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DATAREGISTRATIE VAN HET AFRIKAANS HERBARIUM BEHEERD DOOR HET AGENTSCHAP PLANTENTUIN MEISE
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OPEN OFFERTEAANVRAAG
VOOR:
Da a egis a ie an he A ikaans he ba ium behee d doo he
Agen schap Plan en uin Meise
TENDER NO. APM2016-009
OPEN INVITATION TO TENDER
FOR:
Da a cap u e o he A ican He ba ium managed by
Agen schap Plan en uin Meise (Bo anic Ga den Meise)
A. GENERAL DEFINITIONS
1. Objec and na u e o he con ac
The p esen con ac comp ises he da a en y and deli e y o a minimum o 300,000 he ba ium
shee ’s label da a om he A ican He ba ium, managed by he Bo anic Ga den Meise as pa o
an ongoing p ojec .
This con ac is a se ice con ac pe de ini ion o A . 3 o he Ac on public p ocu emen and
ce ain con ac s o wo ks, supplies and se ices om 15 June 2006.
2. Du a ion o he con ac
The con ac o will s a he con ac wi hin a pe iod o wel e (12) weeks a e he awa ding o
he con ac o by he la es on 31 Janua y 2017, and be a ull capaci y wi hin o y (40) weeks.
An ex ension o he du a ion o he con ac is no o eseen.
The execu ion o he se ices o eseen in his p oposal mus be comple ed wi hin he pe iod
p esc ibed in his speci ica ion, iz. 31 Janua y 2018.
3. Con ac ing au ho i y – Addi ional in o ma ion
The con ac ing au ho i y is Agen schap Plan en uin Meise (he ea e e e ed o as APM),
ep esen ed by M . S e en Dessein, Adminis a o -Gene al, Nieuwelaan 38, 1860 Meise. M .
S e en Dessein’s au ho i y o ep esen a ion has been app o ed by he Boa d o Di ec o s.
All co espondence w. . . his con ac mus be sen o he abo e add ess, as well as any w i o
he con ac ing au ho i y. I espec i e i i conce ns he se ice o a subpoena, cou o de ,
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ans e o deb o any o he w i . The same add ess also applies o egis e ed le e s whe e a
claim is ans e ed o a su e y is gi en.
Addi ional explana ions ega ding he p ocedu e may be eques ed om M s. Na halie Ve dick
(phone no.: +32(0)2.260.09.65, email: budge @plan en uinmeise.be).
Addi ional in o ma ion ega ding he con en s o he con ac may be eques ed om he p ojec
manage , So ie De Smed , (Tel. +32(0)2.260.09.20, Email:
so ie.desmed @plan en uinmeise.be).
4. Lead Se ice – senio o icial
The lead se ice is he con ac ing au ho i y. Only he con ac ing au ho i y is au ho ized o
moni o and supe ise he execu ion o he con ac .
The leading o icial (an employee o he con ac ing au ho i y) will be designa ed wi h he
awa ding o he con ac . The limi s o his au ho i y will hen be s ipula ed by he con ac ing
au ho i y.
5. Tende ing igh and opening o he ende s
Each ende e may only submi one ende . Any pa icipan in a conso ium wi hou legal
pe sonali y is conside ed o be a ende e .
In acco dance wi h A icle 52, § 2 o he Royal Dec ee o 15 July 2011, he con ac ing au ho i y
does no accep elec onic submissions o ende s.The ende may only be submi ed on pape .
When submi ing he p oposal on pape , he ende mus keep in mind he equi emen s o
A icle 90 o he Royal Dec ee 15 July2011.
The ende mus be submi ed in a sealed en elope on which he ollowing is men ioned:
• Tende Numbe : APM2016-009;
• Da e and Time o he inal ende submission;
• The wo d 'o e e' in he op le co ne .
