CALL FOR TENDERS

for the provision of consultancy services in the area of the Prison Reform in Ukraine

2020/AO/19

Object of the procurement procedure

Provision of Consultancy Services in the Area of the Prison Reform in Ukraine

Project

Further Support to Penitentiary Reform in Ukraine” (SPERU)

Organisation and buying entity

Council of Europe

Directorate General of Human Rights and Rule of Law

Action against Crime Department

Criminal Law Cooperation Unit

Type of contract

Framework Contract

Duration

Until 09 July 2021

Expected starting date

01 May 2020

Tender Notice Issuance date

19 March 2020

Deadline for tendering

10 April 2020

                                                                                    

                                                                                    


TABLE OF CONTENTS

This Tender File contains:

·       The TERMS OF REFERENCE. 3

The TERMS OF REFERENCE describe what will be expected from the selected Providers.

·       The TENDER RULES. 9

The TENDER RULES explain the procedure through which the tenders will be submitted by the tenderers and assessed by the Council of Europe.

·       The ACT OF ENGAGEMENT(See Document attached) is the document formalising the consent of the Parties to be bound by the LEGAL CONDITIONS, which are the legal provisions which will be applicable between the Council of Europe and the selected Providers. It also contains the TABLE OF FEES, which indicates the applicable fees, throughout the duration of the contract.

HOW DOES A FRAMEWORK CONTRACT WORK?
STAGE 1: 
SELECTION of qualified Providers through a call for tenders and signature of a framework contract with all the pre-selected Providers. 
STAGE 2:
ORDER(S) are addressed, on an as needed basis, throughout the duration of the contract, to the designated Provider(s). 
EXECUTION as from the date of signature of each Order, unless the Order concerned provides otherwise.
HOW TO SUBMIT A TENDER?

STEP 1: Read the TENDER FILE

STEP 2: Complete the ACT OF ENGAGEMENT and collect the required SUPPORTING DOCUMENTS, as listed in section F of the terms of reference (below).

STEP 3: Send your TENDER, in accordance with the Tender Rules



PART I –TERMS OF REFERENCE

CALL FOR TENDERS

for the provision of consultancy services in the area of the Prison Reform in Ukraine

2020/AO/19

A.  Background

The Council of Europe (CoE) and the European Union (EU) are currently implementing Joint Action “Strengthening the protection of Human Rights in Ukraine”. The Action is composed of three components (1. “Support freedom of Media in Ukraine”; 2. “Strengthen the Ombudsperson’s Capacity to Protect Human Rights” and 3. “Further Support to Penitentiary Reform in Ukraine” (SPERU)) and will last until 9 July 2021.

The component 3, SPERU, aims to contribute to the longstanding execution process in the Nevmerzhitsky group of cases against Ukraine regarding poor detention conditions and inadequate medical care in various detention facilities pending the supervision at the Committee of Ministers (CM) since 2005. The latest CM Interim Resolution underlines the urgent need for the authorities to adopt a comprehensive long-term strategy capable of leading to the resolution of these problems of a structural nature, with clear and binding timelines for the adoption of the relevant measures and the provision of the necessary human and financial resources.

Given the above, SPERU focuses on three outcomes:

-           Outcome 1: measurable improvements in authorities’ capacity to execute the ECtHR judgments regarding penitentiary service in Ukraine.

-           Outcome 2: improvement of the development and piloting of modern prison management methods and instruments for more rehabilitative regimes.

-           Outcome 3: better alignment of healthcare provisions with European standards with a particular focus on detainees with mental disorders, HIV/AIDs and transmissible diseases.

The Council of Europe is looking for a maximum of 55 Providers (provided enough tenders meet the criteria indicated below) in order to support the implementation of the project with a particular expertise on the implementation of the judgments of the European Court of Human Rights (ECtHR) concerning the Ukrainian penitentiary system, prison management and the provision of health care in prisons with a particular focus on detainees with mental disorders, HIV/AIDs and transmissible diseases.

This Contract is currently estimated to cover up to 90 activities, to be held by 9 July 2021. This estimate is for information only and shall not constitute any sort of contractual commitment on the part of the Council of Europe. The Contract may potentially represent a higher or lower number of activities, depending on the evolving needs of the Organisation.

For information purposes only, the total budget of the project amounts to 1 173 200 Euros, and the total amount of the object of the present tender should in principle not exceed 78 000 Euros for the whole duration of the Framework Contract. This information does not constitute any sort of contractual commitment or obligation on the part of the Council of Europe.

