INVITATION TO TENDER by dfgh4bnmu

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									                    TENDER INSTRUCTIONS

                                 Restricted tender


                   Framework agreement for

                        MONITORING AGENTS

           For the EEA / NORWAY Grants

       Financial Mechanisms 2004-2009




Financial Mechanism Office, 12/16, Rue Joseph II, 1000 Brussels, Belgium . Tel: +32 (0)2 286 17 01 . Fax: +32 (0)2 211 18 89.

                                        Email: fmo@efta.int . www.eeagrants.org
1.     THE TENDERING AND PROCUREMENT PROCESS


Procurement procedure
This procurement will be made in accordance with Council Directive 2004/18/EC of 31
March 2004 on the coordination of procedures for the award of public works contracts,
public supply contracts and public service contracts. The procurement is a restricted
procedure where no negotiations are permitted. In order to be awarded a contract, it is thus
important that all descriptions in the tender are complete and as clear as possible and that the
prices quoted are highly competitive. The tender has been announced in Tender Electronic
Daily (TED) on 12 February 2009, with internal TED reference 2009-018043.

Schedule

Pre-qualification phase:
Deadline for submitting completed pre-qualification documents: 24 March 2009 - 17:00 (by
post to the address below)

Review of pre-qualification documents and selection of qualified operators that will be
invited to tender: from 25 March to 10 April 2009

Invitations to tender sent out to the qualified operators: 10 April 2009

Deadline for the invited operators to submit tenders: 20 May 2009 - 17:00 (by registered mail
or hand delivered to the address below)

Notification regarding the tender: end of June – early July 2009

You will be informed by 10 April 2009 at latest if you have been selected to submit the full
tender for the framework agreement on monitoring services. The tender documents will be
sent to you by mail and the tender must be submitted by registered mail no later than 20 May
2009 (evidenced by postmark or receipt) to the following address:

European Free Trade Association (EFTA)
Financial Mechanism Office (FMO),
12-16 rue Joseph II
B – 1000 Brussels
Belgium

Tender must be either sent by REGISTERED POST or delivered by hand (by the tenderer
in person, or by an authorized representative or private courier service) not later than 17:00
on the day of the deadline. In the latter case, a receipt must be obtained as a proof of
submission, signed and dated by the official at EFTA who took delivery. EFTA’s reception
desk is open from 9:00 to 17:00 Monday to Friday. It is closed on Saturdays, Sundays and
Belgian public holidays.




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Sealing and marking of full tender

The tender must be submitted in writing and be signed by an authorised representative for the
tenderer. Tenders via telefax or e-mail are not permitted and will not be taken into
consideration. Tenders must be delivered in a sealed envelope or similar to the
aforementioned address.

The complete tender must be submitted in duplicate – one marked “original” the other
marked “copy”. The tender and the copy shall be bound in separate ring binders. Individual
sheets inside the binders shall not be stapled. Each binder shall be marked with the tenderer’s
name and binder number (1 - original, 2 - copy).

The binders shall be packed in sealed envelopes or sealed in suitable wrapping paper, which in
turn is/are enclosed in a second sealed envelope. The inner envelope(s) must be marked,
“Invitation to tender no. 2009-018043. Tender from: [name of tenderer]. Not to be opened by
the mail service. To be opened by the FMO Evaluation Committee only”.

In addition, an electronic version must be included in a Microsoft Word readable format,
preferably on CD.

2.     LANGUAGE
All tender documents must be written in English.
All communication between the tenderer and FMO shall be in English.

3.     OPENING OF FULL TENDERS
The received tenders will be opened by at least two FMO representatives. There will be no
public opening of the tenders.

All tenders will be handled as confidential.

4.     COSTS IN CONNECTION WITH TENDER
Costs related to producing, delivering and following up tender documents will not be
refunded by FMO. Documents will not be returned.

5.     ACCEPTANCE OF TERMS
The tenderer does not have the possibility of substantially deviating from the terms as
defined in the contract documents. Any and all deviations from the terms in the contract
documents must be explicitly stated by the tenderer in the cover letter and the reason for each
individual deviation must be given.

6.      PERIOD OF VALIDITY OF OFFERS
The offers submitted to the FMO by the operators invited to tender must be valid until at
least 31 July 2009.

7.      AWARD CRITERIA
In order to secure sufficient capacity and to cover potential cases of conflict of interest in
carrying out monitoring tasks, the FMO may assign more than one monitoring agent in each
sector. The contract will be awarded to the tenderers who make the economically most
advantageous tenders with regard to the following evaluation criteria:




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     •   Price
             o Average price based on prices per hour per country

     •   Understanding of the assignment
            o Description of the applicant’s monitoring-methodology and how this will be
               applied in this assignment, including an explanation about the coordination of
               assignments, reporting, quality assurance and securing independency.

     •   Competence of proposed personnel in the sectors and the countries covered by the
         EEA Grants.

     •   Coverage of languages within the sector in question

The award-criteria are not prioritised.

8. REQUIREMENTS TO THE PRE-QUALIFICATION TENDER

The pre-qualification tender must be structured as follows:

1) signed cover letter;
2) prequalification table (attachment 1), with the requested annexes;
3) filled in chart on capabilities in sectors and countries (attachment 2).

9.       REQUIREMENTS TO THE TENDER

The tender is to be structured as follows:

     1   Signed cover letter.

     2   Overview of personnel offered per sector. Use Attachment 3 to list the personnel you
         submit as part of the tender application.

     3   CVs for offered personnel including sub-contractors. Please provide not more than
         50 CVs in English of consultants you propose. CVs should be no more than 3 pages
         in length, with font size no smaller than 10 and include the following information:
         Name, country of residence, birth date, languages (English must be one of them),
         education and experience. As stated above, please use the proposed personnel list
         (attachment 3) as a list of contents for the CVs.

     4   Description of the applicant’s monitoring-methodology and how this will be applied
         in this assignment.

     5   Price Matrix according to the Contract: Appendix C

     6   Any other supporting documentation, as necessary.




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10.    QUESTIONS AND ANSWERS

Questions to the documents must be e-mailed to Ms Jenny Wahlman, jwa@efta.int no later
than 15 days before the closing date for receipt of tender. The questions and answers will be
published on our website at the latest 6 days before closing date for receipt of tender.

FMO reserves the right to supply additional information and/or make changes to the contract
documents up until 10 days before closing date for receipt of tender.

Additional information, information on changes or questions and answers, will be sent to all
tenderers that have received this Invitation to Tender.


ATTACHMENTS can be found on the EEA grants website.




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