EDF — Technical assistance unit for the programme to support civil society — PASOC III

Description

17/06/2017    S115    External aid programmes - Services - Contract notice - Restricted procedure 

Niger-Niamey: EDF — Technical assistance unit for the programme to support civil society — PASOC III

2017/S 115-230946

Service contract notice

Niger

1.Publication reference:
EuropeAid/138554IH/SER/NE.
2.Procedure:
Restricted.
3.Programme title:
European Development Fund — 11th EDF.
4.Financing:
Financing agreement 2016/FED/038-460.
5.Contracting authority:

Ministry of Finance, EDF National Authorising Officer (NAO), PO Box 13854, Niamey, NIGER.


Contract specifications

6.Nature of the contract:
Unit price.
7.Contract description:
Under the contract the aim is to provide technical assistance. The technical assistance unit (TAU) to be selected will have its headquarters in Niamey. It will assist the NAO and the Delegation in preparing 1 or more calls for proposals to identify those structures that will benefit from grant contracts in order to support the operation and activities of development associations and NGOs. The TAU will comprise 2 main posts with a maximum 30-month duration, including: 1 for the coordination, planning, implementation and operational and strategic monitoring, as well as consultation; and 1 for assisting with financial management, contracts and communication. A short-term technical assistance pool will also be called upon to provide support on an ad hoc basis, depending on the activities" progress and requirements. For information purposes, a total of around 200 man-days are planned for this ad hoc expertise.
The UAT"s mandate comes under the programme to support civil society, which aims to consolidate the individual and collective capacities of civil society organisations (CSOs) for increased involvement, consultation and dialogue with public authorities in drafting and implementing development policies, as well as among the various CSOs and between the CSOs and the technical and financial partners. The strategy implemented by the programme should comprise 3 areas of action: (i) support for greater CSO efficiency and credibility whilst at the same time taking account of their diversity; (ii) strengthen collective dynamics within CSOs; and (iii) encourage more structured and effective consultation and dialogue between public authorities and civil society.
Works management for this programme is provided by the Ministry of Finance in its capacity of EDF National Authorising Officer (NAO).
8.Numbers and titles of lots:
1 lot only.
9.Maximum budget:
1 500 000 EUR, i.e. 983 935 500 XOF (1 EUR = 655,957 XOF).
10.Scope for additional services:
The contracting authority may, at its own discretion, extend the project duration and/or contract scope subject to availability of funding up to the estimated amount of approximately 750 000 EUR. Any extension of the contract would be subject to satisfactory performance of the tasks by the contractor.


Conditions of participation

11.Eligibility:
Participation in the contract is open on equal terms to all legal entities participating either individually or as part of a grouping — consortium — of tenderers which are established in 1 of the Member States of the European Union, ACP States or in a country or territory authorised by the ACP-EC Partnership Agreement under which the programme is financed (see also point 29 below). Participation is also open to international organisations.
12.Candidature:
Any eligible legal entity (as defined in point 11 above) or grouping of said parties (consortium) may apply.
A consortium may be a permanent, legally established grouping or a grouping constituted informally for a specific tender procedure. All the members of a consortium (i.e. lead company and all other members) shall be jointly and severally liable vis-à-vis the contracting authority.
Should an ineligible legal entity (as defined in point 11) take part, the application concerned will be automatically disqualified. If said party belongs to a consortium, its disqualification will entail the disqualification of the consortium as a whole.
13.Number of applications:
Legal entities may submit 1 application only, irrespective of whether they take part as a sole legal entity, or as a lead company or member of a consortium submitting an application. Should a legal entity submit more than 1 application, all the applications involving said party would be rejected.
14.Prohibition on alliances between shortlisted tenderers:
Tenders which include companies not mentioned on the application forms used to compile the shortlist will be disqualified from this restricted procedure unless prior approval from the contracting authority has been obtained (see section 2.4.3 of the Practical Guide). Candidates invited to tender 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 described in section 2.3.3 of the Practical Guide.
16.Subcontracting:
Subcontracting is not permitted for this contract.
17.Number of candidates invited to tender:
On the basis of the applications received, at least 4 and at most 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 schedule for activities

18.Scheduled date for dispatch of invitations to tender:
July 2017.
19.Commencement date of the contract:
October 2017.
20.Implementation period for the tasks:
30 months.


