Contract Notice: Supply, Delivery, Installation, Testing, Maintenance, Training and After Sales Service of Equipment to ECOWAS Maritime Centres and ECOWAS Multinational Maritime Coordination Centres

Date : 30 May 2020 - 13 Jul 2020
Venue : ECOWAS Commission,
Town : ABUJA
Country : Nigeria

SUPPLY CONTRACT NOTICE

Supply, Delivery, Installation, Testing, Maintenance, Training and After Sales Service of Equipment to ECOWAS Maritime Centres and ECOWAS Multinational Maritime Coordination Centres

Location – Benin, Cape Verde, Cote d’Ivoire, Gambia, Ghana, Guinea, Guinea Bissau, Liberia, Nigeria, Senegal, Sierra Leone and Togo

Publication reference

EuropeAid/140806/IH/SER/MULTI

Procedure

Open

Programme title

Support to West Africa Gulf of Guinea Integrated Maritime Security (SWAIMS)

Financing

Financing Agreement ROC/FED/038-919

Contracting authority

The Regional Authorising Officer (RAO) representing the ECOWAS Commission, Abuja, Nigeria

CONTRACT SPECIFICATIONS

Description of the contract

The contract involves the supply, delivery, installation, testing, maintenance, training and after-sales service by the Contractor of the following goods: IT and related equipment, power and electrical equipment; as well as fire safety and related equipment at the ECOWAS Maritime Centres and ECOWAS Multinational Maritime Coordination Centres in Benin, Cape Verde, Cote d’Ivoire, Gambia, Ghana, Guinea, Guinea Bissau, Liberia, Nigeria, Senegal, Sierra Leone and Togo.

Number and titles of lots

Three (3) lots only

Lot 1: Supply, Delivery, Installation, Testing, Maintenance, Training and After Sales Service of IT and Related Equipment

Lot 2: Supply, Delivery, Installation, Testing, Maintenance, Training and After Sales Service of Power and Electrical Equipment

Lot 3: Supply, Delivery, Installation, Testing, Maintenance, Training and After Sales Service of Fire Safety and Related Equipment

TERMS OF PARTICIPATION

Eligibility and rules of origin

Participation 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 one 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 contract is financed (see also item 22 below). Participation is also open to international organisations. All goods supplied under this contract must originate in these countries.

Lots 1 and 2: All supplies under this contract must originate in one or more of these countries.

Lot 3: All supplies under this contract may originate from any country

For UK candidates or tenderers: Please be aware that following the entry into force of the EU-UK Withdrawal Agreement* on 1 February 2020 and in particular Articles 127(6), 137 and 138, the references to natural or legal persons residing or established in a Member State of the European Union and to goods originating from an eligible country, as defined under Regulation (EU) No 236/2014** and Annex IV of the ACP-EU Partnership Agreement***, are to be understood as including natural or legal persons residing or established in, and to goods originating from, the United Kingdom ****. Those persons and goods are therefore eligible under this call.

* Agreement on the withdrawal of the United Kingdom of Great Britain and Northern Ireland from the European Union and the European Atomic Energy Community.

** Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11 March 2014 laying down common rules and procedures for the implementation of the Union’s instruments for financing external action.

*** Annex IV to the ACP-EU Partnership Agreement, as revised by Decision 1/2014 of the ACP-EU Council of Ministers (OJ L196/40, 3.7.2014)

**** including the Overseas Countries and Territories having special relations with the United Kingdom, as laid down in Part Four and Annex II of the TFEU.

Grounds for exclusion

Tenderers must submit a signed declaration, included in the tender form for a supply contract, to the effect that they are not in any of the situations listed in Section 2.6.10.1. of the practical guide.

Tenderers 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.

Number of tenders

The candidates may submit an application for one lot only, several lots or all of the lots, but only one application may be submitted per lot. Tenders for parts of a lot will not be considered. Tenderers may not submit a tender for a variant solution in addition to their tender for the supplies required in the tender dossier.

Contracts will be awarded lot by lot and each lot will form a separate contract. Any tenderer may state in its tender that it would offer a discount in the event that its tender is accepted for more than one lot.

