SL-Freetown: EDF — institutional support to the Freetown City Council and to the urban planning authorities

Request For Proposals

General Information
Country:   Sierra Leone
City/Locality:   FREETOWN
Notice/Contract Number:   eu:107741-2009
Publication Date:   Apr 18, 2009
Deadline:   May 15, 2009
Buyer:   THE NATIONAL AUTHORISING OFFICER OF THE GOVERNMENT OF THE REPUBLIC OF SIERRA LEONE
Original Language:   English

Contact Information
Address:   NATIONAL AUTHORISING OFFICE
FREETOWN  
Sierra Leone

Goods, Works and Services

 

Summary

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Notice Type: 0708 - Contract notice
Regulation of Procurement: External aid and European Development Fund
EU Official Journal Publication: 75/2009, #107741-2009
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: Not defined

Original Text

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West Africa, Sierra Leone
Service procurement notice
1. Publication reference: EuropeAid/128037/D/SER/SL.
2. Procedure: Restricted.
3. Programme: EDF.
4. Financing: Financing agreement.
5. Contracting authority: The National Authorising Officer of the
Government of the Republic of Sierra Leone.
Contract specification
6. Nature of contract: Fee-based.
7. Contract description: The purpose of the services requested is to
provide technical assistance to the Freetown City Council (FCC) and to the
Ministry of Lands, Country Planning and Environment in line with
recommendations from previous studies and aiming at making the FCC ready
to set up, implement and manage a Freetown development plan and an urban
development master plan. The services provided will have 4 different
components:
(1) Setting up of a GIS for knowledge mapping analysis of the urban and
non urban area;
(2) Capacity building of municipal officers on sector issues concerned by
urban planning;
(3) Capacity building of the institutions at the local and central level
on urban planning and review of the urban planning legislative framework;
and
(4) Supervision of the EC funded urban construction works. See section 28
below for additional information.
8. Numbers and titles of lots: 1.
9. Maximum budget: 3 500 000 EUR for the 4 components.
Maximum of 2 500 000 EUR for components 1, 2 and 3.
10. Scope for additional services: The contracting authority may, at its
own discretion, extend the project in duration and/or scope subject to the
availability of funding, up to a maximum not exceeding the length and
value of the initial contracts. Any extension of the contracts would be
subject to satisfactory performance by the contractor.
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 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 (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 1 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 1 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 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 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. Subcontracting: Subcontracting is allowed up to a maximum of 40 % of
the contract value only with non-selected firms and only on condition that
the tender explicitly states that the firm selected is the sole party
contractually liable.
17. Number of candidates to be shortlisted: On the basis of the
applications received, between 4–8 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.
Provisional timetable
18. Provisional date of invitation to tender: 15.6.2009.
19. Provisional commencement date of the contract: 1.10.2009.
20. Initial period of execution and possible extension of the contract:
Initial period of execution of 48 months (components 1, 2 and 3). If
awarded, the period of implementation for component 4 will be 18 months,
concurrent with the initial 48 months, with commencement depending on the
period of performance of the works contracts, and excluding the 12-month
maintenance period.
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 capacity of candidate (based on item 3 of the
application form).
In the case that the applicant is a public body, equivalent information
should be provided.
(a) the average annual turnover of the candidate (the aggregate annual
turnover in case of a consortium) shall not be less than 1 000 000 EUR for
the last 3 years.
2) Professional capacity of candidate (based on items 4 and 5 of the
application form):
(a) at least 15 staff currently work for the applicant in fields related
to this contract; and
(b) at least 5 technical staff working for the candidate this year in
fields related to this contract are permanent in the home office and/or
field office(s).
3) Technical capacity of candidate (based on items 5 and 6 of the
application form):
(a) the candidate has worked successfully on at least 1 project with a
budget of at least that of this contract in fields related to this
contract in the past 3 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 re-examined to identify the 8 best applications for the tender
procedure. The only factors which will be taken into consideration during
this re-examination are:
1) The average annual turnover of the candidate (the aggregate annual
turnover in case of a consortium) for the past 3 years.
2) The statement concerning the staff resources (permanent and
non-permanent staff, on an average annual basis) relating to staff
resources working in the field of the services required by this
procurement notice during the past 3 years.
3) The statement concerning the most relevant projects carried out in the
required field during the past 3 years.
22. Award criteria: Best value for money.
Application
23. Deadline for receipt of applications: 15.5.2009 (11:00), local time
(Sierra Leone).
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 exclusively to the contracting authority:
— either by recorded delivery (official postal service) to:
Director, National Authorising Office, 43 Siaka Stevens Street, 6th floor,
Freetown, SIERRA LEONE,
— or hand delivered (including courier services) directly to the
contracting authority in return for a signed and dated receipt to: Mr
Ibrahim Kanu, Director, National Authorising Office, 43 Siaka Stevens
Street, 6th floor Freetown, SIERRA LEONE.
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 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. Additional information: The present procurement process relates to
the provision of technical assistance that will have 4 components split
into 2 contracts:
Contract 1 will include components 1, 2 and 3 (see section 7 above).
Contract 2 will consist of component 4.
Shortlisted candidates will be instructed to submit distinct tenders for
components 1, 2 and 3 (contract 1) and for component 4 (contract 2). Only
the shortlisted candidate submitting the most economically advantageous
tender for the all the components will be selected. 2 different contracts
will be awarded and signed at different stages. Whereas the contract for
components 1, 2 and 3 will be awarded and signed after completion of the
tender evaluation, the contract for component 4 will not be awarded and
signed until shortly before commencement of the works contracts. The
contract for components 1, 2 and 3 cannot be awarded unless the selected
candidate signs, as part of the contract, an undertaking to execute
component 4 if called upon to do so. Component 4 will be awarded to the
contractor subject to prior satisfactory performance in the execution of
components 1, 2 and 3 and to the availability of funding.
The contracting authority retains the right to award component 4 to a
different contractor without compensation to the contractor for components
1, 2 and 3, should the quality of services of the latter be considered as
unsatisfactory. The contracting authority retains the right not to award
component 4 without compensation to the contractor for components 1, 2 and
3, should the funds and government contribution for the project not be
committed in time.
29. Date of publication of contract forecast: 4.2.2009.
30. Legal basis: ACP–EC Partnership Agreement signed at Cotonou on
23.6.2000 as amended on 25.6.2005 and in 2008 (Annex IV).
Please note that this notice is for your information only.
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