Services - 528933-2019

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Submission deadline has been amended by:  582594-2019
08/11/2019    S216

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

2019/S 216-528933

Location — Brussels, Belgium (Global outreach)

Service Contract Notice

Please note that the awarding of the contract is subject to the condition of the prior adoption of a financing decision, 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 Global Covenant of Mayors for Climate and Energy
Commission Implementing Decision on the 2019 Annual Action programme for the Partnership Instrument Phase II
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 Global Covenant of Mayors for Climate and Energy (GCoM), through the EU-financed Regional Covenants, is the largest global alliance of regions, cities and local governments voluntarily committed to combating climate change and delivering on the Paris Agreement and the 2030 Sustainable Development Goals. The purpose of the contract will be to strengthen the coherence and the impact of the GCoM initiative through providing support to the existing Global Secretariat of the GCoM. The Secretariat is based in Brussels, Belgium.
This purpose should be achieved, by providing support to 4 areas of activities performed to various degrees by the GCoM Secretariat at present:
1) Enhancing the international visibility and the communications of the GCoM initiative in coordination with the Regional Covenants;
2) Improving the worldwide coherence, support to, and the work of the Regional Covenants;
3) Developing the current IT and database infrastructure of the Global Covenant into an open, more cohesive and flexible platform for data collection, comparison, conversion, analysis and storage; and
4) Providing ad-hoc or on-demand support to specific regions and countries, particularly those not currently covered by EU-financed Regional Covenants.
The main stakeholders of this project will be cities, city networks, national and sub-national levels of government and private sector operators across the EU and third countries, in particular those with an interest in developing international partnerships to combat climate change. Other stakeholders include regions, national authorities, International Financial Institutions, and UN agencies and bodies.
8.Number and titles of lots
One lot only.
9.Maximum budget
13 000 000 EUR.
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 13 000 000 EUR. 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(1) 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.
Please be aware that after the United Kingdom's withdrawal from the EU, the rules of access to EU procurement procedures of economic operators established in third countries will apply to candidates or tenderers from the United Kingdom depending on the outcome of negotiations. In case such access is not provided by legal provisions in force at the time of contract signature, candidates or tenderers from the United Kingdom could be rejected from the procurement procedure.
(1) Article 9 points a) - c)
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 short-listed 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.

Provisonal timetable

18.Provisional date of invitation to tender
January 2020
19.Provisional commencement date of the contract
July 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 single-member 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 3 financial years for which accounts have been closed.
(a) the average annual turnover of the candidate over the last 3 years for which the accounts have been closed must exceed 3 250 000 EUR; and
(b) current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. 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.
(a) at least 20 staff currently working for the candidate in the fields related to this contract: climate action and sustainable energy.
They must perform tasks other than support functions. Support functions are defined as: human resources, finance and procurement, infrastructure management, office administration;
(b) a minimum of 15 out of the staff mentioned above under point 21.2.a. professional capacity must be permanently employed.
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(2) preceding the submission deadline.
(a) the candidate has worked on at least 3 projects, with a budget of at least 3 000 000 EUR each, in providing technical services in the fields of climate action and sustainable energy. The projects were implemented at any moment during the reference period. More than 60 % of each contract value has been carried out by the candidate.
1) At least one of the projects covering the above mentioned fields must include activities related to institutional engagement with cities, regions, national authorities and/or their groupings, associations or networks;
2) At least one of the projects covering the above mentioned topics must include database management, integration of IT systems and data analysis for policymakers.
(b) the candidate has implemented at least 3 technical assistance projects of more than 1 000 000 EUR each in the field of climate action and sustainable energy in any of the countries(3) covered by the Regional Covenants of Mayors (covering at least 4 countries).
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 total number of reference projects found eligible under 21.3.a.; and in case of equality on this criterion, then
— the value of the eligible part (the portion carried out by the candidate) of the projects found eligible under 21.3.a.
2) 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.

3) Please see the list of countries at and

22.Award criteria
Best price-quality ratio.


23.Deadline for submission of applications
The candidate attention is drawn to the fact that there are 2 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(4), 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.
time 17.00 Brussels time on 16.12.2019
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.
(4) 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:
European Commission
Service for Foreign Policy Instruments
Unit FPI.1
Office EEAS/02/306
For the attention of Christian Meunier
B – 1049 Brussels
— 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:
European Commission
Service for Foreign Policy Instruments
Unit FPI.1
Office EEAS/02/306
For the attention of Christian Meunier
Avenue du Bourget 1
B-1140 Brussels (Evere) Belgium
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 notic
22.7.2019 (OJ nr 2019/139)
29.Legal basis(5)
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 234/2014 of the European Parliament and of the Council of 11.3.2014 establishing a Partnership Instrument for cooperation with third countries — See Annex A2 of the practical guide.
(5) 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 December 2019 of the applicable InforEuro exchange rate, which can be found at the following address:

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.