B.  SCOPE OF THE FRAMEWORK CONTRACT

Throughout the duration of the Framework Contract, pre-selected Providers may be asked to provide consultancy services as per the following thematic LOTs:

Lot 1:

Consultancy services in one or more of the following areas:

overcrowding and poor material conditions in police establishments, pre-trial detention centres and prisons; inadequacy of medical care in general, and for infectious diseases in particular, in police establishments, pre-trial detention centres and prisons as well as lack of effective preventive and compensatory remedies; international penitentiary standards and their effective implementation at the domestic level; awareness-raising of the relevant domestic actors in the area of the ECHR (European Convention on Human Rights) requirements, as interpreted by the ECtHR.

The indicative list of expected deliverables under Lot 1 is as follows (not exhaustive):

a)    Draft analytical reports (assessments, analysis, reviews) on existing legislation, mechanisms, rules and procedures related to the implementation of the ECtHR judgements and CM decisions/interim resolutions concerning penitentiary service in Ukraine and make recommendations on better compliance with the relevant CoE standards in this regard;

b)    Analyse the domestic mechanisms of cooperation/coordination of the legislative, executive and judicial branches of the power;

c)     Draft training curricula, training modules and training materials, manuals, guidebooks and operational guidelines;

d)    Deliver training on specific topics and based on developed training materials;

e)    Deliver presentations to the conferences, round-tables, seminars, training sessions, workshops, consultation meetings and other relevant events with national stakeholders, including through moderating/facilitating discussions;

f)     Facilitate the development of desired deliverables as related to the above and as requested by the Council of Europe;

g)    Check and ensure quality assurance of developed documents, materials, action plans and other outputs;

h)    Oversee the development of the deliverables under this component, coordinate with other short-term consultans, provide expertise, advice and revisions.

Lot 2:

Consultancy services in one or more of the following areas:

prison management, including management and reorganisation of tasks in chosen pilot prisons, dynamic security, prevention of inter-prisoner violence, prison regimes, prison human resources, prison staff performance management, initial and continuous training of the prison staff and developed capacities of the prison training centre.

The indicative list of expected deliverables under Lot 2 is as follows (not exhaustive):

a)    Prepare legal opinions, legal expertise, guidelines, regulations, comments, recommendations, reports on legal acts, by-laws, institutional internal rules and regulations and policy documents (drafts and in force);

b)    Conduct needs assessment on specific activities (lato sensu – training needs, risk and needs, piloting models of prison management, treatment programmes, etc.) and documents (lato sensu – curricula, guidelines, risk and needs assessment tools, laws etc.);

c)     Provide technical expertise for development/use of specific tools;

d)    Provide expertise and written contributions on pilot initiatives;

e)    Participate and provide written contributions to working group drafting sessions for development of specific documents and materials on given topics;

f)     Draft strategies, action plans, policy documents on specific topics;

g)    Draft training curricula, training modules and training materials, manuals, guidebooks, operational guidelines, etc.;

h)    Deliver training on specific topics and based on developed training materials;

i)      Deliver presentations to the conferences, round-tables, seminars, training sessions, workshops, consultation meetings and other relevant events with national stakeholders, including through moderating/facilitating discussions;

j)     Facilitate the development of desired deliverables as related to the above and as requested by the Council of Europe;

k)     Check and ensure quality assurance of developed documents, materials, action plans and other outputs;

l)      Oversee the development of the deliverables under this component, coordinate with other short-term consultants, provide expertise, advice and revisions.

Lot 3:

Consultancy services in one or more of the following areas:

organisation of healthcare - including mental health care - in prisons; ethics for medical staff in prison; training of medical and non-medical prison staff, suicide and self-harm prevention, technical specificities of medical equipment.

The indicative list of expected deliverables under Lot 3 is as follows (not exhaustive):

a)    Prepare legal opinions, legal expertise, guidelines, regulations, comments, recommendations, reports on legal acts, by-laws, institutional internal rules and regulations and policy documents (drafts and in force);

b)    Conduct needs assessment on specific activities (lato sensu – training needs, treatment programmes, provision of health care in prisons, including mental health care etc.) and documents (lato sensu - strategies, policy documents, curricula, guidelines, laws etc.);

c)     Provide technical expertise for development/use of specific tools;

d)    Participate and provide written contributions to working group drafting sessions for development of specific documents and materials on given topics;

e)    Draft of strategies, action plans, policy documents on specific topics;

f)     Draft of training curricula, training modules and training materials, manuals, guidebooks, operational guidelines, guidelines, treatment programmes;

g)    Deliver training on specific topics and based on developed training materials;

h)    Deliver presentations to the conferences, round-tables, seminars, training sessions, workshops, consultation meetings and other relevant events with national stakeholders, including through moderating/facilitating discussions;

i)      Provide written contribution, technical advice and expertise for procurement of necessary equipment on specific needs;

j)     Facilitate the development of desired deliverables as related to the above and as requested by the Council of Europe;

k)     Check and ensure quality assurance of developed documents, materials, action plans and other outputs;

l)      Oversee the development of the deliverables under this component, coordinate with other short-term consultants, provide expertise, advice and revisions.

