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19/01/2018    S13    External aid programmes - Services - Contract notice - Restricted procedure 

Serbia-Belgrade: IPA - EU IN SERBIA COMMUNICATION NETWORK (EUINFONET)

2018/S 013-024604

Location - Serbia

SERVICE CONTRACT NOTICE


1.Publication reference
EuropeAid/139106/DH/SER/RS
2.Procedure
Restricted
3.Programme
IPA 2017 Information and communication programme
4.Financing
Budget line
5.Contracting Authority

European Union, represented by the Delegation of the European Union to the Republic of Serbia on behalf of and for the account of the beneficiary country, Belgrade, Republic of Serbia


CONTRACT SPECIFICATION

6.Nature of contract
Fee-based
7.Contract description
The overall objective of the contract is to provide technical assistance to the Delegation of the European Union in Serbia in its information, communication and media activities aimed at increasing public awareness and understanding of the European Union (EU), its values, functioning, institutions, policies, programmes and assistance to Serbia and their impact on Serbian citizens and businesses, as well as of Serbia's accession process. Under the guidance and supervision of the Contracting Authority, this contract will be the focal point for communication and information on the EU to the Serbian public.
The contract will include the following activities:
1. Design, planning and implementation of communication, information and media strategies. This should entail the development of political messaging strategies, outreach strategies and visibility campaigns;
2. Financial and administrative management of the EU Information Centre (EUIC) in Belgrade and of the EU Information Points (EUIPs) in Novi Sad and Nis;
3. Support to and coordination of communication and visibility efforts of EU-funded and EU-supported programmes and projects in Serbia;
4. Outreach activities, public diplomacy and stakeholder engagement throughout Serbia, including through the financing and management or support of events, visits, debates, competition, press and media relations, capacity building of journalists, management of Team Europe network in Serbia and other networking activities and management of databases;

5. Editing, production and dissemination of publications (printed and web-based), information products, promotional material and audio-visual material on all media. This includes the production of the editorial content and the update and technical maintenance of the EU Delegation website (www.europa.rs) and EUIC/EUIP website (www.euinfo.rs) and the management of social media (Youtube, Facebook, Twitter, Instagram, etc.);

6. Research and analysis to plan and conduct media and communication activities (including media analysis, media monitoring and public opinion analysis);
7. Issue management, risk management and crisis communication.
8.Number and titles of lots
One lot
9.Maximum budget
3 200 000.00 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 12 800 000.00 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 a eligible country or territory as defined under the Regulation (EU) No236/2014 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

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 (ie, 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.
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 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.). 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 2.3.3 of the PRAG.
16.Sub-contracting
Subcontracting is allowed up to 15 % of the contract value.
17.Number of candidates to be short-listed
On the basis of the applications received, between 4-8 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
March 2018
19.Provisional commencement date of the contract
August 2018
20.Initial period of implementation of tasks
24 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 sub-contractors.
1) The economic and financial capacity of candidate (based on item 3 of the application form). In case of a 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.
— the average annual turnover of the candidate must be at least 1 000 000.00 EUR.
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 5 years from submission deadline.
— at least 10 permanent staff currently work for the candidate in fields related to this 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 5 years from submission deadline.
— The candidate has provided services under at least 2 assignments (such as project, contract, etc.), with the candidate's portion equal to or greater than 800 000.00 EUR for his services in each assignment, that in combination cover these 2 fields of expertise:
a) development and implementation of information and communication campaigns (development of targeted political messaging or visibility strategy, organisation of events, debates, competition, production and dissemination of publications, audio-visual material and promotional materials, web presence, etc.).
b) design, planning and implementation of communication, information and media communication strategy to increase the level of information and public awareness about EU activities, policies and programmes.
This means that the assignments 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/tenderers are allowed to refer either to assignments completed within the reference period (although started earlier) or to assignments not yet completed. In the first case the assignment 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 an assignment being 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 assignments completed) also detailing its value. If a candidate/tenderer has implemented the assignment in a consortium, the percentage that the candidate/tenderer 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. Previous experience which caused a breach of contract and termination by a Contracting Authority shall not be used as a 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 the 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 reexamined to identify the 8 best candidates. The only factors which will be taken into consideration during this re-examination are:
— the total number of the reference assignments found eligible under 21.3 and, in case of equality of this criterion, then,
— the value of the eligible part (the proportion carried out by the candidate) of the reference assignments found eligible under criterion 21.3.
22.Award criteria
Best value for money.


APPLICATION

23.Deadline for receipt of applications
19 February 2018, 15:00 CET
Any application received 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 address:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

The application must be accompanied by a declaration of 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 recorded delivery (official postal service) to:
Delegation of the European Union to the Republic of Serbia
Vladimira Popovica 40, Avenue 19 A
,11070 New Belgrade, SERBIA
In this case, the delivery record makes proof of compliance with the time-limit for the receipt.
— OR hand delivered (including courier services) directly to the Contracting Authority in return for a signed and dated receipt to:
Delegation of the European Union to the Republic of Serbia
Vladimira Popovica 40, Avenue 19 A
,11070 New Belgrade, SERBIA
In this case, the acknowledgement of receipt makes proof of compliance with the time-limit for the 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 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
22.7.2017
29.Legal basis

Regulation (EU) No236/2014 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 Council Regulation (EC) No 231/2014 of 11.3.2014 establishing an Instrument for Pre-Accession Assistance (IPA II).

30.Additional information
Opening hours of the contracting authority: 09:30 - 16:00 (CET).

E-mail address of the Contracting Authority: Delegation-Serbia-FCS@eeas.europa.eu