IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
1
HELLENIC REPUBLIC
MINISTRY FOR DEVELOPMENT AND COMPETITIVENESS
Managing Authority for the
Operational Programmes of the
“European Territorial cooperation" objective
TO BE POSTED ON THE INTERNET
Thessaloniki 18-09-2013
Prot. No. : 302298/ΥΔ6488
Α.D.Α. ΒΛ9ΦΦ-Β71
OPEN TENDER NOTICE
FOR THE PROJECT:
“Expert – Consultant to provide supporting the drafting the
Operational Programme IPA Cross-Border Cooperation “Greece –
former Yugoslav Republic of Macedonia" 2014 – 2020”
Contracting Authority:
Ministry for Development and Competitiveness
Managing Authority for the Operational
Programmes of the “European Territorial
Cooperation” Objective
Project:
“Expert – Consultant for supporting the
drafting of the IPA Cross-Border Cooperation
Operational Programme “Greece – former
Yugoslav Republic of Macedonia 2014 – 2020”
Budget:
Up to thirty five thousand euro (35,000.00€),
plus VAT
Financing: The project is co-financed by the European
Union and National Funds of Greece
End date for the
submission of bids: 3-10-2013 at 16.00
Location for the
submission of bids:
Managing Authority for the Operational Programmes
of the “European Territorial Cooperation” Objective ,
65, Georgikis Sholis Ave, 570001, Thessaloniki
The Programme is co-financed by the European Union
and by National Funds of the participating countries
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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PART A
The Managing Authority for the Operational Programmes of the “European
Territorial Cooperation” Objective of the Ministry of Development and
Competitiveness will award the project “Expert – Consultant for supporting
the drafting of the IPA Cross-Border Cooperation Operational Programme
“Greece – former Yugoslav Republic of Macedonia 2014 – 2020” through
the process set forth in P.D. 4/2002, as well as in the circular of the Special
Service for Strategy, Planning, and Evaluation of Development Programmes
(EYSSAAP) Prot.No. 51540/EYSSAAP 3628 (Government Gazette 1856/Β/26-11-
2010)
1. Introduction
1.1 Background Information
The ΙΡΑ Cross-Border Programme “Greece - former Yugoslav Republic of
Macedonia” 2007-2013 (hereinafter the Programme) is a European Territorial
Cooperation Programme, which is financed by the Instrument for Pre-accession
Assistance (IPA).
The general objective of IPA Programme “Greece – former Yugoslav Republic of
Macedonia" is "to increase the standard of living of the population, by promoting
sustainable local development in the cross-border area”. This general objective
will be accomplished through the following strategic priorities:
Priority 1: Enhancement of cross-border economic development
Priority 2: Promote and develop the environment and natural and cultural
resources.
Specifically the Programme aims on the one hand to enhance cross-border
economic development with the promotion of entrepreneurship and the promotion
of sustainable tourism, enabling people to people actions and facilitation of border
accessibility through small scale infrastructure, and on the other hand promote
and develop the environment and the natural and cultural resources by promoting
the protection of natural and cultural resources of the region.
The budget of the programme amounts to 31,549,722 €. For Greece the budget
amounts to 20,072,593 €, 15,054,445 € European community funds (ERDF)
corresponding to cofinance rate of 75% and 5,018,148 € national funds
corresponding to 25%. For the same actions, the total budget of the former
Yugoslav Republic of Macedonia is 11,477,129 €, of which 9.755.560 €
corresponding to 85% from European Community IPA funds and 1,721,569 €
corresponding to 15% from national funds).
Eligible areas for the programme are the regions of Florina, Pella, Kilkis, Serres
and Thessaloniki on the Greek side and Pelagonia, Vardar, Southeast and
Southwest from the side of the former Yugoslav Republic of Macedonia.
In view of the Programming Period 2014 – 2020 the consultation process between
Greece and the Former Yugoslav Republic of Macedonia has started for the
preparation of the Operational Programme IPA Cross-border Collaboration
"Greece - former Yugoslav Republic of Macedonia” 2014 – 2020 , and is expected
to be completed in the following months.
1.2 Approach
The Contractor will undertake the obligation to provide the overall scientific,
consulting and organisational support of the Managing Authority - OP European
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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Territorial Collaboration in drafting the Operational Programme IPA Cross-Border
Cooperation “Greece – former Yugoslav Republic of Macedonia 2014 - 2020",
through know-how that it possesses and its human resources.
2. SCOPE OF THE PROJECT
The scope of the Project comprises:
on the one hand ensuring efficient and multilevel support of the competent
bodies, as well as the coordination of all involved parties and stakeholders,
with respect to preparing the aforementioned Common Programme and,
on the other hand the compilation of the individual texts of the
programming process and drafting a single and coherent Programming
Document, to be submitted to the European Commission.
The working languages are English and Greek.