Lot 4:

Consultancy services in one or more of the following areas:

provision of overview and general advice on prison reform in Ukraine

The indicative list of expected deliverables under Lot 4 is as follows (not exhaustive):

a)    Provide advice to the project team in implementing project-related activities (planification of events, drafting papers, programmes, lists of participants, etc.);

b)    Prepare analytical papers, comments and recommendations about the penitentiary system reform in Ukraine;

c)     Make thematic presentations; facilitate discussions during working group/inter-agency meetings; participate in the meetings/conferences/study visits related to the project organised in Ukraine and abroad;

d)    Facilitate the communication with the relevant domestic actors and provide regular information on changes occurred at the domestic level that might impact the project implementation process;

e)    Facilitate the development of desired deliverables as related to the above and as requested by the Council of Europe;

f)     Check and ensure quality assurance of developed documents, materials, action plans and other outputs;

g)    Oversee the development of the deliverables under this component, coordinate with other short-term consultants, provide expertise, advice and revisions.

The Council will select, through this procedure, a maximum number of Service Providers for each lot, as listed below, provided enough offers meet the criteria:

Lot 1:

15 Providers

Lot 2:

15 Providers

Lot 3:

15 Providers

Lot 4:

10 Providers

Tenderers are invited to indicate which lot(s) they are tendering for (see Section A of the Act of Engagement.

Tenderers may tender for one, several or all lot(s).

Throughout the duration of the Framework Contract, the pre-selected Providers may be asked to provide the types of deliverables as described under each lots.

The above list is not considered exhaustive. The Council reserves the right to request deliverables not explicitly mentioned in the above list of expected services but related to the field of expertise object of the present Framework Contract.

In terms of quality requirements, the pre-selected Service Providers must ensure, inter alia, that:

·         The services are provided to the highest professional/academic standard;

·         Any specific instructions given by the Council – whenever this is the case – are followed.

In addition to the orders requested on an as needed basis, the Provider shall keep regular communication with the Council to ensure continuing exchange of information relevant to the project implementation. This involves, among others, to inform the Council as soon as it becomes aware, during the execution of the Contract, of any initiatives and/or adopted laws and regulations, policies, strategies or action plans or any other development related to the object of the Contract (see more on general obligations of the Provider in Article 3.1.2 of the Legal Conditions in the Act of Engagement).

Unless otherwise agreed with the Council, written documents produced by the Provider shall be in English (see more on requirements for written documents in Articles 3.2.2 and 3.2.3 of the Legal Conditions in the Act of Engagement).

C.  FEES

Tenderers are invited to indicate their unit fees, by completing the Table of fees, as attached in Section A of the Act of Engagement. These fees are final and not subject to review.

Tenders proposing fees above the exclusion level indicated in the Table of fees will be entirely and automatically excluded from the tender procedure.

The Council will indicate on each Order Form (see Section D below) the global fee corresponding to each deliverable, calculated on the basis of the daily fees, as agreed by this Contract.

D.  HOW WILL THIS FRAMEWORK CONTRACT WORK? (Ordering PROCEDURE)

Once this consultation and the subsequent selection are completed, you will be informed accordingly. Deliverables will then be carried out on the basis of Order Forms submitted by the Council to the selected Service Provider(s), by post or electronically, on an as needed basis (there is, therefore, no obligation to order on the part of the Council).

Each time an Order Form is sent, the selected Provider undertakes to take all the necessary measures to send it signed to the Council within 2 (two) working days after its reception.

Pooling

For each Order, the Council will choose from the pool of pre-selected tenderers the Provider who demonstrably offers best value for money for its requirement when assessed – for the Order concerned – against the criteria of: 

-           quality (including as appropriate: capability, expertise, past performance, availability of resources and proposed methods of undertaking the work);

-           availability (including, without limitation, capacity to meet required deadlines and, where relevant, geographical location); and

-           price.

If a Provider is unable to take an Order or if no reply is given on his behalf within that deadline, the Council may call on another Service Provider using the same criteria, and so on until a suitable Provider is contracted.

Providers subject to VAT

The Provider, if subject to VAT, shall also send, together with each signed Form, a quote[1] (Pro Forma invoice) in line with the indications specified on each Order Form, and including:

-    the Service Provider’s name and address;

-    its VAT number;

-    the full list of services;

-    the fee per type of deliverables (in the currency indicated on the Act of Engagement, tax exclusive);

-    the total amount per type of deliverables (in the currency indicated on the Act of Engagement, tax exclusive);

-    the total amount (in the currency indicated on the Act of Engagement), tax-exclusive, the applicable VAT rate, the amount of VAT and the amount VAT inclusive.

Signature of orders

An Order Form is considered to be legally binding when the Order, signed by the Service Provider, is approved by the Council, by displaying a Council’s Purchase Order number on the Order, as well as by signing and stamping the Order concerned. Copy of each approved Order Form shall be sent to the Provider, to the extent possible on the day of its signature.

E.   ASSESSMENT

Exclusion criteria (by signing the Act of Engagement, you declare on your honour not being in any of the below situations) [2]

Tenderers shall be excluded from participating in the tender procedure if they:

·         have been sentenced by final judgment on one or more of the following charges: participation in a criminal organisation, corruption, fraud, money laundering;

·         are in a situation of bankruptcy, liquidation, termination of activity, insolvency or arrangement with creditors or any like situation arising from a procedure of the same kind, or are subject to a procedure of the same kind;

·         have received a judgment with res judicata force, finding an offence that affects their professional integrity or serious professional misconduct;

·         do not comply with their obligations as regards payment of social security contributions, taxes and dues, according to the statutory provisions of their country of incorporation, establishment or residence;

·         are or are likely to be in a situation of conflict of interests;

·         are or if their owner(s) or executive officer(s), in the case of legal persons, are included in the lists of persons or entities subject to restrictive measures applied by the European Union (available at www.sanctionsmap.eu).

Eligibility criteria

Tenderers shall demonstrate that they fulfil the following criteria (to be assessed on the basis of all supporting documents listed in Section F):

For lot 1:

-          University degree in the relevant field (human rights/international law/political studies and other related fields);

-          At least 5 (five) years of professional experience in the field related to human rights, the rule of law and/or judiciary, of which at least 2 (two) years acquired in an international context;

-          Good knowledge of Ukrainian legal framework and context;

-          Advanced knowledge of European human rights standards, ECHR and case law of the ECtHR (knowledge of the execution process will be an advantage);

-          Excellent oral and written English at the level C1-C2 of the Common European Framework of Reference for Languages.

For lot 2:

-          University degree in the relevant field (law/political studies or human rights/ social studies/ prison studies/ management/ human resources/psychology and other related fields);

-          At least 5 (five) years of professional experience in one or more of the following areas: prison management, dynamic security, prevention of inter-prisoner violence, prison regimes, prison human resources, performance management, initial and continuous training of the prison staff and organisation of prison training centre, review and comment on legislation and internal regulations;

-          Excellent oral and written English at the level C1-C2 of the Common European Framework of Reference for Languages.

For lot 3:

-          University degree in the relevant field (medicine/ psychiatry/ psychology/ law/ social studies and human rights/management of health care);

-          At least 5 (five) years of professional experience in one or more of the following areas: organisation of healthcare - including mental health care - in prisons; ethics for medical staff in prisons; training of medical and non-medical prison staff, suicide and self-harm prevention, technical specificities of medical equipment, review and comment on legislation and internal regulations;

-          Excellent oral and written English at the level C1-C2 of the Common European Framework of Reference for Languages.

For lot 4:

-          University degree in the relevant field (law/ social studies/human rights/management of health care);

-          At least 5 (five) years of professional experience in implementing projects in one or more of the following areas: organisation of healthcare, including mental health care in prisons; ethics for medical staff in prisons; training of medical and non-medical prison staff, suicide and self-harm prevention, review and comment on legislation and internal regulations;

-          In-depth knowledge of the Ukrainian prison reform processes;

-          Excellent oral and written English at the level C1-C2 of the Common European Framework of Reference for Languages.

Award criteria

·         Quality of the offer (90%), including:

-          Criterion 1: Thematic expertise in the relevant area, including the knowledge of the standards and recommendations of the Council of Europe in the areas covered by this call (50%);

-          Criterion 2: Previous similar assignments with international organisations (30%);

-          Criterion 3: Knowledge of the national and/or regional context in the areas covered by this call (10%);

·         Financial offer (10%).

The Council reserves the right to hold interviews with eligible tenderers.

Multiple tendering is not authorised.

F.   DOCUMENTS TO BE PROVIDED

Ø  Two completed and signed copies of the Act of Engagement;[3]

Ø  A detailed CV, preferably in Europass Format, demonstrating clearly that the tenderer fulfils the eligibility criteria;

Ø  A list of all owners and executive officers, for legal persons only;

Ø  A Motivation letter demonstrating the tenderer’s understanding of the Council of Europe needs and describing how the tenderer meets the eligibility and award criteria above (1 page maximum);

Ø  At least two examples of the previous work/deliverables reference/links to publications, legal assessments/analyses, reports, studies, etc. relevant to the experience the tenderer claims (in English);

Ø  Three relevant references, from previous employers or clients (name, surname, phone number or e-mail).

All documents shall be submitted in English, failure to do so will result in the exclusion of the tender. If any of the documents listed above are missing, the Council of Europe reserves the right to reject the tender.

The Council reserves the right to reject a tender if the scanned documents are of such a quality that the documents cannot be read once printed.

PART II – TENDER RULES

CALL FOR TENDERS

for the provision of Consultancy services in the area of

the prison reform in Ukraine

2020/AO/19


ARTICLE 1 – IDENTIFICATION OF THE CONTRACTING AUTHORITY

1.1   Name and address

COUNCIL OF EUROPE

DGI - Directorate General of Human Rights and Rule of Law

Action against Crime Department

Criminal Law Cooperation Unit

F-67075 Strasbourg Cedex

1.2   Background

The activities of the Organisation are governed by its Statute. These activities concern the promotion of human rights, democracy and the rule of law. The Organisation has its seat in Strasbourg and has set up external offices in about 20 member and non-member states (in Ankara, Baku, Belgrade, Brussels, Bucharest, Chisinau, Erevan, Geneva, Kyiv, Lisbon, Moscow, Paris, Podgorica, Pristina, Rabat, Sarajevo, Skopje, Tbilisi, Tirana, Tunis, Warsaw, Venice and Vienna).

Council of Europe procurements are governed by the Financial Regulations of the Organisation and by Rule 1395 of 20 June 2019 on the procurement procedures of the Council of Europe.

The Organisation enjoys privileges and immunities provided for in the General Agreement on Privileges and Immunities of the Council of Europe, and its Protocols, and the Special Agreement relating to the Seat of the Council of Europe.[4]

Further details on the project are provided in the Terms of Reference.

ARTICLE 2 – VALIDITY OF THE TENDERS

Tenders are valid for 120 calendar days as from the closing date for their submission.

ARTICLE 3 – DURATION OF THE CONTRACT

The duration of the framework contract is set out in Article 2 of the Legal Conditions in the Act of Engagement.

ARTICLE 4 – CHANGE, ALTERATION AND MODIFICATION OF THE TENDER FILE

Any change in the format, or any alteration or modification of the original tender will cause the immediate rejection of the tender concerned.

ARTICLE 5 – Content of the tender file

The tender file is composed of:

-    Technical specifications/Terms of reference;

-    Tender rules;

-    An Act of Engagement, including the Legal Conditions of the contract.

ARTICLE 6 – LEGAL FORM OF TENDERERS

The tenderer must be either a natural person, or a duly registered company under sole proprietorship of a natural person, or equivalent, provided that the signatory of the Act of Engagement is individually liable for all obligations undertaken by the entity, and is the owner of the moral rights in any creations of the entity. If contracted by the Council of Europe, the signatory of the Act of Engagement shall provide the deliverables personally, in accordance with the terms as provided in the current Tender File, Act of Engagement and future Order Forms (see Section Error! Reference source not found. above on ordering procedure).

ARTICLE 7 – SUPPLEMENTARY INFORMATION

General information can be found on the website of the Council of Europe: http://www.coe.int

Other questions regarding this specific tendering procedure shall be sent at the latest by one week before the deadline for submissions of tenders, in English and shall be exclusively sent to the following address: PolicePrisons.Projects@coe.int

This address is to be used for questions only; for modalities of tendering, please refer to the below Article.

ARTICLE 8 – MODALITIES OF THE TENDERING

Tenders must be sent to the Council of Europe both electronically and in paper hardcopy.

