ENPI — Supply, installation and upgrade of hardware and DocuWare solution for the electronic document management system of the Civil Status and Passport Directorate — Ministry of Interior of the Hashemite Kingdom of Jordan

Description

17/06/2017    S115    External aid programmes - Supplies - Contract notice - Open procedure 

Jordan-Amman: ENPI — Supply, installation and upgrade of hardware and DocuWare solution for the electronic document management system of the Civil Status and Passport Directorate — Ministry of Interior of the Hashemite Kingdom of Jordan

2017/S 115-230941

Supply contract notice

Location — Jordan

1.Publication reference:
EuropeAid/138764/IH/SUP/JO.
2.Procedure:
International open.
3.Programme title:
Support to the implementation of the action plan programme IV (SAPP-IV).
4.Financing:
Financing agreement ‘Support to the action plan programme (SAPP-IV)’ No ENPI/2013/024-775.
5.Contracting authority:

The Ministry of Planning and International Cooperation, Amman, HASHEMITE KINGDOM OF JORDAN.


Contract specifications

6.Description of the contract:
The subject of the contract shall be the supply, delivery, upgrade, installation, and commissioning, training, maintenance and after-sales services of hardware and software solution of the electronic document management system (EDMS) of the Civil Status and Passport Directorate of the Ministry of Interior of Jordan.
The targeted solution must imperatively be evolutionary in order to be gradually deployed in the various structures and the different distant sites, as well as to answer users" expectations concerning the electronic management of all documents and files of the CSPD, whatever their origin (internal or external to the Ministry), their medium (paper, electronic) and their destination.
7.Number and titles of lots:
1 lot only.


Terms of participation

8.Eligibility and rules of origin:
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 the 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 22 below). Participation is also open to international organisations.
All supplies under this contract must originate in 1 or more of these countries.
9.Grounds for exclusion:
Tenderers must submit a signed declaration, included in the tender form for a supply contract, to the effect that they are not in any of the situations listed in point 2.3.3 of the ‘Practical Guide’.
10.Number of tenders:
Tenderers may submit only 1 tender per lot. Tenders for parts of a lot will not be considered. Any tenderer may state in its tender that it would offer a discount in the event that its tender is accepted for more than 1 lot. Tenderers may not submit a tender for a variant solution in addition to their tender for the supplies required in the tender dossier.
11.Tender guarantee:
No tender guarantee is required.
12.Performance guarantee:
The successful tenderer will be asked to provide a performance guarantee of 10 % of the amount of the contract at the signing of the contract. This guarantee must be provided together with the return of the countersigned contract no later than 30 days after the tenderer receives the contract signed by the contracting authority. If the selected tenderer fails to provide such a guarantee within this period, the contract will be void and a new contract may be drawn up and sent to the tenderer which has submitted the next cheapest compliant tender.
13.Information meeting and/or site visit:
No information meeting is planned.
14.Tender validity:
Tenders must remain valid for a period of 90 days after the deadline for submission of tenders. In exceptional circumstances, the contracting authority may, before the validity period expires, request that tenderers extend the validity of tenders for a specific period (see paragraph 8.2 of the instructions to tenderers).
15.Period of implementation of tasks:
The period of implementation of tasks is 120 days from the commencement order until the provisional acceptance.


Selection and award criteria

16.Selection criteria:
The following selection criteria will be applied to tenderers. In the case of tenders 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 tenderer (based on i.a. item 3 of the tender form for a supply contract). In the case of the tenderer 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.
The selection criteria for each tenderer are as follows:
a. the average annual turnover of the tenderer for the past 3 years must exceed 2 times the value of the financial proposal of the tenderer; and
b. 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 tenderer (based on i.a. items 4 and 5 of the tender form for a supply contract). The reference period which will be taken into account will be the last 3 years from the submission deadline:
a. the tenderer must have at least 2 permanent staff currently working for the tenderer in fields related to the contract.
3) Technical capacity of tenderer (based on i.a. items 5 and 6 of the tender form for a supply contract). The reference period which will be taken into account will be the last 3 years from the submission deadline:
a. the tenderer has delivered supplies under at least 2 contracts with a budget for each contract of at least 300 000 EUR in the same field which were implemented during the period of reference.
This means that the contract the tenderer refers to could have been started or completed at any time during the indicated period but it does not necessarily have to be started and completed during that period, nor implemented during the entire period. Tenderers are allowed to refer either to projects completed within the reference period (although started earlier) or to projects not yet completed. In the first case the project will be considered in its whole if proper evidence of performance is provided (statement or certificate from the entity which awarded the contract, final acceptance). In the case of projects still ongoing only the portion satisfactorily completed during the reference period will be taken into consideration. This portion will have to be supported by documentary evidence (similarly to projects completed) also detailing its value.
Capacity-providing entities:
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. Some examples of when it may not be considered appropriate by the contracting authority are when the tenderers rely in majority on the capacities of other entities or when they rely on key criteria. If the tenderer relies on other entities it must 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 and notably that of nationality, as the economic operator. Furthermore, the data for this third entity for the relevant selection criterion should be included in the tender in a separate document. Proof of the capacity will also have to be furnished when requested by the contracting authority.
With regard to technical and professional criteria, a tenderer may only rely on the capacities of other entities where the latter will perform the tasks 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.
17.Award criteria:
Price.


Tendering

18.How to obtain the tender dossier:

The tender dossier is available from the following Internet address: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome

Tenders must be submitted using the standard tender form for a supply contract included in the tender dossier, whose format and instructions must be strictly observed.
Tenderers with questions regarding this tender should send them in writing to:

Ms Sawsan Abu Alganam, PAO, Senior Procurement Officer, Ministry of Planning and International Cooperation, 3rd circle, Zahran St., PO Box 555, Amman — 11118, JORDAN. Fax + 962 6 4611669. E-mail: Sawsan.AbuAlganam@mop.gov.jo

(mentioning the publication reference shown in item 1) at least 21 days before the deadline for submission of tenders given in item 19. The contracting authority must reply to all tenderers" questions at least 11 days before the deadline for submission of tenders. Eventual clarifications or minor changes to the tender dossier shall be published at the latest 11 days before the submission deadline on the EuropeAid website at https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome

19.Deadline for submission of tenders:
21.8.2017 (11:00), Jordan time.
Any tender received by the contracting authority after this deadline will not be considered.
20.Tender opening session:
21.8.2017 (13:00), Jordan time.
21.Language of the procedure:
All written communication for this tender procedure and contract must be in English.
22.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 and ENPI. See Annex A2 of the ‘Practical Guide’.