Services - 189838-2020

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Submission deadline has been amended by:  221188-2020
24/04/2020    S81    External aid programmes - Services - Contract notice - Restricted procedure 

Belgium-Brussels: ADELANTE 2: Technical Assistance, Logistics and Institutional Support, Communication and Visibility

2020/S 081-189838

Location: Latin America and the Caribbean, and European Union

Service Contract Notice

1.Publication reference
3.Programme title
Regional Facility for International Cooperation and Partnerships (ADELANTE) - phase II
B2020 – 21.0202100
The European Union, represented by the European Commission
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 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 overall objective of ADELANTE 2 is to pursue the achievement of the Agenda 2030 through strengthened regional cooperation initiatives, with the specific objectives
1) To offer an innovative and tailored cooperation and jointly tackle key development challenges in LAC, as well as
2) To promote Triangular Cooperation as an innovative tool, in particular for achieving SDG #17.
The action will be carried out through three components:
1) Operational support to triangular cooperation;
2) Analytical support; and
3) Institutional support.
In this framework, the contractor will be responsible for implementing the activities contemplated in Component 1 and part of Component 3, concretely:
1) Operational support.
(a) technical assistance: to support the sound management, implementation and follow-up of the facility providing technical assistance and expertise.
(b) logistical support: to create a system of rapid response to proposals, taking into account the lessons learnt and recommendations from the first phase, and facilitating Triangular Cooperation by different modalities of support.
3) Institutional support.
Supporting the institutionalization of the management of international cooperation in partner countries, or if there is a decision to move towards pillar assessment of existing agencies, by mobilising expertise from Member States to support this process.
Finally, the contractor will also be in charge of the communication and Visibility of the programme, through dissemination of information about the projects, activities and their results.
8.Number and titles of lots
One lot only.
9.Maximum budget
EUR 9.5 Million
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 a maximum not exceeding the length and value of the initial contract. Any extension of the contract would be subject to satisfactory performance by the contractor.

Conditions of participation

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.
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 4, the contracting authority may invite the candidates who satisfy the criteria to submit a tender.


18.Provisional date of invitation to tender
30 June 2020
19.Provisional commencement date of the contract
30 October 2020
20.Initial period of implementation of tasks
48 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 singlemember companies when they are sub-contractors.
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 three financial years for which accounts have been closed.
— the average annual turnover of the candidate must exceed the annualised maximum budget of the contract (i.e. the maximum budget stated in the contract notice divided by the initial contract duration in years, where this exceeds 1 year); 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 three years preceding the submission deadline.
— at least 50 staff currently working for the candidate in the fields related to this contract:
(a) provision of technical assistance including coordination and backstopping;
(b) provision of expertise in the area of international cooperation for development;
(c) logistics, meaning organization of workshops, seminars, events, provision of training courses, mobilisation of experts;
(d) communication and visibility including website management;
— 20 % of the above-mentioned staff should be permanent (at least 10 persons).
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 (2017, 2018 and 2019).
— the candidate must demonstrate his capacity to manage multi-country/regional development cooperation programmes/projects by listing at least two multiregional cooperation programmes/projects managed in the previous 3 years for a cumulative amount of at least 8 million Euros;
— the candidate must have at least 3 years' experience in development cooperation programmes/projects with the European Union, the EU Member States or with other donors by listing at least, two such cooperation programmes/projects managed in the previous 3 years for a cumulative amount of 8 million Euros;
— the candidate must prove at least 3 years' experience in Latin American and Caribbean countries by listing at least two programmes/projects of a cumulative amount of 6 million Euros managed in the previous 3 years in those countries;
— the candidate must have the capacity to design and implement a communication and visibility strategy, demonstrated by the conception and the implementation of a such a strategy (including website design and management) within 2 projects managed in the previous 3 years for a cumulative amount of at least 1 million Euros.
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 8 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 8 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:
— the highest number of multi countries/regional projects managed in the last 3 years, of a minimum amount of 2 million Euros;
— the highest number of technical assistance projects managed in Latin American and Caribbean countries in the last 3 years, of a minimum amount of 1.5 million Euros;
— the highest number of visibility strategies implemented in the last 3 years.
22.Award criteria
Best price-quality ratio.


23.Deadline for submission of applications
The candidate attention is drawn to the fact that, due to the present circumstances under the COVID-19 crisis, there is only one system for sending applications: by e-mail to a functional mailbox.
Applications should be received by 25 May 2020, at 16.00 Brussels time.
Any application sent to the contracting authority after this deadline will not be considered.
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


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

The application form and the declaration on honour on exclusion and selection criteria will need to be physically signed and then scanned.
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 by e-mail to the following functional mailbox:

The contract title and the Publication reference (see item 1 above) must be clearly marked on the subject of the message 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 to the functional mailbox 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.
27.Operational language
All written communications for this tender procedure and contract must be in English.
28.Date of publication of prior information notice
25 March 2020
The notice number in OJ S may be found under the title of the project in the published notice on the EuropeAid webpage.
29.Legal basis(1)
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 233/2014 of the European Parliament and of the Council of 11 March 2014 establishing a financing instrument for development cooperation for the period 2014-2020.
In accordance with Article 9(2)(a) of Regulation (EU) No 236/2014, natural and legal persons from Caribbean ACP countries(2), which have traditional economic, trade or geographical links with neighbouring beneficiary countries, may be accepted as eligible for participating in procurement procedures and supplies originating from these countries may also be accepted as eligible.
The commission’s authorising officer responsible may extend the geographical eligibility in accordance with Article 9(2)(b) of Regulation (EU) No 236/2014 on the basis of urgency or of unavailability of products and services in the markets of the countries concerned, or in other duly substantiated cases where the eligibility rules would make the realization of this action impossible or exceedingly difficult.
In accordance with Article 16 of Regulation (EU) No 233/2014 of the European Parliament and of the Council of 11 March 2014 establishing a financing instrument for development cooperation for the period 2014-2020, due to the project's nature and the importance to ensure complete regional coverage, the eligibility of the action extends exceptionally to Chile and Uruguay, as their participation subject to the differentiated approach is key to preserve the regional scope of the Action necessary to achieve its objectives.
(1) Please state any specificity that might have an impact on rules on participation (such as geographic or thematic, or long/short term).
(2) The Caribbean ACP countries referred to are Antigua and Barbuda, Bahamas, Barbados, Belize, Dominica, Dominican Republic, Grenada, Guyana, Haiti, Jamaica, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Suriname, and Trinidad and Tobago.
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 May 2020, which can be found at the following address: