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Procurement Notice Details

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

19/10/2018 S202 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

2018/S 202-457969

Kenya

Service Contract Notice



1.
Publication reference
EuropeAid/139347/DH/SER/KE
2.
Procedure
Restricted
3.
Programme title
Instrument contributing to Stability and Peace (IcSP)
4.
Financing
Budget Line
5.
Contracting Authority
European Union, represented by the European Commission on behalf of and for the account of the partner country, Brussels, BELGIUM

Clarifications may be sought from the Contracting Authority at the following email address EuropeAid-TENDERS-139347@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 specification

6.
Nature of contract
Fee-based
7.
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 long term and short term expertise to the Nairobi Regional Secretariat under the EU CBRN Risk Mitigation CoE Initiative for the countries belonging to the East and Central Africa region.
8.
Number and titles of lots
One lot only
9.
Maximum budget
1 200 000 EUR.
10.
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 of approximately 1 200 000 EUR. Any extension of the contract would be subject to satisfactory performance by the Contractor.

Conditions of participation

11.
Eligibility
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.
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 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 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 – 2.6.3.). 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 timetable

18.
Provisional date of invitation to tender
November/December 2018
19.
Provisional commencement date of the contract
February 2019
20.
Initial period of implementation of tasks
36 Months

Selection and award criteria

21.
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 three years for which accounts have been closed.
— the average annual turnover of the candidate for the last 3 complete accounting years (2015, 2016 and 2017) must exceed 500 000 EUR. 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 3 years from submission deadline.
(1) The candidate has provided services under at least 3 contracts with a budget of at least 200 000 EUR 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 two of the projects in 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 (November 2015 – November 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 November 2018) shall be added in the detailed description of the project in the application form. Please adapt the table in the submission form accordingly.
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. 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 — 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 furnished 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 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 8 best candidates. The only additional comparative criteria which will be taken into consideration during this re-examination, in the order that they appear below, 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.
NB: additional comparative criterion 2) will be applied only if the number of eligible candidates remain higher than 8 after applying additional comparative criterion 1).
22.
Award criteria
Best price-quality ratio.

Application

23.
Deadline for receipt of applications
The candidate/tenderer's attention is drawn to the fact that there are two different systems for sending applications/tenders: one is 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.
22nd of November 2018 at 16:00 CET
Any application submitted to the Contracting Authority after this deadline will not be considered.
The Contracting Authority may, for reasons of administrative efficiency, reject any application or 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 short-list report or of the evaluation report, if accepting applications or tenders that were submitted on time but arrived late would considerably delay the evaluation procedure (for instance when applications or tenders are received after the evaluation committee has finished its works and evaluating them would imply re-calling the evaluation committee) 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 of 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
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)
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:
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)
This department is open from 7:00 to 17:30 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.
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
25.11.2017 — OJ No. EA1225, JOS227
29.
Legal basis(2)
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. See Annex A2 of the practical guide.
(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
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 2 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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