 14.00 CET

See point 13 of I&C for additional information

Opening session 15/10/2013

at 14.00 CET

The public opening session will take place at Eurojust’s premises, Saturnusstraat 9, 2516 AD, The Hague (NL).

First meeting of the evaluation committee

Within 4 weeks following the public opening session

Estimated

Notification of the outcome of the tender to the successful and unsuccessful tenderers

Within 1 week

after the award decision is signed

Signature of the contract for the required services [and/or supplies]

1st quarter of 2014 Estimated

CET = Central European Time

Please note that Eurojust holidays for the remainder of 2013 are as follows:

1 November. 24-31 December.

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2.2. lots

This tender is not divided into lots. The tenderer must be able to provide all goods and services requested in Annex A.

2.3. exclusion criteria

Requirement:

In order to participate in this tender, tenderers must not be in one of the situations described in point 3 of Ìnstructions to tenderers and conditions applicable to Eurojust tenders`.

Proof of the above is to be provided by:

Signed tenderer declaration found in Form 2 of the `tenderer administrative forms for Eurojust tenders.

2.4. selection criteria

Tenderers must have the overall capabilities (technical & professional, economic & financial, and legal) to perform the contract. If any of the selection criteria listed below are not fulfilled, tenders may not be selected for evaluation.

2.4.1. technical and professional capacity

Requirements:

a) Tenderers must have a minimum relevant experience of at least three (3) years in providing the services as stated in the technical specifications.

b) Qualifications and professional experience of the tenderer’s staff members who will deliver the contracted services to Eurojust.

c) Tenderers must be authorized to carry out insurance intermediation activities.


Ad a)

a brief history of the company, including length of time in business, overall size and description of activities relating to the services of the type required in this invitation to tender;

a list of the main contracts achieved in the past three years specifying the value, dates and recipients of the services provided, covering the same kind and quantity as requested in this invitation to tender;

Ad b)

Curricula Vitae clearly showing the qualifications and professional experience of the tenderer’s staff members who will render the services in question to Eurojust including the period which they have been employed by the tenderer.

Ad c)

Provision of evidence that the tenderer is authorized to carry out insurance intermediation activities (certificates or alike).

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2.4.2. economic and financial capacity

Requirement:

The tenderer must be in a stable financial position and have the financial capacity to provide the required services/supplies.


Copies of the balance sheets and economic outturn (profit & loss) statements covering at least the last two years for which accounts have been closed where publication of them is required under the company law of the country in which the economic operator is established. These documents must be produced and/or certified by certified auditors or similar operators or as required by the law of the country where the economic operator is established;

Form 6 - Financial Capacity Form of the ‘tender administrative forms for Eurojust tenders’ duly filled in and signed by a legal representative of the tenderer or its auditors.

If the tenderer is unable to provide the aforementioned documents at the tender stage, e.g. if publication of these is not required under the company law of the country in which the economic operator is established etc., other documentation, proving the stable financial position may be acceptable. Such other proof may be a letter/statement by certified auditors confirming the required financial data or the financial stability of the respective economic operator.

2.4.3. legal capacity

Requirement:

The tenderer must prove that they are authorised to perform the contract under national law.


a certificate of registration in the relevant trade or professional registers in the country of establishment/incorporation. If the tenderer is not required or allowed to register in such a register for reasons related to its statute or legal status, Eurojust shall accept, as satisfactory evidence, a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.

2.5. award criteria

Tenderers who have proved their eligibility to tender on the grounds of the exclusion criteria and have demonstrated the appropriate capacity to perform the contract on the grounds of selection criteria, will be assessed solely on the basis of the award criteria, which serve to identify the most economically advantageous tender.

The following award criteria will be applied:

Quality award criteria (Q) weighting

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Administration of the contract 30

Service Delivery 40

Market Knowledge 30

Total quality score 100

Tenders will be evaluated in descending order against the above award criteria.

Tenders scoring less than 60% of the overall quality total will be excluded from the rest of the evaluation procedure.

