FCWC-PESCO PROJECT Improved Regional Fisheries Governance in West Africa CTR: FED/2018/395-928
SUPPLY CONTRACT NOTICE
SUPPLY OF EQUIPMENT FOR THE REGIONAL FISHERIES MONITORING, CONTROL AND SURVEILLANCE CENTRE (RC MCS) TO THE EUROPEAN UNION FUNDED PROJECT FCWC-PESCAO
Fisheries Committee for the West Central Gulf of Guinea (FCWC)
Tema, Ghana
1. Publication reference
N° 004/CTR-2018/FCWC-PESCAO
2. Procedure
International open tender
3. Programme title
Improved Regional Fisheries Governance in Western Africa (PESCAO)
4. Financing
Grant contract NO CTR: FED/2018/ 395-928
5. Contracting authority
Fisheries Committee for the West Central Gulf of Guinea (FCWC)
CONTRACT SPECIFICATIONS
6. Description of the contract
Fisheries Committee for the West Central Gulf of Guinea (FCWC) intends to award a supply contract for a Regional Fisheries Monitoring, Control and Surveillance Centre (RC MCS) incorporating the pooled data of the FCWC Member States (Benin, Ghana, Ivory Coast, Liberia, Nigeria and Togo), Third Countries and other parties, from their Vessel Monitoring System (VMS), Automatic Identification Service (AIS) and other sources such as Vessel Traffic Systems (VTS), Earth Satellite Observation (EO) etc. The system will be provided at the FCWC HQ in Tema, Ghana. The VMS/AIS system proposed will be administered by the FCWC Secretariat as the central FMC for the FCWC convention area.
7. Number and titles of lots
One lot only
TERMS OF PARTICIPATION
8. 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 supplies under this contract must originate in one or more of these countries.
9. 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 point 2.3.3 of the Practical Guide.
10. Number of tenders
Tenderers may submit only one tender per lot. Tenders for parts of a lot will not be considered. 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. Tenderers may not submit a tender for a variant solution in addition to their tender for the supplies required in the tender dossier.
11. Tender guarantee
Tenderers must provide a tender guarantee of EUR 4,500.00 when submitting their tender. This guarantee will be released to unsuccessful tenderers once the tender procedure has been completed and to the successful tenderer 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.
12. Performance guarantee
The successful tenderer will be asked to provide a performance guarantee of 8% 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.
13. Information meeting and/or site visit
No information meeting is planned
14. 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).
15. Period of implementation of tasks
The implementation period is 60 calendars days after signature of the contract by the last party to the date of provisional acceptance.
SELECTION AND AWARD CRITERIA
16. 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 years for which accounts have been closed.
The selection criteria for each tenderer are as follows:
The average annual turnover of the tenderer must exceed the annualised maximum budget of the contract (minimum annual turnover requested may not exceed 2 times the estimated annual contract value, except in duly justified cases motivated in the tender dossier); and
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 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 3 years from submission deadline.
Criteria for legal persons:
1- have a professional certificate appropriate to this contract, such as company registration for activities related to the nature of the tender
2- have authorizations from respective manufacturers or local agents/dealers to purchase the offered supplies (Not necessary if the tenderer himself is an agent/dealer for the offered supplies).
3- At least 30% of the firm’s permanent staff is currently working for the tenderer in fields related to this contract.
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 5 years from submission deadline.
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. 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 rely 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 and notably that of nationality, as the economic operator. 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, 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.
17. Award criteria
Price (or, if appropriate after prior approval, the best price-quality ratio which is a combination of quality and price)
The tender dossier is also available from the Contracting Authority. 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:
KOFI ARHIN HAYFORD, Communication Officer,
FCWC Secretariat Headquarters
Lumumba Drive, Community 2, 4th Floor of Fisheries Scientific Survey Division (FSSD) Building; P.O. Box BT 62 Tema, Ghana
(Mentioning the publication reference shown in item 1) at least 21 days before the deadline for submission of tenders given in item 19. The Contracting Authority must reply to all tenderers’ questions at least 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 FCWC website: www.fcwc-fish.org
19. Deadline for submission of tenders
15th April, 2019, at 11:00 am (Ghana Time).
Any tender received by the Contracting Authority after this deadline will not be considered.
20. Tender opening session
17th April, 2019, at 11:00 am (Ghana Time)
21. Language of the procedure
All written communications for this tender procedure and contract must be in English.
22. 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.
23. Additional information
The tenderer’s attention is drawn to the fact that there are two different systems for sending applications/tenders, either 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 , but in the second case, it is the acknowledgement of receipt given at the time of delivery of the application/tender which will serve as proof.
The Contracting Authority may, for reason 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 evaluation committee has finished its works and evaluating them would imply re-calling the evaluation committee) or jeopardise decisions already taken and notified.
How tenders may be submitted
Tenders must be submitted in English exclusively, in one original, marked ‘original’, and two copies signed in the same way as the original and marked ‘copy’ to the following address 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:
KOFI ARHIN HAYFORD,
Communication Officer,
FCWC Secretariat Headquarters
Lumumba Drive, Community 2, 4th Floor of Fisheries Scientific Survey Division – FSSD Building, P.O. Box BT 62 Tema, Ghana
• Or hand delivery 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 acknowledgment of receipt, to:
KOFI ARHIN HAYFORD,
Communication Officer,
FCWC Secretariat Headquarters
Lumumba Drive, Community 2, 4th Floor of Fisheries Scientific Survey Division – FSSD Building, P.O. Box BT 62 Tema, Ghana
Note: 1- Please state any specificity that might have an impact on rules on participation (such as geographic or thematic or long/short term). 2- It is recommended to use registered mail in case the postmark would not be readable.
