Services - 531580-2019

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11/11/2019    S217    External aid programmes - Services - Contract notice - Restricted procedure 

Benin-Cotonou: Atlas and renewable energy development study in Benin

2019/S 217-531580

Africa/West Africa/Benin

Service contract notice

1.Publication reference
3.Programme title
Institutional support and capacity building for stakeholders in the energy sector in Benin (RECASEB).
No. BJ 2015/037-876.
5.Contracting authority

Republic of Benin represented by the Ministry of Economy and Finance, EDF National Authorising Officer, Cotonou, Benin.

Details may be requested from the Contracting Authority at the following email address: — no later than 21 days before the deadline for submission of tenders listed in section 23 below.

Clarifications will be published on the website of DG International Cooperation and Development at the latest 5 days before the deadline for submission.

Contract specifications

6.Nature of contract
Fixed price.
7.Contract description
This study aims to support Benin to obtain a detailed atlas of the relevant sites for renewable energy (solar, micro-hydro, wind, biomass, etc.) and to propose, in connection with national sectoral policies, the most interesting technologies for developers, an updated energy cost (LCOE) of the most profitable technologies and a technical and financial feasibility study of the electrification of border localities.
The contracting authority of the programme is the EDF National Authorising Officer, represented by the technical support unit for the EDF National Authorising Officer (UT-FED) and the project manager is the Ministry of Energy.
8.Number and titles of lots
Single lot.
9.Maximum budget
1 300 000 EUR.
10.Additional services
The contracting authority may, at its own discretion, extend the project duration and/or contract scope subject to availability of funding up to an estimated amount of approximately 100 000 EUR. Any extension of the contract will be subject to satisfactory performance of the tasks by the contractor.

Conditions of participation

Participation in the contract is open on equal terms to natural persons and legal entities participating either individually or as part of a grouping — consortium — of tenderers that are established in one of the Member States of the European Union, an ACP State or in a country or territory authorised by the ACP-EC Partnership Agreement, under which the programme is financed (see also point 29 below). Participation is also open to international organisations.
It should be stressed that, as from the withdrawal of the United Kingdom from the Union, the rules on access to the Union's procurement procedures for economic operators established in third countries will apply to candidates and tenderers from the United Kingdom, depending on the outcome of the negotiations. If this access is not provided for by the legal provisions in force at the time of award of the contract, United Kingdom applicants and tenderers may be excluded from the procurement procedure.
Any eligible natural person or legal entity (as defined in point 11 above) or grouping of said parties (consortium) may apply.
A consortium may be a permanent, legally-established grouping or a grouping constituted informally for a specific tender procedure. All the members of a consortium (i.e. the lead company and all other members) will be jointly and severally liable vis-à-vis the contracting authority.
Should an ineligible natural person or legal entity (as defined in point 11) take part, the application concerned will be automatically rejected. If said party belongs to a consortium, its disqualification will entail the disqualification of the consortium as a whole.
13.Number of applications
Natural persons or legal entities may submit one application only, irrespective of whether they take part as a sole legal entity, or as a lead company or member of a consortium submitting an application. Should a natural person or legal entity submit more than one application, all the applications involving the said party will be disqualified.
14.Prohibition on alliances between shortlisted tenderers.
Tenders which include companies not mentioned on the application forms used to compile the shortlist will be disqualified from this restricted procedure unless prior approval from the contracting authority has been obtained (see section 2.6.3 of the Practical Guide). Candidates invited to tender 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 described in section of the Practical Guide.
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 invited to tender
On the basis of the applications received, at least 4 and at most 8 candidates will be invited to submit detailed tenders for this contract. Should the number of eligible candidates meeting the selection criteria be less than the minimum of 4, the contracting authority may invite the candidates which satisfy the criteria to submit a tender.

Provisional schedule for activities

18.Scheduled date for dispatch of invitations to tender
December 2019.
19.Commencement date of the contract
April 2020.
20.Implementation period for the tasks
18 months from the start of performance of the contract.

