Germany – Relocation services – Bundesstadt Bonn, Umzug aller Bestände von Stadtarchiv und Stadthistorischer Bibliothek Bonn

1. Subject of the Service

The City of Bonn intends to relocate all holdings of the City Archive and the City Historical Library Bonn to a new location. The move will take place within the city limits of Bonn. The subject of the contract is the conception, planning and execution of the archive and library goods move. The contractor will provide all necessary services for the clearing, packing of the holdings of the City Archive and the City Historical Library, as well as for the transport and delivery of the archive and library goods to the new building. The move will be carried out strictly according to the "shelf to shelf" principle to maintain the logical order of the archive and library holdings without interruption. Note: The dismantling, transport or assembly of shelving and furniture are explicitly not part of this tender; these will remain at the old location.

2. Forecast Period of Service

The overall contract is divided into two consecutive phases and is to be carried out in the period from approximately the end of April (planned for 26.04.2027) to the end of October 2027 (planned for 29.10.2027):

Phase 1 (Concept Phase): Development of the detailed moving concept after contract award, approximately from the end of April 2027 (planned for 26.04.2027) to mid-May 2027 (planned for 18.05.2027).

Phase 2 (Physical Move): Execution of the actual archive and library move following the concept phase, approximately from mid-June 2027 (planned for 14.06.2027) to the end of October 2027 (planned for 29.10.2027).

3. Scope of Holdings

Approximately 21.5 kilometres of shelving will be moved in total, of which approximately 17 kilometres are archive holdings and approximately 4.5 kilometres are library holdings. The archive holdings are packed in archive boxes to approximately 80 percent, less than 20 percent are unpacked files. The library holdings are packed in archive boxes to approximately 10 percent.

4. Procedure Description

The service will be carried out within the framework of a European-wide procurement procedure as a restricted procedure with a pre-tendering phase (Section 14(2) in conjunction with Section 16 VgV). The procedure is divided into two stages:

Stage 1 (Pre-qualification): In this current phase, a public pre-qualification competition will be conducted. The contracting authority will check the suitability of the applicants based on the submitted documents.

Stage 2 (Tender Phase): In the subsequent restricted procedure, the suitable companies will be invited to submit a tender including a preliminary concept. The economic evaluation will be carried out based on the award criteria "preliminary concept quality" (weighting: 70%) and "price" (weighting: 30%). The quality of the preliminary concept will be assessed using a 6-point grading scale (0 to 5 points). The price assessment will be carried out using linear interpolation (minimum value method), where the lowest evaluable offer receives 5 points and offers from 2.0 times the lowest price receive 0 points. Absolute discounts will be taken into account, discounts will not. In the event of a tie, the higher score in the preliminary concept criterion will decide. Important note on transparency: The detailed evaluation matrix, the mathematical price calculation formula (including the capping limit to avoid negative point values) and the regulations on discounts and ties are fully and comprehensively described in the attached document "Bewertungsschema Stufe 2, Angebotsphase.pdf" (see tender documents of this stage 1). The creation of the preliminary concept required in the second stage of the procedure (tender phase) (which will later, in the event of a successful award, be finalised in the performance phase 1 in coordination with the client's moving management) requires a prior inspection of the local conditions at the affected locations. A corresponding site inspection will be mandatory for the bidders selected in stage 2 and invited to submit a tender. The exact dates, organisational framework conditions and safety regulations for the inspection will be announced with the tender documents in stage 2. When setting the tender deadline there, the contracting authority will appropriately take into account the obligation to carry out a prior site inspection in accordance with Section 20(2) VgV, so that all bidders will have sufficient time to prepare the preliminary concept and calculate the tender after the inspection dates. For the current stage 1 (Public Pre-qualification): To participate in the procurement procedure and to prove your suitability, the declarations and evidence required in the tender documents must be submitted in full. Please use the forms provided in the tendering platform, where assigned. The examination and evaluation of your suitability will be carried out exclusively on the basis of these defined criteria and the documents to be submitted. A detailed description of the service and the complete contract documents will be made available exclusively to the qualified companies within the framework of stage 2 (tender phase) via the tendering platform.