The financial offer will be evaluated on the basis of the criteria listed below:

a) Financial score I

Total price for the annual lump sum as offered in Part I of Annex C Financial Proposal (maximum 50 points), and

b) Financial score II

The aggregated percentages as offered in Part II of Annex C Financial Proposal ((maximum 50 points).

c) The total financial score is the sum of the financial scores I and II.

Ad a) Calculation of Financial score I

The lowest and highest offered total price for the annual lump sum will be identified. The lowest offer shall receive the maximum score of 50 points and the highest offer shall receive 0 points. Offers in between will be allocated scores according to the following principle:

Step 1 The difference between highest and lowest total price for the annual lump sum will be calculated.

Step 2 The maximum score or 50 points will be divided by the difference in order to establish the ratio scores/EUR

Step 3 The differences in EUR between the lowest offer and all other offers will be calculated.

Step 4 Each of these differences will be multiplied with the ratio calculated in step 2.

Step 5 The result of this multiplication will be deducted from the maximum score of 50 and represents the Financial score I obtained by the tender concerned.

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For example:

Tender A B C D

Annual lump sums offered EUR 9,500 EUR 1,800 EUR 5,000 EUR 2,500

highest lowest

Step 1 9,500 – 1,800 = 7,700

Step 2 50/7,770 = 0.0064935

Step 3 and 4 Calculation of the price differences between tenders A, C, D and the lowest offer:

Tender A: 9,500 – 1,800 = 7,700*0.0064935 = 50

Tender B: 1800 – 1800 = 0*0.0064935 = 0

Tender C: 5,000 – 1,800 = 3,200*0.0064935 = 20,78

Tender D: 2,500 – 1,800 = 700*0.0064935= 4,55

Step 5 Financial score I = Maximum score minus the results of step 4

Tender A = 50 – 50 = 0

Tender B = 50 – 0 = 50

Tender C = 50 – 20.78 = 29.22

Tender D = 50 – 4.55 = 45.45

Ad b) Calculation of Financial score II

The lowest and highest offered aggregated percentage (as per part II of the financial proposal) will be identified. Lowest aggregated percentage shall receive the maximum score of 50 points and the highest offer shall receive 0 points. Offers in between will be allocated scores according to the following principle:

Step 1 The difference between highest and lowest aggregated percentages will be calculated.

Step 2 The maximum score of 50 points will be divided by the difference in order to establish the ratio percentage/EUR

Step 3 The differences in percent between the lowest offer and all other offers will be calculated.

Step 4 Each of those differences will be multiplied with the ratio calculated in step 2.

Step 5 The result of this multiplication will be deducted from the maximum score of 50 and represents the Financial score II obtained by the tender concerned.

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For example:

Tender A B C D

Aggregated percentages 9% 15% 12% 18%

lowest highest

Step 1 18 – 9= 9

Step 2 50/9 = 5.55’

Step 3 and 4 Calculation of the differences in the quoted percentages between tenders B, C,D and the lowest offer:

Tender A: 9– 9= 0*5.55’ = 0

Tender B: 15– 9= 6*5.55’ = 33.33’

Tender C: 12 – 9 = 3 *5.55’ = 16.66’

Tender D: 18 – 9= 9*5.55’ = 50

Step 5 Financial score II = Maximum score minus the results of step 4

Tender A = 50 – 0= 50

Tender B = 50 – 33.33’ = 16.66’

Tender C = 50 – 16.66’ = 33.33’

Tender D = 50 – 50 = 0

Ad c) Calculation of the total financial score:

The total financial score is the sum of the financial scores I and II.

Example:

Tender Financial score I Financial score II Total Financial score

A 0 50 50

B 50 16.66’ 66.66’

C 29.22 33.33’ 62.55

D 45.45 0 45.45

Final Scores will be allocated as follows

For this tender the Quality weighting will be 70 and the Price weighting will be 30.

The award will be based on the following formula:

Final Score = Total quality score x 0.7 +Total financial score x 0.3

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2.6. consortia and subcontracting

2.6.1. Consortia

Consortia of economic operators are authorised to submit tenders in compliance with the terms and conditions provided in point 15 of Ìnstructions to tenderers and conditions applicable to Eurojust tenders`.

