Guinea-Bissau-Bissau: Security services for the Delegation of the European Union in Guinea-Bissau (reference EEAS-206-DELGNBB-SER-FWC)

Organisation text: 
European External Action Service (EEAS), Delegation of the European Union in Guinea-Bissau
Main activities: 
Not specified
NUTS Code: 
Contract notice
Type of contract: 
Service contract
Bid type: 
Global tender
Awarding procedure: 
Restricted procedure
Award criteria: 
The most economic tender
Tuesday, October 15, 2013
Tuesday, November 12, 2013 - 16:00
Tender cycle: 
Tender ID: 
2013/S 200-345041

Directive 2004/18/EC

Section I: Contracting authority

  • I.1) Name, addresses and contact point(s)

    For the attention of: E-mail: European External Action Service (EEAS), Delegation of the European Union in Guinea-Bissau
    Bairro da Penha, PO Box 359
    Jorge Lopo, Head of Administration
    1122 Bissau Codex

    Internet address(es):

    General address of the contracting authority:

    Address of the buyer profile:

    Further information can be obtained from:

    The above mentioned contact point(s)

    Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:

    The above mentioned contact point(s)

    Tenders or requests to participate must be sent to:

    The above mentioned contact point(s)

  • I.2) Type of the contracting authority

    European institution/agency or international organisation

  • I.3) Main activity

    Not provided

  • I.4) Contract award on behalf of other contracting authorities

    The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

  • II.1) Description

    • II.1.1) Title attributed to the contract by the contracting authority:

      Security services for the Delegation of the European Union in Guinea-Bissau (reference EEAS-206-DELGNBB-SER-FWC).

    • II.1.2) Type of contract and location of works, place of delivery or of performance


      Service category No 23: Investigation and security services, except armoured car services

      Main site or location of works, place of delivery or of performance: Bissau.

      NUTS code

    • II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

      The notice involves the establishment of a framework agreement

    • II.1.4) Information on framework agreement

      Framework agreement with a single operator

      Duration of the framework agreement

      Duration in months: 48

      Estimated total value of purchases for the entire duration of the framework agreement

      Estimated value excluding VAT:

      Range: between 1 400 000 and 1 600 000 EUR

    • II.1.5) Short description of the contract or purchase(s)

      Under this invitation to tender, the aim is to enter into a framework contract with a company specialising in the security of people and property. The services to be provided in this context include:

      1) keeping the buildings managed by the Delegation (offices, residence of the ambassador and the homes of expatriates) under surveillance and setting up patrols so as to prevent any intrusions and attacks on people and property;

      2) controlling visitor access to buildings;

      3) setting up a radio communication network (VHF/UHF) between the buildings from a central facility managed by the company;

      4) the response of a rapid reaction force in the event of an incident;

      5) where applicable, other services related to security, such as setting up alarm systems.

      A framework contract for up to 4 years will be set up via specific contracts and/or order forms.

      Under this contract, subcontracting must be limited.

    • II.1.6) Common procurement vocabulary (CPV)


    • II.1.7) Information about Government Procurement Agreement (GPA)

      The contract is covered by the Government Procurement Agreement (GPA): no

    • II.1.8) Lots

      This contract is divided into lots: no

    • II.1.9) Information about variants

      Variants will be accepted: no

  • II.2) Quantity or scope of the contract

    • II.2.1) Total quantity or scope:

      The number of buildings concerned (offices, residence of the ambassador and the homes of expatriates) is currently 15, but this figure may vary during the course of contract performance.

      The overall number of hours of services to be provided by the security company is estimated at approximately 180 000 hours per year.

    • II.2.2) Information about options

      Options: no

    • II.2.3) Information about renewals

      This contract is subject to renewal: no

  • II.3) Duration of the contract or time limit for completion

    Not provided

Section III: Legal, economic, financial and technical information

  • III.1) Conditions relating to the contract

    • III.1.1) Deposits and guarantees required:

      Not provided

    • III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

      Payments will be made monthly upon receipt of an invoice, together with time sheets duly signed by the contractor and countersigned by the Delegation and, where applicable, after approval by the Delegation of the activity report for the period considered.

    • III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

      Applications or tenders may be submitted by groupings of service providers who shall not be required to take on a specific legal form prior to the award of this contract, but who may be required to do so afterwards. However, a grouping of companies must nominate 1 party to be responsible for the receipt and processing of payments for members of the grouping, the management of the service, as well as coordination and security.

