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1
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For completing above mentioned annex III, IX and XV can you please send them in word format.
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For security reasons, the Agency is unable to provide annexes III, IX and XV in Word format. However,[...]
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24/07/2019
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2
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Is there more detailed information such as total square meters offices, traffic area, toilets, stairways[...]
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Tenderers should note that the EMA building is still a construction site. However, the Agency is able[...]
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24/07/2019
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3
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Additional information/clarification in relation to Breeam certification
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With regards to Technical Specifications art 3.1.5 c) Breeam Certification, the contractor must specifically[...]
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24/07/2019
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4
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Can you give more information about the total square meters for windowcleaning. Internal glass, interior[...]
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The total surface of the glass installed will only be known post completion of the EMA building. Therefore[...]
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25/07/2019
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5
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The submission date for this tender coincides with the summer vacation period in the Netherlands. In [...]
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Given the time-criticality of the procurement, the submission date cannot be postponed.
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25/07/2019
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6
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Does this mean that the window cleaner must clean monthly interior glass and is this included separation[...]
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The monthly cleaning services required comprises the internal glazing including separation glass, as [...]
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26/07/2019
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7
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In the Invitation to tender you mention: "Economic operators interested in this contract are invited [...]
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EMA is a multicultural organisation with English as the main working language, and English would therefore[...]
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30/07/2019
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8
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Are there any requirements for submitting the qualitive award criteria such as max. number of pages, [...]
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There are no such requirements regarding those aspects in the qualitative award criteria.
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31/07/2019
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9
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To which address and for whose attention may tenderers send these documents?
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Signed originals should be sent to the following address: European Medicines Agency Attn: Beatriz Rabazo[...]
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31/07/2019
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10
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Can you please let us know the expected contact award date?
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It is estimated that the contract award decision will be communicated early November ‘19.
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31/07/2019
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11
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When entering a subcontractor in E-tendering, the system requires a declaration of honour and other selection[...]
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1. As indicated in section 4.2 of the technical specifications a completed and signed Annex III is required[...]
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31/07/2019
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12
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“If the tenderer relies on the capacities of other entities (e.g. a parent company), a written undertaking[...]
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The 403-verklaring as filed with the Chamber of Commerce (KvK) is not accepted as evidence. The tender[...]
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31/07/2019
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13
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Can you please explain the definition of ‘own funds’, as this is a broad concept? Is our assumption correct[...]
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This assumption is correct. Own funds is considered the total equity or net assets of the company and[...]
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31/07/2019
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14
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Is our assumption correct that not all services have to be performed at one single client? E.g. tenderers[...]
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It shall be noted that, in case the cleaning services and the waste management are provided to different[...]
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31/07/2019
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15
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Are tenderers allowed to call on third parties in order meet the requirements in this paragraph?
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Tenderers are allowed to call on third parties in order meet the requirements. All the requirements listed[...]
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31/07/2019
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16
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May the services have been provided in other EU-countries?
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Yes, the services may have been provided in other EU-countries.
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31/07/2019
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17
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Can you please confirm that tenderers are allowed to use their own format to respond to the qualitative[...]
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Yes, tenderers are allowed to use their own format to respond to the qualitative award criteria.
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31/07/2019
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18
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Do you prefer one document with all the answers to questions 1 – 8, or do you prefer a separate document[...]
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EMA would prefer to receive one document with all the answers.
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31/07/2019
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19
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The estimated value of the contract calculated over the maximum contract duration of 4 years is € 4.500.000[...]
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The amount is an indicative estimate of the contract value. The contract will be awarded to the most [...]
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31/07/2019
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20
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Are tenderers allowed to submit references in a free format, provided that the required information is[...]
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There are no format requirements in relation to section 15.2.5 of the technical specifications.
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31/07/2019
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21
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You are asking tenderers to indicate with regard to which KPI’s they are prepared to exceed the minimum[...]
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The Agency has established minimum service requirements in the draft Service Level Agreement (SLA) with[...]
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31/07/2019
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22
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Can you give us (more) specifications for: Soap Toiletbrushes handtowel toiletpaper
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The below specifications are included either in the costing sheet (Annex II) or in the technical specifications[...]
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01/08/2019
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23
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Can you please confirm that this relates to the cleaning services only?
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Requirement 4 of section 15.2 (Evidence of compliance with applicable Health and Safety regulations and[...]
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01/08/2019
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24
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Can you please define more specific what you mean by ‘closure of the contract’? Do you expect a plan [...]
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Tenderer are requested to submit a plan for when the contract ends, which in principle is after a period[...]
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01/08/2019
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25
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The prices for windowcleaning are based on square meters that we don't know (answer question windowcleaning[...]
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The permanent premises are still under construction. Therefore the exact square meters (m2) of the internal[...]
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02/08/2019
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26
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In order to compile a correct list of proposed cleaning products, an overview of the finishing materials[...]