2.6.2. Subcontracting and applicable thresholds

The tenderer may subcontract the tasks specified in the technical specifications to other economic operators in compliance with the terms and conditions for subcontracting specified in point 15 of Ìnstructions to tenderers and conditions applicable to Eurojust tenders`.

If the tenderer intends to subcontract above 50% of the total contract amount to other economic operators, and the subcontractor(s) is/are already identified, the tenderer shall provide the following documentation for each subcontractor as defined in point 2.3 and 2.4 of the invitation to tender:

Forms 3 and 5 of the `Tender administrative forms for Eurojust tenders`.

Documentation related to the technical and professional capacity of the subcontractor (documentation to be provided to the extent of the activities that will be subcontracted);

Documentation related to the economic and financial capacity of the subcontractor;

Documentation related to the legal capacity of the subcontractor;

2.7. variants

Variations on the requirements of the technical specifications are not allowed.

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3. content of the tenderTenders must be comprised of the following three important elements:

3.1. eligibility, capacity and supporting documents (envelope A):

Tenderers must complete one original of the relative `tender administrative forms for Eurojust tenders’ and attach one original (clearly marked original) and 3 copies (clearly marked copy) of all additional documents requested under selection criteria in point 2.4 of this document.

3.2. technical proposal (envelope B)

The technical proposal must consist of a clear and comprehensive response to all requirements of the technical specifications. Tenderers must provide one original (clearly marked original) and 3 copies (clearly marked copy) of the technical proposal.

The technical proposal shall be based on the Technical Proposal Form, which can be found in Annex B.

3.3. financial proposal (envelope C)

The financial proposal shall be based on the Pricing Form found in Annex C and must be filled in according to the instructions contained therein.

Please note that:

Each page of the Pricing Form must be signed by a legal representative of the tenderer.

Financial proposals will be compared on the basis of the price of the annual lump sum for services and the aggregated brokerage fees in percent from the net-insurance premium (%) as quoted by the tenderer per type of insurance listed in Annex C, Financial Proposal.

Prices must be quoted inclusive of all costs and expenses directly and indirectly connected with the services to be provided.

All prices must be quoted in Euro, and where necessary, using the conversion rates published in the C series of the Official Journal of the European Union on the day when the offer is issued. This information is also available on the website of the European Central Bank at the following URL: http://www.ecb.int/stats/eurofxref/.

The brokerage fees in percent per type of insurance as quoted by the tenderer in his financial proposal shall represent the maximum brokerage fees the successful tenderer is allowed to charge for insurance policies taken out during the implementation period of the framework contract (i.e. the successful tenderer must not exceed his initially quoted brokerage fees in the respective type of insurance).

For tenderers to which the exemption does not apply under their national law, the financial proposal shall clearly state the prices exclusive of taxes, together with the corresponding tax.

The financial proposal should be completely unambiguous and will be disqualified if it contains any statements preventing an accurate and complete comparison of the offers (such as “To be discussed”, “Depending on x”, etc.) or referring to external circumstances (such as an already existing but separate contract).

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3.4. submitting an offer

Please refer to the document Ìnstructions to tenderers and conditions applicable to Eurojust tenders` where all instructions on how to submit a tender are contained.

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ANNEX ATERMS OF REFERENCE

1. SUBJECTThe scope of this open procurement procedure is the award of a service contract for the provision of independent professional insurance broking and insurance advice services to Eurojust with total contract duration of 4 years and a budget ceiling not exceeding 400.000,00 EUR.

2. BACKGROUND INFORMATIONEurojust was established in 2002. Its mission is to support and strengthen coordination and cooperation between national authorities in fighting serious cross-border crime that affects the European Union (hereinafter “EU”).

Each of the EU-Member States seconds a senior representative to work at Eurojust in The Hague. These representatives are experienced prosecutors, judges or police officers of equivalent competence and they are in charge of carrying out Eurojust’s mandate to coordinate national authorities at every stage of criminal investigation and prosecution. They also resolve the challenges and practical problems arising from the differences between the legal systems of the Member States.

