Namibia-Windhoek: EDF — Technical assistance for the implementation of the institutional capacity development programme (ICDP) in support to the Ministry of Finance and office of the Auditor General

Organisation text: 
National Authorising Officer for the European Development Fund in the Republic of Namibia
Main activities: 
NUTS Code: 
Notice for additional information, information on incomplete procedure or corrigendum
Type of contract: 
Service contract
Bid type: 
Global tender
Awarding procedure: 
Restricted procedure
Award criteria: 
Not specified
Wednesday, July 24, 2013
Tuesday, August 27, 2013 - 14:30
Tender cycle: 
Tender ID: 
2013/S 142-246414

  • 1. Publication reference:


  • 2. Procedure:


  • 3. Programme:

    10th EDF.

  • 4. Financing:

    Financing agreement (Decision 2012/023-246).

  • 5. Contracting authority:

    National Authorising Officer for the European Development Fund in the Republic of Namibia , Windhoek , NAMIBIA.

Contract specification

  • 6. Nature of contract:


  • 7. Contract description:

    The overall objective of the institutional capacity development programme is to improve the effectiveness and efficiency of public finance management in order to support national development goals.

    The purpose of the intervention is to ensure that the effectiveness of budget and public expenditure analysis is augmented; revenue management functions and control management functions within the Ministry of Finance and the office of the Auditor General are strengthened; and that system management is enhanced at central and regional levels through strengthening capacities in order to ensure that public expenditure delivers results and value for money.

    During the first phase of the programme in 2013, organisational and institutional arrangements in selected directorates of the Ministry of Finance (Customs and Excise, Inland Revenue, Budget Management, Tender Board) and of the office of the Auditor General have been reviewed and training needs assessments conducted. Capacity development plans have been prepared for each of the directorates and approved by the Ministry of Finance (MoF).

    Some of the existing training policies and strategies within MoF have to be further updated and career development plans established. Certain key functions within the Ministry of Finance and the office of the Auditor General have to be strengthened as they are not adequately functional. Avenues for capacity building have been identified in areas such as customs, excise, PFM, Inland Revenue, Tender Board and auditing. Highly specialised short-term expertise will be recruited during the 3 years of the project to ensure that the identified capacity-building needs are addressed in a sustainable manner, notably through on-the-job training and development of training manuals. A long-term PFM expert will coordinate the various technical inputs and the timely implementation of the support programme.

    These interventions under the public finance management institutional capacity development programme (PFM-ICDP), are designed to technically support the implementation of identified capacity-building activities with a strong focus on sustainable institutional capacity and systems' development. This service contract will avail long-term and short-term technical expertise to support the implementation of the defined capacity development plans and actions.

  • 8. Number and titles of lots:

    1 lot only.

  • 9. Maximum budget:

    1 500 000 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 a maximum not exceeding the length and value of the initial contract. Any extension of the contract would be subject to satisfactory performance by the contractor.

Conditions of participation

  • 11. Eligibility:

    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 a Member State 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 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 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 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 'Practical Guide to contract procedures for EU external actions'.

  • 16. Subcontracting:

    Subcontracting is allowed.

  • 17. Number of candidates to be shortlisted:

    On the basis of the applications received, between 4–8 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:


  • 19. Provisional commencement date of the contract:


  • 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:

    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:

    a) the annual turnover of the candidate for each of the last 3 financial years must exceed 1 000 000 EUR; and

    b) the current ratio (current assets divided by current liabilities) should exceed 1,5 for each of the last 3 financial years.

    2) Professional capacity of candidate (based on items 4 and 5 of the application form):

    The candidate should have at least 3 permanently employed staff working in at least 3 fields related to this contract (PFM, expenditure management, programme budgeting, customs and excise, auditing functions, systems management such as tender databases and IFMS).

    3) Technical capacity of candidate (based on items 5 and 6 of the application form):

    a) the candidate has successfully started or completed at least 3 projects with a budget equal to or greater than that of this contract in fields related to this contract during the past 3 years; and

    b) the candidate has at least 5 years of experience as manager or consortium leader in providing technical assistance in fields related to this contract to national Government ministries. The experience will be cumulatively calculated by taking into account all relevant project durations carried out over the past 3 years.

    Previous experience which would have led to breach of contract and termination by a contracting authority shall not be used as a reference. This is also applicable concerning the previous experience of experts required under a fee-based service contract.

    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 an undertaking 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.

    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:

    i) the number of projects that meet the selection criterion 21.3.a: 2 points for each additional project above the minimum requirement of 3 projects;

    ii) the number of years that make up the experience under selection criterion 21.3.b: 2 points for each additional year worked;

    iii) the number of projects that meet the selection criterion 21.3.b: 1 point for each project which was undertaken in the SADC region;

    iv) the number of projects that meet the selection criterion 21.3.b: 1 point for each project which was funded by the EDF.

  • 22. Award criteria:

    Best value for money.


  • 23. Deadline for receipt of applications:

    27.8.2013 (14:30), local time.

    Any application received 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:

    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:

    Mr Andries Leevi Hungamo, Permanent Secretary, National Planning Commission, Private Bag 13356, Windhoek, NAMIBIA,

    — or hand delivered (including courier services) directly to the contracting authority in return for a signed and dated receipt to:

    Mr Andries Leevi Hungamo, Permanent Secretary, room 206, 2nd floor, National Planning Commission, Government Office Park, Luther Street, Windhoek, NAMIBIA.

    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.

  • 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 communications for this tender procedure and contract must be in English.

  • 28. Date of publication of prior information notice:


    Notice number in OJ: 2013/S 85-142904.

  • 29. Legal basis:

    ACP–EC Partnership Agreement signed at Cotonou on 23.6.2000 as amended.

  • 30. Additional information:

    Not applicable.

Low Value Tender: