Kiribatia and the EU


15/04/2017 - 09:00

Support for Visibility and Communication Activities for EU Delegation to the Republic of Rwanda.


Location- Rwanda


1.   Publication reference


2.   Procedure


3.   Programme title

Support for Visibility and Communication activities for the EU Delegation to the Republic of Rwanda

4.   Financing

Financing agreements:





5.   Contracting Authority

European Union, represented by the European Commission on behalf of and for the account of The Republic of Rwanda.




6.   Nature of contract


7.   Contract description

The EU Delegation is committed to sharing its achievements and its values with Rwanda and countries beyond its borders. Communication should focus on development with the EU as partner and on achievements and impact of the National Indicative Programme.

In 2017, the Delegation drew up a new Communication Strategy for Rwanda to guide activities. The foreseen assignment builds on this strategy, as well as successes and lessons learned in the earlier framework contract in relation to visibility and communication.

            The overall objective of the contract being tendered will be to implement actions to enhance the visibility of the EU (including its Member States - MS), to enhance the local knowledge about the EU, and to ensure that the EU's and MS's financial and knowledge contribution to the development of Rwanda, of Rwanda in the Great Lakes and of the East African Community region becomes widely known.

8.   Number and titles of lots

One lot only

9.   Maximum budget

EUR 1,000,000

10. Scope for additional services

The Contracting Authority may, at its own discretion, extend the project in duration and/or scope subject to the availability of funding up to the additional amount of EUR 1,000,000 and/or a doubling of its duration. Any extension of the contract would be subject to satisfactory performance by the Contractor.




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.

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 this 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 - 2.4.3.). 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 2.3.3 of the PRAG.

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.


18.             Provisional date of invitation to tender


19.             Provisional commencement date of the contract


20.             Initial period of implementation of tasks

36 months




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 a 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.

Criteria for legal persons and natural person:

  • The average annual turnover of the candidate must exceed the annualized maximum budget i.e., the maximum budget stated in the contract notice divided by the initial contract duration in years, where this exceeds 1 year (minimum annual turnover requested may not exceed 2 times the estimated annual contract value, except in duly justified cases motivated in the tender dossier);
  • 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.

At least 6 staff currently working for the tenderer in fields related to this contract, such as:

  • communication, information and awareness campaigns, media/journalism, press, TV, photography, visual art, marketing/public relations;
  • public diplomacy and economic diplomacy;
  • Public policy dialogue facilitation and communication in the sectors covered by this contract (energy, economic governance and agriculture sectors);
  • Web design, internet, radio emissions and short movies

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.

The candidate has provided services under at least 3 contracts each with a budget of at least EUR 300,000 in the fields of communication, information and visibility, media/press, visual art, photography, awareness campaigns, and marketing which were implemented at any moment during the reference period: 5 years. This means that the project 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.

Previous experience which caused breach of contract and termination by a Contracting Authority shall not be used as reference. The candidate can submit documentary evidence to show what they've been doing in the past, such as video materials, awareness campaign materials or brochures, as well as information about those activities' objectively measured impact.

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. It must in that case 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 fulfil the same relevant selection criteria as the economic operator. 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 factors which will be taken into consideration during this re-examination are:

1)  the highest number of projects in criteria 3.1 implemented in Eastern Africa

2)  the highest number of projects in criteria 3.1 implemented are from EDF projects


22.             Award criteria

Best price-quality ratio.




23.             Deadline for receipt of applications

17 May 2017 at 5:00 pm local time

Any application received by the Contracting Authority after this deadline will not be considered.

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 of 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, with the exception of the materials mentioned in the third paragraph of 21.3.

25.             How applications may be submitted

Applications must be submitted in English exclusively to the Contracting Authority in a sealed envelope:

  • EITHER by recorded delivery (official postal service) to :

European Union Delegation in the Republic of Rwanda

1807, Boulevard de l'Umuganda

P.O Box 515 Kigali- RWANDA

In this case, the delivery record makes proof of compliance with the time-limit for receipt.

  • OR hand delivered (including courier services) directly to the Contracting Authority in return for a signed and dated receipt to:

European Union Delegation in the Republic of Rwanda

1807, Boulevard de l'Umuganda

P.O Box 515 Kigali- RWANDA

Contact person: Ms Angélique BITAHANINKINDI

Tel nr. +250 788 198100/ +250 788198 151

Office opening hours: 7.45 – 17.30

In this case, the acknowledgment of receipt makes proof of compliance with the time-limit for receipt.

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

7 March 2017

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[1]

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


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[1]  Please state any specificity that might have an impact on rules on participation (such as geographic or thematic or long/short term).

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