National Members, who form the College of Eurojust, are supported by Deputies, Assistants and Seconded National Experts. Where Eurojust has a cooperation agreement with a third State, Liaison Magistrates from that third State may work at Eurojust. Currently, liaison Magistrates from Croatia, Norway and the USA are attached to Eurojust. Recent EU legislation also provides that Eurojust may post Liaison Magistrates to third States.

Eurojust is also home to the secretariats of the European Judicial Network, the Network of contact points for genocide, crimes against humanity and war crimes, and the Network for Joint Investigation Teams.

Eurojust deals with roughly 1500 cases per year. It also holds approximately 190 coordination meetings per year. These meetings bring together national judicial, investigatory and prosecuting authorities from Member States and, where appropriate, third States. At these meetings, casework issues are resolved and plans for operational actions such simultaneous arrests and searches are developed.

ORGANISATION AND STRUCTUREThe College is supported in its day-to-day activities by an administrative organisation composed of several units: Budget, Finance & Procurement, Corporate Services, Human Resources, Information Management, the Legal Service, the Case Analysis Unit, the Secretariat of the European Judicial Network (EJN), the Joint Investigation Teams Network Secretariat (JITS) and the Genocide Network Secretariat. In addition, three dedicated services support the College: Data Protection, Press & PR, and the College Secretariat.

In the near future, Eurojust will continue to grow in terms of volume of activities, administrative functions and number of employees. The number of post-holders in Eurojust in 2012 was approximately 250.

Further information on Eurojust’s activities is available on its website at the address http://www.eurojust.europa.eu.

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Eurojust is located in The Hague, The Netherlands, and currently occupies two buildings: the “Haagse Arc” located at the Maanweg 174 and the “Haagse Veste I” building at the Saturnusstraat 9. However, during the 2 + 1 + 1 years implementation period of this contract it is expected that Eurojust is moving to its new final premises that is going to be located in The Hague, where all staff will merged into one building.

In compliance with its function according to the Eurojust Decision, Eurojust regularly hosts coordination meetings between investigators and prosecutors from different States, involving also external guests. Furthermore Eurojust conducts a large number of internal meetings.

In the last years the number of meetings and study visits hosted at Eurojust premises has increased, together with the driving needs to shuttle Eurojust guests and post-holders with their luggage to and from airports, stations, hotels and similar locations. The fleet of cars has expanded accordingly and at the moment consists of 6 cars.

In the same way, missions of postholders increased. In 2012 about 1835 missions and a total of 6629 days of mission took place: 90% of those missions took place within the European Union and around 10% outside (the most frequent outside EU destination are Republic of Serbia, Turkey, Switzerland, Latin America; more rarely Africa, United States, Russia, China and Thailand).

Following what is explained above, Eurojust technical equipment and installations, including but not limited to IT infrastructure and computing/audiovisual equipment, needs to be insured against damage and theft, when:

located at Eurojust buildings;

in transit between the two buildings;

used outside of Eurojust premises, also abroad (when taken on missions).

For this reason adequate insurance coverage is important for Eurojust. Annex E lists all the insurance policies currently in force, however additional policies may be required in the future.

3. REQUIREMENTS

3.1 Services to be provided

Eurojust is undertaking an open procurement procedure for the award of a framework contract for the provision of independent professional insurance brokerage and insurance advice services for a range of general insurances. The selected professional insurance brokerage shall render the following services for all types of insurances (non-exhaustive enumeration):

1. Independent professional advice either on its own initiative or on Eurojust’s request on:

a. Insurance coverage (current situation is displayed in Annex E) that meets the needs of Eurojust including risk analysis, development of a coverage concept, researching the market in order to find the most cost effective insurance policies.

b. The current status of the insurance market and how Eurojust’s insurance requirements can most effectively be presented to insurers including the provision of information regarding changes incurred in policies, insurance market, national legislation and any other issues affecting Eurojust’s insurance policies in force.

c. The suitability and solvency status of the proposed insurers.

2. Prior to each insurance policy placement or renewal the insurance broker shall prospect the insurance market whilst taking Eurojust’s insurance coverage requirements and the agreed strategy into account.

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3. Placement and renewal of Eurojust’s insurances with suitable insurance providers at all times ensuring such placements are for the benefit of Eurojust.