The ende may only be submi ed on pape , by le e ( egis e ed pos is ecommended), sen o
o pe sonally deli e ed o he con ac ing au ho i y a he ollowing add ess:
Agen schap Plan en uin Meise
.a. . Me . Na halie Ve dick
Nieuwelaan 38
1860 Meise
België
I sen by pos , he sealed en elope mus be inse ed in o a second sealed en elope on which
'o e e'is clea ly ma ked. I sen by a ca ie se ice, he ca ie deli e he ende o he pe son
lis ed abo e.
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Tende s mus be in he possession o he con ac ing au ho i y a he la es by he opening o
ende s on a 9:00 am, 2 Augus 2016. The opening o ende s will ake place in public mee ing
a he Agency Bo anic Ga den Meise, he ba ium building, con e ence oom 4 h loo ,
Nieuwelaan 38, 1860 Meise.
Planning:
Da a
La es submission o ende s
Augus , 2 2016 be o e 9 am
Opening o ende s
Augus 2, 2016 a 9 am
S a o p ojec
la es 31 Janua y 2017
Comple ion o p ojec
la es 31 Janua y 2018
6. Desc ip ion o he se ices o be p o ided
The se ice p o ide o he 'Da a cap u e o he A ican He ba ium " mus be able o:
• Filing name as ound on he ba ium co e s mus be cap u ed, using APM supplied
lookup able and JPG iles. The label da a deli e ed by he ende e mus ha e a 1
o 1 co espondance wi h he JPG iles supplied by APM. Each he ba ium co e has
a JPG image whose name ma ches he ba code on he co e he ba ium;
• Minimal label da a (collec o , collec o numbe , phy ogeog aphical egion (i
p esen ), and coun y) o he he ba ium specimens mus be cap u ed, om APM
p o ided JPG iles and a da a ile con aining he ( iling name) and ba code o he
he ba ium specimens (See Appendix 1 o a desc ip ion and b eakdown o he
ields, and Annex 2 label a ia ion);
• Addi ional label in o ma ion (da e, locali y, al i ude and geog aphical coo dina es)
o he he ba ium specimens mus be cap u ed, om APM submi ed JPG iles and a
da a ile (See Appendix 1 o a desc ip ion and b eakdown o he ields, and Annex 2
label a ia ion);
• Implemen a ion o an adequa e in e nal quali y con ol on ansc ibed label
in o ma ion.This should be desc ibed in de ail in he implemen a ion plan (see
11.4.);
• Deli e a ile (TAB delimi ed wi hou quo a ion ma ks) con aining he eco ded label
da a o each image.
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The se ice p o ide mus ake in o accoun he ollowing conside a ions in he implemen a ion
o he con ac , hey should:
• APM will p o ide he necessa y JPG iles o he se ice p o ide ia LTO6 ape by
p e e eance.
• Follow he guidelines desc ibed in he da a en y p o ocol when en e ing label da a.
These guidelines will be d awn up by APM in consul a ion wi h he ende e a e he
con ac has been awa ded.
• Be p epa ed o handle excep ions as desc ibed in he da a en y p o ocol. These
guidelines will be d awn up by APM in consul a ion wi h he ende e a e he
con ac has been awa ded.
• Minimize he isk o e o s by using he look-up ables p o ided by APM o coun ies
and collec o names.
• Will make use o APM expe ise when ques ions a ise du ing he da a cap u e
p ocess.
• Be willing o le hei s a unde go aining by APM expe s o ensu e op imal
p epa a ion. The aining will las a minimum o 3 days.
• Accep ha APM, h ough egula sampling (ISO 2859), checks whe he he
deli e ed da a iles mee s equi emen s (See Annex 5 o a desc ip ion o he quali y
con ol o be done by APM).
• Immedia ely con ac he APM p ojec manage i de ia ions and excep ions a e
encoun e ed ha a e no desc ibed in he da a en y p o ocol.
The able below summa izes he minimum and maximumnumbe o specimens ha need o be
ansc ibed o he“Da a cap u e o he A ican He ba ium”.
