Changes1.Publication reference




3.Programme title

Chuma Cha Dziko’ Public Finance Transparency and Accountability Program


MW/FED/040-749 financed under 11th European Development Fund

5.Contracting Authority

European Union, represented by the European Commission on behalf of and for the account of the Republic of Malawi, Lilongwe, MALAWI

Clarifications may be sought from the contracting authority at the following email address 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 specification6.Nature of contract

Global price

7.Contract description

The contract aims to educate and increase the awareness on public financial management (PFM) in the Malawian population, segregated into target groups as necessary. It shall establish a platform for exchange on pertinent PFM issues in Malawi and strengthen the voice of domestic accountability.

The team of experts shall produce a series of TV and radio shows complemented by an appropriate (social) media mix which will appeal to the Malawian population segregated into target groups as necessary. While being entertaining it shall also be educational and raise awareness of (pertinent) PFM issues.

8.Number and titles of lots

One lot only.

9.Maximum budget

3 000 000 EUR

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 1 500 000 EUR. Any extension of the contract would be subject to satisfactory performance by the contractor.

Conditions of participation11.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, 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 shortlisted 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 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.

Provisional timetable18.Provisional date of invitation to tender


19.Provisional commencement date of the contract


20.Initial period of implementation of tasks

46 months

Selection and award criteria21.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 3 financial years for which accounts have been closed.

— the average annual turnover of the candidate must exceed the annualised maximum budget of the contract i.e. the maximum budget stated in the contract notice divided by the initial contract duration in years, 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 3 years preceding the submission deadline.

The candidate (i.e. the consortium as a whole, in case of application by a consortium) shall demonstrate that the following number of staff in the following area of expertise currently work for him:

— TV production (15 member of staff),

— radio production (10 member of staff),

— PR campaign (10 member of staff),

— social media design and development (5 member of staff).

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 5 years preceding the submission deadline.

1) The candidate has provided services under at least 2 contracts in TV production, each with a budget of at least 1 000 000 EUR; and at least 2 contracts in radio production, each with a budget of at least 500 000 EUR .

In case 'TV production' and 'radio production' have been covered in a single contract, the cumulative amount of the contract must be equal or exceed 1 500 000 EUR to be eligible;

In case 'TV production' and 'radio production' are covered in a single contract but the cumulative amount of the contracts does not reach the cumulative requirement, the candidate must clearly indicate whether the contract shall count for, either 1 000 000 EUR for TV production or 500 000 EUR for radio production;

2) In addition, the candidate has provided services under at least 4 contracts each with a budget of at least 100 000 EUR focusing on public relations campaigns, including social media campaigns, addressing issues of the 'Sustainable Development Goals'.

Contracts in points 1 and 2 could have been implemented at any moment during the reference period. 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. 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. If a candidate has implemented the service contract in a consortium, the percentage that the

candidate has successfully completed must be clear 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 cumulated value of all contracts that meet criterion 3.1 focusing on TV productions;

2) The highest number of service contracts that meet criterion 3.2.

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 2 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.

Application23.Deadline for submission of applications

The candidate attention is drawn to the fact that there are 2 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(1), 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.

Time and date: 6.1.2020 — 1630 local time.

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.

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

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:

— 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:

For the attention of Head of Finance, Contract and Audit, Delegation of the European Union to the Republic of Malawi, Area 18 Roundabout, Presidential Way/Corner M1, PO Box 30102, Lilongwe, Malawi,

— or hand delivered by the candidate 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:

For the attention of Head of Finance, Contract and Audit, Delegation of the European Union to the Republic of Malawi, Area 18 Roundabout, Presidential Way/Corner M1, PO Box 30102, Lilongwe, Malawi, Telephone No: +265 1 773 199

Opening hours: Monday to Thursday from 8.00 to 16.30, Fridays from 8.00 to 13.00

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



29.Legal basis(2)

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.

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

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 December 2019, which can be found at the following address:

Deadline Date2020-01-06
Publication Date2019-12-03
Procurement StatusActive
TypeRestricted procedure
Contract TypeServices
Award CriteriaThe most economic tender
OrganisationEuropean Union
Class Code71356200
Class DescriptionTechnical assistance services
SourceOffice for Official Publications of the European Communities - Tenders electronic daily (Ted)