4. Continuous management, administration and improvement of Eurojust’s insurance coverage, including renewing or amending existing policies, and regular reporting on the state of play of the insurance policies in force.

5. Handling of all claims arising under insurance policies in force, ensuring their follow up until settlement.

6. Function as a central paying agent, i.e. the insurance broker shall issue and submit all invoices concerning premiums to Eurojust and Eurojust shall pay the amounts due to the account designated by the insurance broker with discharging effect. The insurance broker shall invoice premiums only after Eurojust has received and approved the corresponding insurance policies.

3.2 Performance of servicesWithin 10 working days when requested by Eurojust to investigate and negotiate a new insurance policy and, in any case, at least three months before an insurance policy currently in place is about to expire, the insurance broker shall submit at least three alternative proposals to Eurojust (provided there is a sufficient number of market operators available), specifying the advantages and disadvantages of each proposed policy and its suitability to Eurojust’s needs. Details and advice regarding specific clauses, terms and conditions shall be provided to Eurojust by the insurance broker. The insurance broker shall avoid any period of gap in the insurance coverage of Eurojust.

In any case, Eurojust will approve/disapprove in writing the solutions proposed by the insurance broker. The insurance broker is an agent of Eurojust and as such cannot take decisions without Eurojust’s prior written approval.

Once a proposed insurance policy is approved in writing by Eurojust the insurance broker shall take out that policy with the insurer. By giving the written approval Eurojust also accepts the terms and conditions set in the insurance policy.

If requested by Eurojust, the insurance broker shall be available to attend meetings at Eurojust premises, however no travel, accommodation or subsistence expenses incurred will be reimbursed by Eurojust.

Invoices shall be submitted exclusively by the insurance broker to Eurojust and all payments shall be made only to the insurance broker and not to the insurer. All premiums shall be invoiced to Eurojust displaying separately the amounts applicable for insurance tax and any other fee(s) charged to Eurojust.

Eurojust shall be updated on the state of play of the insurance policies in force at least every 6 months or whenever requested by Eurojust.

3.3 Communication policy and customer supportAll communications and information exchange with Eurojust shall be in writing (by fax or e-mail).

The insurance broker shall guarantee the assistance of a fixed contact person within its organisation, who will represent the single point of contact for all operational and administrative communications with Eurojust. The contact person will supervise and manage all the requests received from Eurojust and liaise with the contact persons designated by Eurojust. Eurojust shall not be deemed responsible for contacts and/or requests the insurance broker may receive from Eurojust staff other than the designated contact persons.

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For any requests related to insurance coverage, changes in policies and/or the services carried out by the insurance broker, whenever requested by Eurojust, the insurance broker shall provide Eurojust with an immediate written confirmation of receipt – within maximum 2 working days from the date of the request – specifying the measures to be undertaken.

Any correspondence and documents relating to the performance of this contract – including the insurance policies signed with the underwriters - shall be written in English.

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ANNEX BTechnical Proposal Form

Administration of the contract (30)

Question #1:

Describe in detail the steps involved in setting up the account for Eurojust. Include information of the team involved, structure and analysis of Eurojust’s requirements.

Answer #1:

Question #2:

Describe how you intend to interact and communicate with the Eurojust during performance of the services.

Answer #2:

Questions #3:

Describe the quality management systems you have in place in order to ensure a high level of customer service.

Answer #3:

Service Delivery (40)

Question #1:

Explain your brokerage and technical resources to advise and place all types of insurances that you consider relevant to Eurojust. How will these resources ensure independent advice?

Answer #1:

Question #2:

Please describe in general the methodology applied for requests for quotation from insurers. In addition, please indicate the criteria applied for selecting insurers and identifying the most beneficial insurance policy for Eurojust. How many insurers would a request for quotation of a specific insurance be addressed to.

Answer #1:

Question #3:

Describe how and by whom insurance claims will be handled (names, function and qualification).

Answer #1:

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Market Knowledge (30)

Question #1:

Describe the procedure to be applied to ensure the financial viability of insurers proposed by you.

