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SERVICE PROCUREMENT NOTICE Technical assistance to the ACP Group for the organization of the 6th Summit of ACP Heads of State and Government Accra, Ghana
1. Publication reference EuropeAid/126377/D/SER/GH 2. Procedure Restricted 3. Programme 9th European Development Fund (EDF) 4. Financing 9 ACP RPR 132 approved in December 2007 5. Contracting Authority The SECRETARIAT OF THE AFRICAN, CARIBBEAN AND PACIFIC GROUP OF STATES Avenue George Henri, 451 1200 BRUSSELS
CONTRACT SPECIFICATION 6. Nature of contract Unit price-based 7. Contract description The project purpose is a successful implementation of the 6th ACP Summit of Heads of States and Government in Accra, Ghana during the period 30 September to 3 October 2008. The contract is intended to supplement Government of Ghana financing of the Summit. The contract will include arranging for local transportation of delegates and non-State police security, hiring a conference venue and related facilities, renting communication facilities and office equipment, preparing conference kits, bags, access badges and stationery, arranging for food and refreshment during the Summit, organizing cultural performances exhibitions of local cultural products as well as recruiting and training support staff. Full coordination with the Ghanaian authorities and the ACP Secretariat should be constantly sought to insure that all activities are carried out in line with the organizational and logistical tasks implemented by the Government. 8. Number and titles of lots n/a 9. Maximum budget Indicative budget: EUR 2,048,800 10. Scope for additional services n/a
CONDITIONS OF PARTICIPATION 11. Eligibility Participation in tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping (consortium) of tenderers) from ACP States and Member States of the European Union contributing to the European Development Fund and international organisations as authorised by the instrument applicable to the programme under which the contract is financed (see also item 30 below). 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. 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. 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 Practical Guide to contract procedures for EC external actions 16. Sub-contracting Sub-contracting will be allowed up to a maximum of 30% of the contract value. 17. Number of candidates to be short-listed 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. PROVISIONAL TIMETABLE 18. Provisional date of invitation to tender 19 March 2008 19. Provisional commencement date of the contract 1 July 2008 20. Initial period of performance and possible extension of the contract 2 months (indicative)
SELECTION AND AWARD CRITERIA 21. Selection criteria The selection criteria should be clear and non-discriminatory and may not go beyond the scope of the contract. Consideration has to be made regarding which proof documents should be requested for the relevant selection criteria. See section 2.4.12 of the Practical Guide to contract procedures for EC external actions. 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: 1) Economic and financial capacity of candidate (based on item 3 of the application form) · the average annual turnover of the candidate must be at least 1 million Euros; and · the averages of cash and cash equivalents at the beginning and end of year are positive. 2) Professional capacity of candidate (based on items 4 and 5 of the application form) · at least 3 staff currently work for the applicant in fields related to this contract (organization of conferences, travels, events, etc.) ; and · at least 10% of all staff working for the candidate this year in fields related to this contract (organization of conferences, travels, events, etc.) are permanent. 3) Technical capacity of candidate (based on items 5 and 6 of the application form) · the candidate has implemented successfully at least two events with a budget of at least 500,000 Euros in fields related to this contract (organization of conferences, travels, events, etc.) in the past five years. 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 an undertaking 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 and notably that of nationality, as the economic operator. 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 eight best applications for the tender procedure. The only factors which will be taken into consideration during this re-examination are: 1) Relevant experience in organizing conferences or related events in ACP countries 2) Number of events implemented in the conference area 22. Award criteria Best value for money. APPLICATION 23. Deadline for receipt of applications 16:00 Central European Time on Wednesday 29 February 2008. 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 (available from the following Internet address: http://ec.europa.eu/europeaid/work/procedures/implementation/services/index_en.htm), whose format and instructions must be strictly observed. 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 or French exclusively to the Contracting Authority: · EITHER by recorded delivery (official postal service) to : Secretariat of ACP Group of States · OR hand delivered (including courier services) directly to the Contracting Authority in return for a signed and dated receipt to: Secretariat of ACP Group of States 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. 26. Alteration or withdrawal of applications Candidates may alter or withdraw their applications by written notification prior to the deadline for submission of tenders. No application may be altered after this deadline. Any such notification of alteration or withdrawal shall be prepared and submitted in accordance with Clause 25. The outer envelope (and the relevant inner envelope) must be marked 'Alteration' or 'Withdrawal' as appropriate. 27. Operational language All written communications for this tender procedure and contract must be in English or French. 28. Additional information n/a 29. Date of publication of contract forecast 20/12/2007 30. Legal basis ACP-EC Partnership Agreement signed at Cotonou on 23 June 2000 as amended on 25 June 2005. Decision No 2/2002 of the ACP-EC Council of Ministers published in OJ L 320 of 23.11.2002. |
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