Distribution and Storage Services

Economic and Financial Capacity: Tenderers must comply with the following selection criteria to prove that they have the necessary economic and financial capacity to perform the FWC: the average yearly turnover during the past two financial years of at least EUR 4 500 000.

Professional and Technical Capacity – Relevance of Economic Activity: Technical and professional capacity will be assessed based on the tenderer's expertise relevant to the required services, and in particular regarding the tenderer's know-how and experience. In order to pass the selection phase, the tenderer's economic activity must be relevant.

Professional and Technical Capacity – Project Activity Reference Forms (PARFs): In order to pass the selection phase, the submitted PARFs must fulfil the requirements defined below. In order to be accepted, a PARF must include: (i) Executed tasks related to provision of services similar to those covered by this call for tenders; (ii) At least one of the services which might be requested, as defined in Chapter 4 (Technical specifications) and referred to as S1 to S5; (iii) At least forty (40) person-days (altogether) of Contract Manager (CM), Delivery Manager (DM), Quality Manager (QM) for any of the services from S1 to S5 or similar technical profiles as defined in Annex 13; (iv) An accompanying letter of reference (from the client). If the project was executed for the EU Publications Office, the letter of reference is not required. In order to pass the selection phase, at least three PARFs must be accepted, and the accepted PARFs shall altogether: (i) Cover ALL the services which might be requested, as defined in Chapter 4 (Technical specifications), and referred to as S1 to S5; (ii) At least 250 person-days (altogether) of Contract Manager, Delivery Manager, Quality Manager for all services from S1 to S5 or similar technical profiles as defined in Annex 13. A single PARF can cover several from the requirements listed above.

Professional and Technical Capacity – CVs of the Governance Team – Contract Manager: The proposed persons shall fulfil requirements concerning: (i) education, (ii) knowledge and skills, (iii) experience and (iv) languages as specified in the corresponding profile definition (see Annex 13). Nature of the tasks: Ensure, supervise and oversee all the tasks related to the FWC management and ensure that the Contractor meets its obligations resulting from the FWC; Ensure that all the deliverables/reporting as described in point 4.9 'FWC management' are being delivered on time and to the required level of quality; Organise contract records, tracking deadlines, renewals, payments and deliverables; Handle possible amendments, extensions or termination of the FWC; Ensure liaison with the EU Publications Office for all contractual matters; Ensure liaison with the Delivery Manager to ensure all aspects of the FWC are being delivered on time and to the required level of quality; Report on the non-compliance with the KPIs and calculate the liquidated damages; Ensure risk management (identify potential legal, financial, operational risks, create mitigation plans and monitor performance); Financial and commercial tasks (pricing, budget, cost control and financial implications of the FWC); Communication and coordination (acting as a link between legal, finance, ILS teams and the EU Publications Office); Provide CVs for CM, DM, QM in cases of replacements and recruitments; Attendance at all contractual meetings; Ensure governance throughout the whole duration of the FWC.

Professional and Technical Capacity – CVs of the Governance Team – Delivery Manager (operational): The proposed persons shall fulfil requirements concerning: (i) education, (ii) knowledge and skills, (iii) experience and (iv) languages as specified in the corresponding profile definition (see Annex 13). Nature of the tasks: Ensure that all the services as described in point 4.5 'Description of the required services' from S1 to S7 of the FWC are being delivered on time and to the required level of quality; Translate contract requirements into operational procedures for teams and monitor performance indicators such as quality, delivery times etc. and ensure that all operational aspects of the FWC are undertaken to the required level of quality and timeliness; Ensure operational management by: overseeing daily operations, coordinating inbound/warehousing/outbound logistics, managing stock rotation, returns, damages, ensure quality inspections, inventory management, etc.; Liaison with the EU Publications Office and attendance to all meetings related to the Takeover phase, the Operational phase and the Handover phase; when on leave his/her back-up is expected to attend instead; Act as the main point of contact with the EU Publications Office for all issues regarding service deliveries and provide professional communication regarding delays, incidents or changes; Validate monthly invoices and ensure correct billing of units; produce and check correctness of the DBS, Pro-forma and Final Invoice; monitor project budget, cost efficiency and FWC-related financial KPIs; Monitor KPIs and implement corrective actions where KPIs are at risk; Identify operational risks, manage escalations and prepare Disaster Recovery Plan and business continuity plan; Produce the mandatory reporting and documentation required in the FWC and document all the inbound/outbound flows, stock levels, delivery performance and incidents; Coordinate with transport companies, warehousing and ILS teams; Handle requests, clarifications, operational updates for all services received via Helpdesk or via emails; Be responsible for knowledge management transfer in cases of replacements and new recruitments; Be responsible for environmental protection standards as defined in point 4.13 'Environmental provisions'.