      The required documents listed in point III.2 below must be provided by each member of the grouping. Each member is jointly and severally liable vis-à-vis the contracting authority.

    • III.1.4) Other particular conditions

      The performance of the contract is subject to particular conditions: no

  • III.2) Conditions for participation

    • III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

      Information and formalities necessary for evaluating if the requirements are met: Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25.10.2012 (Financial Regulation), and Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 (rules of application).

      1) Access to public procurement contracts

      Participation in this invitation to tender is open to all natural and legal persons either domiciled or with their headquarters in a Member State of the European Union, in accordance with Article 119 of the Financial Regulation, and — as an exception — in Guinea-Bissau, Guinea or Senegal.

      1.B) Means of proof for access to public procurement contracts

      Candidates must confirm that they have their head office or are domiciled in 1 of the aforementioned countries and submit the means of proof usually acceptable under said country's national legislation.

      2.A) Exclusion criteria

      In accordance with Article 106 of the Financial Regulation:

      1. candidates or tenderers shall be excluded from participation in procurement procedures if:

      (a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

      (b) they or persons having powers of representation, decision making or control over them have been convicted of an offence concerning their professional conduct by a judgment of a competent authority of a Member State which has the force of 'res judicata';

      (c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify including by decisions of the EIB and international organisations;

      (d) they are not in compliance with their obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

      (e) they or persons having powers of representation, decision making or control over them have been the subject of a judgment which has the force of 'res judicata' for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such illegal activity is detrimental to the Union's financial interests;

      (f) they are subject to an administrative penalty referred to in Article 109(1).

      Points (b) and (e) of the first subparagraph shall not apply where the candidates or tenderers can demonstrate that adequate measures have been adopted against the persons having powers of representation, decision making or control over them, who are subject to a judgment as referred to in points (b) or (e) of the first subparagraph.

      2. Candidates or tenderers shall certify that they are not in 1 of the situations listed in paragraph 1. However, the contracting authority may refrain from requiring such certification for very low value contracts.

      For the purpose of the correct application of paragraph 1, the candidate or tenderer, whenever requested by the contracting authority, shall:

      (a) where the candidate or tenderer is a legal person, provide information on the ownership or on the management, control and power of representation of the legal person and certify that they are not in 1 of the situations referred to in paragraph 1;

      (b) where subcontracting is envisaged, certify that the subcontractor is not in 1 of the situations referred to in paragraph 1.3. The Commission shall be empowered to adopt delegated acts in accordance with Article 210 concerning detailed rules on:

      (a) the exclusion criteria applicable for participation in calls for tenders, including rules on illegal activities giving rise to exclusion;

      (b) what evidence may be satisfactory to show that an exclusion situation does not exist;

      (c) the duration of an exclusion. Such exclusion shall not exceed 10 years.

      In accordance with Article 107 of the Financial Regulation, a contract shall not be awarded to candidates or tenderers who, during the procurement procedure for that contract:

      (a) are subject to a conflict of interests;

      (b) are guilty of misrepresenting the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply that information;

      (c) find themselves in 1 of the situations of exclusion, referred to in Article 106(1), for the procurement procedure.

      2.B) Evidence of no grounds for exclusion

      In accordance with Article 143 of the rules of application:

      1. candidates and tenderers must provide a declaration on their honour (available at, duly signed and dated, stating that they are not in 1 of the situations referred to in Articles 106 and 107 of the Financial Regulation.

      2. The tenderer to whom the contract is to be awarded shall provide, within a time limit defined by the contracting authority and preceding the signature of the contract, the evidence referred to in paragraph 3 hereafter, confirming the declaration referred to in paragraph 1.

      3. The contracting authority shall accept as satisfactory evidence that the candidate or tenderer to whom the contract is to be awarded is not in 1 of the situations described in points (a), (b) or (e) of Article 106(1) of the Financial Regulation, a recent extract from the judicial record or, failing that, an equivalent document recently issued by a judicial or administrative authority in the country of origin or provenance showing that those requirements are satisfied. The contracting authority shall accept, as satisfactory evidence that the candidate or tenderer is not in the situation described in point (a) or (d) of Article 106(1) of the Financial Regulation, a recent certificate issued by the competent authority of the State concerned, as defined in A)1.(d) above. Where the document or certificate referred to in paragraph 1 of this Article is not issued in the country concerned and for the other cases of exclusion referred to in Article 106 of the Financial Regulation, it may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.