Tender guarantee

Tenderers must provide a tender guarantee of:

Lot 1: EUR 12,000 (Twelve thousand Euros)

Lot 2: EUR 2,100 (Two thousand, one hundred Euros)

Lot 3: EUR 200 (Two hundred Euros)

when submitting their tender. This guarantee will be released to unsuccessful tenderers once the tender procedure has been completed and to the successful tenderer[s] upon signature of the contract by all parties. This guarantee will be called upon if the tenderer does not fulfil all obligations stated in its tender.

Performance guarantee

The successful tenderer will be asked to provide a performance guarantee of 10% of the amount of the contract at the signing of the contract. This guarantee must be provided together with the return of the countersigned contract no later than 30 days after the tenderer receives the contract signed by the contracting authority. If the selected tenderer fails to provide such a guarantee within this period, the contract will be void and a new contract may be drawn up and sent to the tenderer which has submitted the next cheapest compliant tender.

Information meeting and/or site visit

No information meeting is planned

Tender validity

Tenders must remain valid for a period of 90 days after the deadline for submission of tenders. In exceptional circumstances, the contracting authority may, before the validity period expires, request that tenderers extend the validity of tenders for a specific period (see para 8.2 of the instructions to tenderers).

Period of implementation of tasks

The period of implementation of the tasks is set at 120 calendar days for all lots, from implementation start date, until the provisional acceptance.

SELECTION AND AWARD CRITERIA

Selection criteria

The following selection criteria will be applied to tenderers. In the case of tenders 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 tenderer (based on i.a. item 3 of the tender form for a supply contract). In case of tenderer being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last three financial years for which accounts have been closed (2017, 2018 and 2019).

The economic and financial selection criteria for tenderers to Lot n° 1, 2 and 3 are as follows:

The average annual turnover in the last 3 years (2017, 2018 and 2019) for the tenderer must be at least:
Lot 1: One million, seven hundred and ninety thousand Euros (EUR 1,790,000)
Lot 2: Three hundred and ten thousand Euros (EUR 310,000)
Lot 3: Twenty-seven thousand, five hundred Euros (EUR 27,500)

The current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least one (1). In case of a consortium, this criterion must be fulfilled by each member.

2) Professional capacity of tenderer (based on i.a. items 4 and 5 of the tender form for a supply contract). The reference period which will be taken into account will be the last three years preceding the submission deadline.

The professional capacity selection criteria for tenderers to Lot n° 1, 2 and 3 are as follows:

The tenderer must have a professional certificate appropriate to this contract, such as business registration certificate and technical certification from a recognized body.
The tenderer must have at least, for:
Lot 1: 15 staff currently working for the tenderer in fields related to this contract
Lots 2 and 3: 5 staff currently working for the tenderer in fields related to this contract.
At least 40% of all staff working for the tenderers (Lot n° 1, 2 and 3) this year (2020) in fields related to this contract are permanent.

3) Technical capacity of tenderer (based on i.a. items 5 and 6 of the tender form for a supply contract). The reference period which will be taken into account will be the last three years preceding the submission deadline.

the tenderer has delivered supplies under at least two (2) contracts each with a budget of at least:

Lot 1: Six hundred thousand Euros (EUR 600,000) in the field of Information Technology and communication equipment.

Lot 2: One hundred and five thousand Euros (EUR 105,000) in the electrical field with the installation of generators of at least 100 KVA.

Lot 3: Nine thousand five hundred Euros (EUR 9,500) in the field of fire safety equipment supply and installation.

which were implemented during the following period: 14 July 2017 to 13 July 2020.

This means that the contract the tenderer 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. 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, final acceptance). In case of projects still on-going, only the portion satisfactorily completed during the reference period will be taken into consideration. This portion will have to be supported by documentary evidence (similarly to projects completed) also detailing its value.

Capacity-providing entities

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. If the tenderer 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 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 and notably that of nationality, as the economic operator relying on them 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 provided when requested by the contracting authority.

With regard to technical and professional criteria, a tenderer may only rely on the capacities of other entities where the latter will perform the tasks 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.

