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Supply and delivery to the Member States of the ECOWAS of Record Keeping, Handling and Arms & Ammunition Destruction Equipment

Date : 28 May 2019 - 29 Jul 2019
Institution : EU COMMISSION
Contact :


Supply and delivery to the Member States of the ECOWAS of Record Keeping, Handling and Arms & Ammunition Destruction Equipment

Location – West Africa/the fifteen Member States of the ECOWAS


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English dossier 2 (1) (1)

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  1. Publication reference

ECW/PSS-GRANT/RT/03/2019 (no prior information notice)

  1. Procedure


  1. Programme title
  • EU Support to the ECOWAS Regional Peace, Security and Stability Mandate
    1. Financing


  1. Contracting authority

The ECOWAS Commission, Abuja, NIGERIA


  1. Description of the contract

Supply and delivery of Record Keeping, Handling and Arms and Ammunition Destruction Equipment to the National Commissions for Small Arms in the fifteen member states of the ECOWAS: servers, desktop computers, UPS and accessories, security camera systems, hand pallet trucks and hydraulic pressure shears machines, in lots for delivery to three to five countries

  1. Number and titles of lots

four lots

Lots   Titles:






  1. Eligibility and rules of origin

Participation in tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping – consortium – of tenderers) which are established in one of the Member States of the European Union, ACP States or in a country or territory authorised by the ACP-EC Partnership Agreement under which the contract is financed (see also item 22 below). Participation is also open to international organisations.

All supplies under this contract may originate from any country.

  1. 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 Section of the practical guide.

Tenderers included in the lists of EU restrictive measures (see Section 2.4. of the PRAG) at the moment of the award decision cannot be awarded the contract.

  1. Number of tenders

The candidates may submit an application for one lot only, several lots or all of the lots, but only one application may be submitted per lot. Tenders for parts of a lot will not be considered. Tenderers may not submit a tender for a variant solution in addition to their tender for the supplies required in the tender dossier.

Contracts will be awarded lot by lot and each lot will form a separate contract. Any tenderer may state in its tender that it would offer a discount in the event that its tender is accepted for more than one lot.

  1. Tender guarantee

Tenderers must provide a tender guarantee of 1,000 (one thousand) EUR for each lot when submitting their tender. This guarantee will be released to unsuccessful tenderers once the tender procedure has been completed and to the successful tenderer[s] upon signature of the contract by all parties. This guarantee will be called upon if the tenderer does not fulfil all obligations stated in its tender.

  1. 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.

  1. Information meeting and/or site visit

No information meeting is planned

  1. 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 para 8.2 of the instructions to tenderers).

  1. Period of implementation of tasks

120 calendar days, from contract signature until the provisional acceptance




  1. 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 sub-contractors:

1)  Economic and financial capacity of tenderer (based on i.a. item 3 of the tender form for a supply contract). In case of tenderer being a public body, equivalent information should be provided. The reference period which will be taken into account will be the last three years for which accounts have been closed.

The selection criteria for each tenderer are as follows:

  • 1.The average annual turnover of the tenderer must exceed the annualised maximum budget of the contract (for each lot);
  • 2. Current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In 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 three years from submission deadline.
  • 1. has a professional certificate appropriate to this contract, such as business registration certificate or technical certification from a recognized body and must have verifiable professional references in similar assignments;
  • 2. at least three staff currently work for the tenderer in fields related to this 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 three years from submission deadline.
  • the tenderer has delivered supplies under at least two contracts with a budget of at least 100,000 EUR in relevant fields which were implemented during a period of: three years, not earlier than 2016.
  • 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 case of projects still on-going 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.

In case a tenderer applies to more than one lot, the tenderer must comply with the selection criteria as stated above, being understood that the Economic and financial capacity of the candidate requires an average annual turnover exceeding the annual maximum budget of the TOTAL of all contracts being applied to.

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 tender rely in majority on the capacities of other entities or when they rely on key criteria. If the tender 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 relying on them and must comply with the selection criteria for which the economic operator relies on them. 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.

  1. Award criteria



  1. How to obtain the tender dossier

The tender dossier is available from the following Internet address: 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

The Head, Procurement Division

Office of the Commissioner, General Administration & Conference

5th Floor ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro District


E-mail: with copy to

(mentioning the publication reference shown in item 1) at the latest 21 days before the deadline for submission of tenders given in item 19. The contracting authority must reply to all tenderers’ questions at the latest 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 website

  1. Deadline for submission of tenders

The tenderer’s attention is drawn to the fact that there are two different systems for sending tenders: one is by post or private mail service, the other is by hand delivery.

In the first case, the tender must be sent before the date and time limit for submission, as evidenced by the postmark or deposit slip[1], but in the second case it is the acknowledgment of receipt given at the time of the delivery of the tender which will serve as proof.

 9:30 Nigerian Time on 29 July 2019.

Any tender submitted to the contracting authority after this deadline will not be considered.

The contracting authority may, for reasons of administrative efficiency, reject any tender submitted on time to the postal service but received, for any reason beyond the contracting authority’s control, after the effective date of approval of the evaluation report, if accepting tenders that were submitted on time but arrived late would considerably delay the evaluation procedure  or jeopardise decisions already taken and notified.

      How tenders may be submitted

Tenders must be submitted in English exclusively to the contracting authority in a sealed envelope:

  • EITHER by post or by courier service, in which case the evidence shall be constituted by the postmark or the date of the deposit slip, to :

Office of the Commissioner, General Administration & Conference

5th Floor, ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro district


  • OR hand delivered by the participant in person or by an agent directly to the premises of the contracting authority in return for a signed and dated receipt, in which case the evidence shall be constituted by this acknowledgement of receipt, to:

Office of the Commissioner, General Administration & Conference

5th Floor, ECOWAS Commission

Plot 101, Yakubu Gowon Crescent, Asokoro district

(opening hours: 9:00 to 16:00 Monday to Friday)


The contract title and the Publication reference (see item 1 above) must be clearly marked on the envelope containing the tender and must always be mentioned in all subsequent correspondence with the contracting authority.

Tenders submitted by any other means will not be considered.

By submitting a tender candidates accept to receive notification of the outcome of the procedure by electronic means. Such notification shall be deemed to have been received on the date upon which the contracting authority sends it to the electronic address referred to in the tender.


  1. Tender opening session

29 July 2019 at 10:30 Nigerian Time

5th Floor ECOWAS Commission

Plot 101, Yakubu Gowon crescent, Asokoro District,


  1. Language of the procedure

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

  1. Legal basis

Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States of the one part, and the European Community and its Member States, of the other part, signed in Cotonou on 23 June 2000 as amended in Luxembourg on 25 June 2005 and in Ouagadougou on 22 June 2010. Reference is made to Annex IV as revised by Decision 1/2014 of the ACP-EU Council of Ministers of 20 June 2014.

  1. Additional information


[1] It is recommended to use registered mail in case the postmark would not be readable.

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