      4. Depending on the national legislation of the country in which the candidate or tenderer is established, the documents referred to in paragraphs 1 and 3 shall relate to legal and natural persons including, where considered necessary by the contracting authority, company directors or any person with powers of representation, decision making or control over the candidate or tenderer.

      5. Where they have doubts as to whether candidates or tenderers are in 1 of the situations of exclusion, contracting authorities may themselves apply to the competent authorities referred to in paragraph 3 to obtain any information they consider necessary about that situation.

      6. The contracting authority may waive the obligation of a candidate or tenderer to submit the documentary evidence referred to in paragraph 3 if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that the issuing date of the documents does not exceed 1 year and that they are still valid. In such a case, the candidate or tenderer shall declare on his honour that the documentary evidence has already been provided in a previous procurement procedure and confirm that no changes in his situation have occurred.

      7. The candidate or tenderer shall submit a declaration on honour (available at from the intended subcontractor that he is not in 1 of the situations referred to in Articles 106 and 107 of the Financial Regulation. In case of any doubt concerning this declaration on honour, the contracting authority shall request the evidence referred to in paragraphs 3 and 4. Paragraph 5 shall apply, where appropriate.

    • III.2.2) Economic and financial ability

      Information and formalities necessary for evaluating if the requirements are met: proof of financial and economic capacity must be provided by the following documents:

      (a) suitable bank declarations or proof of professional risk insurance cover;

      (b) financial statements for the past 3 financial years;

      (c) statement as to overall turnover and turnover for the services related to the contract during the past 3 years available. As a minimum, the amounts in the statements as to overall annual turnover must tally with those in the financial statements.

      Minimum level(s) of standards possibly required: the average annual turnover for the past 3 financial years for which accounts have been closed, concerning services related to this contract, must be at least 1 200 000 EUR. This amount constitutes the minimum amount below which no request to participate can be accepted. The exchange rate to be used to convert turnover into euro is the exchange rate applicable for the month of December of the financial year, as published on

    • III.2.3) Technical capacity

      Information and formalities necessary for evaluating if the requirements are met:

      proof of economic operators' technical and professional capacity must be provided by the following documents:

      (a) academic and professional qualifications held by the service provider or the contractor and/or the company's managerial staff and, in particular, by the person(s) responsible for providing the service;

      (b) list of similar experience (amount and duration) in fields related to this contract over the past 3 years, with details of the values, dates and public or private recipients involved, especially services provided to international or multinational companies, diplomatic missions or international organisation representations; this experience must be proven by certificates of satisfactory performance specifying due completion to a good professional standard;

      (c) the firm's average annual manpower over the past 3 years (total, and in the field relevant to the contract) and number of managerial staff;

      (d) approval from the appropriate body in the country in which the operator resides, authorising the latter to perform security activities;

      (e) information on the quality standards used by the firm and details on the type of certification received (ISO or equivalent certification issued by a professional association or any other recognised certification body);

      (f) information on the means and resources available to the firm in order to ensure service quality (e.g. vehicles, equipment, means of communication, etc.);

      (g) where applicable, details of the percentage of the total value of this contract represented by subcontracting.

      Minimum level(s) of standards possibly required:

      the company's average staff numbers during the past 3 years must be at least 300 people.

      The percentage of the staff involved in fields related to this contract in terms of the company's total staff must be at least 50 %.

      The company must provide evidence of at least 3 instances of similar experience with multinational companies, international organisations or diplomatic missions during the past 3 years.

    • III.2.4) Information about reserved contracts

      Not provided

  • III.3) Conditions specific to services contracts

    • III.3.1) Information about a particular profession

      Execution of the service is reserved to a particular profession: yes

      Reference to the relevant law, regulation or administrative provision: in the absence of specific legislation, the contractor's main activity must be the provision of security services.

      The contractor must be registered as a security firm in Guinea-Bissau before the contract is signed, at the latest.

    • III.3.2) Staff responsible for the execution of the service

      Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

  • IV.1) Type of procedure

    • IV.1.1) Type of procedure


    • IV.1.2) Limitations on the number of operators who will be invited to tender or to participate

      Not provided

    • IV.1.3) Reduction of the number of operators during the negotiation or dialogue

      Not provided

  • IV.2) Award criteria

    • IV.2.1) Award criteria

      The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

    • IV.2.2) Information about electronic auction

      An electronic auction will be used: no

  • IV.3) Administrative information

    • IV.3.1) File reference number attributed by the contracting authority:


    • IV.3.2) Previous publication(s) concerning the same contract


    • IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document

      Payable documents: no

    • IV.3.4) Time limit for receipt of tenders or requests to participate

      12.11.2013 - 16:00

    • IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates

      Not provided

    • IV.3.6) Language(s) in which tenders or requests to participate may be drawn up

      Any EU official language

    • IV.3.7) Minimum time frame during which the tenderer must maintain the tender

      Not provided

    • IV.3.8) Conditions for opening of tenders

      Not provided

Section VI: Complementary information

  • VI.1) Information about recurrence

    This is a recurrent procurement: yes

    Estimated timing for further notices to be published: every 4 years.

  • VI.2) Information about European Union funds

    The contract is related to a project and/or programme financed by European Union funds: no

  • VI.3) Additional information

    I. Presentation and dispatch of requests to participate and tenders

    The procedure will take place in 2 phases, as follows:

    A) First phase (selection)

    Candidates are requested to submit a request to participate containing all the information required in section III of the contract notice entitled 'Legal, economic, financial and technical information'.

    If the request is submitted by a grouping of service providers (point III.1.3 of this notice), it must be signed by each member. The documents indicated in points III.2.1, III.2.2 and III.2.3 of this contract notice must be submitted by each member. Requests to participate must be submitted no later than the date given in point IV.3.4 of this contract notice (requests to participate submitted after this time limit will be automatically rejected). Said requests must be signed by the candidate or his duly authorised representative and be perfectly legible so as to avoid any discrepancy as regards the text and the figures. Candidates may send their applications:

    (A) either by post or by private courier, dispatched no later than 12.11.2013, as evidenced by the postmark or the date on the delivery receipt, to the address given in point I.1;

    (B) or by delivery to the address given in point I.1 by 12.11.2013 (16:00) at the latest, in return for a receipt signed and dated by the duly authorised member of the Delegation's staff.

    The application shall comprise 1 original and 2 copies. Submissions must be made using a double envelope (i.e. an inner and outer envelope), both of which are to be sealed. Both envelopes, sent in the way described above, must bear the following: 'Concurso limitado EEAS-206-DELGNBB-SER-FWC — Não abrir pelo serviço de correio'. If self-seal envelopes are used, they must also be sealed with adhesive tape, with the sender's signature written across the tape.

    B) Second phase

    Candidates shortlisted at the end of the selection period will be invited to submit a tender.

    The invitation to tender documents (including the letter of invitation to tender, the specifications and the model of the contract to be used) will be sent to them directly, with no further publication in the Official Journal of the European Union.

    NB: submitting an application or tender does not imply any commitment on the part of the contracting authority towards the candidate or tenderer either to award him the contract or compensate him for the costs incurred in preparing his application or tender. Likewise, the contracting authority is under no obligation to award the contract subsequent to this notice.

    II. Data protection

    If the monitoring of your response to the contract notice involves the registration and processing of personal data (e.g. name, address, CV), these data will be processed in accordance with Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless otherwise specified, the answers to questions and the personal data requested are necessary for the evaluation of your application, in accordance with the contract notice, and will be processed for this purpose only by the contracting authority designated in point I.1. Detailed information on the processing of your personal data can be found in the privacy statement which can be consulted at the following address:

    Your personal data may be registered by the EEAS accounts officer either in the Early Warning System (EWS) only, or in both the EWS and the central exclusion database, if you are in any of the situations referred to in:

    — Commission Decision 2008/969 of 16.12.2008 on the Early Warning System (for further information, consult the privacy policy statement at: or

    — Commission Regulation No 1302/2008 of 17.12.2008 on the central exclusion database (for further information, please consult the privacy policy statement at: #BDCE).

    III. Should it be necessary, the contracting authority may make use of a negotiated procedure on the basis of Article 134(1)(f) of the rules of application of the Financial Regulation.

  • VI.4) Procedures for appeal

    • VI.4.1) Body responsible for appeal procedures

      E-mail: Telephone: Internet address: Fax: General Court
      rue du Fort Niedergrünewald
      2925 Luxembourg
      +352 4303-1
      +352 4303-2100
    • VI.4.2) Lodging of appeals

      Precise information on deadline(s) for lodging appeals: within 2 months of the plaintiff being notified or, failing this, of the date on which it became known to them. A complaint made to the European Ombudsman neither suspends this period nor opens a new period for lodging appeals.

    • VI.4.3) Service from which information about the lodging of appeals may be obtained

      E-mail: Telephone: Internet address: Fax: General Court
      +352 4303-1
      +352 4303-2100
  • VI.5) Date of dispatch of this notice:


Low Value Tender: