Services - 230945-2017

17/06/2017    S115    External aid programmes - Services - Contract notice - Restricted procedure 

Belgium-Brussels: EDF — Long-term technical assistance services for the nutrition and food security programme, 11th EDF

2017/S 115-230945

Service contract notice

Port-de-Paix, Haut Artibonite and Port-au-Prince, Haiti

It should be noted that contract award is subject to prior conclusion of a financing agreement.

This condition does not affect the elements of the invitation to tender procedure (this would be the case, for example, if the budget allowance initially planned were different or if the schedule for implementation, its nature or conditions were changed). If this condition is not fulfilled, the contracting authority may withdraw from the contract or cancel the award procedure, without candidates or tenderers being entitled to claim any compensation.

1.Publication reference:
3.Programme title:
Multi-sectoral programme for nutrition and food security (sécurité alimentaire et nutritionnelle — SAN) targeting the most vulnerable populations.
Financing agreement — FED/2016/39-097 — 11th EDF.
5.Contracting authority:

European Union, represented by the European Commission, in the name and on behalf of the Republic of Haiti, Brussels, BELGIUM.

Contract specifications

6.Nature of the contract:
Unit price.
7.Contract description:
The '11th EDF nutrition and food security programme in Haiti' aims to strengthen the role of the Haitian State in coordinating strategies in the fields of food security, nutrition and social protection in order for the most vulnerable populations to be guaranteed improved capacity to respond to future crises. Institutional support should particularly facilitate:
1. improvement of nutrition and food security governance in Haiti (at central, departmental and local level);
2. improvement of institutional capacities for planning, budgeting, implementation, monitoring and inter-sectoral coordination of the 3 ministries targeted by section 1 of the programme at central and departmental level;
3. operationalisation of the analysis facility (harmonisation of information systems), monitoring of measurement and performance indicators in the SAN sector (with special attention paid to the Nutrition and Food Security Programme – Nord-Ouest and Haut Artibonite);
4. synergy between projects financed under the programme ensuring harmonisation of activities at all their stages (implementation, monitoring and evaluation, communication/information/advocacy, etc.), by facilitating involvement in the dynamics of local authorities and decentralised government departments;
5. complementarity and coherence of activities financed by this programme and other ones financed by similar programmes;
6. integration into the programme's implementation of measures helping to build up populations' resilience and their capacity to respond to recurring shocks via a linking relief, rehabilitation and development approach, identifying complementarities and roles of the 'humanitarian' and 'development' parties involved, in order for risk and disaster management to be integrated into a structuring process of the SAN sector.
8.Numbers and titles of lots:
1 lot only.
9.Maximum budget:
5 000 000 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 2 000 000 EUR. Any extension of the contract would be subject to satisfactory performance of the tasks by the contractor.

Conditions of participation

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.
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. the 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 rejected.
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.
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.

Provisional schedule for activities

18.Scheduled date for dispatch of invitations to tender:
August 2017.
19.Commencement date of the contract:
February 2018.
20.Implementation period for the tasks:
54 months.

Selection and award criteria

21.Selection criteria:
The following selection criteria will apply 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 will 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 account corresponds to the last 3 financial years for which accounts have been closed:
• the candidate's average annual turnover must exceed the maximum annualised budget for the contract, i.e. the maximum budget given in the contract notice divided by the initial duration of the contract in years, if this exceeds 1 year (the minimum annual turnover does not exceed twice the estimated annual contract value, except where duly justified in the tender documents), and
• 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 corresponds to the 3 financial years prior to the submission deadline:
• at least 5 of the candidate's staff must currently be working in fields related to this contract.
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 1 or more contracts with a budget of at least that of this contract in the following fields: institutional and interinstitutional governance capacity-building in the rural development, maternal and child health and social protection sectors linked to improving nutrition and food security conditions, 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. Candidates or tenderers may refer either to a project completed during the reference period (although started before this 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 (statement from the entity having 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 place such resources at its disposal. 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 must be re-examined to determine which 8 applications are most suitable for the invitation to tender. Only the following factors will be considered in the re-examination:
• comparison criterion 1: the most projects in criterion 3,
• comparison criterion 2 (to be applied, where necessary, to the remaining applications after applying criterion 1): the highest cumulative value of projects meeting criterion 3.
22.Award criterion:
Best value for money.


23.Final date for receipt of applications:
19.7.2017 (15:30), local time (Haiti).
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:

The application must be accompanied by a solemn declaration, concerning the exclusion and selection criteria, using the template available from the following web address:

Any additional documentation (brochure, letter, etc.) sent with the application will not be taken into consideration.
25.How applications may be submitted:
Applications must be drawn up in French and sent solely to the contracting authority:
• either by registered post (official postal service), to the following address:
Délégation de l'Union européenne en Haïti, 19 rue Borno, BP 15588, HT 6140 Pétion-Ville, HAITI - W.I.
In this case, the delivery register will attest to compliance with the final date for receipt of tenders,
• or 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:
Délégation de l'Union européenne en Haïti, 19 rue Borno, BP 15588, HT 6140 Pétion-Ville, HAITI - W.I. Tel. (509) 29 49 49 49 / 29 41 49 49 / 29 42 49 49 / 28 16 17 18.
In 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.
In submitting an application, candidates accept to 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 concerning this invitation to tender procedure and contract must be in French.
28.Date of publication of the prior information notice:
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: