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1.Publication referenceEuropeAid/139285/IH/SER/ZM
2.ProcedureRestricted
3.Programme titleSupport to Effectiveness and Transparency in Management of Public Resources (EFFECT)
4.FinancingFinancing Agreement No. ZM/FED/039-020
5.Contracting AuthorityThe National Authorising Officer (NAO) of the European Development Fund (EDF) in Zambia, Ministry of Finance of the Republic of Zambia, Lusaka, ZAMBIA.Clarifications may be
sought from the Contracting Authority at the following email address governance@nao.gov.zm at the latest 21 days before the deadline for submission of applications stated at the point 23
below.Clarifications will be published on the website of DG International Cooperation and Development at the latest 5 days before the deadline.
6.Nature of contractFee-based
7.Contract descriptionThe purpose of this contract is to enhance the parliamentary budgetary oversight function and public awareness of (and access to) parliamentary activities and policy debates
on Public Finance Management through the provision of technical assistance to the National Assembly of Zambia.Overall objective: To contribute to sustainable and inclusive growth through
increased mobilisation and effective use of domestic resources.Specific objective: To improve accountability, transparency and effectiveness in the management of public resources, and increase
domestic revenue.Expected results:1) Technical expertise within the Budget Committee, Public Accounts Committee (PAC), and Committee on National Economy, Trade and Labour, in matters pertaining
to economic, fiscal and budgetary policy, and public finance management strengthened.2) Three additional portfolio Parliamentary Committees(1) are supported in their Public Finance Management
(PFM) functions (i.e. analysis of the financial aspects of sector policies, plans, budgets and performance).3) Capacity building for staff of the Interim Parliamentary Budget Office (PBO) and
Committee Clerks is carried out.4) Exchanges between the European Parliaments (EU and EU MS Parliaments) with Zambian Parliament on PFM subjects are facilitated.(1)Namely: Agriculture, Energy,
and in order to strengthen the Gender Responsive Budgeting approach, the Committee on Gender Matters.
8.Number and titles of lotsOne lot only
9.Maximum budget1 700 000 EUR.
10.Scope for additional servicesThe Contracting Authority may, at its own discretion, extend the project in duration and/or scope subject to the availability of funding up to the estimated amount
of approximately 2 550 000 EUR. Any extension of the contract would be subject to satisfactory performance by the contractor.
11.EligibilityParticipation in tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping – consortium – of tenderers) which are
established in a Member State of the European Union, ACP States or in a country or territory authorised by the ACP-EC Partnership Agreement under which the contract is financed (see also item 29
below). Participation is also open to international organisations.Please be aware that after the United Kingdom"s withdrawal from the EU, the rules of access to EU procurement procedures of
economic operators established in third countries will apply to candidates or tenderers from the United Kingdom depending on the outcome of negotiations. In case such access is not provided by
legal provisions in force at the time of contract award, candidates or tenderers from the United Kingdom could be rejected from the procurement procedure.
12.CandidatureAll 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 applicationsNo 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 prohibitedAny tenders received from tenderers comprising firms other than those mentioned in the shortlisted application forms will be excluded from this restricted tender
procedure unless prior approval from the contracting authority has been obtained (see practical guide — PRAG — 2.6.3.). Short-listed candidates may not form alliances or subcontract to each
other for the contract in question.
15.Grounds for exclusionAs 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 2.6.10.1. of the PRAG.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.
16.Sub-contractingSubcontracting is allowed.
17.Number of candidates to be short-listedOn the basis of the applications received, between 4 and 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.Provisional date of invitation to tenderJanuary 2019
19.Provisional commencement date of the contractAugust 2019
20.Initial period of implementation of tasks36 months
21.Selection criteriaThe 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 unless specified otherwise. The selection criteria will not be applied to natural persons and single-member companies when they are sub-contractors.1) Economic and financial
capacity of candidate (based on item 3 of the application form). In case of candidate being a public body, equivalent information should be provided. The reference period which will be taken into
account will be the last three years for which accounts have been closed.(i) The average annual turnover of the candidate – excluding this contract – must exceed 1 000 000 EUR (one million
euro); and(ii) The current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In case of a consortium this criterion must be
fulfilled by each member.2) Professional capacity of candidate (based on items 4 and 5 of the application form). The reference period which will be taken into account will be the last three years
from submission deadline.(i) The candidate must have had at least 10 permanent staff members during each of the years 2016, 2017 and 2018, of which at least 3 must be working in the fields
related to the present contract.Please adapt the Table 4 "Staff" of the application form in order to reflect the number of staff for each field and for each year.3) Technical capacity of
candidate (based on items 5 and 6 of the application form). The reference period which will be taken into account will be the last five years from submission deadline.(i) The candidate has
provided services under at least two (2) contracts, each related to Public Finance Management with a budget (per contract) of at least 500 000 EUR at any moment during the last 5 years from the
submission deadline.(ii) The candidate has provided services under at least one (1) contract in the field of technical assistance in Parliamentary Budgetary Oversight with a budget (per contract)
of at least 200 000 EUR at any moment during the last 5 years from the submission deadline.This means that the project the candidate refers to could have been started or completed at any time
