Services - 114915-2020

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Submission deadline has been amended by:  192544-2020
10/03/2020    S49

Belgium-Brussels: Technical Assistance to the Implementation of the EPA Support Programme in Botswana

2020/S 049-114915

Location — Botswana

Service Contract Notice

Please note that the awarding of the contract is subject to the condition of: the prior conclusion of a financing agreement, which does not modify the elements of the procurement procedure (this will be the case, for instance, if the budget initially foreseen is different or if the timeframe, the nature or the condition of the implementation are altered). If the precedent condition is not met, the contracting authority will either abandon the procurement or cancel the award procedure without the candidates or tenderers being entitled to claim any compensation.
1.Publication reference
3.Programme title
Support to the Economic Partnership Agreement (EPA) Implementation Plan in Botswana

Financing Agreement No RSO/FED/41-651 financed under the 11th European Development Fund (EDF).

5.Contracting Authority

European Union, Brussels, BELGIUM represented by the European Commission on behalf of and for the account of the Republic of Botswana Clarifications may be sought from the contracting authority at the following email address: 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
7.Contract description
The services that will be provided by the technical assistance team will involve:
— provision of technical support to the Ministry of Investment, Trade and Industry to enhance the coordination and monitoring of Economic Partnership Agreement implementation as well as its visibility and to ensure the effective administrative, technical and financial management of the different components of the programme;
— provision of capacity building related to export promotion targeting relevant institutions as well as traders, in particularly in the areas of market intelligence, market and product development, business and export advisory services, rules of origin and EU import/export requirements;
— provision of technical support to the Department of Veterinary Services in maintaining compliance with EU import requirements for beef, including with respect to the Food and Mouth Disease-free zone and in unfolding the commodity-based trade approach in the red zones to unlock the beef market for local and regional trade;
— provision of support to the local enterprise authority and other stakeholders in developing the leather value chain and other niche export products;
— capacity building in the area of investment promotion including updating of Botswana Investment and Trade Centre’s investment promotion strategy and of the companion action plan, in collaboration with other relevant institutions;
— organisation of business fora, B2B activities, participation in fairs and business networks aimed at export and investment promotion.
8.Number and titles of lots
One lot only.
9.Maximum budget
EUR 4 900 000.
10.Scope for additional services
The contracting authority may, at its own discretion, extend the service contract in duration and/or scope subject to the availability of funding up to the estimated amount of approximately 25 % of the contract. Any extension of the contract would be subject to satisfactory performance by the contractor.

Conditions of participation

Participation in tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping — consortium — of tenderers) which are established in a member state of the European Union, ACP States or in a country or territory authorised by the ACP-EC Partnership Agreement under which the contract is financed (see also item 29 below).
Participation is also open to international organisations.
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 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 — 2.6.3.).
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 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.
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 four, the contracting authority may invite the candidates who satisfy the criteria to submit a tender.

Provisional timetable

18.Provisional date of invitation to tender
May 2020
19.Provisional commencement date of the contract
November 2020
20.Initial period of implementation of tasks
December 2020

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 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 3 financial years for which accounts have been closed.
— the average annual turnover of the candidate must exceed EUR 2 000 000; and
— current ratio (current assets/current liabilities) in the last 3 years for which accounts have been closed must be at least one. In 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 preceding the submission deadline.
— the candidate must have at least 12 permanent staff members for the current year and the 2 previous years for which at least five are working in the areas of specialisation of the present contract.
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 preceding the submission deadline.
3.1) The candidate has provided services under at least two contracts each with a budget at least of EUR 1 500 000 implemented by the candidate itself covering the following domains:
— international trade,
— trade facilitation,
— export development and promotion,
— investment promotion,
— private sector development which were implemented at any moment during the reference period;
3.2) The candidate has provided services under at least one contract with a budget of at least EUR 300 000 implemented by the candidate itself covering the following domains:
— animal health,
— sanitary and phytosanitary issues,
— livestock management,
— support to the beef/leather value chain which were implemented at any moment during the reference period.
This means that the service contract 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 service contracts completed within the reference period (although started earlier) or to service contracts not yet completed. In the first case the service contract 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 service contracts 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 service contracts completed) also detailing its value. If a candidate has implemented the service contract 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. 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 the performance of the contract by producing a commitment by 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 provided 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 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 eight eligible candidates meet the above selection criteria, their relative strengths and weaknesses must be re-examined in order to rank their applications and identify the eight best candidates in accordance with point 17 of this contract notice. The only additional comparative criteria that will be taken into consideration during this re-examination, in the order in which they appear below, are:
1) The highest number of service contracts that meet criterion 3.1;
2) The highest number of service contracts that meet criterion 3.2.

N.B.: additional comparative criterion No 1 shall be applied to all the eligible candidates that meet the selection criteria. If, after applying additional comparative criterion No 1, it is not possible to identify the eight best candidates because two or more candidates are tied for the 8th position, additional comparative criterion No 2 shall be applied only to these tied candidates.

22.Award criteria
Best price-quality ratio.


23.Deadline for submission of applications
The candidate attention is drawn to the fact that there are two different systems for sending applications: one is by post or private mail 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 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 that will serve as proof.
Friday 17 April 2020 at 12 p.m. 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) 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:

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

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: Delegation of the European Union to the Republic of Botswana and SADC Plot 758 Robinson Road, Extension 2 Gaborone, Botswana to the attention of Ms Delphine AUPICON;
— 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: Delegation of the European Union to the Republic of Botswana and SADC Plot 758 Robinson Road, Extension 2 Gaborone, Botswana tel. +267 3914455/+267 3610014
Opening hours: 8 a.m.-5 p.m.
To the attention of Ms Delphine AUPICON.
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
29.Legal basis(2)
Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States of the one part and the European Community and its member states, of the other part, signed in Cotonou on 23 June 2000 as amended in Luxembourg on 25 June 2005 and in Ouagadougou on 22 June 2010. Reference is made to Annex IV as revised by Decision 1/2014 of the ACP-EU Council of Ministers of 20 June 2014.
(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

Financial data to be provided by the candidate in the standard application form must be expressed in EUR. If applicable, where a candidate refers to amounts originally expressed in a different currency, the conversion to EUR shall be made in accordance with the InforEuro exchange rate of March 2020, which can be found at the following address:

Questions and clarifications on this contract notice should be sent by email clearly quoting the publication reference in point 1 above to the following functional mailbox: