Services - 129872-2020

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18/03/2020    S55    External aid programmes - Services - Contract notice - Restricted procedure 

Belgium-Brussels: Support to the Global Covenant of Mayors for Climate and Energy in Asia

2020/S 055-129872

Location: Asia – Japan, China, Korea, South East Asia(1), South Asia(2)

(1) South East Asia: mainly but not exclusively Indonesia, Malaysia, Singapore, Vietnam. Regional coordination and helpdesk services will be available to cities in all 10 countries of ASEAN: Indonesia, Thailand, Singapore, Malaysia, Philippines, Vietnam, Cambodia, Brunei, Myanmar, Laos.

(2) South Asia: mainly but not exclusively India, Bangladesh, Nepal, Sri Lanka. Regional coordination and helpdesk services will be available to cities in Bangladesh, Bhutan, India, the Maldives, Nepal, Pakistan and Sri Lanka

Service Contract Notice


1.Publication reference
EuropeAid/140696/DH/SER/MULTI
2.Procedure
Restricted
3.Programme title
Support to the Global Covenant of Mayors for Climate and Energy in Asia
4.Financing
Budget Line 19.050100
5.Contracting Authority

European Union, represented by the European Commission, Brussels, BELGIUM

Clarifications may be sought from the contracting authority at the following email address DELEGATION-THAILAND-PI-TENDERS@eeas.europa.eu 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
Fee-based
7.Contract description
Building upon the achievements of the first phase of the International Urban Cooperation programme (IUC), 2016-2020, the action will further roll out and strengthen the Regional Covenants of the Global Covenant of Mayors for Climate and Energy, in Asia, in countries in particular deemed strategic for climate and clean energy diplomacy outreach. This will be achieved by providing support to the regional implementation of core activities outlined by the Global Covenant of Mayors International Secretariat and by further extending EU support to the activities and strategies of the Regional Secretariats of the Global Covenant of Mayors (GCoM) in Japan, China, Korea; South East Asia(3); South Asia(4).
The services under this contract will specifically support Asian cities to address their climate and energy challenges, in coordination with the Regional GCoM Secretariats and partners and in coherence with the Nationally Determined Contributions and Commitments in the targeted countries.
Indicative activities foreseen under this contract are:
— specialised technical assistance and training on climate action planning, climate implementation and monitoring;
— facilitate resource mobilization and financial support for climate action and energy transition of GCoM signatory cities in Asia;
— strengthen the Regional Covenant helpdesks and Secretariats in technical support strategies for GCoM cities and outreach to cities committed to address climate challenges;
— support regional and national capacities for scientific validation and inventory of climate action plans;
— promote and facilitate peer-level knowledge and management exchange;
— promote adequate or innovative technology solutions and business matchmaking between EU and Asian stakeholders;
— promote coordination and cooperation amongst GCoM partners, urban climate and energy stakeholders and networks, national and regional authorities, financial institutions, academic institutions and private sector for the recognition and implementation of city climate and clean energy actions in NDC plans;
— organisation of workshops and events;
— ensure online communication and promotion on the action.
(3) As per the list of eligible countries under footnote 1 above.
(4) As per the list of eligible countries under footnote 2 above.
8.Number and titles of lots
One lot only.
9.Maximum budget
EUR 5 286 000
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 EUR 10 000 000. 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.
For UK candidates or tenderers:
Please be aware that following the entry into force of the EU-UK Withdrawal Agreement(*) on 1 February 2020 and in particular Articles 127(6), 137 and 138, the references to natural or legal persons residing or established in a member state of the European Union are to be understood as including natural or legal persons residing or established in the United Kingdom. UK residents and entities are therefore eligible to participate under this call.
(*) Agreement on the withdrawal of the United Kingdom of Great Britain and Northern Ireland from the European Union and the European Atomic Energy Community.
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 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 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.
16.Sub-contracting
Subcontracting is allowed.
17.Number of candidates to be short-listed
On the basis of the applications received, between four and eight 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
28 May 2020
19.Provisional commencement date of the contract
1 January 2021
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 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.
Criteria for legal and natural persons:
— the average annual turnover of the candidate must exceed EUR 1 500 000; and
— 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.
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.
Criteria for legal and natural persons:
— At least 15 staff currently work for the candidate in fields related to this contract (other than support functions) such as urbanisation, smart sustainable development and infrastructures in cities, climate and clean energy action planning, climate resilience and/or climate mitigation and climate innovation for cities.
— At least 10 members of the staff, as per the previous point 21.2.1 must be permanently employed. Support functions are defined as: human resource management, finance and procurement, infrastructure management, information services, office administration and/or communication and marketing.
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.
Criteria for legal and natural persons:
— the candidate has provided services under at least one (1) technical assistance contract with a budget of at least EUR 2 000 000 in the field of sustainable urban development and/or urban climate and clean energy planning and implementation for cities, which was implemented during the reference period and where the proportion implemented by the candidate corresponds to at least EUR 1 500 000;
— the candidate has provided services of technical assistance under at least one (1) contracts with a budget of at least EUR 1 500 000, including activities in at least two (2) of the target countries or subregions under the reference project and where the proportion implemented by the candidate corresponds to at least EUR 1 000 000(5).
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 21.3.1,
2) the highest number of service contracts that meet criterion 21.3.2,
3) the total value carried out by the candidate of the projects found eligible under 21.3.1. (In case of projects still on-going only the portion satisfactorily completed during the reference period although will be taken into consideration.).

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.

(5) The project(s), the candidate refers to, could have been started or completed 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 projects 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 wit 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.
22.Award criteria
Best price-quality ratio.


Application

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(6), 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 18 May 2020, 16.00 Bangkok 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.
(6) 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: http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

The application must be accompanied by a declaration on honour on exclusion and selection criteria using the template available from the following internet address: http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=A

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:

— Either by recorded delivery (official postal service) to: Regional Team Foreign Policy Instruments Delegation of the European Union to Thailand Athenee Tower, 10th Floor, 63 Wireless Road Bangkok 10330 THAILAND.

In this case, the delivery record makes 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: Regional Team Foreign Policy Instruments Delegation of the European Union to Thailand Athenee Tower, 10th Floor, 63 Wireless Road Bangkok 10330 THAILAND.

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

Please note that access to the 10th floor is restricted and therefore possible time delays in reaching the EU delegation premises inside the building has to be considered by the candidate in case of hand delivery.

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.
The electronic version of the application must be included with the printed version. If there are any discrepancies between the electronic version and the original, printed version, the latter has precedence.
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
17 February 2020
29.Legal basis(7)
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 and Regulation (EU) No 234/2014 of the European Parliament and of the Council of 11 March 2014 establishing a Partnership Instrument for cooperation with third countries.
Commission Implementing Decision No C(2019) 3277 final of 6 May 2019 on the Partnership Instrument Annual Action Programme for Cooperation with third countries to be financed from the general budget of the European Union.
(7) 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 the month and year of the applicable InforEuro exchange rate, which can either correspond to the month and year of the publication of the present contract notice or the month and year corresponding to the deadline for submitting applications, which can be found at the following address: http://ec.europa.eu/budget/graphs/inforeuro.html

Please note that for this tender the amount of incidentals may be higher than normal.