89889-2016: Brazil-Brasilia: EU–Brazil sector dialogues support facility


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1.Publication reference:

EuropeAid/137854/DH/SER/BR.

3.Programme title:

EU–Brazil sector dialogues support facility.

4.Financing:

Partnership Instrument 2015 annual action programme (ref. Commission Implementing Decision of 16.12.2015 (C(2015) 9106 final)).

Budget line 19.050100.

5.Contracting authority:

European Union, represented by the European Commission, Brasilia, BRAZIL.

Contract specification

6.Nature of contract:

Fee-based.

7.Contract description:

This project will facilitate and support sector dialogues between the EU and Brazil in the framework of the EU–Brazil strategic partnership.

Technical assistance efforts will therefore focus on supporting the exchange of best practices, knowhow and expertise between the EU and Brazil in priority policy areas. The service provider will be responsible for technical assistance in specialised areas and logistics support for the implementation of the following services, inter alia:

1) administration and project management;

2) backstop support;

3) preparation of baseline, benchmarking and specific sector studies;

4) organisation of events (conferences, seminars, workshops, mutual technical visits and other exchange activities, etc.; to be carried out in Brazil and in the European Union;

5) the provision of specialised technical assistance to the relevant stakeholders;

6) external technical and academic expertise relevant to policy dialogues (e.g., speakers, panelists, rapporteurs, facilitators or moderators at conferences or meetings, support for research);

7) translation and interpretation services with respect to documentation relevant to policy dialogues and provided to facilitate the implementation of the above activities.

8.Number and titles of lots:

1 lot only.

9.Maximum budget:

4 000 000 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 the estimated amount of approximately 4 000 000 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 an eligible country or territory as defined under 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 (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 1 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 1 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 shortlisted 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). Shortlisted 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 2.3.3 of the PRAG.

16.Subcontracting:

Subcontracting is allowed.

17.Number of candidates to be shortlisted:

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:

24.5.2016.

19.Provisional commencement date of the contract:

1.1.2017.

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 subcontractors:

1) Economic and financial capacity of candidate (based on item 3 of the application form). In the case of the candidate being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last 3 years for which accounts have been closed:

Criteria for legal and natural persons:

a) the average annual turnover of the candidate over the last 3 years must exceed 1 500 000 EUR; and

b) current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In the case of a consortium this criterion must be fulfilled by each member.

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 the submission deadline:

Criteria for legal and natural persons:

a) at least 5 permanent staff currently work for the candidate in fields related to this contract;

b) at least 10 % of staff, as per the previous point, have been employed on a permanent basis during the last 2 years.

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 the submission deadline:

Criteria for legal and natural persons:

a. the candidate has provided in the past 3 years (starting from 25.4.2013 up to the deadline for submission of the tenders) services under at least 2 contracts (the candidate’s proportion being more than 1 000 000 EUR for his services in each project) in fields related to this contract;

b. the candidate has worked successfully on at least 1 project in Latin America, with a budget of at least 2 000 000 EUR, in fields related to this contract (declaration of successful performance to be annexed).

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 re-examined to identify the 8 best candidates. The only factors which will be taken into consideration during this re-examination are:

1. the total number of the reference projects found eligible under 21.3 and, in case of equality on this criterion; then

2. the value of the eligible part (the proportion carried out by the candidate) of the projects found eligible under 21.3.

22.Award criteria:

Best price-quality ratio.

Application

23.Deadline for receipt of applications:

25.4.2016 (12:00), Brasilia time.

Any application received by the contracting authority after this deadline will not be considered.

24.Application format and details to be provided:
25.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:

Delegação da União Europeia no Brasil, Partnership Instrument Department, SHIS QI 07 Bloco A, Lago Sul, Brasília-DF 71.615-205, BRAZIL.

In this case, the delivery record is 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:

Delegação da União Europeia no Brasil, Partnership Instrument Department, SHIS QI 07 Bloco A, Lago Sul, Brasília-DF 71.615-205, BRAZIL.

In this case, the acknowledgment of receipt is proof of compliance with the time limit for receipt.

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 agree 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 communication for this tender procedure and contract must be in English.

28.Date of publication of prior information notice:

16.2.2016.

The notice number in the Official Journal of the European Union may be found under the title of the project in the published notice on the EuropeAid web page.

29.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.

Regulation (EU) No 234/2014 of the European Parliament and of the Council of 11.3.2014 establishing a Partnership Instrument for cooperation with third countries.

30.Additional information:
Applicants may submit questions in writing to the following e-mail address up to 21 days before the deadline for submission of expressions of interest, specifying the publication reference and the contract title:

Delegation-brazil-pi@eeas.europa.eu

Any applicant seeking to arrange individual meetings with the European Commission concerning this contract during the tender period may be excluded from the tender procedure.

Any clarification will be published on the same EuropeAid web page as this contract notice in writing at the latest 11 calendar days before the deadline for submitting expressions of interest. The contracting authority has no obligation to provide clarification after this date.



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