Call for tenders: Office spaces

About the Green European Foundation

The Green European Foundation (GEF) is a European-level political foundation funded by the European Parliament. GEF is affiliated to but independent from the European Green Party and Green movement in Europe. Our mission is to encourage European citizens to participate in European political discussions and in particular when it comes to envisioning what a Green Europe would look like. As a forum for cooperation at the European level, we work closely with our national member foundations and thereby aim to strengthen the Green political movement and green ideas in Europe.

 

Purpose of Tender

Our organization is currently looking for an office space to rent in Brussels. 

 

Mission

GEF is looking for an office rental that shares our values of respect and sustainability. The office space shall provide the best value for money for the needs of the Green European Foundation Team. 

 

Technical Specifications

The office space needs to be luminous, have the capacity to host 18 workstations, and be located at walking distance of less than 30 minutes to the European Parliament. 

The office space offers three to four spacious rooms for co-working and one small space for a private office. 

The office space shall present further amenities in the same building, such as a reception service, shared or private meeting rooms to be booked according to GEF’s needs to host internal and external meetings, kitchenette(s), and separate areas to the main office for quiet working times or breaks. 

The ideal office space presents the opportunity to rent a storage lot separated from the main office to fulfil GEF’s filing and archiving needs and provides the tenants for the main ICT services (such as secure Wi-Fi and phone lines), cleaning services, and utilities. 

The selected tender will be contracted with a rental contract for the Green European Foundation’s office space needs for a duration of up to 10 years, starting from 31 August 2024. 

The yearly maximum estimated value for this rental contract, with the main charges and utilities included, is 84.000 euros VAT excluded. 

This figure is not definitive and does not represent a commitment from the Green European Foundation. 

The contract shall include provisions related to the adjustment of the rent to the market prices.

GEF reserves the right to not proceed with the award of the contract if no reasonably priced tenders are received (or for any other objective reason).  

 

Exclusion Criteria

Please find as follows criteria to fulfill in order to not be excluded by the tendering procedure. 

• The tender and tenderer do not incur in any exclusion criteria as per art 136 FR 2018/1046, and any kind of conflict of interest. 
• Only offers submitted via the application form will be evaluated. 
• Minimum requirements that all tenderers shall meet in order to be considered for evaluation include compliance with applicable environmental, social and labour law obligations established by Union law, national law, collective agreements or the applicable international social and environmental conventions listed in Annex X to Directive 2014/24/EU. 

 

Selection and Award Criteria

Selection Criteria: 

The selection criteria are assessed with comply or fail questions. The tenderers that comply with the criteria are going to be further examined and considered for award. The tenders that do not shall be rejected. 

The selection criteria for this tender are: 

• Capacity to host 18 workstations and presentation of a planimetry of the office (the office space shall provide for four rooms for co-working and one small space for a private office, reflecting GEF’s sub teams’ needs). 
• The office space is located in Brussels. 
• Availability of the office spaces as of 31 August 2024. 
• The office space shall be accessible to people with reduced mobility. 
• Office and common spaces cleaning services (at least one cleaning service per week). 
• Provision of ICT services. 
• Provision of basic utilities such as light, wi-fi, heating, waste management. 
• Presence of at least one kitchenette in a common area.
• Availability of storage space for rent of no less than 5m². 
• Only complete offers, that are tailored to the technical specifications of the tender and are not a generic price listing will be evaluated. 

 

Award Criteria: 

The award criteria for this tender is the one that offers the best value for money.

The following criteria will be evaluated according to the listed weight:

Criteria	Weight
Cost of the monthly rent of the office space, along with a monthly estimate of the utilities, communal, property and other charges for an office of the size desired and a team of 18 people, expressed in Euro, VAT excluded and indicated on the side.	30%
Cost of the monthly rent of storage space, if not included in the rent of the office space, expressed in Euro, VAT excluded and indicated on the side.	11,66%
Sustainability and good governance practices of the rental space. Submitting an environmental and social statement, any environmental action plan or certification available is required to score the maximum score for this criterion: “3”. Not submitting such information will result in a “0”.	11,66%
Presence of a reception service during business hours (Monday to Friday, from 09h00 to 17h00).   The presence of this service will be evaluated with the maximum scorer for this criterion: “3”. The absence of it will result in a “0”.	11,66%
Presence of meeting rooms to be booked/ used according to GEF’s needs to host internal and external meetings. The meeting rooms can be outside of the main office and shared with other organisations. Please indicate whether there are extra costs to use these room(s), or whether their use is included in the rental fee of the office space.  The presence of at least such a meeting room able to host 18 people in a board or oval setting will be evaluated with the maximum scorer for this criterion: “3”. The absence of it will result in a “0”.	11,66%
Separate areas to the main office for quiet working times or breaks, accessible without charge.  The presence of this service will be evaluated with the maximum scorer for this criterion: “3”. The absence of it will result in a “0”.	11,66%
The office spaces is located in a radius of 30 minutes walking maximum to the European Parliament, specifically the Alfiero Spinelli building (Rue Wiertz 60, 1047 Ixelles).  An office space that respects this requitement will be evaluated with the maximum scorer for this criterion: “3”. If not, with a “0”.	11,66%