Answer #1:

Question #2:

How do you ensure that the most competitive quotations from insurers are obtained?

Answer #2:

Question #3

Please describe your methods of doing market analysis; are there differences between the various types of insurance contracts (i.e. third party liability, health, all risk, etc.). If yes, please describe them as well.

Answer #3:

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ANNEX CFinancial Proposal

Instructions:

The tenders shall fill in part 1 and part 2 of this Financial Proposal which will be subject to the financial evaluation as described in section 2.5 of the Invitation to Tender. Further to the instructions given in section 3.3 of the Invitation to Tender the tenderer is requested to adhere to the following guidelines:

i. In part 1, the tenderer shall indicate a price (i.e. a fixed amount in EUR and not a range) for the annual lump sum for services applicable to the entire 2 + 1 +1 years duration of the framework contract. This annual lump sum will be subject to indexation.

Prices shall be indicated in EUR, shall be inclusive of all costs involved in the performance of the contract (e.g. include information gathering, placement, periodic meetings with Eurojust, travel, accommodation, subsistence etc.). No travel, accommodation and subsistence expenses incurred in the performance of the services will be reimbursed by Eurojust.

Prices shall exclude all duties, taxes and other charges (including VAT), as Eurojust is exempt from such charges.

ii. In part 2, the tenderer shall state for each of the 11 insurance categories the applicable brokerage fees in percent (additional information about the current situation on insurances can be found in Annex E) charged to Eurojust. The brokerage fee shall be a fixed percentage (not a range) of the insurance premium per year and shall be all-inclusive (i.e. including any other fee that may be charged to Eurojust). For category 11 the tenderer shall give a flat brokerage fee in percent that applies to insurance categories other than the ones listed in lines 1 to 10 of the table.

The quoted brokerage fees shall represent the maximum brokerage fees the successful tenderer is allowed to charge for insurance policies taken out during the implementation period of the framework contract (i.e. the successful tenderer must not exceed his initially quoted brokerage fees in the respective type of insurance), however he may charge lower fees.

PART 1

Annual all-inclusive lump sum price for the services to be provided as per Annex A, section 3, in particular for independent professional advice (but not limited to).

Price in EUR (excluding VAT)Annual lump sum for services applicable during the 2 +1 + 1 years duration of the

Framework Contract



PART 2

shall contain the Pricing Form, which can be found in Annex B, duly filled in for comparison and evaluation purposes.

A B C D

# Insurance policy Item

Brokerage fee including any other fee which will be charged to

Eurojust on top of the annual insurance premium

(fixed % of the annual premium)

1 Computer Insurance Equivalent to Generali package policy 992275473 (see Annex E)

2 Inventory Insurance Equivalent to Generali package policy 992275473 (see Annex E)

3 Buildings Insurance Equivalent to Generali package policy 992275473 (see Annex E)

4 Business Interruption/additional costs Insurance

Equivalent to Generali package policy 992275473 (see Annex E)

5 Glass Insurance Equivalent to Generali package policy 992275473 (see Annex E)

6 Liability Insurance Equivalent to Generali package policy 992275473 (see Annex E)

7 Car Insurances Equivalent to car insurances listed in Annex E

8 Insurance for damage to road users

Equivalent to policy 60.11.5009

(see Annex E)

9 Business Travel Insurance

Equivalent 60.11.4866

(see Annex E)

10

Corporate Protection Insurance

Equivalent to description in Annex E

11

Additional insurances against risks in addition to those listed in #1 to 10 above

Aggregated percentages stated in column D

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Annex DModel Contract

(please refer to the attached PDF)



Annex E

Current Insurance Policy Details(Status 01/06/2013)

Generali package policy 992275473

Computer Insurance

Policy number 992275473

Assets covered Computers/ Laptops

Insured amount computers EUR 5,859,900,--

Insured amount laptops EUR 308,416,--

Insured locations Maanweg 174, Saturnusstraat 9 in The Hague, the Netherlands

Construction (mainly) concrete

Period of coverage 01-01-2012 till 01-01-2016

Deductible EUR 125,-- (laptops), EUR 1,250,-- (computers)

Remark:EUR 20.000,-- of the insured equipment is located at other locations in the Netherlands as well as in France.