The contractor for project implementation should take into account the
Institutional and Regulatory Framework for Programming Period 2014-2020
COM(2010) 2020 final: COMMUNICATION FROM THE COMMISSION
EUROPE 2020: A strategy for smart, sustainable and inclusive growth
Regulation (EU, Euratom) No 966/2012 of the European Parliament and of
the Council of 25 October 2012 on the financial rules applicable to the
general budget of the Union and repealing Council Regulation No
1605/2002
COM (2011) 842 final 2011/0415 (COD)/7.12.2011 Proposal for a
REGULATION OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL
establishing common rules and procedures for the implementation of the
Union's instruments for external action
COM (2011) 838 final 2011/0404 (COD)/ 7.12./2011 Proposal for a
REGULATION OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL on
the Instrument for Pre-accession Assistance (IPA II)
Proposal for a REGULATION OF THE EUROPEAN COMMISSION for
implementation of the Regulation of the Instrument for Pre-accession
Assistance
1st and 2nd Circular for the Design and Drafting of Development
programmes for the Period 2014-2020 of EYSSAAP of the Ministry of
Development, Competitiveness and Shipping
(http://www.espa.gr/elibrary/12_1st_Egkyklios_sxediasmou2014_20.pdf)
Recent amendments of all draft Regulations are published each time on the
website:
http://ec.europa.eu/regional_policy/what/future/proposals_2014_2020_en.cfm,
whilst useful material can be found on the websites www.espa.gr and
http://www.interact-
eu.net/downloads/7723/INTERACT_HARMONISED_IMPLEMENTATION_TOOLS_
Practical_paper_for_programme_preparation_final_.pdf
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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3. DELIVERABLES AND PROJECT TIMETABLE
The deliverables and timetable for the project are described in detail in Annex II
(Terms of Reference) hereto, and constitute an integral part of the present
document.
The deliverables must be submitted in Greek and in English languages, in
three (3) copies and in electronic form.
4. PROJECT DURATION
The project is expected to be implemented in four (4) phases and a detailed
description of the schedule is set forth in Annex II (Terms of Reference) hereto,
which comprises an integral part hereof. The contractual obligation of the Contractor to deliver services to the Contracting
Authority ends with the approval of the O.P. IPA Cross-Border Cooperation
“Greece – former Yugoslav Republic" 2014 – 2020 by the European Commission.
5. PROJECT BUDGET
The budget of the Project is thirty five thousand euro (35,000.00€) maximum,
plus VAT.
The fee of the Contractor will be a lump sum for the entire scope of the Contract.
The amount of the fee will be set in accordance with his Financial Offer.
The consideration will include all fees and expenses required for the execution of
the Project without the MA of the European Programmes under Objective 3
incurring further costs, even as a result of delivering the services, and
indicatively:
The fee of the staff that the Contractor possesses.
Every expense pertaining to any third party, with respect to these
services, including contributions to Insurance Funds of any nature,
insurance against all accidents (for persons, property, etc.) or obligations
of third parties in carrying out the services hereof or as a result thereof.
Any expense related to the transportation of personnel provided by the
Contractor
No adjustment of the contractor’s fee is foreseen during the delivery of the
services to be undertaken in accordance with the relevant contract. The
Contractor shall pay any legal social security contribution and deductions for legal
entities or other organisations, which the law stipulates shall be borne by the
Contractor.
6. MANNER OF PAYMENT
The fee shall be paid upon the final and unreserved receipt of the Deliverables –
which are set forth herein and may be specified in detail in the Contract – by the
Committee for Monitoring and Receipt to be established for this purpose by the
Ministry of Development, Competitiveness, Infrastructure, Transport and
Networks.
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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7. PUBLICITY
The present invitation for the expression of interest will be translated and posted on
the website of the Contracting Authority in Greek and in English.
In application of article 30 of par. 4 of P.D. 60/2008 (Government Gazette 64
Α/16-3-2007) “Adjustment of Greek legislation to the provisions of Directive
2004/18/EC “on the coordination of procedures for the award of public works
contracts, public supply contracts and public service contracts” as amended by
Directive 2005/51/EC of the Commission and Directive 2005/75/EC of the
European Parliament and the Council of 16 November 2005”, in the event of
disagreement/contradiction of the two texts, the original is considered to be the text
published in Greek, which takes precedence over the English text.
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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PART B
AWARD PROCESS
GENERAL CONDITIONS FOR THE SUBMISSION OF A BID
The invitation to express interest is made with the aim of selecting a contractor for
the project “Expert – Consultant for supporting the drafting of the IPA
Cross-Border Cooperation Operational Programme “Greece – former
Yugoslav Republic of Macedonia 2014 – 2020” based on the provisions of
P.D. 4/2002 “Execution of technical assistance actions and management of
corresponding resources” as in effect; the circular of the Special Service for
Strategy, Planning, and Evaluation of Development Programmes (EYSSAAP) Prot.
No. 51540/EYSSAAP 3628 (Government Gazette 1856/Β/26-11-2010); and the
following general and special conditions.
1. Right to participate – Minimum participation conditions
1.1. Right to participate
A. Every natural or legal person, as well as any consortium submitting a joint
offer, cooperative or joint venture, operating legally in Greece or any other
member state of the European Union of the European Economic Area (EEA)
or third countries signatories to the Government Procurement Agreement
(GPA) of the World Trade Organisation (WTO), which was ratified by law
2513/1997 or third countries that have entered into bilateral agreements or
association and cooperation agreements with the EU, and operate lawfully in
the services sector, related to the scope of the present Tender, is entitled to
participate in the present Tender.
In the event of a consortium the following shall apply:
. Consortiums are established by decision of all their members
(partners of the association), through which their main characteristics
and the relationship between the members, as well as their share
therein are set forth. Among other things the member who is the
coordinator / lead of the consortium is designated.
. The bidding consortiums submit a joint Bid represented by a Legal
Representative who is authorized to do so, by the corresponding
administrative bodies of the financial agencies that participate in
them. The offer lists the main characteristics of the consortium, the
relationship of its members, the share of each member, as well as the
lead member thereof.
. With the submission of the Bid each member of the consortium is
jointly and severally liable before the Contracting Authority. In the
event of award - assignment of the Contract to a consortium, this
responsibility remains until the full execution of the Contract.
The consortiums do not need to have a specific legal form in order to
submit a Bid. However, they are obliged to do so if they are selected
by the Contractor, before Contract signature, if the Contracting
Authority so requests.
. In the event of consortiums or joint ventures, it is sufficient for one
member thereof to possess the requisite experience and the minimum
conditions, as these are set forth in article 1.2 of Part 2 hereof.
. Each participant, natural or legal person, cannot participate in more
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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than one bid. Natural or legal persons participating, independently or
in a joint venture or a consortium in more than one bid, are
disqualified from the tender and together with them, the bids in which
they participate are also disqualified.
Β. Any bidder can be excluded from the Tender, if he himself or if even one
member in the event of a consortium (financial agency):
a) has been convicted irrevocably for participating in a criminal organization,
bribery, fraud or money laundering.
b) is bankrupt, is being wound up, whose affairs are being administered by
the court, who has entered into an arrangement with creditors, who has
suspended business activities or who is in any analogous situation;
c) is the subject of proceedings for a declaration of bankruptcy, for an order
for compulsory winding up or administration by the court or for an
arrangement with creditors or of any other similar proceedings;
d) has been convicted of an offence concerning his professional conduct;
e) has been guilty of grave professional misconduct proved by any means by
the Contracting Authority;
f) has not fulfilled obligations relating to the payment of social security
contributions;
g) has not fulfilled obligations relating to the payment of taxes and duties;
g) is guilty of serious misrepresentation or omission to supply information
The following shall also be excluded:
a) The participant / bidder who has not submitted all the supporting
documents set forth in the present notice, and/or has violated any of the
obligations set forth in the present tender document.
b) The participant / bidder who has not submitted all documents required
officially translated into Greek.
c) The participant / bidder who has been excluded from tenders for public
procurements by decision of the Minister of Development.
d) The participant / bidder who has lost the right to participate in public
tenders by decision of another public service or legal entity of public law or
agency of the broader public sector, because of not fulfilling his contractual
obligations.
e) Natural or legal persons from abroad who have been subjected to
penalties similar to the aforementioned.
f) Consortia when one of the reasons for exclusion set forth in the present
paragraph applies to at least one member thereof.
g) Legal persons, whose representative has not submitted during bid
submission the appropriate proof or representation.
h) The participant / bidder who has submitted an offer for only part of the
Project.
i) The consortia / joint ventures that submit a joint offer and do not submit
the agreement among the members, with respect to the specific project.
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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1.2. Conditions for participation
The prospective Contractor should have proven professional experience and the
necessary training to carry out the project, so as to be able to meet its demands,
as set forth in the present Notice.
Specifically, the prospective Bidder should operate in the field of the services that
are the subject of the present notice, as specified in Part 1 hereof and specifically
advisory and support services in issues of assessing and managing projects and
operational programmes.
Moreover, he must employ in his business or have the possibility to directly enter
into an agreement to cooperate with the personnel deemed necessary for the
provision of the services under this notice.
Specifically, the Contractor should establish a project team, which will be made up
of members capable of carrying out the project correctly. The project team should
have at least four (4) members and have the necessary scientific training and
experience in services with the same or related scope as those of the project.
One of the Project Team members will be designated as Project Manager (PM)
and will undertake the technical design, coordination of the other members of the
Project Team, and a large part of project implementation. The Project Manager
should have at least 10 years of experience in similar advisory and support
services in matters of strategic design and management of operational
programmes and projects, as well as experience in project team management.
The PM is expected to have a large degree of practical involvement in carrying out
the project, and not only administrative duties.
The remaining Project Team members shall have at least five years of
experience in services of the same or related scope as those required for carrying
out the project. Together, the four main members of the Project Team should
more than cover the cognitive scope / experience of the services required.
2. BIDS
2.1. Deadline for the Submission of Bids
The deadline for the submission of bids ends on 3-10-2013 at 16.00 hrs. After
bid submission no additional supplementary or clarifying information is accepted
besides what is requested by the Bid Evaluation Committee. Counter offers, offers
for a part of the project tendered and alternative offers shall not be accepted.
2.2. Drafting of Bids
Because the Greek language has been legislatively established as the official
language for all Greek State administrative functions and in proportional
enforcement of article 8 of Circular with serial No. 14873/395/4-4-2006 of the
Ministry of Economy and Finance “General rules for tendering", any bid in order to
be accepted must be written in Greek as refrenced by the paragraphs 2.5, 2.6 and
2.7 listed below.
2.3. Submission of Bids
— Bids must be submitted to the Managing Authority for Operational Programmes
of the “European Territorial Cooperation” objective, 65 Georgikis Sholis Ave,
57001, Thessaloniki by 3-10-2013 at 16.00 hrs The date is proven only by
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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the incoming [documents] protocol of the Managing Authority for the
Operational Programmes of the “European Territorial Cooperation” objective.
— Offers will be accepted that are submitted via:
1. The Hellenic Post
2. Mail Courriers
3. Authorised representatives
In all events, bids should have received a protocol number from the above service
up to the deadline of 3-10-2013 at 16.00 hours.
Bidders can address questions that they may have with respect to the present
invitation to express interest by 23-9-2013 to the Managing Authority for the
Operational Programmes of the “European Territorial Cooperation” objective and
send them by email to [email protected] or by fax to 2310-469600 marked
“Expert – Consultant for supporting the drafting of the IPA Cross-Border
Cooperation Operational Programme “Greece – former Yugoslav Republic
of Macedonia 2014 – 2020”, for the attention of Mr. A. Samaras.
The Committee for Bid Evaluation may request clarifications on the legally
submitted supporting documents set forth in articles 2.5, 2.6 and 2.7 and the
prospective Contractors are obliged to provide clarifications within two (2) working
days from the date of the relevant request being submitted by the Bid Evaluation
Committee. In the event that the clarifications requested by the Committee are
not submitted in the appropriate manner and within the above deadline, the bid is
disqualified by the Committee. Only those points of the clarifications given by the
bidder that relate to clarifications requested shall be taken into account
- The envelopes with the bid copies must have the name and address of the
bidder written on them, as well as:
Bid
“Expert – Consultant for supporting the drafting of the IPA Cross-Border
Cooperation Operational Programme –“ Greece – the former Yugoslav
Republic of Macedonia 2014 – 2020”
Ministry of Development and Competitiveness
Managing Authority for the Operational Programmes of the “European Territorial
Cooperation” Objective
65, Georgikis Sholis Ave, 570001, Thessaloniki (2nd floor)
Bid Date: (date)
“Not to be opened by the postal service or protocol”
- Self adhesive envelopes, which can be unsealed and re-sealed without leaving
a trace should not be used.
- The envelope for each bid must be accompanied by a special cover letter,
which must mention the body or consortium submitting the bid.
- Each bid envelope must include the following three (3) individual envelopes:
1. The “SUPPORTING DOCUMENTS” Envelope, containing the ORIGINAL
and a copy, whose contents are described in detail under Point 2.5. This
envelope should contain a file with project team CVs in electronic format
(CD).
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2. The “TECHNICAL OFFER” Envelope, containing the ORIGINAL and a copy,
whose contents are described in detail under Point 2.6. This envelope
should contain a file with the Technical Offer in electronic format (CD).
3. The “FINANCIAL OFFER” envelope which is sealed on penalty of
disqualification and contains only one (1) original of the Financial Offer of
the bidders. The contents of the financial offer are outlined under Point 2.7.
Offers submitted after the stipulated date 3-10-2013 and until 16.00 hours
shall not be taken into account. The submission of the bid automatically implies
the full and unreserved acceptance of all the terms of the Invitation by the
bidder.
2.4 Validity of the bids
The bids shall bind the bidders for 150 calendar days after the deadline for bid
submission. If requested an extension may be given for an equal period of time.
The bids should not have scrapings, deletions, additions or corrections. If the bids
have any correction, this must be clearly written and initialled by the bidder and
the competent body for the receipt and unsealing of the offers, upon performing
its check shall clearly write out any correction, initial and stamp it. The bid shall be
rejected if it has corrections that render it unclear in the opinion of the Bids
Evaluation Committee.
Counter offers are not accepted.
2.5 Contents of the folder “Supporting Documents”
The bidders will submit together with their bid the following supporting documents
in Greek in the "SUPPORTING DOCUMENTS” sub-envelope. Otherwise the bidder
will be disqualified from the tender process for the project. The supporting
documents that are issued outside of Greece will be accompanied by their official
translation into Greek on penalty of disqualification. Specifically, the sub-envelope
“SUPPORTING DOCUMENTS” includes the following supporting and other
documents:
1. Updated articles of association of the body or any other information which
stems from the main scope of its activity (e.g. certificate for exercising a
profession from the competent Public Authority, Government Gazette with
incorporation of the company, whenever required etc.)
2. In the event of a joint venture or consortium, a cooperation agreement that
designates the representative of the Consortium or the Joint Venture during
tender participation, who is authorised to sign the bid documents on behalf of
the joint venture or consortium, as well as any other document related to the
tender.
3. A solemn declaration of L. 1599/1986, stating that up to the date of bid
submission:
(a) the bidder is registered with the competent professional registry,
Chamber or professional association;
(b) the bid was drafted in accordance with the terms of the present
invitation, of which he was informed.
(c) the offer submitted covers the entire project;
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(d) the information set out in the offer is accurate and true;
(e) the bidder has no outstanding tax obligations;
(f) the bidder has no outstanding social security obligations;
(g) has not been convicted for a crime and is not in one of the legal statuses
set out in par. 1.1.B
4. Detailed curricula vitae of the executives from which the formal qualifications
and the general and special experience of the Project Team Executives can
be derived with respect to what is set forth in article 1.2 hereof. The curricula
vitae must be accompanied by a Solemn Declaration of L. 1599/1986 stating
that the information provided is accurate and true.
5. The filled in version of Table 1 below, which sets out in detail the involvement
of each of the proposed members of the Project Team.
TABLE 1: DETAILED ON PROJECT TEAM EMPLOYMENT
Company :
Team member: Duties in the Man-months (or
Team man-days) offered in the context of
the project
e.g. 6 man-months
. If the project team members are not permanent staff of the bidder, each of
them has to submit a solemn declaration that there is a collaboration
agreement in place for the entire duration of the present project
and that they accept the terms of the present tender. During the
contract term the members of the project team can only be replaced upon
written approval of the Contracting Authority and provided that the
Contracting Authority is notified in a timely manner. Moreover, the
Contracting Authority retains the right to request that any member of the
Project Team be replaced with a member with similar know-how and
experience.
In the event of one or more natural or legal persons submitting an offer jointly,
each member of the consortium is obliged to submit the above supporting
documents.
It should be noted that any solemn declaration to be submitted as set forth above,
shall also have validation by a competent authority with respect to the signature
affixed belonging to the person making the statement.
