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Procurement Notice Details

Icsp - on-site technical support to cbrn centre of excellence (coe) regional secretariat in nairobi kenya

Purchaser: European Union, represented by the European Commission on behalf of and for the account of the partner countries

17/02/2018 S34 External aid programmes - Services - Contract notice - Restricted procedure
Belgium-Brussels: IcSP - On-site Technical Support to CBRN Centre of Excellence (CoE) Regional Secretariat in Nairobi Kenya

2018/S 034-073185


Publication reference
Programme title
Instrument contributing to Stability and Peace (IcSP)
Budget line
Contracting Authority
European Union, represented by the European Commission on behalf of and for the account of the partner countries, Brussels, BELGIUM.

Contract specification

Nature of contract
Contract description
The IcSP is supporting the Chemical Biological Radiological Nuclear (CBRN) Centre of Excellence Initiative (CoE) which addresses the mitigation of and preparedness against risks related to CBRN material and agents through the implementation of concrete actions in the areas of export control of dual-use goods, illicit trafficking of CBRN materials, bio-safety and bio-security, chemical waste etc. Such Initiative gathers 57 partner countries across the globe, grouped around 8 Regional Secretariats. An On-Site technical assistance (OSA) team is available at the Regional Secretariats to provide technical support to the CBRN Centres of Excellence (CoE).
The purpose of this tender is to provide one long term and additional short term technical experts to the Nairobi Regional Secretariat under the EU CBRN Risk Mitigation CoE Initiative for the countries belonging to the East and Central Africa region.
Number and titles of lots
One lot only
Maximum budget
EUR 1 200 000
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 an amount not exceeding the length and value of the initial contract. Any extension of the contract would be subject to satisfactory performance by the Contractor.

Conditions of participation

Participation is open to all natural persons who are nationals of and legal persons (participating either individually or in a grouping — consortium — of tenderers) which are effectively established in a Member State of the European Union or in a eligible country or territory as defined under the Regulation (EU) nº 236/2014 establishing common rules and procedures for the implementation of the Union's instruments for external action (CIR) for the applicable Instrument under which the contract is financed (see also heading 29 below). Participation is also open to international organisations. See Annex A2a of the Practical Guide.
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.
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.
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.
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.
Subcontracting is allowed.
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 timetable

Provisional date of invitation to tender
Provisional commencement date of the contract
Initial period of implementation of tasks
36 months

Selection and award criteria

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 subcontractors.
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 three years for which accounts have been closed.
— The average annual turnover of the candidate for the last three complete accounting years (2015, 2016 and 2017) must exceed EUR 500 000. Please adapt the table in the “standard application form” accordingly.
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 from submission deadline.
1. The candidate must have at least 5 permanent staff each year working in CBRN related fields (such as, but not limited to, public health impact mitigation, chemical or radioactive waste management, illicit trafficking, border monitoring, first response, safety and security, bio threats, epidemics, radiological and nuclear detection, civil protection, first response, etc.)
Please adapt the table “Staff” of the application form in order to reflect the number of staff for each field.
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.
1. The candidate has provided services under at least three contracts with a budget of at least EUR 200 000 each in one or several of the following fields (At least 50 % was implemented by the candidate itself):
Field 1: Chemical waste management, border control, decontamination.
Field 2: Bio safety or bio security, epidemiology, food safety.
Field 3: Radiological/Nuclear border control, detection, forensics, or nuclear safety, nuclear waste management, nuclear safeguards.
Field 4: Training and support to first responders (civil protection, firefighters, medical services, etc.) in case of an event involving chemical, biological or radiological/nuclear materials.
The selected references together must demonstrate that the candidate has experience in at least two of the four fields mentioned above.
2. At least 2 of the projects meeting Criterion 21.3.1 are international projects (implemented in a country outside that of the candidate).
Projects used as reference for Criteria 21.3.1 and 21.3.2 must have been implemented at any moment during the following reference period (4.2013 — 4.2018). This means that the project(s) could have been started/completed at any time during the indicated period but do not necessarily have to have started and completed during that period, nor implemented during the entire period. Candidates/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, proof of final payment). In case of projects still on-going only the portion satisfactorily completed until the end of 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. In this case, a precise budget and description of the tasks which were implemented until the end of the reference period (up to 4.2018) shall be added in the detailed description of the project in the application form. Please adapt the table in the submission form accordingly.
If a candidate/tenderer has implemented the project in a consortium, the percentage that the candidate/tenderer has successfully completed (including the start and end dates) must be clear from the documentary evidence, together with a description of the nature of the services, supplies or works provided, if the selection criteria relating to the pertinence of the experience have been used.
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. 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 reexamination are:
(1) The number of projects meeting Criterion 21.3.1.
(2) If ex-aequo in the 8th position after having applied the (1) factor, the number of international projects meeting Criteria 21.3.1.
Award criteria
Best price-quality ratio.


Deadline for receipt of applications
19.3.2018 at 16:00 CET.
Any application received by the Contracting Authority after this deadline will not be considered.
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.
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 Commission, DG for International Cooperation and Development, Unit B6, EuropeAid/139347/DH/SER/KE, avenue du Bourget 1, Office Loi 41 03/110, B-1049 Brussels, Belgium, (Tel: +32 2 299 7916).
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 Commission, DG for International Cooperation and Development, Unit B6, EuropeAid/139347/DH/SER/KE, avenue du Bourget 1, Office Loi 41 03/110, B-1049 Brussels, Belgium, (Tel: +32 2 299 7916).
In this case, the acknowledgment of receipt makes proof of compliance with the time-limit for receipt.
NB: This department is open from 7:00 to 17:30 CET from Monday to Friday; it is closed on Saturdays, Sundays and Commission holidays.
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.
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.
Operational language
All written communications for this tender procedure and contract must be in English.
Date of publication of prior information notice
25.11.2017 — OJ nº EA1225, JOS227
Legal basis
Regulation (EU) nº 236/2014 of the European Parliament and of the Council of 11.3.2014 laying down common rules and procedures for the implementation of the Union's instruments for financing external action and Regulation (EU) nº 230/2014 of the European Parliament and of the Council of 11.3.2014 establishing an instrument contributing to stability and peace
Additional information
To avoid any conflict of interest, any firm (including firms within the same legal group or other members of the same consortium) or expert involved in the performance of the present contract will be excluded, for the duration of the contract and two years afterwards, from participating in any projects under the EU CBRN Centres of Excellence Initiative. This restriction will only apply to the projects defined by the South East Asian CBRN CoE Regional Secretariat covered by this action, with the support of the deployed expert.
This will not apply to the implementation of the ongoing or any other projects developed independently of the current contract.
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