The methodology for ranking the tenderers is numerical scoring system, with weights.  

Each criterion will be evaluated with a score ranging from 0 (lowest score for the criteria) to 3 (highest score for the criteria). These values will be multiplied by the weight associated with each criterion. 

The tenderer ranking the highest after the evaluation shall be selected for the award. 

 

Practical Information

All tenders should be submitted by 8 July 2024, at 09h00 am via the application form.  

The selection committee reserves the right to schedule short exchanges to clarify unclear information, and short visits of the office spaces. 

Tender(s) selection: 10 working days after the deadline for submission. 

Start of the service provision agreement: as of 31 August 2024. 

Please submit your application by providing a detailed proposal in English, encompassing the following elements: 

• General information on the office space. 
• Cost of monthly rent of the office space. 
• Information on capacity and planimetry. 
• Detailed information on amenities and services available. 
• Information on utilities and ICT services packages and monthly estimated pricing. 
• Information on sustainability and good governance practices. 
• Additionally, include any exclusion criteria (e.g., conflicts of interest, failure to meet minimum qualifications) that would disqualify a proposal from consideration. 
• Officially declare that that you do not incur in any exclusion criteria as per art 136 FR 2018/1046, and any kind of conflict of interest, or a copy of ESPD (European Single Procurement Document) that would disqualify a proposal from consideration. 

We actively encourage tenderers from diverse backgrounds, including those from underrepresented and marginalised communities, to apply. 

Please ensure that your proposal addresses each of these elements comprehensively. Incomplete submissions affect the evaluation of your proposal. Thank you for your interest in providing services to The Green European Foundation (GEF). 

A rolling Q&A document is available at this link . Please, make sure to write anonymous questions and to not write above other questions. 

 

Confidentiality

Tenderers accept to not disclose nor communicate in any way and at any time confidential information regarding their relationship and work with GEF. This commitment remains valid after the termination of the service, permanently. 

The winning tenderer will commit to sign a declaration to certify the absence of conflict of interest in relation to the tasks and mission contracted by GEF and will make sure to inform the organization of any changes in this status. 

 

Terms and Conditions

The collection of the tenders, the first screening, selection, and award procedures shall be conducted by distinct members of the GEF team and an appointed selection committee, with the aim of guaranteeing adherence to standards concerning conflicts of interest. 

GEF retains the right to reject any or all proposals, either wholly or partially, initiate a new call for proposals if deemed necessary, cease the requirement for services, or amend or terminate this call for tender before the written contract is finalized. Moreover, GEF maintains the discretion to waive certain formalities in the tender process. 

GEF is not bound to reply to requests for additional information made less than 6 working days before the deadline for receipt of tenders. 

The completion of the tendering process does not oblige GEF to grant the contract.  

If the tender encompasses multiple items or lots, GEF maintains the right to award a contract for only a portion of them. GEF will not be held responsible for compensating tenderers whose proposals have not been accepted, nor will it be liable if it chooses not to award the contract. 

By submitting an offer, the tenderers authorize GEF to safely and privately archive the offers received for auditing purposes and agrees to not advance any claim or cause of action against GEF based on any misunderstanding on the information provided relatively to the tender, or any eventual failure to provide pertinent information as intended by this call for tender. 

The tenders will remain confidential until opening and archived accordingly to GDPR. 

Submission of a tender implies acceptance of the terms and conditions set out in the procurement documents and that such submission binds the contractor to whom the contract is awarded, if any, during the performance of the contract. 

Submission of a tender implies acceptance of receiving notification of the outcome of the procedure by electronic means. 

 

Contracting Party

Green European Foundation (GEF) 

Legal and billing address: Rue du Fossé 3, 1536 Luxembourg, Luxembourg. 

VAT: LU24419770 

Headquarters: Avenue des Arts 7-8, 1210 Brussels, Belgium. 

 

Contacts

For any questions regarding this call for tender, please refer to giovanna.lamarca@gef.eu .