2.6. Contents of the “Technical Offer” envelope
The “TECHNICAL OFFER” envelope is divided into the following sections whose
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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contents are outlined below:
— A detailed presentation of the proposal and understanding of the Project
requirements.
— Methodology for the implementation of the Project
— Capacity and effectiveness of the organisation of the Project Team
2.6.1. Detailed presentation of the proposal and understanding of the
Project requirements.
The section “Detailed presentation of the proposal and understanding of
the Project requirements” contains a detailed description of the reference
framework of the project and the demands projected in view of the deliverables
required for project completion, as set forth below in Annex II Terms of Reference
hereto.
2.6.2. Methodology for the implementation of the Project
The section “Methodology for the implementation of the Project" contains a
detailed description of the manner in which the Bidder aims to approach the
project. The detailed proposal for the project will include the bidder’s methodology
for meeting project sections, the necessary information and data to be collected,
the possible problems foreseen to arise, as well as the manner in which they are to
be tackled, the level of analysis, the manner in which information and findings will
be presented and the support tools for implementing the present project, as well
as the implementation schedule.
2.6.3. Capacity and effectiveness of the organisational configuration of
the Project Team
The section “Capacity and effectiveness of the organisational configuration
of the Project Team” contains a detailed description of the Project Team and its
organisation, as well as the proposed manner in which the members of the Project
Team will be organised and coordinated and the proposed means of
implementation for the more effective execution of the project.
2.7. Contents of the “Financial Offer” envelope
The envelope “FINANCIAL OFFER” will contain the total financial offer for the
execution of the Project, written in words and in figures, in EURO, with and without
VAT. The financial offer is signed by a legal representative of the bidder or legal
representatives of the bidders.
2.8 Binding nature of the bid
The bidder by virtue of his bid commits himself to implement the project in the
specified time, quality and level in accordance with his offer and the terms of the
Invitation to Express Interest.
For this reason, the bidder’s offer must describe the manner of implementation
and the proper execution of the Project, as well as its total cost.
3. CHOICE OF CONTRACTOR
3.1. Tender Conduct Committee
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The bid evaluation will be done by the Tender Conduct Committee, to be
established by the Ministry of Development and Competitiveness by drawing lots,
in accordance with the procedure set forth in article 26 of L. 4024/2011.
Specifically, the Committee is responsible for receiving, unsealing and evaluating
the offers, their final score, ranking, as well as investigating any objections. The
Commission drafts its Minutes and makes its recommendation to the competent
body with respect to the award of the contract and contract signature.
The Committee retains the right, after assessing the technical offers, to request of
the bidders to give a presentation of their technical offer in English.
3.2. Selection Procedure and Award of the Project
The contractor will be selected based on the most advantageous offer. The offer
evaluation procedure will include the following:
— Checking of the supporting documents for participation. In each instance
whereby in checking of the supporting documents for participation, proposals
are rejected, the competent committee draws up minutes, which justify the
rejection. The evaluation of the Bid is only done for those bids deemed
to comply with the stipulated conditions after the supporting
documents for participation have been checked.
— Evaluation of the Minimum Participation Conditions
In the event that a bid does not meet the above conditions, it is excluded from the
rest of the procedure by virtue of the minutes of the Committee containing the
justification, whilst the Technical and Financial offer Envelopes are returned
unsealed.
— Evaluation of the Technical Offer, based on the content of the “TECHNICAL
OFFER” envelope.
The minutes of the Tender Conduct Committee with respect to the
procedure for checking the supporting documents for participation, are
sent to be approved by the Contracting Authority, so that an executable
administrative act can be issued, which is then sent to the bidders.
— Evaluation of the Financial Offer, based on the content of the “FINANCIAL
OFFER” envelope.
— Final Assessment.
The minutes of the Tender Conduct Committee with respect to the
procedure for the evaluation of the financial offers and the final evaluation
are sent to be approved by the Contracting Authority, so that an
executable administrative act can be issued, which is then sent to the
bidders.
The Project will be assigned based on the most advantageous Bid, which will arise
from weighting the score from the evaluation of the Bidders with respect to the
technical criteria and the corresponding financial offers.
3.3 Technical Offer Evaluation
Those offers considered to be acceptable and which were not rejected for
any reason in a previous stage of the tender are then graded and ranked.
To this end the following formula is applied based on the score in three
criteria (Β1, Β2, Β3 ) with the corresponding weighting criteria (α, β, γ):
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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ΒΤ = α * Β1 + β * Β2 + γ * Β3
Where:
Βτ = Technical offer score
Β1 = Technical offer score for the first criterion
Β2 = Technical offer score for the second criterion
Β3 = Technical offer score for the third criterion
The weighting factors for the individual criteria are given in the following
table.
CRITERIA WEIGHTING
FACTOR
a. Clarity of the proposal and understanding of the Project
requirements.
20%
b. Project Implementation Methodology and Project
Management Methodology
40%
c. Staffing of the project Team, specific roles and duties for
implementing various phases and degrees of involvement.
Effectiveness and efficiency of organisation.
40%
TOTAL SUM 100%
Each member of the Committee will grade each criterion of the technical
assessment with a score from 80 to 120. Scores under 80 correspond to offers
that do not cover the tender requirements, and therefore will be rejected. Scores
of 100 correspond to offers that fully meet the requirements of the tender. Scores
over 100 correspond to offers that more than meet the requirements of the tender
and offer additional services to the Contracting Authority in the context of the
project.
