Changes1.Publication reference

EuropeAid/140546/DH/SER/CY

2.Procedure

Restricted

3.Programme title

Instrument of Financial Support for Encouraging the Economic Development of the Turkish Cypriot Community

4.Financing

Budget line

5.Contracting Authority

European Union, Brussels, BELGIUM represented by the European Commission, in order to support the economic development of the Turkish Cypriot community, in accordance with Council Regulation (EC) No 389/2006 (OJ (2006) L 65/5).

Clarifications may be sought from the contracting authority at the following email address SRSSCYPRUS-SETTLEMENT-SUPPORT-TENDERS@ec.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 specification6.Nature of contract

Fee-based

7.Contract description

The purpose of this service contract is to increase the capacity of civil society organisations (CSOs) and to strengthen their role and democratic engagement in the Turkish Cypriot community (TCc) and within the European Union.

This action will focus on the following:

— reinforce the CSOs’ capacities via, among others: support tailored to CSOs capacity levels and needs, and networking with EU CSOs and CSO networks and active citizenship mechanism,

— promote an enabling environment for civil society in the TCc in line with EU values and international standards,

— encourage a rights-based approach to development, and

— mainstream inter-communalism in its activities.

8.Number and titles of lots

One lot only

9.Maximum budget

1 750 000 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 1 750 000 EUR (one million seven hundred and fifty thousand euros). Any extension of the contract would be subject to satisfactory performance by the contractor.

Conditions of participation11.Eligibility

Participation is open to all legal persons (participating either individually or in a grouping – consortium – of tenderers) who are established in a Member State of the European Union or in a country or territory of the regions authorised by Council Regulation (EC) No 389/2006 of 27.2.2006.

Please note that:

— this includes those residing or established in the areas of the Republic of Cyprus in which the Government of the Republic of Cyprus does not exercise effective control, and

— this does not imply recognition of any public authority in the areas other than the Government of the Republic of Cyprus.

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 1 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 1 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 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 timetable18.Provisional date of invitation to tender

February 2020

19.Provisional commencement date of the contract

September 2020

20.Initial period of implementation of tasks

30 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 annual turnover of the candidate of each of the last 3 closed financial years must exceed 550 000 EUR (five hundred fifty thousand euro), and

— the current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In the case of a consortium, this criterion must be fulfilled by each member.

The candidate must specify the years in question in figures on item 3 of the application form.

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 must have at least 5 permanent staff currently working for the candidate which cumulatively cover the fields related to this contract, namely:

— capacity building for civil society organisations (CSOs),

— advocacy (including political advocacy),

— public relations and communication (e.g. strategic communication to improve CSOs visibility and accountability; organisation of conferences/workshops and study visits),

— human rights (e.g. civil and political rights; economic, social and cultural rights; minority rights; rights-based approach to programme design or implementation).

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 3 years preceding the submission deadline.

The candidate has provided services under at least 3 (three) contracts; each (or the part performed by the candidate as a member of a consortium) with a budget of at least 500 000 EUR; cumulatively covering all the fields listed under point 21.2.

The service contract the candidate refers to could have started or been completed at any time during the indicated period but it does not necessarily have to have started and be 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.

22.Award criteria

Best price-quality ratio.

Application23.Deadline for submission of applications

The candidate’s 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.

4.2.2020 before 4 p.m. Central European 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:

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

The application must be accompanied by a declaration on 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:

European Commission, Secretariat General, SRSS.05 Cyprus Settlement Support, Head of Unit: Kjartan Bjornsson

Central mail service, 1, Avenue du Bourget/Bourgetlaan, B-1140 Evere, Belgium

Opening hours: Monday to Friday from 7.00 a.m. to 5.30 p.m. Brussels time

— 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:

European Commission, Secretariat General, SRSS.05 Cyprus Settlement Support, Head of Unit: Kjartan Bjornsson,

Central mail service, 1, Avenue du Bourget/Bourgetlaan, B-1140 Evere, BELGIUM

Opening hours: Monday to Friday from 7.00 a.m. to 5.30 p.m. Brussels time

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.

28Date of publication of prior information notice

29.10. 2019

29Legal basis

Council Regulation (EC) No 389/2006 (OJ [2006] L 65/5)

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 January 2020, which can be found at the following address:

http://ec.europa.eu/budget/graphs/inforeuro.html.

Candidates are advised to make sure that the email provided in the standard application form is checked regularly, as email will be the main means of communication between the contracting authority and the applicant.

Deadline Date2020-02-04
Publication Date2019-12-06
CountryBelgium
Procurement StatusActive
TypeRestricted procedure
Contract TypeServices
Award CriteriaThe most economic tender
OrganisationEuropean Union
TownBrussels
Class Code71356200
Class DescriptionTechnical assistance services
SourceOffice for Official Publications of the European Communities - Tenders electronic daily (Ted)

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