EDF — Technical assistance for section 2 of the programme to consolidate the State and the voluntary sector (Pro-CEMA)

Country: Togo
Language: EN FR
Number: 64178
Publication date: 14-02-2017
Source: TED
Descripition in original language


1.Publication reference:EuropeAid/138277/IH/SER/TG.


3.Programme title:Programme to consolidate the State and the voluntary sector (Programme de consolidation de l"État et du monde associatif — Pro-CEMA).

4.Financing:Financing agreement No FED/2016/38783, 11th EDF.

5.Contracting authority:Minister responsible to the Minister of State, Minister for the Economy and Finance, responsible for development planning, EDF National Authorising Officer by delegation, Lomé, TOGO.

6.Nature of the contract:Unit price.

7.Contract description:Section 2 of the Pro-CEMA aims to better involve civil society in monitoring government action, managing public affairs/accountability and ensuring better coordination between the State and the voluntary sector. It will pay particular attention to the issue of gender and will aim, in particular, to encourage applications from women and increase the number of women in elected positions. It will also enable the cultural community to better participate in the public debate. The Pro-CEMA will continue to build on the achievements of the project to support civil society and national reconciliation (Projet d"appui à la société civile et à la réconciliation nationale — Pascrena).There are 5 strategic lines in achieving this objective:1) to better involve civil society in managing public affairs and accountability in government action by strengthening and structuring it;2) to finance and support projects led by civil society organisations (CSOs);3) to ensure better coordination between the State and the voluntary sector;4) to encourage applications from women and increase the number of women in elected positions;5) to help improve participation of the cultural community in the public debate.The PMU"s role will be to assist the contracting authority with all the project implementation stages. The PMU shall (i) manage technical, administrative and financial aspects (via a multiannual programme-estimate that will include multiple calls for proposals targeting CSOs), (ii) transfer knowledge to the national parties involved with a view to assimilation and sustainability and (iii) facilitate consensus-building processes between the State and the voluntary sector.

8.Numbers and titles of lots:1 lot.

9.Maximum budget:1 400 000 EUR.

10.Scope for additional servicesThe contracting authority may, at its own discretion, extend the project duration and/or contract scope subject to availability of funding up to the estimated amount of approximately 1 000 000 EUR. Any extension of the contract would be subject to satisfactory performance of the tasks by the contractor.

11.Eligibility: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 which are established in 1 of the Member States of the European Union, ACP States 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.

12.Candidature: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. lead company and all other members) shall 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 disqualified. 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 1 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 1 application, all the applications involving 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 2.4.3 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 2.3.3 of the Practical Guide.


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. 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.

18.Scheduled date for dispatch of invitations to tender:20.3.2017.

19.Commencement date of the contract:1.7.2017.

20.Implementation period for the tasks:Duration in months: 40 months (from the date of contract award).

21.Selection criteria:Identical criteria for legal entities and natural persons.The following selection criteria will be applied 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 shall 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). If the candidate is a public body, equivalent information must be provided. The reference period taken into account corresponds to the past 3 financial years for which accounts have been closed.Criteria for legal entities and natural persons:1. the candidate"s average annual turnover must exceed the annualised maximum contract budget, i.e. the maximum budget indicated in the contract notice divided by the initial contract duration in years over the past 3 years.2) Candidate"s professional capacity (details to be given in sections 4 and 5 of the application form). The reference period corresponds to the 5 financial years prior to the submission deadline. 1. at least 5 people must currently be working for the candidate in fields related to this contract.3) Candidate"s technical capacity (details to be given in sections 5 and 6 of the application form). The reference period corresponds to the 5 financial years prior to the submission deadline:1. the tenderer must have provided services in the context of at least 2 contracts with an equivalent (or larger) budget to the current contract and in the following fields: gender, local development, civil society development.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 carried out during the whole of said period. Candidates or tenderers may refer to either a project completed during the reference period (although started before this period) or to part of a contract that has not yet been fully carried out. In the first scenario, the project will be considered as a whole, subject to proof of satisfactory performance (statement from the entity having awarded the contract, proof of final payment, etc.). In the case of ongoing projects, only the part which has been successfully carried out by the candidate may be used as a reference. The candidate must be able to provide documentary proof of satisfactory performance of this part (statement from the entity having awarded the contract, proof of final payment, etc.) and the corresponding amount. If the project referred to has been 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 services provided.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. In such an event, it must provide the contracting authority with proof that it will have the resources needed to carry out the contract by, for example, producing a written commitment undertaken by said entities to make such resources available. Such entities, for instance the economic operator"s parent company, must observe the same eligibility rules — notably regarding nationality — and meet the same selection criteria as the economic operator. With regard to the technical and professional criteria, an economic operator may only use the capacities of other entities if they carry out the work or provide the services for which said capacities are required. With regard to the economic and financial capacity, the entities whose capacities the tenderer uses become jointly and severally liable for 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 must be re-examined to determine which 8 applications are most suitable for the invitation to tender. Only the following factors will be considered in the re-examination: candidates who submit the most references in fields requiring skills relevant to this contract in the subregion (sub-Saharan Africa).

22.Award criterion:Best value for money.

23.Final date for receipt of applications:14.3.2017 (17:00), local time.Any application received after this deadline will be discarded and not taken into consideration.

24.Applications format 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. This application form is available from the following web address:http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=BThe application must be accompanied by a solemn declaration, concerning the exclusion and selection criteria, using the template available from the following web address:http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=AAny additional documentation (brochure, letter, etc.) sent with an application will not be taken into consideration.

25.How applications may be submitted:Applications must be drawn up in French and sent solely to the contracting authority:• either by registered post (official postal service), to the following address:Ministère de la planification du développement, immeuble CASEF, 4e étage, bureau 424 (secrétariat), tel. +228 22 35 30 98.In this case, the delivery register will attest to compliance with the final date for receipt of tenders,• or by bearer (including express courier services), delivering the application straight to the contracting authority, in return for a signed and dated acknowledgement of receipt, at the address indicated above for the attention of the Coordinator of the EDF National Authorising Officer Support Unit, tel. +228 22 35 30 98.In this case, the acknowledgement of receipt will attest to compliance with the final date for receipt of tenders.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.In submitting an application, candidates accept to be kept informed of the outcome of the procedure by electronic means. Such notification shall be deemed to have been received on the day it is sent, by the contracting authority, to the e-mail address given in the application.

26.Amendments to or withdrawal of tenders:Tenderers may amend or withdraw their tender by giving notice thereof in writing before the final date for submission of tenders. Tenders cannot be amended once this deadline has passed.Notice of amendment or withdrawal must be drawn up 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 the prior information notice:29.7.2016.EuropeAid/138277/IH/SER/TG.

29.Legal basis:Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States and the European Community and its Member States, 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.