Services - 400549-2016

Display compact view

15/11/2016    S220

Belgium-Brussels: ENI — Communicating Europe in Ukraine

2016/S 220-400549

Service contract notice



1.Publication reference:
3.Programme title:
ENI/2014/033-833 civil society support programme;
ENI/2016/038-775 global allocation 2016;
ENI/2015/032-789 EU SURE;
ENI/2015/037-834 TCF 2015;
ENI/2015/038-739 U-LEAD with Europe;
ENI/2016/039-505 TCF 2016.
5.Contracting authority:

European Union, represented by the European Commission on behalf of and for the account of Ukraine, Brussels, BELGIUM.

Contract specification

6.Nature of contract:
7.Contract description:
The contract is intended to deliver a coherent and effective public communications package based on a common and compelling central narrative which convincingly sets out what the EU and Ukraine are committed to achieving in Ukraine, and why it is important. Messages will be delivered across various media platforms, primarily to a Ukrainian audience. The contract will encompass daily public relations and media support to the EU Delegation, audience research, content production, impact analysis and real-time evaluation, in order to optimise EU communications on Ukraine.
8.Number and titles of lots:
1 lot only.
9.Maximum budget:
Maximum 3 750 000 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 maximum amount 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 an eligible country or territory as defined under the Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11.3.2014 laying down common rules and procedures for the implementation of the Union's instruments for financing 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 1 application can be submitted by a natural or legal person whatever the form of participation (as an individual legal entity or as a 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). Shortlisted 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.
Subcontracting is allowed.
17.Number of candidates to be shortlisted:
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.

Provisional timetable

18.Provisional date of invitation to tender:
December 2016.
19.Provisional commencement date of the contract:
March 2017.
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 subcontractors.
Same criteria apply for legal and natural persons:
1) Economic and financial capacity of candidate (based on item 3 of the application form). In the case of the 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:
a. the average annual turnover of the candidate for the last 3 years must exceed 1 675 000 EUR; and
b. current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1.
2) Professional capacity of candidate (based on items 4 and 5 of the application form):
at least 7 permanent staff are currently working for the candidate in fields related to this contract, as per point 7 of this contract notice.
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 the submission deadline.
The candidate has provided services under at least 3 contracts, each with a budget of at least 600 000 EUR in the field of government or private sector communications, with the main scope of the contract being external communication with aim to provide information to public audiences (i.e. contracts which have most of their content dealing with external communication, but not contracts which main aim is ‘capacity building’) which have been under implementation at any point during the 5 years before the deadline of receipt of applications.
At least 1 of the contracts has to be in the field of public communication in governmental/EU context, and at least 1 of the contracts has to be in the field of public communication in a private sector context.
Candidates/tenderers 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 project 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 the case of projects still ongoing 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/tenderer has implemented the project 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 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. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for 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 re-examined to identify the 8 best candidates.
The only factors which will be taken into consideration during this re-examination are in descending order:
1) the highest number of projects in the criteria referred to in point 21.3;
2) the highest value of the projects in the criteria referred to in point 21.3.
22.Award criteria:
Best value for money.


23.Deadline for receipt of applications:
16.12.2016 (17:00), Kyiv time.
Any application received by 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 address:

The application must be accompanied by a declaration of 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 recorded delivery (official postal service) to:
The Head of the Finance, Contracts and Audit Section, Delegation of the European Union to Ukraine, 101, Volodymyrska St., 01033 Kyiv, UKRAINE,
• or hand delivered (including courier services) directly to the contracting authority against a signed and dated receipt to:
The Head of the Finance, Contracts and Audit Section, Delegation of the European Union to Ukraine, 101, Volodymyrska St., Kyiv, UKRAINE.
In this case, the acknowledgment of receipt is proof of compliance with the time limit for receipt. Opening hours of the Delegation are 9:00–17:30 (Kyiv time) Monday to Friday.
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 agree 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 communication for this tender procedure and contract must be in English.
28.Date of publication of prior information notice:
29.Legal basis:
Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11.3.2014 laying down common rules and procedures for the implementation of the Union's instruments for financing external action and Regulation (EU) No 232/2014 of the European Parliament and of the Council of 11.3.2014 establishing a European Neighbourhood Instrument (ENI Regulation).
30.Additional information:
Clarification requests of general interest can be sent, but please keep in mind that the contracting authority will not give any response which could be considered as a prior opinion on the assessment of the application.
Requests for clarification can be sent to the following mailbox:

The contracting authority reserves the right to request references from the beneficiaries or candidates of the completed projects listed on the candidate's application form. The candidate should be ready to present such references and further information related to the projects listed by the candidate, upon request from the contracting authority.