Electronic copiesshall be sent only to cdm@coe.int. Tenders submitted to another e-mail account will be excluded from the procedure;

Paper hardcopiesshall be sent in A4 format (21x29.7 cm) by post, as specified below:

-    Tenders shall be submitted in a sealed envelope. The first sealed envelope shall be placed inside a second envelope addressed to the Tenders Board, showing the file reference number and object, as follows:

COUNCIL OF EUROPE
For the attention of the Tenders Board
CALL FOR PROVISION OF CONSULTANCY SERVICES IN THE AREA OF THE PRISON REFORM IN UKRAINE 
2020/AO/19
B.P. 7
F – 67075 STRASBOURG Cedex
FRANCE


-    Tenderers are requested to indicate their names and address on the outside envelope for identification purposes.

-    Tenders submitted to another postal address will be

excluded from the procedure.

ARTICLE 9 – Deadline for submission of tenders

The deadline for the submission of tenders is 10 April 2020  as evidenced by the postmark, or by the receipt of delivery provided by the dispatching company.

ARTICLE 10 – ASSESSMENT OF TENDERS

Tenders shall be assessed in accordance with Rule 1395 of 20 June 2019 on the procurement procedures of the Council of Europe. Assessment shall be based upon the criteria as detailed in the Terms of Reference

ARTICLE 11 – NEGOTIATIONS

The Council reserves the right to hold negotiations with the bidders in accordance with Article 20 of Rule 1395.

* * *



FINAL CHECK LIST

1)BEFORE SENDING YOUR TENDER, CHECK THAT IT INCLUDES:

Ø  Two completed and signed copies of the Act of Engagement;

Ø  A detailed CV, preferably in Europass Format, demonstrating clearly that the tenderer fulfils the eligibility criteria;

Ø  A list of all owners and executive officers, for legal persons only;

Ø  A Motivation letter demonstrating the tenderer’s understanding of the Council of Europe needs and describing how the tenderer meets the eligibility and award criteria above (1 page maximum);

Ø  At least two examples of the previous work/deliverables reference/links to publications, legal assessments/analyses, reports, studies, etc. relevant to the experience the tenderer claims (in English);

Ø  Three relevant references, from previous employers or clients (name, surname, phone number or e-mail).

2) HOW TO SEND TENDERS?

Tenders must be sent to the Council of Europe both electronically and in paper hardcopy.

Electronic copiesshall be sent only to cdm@coe.int. Tenders submitted to another e-mail account will be excluded from the procedure;

Paper hardcopiesshall be sent in A4 format (21x29.7 cm) by post, as specified below:

-       Tenders shall be submitted in a sealed envelope. The first sealed envelope shall be placed inside a second envelope addressed to the Tenders Board, showing the file reference number and object, as follows:

COUNCIL OF EUROPE
For the attention of the Tenders Board
CALL FOR PROVISION OF CONSULTANCY SERVICES IN THE AREA OF THE PRISON REFORM IN UKRAINE
2020/AO/19


B.P. 7
F – 67075 STRASBOURG Cedex
FRANCE


-       Tenderers are requested to indicate their names and address on the outside envelope for identification purposes.

-       Do not send a copy of your tender to the buyer entity. Tenders submitted to any other postal address than the one indicated above will be excluded from the procedure.

The deadline for the submission of tenders is 10 April 2020  as evidenced by the postmark, or by the receipt of delivery provided by the dispatching company.



[1] It must strictly respect the fees indicated in Section A of the Act of Engagement as recorded by the Council of Europe. In case of non-compliance with the fees as indicated in the Act of Engagement, the Council of Europe reserves the right to terminate the Contract with the Service Provider, in all or in part.

[2] The Council of Europe reserves the right to ask tenderers, at a later stage, to supply the following supporting documents:

-         An extract from the record of convictions or failing that en equivalent document issued by the competent judicial or administrative authority of the country of incorporation, indicating that the first three requirements listed above under “exclusion criteria” are met;

-         A certificate issued by the competent authority of the country of incorporation indicating that the fourth requirement is met;

-         For legal persons, an extract from the companies register or other official document proving ownership and control of the Tenderer;

-         For natural persons (including owners and executive officers of legal persons), a scanned copy of a valid photographic proof of identity (e.g. passport).

[3] The Act of Engagement must be completed, signed and scanned in its entirety (i.e. including all the pages). The scanned Act of Engagement may be sent page by page (attached to a single email) or as a compiled document, although a compiled document would be preferred. For all scanned documents, .pdf files are preferred.

[4]Available on the website of the Council of Europe Treaty Office: www.conventions.coe.int