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1. Publication reference
3. Programme title
IPA Support Measure for Communication about the European Union and the Enlargement Process 2017-2018 & IPA Support Measure for Communication about the European Union and the EU Accession Process 2019-2020.
IPA 2018/ 040-252 & IPA 2019/ 041-172
5. Contracting Authority
European Union, represented by the European Commission on behalf of and for the account of the Kosovo*
Clarifications may be sought from the contracting authority at the following email address firstname.lastname@example.org at the latest 21 days before the deadline for submission of applications stated at the point 23 below.
Clarifications will be published on the website of DG International Cooperation and Development at the latest 5 days before the deadline.
6. Nature of contract
7. Contract description
The overall objective of this project is to increase the level of information and public awareness in Kosovo about the EU, its policies and programmes and their impact on citizens' daily lives. The project will include various information and communication activities using a variety of tools with the aim of maintaining public support for the European path of Kosovo based on well-informed and realistic expectations. The project will assist the EU Office communication/public diplomacy efforts by providing a wide-scale communication support through Europe House and other outreach/communication tools. The project outputs will include the day-to-day running of the Europe House in Pristina and North Mitrovica. The project will deliver thematic communication campaigns, outreach and networking, cultural diplomacy initiatives, online and social media activities, production of information tools and products, media monitoring and analysis, as well as opinion polling and assessment of communication actions.
8. Number and titles of lots
One lot only
9. Maximum budget
10. Scope for additional services
The contracting authority may, at its own discretion, extend the service contract in duration and/or scope subject to the availability of funding up to the estimated amount of approximately EURO 2,800,000.00. Any extension of the contract would be subject to satisfactory performance by the contractor.
CONDITIONS OF PARTICIPATION
Participation is open to all natural persons who are nationals of and legal persons (participating either individually or in a grouping – consortium – of tenderers) which are effectively established in a Member State of the European Union or in a eligible country or territory as defined under the Regulation (EU) No 236/2014 establishing common rules and procedures for the implementation of the Union's instruments for external action (CIR) for the applicable instrument under which the contract is financed (see also heading 29 below). Participation is also open to international organisations.
Please be aware that after the United Kingdom's withdrawal from the EU, the rules of access to EU procurement procedures of economic operators established in third countries will apply to candidates or tenderers from the United Kingdom depending on the outcome of negotiations. In case such access is not provided by legal provisions in force at the time of contract award, candidates or tenderers from the United Kingdom could be rejected from the procurement procedure.
All eligible natural and legal persons (as per item 11 above) or groupings of such persons (consortia) may apply.
A consortium may be a permanent, legally-established grouping or a grouping which has been constituted informally for a specific tender procedure. All members of a consortium (i.e., the leader and all other members) are jointly and severally liable to the contracting authority.
The participation of an ineligible natural or legal person (as per item 11) will result in the automatic exclusion of that person. In particular, if that ineligible person belongs to a consortium, the whole consortium will be excluded.
13. Number of applications
No more than one application can be submitted by a natural or legal person whatever the form of participation (as an individual legal entity or as leader or member of a consortium submitting an application). In the event that a natural or legal person submits more than one application, all applications in which that person has participated will be excluded.
14. Shortlist alliances prohibited
Any tenders received from tenderers comprising firms other than those mentioned in the short-listed application forms will be excluded from this restricted tender procedure unless prior approval from the contracting authority has been obtained (see practical guide – PRAG – 2.6.3.). Short-listed candidates may not form alliances or subcontract to each other for the contract in question.
15. Grounds for exclusion
As part of the application form, candidates must submit a signed declaration, included in the standard application form, to the effect that they are not in any of the exclusion situations listed in Section 18.104.22.168. of the PRAG.
Candidates included in the lists of EU restrictive measures (see Section 2.4. of the PRAG) at the moment of the award decision cannot be awarded the contract.
Subcontracting is allowed.
17. Number of candidates to be short-listed
On the basis of the applications received, between 4 and 8 candidates will be invited to submit detailed tenders for this contract. If the number of eligible candidates meeting the selection criteria is less than the minimum of 4, the contracting authority may invite the candidates who satisfy the criteria to submit a tender.
18. Provisional date of invitation to tender
19. Provisional commencement date of the contract
20. Initial period of implementation of tasks
Period of implementation of tasks is 36 months with possibility of extension as per item 10 above.
SELECTION AND AWARD CRITERIA
21. Selection criteria
The following selection criteria will be applied to candidates. In the case of applications submitted by a consortium, these selection criteria will be applied to the consortium as a whole unless specified otherwise. The selection criteria will not be applied to natural persons and single-member companies when they are sub-contractors.
1) Economic and financial capacity of candidate (based on item 3 of the application form). In case of candidate being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last three financial years for which accounts have been closed.
a) The average annual turnover of the candidate for the last 3 years for which the accounts have been closed shall exceed the 1,000,000.00 EUR.; and
b) Current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In case of a consortium this criterion must be fulfilled by each member.
2) Professional capacity of candidate (based on items 4 and 5 of the application form). The reference period which will be taken into account will be the last three years preceding the submission deadline.
a) At least 4 permanent staff currently working for the tenderer in the fields related to this contract
3) Technical capacity of candidate (based on items 5 and 6 of the application form). The reference period which will be taken into account will be the last three years preceding the submission deadline.
a) The candidate has provided services under at least 1 contract with a budget of at least EURO 1,000,000.00 in the field of Communication which was implemented at any moment during the reference period: 01/07/2016 – 10/09/2019.