Minimum
Maximum
Specimen iling name
20 000
50 000
Minimal label in o ma ion
300 000
550 000
Addi ional label in o ma ion
300 000
800 000
Appendix 1 con ains addi ional in o ma ion conce ning he desc ip ion and b eakdown o he
ields, while Annex 2 con ains examples o he labels which a e highly a iable.
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7. Documen s ha apply o he con ac
Legisla ion
• Ac o 15 June, 2006 – Go e nmen con ac s and ce ain con ac s o wo ks, deli e ies
and se ices;
• Ac o 17 June 2013 – Law ega ding he mo i a ion, in o ma ion and legal emedies
ega ding go e nmen con ac s and ce ain con ac s o wo ks, deli e ies and se ices;
• Royal Dec ee o 15 July 2011 – Royal Dec ee ega ding awa ding o go e nmen
con ac s in classic sec o s;
• The Royal Dec ee o 14 Janua y 2013 – Royal Dec ee ega ding he de ini ion o he
gene al ules o execu ion o go e nmen con ac s and he concessions o public
wo ks;
Fo mo e de ails conce ning hese egula ions:h p://o e heid. laande en.be/ egelge ing-
o e heidsopd ach en (only a ailable in Du ch)
8. Tende s
8.1. In o ma ion equi ed wi h he ende
The a en ion o he ende e s is d awn o A icle 8 o he Ac o 15 June, 2006 and A icle 64 o
he Royal Dec ee o 15 July, 2011, ela ed o inconsis encies.
De Du ch e sion o he ende speci ica ions is he only legally binding sou ce o in e p e a ion.
The English ansla ion is only in o ma i e and is no legally binding in anyway. The ende and
he appendices included wi h he ende o m may be en e ed in Du cho English.
The ende e mus clea ly indica e in his ende which in o ma ion is con iden ial and/o ela ed
o echnical o comme cial sec e s and can he e o e no be published by he con ac ing
au ho i y.
Tende s mus be submi ed in iplica e.
The ollowing in o ma ion mus be included in he ende :
• Iden i y in o ma ion o he ende e .
• P oo o ep esen a ion au ho iza ion o he signa o y o he ende .
• In case o a conso ium: all ele an in o ma ion abou all membe s: including bu
no limi ed o he company numbe and legal pe sonali y.
• P oo ha he applican is no in a s a e o exclusion. You can ind de ails ega ding he
documen s in he applicable legisla ion, he main elemen s o which ha e beencopied
unde 11.1.
• P oo wi h espec o he inancial capaci y o he ende e unde 11.2.a (Annex 4)
• Re e ences as desc ibed unde 11.2.b
• An implemen a ion plan o he es ablishmen and se ing up o he se ice “Da a cap u e
o he A ican He ba ium” as desc ibed unde 11.4.
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• Tende Fo m (Annex3) wi h:
o he o al p ice o he minimum quan i y w i en in ull and in numbe s (excluding
and including VAT);
o he VAT a e and he VAT amoun ;
o he uni p ice pe cap u ed iling name ( om he he ba ium co e s);
o he uni p ice pe minimal da a o specimen label in o ma ion;
o he uni p ice pe cap u ed addi ional da a;
o he ull egis a ion numbe o he ende e o he K uispun bank an
Onde nemingen ( o Belgian ende e s) o he VAT numbe o Eu opean
ende e s.
8.2. Du a ion o obliga ion (a .57 Royal Dec ee placemen )
The ende e s emain obliga ed by hei ende o a pe iod o 120 days, s a ing om he day
a e he las da e p o ided in hese speci ica ions o submission o he ende s.
9. Ra es
9.1. Gene al
All a es men ioned in he ende o m mus be exp essed in Eu os.
This is a con ac a p icelis , which means ha only he uni p ices a e ixed.
The con ac o is expec ed o ha e included all possible cos s ela ed o he se ices in his uni
p ice, excluding VAT. A de ailed o e iew in he o m o a p icelis mus be included in an
appendix.
The ende e mus s a e in his o e he VAT a e and amoun .
In applica ion o A icle 21, § 2, o he Royal Dec ee o 15 July 2011, he con ac ing au ho i y
may ca y ou any e i ica ions o he accoun ing documen s and any inspec ions on he
p emises, in o de o check he accu acy o he in o ma ion p o ided in he con ex o he p ice
s udy.
I awa ded o mo e han he minimum amoun speci ied in poin 6, he supplie will cha ge he
addi ional wo k o specimen co e / impo ed label wi h minimum da a / addi ional da a a he
same uni .
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9.2. P ice e ision
Fo his con ac , a p ice e ision is only applicable o he luc ua ions o he wages and social
con ibu ions o he employees o he supplie and o he aw ma e ials inco po a edin o he
deli e ed goods. This p ice e ision is applicable bo h o less and mo e and may
beimplemen ed a he ini ia i e o he con ac ing au ho i y o he supplie . I he e is a eques o
p ice e ision, i will only be decla ed admissible i he suppo ing documen s om heau ho ized
pa i ai comi é o he supplie (a join commi ee o med by ep esen a i es o employe s and
employees in a ce ain sec o , esponsible o making collec i e labou con ac s), o om a
simila o ganisa ion o o eign ende e s, ha e been added o heapplica ion o p ice e ision.
Wi h espec o he aw ma e ials, he o icial e e ence indexes, o in case o absence, a copy o
he in oices om he manu ac u e o he aw ma e ials mus be added o he ende . Only one
p ice e ision may be applied pe yea (a e e y anni e sa y o he closing o he con ac ).
The ollowing o mula is applied o he calcula ion o he p ice e ision:
𝑃 = 𝑃0∗[0,5∗𝑠
𝑆+0,5∗𝑚
𝑀+0,20 (= 𝐹)]
The lowe case le e s ela e o he in o ma ion on he applica ion da e o he p ice e ision.
The uppe case le e s ela e o in o ma ion alid 10 days be o e opening o he ende s.
P = e ised p ice;
P0 = ende p ice;
s and S = sala y cos s (including social con ibu ions);
m and M = p ice o aw ma e ials;
F = non- e isable po ion which includes he ixed cos s and p o i s.
The p ice e ision may only be applied i implemen a ion o he inc ease o dec ease o he
p ice, as a esul o he applica ion o eques o a p ice e ision, is a leas 3% o he
p ices a ed in he ende ( o he i s p ice e ision) o o he las accep ed o imposed
e isedp ice (as om he second p ice e ision).
10. Se ices: Liabili y o he se ice p o ide
The se ice p o ide shall bea he ull liabili y o any e o s and/o p oblems due o negligence
ha may a ise in p o isions o he se ices.
In addi ion, he se ice p o ide indemni ies he con ac ing au ho i y om any damages owed
o hi d pa ies based on a delay in p o ision o he se ices o based on con inuing de aul on
he pa o he se ice p o ide .
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11. Access igh , quali a i e selec ion c i e ia, awa d c i e ia &
p ocedu e
11.1. Access igh
By submi ing a ende , he ende e decla es ha he does no all wi hin he exclusions
desc ibed in A icle 20 §1/1 o he Ac o 15 June 2006 and A icles 61 o he Royal Dec ee o
15 July 2011. The con ac ing au ho i y will check he co ec ness o he decla a ion o “wo d o
honou ” by he ende e who is eligible o appoin men o he con ac .
In o ma ion o documen s ha he con ac ing au ho i y can eques ee o cha ge h ough
elec onic means om he ele an au ho i ies, will be eques ed by he con ac ing au ho i y.
This p o ision is indi idually applied o he pa icipan s who ha e submi ed oge he wi hou
ha ing legal pe sonali y.
The ollowing documen s mus be enclosed wi h he ende :
- Fo he Belgian ende e : an ex ac om he judicial eco d ha is no olde han 6
mon hs om he da e o submission;
- The Belgian ende e ha hi es pe sonnel ha is subjec o he social secu i y legisla ion
o ano he membe s a e o he Eu opean Union: a ce i ica e issued by he compe en
au ho i y ha con i ms ha he has complied wi h he egula ions ega ding paymen o
con ibu ions o social secu i y in acco dance wi h he legal de ini ions o he coun y
whe e he esides, acco ding o he in oice d awn up a he la es deadline o eceip o
he ende , on ha da e;
- Fo he o eign ende e : all he ce i ica es and ex ac s o equi alen documen s
men ioned in he a icles abo e, issued by he coun y in ol ed: RSZ ce i ica e (social
secu i y), ce i ica e ega ding iscal deb s, ex ac om he judicial eco d, ce i ica e o
non-bank up cy, e c. I a documen o ce i ica e is no issued in he coun y o
p o enance o is no conclusi e o all g ounds o exclusion, a decla a ion unde oa h
may be enclosed as a eplacemen , o i his is no p o ided, an o icial s a emen by he
in e es ed pa y be o e a judicial o adminis a i e au ho i y, no a yo au ho ised
p o essional o ganiza ion in he coun y o o igin o p o enance.
- The Belgian ende e who has a con ibu ion deb o he RSZ o mo e han 3,000 Eu os
in he sense o A icle 62, § 1 Royal Dec ee Placemen , o an o e due iscal deb o
mo e han 3,000 Eu os in he sense o A icle 63, § 2 Royal Dec ee Placemen : any
in o ma ion ha shows ha he ende e has one o mo e deb claims om a con ac ing
au ho i y o go e nmen agency, in he sense o hese a icles;
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Non-disc imina ion:
In acco dance wi h he Belgian go e nmen con ac egula ions, he con ac ing au ho i y has,
in e e y phase o he awa d p ocedu e, he op ion o exclude he ende e , who, by inalcou
decision, has been con ic ed o a c iminal o ense ha has ad e sely a ec ed his p o essional
in eg i y.
Non-compliance wi h c iminally punishable en i onmen al and social legisla ion may be
conside ed o be a c ime ha ad e sely a ec s he p o essional in eg i y. This may be used as
g ounds o exclusion as soon as his is es ablished by he cou o upon a es , ega dless o
he posi ion o he p ocedu e. The ollowing is included as social legisla ion:
- Dec ee o 10 July 2008 es ablishing a amewo k o he Flemish equal oppo uni ies and
di e si y policy; Ac o 10 May 2007, o comba ce ain o ms o disc imina ion, he Ac o
10 May 2007 o change he Ac o 30 July 1981, o he punishmen o ce ain ac s by
acism o xenophobia and Ac o 10 May 2007 o comba disc imina ion be ween
women and men;
- Ac o 4 Augus 1996 ega ding he well-being o employees in he execu ion o hei
wo k, speci ically Chap e Va, ega ding iolence, ha assmen and sexual ha assmen a
wo k.
11.2. Quali a i e selec ion c i e ia
a) Selec ion c i e ia ega ding he inancial and economic capaci y o he ende e
The ende e mus ha e su icien inancial capaci y. A bank s a emen , in he o ma o
Annex 3, Royal Dec ee Placemen (see Annex 4), should included in he ende .
b) Selec ion c i e ia ela ed o he echnical compe ence o he ende e
The ende e mus ha e a leas wo ele an e e ences o wo k deli e ed du ing he
pas h ee yea s.
The ende e mus enclose wi h his ende a lis o he mos impo an wo ks he has
deli e ed du ing he pas h ee yea s, including he cos p ice, he da e and he public
o p i a e en i ies o hey we e deli e ed o. The deli e ies mus be shown by ce i ica es
issued o co-signed by he con ac ing au ho i y o in he case o deli e ies o a p i a e
clien , by ce i ica es om he clien o in hei absence simply by a decla a ion om he
supplie .
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17. O icial measu es
I he e a e se ious sho coming on he pa o he con ac o , APM has he igh o ake o icial
measu es in acco dance wi h he modali ies p o ided in A icle 47 o he Royal Dec ee o 14
Janua y 2013.
