Framework contracts for statistical design and analytical support to quantitative studies for CTA projects

 
 

Published on Wednesday, 6 June 2018.

This service contract notice defines the rules for submission and awarding multiple framework contracts in accordance with CTA’s Procurement Procedures and Rules for Awarding Contracts.

PROJECT DESCRIPTION

1. Type of contract 

The contract notice is intended solely to select, on the basis of a general tender, parties entitled to subsequently provide specific services related to the lot(s) mentioned hereafter (Paragraph 3). At the end of the evaluation procedure, framework contracts will be concluded with the successful tenderer(s) selected for the various lots. The framework contracts have a value of Euro 0. Only subsequent contracts concluded for the provision of specific services have a contractual value. 

2. Contract description 

The Technical Centre for Agricultural and Rural Cooperation (CTA) is a joint international institution of the African, Caribbean and Pacific (ACP) Group of States and the European Union (EU). Its mission is to advance food security, resilience and inclusive economic growth in Africa, the Caribbean and the Pacific through innovations in sustainable agriculture. It provides access to information and knowledge, facilitates policy dialogue and strengthens the capacity of agricultural and rural development institutions and communities. 

CTA operates under the framework of the Cotonou Agreement and is funded by the EU. 

CTA’s 2016-2020 Strategic Plan (SP) addresses the challenges of sustainable food security, resilience building, job creation in particular for the youth, and inclusive growth. The SP identifies three interrelated strategic goals (i) profitable smallholder value chains, (ii) conducive agricultural policies, and (iii) enhanced capacity for knowledge management. The SP also identifies the following thematic priorities: (i) supporting climate-smart agriculture, (ii) agribusiness development (iii) making agriculture nutrition sensitive, and iv) leveraging the data revolution. 

CTA has developed a Centre-wide logframe (‘master logframe’) in 2016 where the targets and means of verification have been agreed for the entire Centre. Projects all have their own project logframes, all contributing to the master logframe. Monitoring and evaluation (M&E) plans are being finalised for all major projects. 

CTA has designed each project with a view to possible scaling up, with the following elements addressed as systematically as possible: 

  • A realistic logframe and theory of change for each project; 
  • Specification of direct and indirect beneficiaries; 
  • Clear targets and guidance to ensure inclusion of youth and gender perspectives; 
  • Management and coordination arrangements, with clearly-defined roles and responsibilities within CTA and between CTA and partners; 
  • Detailed budget/financial plan; 
  • Strategies for partnership, risk management and sustainability; 
  • Workable M&E plans, including provisions for collecting baseline data, as well as provision to help build long-term capacity in project partners in ACP countries – including in terms of partners’ capacity in M&E and knowledge management (KM). 

CTA is issuing this notice to identify experts in the areas of quantitative study design as detailed in section 3 below. The lots have been divided into English and French as both English and French speaking countries will be covered.

3. Number and name of lots

The services required by the CTA are as follows:

  • Service area A: (1) Preparing the selected projects for baseline/end-line data collection (design baseline studies including sampling, data collection and analysis strategies), advice on the type of applicable methodology/type of baseline study for the projects; and (2) Specific technical assistance during data collection and reporting (including review of samples, review of draft study reports and related analytical support required to finalize the studies). Lot name: English Lot (A). Maximum indicative number of days for lot / service area: 300 days.
  • Service area B: (1) Preparing the selected projects for baseline/end-line data collection (design baseline studies including sampling, data collection and analysis strategies), advice on the type of applicable methodology/type of baseline study for the projects; and (2) Specific technical assistance during data collection and reporting (including review of samples, review of draft study reports and related analytical support required to finalize the studies). Lot name: French Lot (B). Maximum indicative number of days for lot / service area: 300 days.

4. Maximum budget

Data collection and data storage are excluded. Please note that availability of bi-lingual (French, English) teams of experts is a plus for both lots.

  • Maximum budget available for the framework contract: not applicable.
  • Maximum indicative number of days available for both lots and the entire duration of the framework contracts: see above (point 3).

PARTICIPATION CONDITIONS

5. Eligibility

Participation in the invitation to tender is open equally to legal persons of the ACP States, EU Member States, official EU candidate countries, member States of the European Economic Area and to international organisations, participating individually or through a grouping – consortium – of candidates.

6. Number of tenders

Tenderers may submit a tender for a single lot or both lots, but only one tender per lot. There is no limit on the number of lots that may be awarded to one tenderer.

7. Exclusion situations

A natural or legal person in a situation of ineligibility may not participate in the tender (cf. point 11 § B below).

8. Subcontracting possibilities

  • Subcontracting is authorised.
  • If a tenderer intends to subcontract one or more parts of the services, he/she/it must indicate clearly in his/her/its tender the name(s) of the subcontractor(s) as well as the nature of services subcontracted.
  • Subcontractors must meet the conditions of eligibility.
  • A subcontractor may not subcontract in turn.

PROVISIONAL CALENDAR

9. Indicative start date of the contract

The framework contract will be concluded no later than 1 August 2018. The framework contractors may be invited within one month of this date to submit a tender for specific services, and at later dates depending on CTA’s needs.

10. Duration and implementation of the contract

A framework contract will be concluded with the successful tenderers for a maximum period of 18 months.

Note: CTA may use a negotiated procedure to extend services already underway, if CTA considers it necessary. There are two scenarios:

  • Complementary services not included in the main contract but which, due to unforeseen circumstances, have become necessary to perform the contract, provided that the aggregate amount of additional services does not exceed 50% of the value of the principal contract;
  • Additional services consisting of the repetition of similar services entrusted to the contractor, providing these services (i) are justified by special circumstances, and (ii) do not exceed the value and duration of the initial contract.

SUBMISSION OF TENDERS

Content of tenders 

The applicable language for the call for tenders and all the documents is French or English. The tenderer must include the following documents: 

A.  A document issued by a recognised and competent authority according to national law and customs, certifying that the tenderer is duly registered in an eligible country – cf. Section 5 (for international organisations, a document constituting evidence of their status).

B. A sworn statement signed and dated at least 90 days as of the date of submission, to be prepared on company letterhead, certifying that he/she/it is NOT in one of the following exclusion situations

  • (i) Is in a state of bankruptcy, liquidation, judicial settlement, discontinuance of activity, or in any suchlike situation resulting from proceedings of the same nature in the national legislation and regulations;
  • (ii) Is the subject of bankruptcy, liquidation or judicial settlement proceedings, or any other proceedings of the same nature in the national legislation or regulations;
  • (iii) Has been sentenced by judgement having the force of res judicata (i.e. against which there is no further appeal) for any offence that compromises his professional conduct;
  • (iv) Has been guilty of gross professional negligence;
  • (v) Has failed to fulfil his obligations concerning the payment of social security contributions in accordance with the relevant legal provisions of the country in which the he/she/it is established;
  • (vi) Has failed to meet his obligations concerning the payment of taxes and charges in accordance with the relevant legal provisions of the country in which the he/she/it is established;
  • (vii) Is or has been guilty of making false statements when providing the information required by CTA for his participation in a contract;
  • (viii) Has been found to have seriously failed to meet his contractual obligations arising out of another contract concluded with CTA.

C.  A declaration regarding annual turnover and the annual value of the services provided with respect to the lot(s) / service areas for which the candidate is tendering, over the last three years.

In the case of a consortium, each member of the consortium must provide documents A, B and C. In the case of subcontracting, the subcontractor(s) must provide document A. It is to be noted that the rule of nationality does not apply to either the tenderers’ employees or the individual experts proposed by the tenderer.

D.  The number and name of the lot(s) / service areas for which the tenderer submits an offer.

E.  A description of the areas of expertise (1 page).

F.  A list of succinct references for the last three years describing the assignments or projects carried out in relation to the lot(s) / service areas for which the candidate is tendering (1 to 2 pages).

G.  A list of technical staff (permanent employees, other employees) for the last three years and a summary of their professional competences (2 pages).

H.  If applicable, a description of the resources, means and tools to be made available in connection with the lot(s) for which the candidate is tendering (1 page).

In the case of a consortium, the tender documents must demonstrate the technical and professional competences of each consortium member. The same applies to sub-contracting agreements and sub-contractors.

I. A financial offer indicating the unit price range for fees per day (minimum to maximum, taking into account e.g. the level of expertise) for which an offer is being submitted. The tenderers must take note that prices shall be fixed and not subject to revision during the entire duration of the framework contract. Therefore, prices should take into account, for example, the projected inflation rate and include overhead if applicable. Reimbursables (if applicable) e.g. travel costs, hotel accommodation and per diem will be in accordance with CTA regulations and will be managed separately by CTA.

Prices must be quoted exclusive of value added tax (VAT), since CTA is exempt from VAT in accordance with article 15, paragraph 10 of directive 77/388/EEC and pursuant to the headquarters agreement concluded on 7 August 1984 between the Kingdom of the Netherlands and CTA.

Documents must be numbered in accordance with the specified numbering (A, B, C…). Any additional documents (brochure, letter, etc.) attached to the tender will not be taken into consideration.

Tenders which do not include all the documents and information requested in accordance with the contract notice may be considered as non-compliant and may not be examined.

12. Deadline for receipt of tenders and the procedure for transmitting tenders

Tenders must be sent to the attention of Ms. Christine Webster, Senior Procurement & Grants Officer, CTA, P.O Box 380, 6700 AJ Wageningen, Netherlands and must arrive at the latest by 16 July 2018 @ 16h30, by registered letter with acknowledgement of receipt. Alternatively, they may be sent by express courier or delivered physically, against an acknowledgement of receipt, at the latest by 14h30 on the same date to the following address: CTA, Agro Business Park 2, 6708 PW Wageningen, Netherlands.

The cover letter must mention in the reference line: “Multiple Framework Contracts: “Design and Analytical Support to Quantitative Studies for Various CTA Projects in ACP Countries”

N.B. Tenders must not be sent by e-mail.

All costs for preparation of tenders are to be borne by the tenders.

SELECTION OF FRAMEWORK CONTRACTORS

13. Evaluation of tenders

The evaluation of tenders will be conducted as follows:

§ The tenderer’s eligibility will be checked on the basis of:

  • the certificate issued by an authority of the country where the tenderer is established (Document A);
  • the sworn statement signed by the tenderer confirming that he/she/it does not fall within the scope of the exclusion situations (Document B).

§ The tender’s compliance with the administrative requirements will be checked, in particular:

  • the date of delivery of the tender;
  • the authorised language(s) for submitting the tender;
  • the presence and validity of all the documents and information required from the tenderer (Documents A to I) and, if applicable, those of any consortium members and subcontractors.

§ The tenderer’s financial and economic standing will be checked on the basis of:

  • the declaration of the tenderer’s annual turnover or the annual value of services provided over the last three years with regard to the lot(s) for which the candidate is tendering (Document C).

§ The tender’s technical and professional competences will be checked on the basis of:

  • the relevance of the areas of expertise (Document E) with the lot(s) for which the tender is submitted (Document D);
  • the relevance, number and quality of the references (Document F) with the lot(s) for which the tender is submitted;
  • the relevance of the expertise and competences of the tenderer’s human resources (Document G) with the lot(s) for which the tender is submitted;

If applicable, the suitability of resources, means and tools (Document H) for the lot(s) for which the tender is submitted.

Financial bid (Document I) will be examined for tenderers:

  • that satisfy the eligibility rules;
  • whose tenders comply with the administrative requirements;
  • that offer adequate financial, economic, technical and professional guarantees;
  • that indicate unit prices based on the indicated pricing units.

 14. Production of the list of framework contractors

On the basis of the evaluation, the names of the successful tenderers will be placed on the list of framework contractors for the lots for which they have tendered.

A maximum of four entities may be selected per lot / service area. The selected parties will be classified according to the tender price, with the lowest tender being placed in first position.

15. Confidentiality

The entire evaluation procedure is confidential. The decisions of the evaluation committee are collegial and its deliberations are conducted behind closed doors. The members of the evaluation committee are bound by the obligation of secrecy. The evaluation reports and written minutes in particular are intended mainly for internal use and their confidential aspects may not be communicated to the tenderers or to any other party. 

CONTRACTING PROCESS

16. Notification

The successful tenderers will be informed in writing.

They may be requested to provide, at CTA’s request, proof that they do not fall within the scope of any of the exclusion situations listed in their sworn statement (Document B) or proof regarding their financial, economic, technical or professional situation.

Any successful tenderer that fails to provide the requisite proof within 15 days shall be removed from the list of framework contractors.

17. Signature of the framework contract(s)
Each framework contractor must sign, date and return the contract to CTA within 30 days after receipt of the contract. If a framework contractor fails to comply with this requirement, the said contractor’s registration on the list of framework contractors may be cancelled. The list of framework contractors will be published on CTA’s website within 45 days of signature of the last framework contract between CTA and the contractor(s). 18. Implementation of the framework contracts

The procedures for awarding contracts for specific services (i.e. activating framework contracts) are defined in the Section 3.7 of the CTA’s Procurement Procedures and Rules for Awarding Contracts available at http://cta.int/en/article/2014-02-24/procurement-and-contract-awarding-procedures.html.

Tenderers are invited to read them carefully.

If a call for tenders, for which a contract notice has been published, is cancelled, a notice of cancellation will be published on the CTA site. CTA shall in no event be liable for any compensatory damages of any nature whatsoever, including, but not limited to damages for loss of earnings, and irrespective of their connection with the cancelation of a tender procedure.

Moreover, the launch of a tender procedure shall in no event be considered as representing a binding obligation for CTA to implement the proposed programme or project and to award a contract for the services.        

closed
Indicative starting date:
6 June 2018
Deadline for receipt of tenders:
16 July 2018 the latest by 16 July 2018 @ 16h30
Type of contract:
Multiple framework contracts