Delegation of the European Union to Somalia

SERVICE CONTRACT NOTICE

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Services

SERVICE CONTRACT NOTICE

Technical Assistance for Civil Society Capacity Building

Location - Somalia
 

Please note that the awarding of the contract is subject to the condition of:

the prior adoption of the relevant addendum to the financing decision; which does not modify the elements of the procurement procedure (this will be the case, for instance, if the budget initially foreseen is different or if the timeframe, the nature or the condition of the implementation are altered). If the precedent condition is not met, the contracting authority will either abandon the procurement or cancel the award procedure without the candidates or tenderers being entitled to claim any compensation.

1.   Publication reference

EuropeAid/139869/DH/SER/SO

2.   Procedure

Restricted

3.   Programme title

Governance Consolidation Programme for Somalia (GOVCON)

4.   Financing

Financing agreement, FED/2017/38756

5.   Contracting Authority

European Union, represented by the European Commission

Clarifications may be sought from the contracting authority at the following email address DELEGATION-SOMALIA@eeas.europa.eu 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.

CONTRACT SPECIFICATION

6.   Nature of contract

Fee-based

7.   Contract description

The overall objective of the project is to strengthen the capacity of the CSOs working in the governance and democratisation sector to mobilise Somali citizens to participate more effectively in democracy and governance reform processes through representation, participation, transparency and accountability (REPARTRAC). The purpose of this contract is to: (i) increase CSOs' capacity in project cycle management (PCM), organisation management (financial, communication, etc.) under EU procedures; (ii) provide technical and advisory support to Somali CSOs on effective participation and influence of civil society in governance and democratisation activities and improve their sustainability, accountability and constituencies, and; (iii) facilitate coordination/partnerships between the different CSOs and NSA Platforms through establishment of a governance structure convening actors within the governance and democratisation sector, provide a space for exchange of ideologies and map out priority areas of engagement.

8.   Number and titles of lots

One lot only

9.   Maximum budget

EUR 1,500,000

 

CONDITIONS OF PARTICIPATION

11.             Eligibility

Participation in tendering is open  on equal terms to natural and legal persons (participating either individually or in a grouping – consortium –- of tenderers) which are established in a Member State of the European Union, ACP States or in a country or territory authorised by the ACP-EC Partnership Agreement under which the contract is financed (see also item 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.

12.  Candidature

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 2.6.10.1. 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.

16.             Sub-contracting

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.

 

PROVISIONAL TIMETABLE

18.             Provisional date of invitation to tender

November 2018

19.             Provisional commencement date of the contract

January 2019

20.             Initial period of implementation of tasks

36 months

 

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 years for which accounts have been closed.

  • The average annual turnover of the candidate in each of the last three years must exceed EUR 800,000; and
  • 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 from submission deadline.

Criteria for legal and natural persons:

  • The candidate should have at least five (5) permanently employed staff working in 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 five years from submission deadline.

Criteria for legal and natural persons: 

1-  The candidate has provided services in a single contract or similar assignment with a budget of at least EUR 500.000 (proportion carried out by the candidate) that includes capacity building activities for civil society organizations. The contract was implemented at any moment during the reference period: 5 years prior to the submission deadline of this application. (The start and end/completion dates of the references should be specified as day/month/year).

2-  the candidate has provided services under a single contract or similar assignment with a budget of at least EUR 500.000 (proportion carried out by the candidate) in the field of increasing public institutions-CSO cooperation. The contract/similar assignment was implemented at any moment during the reference period: 5 years prior to the submission deadline (the start and end/completion dates of the references should be specified as day/month/year).

This means that the 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/tenderers are allowed to refer either to contracts completed within the reference period (although started earlier) or to contracts not yet completed. In the first case the 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 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 contracts completed) also detailing its value. If a candidate/tenderer has implemented the contract in a consortium, the percentage that the candidate/tenderer 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.

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. Some examples of when it may not be considered appropriate by the contracting authority are when the tender rely in majority on the capacities of other entities or when they rely on key criteria. If the tender relies on other entities it must prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing a commitment on the part of 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 furnished 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 works or 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, the relative strengths and weaknesses of the applications of these candidates must be reexamined to identify the eight best candidates. The only additional comparative criteria which will be taken into consideration during this re-examination, in the order that they appear below, are:

1) The total number of references fulfilling the technical capacity criteria 21.3.1 and 21.3.2 (one reference satisfying both criteria will be considered separately for each of the criteria); and

2) For the cases of equality in line with the first re-examination criterion, the second re-examination criterion will be the cumulative value of the references (proportion carried out by the candidate) fulfilling the technical capacity criterion 21.3.1 and 21.3.2 (one reference satisfying both criteria will be considered separately for each of the criteria).

N.B.: additional comparative criterion 2) will be applied only if the number of eligible candidates remains higher than 8 after applying additional comparative criterion 1).

22.             Award criteria

Best price-quality ratio.

 

APPLICATION

23.             Deadline for receipt of applications

The candidate/tenderer's attention is drawn to the fact that there are two different systems for sending applications/tenders: one is by post or private mail service, or by hand delivery.

In the first case, the application/tender must be sent before the date and time limit for submission, as evidenced by the postmark or deposit slip[1], but in the second case it is the acknowledgment of receipt given at the time of the delivery of the application/tender which will serve as proof.

16:30 local time (Kenya) on 12 November 2018.

Any application submitted to the contracting authority after this deadline will not be considered.

The contracting authority may, for reasons of administrative efficiency, reject any application or tender 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 or of the evaluation report, if accepting applications or tenders that were submitted on time but arrived late would considerably delay the evaluation procedure(for instance when applications or tenders are received after the evaluation committee has finished its works and evaluating them would imply re-calling the evaluation committee)  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:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

The application must be accompanied by a declaration of honour on exclusion and selection criteria using the template available from the following Internet address:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=A

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:

  • EITHER by post or by courier service, in which case the evidence shall be constituted by the postmark or the date of the deposit slip, to:

Ms. Jane Rama 

Delegation of the European Union to the Republic of Somalia

Union Insurance House, Ragati Road,

P.O. Box 30475 – 00100

Nairobi, KENYA

  • OR hand delivered by the participant in person or by an agent directly to the premises of the contracting authority in return for a signed and dated receipt, in which case the evidence shall be constituted by this acknowledgement of receipt, to:

Ms. Jane Rama 

Delegation of the European Union to the Republic of Somalia

            Union Insurance House, Ragati Road,

P.O. Box 30475 – 00100

Nairobi, KENYA

Tel. +254 20 2802114

(Opening hours: Monday to Friday 07:00–17:00.)

 

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

11 September 2018

The notice number in OJ S may be found under the title of the project in the published notice on the EuropeAid webpage.

29.             Legal basis

Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States of the one part, and the European Community and its Member States, of the other part, signed in Cotonou on 23 June 2000 as amended in Luxembourg on 25 June 2005 and in Ouagadougou on 22 June 2010. Reference is made to Annex IV as revised by Decision 1/2014 of the ACP-EU Council of Ministers of 20 June 2014.

30. Additional information

N/A

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