TENDER FILE / TERMS OF REFERENCE
(Competitive bidding procedure / One-off contract)
Purchase of communication equipment (Headphones and Webcams)
Contract number 4708/2021/51
The Council of Europe is currently implementing the Programme“Human Resources Management in Local Self-Government - phase 2” (hereinafter: The Programme) that is jointly financed by the European Union and the Council of Europe. The programme is implemented for three years (2019 -2021) in close cooperation with the Ministry of Public Administration and Local Self-Government (MPALSG) and the Standing Conference of Towns and Municipalities (SCTM).
In that context, the Council of Europe is looking for a Provider for the provision of communication equipment (headphones and webcams) to be distributed to Programme’s local partners (the Recipients) (see Section A of the Act of Engagement).
A. TENDER RULES
This tender procedure is a competitive bidding procedure. In accordance with Rule 1395 of the Secretary General of the Council of Europe on the procurement procedures of the Council of Europe[1], the Organisation shall invite to tender at least three potential providers for any purchase between €2,000 (or €5,000 for intellectual services) and €55,000 tax exclusive.
This specific tender procedure aims at concluding a one-off contract for the provision of deliverables described in the Act of Engagement (See attached). A tender is considered valid for 120 calendar days as from the closing date for submission. The selection of tenderers will be made in the light of the criteria indicated below. All tenderers will be informed in writing of the outcome of the procedure.
The tenderer must be a legal person or consortia of legal persons.
Tenders shall be submitted by email only (with attachments) to the email address indicated in the table below, with the following reference in subject: “Communication kits”. Tenders addressed to another email address will be rejected.
The general information and contact details for this procedure are indicated on this page. You are invited to use the CoE Contact details indicated below for any question you may have. All questions shall be submitted at least 5 (five) working days before the deadline for submission of the tenders and shall be exclusively addressed to the email address indicated below with the following reference in subject: “Communication kits – questions”
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Type of contract ► |
One-off contract |
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Duration ► |
Until complete execution of the obligations of the parties (See Article 2 of the Legal conditions as reproduced in the Act of Engagement) |
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Deadline for submission of tenders/offers ► |
24 May 2021 |
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Email for submission of tenders/offers ► |
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Email for questions ► |
Miroslava.balabanovic@coe.int |
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Expected starting date of execution ► |
07 June 2021 |
B. EXPECTED DELIVERABLES
The expected deliverables are described in Section A of the Act of Engagement (See attached).
C. FEES
All tenderers are invited to fill in the table of fees as reproduced in Section A of the Act of Engagement.
Tenderers subject to VAT shall also send a quote (Pro Forma invoice) on their letterhead 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.
D. ASSESSMENT
Exclusion criteria and absence of conflict of interests
(by signing the Act of Engagement,[2] you declare on your honour not being in any of the below situations)
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, terrorist financing, terrorist offences or offences linked to terrorist activities, child labour or trafficking in human beings;
- 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
• Being a registered company selling technical and communication equipment with at least 3 years of continuous operation in the field
Award criteria
- Quality of the offer (20%), including:
- Capacity to meet deadlines and technical requirements indicated in the Term of Reference in Section A of the Act of Engagement (see attached)
- Financial offer (80%).
Multiple tendering is not authorised.
The Council reserves the right to hold negotiations with the bidders in accordance with Article 20 of Rule 1395.
F. DOCUMENTS TO BE PROVIDED
Tenderers are invited to submit:
- A completed and signed copy of the Act of Engagement[3] (See attached)
- Registration documents;
- For tenderers subject to VAT: a quote, describing their financial offer, in line with the requirements of section C of the Tender File (see above);
- A list of all owners and executive officers, for legal persons only;
- Detailed technical specification of offered equipment, in line with technical requirements indicated in Section A of the Act of Engagement, with the proposed deadline for delivery. (see attached).
All documents shall be submitted in English or Serbian, 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.
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[1] The activities of the Council of Europe are governed by its Statute and its internal Regulations. Procurement is 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.
[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 an equivalent document issued by the competent judicial or administrative authority of the country of incorporation, indicating that the first three above listed exclusion criteria are met;
- A certificate issued by the competent authority of the country of incorporation indicating that the fourth criterion 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.