Inventory Insurance


Assets covered Inventory

Insured amount EUR 4,160,863,--

Insured locations Maanweg 174, Saturnusstraat 9 in Den Haag

Construction (mainly) concrete


Deductible EUR 1,250,-- (except losses caused by fire, fire extinguishing, explosion, lightning stroke, or airplanes)

Remark: There is a clause in respect of the fire equipment.

2013/PO/EJ/7


Buildings Insurance


Assets covered Tenant issues


Insured locations Maanweg 174, Saturnusstraat 9 in Den HaagConstruction (mainly) concrete Period of coverage 01-01-2012 till 01-01-2016

Deductible EUR 1.250,-- (except losses caused by fire, fire extinguishing, explosion, lightning stroke, or airplanes)


Business interruption/additional costs


Maximum period 78 weeks additional costs


Insured locations Maanweg 174, Saturnusstraat 9 in Den Haag



Glass insurancePolicy number 992275473

Insured amount Actual costs


Insured locations Maanweg 174

Construction All glass that serves for letting through light

Remark:

According to the information provided by Eurojust only the top 3 floors of the location at Maanweg 174 in Den Haag are used by Eurojust.

2013/PO/EJ/7


Liability Insurance


Assets covered Corporate liability for damage caused to persons and/or property

Insured amountper claim EUR 1,250,000,--

Insured amount per insurance year EUR 2,500,000,--

Insured salary EUR 3,500,000,--


Deductible EUR 250,-- (per claim, for property damage)

Remark:Damage caused to the environment is not covered.

Car insurancesInsured capacity: Liability and comprehensive insurance Insured amount comprehensive insurance: based on the value of the cars

Insured amount liability: EUR 2,500,000,--

Policy Number MO50940

Insured car Mercedes Viano 25-CD-22

Insured amount comprehensive EUR 57.183,-- (excluding VAT)

Insured amount liability EUR 2,500,000,--


Deductible EUR 135,--

Insurance company AEGON Schadeverzekering N.V.


Insured car Mercedes-Benz S250, 29-CD-80

Insured amount EUR 77,000,-- (excluding VAT)




Insurance company AEGON Schadeverzekering N.V.

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Insured car Audi A6 3.0 06-CD-79

Insured amount EUR 44.072,-- (excluding VAT)




Insurancy company AEGON Schadeverzekering N.V.


Insured car Mercedes S 400 CDI 25-CD-28





Insurance company De Goudse Verzekeringen


Insured car Volkswagen Transporter 12-CD-76






Policy Number 43193958

Insured car Volkswagen Phaeton 20-CD-28






2013/PO/EJ/7


Insurance for damage to road-usersPolicy number 60.11.5009

Assets covered Damage of employees in their capacity of road-users



Business travel insurancePolicy number 60.11.4866

Assets covered All persons who travel abroad for business by order of the policy holder (Eurojust)

Insured amount personal accident EUR 300.000,--


Corporate Protection Insurance Insurer confidential, concluded via Eurojust’s broker

Coverage Crisis Management

Insured amount confidential

Period of coverage ongoing

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ANNEX FClaims History

(2011 to present)

Date Type of Insurance Descriptions of the incident Status

15/02/2011

Generali package policy, policy 992275473

15/02/2011, water damage

On 30/11/2011 EUR 2,710.00 were paid (deductible EUR 1,250.00)

Completed

11-03-2012 Car insurance, policy MO50941

Car damage

Unilateral damage, the insured hit a fence driving backwards. The tailgate and bumper were damaged.

The total amount of EUR 1,472.97 has been paid in three payments directly to the repairer

EUR 1,322.97 + EUR 135.00 + EUR 15.00

Completed

03/05/2011

Travel insurance, policy 60.11.4866

03/05/2011. damaged trousers Amount paid: EUR 149,--

Completed

2013/PO/EJ/7

Documents

Invitation to tender and Annexes A, B, C, E & F (MS WORD ... for tender/Pro… · Web viewInvitation to tender and Annexes A, B, C, E & F (MS WORD format) Invitation to tender and