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Tenderers should note that the EMA building is still a construction site. The below list of finishing[...]
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02/08/2019
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27
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Is this included the dispensers and what are the specifications.
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The provision of hygienic and sanitary supplies and consumables does not include dispensers itself. Please[...]
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02/08/2019
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28
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Row 26, further to your answer to question 4. How will square meters be determined upon completion? Is[...]
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Please see the answer to question 25.
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02/08/2019
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29
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The atrium is accessible by using the GOI. Is all of the glass accessible with the GOI? And how many [...]
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Glazing in the atrium is accessible by using the GOI. The largest area of internal glazing to be cleaned[...]
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02/08/2019
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30
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various frequencies for the internal window cleaning are mentioned: 12x per year and 2x per year. Which[...]
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Both are correct. Twelve (12 x per year) refers to the monthly cleaning of the internal glazing of interior[...]
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02/08/2019
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31
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Row 17, deep cleaning services. In order to provide you with a correct price per cleaning session, a [...]
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Description of the deep cleaning services required can be found in section 3.1.2 (Periodical deep cleaning[...]
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02/08/2019
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32
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Row 18, deep cleaning of shower rooms and changing rooms. Can you provide us with an element list for[...]
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Description of the deep cleaning services required can be found in section 3.1.2 (Periodical deep cleaning[...]
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02/08/2019
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33
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For the KPI Audit overall score % you refer to a score sheet by which you measure Customer Satisfaction[...]
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The score sheet is included in the SLA spreadsheet, please see score input in column K. The scores will[...]
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02/08/2019
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34
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According to the Scoring Criteria for complaints, receiving 1 complaint per month will result in a score[...]
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Complaints as described in the SLA Annex XVI are considered those that result from failing to meet the[...]
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02/08/2019
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35
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“Duly signed and dated by an authorised representative” Is our assumption correct that the tender documents[...]
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The assumption is correct. The procurement documents shall be signed by a person who is identified in[...]
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06/08/2019
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36
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You are requesting a press machine for paper and for organic waste, but not for residual waste. We know[...]
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As per point d) Central waste collection area of section 3.1.5. Waste management including confidential[...]
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06/08/2019
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37
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Which type of coffee cups will you be using? PE-coated or a biodegradable cup with PLA-coating?
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This information is not yet known. Coffee cups will be provided by the catering contractor. The procurement[...]
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06/08/2019
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38
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How many sanitary units will there be in your building, and how many toilet pots and washbasins?
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Could the economic operator please clarify what is meant with ‘sanitary units’?
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06/08/2019
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39
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You indicate that information about glass m2 will not be available until the building has been completed[...]
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A price per m2 for cleaning of internal glazing is fine. Please see also the answer to question 25.
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06/08/2019
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40
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Will there be a possibility to adjust the prices quoted in our tender afterwards based on the actual [...]
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For items for which the exact volume (e.g. m2) is not yet known, the tenderers shall quote a price per[...]
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06/08/2019
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41
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From our own experience we know that a maximum of 1 complaint per month in a building with > 1.000[...]
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Complaints as described in the SLA are not user complaints. User complaints will be channelled through[...]
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06/08/2019
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42
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As this is a multi service contract, we will be handling complaints and requests for the subcontracted[...]
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Tenderers are expected to provide all-inclusive prices in the costing sheet (Annex II to the Technical[...]
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06/08/2019
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43
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What is the estimated date of the start of te contract (also in relation to the award date early november[...]
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It is currently envisaged that the contract award decision will be communicated in mid-November19, and[...]
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06/08/2019
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44
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We can not find Annex XIX in the document library, can you provide us with that document?
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A sample purchase order is included as the very last page of the draft Contract (Annex VII to the Technical[...]
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06/08/2019
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45
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Our waste management partner is a young and innovative start up. We are able to provide the requested[...]
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As set out in section 15: Selection criteria (technical and professional capacity) in particular section[...]
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06/08/2019
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46
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In the current situation all service desk enquiries (receipt, processing and feedback) are handled by[...]
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The Agency considers that this question is not relevant to the submission of a proposal in response to[...]
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06/08/2019
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47
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As a multi service provider we are aware how important is is that requests and complaints are filed under[...]
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The Agency considers that this question is not relevant to the submission of a proposal in response to[...]
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06/08/2019
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48
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The successful tenderer will be required to carry out an initial risk assessment at no additional cost[...]
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The Agency is asking tenderers to provide a fixed cost per one pest control visit where each visit shall[...]
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06/08/2019
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49
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The successful tenderer will be required to treat at no additional cost to the Agency all crawling insects[...]
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The assumption is correct. Compliance with law and relevant regulations will always prevail.
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06/08/2019
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50
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Unlimited call outs in or out of office hours for suspected pest infestations. Unlimited follow up visits[...]
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Tenderers are requested to factor in these requirements and provide a fixed price to include: -Unlimited[...]
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06/08/2019
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