EDF — Technical assistance for project management and coordination of activities under the programme to support agricultural sectors

Country: Sao Tome and Principe
Language: EN FR
Number: 4206110
Publication date: 12-09-2017
Source: TED
Descripition in original language
Tags: Accounting services Agricultural services


1.Publication reference:EuropeAid/138561/IH/SER/ST.


3.Programme title:Support for export sectors.


5.Contracting authority:Democratic Republic of São Tomé and Príncipe, via the EDF National Authorising Officer, São Tomé, SÃO TOMÉ AND PRÍNCIPE.

6.Nature of the contract:Unit price.

7.Contract description:The technical assistance team will be located within the Directorate for Studies and Planning of the Ministry of Agriculture and Rural Development. Its priority task will be to advise said Ministry as to making operational its strategy to develop farmland and export sectors. It will add strength to the State institutions responsible.Said team will also provide support to the imprest administrator and accounting officer for the programme estimate "Strengthening of State institutions responsible for agricultural export sector development". It will also help draw up the contract document, monitor the implementation of activities that will target upgrading decision-making assistance tools and develop the capacities of the Ministry as regards investment guidance. The technical assistance will facilitate links and synergies between the administrations involved. Its team shall also support the secretariat of the programme"s steering committee.

8.Numbers and titles of lots:1 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 duration and/or contract scope subject to availability of funding up to the estimated amount of approximately 600 000 EUR. Any extension of the contract would be subject to satisfactory performance of the tasks by the contractor.

11.Eligibility:Participation in the contract is open on equal terms to natural persons and 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 natural person or 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 natural person or 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:Natural persons or 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 natural person or legal entity submit more than 1 application, all the applications involving said party will be disqualified.

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 permitted.

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.

18.Scheduled date for dispatch of invitations to tender:November 2017.

19.Commencement date of the contract:February 2018.

20.Implementation period for the tasks:47 months.

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 consideration will correspond to the last 3 financial years for which accounts have been closed (a financial year is considered closed once the annual accounts have been audited):• the candidate"s average annual turnover must exceed the maximum annualised budget for the contract, i.e. 300 000 EUR (i.e. the maximum budget stated in the contract notice divided by the initial contract duration in years) per year on average over the last 3 years, as evidenced by the annual declarations duly certified by the tax authorities in the country of origin or by the audited annual accounts. In the case of a consortium, this criterion must be fulfilled by the consortium as a whole,• the general liquidity ratio (short-term assets/short-term liabilities) for the last financial year for which accounts have been closed must be at least 1. In the case of a consortium, this criterion must be complied with by each member thereof.2) Candidate"s professional capacity (details to be given in sections 4 and 5 of the application form). The reference period will correspond to the 5 financial years prior to the submission deadline:the candidate must fulfil at least 1 of the following conditions:• at least 7 of the candidates" employees must be currently working in fields related to this contract,• candidates must submit attested references for contracts involving strengthening institutional capacities in rural development sectors.3) Candidate"s technical capacity (details to be given in sections 5 and 6 of the application form). The reference period corresponds to the 5 financial years prior to the submission deadline:the tenderer must have provided services under at least 2 contracts with a budget equivalent to at least 50 % of the one for this contract, in the following fields: rural development and/or support for agricultural export sectors, which were implemented at any time during the reference period. This means that the project the candidate refers to could have been started or completed at any time during the period given. However, it need not necessarily have been completed during this period, or have been carried out during the whole of said period. The candidates or tenderers can make reference either to a project completed during the reference period (even if it was started before the reference 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 (declaration from the entity which 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 will need to be re-examined to determine which 8 applications for the invitation to tender are the most suitable. Only the following factors will be considered in the re-examination:— the most projects in criteria 2 and 3,— should the number of projects in criteria 2 and 3 be the same, the highest value of the projects in criterion 3.

22.Award criteria:Best quality/price ratio.

23.Final date for receipt of applications:16.10.2017 (12:00), local time in São Tomé and Príncipe.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=BThe 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=AAdditional documentation (brochure, letter, etc.) enclosed with the application will not be considered.

25.How applications may be submitted:Applications must be drawn up in French and sent solely to the contracting authority:• 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:Gabinete do Ordenador Nacional do FED, Rua de Damão, C.P. 687, Sao Tomé, SÃO TOMÉ AND PRÍNCIPE. Tel. (239) 222 13 44. E-mail: armindo.fernandes@gon-fed.stIn 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.By submitting an application, candidates acknowledge that they will 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 regarding this invitation to tender procedure and contract must be in French and/or Portuguese.

28.Date of publication of the prior information notice:10.12.2016.

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:The intention is also to supplement the long-term technical assistance by providing a large number of short-term experts who can be called upon depending on the technical needs identified as the programme is being carried out.