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FJ-Suva: EDF - renewable energy programme for 5 Pacific ACP countries: Federated States of Micronesia, Nauru, Niue, Palau, Republic of Marshall Islands

0608 - Contract notice

General Information

Country:    Fiji
Deadline for Responses:   Apr 7, 2005
Regulation of Procurement:   External aid and European Development Fund
EU Official Journal Publication:   #45647-2005 in 48/ issue
Publication Date:   Mar 9, 2005
Awarding Authority:   REGIONAL AUTHORISING OFFICER, THE SECRETARY GENERAL OF THE PACIFIC ISLANDS FORUM SECRETARIAT, SUVA
Contract Nature:   Service contract
Procedure Type:   Restricted procedure
Type of Bid Required:   Not defined
Awarding Criteria:   Not defined
Original Language(s):   English

Goods, Works and Services
Commodities:  

Summary
Service procurement notice
1. Publication reference: EuropeAid/120051/D/SV/CPA
2. Procedure: International restricted tender.
3. Programme: 9th European Development Fund.
4. Financing: Financing Agreement to be approved (with suspensive
clause).
5. Contracting authority: Regional Authorising Officer, The Secretary
General of the Pacific Islands Forum Secretariat, Private Mail Bag, Suva,
Fiji. URL: http://www.forumsec.org.fj/.
Contract specification
6. Nature of contract: Fee-based.
7. Contract description: The Regional Authorising Officer for the
Pacific is seeking to recruit a suitably experienced service provider to
run the programme management unit (PMU) of a renewable energy programme
covering the following countries: Federated States of Micronesia, Nauru,
Niue, Palau and Republic of Marshall Islands. The overall programme
budget will be above EUR 11 000 000 (mainly for supply and installation
of renewable-energy/energy-efficiency equipment).
The contractor is expected to provide the services of two full-time
international energy experts, one to be stationed in Suva, Fiji and the
other one in Pohnpei, FSM, as well as the services of one
locally-recruited administrative assistant (not throughout the full
implementation period of 24 months). All three experts are expected to
travel frequently in the region. The contractor will assist the
contracting authority in tasks varying from the identification of
suitable renewable-energy solutions for the countries in question to
assistance in the preparation of tenders for the purchase of equipment
(in the renewable-energy or energy-efficiency sectors), preparation of
energy plans etc.
8. Number and titles of lots: Not applicable.
9. Maximum budget: 750 000 EUR (including substantial travel fees).
10. Scope for additional services: Depending on the availability of
funding, additional services may be procured under this contract,
provided a prior agreement to this effect be reached between the two
contracting parties and be also endorsed by the Delegation of the
European Commission for the Pacific.
Conditions of participation
11. Eligibility: Participation is open on equal terms to:
- Natural persons, companies or firms or public or semi-public agencies
of the ACP States and/or the EU Member States;
- Cooperative societies and other legal persons governed by public or
private law of the ACP States and/or the EU Member States;
- Joint ventures or groupings of companies or firms of ACP States and/or
of EU Member States.
This eligibility rule applies as well to the experts who are proposed by
the companies invited to participate in this international restricted
tender.
12. Candidature: All eligible natural and legal persons, as per 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
partners) 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 (including legal persons within
the same legal group), whatever the form of participation (as an
individual legal entity or as leader or partner of a consortium
submitting an application). In the event that a natural or legal person
(including legal persons within the same legal group) submits more than
one application, all applications in which that person (and legal persons
within the same legal group) 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.
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 provide the evidence required in point 2.3 of the General
Regulations for Service, Supply and Work contracts financed by the EDF,
annexed to the Decision 2/2002 of the ACP-CE Council of Ministers
published in the OJ L320 of 23.11.2002.
16. Subcontracting: No subcontracting is envisaged.
17. Number of candidates to be shortlisted: On the basis of the
applications received, at least 4 and no more than 8 candidates will be
invited to submit detailed tenders for this contract.
Provisional timetable
18. Provisional date of invitation to tender: 15.5.2005.
19. Provisional commencement date of the contract: 1.11.2005.
20. Initial period of execution and possible extension of the contract:
24 months. This may later be extended for a maximum of 24 additional
months, using the same unit rates (but taking inflation into account).
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:
1) Economic and financial standing of candidate:
(a) The candidate's annual turnover during the last 3 years must exceed
EUR 2 000 000;
(b) The candidate's audited balance sheet for the last two accounting
years must be positive. In case of a consortium, this requirement applies
to each of its constituent members.
2) Professional capacity of candidate:
(a) Certified references of work in the fields relevant to this tender
and/or a professional certificate appropriate to the nature of the
assignment that is the subject of this tender must be submitted;
(b) The candidate must have, amongst its permanent staff or amongst the
experts that regularly work with them, at least 8 professionals that have
sufficient experience in the fields relevant to this tender;
(c) At least 50% of all staff working for the candidate should be
permanent staff for each of the last 3 years;
The specialisations of the candidate to be entered in Section 5 of the
application are:
- Project management;
- Design of installation of renewable-energy systems (and
energy-efficiency systems);
- Supervision of installation of renewable-energy systems (and
energy-efficiency systems);
- Knowledge of EC procedures in general, and experience with the
procedures of the European Development Fund in particular;
- Knowledge of EC procurement procedures;
- Knowledge of EC finance and accounting procedures;
- Experience in the provision of training in renewable energy-related
areas.
3) Technical capacity of candidate:
(a) The candidate must have rendered, in the last 5 years, technical
assistance services under at least two contracts of more than EUR 500 000
each;
(b) The candidate must have carried out at least one assignment similar
to the one prescribed by this tender during the last 4 years.
If more than 8 eligible candidates meet the above selection criteria, the
relative strengths and weaknesses of the applications of these candidates
will be re-examined to identify the eight best ones. The factors that
shall be taken into account during this re-examination are:
1) The relationship between the proposed experts and the candidates, with
preference to be given to those who have been amongst the permanent staff
for the longer period;
2) The overall number of technical assistance contracts, directly
relevant to the present tender, which the candidate has executed.
22. Award criteria: These will be specified in the tender dossier, to be
annexed to the invitation to tender letter, which will be sent to the
shortlisted candidates.
Application
23. Deadline for receipt of applications: 7.4.2005, at 09:00 hrs (Fiji
time).
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://europa.eu.int/comm/europeaid/tender/
gestion/index_en.htm), whose format and instructions must be strictly
observed.
Any application which does not observe these provisions will be
automatically eliminated. 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 contracting authority:
- either by recorded delivery (official postal service) to:
EDF, Regional Authorising Officer, The Secretary General of the Pacific
Islands Forum Secretariat, Private Mail Bag, Suva, Fiji;
- or hand-delivered (including courier services) directly to the
contracting authority in return for a signed and dated receipt to:
EDF, Regional Authorising Officer, The Secretary General of the Pacific
Islands Forum Secretariat, Private Mail Bag, Suva, Fiji.
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. Operational language: All written communications for this tender
procedure and contract must be in English.
27. Additional information: It is strongly recommended that the
application be sent by an internationally-known courier service with
offices in Fiji, or be directly delivered to the office of the
contracting authority. It is also recommended that substantially more
time be allocated for courier transport than the maximum times indicated
by the courier services.
28. Date of publication of contract forecast: 2.7.2004.
29. Legal basis: ACP-EU Partnership Agreement signed in Cotonou on
23.6.2000.








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