during the indicated period but it does not necessarily have to be started and completed during that period, nor implemented during the entire period. Candidates/tenderers are allowed to refer
either to projects completed within the reference period (although started earlier) or to projects not yet completed. In the first case the project will be considered in its whole if proper
evidence of performance is provided (statement or certificate from the entity which awarded the contract, proof of final payment). In case of projects still on-going only the portion
satisfactorily completed during the reference period although started earlier will be taken into consideration. This portion will have to be supported by documentary evidence (similarly
toProjects completed) also detailing its value. If a candidate/tenderer has implemented the project in a consortium, the percentage that the candidate/tenderer has successfully completed must be
clear from the documentary evidence, together with a description of the nature of the services provided if the selection criteria relating to the pertinence of the experience have been
used.Documentary evidence is not required at the application stage but will be requested with the invitation to tender.Previous experience which caused breach of contract and termination by a
Contracting Authority shall not be used as reference.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. Some examples of when it may not be considered appropriate by the Contracting Authority are when the tender rely in majority on the capacities of other
entities or when they rely on key criteria. If the tender relies on other entities it must prove to the Contracting Authority that it will have at its disposal the resources necessary for
performance of the contract, for example by producing a commitment 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 — notably that of nationality — and must comply with the selection criteria for which the economic operator relies on them.
Furthermore, the data for this third entity for the relevant selection criterion should be included in the tender in a separate document. Proof of the capacity will also have to 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 economic and financial criteria, the entities upon whose capacity the tenderer relies, become jointly and severally liable
for the performance of the contract.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 candidates. The only additional comparative criteria which will be taken into consideration during this re-examination, in the order that they appear below,
are:1) Candidate/tenderer with at least one (1) additional contract (i.e. beyond the required one (1) contract) that meets criterion 3(ii);2) Ranking of tenderers/candidates according to the
total cumulated value of all the contracts that meet criteria 3(ii).N.B.: Additional comparative criterion 2) will be applied only if the number of eligible candidates remains higher than 8 after
applying additional comparative criterion 1).
22.Award criteriaBest price-quality ratio.
23.Deadline for receipt of applicationsThe candidate/tenderer"s attention is drawn to the fact that there are 2 different systems for sending applications/tenders: one is by post or private mail
service, or by hand delivery.In the first case, the application/tender must be sent before the date and time limit for submission, as evidenced by the postmark or deposit slip(2), but in the
second case it is the acknowledgment of receipt given at the time of the delivery of the application/tender which will serve as proof.17:00 hrs local Zambian time on 14.11.2018Any application
submitted to the Contracting Authority after this deadline will not be considered.The Contracting Authority may, for reasons of administrative efficiency, reject any application or tender
submitted on time to the postal service but received, for any reason beyond the Contracting Authority"s control, after the effective date of approval of the short-list report or of the evaluation
report, if accepting applications or tenders that were submitted on time but arrived late would considerably delay the evaluation procedure (for instance when applications or tenders are received
after the evaluation committee has finished its works and evaluating them would imply re-calling the evaluation committee) or jeopardise decisions already taken and notified.(2)It is recommended
to use registered mail in case the postmark would not be readable.
24.Application format and details to be providedApplications must be submitted using the standard application form, the format and instructions of which must be strictly observed. The application
form is available from the following Internet address:http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=BThe application must be accompanied by a declaration of honour on exclusion
and selection criteria using the template available from the following Internet 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 submittedApplications must be submitted in English exclusively to the Contracting Authority in a sealed envelope:— Either by post or by courier service, in which case
the evidence shall be constituted by the postmark or the date of the deposit slip, to:Ms. Chasiya V. KazembeCoordinator and Deputy National Authorising OfficerNational Authorising Office of the
European Development FundCentral Statistics ComplexMinistry of FinancePO Box 50376Lusaka, Zambia— Or hand delivered by the participant in person or by an 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:Ms. Chasiya V. KazembeCoordinator and Deputy
National Authorising OfficerNational Authorising Office of the European Development FundCentral Statistics ComplexCorner of Nationalist/John Mbita RoadsMinistry of FinanceLusaka, ZambiaThe
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.By submitting an application candidates accept to receive notification of the outcome of the
procedure by electronic means. Such notification shall be deemed to have been received on the dateUpon which the Contracting Authority sends it to the electronic address referred to in the
application.
26.Alteration or withdrawal of applicationsCandidates 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 languageAll written communications for this tender procedure and contract must be in English.
28.Date of publication of prior information notice2.11.2017EuropeAid/139285/IH/SER/ZM
29.Legal basis(3)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 1/2014 of the ACP-EU
Council of Ministers of 20.6.2014.(3) Please state any specificity that might have an impact on rules on participation (such as geographic or thematic or long/short term).
30.Additional informationN/A
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