Changes1.Publication reference:

EuropeAid/140049/IH/SUP/MW

2.Procedure

International Open tender

3.Programme title

KULIMA – Promoting Farming in Malawi

4.Financing

Financing Agreement No.MW/FED/2016/038 - 578

5.Contracting authority

The Government of the Republic of Malawi, represented itself by the National Authorizing Officer (NAO), Ministry of Finance, Economic Planning and Development, Lilongwe, MALAWI

Contract specifications6.Description of the contract

The subject of the contract is the supply, by the Contractor of various research equipment, research supplies, ICT equipment and research protective clothing at Bvumbwe Research Station in Thyolo District, Chitedze Research Station in Lilongwe District and Lunyangwa Research Station in Mzuzu.

7.Number and titles of lots

The procurement has been divided into Four (4) lots as follows:

Lot 1: Laboratory equipment;

Lot 2: Laboratory Consumables;

Lot 3: Laboratory ICT equipment;

Lot 4: Laboratory Protective equipment.

Terms of participation8.Eligibility and rules of origin

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 one of the Member States of the European Union, ACP States or in a country or territory authorized by the ACP-EC Partnership Agreement under which the contract is financed (see also item 22 below). Participation is also open to international organizations. All goods supplied under this contract must originate in these countries.

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 and of goods originating from third countries will apply to candidates or tenderers from the United Kingdom, and to all candidates or tenderers proposing goods originating 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 the contract award, candidates or tenderers from the United Kingdom, and candidates or tenderers proposing goods originating from the United Kingdom could be rejected from the procurement procedure.

If the value of the products of the tender procedure as a whole or if divided into lots, per lot is below 100 000 EUR: all supplies under this contract may originate from any country.

9.Grounds for exclusion

Tenderers must submit a signed declaration, included in the tender form for a supply contract, to the effect that they are not in any of the situations listed in Section 2.6.10.1. of the practical guide.

Tenderers 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.

10.Number of tenders

The candidates may submit an application for one lot only, several lots or all of the lots, but only one application may be submitted per lot. Tenders for parts of a lot will not be considered. Tenderers may not submit a tender for a variant solution in addition to their tender for the supplies required in the tender dossier.

Contracts will be awarded lot by lot and each lot will form a separate contract. Any tenderer may state in its tender that it would offer a discount in the event that its tender is accepted for more than one lot.

11.Tender guarantee

Tenderers must provide a tender guarantee of 6 000 EUR for Lot 1 when submitting their tender. This guarantee will be released to unsuccessful tenderers once the tender procedure has been completed and to the successful tenderer[s] upon signature of the contract by all parties. This guarantee will be called upon if the tenderer does not fulfil all obligations stated in its tender. No tender guarantee is required for lots 2, 3 and 4.

12.Performance guarantee

For Lot 1 only, the successful tenderer will be asked to provide a performance guarantee of 5 % of the amount of the contract at the signing of the contract. This guarantee must be provided together with the return of the countersigned contract no later than 30 days after the tenderer receives the contract signed by the contracting authority. If the selected tenderer fails to provide such a guarantee within this period, the contract will be void and a new contract may be drawn up and sent to the tenderer which has submitted the next cheapest compliant tender.

No performance guarantee is required for Lots 2, 3 and 4.

13.Information meeting and/or site visit

No information meeting is planned.

14.Tender validity

Tenders must remain valid for a period of 90 days after the deadline for submission of tenders. In exceptional circumstances, the contracting authority may, before the validity period expires, request that tenderers extend the validity of tenders for a specific period (see para 8.2 of the instructions to tenderers).

15.Period of implementation of tasks

The supplier must supply, deliver and install the goods within 90 calendar days from the date of the last signature to the contract.

Selection and award criteria16.Selection criteria

The following selection criteria will be applied to tenderers. In the case of tenders 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 tenderer (based on i.a. item 3 of the tender form for a supply contract). In case of tenderer being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last 3 years for which accounts have been closed.

The selection criteria for tenderers to lot 1 are as follows:

Criteria for legal persons

(a) the average annual turnover of the tenderer must exceed 500 000 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.

Criteria for natural persons:

(a) the available financial resources of the tenderer must exceed 500 000 EUR ;and

(b) the financial situation of the tenderer should not be in deficit, taken into account debts, at the beginning and end of each of the last 3 years.

The selection criteria for tenderers to lots 2 and 3 are as follows:

Criteria for legal persons

(a) the average annual turnover of the tenderer must exceed 55 000 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.

Criteria for natural persons:

(a) the available financial resources of the tenderer must exceed 55 000 EUR; and

(b) the financial situation of the tenderer should not be in deficit, taken into account debts, at the beginning and end of each of the last 3 years.

The selection criteria for tenderers to lot 4 are as follows:

Criteria for legal persons

(a) the average annual turnover of the tenderer must exceed 18 000 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.

Criteria for natural persons:

(a) the available financial resources of the tenderer must exceed 18 000 EUR; and

(b) the financial situation of the tenderer should not be in deficit, taken into account debts, at the beginning and end of each of the last 3 years.

2) Professional capacity of tenderer (based on i.a. items 4 and 5 of the tender form for a supply contract). The reference period which will be taken into account will be the last 3 years from the submission deadline.

The selection criteria for each tenderer are as follows:

Criteria legal persons

(a) the tenderer must be a registered firm with a professional certificate appropriate to this contract;

(b) at least 7 staff should be currently working for the tenderer in fields related to this contract;

(c) at least 3 of all staff working for the tenderer this year in the field related to this contract must be permanent.

