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SERVICE CONTRACT NOTICE Provision of Travel and Event Management Services to IGAD PSD and its units

By August 29, 2019No Comments

Location: Addis Ababa, Ethiopia

  1. Publication reference

Contract No: TF05-EUTF-HOA-REG-36-02  

  1. Procedure

Restricted tender

  1. Programme title

IGAD Promoting Peace and Stability in the Horn of Africa Region (IPPSHAR)

  1. Financing

IPPSHAR – 6545-01-2017-6-01-2019

  1. Contracting Authority

Intergovernmental Authority on Development (IGAD) Peace and Security Division,

P.O. Box 1924 Addis Ababa, Ethiopia

5th floor Tensae Building, Cape Verde street, Bole road, off Africa Avenue,

Addis Ababa, Ethiopia.

Clarifications may be sought from the contracting authority at the following email address joshua.turinawe@igad.int copied to john.auma@ada.gv.at 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

  1. Nature of contract

Global

  1. Contract description

The purpose of this call for tenders is to conclude a framework contract with service provider(s) to provide elaborated travel, event and translation and interpretation services to the IGAD PSD and its units in regard to conferences, seminars, working group meetings and other events in IGAD Member and Non-member States. 

  1. Number and titles of lots

The number of lots: Three (3)

Lot 1: Travel Management Services

Lot 2: Event Management Services (Organizing Conferences, workshops, meetings and seminars)

Lot 3: Translation and Interpretation Services

  1. Maximum budget

Lot 1: Travel Management Services                                    EUR 3,294,504

Lot 2: Conference and Event Management Services             EUR 1,557,803

Lot 3: Translation and Interpretation Services                      EUR 483,734 

  1. 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 the estimated amount of approximately EUR 3,795,092. Any extension of the contract would be subject to satisfactory performance by the contractor.

CONDITIONS OF PARTICIPATION

  1. 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.

  1. 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.

  1. 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.

The candidates may submit an application for one lot only, several lots or all of the lots, but only one application per lot. Contracts will be awarded lot by lot and each lot will form a separate contract.

  1. 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.

  1. 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.

  1. Sub-contracting

Subcontracting is not allowed.

  1. 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

  1. Provisional date of invitation to tender

21st November 2019

  1. Provisional commencement date of the contract

21st January 2020

  1. Initial period of implementation of tasks

27 months – renewal annually based on satisfactory performance

 

 

SELECTION AND AWARD CRITERIA

  1. 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.

  • Economic and financial capacity of candidate (based on item 3 of the tender form). In case of tenderer 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 in order to ascertain that the tenderer has sufficient financial stability to handle the proposed contract.

Tenderers which are legal entities must submit evidence of financial resources indicating an average annual turnover that exceeds the annualised maximum budget of the contract indicated above, i.e. the maximum budget stated in the contract notice divided by the initial duration in years; and a 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.

For natural persons the available financial resources of the tenderer 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 the financial situation of the tenderer should not be in deficit, taken into account debts, at the beginning and end of year.

  • 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 three years from submission deadline.

The objective of this criterion is to examine whether or not the candidate (i.e., the consortium as a whole, in the case of an application from a consortium):

  • has sufficient ongoing staff resources and expertise to be able to handle the proposed contract
  • is not a so-called ‘body shop’, i.e. a candidate with no real expertise in fields related to the contract but which simply identifies and proposes experts to fit the project description.
  • 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 three years from submission deadline.

The objective of this criterion is to examine whether or not the candidate (i.e. the consortium as a whole, in the case of an application from a consortium) has sufficient expertise and experience to be able to handle the proposed contract.

The candidate(s) shall demonstrate that they have provided services under at least one contract each with a budget of at least that of the respective contract(s) mentioned above in heading 9 which were implemented at any moment during the reference period of 2016-2018.

This means that the project 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. Candidates 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 during the reference period although started earlier will be taken into consideration. This portion will have to be supported by documentary evidence (similarly to projects completed) also detailing its value. If a candidate has implemented the project 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. 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 tenderer 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 re-examined to identify the eight best candidates. The only additional comparative criteria that will be taken into consideration during this re-examination, in the order that they appear below, are:

1)  Comparative criteria 1: the highest number of projects that meet criteria.

2)  Comparative criteria 2: the highest cumulated value of all the project that meet criteria.  

N.B.: additional comparative criterion 2) will be applied only if the number of eligible candidates remain higher than 8 after applying additional comparative criterion 1).

  1. Award criteria

Best price-quality ratio.

APPLICATION

  1. Deadline for receipt of applications

The candidate attention is drawn to the fact that there are two different systems for sending applications: one is courier 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 deposit slip/way bill, 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.

Applications must be sent to the contracting authority on or before 21.10.2019 at 12.00 noon, Ethiopia 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. 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:

https://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B , https://igad.int and www.entwicklung.at

The application must be accompanied by a declaration of honour on exclusion and selection criteria using the template available from the following Internet address:

https://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=A , https://igad.int  and www.entwicklung.at

Any additional documentation (brochure, letter, etc.) sent with an application will not be taken into consideration.

  1. How applications may be submitted

Applications must be submitted in English exclusively to the contracting authority in a sealed envelope:

  • EITHER by courier service, in which case the evidence shall be constituted by the date of the deposit slip, to:

Joshua Turinawe,

Procurement Officer

Intergovernmental Authority on Development (IGAD) Peace and Security Division,

5th floor Tensae Building, Cape Verde street, Bole road, off Africa Avenue,

P.O. Box 1924,

Addis Ababa, Ethiopia.

  • 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:

Joshua Turinawe,

Procurement Officer

Intergovernmental Authority on Development (IGAD) Peace and Security Division,

P.O. Box 1924,

5th floor Tensae Building, Cape Verde street, Bole road, off Africa Avenue,

Telephone number: +251955416410

During office hours: 8.30am – 5.00pm

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.

  1. 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.

  1. Operational language

All written communications for this tender procedure and contract must be in English. 

  1. Date of publication of prior information notice

15th July 2019

The notice number in OJ S may be found under the title of the project in the published notice on the Europe Aid webpage.

  1. Legal basis

      Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11 March 2014 laying down common rules and procedures for the implementation of the Union’s instruments for financing external action.

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