Selection and award criteria

21.Selection criteria:
The following selection criteria will be applied to candidates. Where applications are submitted by a consortium, the selection criteria will apply to the consortium as a whole, unless specifically stipulated otherwise. The selection criteria shall not apply to natural persons and single-member companies working as subcontractors.
1) Candidate"s economic and financial capacity (details to be given in section 3 of the application form). If the candidate is a public body, equivalent information must be provided. The reference period taken into account will cover the last 3 financial years for which accounts have been closed (2014, 2015, 2016):
1. the candidate"s average turnover must equal or exceed 800 000 EUR.
2) Candidate"s professional capacity (details to be given in sections 4 and 5 of the application form). The reference period will cover the 4 financial years prior to the submission deadline (2014, 2015, 2016, 2017):
1. consortium"s permanent staff of at least 10 people, including 3 or more who have worked during the reference period in implementing cooperation programmes related to the fields covered by this contract:
• institutional support,
• good governance,
• democracy, human rights,
• management of projects involving CSOs and public authorities,
• capacity-building,
• strategic identification and coordination,
• coordination of a monitoring/assessment and reporting mechanism,
• backstopping;
2. short-term staff of at least 3 people able to be called upon for specific assignments in fields concerning institutional support and capacity-building.
3) Candidate"s technical capacity (details to be given in sections 5 and 6 of the application form). The reference period corresponds to the 4 financial years prior to the submission deadline:
1. tangible organisational experience gained on at least 2 projects with a value of 1 000 000 EUR, carried out during the reference period, covering the following areas as a minimum: institutional and organisational strengthening of civil society parties involved; dialogue with the public authorities; networking among CSOs or any other area related to the fields covered by this contract;
2. expertise in managing and coordinating at least 3 projects in a developing country in the field of good democratic governance.
For each technical criterion, the project the candidate refers to could have been started or completed at any time during the given period. However, it need not necessarily have been completed during this period, or have been carried out during the whole of said period. Candidates or tenderers may refer either to a project completed during the reference period (although started before this period) or to part of a contract that has not yet been fully carried out.
In the first scenario, the project will be considered as a whole, subject to proof of satisfactory performance (statement from the entity having awarded the contract, proof of final payment, etc.). In the case of ongoing projects, only the part which has been successfully carried out by the candidate may be used as a reference.
The candidate must be able to provide documentary proof of satisfactory performance of this part (statement from the entity having awarded the contract, proof of final payment, etc.) and the corresponding amount. If the project referred to has been implemented by a consortium, in the event that a selection criterion relating to the relevance of the experience is used, the supporting documents must clearly show the proportion completed by the candidate, as well as a description of the nature of services provided.
Previous experience involving a breach of contract and termination by a contracting authority cannot be used as a reference.
An economic operator may, if necessary and for a specific contract, make use of the capacities of other entities irrespective of the legal nature of the connection between itself and said entities. In such an event, it must provide the contracting authority with proof that it will have the resources needed to carry out the contract by, for example, producing a written commitment undertaken by said entities to make such resources available. Such entities, for instance the economic operator"s parent company, must observe the same eligibility rules — notably regarding nationality — and meet the same selection criteria as the economic operator. With regard to the technical and professional criteria, an economic operator may use the capacities of other entities only if they carry out the work or provide the services for which said capacities are required. With regard to the economic and financial criteria, the entities whose capacities the tenderer uses shall become jointly and severally liable for contract performance.
If more than 8 applications prove to be eligible, i.e. meet all the selection criteria, then the strengths and weaknesses of these candidates" applications must be re-examined to determine which 8 applications are most suitable for the invitation to tender. Only the following factors will be considered in the re-examination:
1) the most projects in criterion 3.1;
2) consortium"s positive experience in West Africa during the past 3 years, directly or in partnership with another company in the management and coordination of development cooperation projects.
22.Award criterion:
Best value for money.


Application

23.Final date for receipt of applications:
Applications must be received by the contracting authority no later than 21.7.2017 (10:00), local time in Niger.
Any application received after this deadline will not be considered.
24.Application format and details to be provided:
The standard application form must be used for applications. The instructions and format of this form must be strictly adhered to. This application form is available from the following web address:

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

The application must be accompanied by a solemn declaration, concerning the exclusion and selection criteria, using the template available from the following web address:

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

Any additional documentation (brochure, letter, etc.) sent with the application will not be taken into consideration.
25.How applications may be submitted:
Applications must be drawn up in French and sent solely to the contracting authority:
• either by registered post (official postal service), to the following address:
M. l"ordonnateur national du FED, ministre des finances, s/c cellule Union européenne, 265 avenue du Gouverneur Jules Brévié, BP 13854, Niamey, REPUBLIC OF NIGER.
In this case, the delivery register will attest to compliance with the final date for receipt of tenders,
• or by bearer (including express courier services), delivered straight to the contracting authority, in return for a signed and dated acknowledgement of receipt, at the following address:
Ministère des finances, ordonnateur national du FED, s/c coordonnateur de la cellule Union européenne, 265 avenue du Gouverneur Jules Brévié, Niamey, NIGER. Tel. (227) 20 72 21 27.
Opening hours:
Monday–Thursday 8:00–13:30/14:15–17:00;
Friday 8:00–12:30.
In this case, the acknowledgement of receipt will attest to compliance with the final date for receipt of tenders.
The contract title and the contract notice number (see point 1 above) must be clearly marked on the envelope containing the application and must be quoted in all subsequent correspondence with the contracting authority.
Applications submitted in any other way will not be considered.
In submitting an application, candidates accept to be kept informed of the outcome of the procedure by electronic means. Such notification shall be deemed to have been received on the day it is sent by the contracting authority to the e-mail address given in the application.
26.Amendments to or withdrawal of tenders:
Tenderers may amend or withdraw their tender by giving notice thereof in writing before the final date for submission of tenders. Tenders cannot be amended once this deadline has passed.
Notice of amendment or withdrawal must be drawn up and sent as per the instructions given in point 25. The word "Modification" (amendment) or "Retrait" (withdrawal), as applicable, must be written on the outside envelope (and on the inner envelope, where applicable).
27.Working language:
All correspondence concerning this invitation to tender procedure and contract must be in French.
28.Date of publication of the prior information notice:
6.12.2016.
29.Legal basis:
Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States and the European Community and its Member States, 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 No 1/2014 of the ACP-EU Council of Ministers of 20.6.2014.
30.Additional information:
Not applicable.