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Japan-Tokyo: International urban cooperation: sustainable and innovative cities and regions — Japan

Japan-Tokyo: International urban cooperation: sustainable and innovative cities and regions — Japan has been closed on 04 Nov 2016. It no longer accepts any bids. For further information, you can contact the European Union

Bellow, you can find more information about this project: 

General information
Donor:
European Union
Industry:
Business Services
Status:
Closed
Value:
Not available
Timeline
Published:
03 Aug 2016
Deadline:
04 Nov 2016
Contacts
Name:
Not available
Phone:
Not available
Email:
Not available
Description

Service contract notice

Location: Japan

1.Publication reference:
EuropeAid/137775/DH/SER/JP.
2.Procedure:
Restricted.
3.Programme title:
International urban cooperation: sustainable and innovative cities and regions — Japan.
4.Financing:
Partnership Instrument 2015 annual action programme (ref. Commission Implementing Decision of 22.6.2015 (C(2015) 4109 final)).
5.Contracting authority:

European Union, represented by the European Commission, Tokyo, JAPAN.


Contract specification

6.Nature of contract:
Fee-based.
7.Contract description:
The aim of the project is to strengthen EU–Japan urban policy diplomacy and decentralised cooperation on sustainable urban development and climate change through a focus on sustainable energy.
 Embedded in the EU's political dialogue with Japan, the project will promote, enable and assist the growth of decentralised cooperation in 2 distinct but mutually supportive project areas:
 sustainable urban development (component 1); and
 climate change building on the Covenant of Mayors initiative (component 2).
 Linking up with the external dimension of the EU's growth strategy ‘Europe 2020’, the project includes within component 1 an element of promotion of EU business opportunities.
 Activities will include: developing city pairing/partnership; outreach and communication; facilitating networking and peer-to-peer exchange; content production for an online platform (the online platform will be provided through a separate call for tender: EuropeAid/137774/DH/SER/RUE); and business promotion. The project will feature a horizontal element of knowledge management and capitalisation. The planning and engagement methodologies followed by the project draw upon the EU's urban network programmes and the Covenant of Mayors initiative, bringing them to external partners.
 The main stakeholders participating in the cooperation will include EU and Japanese communities, cities and their groupings, city and business associations and networks as well as national authorities.
8.Number and titles of lots:
1 lot only.
9.Maximum budget:
1 000 000 EUR.
10.Scope for additional services:
The contracting authority may, at its own discretion, extend the project in duration and/or scope subject to the availability of funding up to the estimated amount of approximately 1 000 000 EUR. Any extension of the contract would be subject to satisfactory performance by the contractor.


Conditions of participation

11.Eligibility:
Participation is open to all natural persons who are nationals of, and legal persons (participating either individually or in a grouping — consortium — of tenderers) which are effectively established in, a Member State of the European Union or in an eligible country or territory as defined under Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11.3.2014 laying down common rules and procedures for the implementation of the Union's instruments for financing external action (CIR) for the applicable instrument under which the contract is financed (see also heading 29 below). Participation is also open to international organisations.
12.Candidature:
All eligible natural and legal persons (as per item 11 above) or groupings of such persons (consortia) may apply.
 A consortium may be a permanent, legally-established grouping or a grouping which has been constituted informally for a specific tender procedure. All members of a consortium (i.e., the leader and all other members) are jointly and severally liable to the contracting authority.
 The participation of an ineligible natural or legal person (as per item 11) will result in the automatic exclusion of that person. In particular, if that ineligible person belongs to a consortium, the whole consortium will be excluded.
13.Number of applications:
No more than 1 application can be submitted by a natural or legal person whatever the form of participation (as an individual legal entity or as a leader or member of a consortium submitting an application). In the event that a natural or legal person submits more than 1 application, all applications in which that person has participated will be excluded.
14.Shortlist alliances prohibited:
Any tenders received from tenderers comprising firms other than those mentioned in the shortlisted application forms will be excluded from this restricted tender procedure unless prior approval from the contracting authority has been obtained (see ‘Practical Guide’ — PRAG 2.4.3). Shortlisted candidates may not form alliances or subcontract to each other for the contract in question.
15.Grounds for exclusion:
As part of the application form, candidates must submit a signed declaration, included in the standard application form, to the effect that they are not in any of the exclusion situations listed in Section 2.3.3 of the PRAG.
16.Subcontracting:
Subcontracting is allowed.
17.Number of candidates to be shortlisted:
On the basis of the applications received, between 4 and 8 candidates will be invited to submit detailed tenders for this contract. If the number of eligible candidates meeting the selection criteria is less than the minimum of 4, the contracting authority may invite the candidates who satisfy the criteria to submit a tender.


Provisional timetable

18.Provisional date of invitation to tender:
22.4.2016.
19.Provisional commencement date of the contract:
1.11.2016.
20.Initial period of implementation of tasks:
36 months.


Selection and award criteria

21.Selection criteria:
The following selection criteria will be applied to candidates. In the case of applications 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 subcontractors:
 1) Economic and financial capacity of candidate (based on item 3 of the application form). In the case of the candidate being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last 3 years for which accounts have been closed:
 Criteria for legal and natural persons:
 1. the average annual turnover of the candidate over the last 3 years must exceed 340 000 EUR; and
 2. current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In the case of a consortium this criterion must be fulfilled by each member.
 2) Professional capacity of candidate (based on items 4 and 5 of the application form). The reference period which will be taken into account will be the last 3 years from the submission deadline:
 Criteria for legal and natural persons:
 1. at least 10 staff currently working for the candidate;
 2. out of the staff mentioned above under point 21.2.1 professional capacity:
 a) a minimum of 5 staff must be permanently employed; and
 b) a minimum of 5 staff must perform tasks in one of the following fields related to the contract: sustainable urban development; and/or local and regional climate and energy action and does not include staff dedicated to providing support functions. Support functions are defined as: human resource; finance and procurement; infrastructure management; information services; office administration; and/or communication and marketing.
 3) Technical capacity of candidate (based on items 5 and 6 of the application form). The reference period which will be taken into account will be the last 3 years from the submission deadline:
 Criteria for legal and natural persons:
 1. the candidate has provided services under at least 2 technical assistance projects, with a budget of more than 800 000 EUR each, in the following fields (i.e. more than half of the budget of the project allocated to these areas) related to this contract:
 — sustainable urban development, and/or
 — local and regional climate and energy action.
 The projects were implemented at any moment during the reference period. The candidate's portion of the budget of each of these projects should represent at least 50 %.
 One of the projects must include institutional engagement with cities, national authorities and/or their groupings, associations or networks;
 2. the candidate has implemented at least 2 projects of more than 500 000 EUR each in Japan.
 Previous experience which caused breach of contract and termination by a contracting authority shall not be used as a reference.
 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. It must in that case 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 — notably that of nationality — and must fulfil the same relevant selection criteria as the economic operator. With regard to technical and professional criteria, an economic operator may only rely on the capacities of other entities where the latter will perform the works or services 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.
 If more than 8 eligible candidates meet the above selection criteria, the relative strengths and weaknesses of the applications of these candidates must be re-examined to identify the 8 best candidates. The only factors which will be taken into consideration during this re-examination are:
 — the total number of reference projects found eligible under 21.3.1, and in case of equality on this criterion, then
 — the value of the eligible part (the portion carried out by the candidate) of the projects found eligible under 21.3.1.
22.Award criteria:
Best price-quality ratio.


Application

23.Deadline for receipt of applications:
11.4.2016 (16:00), Tokyo time.
 Any application received by the contracting authority after this deadline will not be considered.
24.Application format and details to be provided:
Applications must be submitted using the standard application form, the format and instructions of which must be strictly observed. The application form is available from the following Internet address:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

The application must be accompanied by a declaration of honour on exclusion and selection criteria using the template available from the following Internet address:

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=A

Any additional documentation (brochure, letter, etc.) sent with an application will not be taken into consideration.
25.How applications may be submitted:
Applications must be submitted in English exclusively to the contracting authority in a sealed envelope:
 — either by recorded delivery (official postal service) to:
 attention: Clara Dominguez, Delegation of the European Union to Japan, Europa House, 4-6-28 Minami Azabu, Minato-ku, Tokyo 106-0047, JAPAN.
 In this case, the delivery record is proof of compliance with the time limit for receipt,
 — or hand delivered (including courier services) directly to the contracting authority in return for a signed and dated receipt to:
 attention: Clara Dominguez, Delegation of the European Union to Japan, Europa House, 4-6-28 Minami Azabu, Minato-ku, Tokyo 106-0047, JAPAN.
 In this case, the acknowledgment of receipt is proof of compliance with the time limit for receipt.
 The contract title and the publication reference (see item 1 above) must be clearly marked on the envelope containing the application and must always be mentioned in all subsequent correspondence with the contracting authority.
 Applications submitted by any other means will not be considered.
 By submitting an application candidates agree 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 application.
26.Alteration or withdrawal of applications:
Candidates may alter or withdraw their applications by written notification prior to the deadline for submission of applications. No application may be altered after this deadline.
 Any such notification of alteration or withdrawal shall be prepared and submitted in accordance with item 25. The outer envelope (and the relevant inner envelope if used) must be marked ‘Alteration’ or ‘Withdrawal’ as appropriate.
27.Operational language:
All written communication for this tender procedure and contract must be in English.
28.Date of publication of prior information notice:
2.1.2016.

OJ 2016/S 001-000012.

29.Legal basis:
Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11.3.2014 laying down common rules and procedures for the implementation of the Union's instruments for financing external action.
 Regulation (EU) No 234/2014 of the European Parliament and of the Council of 11.3.2014 establishing a Partnership Instrument for cooperation with third countries.
30.Additional information:
Questions, clearly stating the reference and title of the call, can be sent to the following e-mail address:

DELEGATION-JAPAN-TENDER@eeas.europa.eu


http://ted.europa.eu/udl?uri=TED:NOTICE:77309-2016:TEXT:EN:HTML&src=0&tabId=2
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