This means that the service contract the candidate refers to could have been started or completed at any time during the indicated period but it does not necessarily have to be started and completed during that period, nor implemented during the entire period. Candidates are allowed to refer either to service contracts completed within the reference period (although started earlier) or to service contracts not yet completed. In the first case the service contract will be considered in its whole if proper evidence of performance is provided (statement or certificate from the entity which awarded the contract, proof of final payment). In case of service contracts still on-going only the portion satisfactorily completed during the reference period although started earlier will be taken into consideration. This portion will have to be supported by documentary evidence (similarly to service contracts completed) also detailing its value. If a candidate has implemented the service contract in a consortium, the percentage that the candidate has successfully completed must be clear from the documentary evidence, together with a description of the nature of the services provided if the selection criteria relating to the pertinence of the experience have been used. Documentary evidence is not required at the application stage but will be requested with the invitation to tender.
Previous experience which caused breach of contract and termination by a contracting authority shall not be used as reference.
An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. If the tenderer relies on other entities it must prove to the contracting authority that it will have at its disposal the resources necessary for the performance of the contract by producing a commitment by those entities to place those resources at its disposal. Such entities, for instance the parent company of the economic operator, must respect the same rules of eligibility - notably that of nationality – and must comply with the selection criteria for which the economic operator relies on them. Furthermore, the data for this third entity for the relevant selection criterion should be included in the tender in a separate document. Proof of the capacity will also have to be provided when requested by the contracting authority.
With regard to technical and professional criteria, an economic operator may only rely on the capacities of other entities where the latter will perform the services for which these capacities are required.
With regard to economic and financial criteria, the entities upon whose capacity the tenderer relies become jointly and severally liable for the performance of the contract.
If more than 8 eligible candidates meet the above selection criteria, their relative strengths and weaknesses must be re-examined in order to rank their applications and identify the 8 best candidates in accordance with point 17 of this contract notice. The only additional comparative criteria that will be taken into consideration during this re-examination, in the order in which they appear below, are:
1) the highest number of service contracts that meet criterion 21.3
2) the highest cumulated value of all the service contracts that meet criterion 21.3
N.B.: additional comparative criterion No 1 shall be applied to all the eligible candidates that meet the selection criteria. If, after applying additional comparative criterion No 1, it is not possible to identify the 8 best candidates because two or more candidates are tied for the 8th position, additional comparative criterion No 2 shall be applied only to these tied candidates.
22. Award criteria
Best price-quality ratio.
23. Deadline for submission of applications
The candidate attention is drawn to the fact that there are two different systems for sending applications: one is by post or private mail service, the other is by hand delivery.
In the first case, the application must be sent before the date and time limit for submission, as evidenced by the postmark or deposit slip, but in the second case it is the acknowledgment of receipt given at the time of the delivery of the application that will serve as proof.
9th September 2019; 16hrs00 CET.
Any application sent to the contracting authority after this deadline will not be considered.
The contracting authority may, for reasons of administrative efficiency, reject any application submitted on time to the postal service but received, for any reason beyond the contracting authority's control, after the effective date of approval of the short-list report, if accepting applications that were submitted on time but arrived late would considerably delay the evaluation procedure or jeopardise decisions already taken and notified.
24. Application format and details to be provided
Applications must be submitted using the standard application form, the format and instructions of which must be strictly observed. The application form is available from the following Internet address:
The application must be accompanied by a declaration on honour on exclusion and selection criteria using the template available from the following Internet address:
Any additional documentation (brochure, letter, etc.) sent with an application will not be taken into consideration.
25. How applications may be submitted
Applications must be submitted in English exclusively to the contracting authority in a sealed envelope:
European Union Office in Kosovo
For the attention of: Head of Contracts Finance and Audit Section
Kosovo Street 1, 10000 Pristina, KOSOVO
European Union Office in Kosovo
For the attention of: Head of Contracts Finance and Audit Section
Kosovo Street 1, 10000 Pristina, KOSOVO
The Contracting authority’s opening hours is Monday to Thursday 8:30 to 17:30, Friday 8:30 – 14:00 CET.
The contract title and the Publication reference (see item 1 above) must be clearly marked on the envelope containing the application and must always be mentioned in all subsequent correspondence with the contracting authority.
Applications submitted by any other means will not be considered.
By submitting an application candidates accept to receive notification of the outcome of the procedure by electronic means. Such notification shall be deemed to have been received on the date upon which the contracting authority sends it to the electronic address referred to in the application.
26. Alteration or withdrawal of applications
Candidates may alter or withdraw their applications by written notification prior to the deadline for submission of applications. No application may be altered after this deadline.
Any such notification of alteration or withdrawal shall be prepared and submitted in accordance with Item 25. The outer envelope (and the relevant inner envelope if used) must be marked ‘Alteration’ or ‘Withdrawal’ as appropriate.
27. Operational language
All written communications for this tender procedure and contract must be in English.
28. Date of publication of prior information notice
2nd July 2019.
29. Legal basis
Regulation (EU) N°236/2014 of the European Parliament and of the Council of 11 March 2014 laying down common rules and procedures for the implementation of the Union's instruments for financing external action IPA II (CIR – Article 10 - See Annex A2 of the Practical Guide.
30. Additional information
Financial data to be provided by the candidate in the standard application form must be expressed in EUR. If applicable, where a candidate refers to amounts originally expressed in a different currency, the conversion to EUR shall be made in accordance with the InforEuro exchange rate of August 2019 which can be found at the following address: http://ec.europa.eu/budget/graphs/inforeuro.html.
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 It is recommended to use registered mail in case the postmark would not be readable.
 Please state any specificity that might have an impact on rules on participation (such as geographic or thematic or long/short term).