Criteria for natural persons:

(a) the tenderer must be a registered entrepreneur with professional certificate related to this contract;

(b) the tenderer is currently working/has worked as manager/team leader with at least 3 staff in fields related to this contract.

3) Technical capacity of tenderer (based on i.a. items 5 and 6 of the tender form for a supply contract). The reference period which will be taken into account will be the last 3 years from submission deadline.

The selection criteria for tenderers to lot 1 are as follows:

Criteria for legal persons and natural persons:

(a) the tenderer has delivered similar supplies for at least 3 contracts each with a contract amount of at least 500 000 EUR in fields related to this tender.

The selection criteria for tenderers to lot 2 and 3 are as follows:

Criteria for legal persons and natural persons:

(a) the tenderer has delivered similar supplies for at least 2 contracts each with a contract amount of at least 55 000 EUR in fields related to this tender.

The selection criteria for tenderers to lot 4 are as follows:

Criteria for legal persons and natural persons:

(a) the tenderer has delivered similar supplies for at least 2 contracts each with a contract amount of at least 18 000 EUR in fields related to this tender.

This means that the contract the tenderer 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. Tenderers are allowed to refer either to projects completed within the reference period (although started earlier) or to projects not yet completed. In the first case the project will be considered in its whole if proper evidence of performance is provided (statement or certificate from the entity which awarded the contract, final acceptance). In case of projects still on-going only the portion satisfactorily completed during the reference period will be taken into consideration. This portion will have to be supported by documentary evidence (similarly to projects completed) also detailing its value.

Capacity-providing entities

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 and notably that of nationality, as the economic operator relying on them 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, a tenderer may only rely on the capacities of other entities where the latter will perform the tasks 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.

Critical tasks

The contracting authority requires that the following critical tasks be performed directly by the tenderer itself, or where the tender is submitted by a joint venture/consortium, by one of its participating members: Installation and initial training about the successful use of selected equipments.

17.Award criteria

Price.

Tendering18.How to obtain the tender dossier

The tender dossier is available from the following Internet address: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome. The tender dossier is also available from the contracting authority. Tenders must be submitted using the standard tender form for a supply contract included in the tender dossier, whose format and instructions must be strictly observed.

Tenderers with questions regarding this tender should send them in writing to nao@naosupportmw.org, The Head of Unit, The National Authorising Officer (NAO) Support Unit, Ministry of Finance, Economic Planning and Development, NAO Support Unit, PO BOX 30049, Capital City, Lilongwe 3, Malawi (mentioning the publication reference shown in item 1) at the latest 21 days before the deadline for submission of tenders given in item 19. The contracting authority must reply to all tenderers' questions at the latest 11 days before the deadline for submission of tenders. Eventual clarifications or minor changes to the tender dossier shall be published at the latest 11 days before the submission deadline on the website of DG International Cooperation and Development at https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome

19.Deadline for submission of tenders

The candidate/tenderer's attention is drawn to the fact that there are 2 different systems for sending applications/tenders, either 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.

20.1.2020 at 10.00 local time.

Any tender submitted to the contracting authority after this deadline will not be considered. The contracting authority may, for reasons of administrative efficiency, reject any 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 evaluation report, if accepting tenders that were submitted on time but arrived late would considerably delay the evaluation procedure or jeopardise decisions already taken and notified.

How tenders may be submitted

Tenders 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:

The Head of Unit

The National Authorising Officer (NAO) Support Unit

Ministry of Finance, Economic Planning and Development, PO BOX 30049, Capital City, Lilongwe 3, MALAWI

Tel. (+ 265) 01 788 171

Fax (+ 265) 01 788 123

— 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:

The Head of Unit

The National Authorising Officer (NAO) Support Unit

Ministry of Finance, Economic Planning and Development, PO BOX 30049, Capital City, Lilongwe 3, MALAWI

Tel. (+ 265) 01 788 171

Fax (+ 265) 01 788 123

The NAO is open from 7.30-12.00, 13.30-17.00 from Monday to Friday except public holidays.

The contract title and the Publication reference (see item 1 above) must be clearly marked on the envelope containing the tender and must always be mentioned in all subsequent correspondence with the contracting authority.

Tenders submitted by any other means will not be considered.

By submitting a tender 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 tender.

(1) It is recommended to use registered mail in case the postmark would not be readable.

20.Tender opening session

20.1.2020, 10.30 hours local time at the NAO Support Unit Conference room Ministry of Finance, Economic Planning and Development, Lilongwe, Malawi

In the case that at the date of the opening session some tenders have not been delivered to the contracting authority but their representatives can show evidence that they have been sent on time, the contracting authority will allow them to participate in the first opening session and inform all representatives of the tenderers that a second opening session will be organised.

21.Language of the procedure

All written communications for this tender procedure and contract must be in English.

22.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 23.6.2000 as amended in Luxembourg on 25.6.2005 and in Ouagadougou on 22.6.2010. Reference is made to Annex IV as revised by Decision 1/2014 of the ACP-EU Council of Ministers of 20.6.2014.

23.Additional information

Financial data to be provided by the tenderer in the standard tender 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 October 2019, which can be found at the following address: http://ec.europa.eu/budget/graphs/inforeuro.html

Deadline Date2020-01-20
Publication Date2019-11-15
CountryMalawi
Procurement StatusActive
TypeOpen procedure
Contract TypeSupplies
Award CriteriaLowest price
OrganisationThe Government of the Republic of Malawi
TownLilongwe
Class Code38970000
Class DescriptionResearch, testing and scientific technical simulator
SourceOffice for Official Publications of the European Communities - Tenders electronic daily (Ted)