Award criteria

Price

TENDERING

How to obtain the tender dossier

The tender dossier is available from the following Internet address: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome and https://ecowas.int/doing-business-in-ecowas/ecowas-procurement. The tender dossier is also available from the contracting authority (https://ecowas.int/doing-business-in-ecowas/ecowas-procurement). Tenders must be submitted using the standard tender form for a supply contract included in the tender dossier, whose format and instructions must be strictly observed.

Tenderers with questions regarding this tender should send them in writing to:

The Head, Procurement Division

General Administration & Conference

1^st Floor ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro District

Abuja, NIGERIA

E-mail: procurement@ecowas.int with copy to neremie@ecowas.int

(mentioning the publication reference shown in item 1) at the latest 21 days before the deadline for submission of tenders given in item 19. The contracting authority must reply to all tenderers’ questions at the latest 11 days before the deadline for submission of tenders. Eventual clarifications or minor changes to the tender dossier shall be published at the latest 11 days before the submission deadline on the website of DG International Cooperation and Development at https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome and https://ecowas.int/doing-business-in-ecowas/ecowas-procurement

Deadline for submission of tenders

The tenderer’s attention is drawn to the fact that there are two different systems for sending tenders: one is by post or courier service, the other is by hand delivery.

In the first case, the tender must be sent before the date and time limit for submission, as evidenced by the postmark or deposit slip[1], but in the second case it is the acknowledgment of receipt given at the time of the delivery of the tender which will serve as proof.

10:00hrs Nigerian Time on 13 July 2020

Any tender submitted to the contracting authority after this deadline will not be considered.

The contracting authority may, for reasons of administrative efficiency, reject any 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 evaluation report, if accepting tenders that were submitted on time but arrived late would considerably delay the evaluation procedure or jeopardise decisions already taken and notified.

How tenders may be submitted

Tenders 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:

The Head of Procurement,

General Administration & Conference

1^st Floor, ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro district

Abuja, NIGERIA

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:

The Head of Procurement,

General Administration & Conference

1^st Floor, ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro district

Abuja, NIGERIA

The contract title and the Publication reference (see item 1 above) must be clearly marked on the envelope containing the tender and must always be mentioned in all subsequent correspondence with the contracting authority.

Tenders submitted by any other means will not be considered.

By submitting a tender candidate accepts to receive notification of the outcome of the procedure by electronic means. Such notification shall be deemed to have been received on the date upon which the contracting authority sends it to the electronic address referred to in the tender.

Tender opening session

20 July 2020 at 10:00hrs (Nigerian Time),

Procurement Division Conference Room

General Administration & Conference

1^st Floor ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro District

Abuja, NIGERIA

In the case that at the date of the opening session some tenders have not been delivered to the contracting authority but their representatives can show evidence that they have been sent on time, the contracting authority will allow them to participate in the first opening session and inform all representatives of the tenderers that a second opening session will be organised.

Language of the procedure

All written communications for this tender procedure and contract must be in English.

Legal basis

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 June 2000 as amended in Luxembourg on 25 June 2005 and in Ouagadougou on 22 June 2010. Reference is made to Annex IV as revised by Decision 1/2014 of the ACP-EU Council of Ministers of 20 June 2014.

Additional information

Financial data to be provided by the tenderer in the standard tender form must be expressed in EUR. If applicable, where a candidate refers to amounts originally expressed in a different currency, the conversion to EUR shall be made in accordance with the InforEuro exchange rate of July 2020, which can be found at the following address: http://ec.europa.eu/budget/graphs/inforeuro.html.

The official working hours of the ECOWAS Commission is from 09:00hrs to 17:00hrs every Monday to Friday. The ECOWAS Commission is closed on weekends and public holidays declared in the Federal Republic of Nigeria.

[1] It is recommended to use registered mail in case the postmark would not be readable.

Dossier

1. Letter of invitation to tender

2. Instructions to Tenderers

3a Draft Contract

3b Draft contract-Special Conditions

3c Annex A12 Rules on Conciliations & Arbritration

4. Annex I – General Conditions

5. SWAIMS Technical Specifications (Annex II) and Technical Offer (Annex III) REVIEWED

6. Annex IV – Financial Offer

7. Tender Guarantee

8. Annex V – Pre-Financing Guarantee