Se ious o epea ed mino sho comings o he con ac o ha a e no emedied (su icien ly)
wi hin he decla ed ime pe iods in he implemen a ion plan may lead o e mina ion o he
con ac .
I he con ac is e mina ed in applica ion o he p eceding a icles, he con ac o unde akes o
ensu e ha all ma e ials, da a, documen s and he like ela ed o o esul ing om he
implemen a ion o he ag eemen and he asks a e immedia ely deli e ed o he APM. In his
ci cums ance, APM main ains all igh s.
18. In ellec ual p ope y igh s
The da a cap u ed du ing his p ojec will emain he p ope y o he APM. A e comple ion o
he p ojec , he in o ma ion eco ded and he images supplied by APM mus be des oyed and
con i m his des uc ion be communica ed o APM in w i ing.
19. Dispu es
Any dispu es ela ed o he execu ion o his con ac shall be se led exclusi ely by he
au ho ized cou s o he judicial dis ic o B ussels. The language used will be Du ch.
The con ac ing au ho i y is in no way liable o damage o inju y o pe sons o goods, esul ing
om he di ec o indi ec ac i i ies equi ed o he execu ion o his con ac . The con ac o
indemni ies he con ac ing au ho i y om any damage claims by hi d pa ies in his espec .
20. Non-disc imina ion
APM will ensu e ha his p ojec be ca ied ou in compliance wi h an i-disc imina ion legisla ion.
The se ice p o ide unde akes o no disc imina e on he g ounds o gende , age, sexual
o ien a ion, ma i al s a us, bi h, inancial means, eligion o belie s, poli ical con ic ion,
language, s a e o heal h, disabili y, physical o gene ic aspec s, social posi ion, na ionali y,
supposed ace, colou , descen o na ional o e hnic o igin, o ade union a ilia ion. The
ende e ensu es his wi h ega d o bo h i s s a and owa ds hi d pa ies, including
pa icipan s, isi o s, ex e nal s a , e c.
The se ice p o ide unde akes, wi hin eason, o make adjus men s a he eques o pe sons
wi h disabili ies o educe he es ic i e e ec o an inapp op ia e en i onmen o he
pa icipa ion o a pe son wi h a disabili y (see a icle 19 o he Dec ee o 10 July 2008 wi hin he
amewo k o he Flemish equal oppo uni ies and equal ea men policy).
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The se ice p o ide unde akes o in o m employees and hi d pa ies e.g. pa icipan s, isi o s,
ex e nal s a , e c. ha hey will no ake in o accoun ques ions o needs o a disc imina o y
na u e.
I an employee o he se ice p o ide is guil y o disc imina ion, bullying, iolence o sexual
ha assmen du ing he con ac , he se ice p o ide will ake he necessa y ac ion o pu an end
o his beha iou and whe e necessa y es o e he ic im’s honou . S a wi h managemen
esponsibili ies will moni o compliance wi h his commi men .
All such complain s agains he se ice p o ide will equi e he ull coope a ion o he la e in
he in es iga ion is said complain h ough means o a disc imina ion ho line o simila
o ganiza ion, appoin ed by he Flemish go e nmen .
The se ice p o ide will ask i s s a o be ale o disc imina ion, ha assmen , iolence o
sexual ha assmen , and o epo such cases immedia ely o an employee wi h manage ial
esponsibili ies.
The se ice p o ide unde akes o no apply p essu e o i s own s a , who a e ic ims o
disc imina ion, ha assmen , iolence o sexual ha assmen by a cus ome o a hi d pa y, o
a oid iling o a complain o ini ia e a claim be o e he cou .
The se ice p o ide will ensu e ha he subcon ac o s, ha may be used, adhe e o hese
e ms.
B. ANNEXES
1. Addi ional in o ma ions
2. Label examples
3. Tende o m
4. Model bank s a emen
5. Desc ip ion o APM quali y con ol
App o ed: Meise, June 17, 2016,
S e en Dessein
Adminis a o -Gene al