The Committee’s score for each criterion is the sum total of the scores of all the
members of the Committee divided by the number of its members. This score is
multiplied by the weighting factor of the criterion giving the score of the offer for
the specific criterion. The sum of the scores of all criteria gives the Score for the
Technical Offer.
3.4 Financial Offer
For the comparative scoring of the financial offers that were judged to be
acceptable and were not rejected at a previous stage of the tender process, the
Evaluation Committee takes into account the cost of each offer, as given by the
bidder in the FINANCIAL OFFER TABLE FOR THE MAIN PROJECT.
Which is determined as:
Bκ = Total project value without VAT
In the event of unusually low offers, before rejecting the above offers, the
Contracting Authority will request clarifications in writing about the make up of the
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
15
offer and can take into account the explanations pertaining to the financial nature
of the services delivered, or the chosen technical solutions or the exceptionally
beneficial conditions under which the bidder will provide the service or the
originality of the bidder’s plan. If the explanations are not deemed to be
completely satisfactory the bid is rejected.
3.5 Final Assessment
After the completion of the technical and financial evaluation according to the
above, the committee ranks the offers in a Table, by decreasing order of the final
score:
ΒΤ ΜΙΝΚ
Βi = 0,8 ----- + 0,2 ----------
ΜΑΧΤ ΒΚι
where:
Bi =the total score of bidder i.
Bτ = the score for the technical evaluation of bidder i.
BK = the total cost of the financial offer of bidder i.
MAXτ = The best technical score amongst the bidders
ΜΙΝΚ = The lowest financial offer amongst the bidders
The calculation of Bi is done to the fifth decimal. The sixth decimal is deleted if
equal to 0,1,2,3,4. It is rounded up if equal to 5,6,7,8 and 9.
In the event of a tie, the offers with the same score are ranked in decreasing
order of the technical evaluation score (Β).
The offer ranked highest in the table of Bi scores is considered to be the most
advantageous offer.
4. CONTRACT AWARD - SIGNATURE
The minutes of the Tender Conduct Committee with respect to the evaluation of
the financial offers and the recommendation on the final ranking of the bidders are
sent for approval by the Contracting Authority and then sent to the bidders.
The competent body issues a decision on awarding the contract and invites the
contractor to sign the relevant contract.
The contract to be signed shall set forth the manner of payment of the Contractor,
which will be linked to the deliverables.
Upon the decision to award the contract and prior to the signature of the contract,
the Contractor is called upon to submit:
. An extract from Criminal Records for general use or equivalent document
by an appropriate administrative or judicial authority of the country of
establishment demonstrating that the Chairman, CEO and BoD members
have not been convicted of any offence related to their professional
activity.
. Certification from the appropriate judicial or administrative authority,
issued within the last six months before submission, certifying that that the
Bidder is not bankrupt or being wound up, his affairs are not being
administered by the court, he has not suspended business activities, he has
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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not entered into an arrangement with creditors or any analogous situation
and furthermore that he is not the subject of proceedings for declaring
bankruptcy, for an order for compulsory winding up or administration by
the court or of an arrangement with creditors or of any other similar.
Tax Clearance Certificate.
A solemn declaration of Law 1599/1986, with validation as to the signature
affixed belonging to the person making the declaration, in which the
contractor shall list all the social security organization to which he pays
contributions for the personnel employed by him.
Certificates by all of the above social security organisations listed in the
Solemn Declaration of the contractor, indicating that the bidder has no
outstanding obligations with respect to social security contributions.
Good performance guarantee which corresponds to 10% of the total
Project budget, not including option and VAT. The Good Performance
Guarantee is returned after the final delivery of the Project. The Good
Performance Guarantee is drafted according to the template (Annex I) and
is issued by credit institutions or other Legal entities that lawfully operate
in the member states of the European Union and are entitled to do so
according to the legislation of the member states.
THE MINISTER
FOR DEVELOPMENT AND COMPETITIVENESS
KONSTANTINOS XATZIDAKIS
Internal Distribution :
ο Office of Minister Mr. K. Xatzidakis
ο Office of General Secretary of Investments and Development Mr. G.
Giannousis
ο Office of General Director Mr. K. Koukolias
ο Service for the Management of the Operational Programmes of the
“European Territorial Cooperation” Objective, Supervisor’s Office, Units A,
B1 & D
ο Joint Technical Secretariat of the Cross-Border Cooperation Programme
“Greece – former Yugoslav Republic of Macedonia 2007 – 2013”
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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ANNEX I
TEMPLATE OF THE LETTER OF GUARANTEE
FOR THE GOOD PERFORMANCE OF THE CONTRACT
(contract no or prot. no. of Award Decision)
TO The Ministry of Development and Competitiveness
Managing Authority for the Operational Programmes
“European Territorial cooperation" objective
LETTER OF GUARANTEE NO… FOR THE AMOUNT OF … EURO
Hereby we notify you that we are explicitly, irrevocably and unreservedly, liable
before you in full, and as the debtors for
............................ for the amount in euro kept at the disposal of your Service.
1. We expressly and irrevocably waive our right of objection against you with
respect to the benefit of division and discussion, our right to raise all the
objections of the principal debtor against you, even non person related
objections, and particularly any other objection set forth in articles 852-855,
862- 864 and 866-869 of the Greek Civil Code as well as of our rights
stemming from said articles.
2. In the event that in your own free and non prejudiced judgment you notify
us in writing that [the contractor] has failed to fulfill his obligations
described under 1 above, we hereby state that we undertake to pay hereby
without any objection, the above amount of the guarantee, in full or in part,
according to your instructions and within three (3) days of your request.