Selection and award criteria

21.Selection criteria
The following selection criteria will apply to candidates. Where applications are submitted by a consortium, the selection criteria will apply to the consortium as a whole, unless specifically stipulated otherwise. The selection criteria will not apply to natural persons and single-member companies working as subcontractors.
1) Candidate's economic and financial capacity (details to be given in section 3 of the application form). Should the candidate be a public body, equivalent information must be provided. The reference period taken into consideration will correspond to the last 3 financial years for which accounts have been closed (2016, 2017 and 2018):
— the candidate's average annual turnover must exceed the maximum annualised budget for the contract, i.e. the maximum budget given in the contract notice divided by the initial duration of the contract in years, if this exceeds 1 year (the minimum annual turnover does not exceed twice the estimated annual contract value, except where duly justified in the tender dossier); and,
— the general liquidity ratio (short-term assets/short-term liabilities) for the last financial year for which accounts have been closed (2018) must have been at least 0,7. In the case of a consortium, this criterion must be met by each of its members;
2) Candidate's professional capacity (details to be given in sections 4 and 5 of the application form). The reference period will cover the 3 financial years prior to the submission deadline (2016, 2017 and 2018):
— at least 2 of the candidate’s employees must have been working in 2018 in fields relevant to this contract, as defined in point 7, on a permanent basis,
— at least 5 of the candidate's staff must have worked in fields related to this contract during the reference period (2016, 2017 and 2018);
3) Candidate's technical capacity (details to be given in sections 5 and 6 of the application form). The reference period will cover the 3 financial periods prior to the submission deadline.

The candidate has provided services for at least 2 contracts with a budget at least equal to 500 000 EUR in the following areas: study of the development of renewable energy and rural electrification or related fields, which have been carried out at any time during the last 3 financial periods. This means that the project the candidate refers to could have been started or completed at any time during the period given. However, it need not necessarily have been completed during this period, or have been performed during the whole of said period. Candidates may refer to either a project completed during the reference period (although started before this period), or part of a contract that has not yet been fully performed. In the first case, the project will be considered in its entirety, subject to proof that it was performed satisfactorily (declaration from the relevant contracting authority, proof of final payment). In the 2nd scenario, only the part of the contract properly undertaken during the reference period (even if it was started before) will be taken into consideration, to the extent that documentary proof of the satisfactory performance of the same are submitted (the same as for completed projects). These documents must enable the determination of the value of the portion of the contract referred to. If the project referred to was implemented by a consortium, in the event that a selection criterion relating to the relevance of the experience is used, the supporting documents must clearly show the proportion completed by the candidate, as well as a description of the nature of the services provided. Documentary evidence is not required at the application stage, but will be requested with the invitation to tender.

Any previous experience involving a breach of contract and termination by a contracting authority cannot be used as a reference.
An economic operator may, if necessary and for a specific contract, make use of the capacities of other entities irrespective of the legal nature of the connection between itself and said entities. As an example, the contracting authority may consider it inappropriate if the tender relies, for the main part, on the capacities of other entities, or calls on them for key criteria. If the tenderer relies on the capacities of other entities, it must in this case provide the contracting authority with proof that it will have the resources needed to perform the contract by, for example, producing a written commitment undertaken by said entities to place such resources at its disposal.
Such entities, e.g. the economic operator's parent company, must observe the same eligibility rules — notably regarding nationality — and must meet the same selection criteria as those that the economic operator has met to prove its own capacities. Furthermore, the information relating to this third party entity/these third party entities for the relevant selection criteria must be included in a separate document. Proof of the capacity of this entity must also be furnished 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 works or services for which these capacities are required.
With regard to the economic and financial criteria, the entities whose capacities the tenderer uses will become jointly and severally liable for the performance of the contract.
If more than 8 applications prove to be eligible, i.e. meet all the selection criteria, then the strengths and weaknesses of these candidates' applications will need to be re-examined to determine which 8 applications for the invitation to tender are the most suitable. The only additional comparative criteria which will be considered in this re-examination are, in the order set out below, as follows:
1) the highest number of projects that meet criterion 3;
2) the highest cumulative value of all projects that meet criterion 3.

The first additional comparison criterion must be applied to all eligible candidates who meet the selection criteria. If, after applying the first additional comparison criterion, it is not possible to identify the 8 best candidates because two or more candidates are tied for the 8th position, the second additional comparison criterion will only apply to those candidates who are on an equal basis.

22.Award criteria
The best price-quality ratio.


23.Deadline for receipt of applications
The candidate’s attention is drawn to the fact that there are 2 different systems for sending the application: by post or by courier service, or delivered by hand.

In the 1st case, the application must be sent before the deadline for submission, the postmark or deposit receipt being proof (1), and in the 2nd case, the acknowledgement of receipt given at the time of delivery of the application will serve as proof.

18:30 local time, on 11.12.2019, at the latest.
Applications submitted to the contracting authority after the 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 reasons beyond its control, after the effective date of approval of the pre-selection report, if the fact of accepting applications submitted in time but arriving late may excessively delay the evaluation process, or call into question decisions already taken and communicated.
(1) The use of registered mail is recommended in case the postmark is not readable.
24.Format of the application and details to be provided

The standard application form must be used for applications. The instructions and format of this form must be strictly adhered to. The application form can be found at the following web address:

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

Any additional documentation (brochure, letter, etc.) sent with the application will not be taken into consideration.
25.Application submission procedures
Applications must be submitted in French only and sent to the contracting authority:
— either by post or by courier service, in which case the evidence will be constituted by the postmark or the date of the deposit slip, to the following address:
l’ordonnateur national du FED — unité technique d’appui à l’ordonnateur national, ministère de l’économie et des finances, avenue Jean Paul II (route de l’Aéroport), BP 963 Cotonou — REPUBLIC OF BENIN,
Tel. +229 21302313 — Fax: +229 21301362,
— or hand delivered by the candidate in person or by their 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:
l’ordonnateur national du FED — unité technique d’appui à l’ordonnateur national, ministère de l’économie et des finances, avenue Jean Paul II (route de l’Aéroport), BP 963 Cotonou — REPUBLIC OF BENIN,
Tel. +229 21302313 — Fax: +229 21301362.
The contract title and the contract notice number (see point 1 above) must be clearly marked on the envelope containing the application, and must be quoted in all subsequent correspondence with the contracting authority.
Applications submitted in any other way will not be considered.
When submitting their proposals, candidates agree to receive notification of the result of the procedure by electronic means. The notification will be deemed to have been received on the day the contracting authority sends it to the email address stated in the application.
26.Alteration or withdrawal of applications
Candidates may amend or withdraw their application by giving written notification before the deadline for submission of applications. Applications cannot be amended
once this deadline has passed.
Notice of amendment or withdrawal must be submitted and sent as per the instructions given in point 25. The word 'Modification' (amendment) or 'Retrait' (withdrawal), as applicable, must be written on the outside envelope (and on the inner envelope, where applicable).
27.Working language
All correspondence concerning this invitation to tender procedure and contract must be in French.
28.Date of publication of prior information notice
22.5.2019 EuropeAid/140291/IH/SER/BJ
29.Legal basis (2)
Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States, of the one part, and the European Community and its Member States, of the other part, signed in Cotonou on 23.6.2000 as amended in Luxembourg on 25.6.2005 and in Ouagadougou.
on 22.6.2010. Reference is made to Annex IV as revised by Decision No 1/2014 of the ACP-EU Council of Ministers of 20.6.2014.
(2) Please indicate any specification that may have an impact on the rules of participation (e.g. geographical specificity, short-term or long-term thematic specificity).
30.Additional information

1) 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 another currency, the conversion into EUR will be made in accordance to the InforEuro exchange rate of November 2019, available at the following address:

2) The contractor will ensure, throughout the implementation period of the contract, the training of trainees (young local professionals) who will be made available by the contracting authority.