The amount forfeited will be subject to a fixed stamp duty.
3. Payment of the above guarantee shall not require any authorization or
action of consent nor shall any appeal or reservation or claim to arbitration
or courts demanding the non forfeiture of the letter of guarantee or its
replacement by court administered escrow be taken into account.
4. We hereby also confirm that the present guarantee will remain in full
validity until the present letter of guarantee is returned to us accompanied
by your written notification that you release us from the present guarantee.
Until that time, we shall remain liable to you for immediate payment of the
amount of the guarantee.
6. We hereby confirm that the amount of all the Letters of Guarantee in effect
provided by our Bank to the Public Sector and Legal Entities of Public Law,
together with the amount of the present guarantee, do not exceed the limit
set by the Law for our Bank.
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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ANNEX II
TERMS OF REFERENCE
1. Support objectives
The Contractor’s project aims at the overall scientific, advisory, organisational
and secretarial support of the Managing Authority for the Operational
Programmes of the “European Territorial Cooperation” during the consultation
process with the institutional and other bodies as well as in drawing up the
Operational Programme IPA Cross-Border Cooperation “Greece - former Yugoslav
Republic of Macedonia 2014 - 2020", taking into account the relevant time
constraints and the timetables of the European Commission and the Ministry of
Development and Competitiveness for designing the Programming Period 2014-
2020.
2. The Contractor’s work
I) Overall support of the procedures for drafting the Operational
Programme IPA Cross-Border Cooperation “Greece - former Yugoslav Republic of
Macedonia 2014 - 2020".
For this purpose the Consultant will continuously work together with the
corresponding Programme Design Team that will be designated in collaboration
with the former Yugoslav Republic of Macedonia.
Specifically, the Consultant:
i) Will support and facilitate the work of the Programme Design Team, as
required on a case by case basis.
ii) In collaboration with the Managing Authority and the Joint Technical
Secretariat of the O.P. IPA Cross-Border Cooperation Programme “Greece –
former Yugoslav Republic of Macedonia 2007 – 2013”, the Contractor will support
the Design Team’s meetings with the stakeholders of the O.P., whereby on the
basis of the above the Contractor will provide the necessary secretarial support
and will prepare the relevant supporting material.
iii) Will submit proposals on methodology both with respect to the course
of the drafting procedures for the new Programmes, as well as with respect to
the new Programme.
iv) The Contractor will facilitate the coordination of the consultations
between the parties involved in the Programme being drafted.
v) Will support the Managing Authority and the Design Team in
coordinating the overall design process of the Operational Programme IPA Cross-
Border Cooperation “Greece - former Yugoslav Republic of Macedonia 2014 -
2020".
vi) Will provide his services up until the final approval of the Programme
by the European Commission.
vii) will report to the Programme Design Team established by both
countries.
II. Support for drafting the Operational Programme IPA Cross-Border
Cooperation “Greece - former Yugoslav Republic of Macedonia 2014 - 2020".
.
For this purpose the Consultant:
i) Will follow the Structure and Contents Plan, formulated so far by the
EU, to which he will adapt any future amendments, according to the guidance
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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given in the relevant Regulations, Directives and other working documents of the
European Union.
ii) Will collect, process, compile and present the necessary information
that will facilitate the work of the Programme Design Team and the Managing
Authority to develop and formulate the Programme strategy.
Indicatively, this entails:
(a) Presentation and analysis of the state-of-play in the collaborating countries,
as well as the broader socioeconomic environment of the joint Programme, with
special emphasis on the eligible areas.
(b) Evaluation of the results of the previous Programming Period 2007 – 2013.
(c) Determination of the programme objectives, strategies and priorities, in
accordance with the relevant Regulations and/or the Draft Regulations of the
European Union and/or related texts of an institutional nature, such as Directives,
Guidelines, etc., and in accordance with Development Planning of the two
countries, the Regional Planning in the eligible area and particularly the National
Strategic Reference Plans for Greece and the former Yugoslav Republic of
Macedonia and the Cooperation Agreements between the two countries and the
European Commission.
iii) Will determine the necessary quantifiable targets and will develop a
System of Indicators for the Programme. The said System of Indicators hould be
based chiefly:
(a) On the requirements of the related Regulations, Directives, Working
Documents and other related texts of an institutional nature of the European
Union.
(b) On the input from various sources in the cooperating countries (e.g. the on
going evaluation of the O.P., the official statistics, etc.)
(c) On the experience (data and other information) of the present programming
period.
iv) Will perform a S.W.O.T. analysis of the Joint Programme. For the said
analysis, the Consultant must also take into account the current Programme, but
must also collect and process additional information in collaboration with the two
cooperating countries.
v) Will prepare and propose matters that pertain to the Programme
budget, such as the allocation of the available resources with respect to the
Intervention Axes, the Thematic Priorities and the financing tables.
vi) Will formulate recommendations with respect to the necessary
institutional and organizational adjustments that are preconditions for the
effective implementation of the new Programme, in accordance with the
regulatory framework governing the design for the period 2014 – 2020.
vii) During the delivery of services, the Consultant will work together with
the stakeholders of the Operational Programme, as well as anyone else indicated
by the Contracting Authority and particularly the Consultants for the Evaluation
of the O.P. IPA Cross-Border Collaboration “Greece – former Yugoslav Republic of
Macedonia 2007-2013”, the Ex Ante Evaluation of the O.P. IPA Cross-Border
Collaboration “Greece – former Yugoslav Republic of Macedonia 2014-2020” and
the Strategic Environmental Assessment of the O.P. IPA Cross-Border
Collaboration “Greece – former Yugoslav Republic of Macedonia 2014-2020”.
The Consultant after timely notification by the Contracting Authority is obliged to
be present at the technical or other meetings related to designing the O.P. IPA
Cross-Border Collaboration “Greece – former Yugoslav Republic of Macedonia
2014-2020”, which take place at the registered offices of the Managing Authority
or elsewhere.
Based on the above, the Consultant will proceed to compile a single – coherent
text - the Joint Programming Document - that will be proposed for submission to
the European Commission.
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
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The Contracting Authority may ask the Consultant to draft relevant Special
Reports and Presentations in English, which will accompany the text of the Joint
Programming Document.
3. Implementation Stages – Project Deliverables
In accordance with the above, the Consultant must deliver as a print out
and in electronic form the following deliverables:
1st Deliverable
Finalising the methodology for drafting and the structure and content plan
for the O.P. IPA Cross-Border Collaboration “Greece – former Yugoslav Republic
of Macedonia 2014-2020”, accompanied by a report – progress report on the
drafting procedures, which will outline inter alia the support actions of the
Consultant, in two (2) months from contract signature.
The fee of the Consultant for the said deliverable will amount to 20% of
the total agreed fee.
2nd Deliverable
The draft of the Joint Programming Document of O.P. IPA Cross-Border
Collaboration “Greece – former Yugoslav Republic of Macedonia 2014-2020” to be
proposed for submission to the European Commission, accompanied by a report –
progress report on the drafting procedures, which will outline inter alia the
support actions of the Consultant, in five (5) months from contract signature
The fee of the Consultant for the said deliverable will amount to 20% of
the total agreed fee.
3rd Deliverable
The final text of the Joint Programming Document of O.P. IPA Cross-
Border Collaboration “Greece – former Yugoslav Republic of Macedonia 2014-
2020” to be submitted to the European Commission, accompanied by a report –
progress report of the drafting procedures, which will outline inter alia the
support actions of the Consultant, in eight (8) months from contract signature
The fee of the Consultant for the said deliverable will amount to 40% of
the total agreed fee.
4th Deliverable
Report which will describe the services delivered by the Consultant to the
Contracting Authority during the time period from the submission for approval of
the Joint Programming Document for the O.P. IPA Cross-Border Collaboration
“Greece – former Yugoslav Republic of Macedonia 2014-2020” by the
Management Authority up until the final Approval Decision is issued by the
European Commission.
The fee of the Consultant for the said deliverable will amount to 20% of
the total agreed fee.
All of the deliverables will be submitted to the tender Monitoring
Committee in Greek and in English and in three (3) copies in print out and
electronic form.
4. Support team specifications
All proposals must include:
A description of the company / expert of the legal / natural person that
will carry out the study,
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
21
A description of previous services related to the present services, setting
out the amount of the contract, the service delivery date and the
contracting authority.
A description of the qualifications of the person (or project team) that will
support MA OP ETC, which will set out their experience and knowledge in
the sector of strategic planning and implementation of the structural fund
programmes and the eligible area of Programme implementation.
5. Timetable
The indicative timetable for the contract and the deliverables plan is shown in the
following Gantt chart.
IPA Cross-Border Programme “Greece – former Yugoslav Republic of Macedonia” 2007 - 2013
22
ID Work Title M1 M3 M4 M6 M7 M9 M10 M11 M12 M13 M14
1
Project Timeplan: Expert – Consultant for the drafting of the Operational Programme
IPA Cross-Border Cooperation “Greece – former Yugoslav Republic of Macedonia"
2014 – 2020
2ACTION 1: Finalisation of the methodology for drafting the structure and content for
the "Greece-the former Yugoslav Republic of Macedonia 2014-2020"
3
1st Deliverable: Methodology and drafting of the structure and content for the O.P IPA
Cross-Border Cooperation "Greece - former Yugoslav Republic of Macedonia 2014-
2020"
¤
4
ACTION 2: Composition of the Draft of the Joint Programming Document of O.P. IPA
Cross-Border Cooperation “Greece – former Yugoslav Republic of Macedonia 2014-
2020”
52nd Deliverable: Draft of the Joint Programming Document of O.P. IPA Cross-Border
Cooperation “Greece – former Yugoslav Republic of Macedonia 2014-2020” ¤
6
ACTION 3: Composition of the f inal text of the Joint Programming Document of O.P.
IPA Cross-Border Cooperation “Greece – former Yugoslav Republic of Macedonia
2014-2020”
73th Deliverable: The f inal text of the Joint Programming Document of O.P. IPA Cross-
Border Cooperation “Greece – former Yugoslav Republic of Macedonia 2014-2020” ¤
8
ACTION 4: Submission of reports w hich w ill describe the services delivered during
the time period from the submission for approval of the Joint Programming Document
for the O.P. IPA Cross-Border Cooperation “Greece – former Yugoslav Republic of
Macedonia 2014-2020” by the Management Authority up until the f inal Approval
Decision is issued by the European Commission.
9
4th Deliverable: Reports w hich w ill describe the services delivered during the time
period from the submission for approval of the Joint Programming Document for the
O.P. IPA Cross-Border Cooperation “Greece – former Yugoslav Republic of
Macedonia 2014-2020” by the Management Authority up until the f inal Approval
Decision is issued by the European Commission.
¤
M2 M5 M15*M8
* The deadline for the completion of the fourth deliverable depends on the date of approval of the O.P by the European Commission.
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