CALL FOR PROPOSALS ECOWAS STOCK PROJECT

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1 1 ECOWAS STOCK PROJECT CALL FOR PROPOSALS SELECTION OF A COMPANY, BOARD, AGENCY OR COMMISSION IN CHARGE OF THE MANAGEMENT OF NATIONAL FOOD SECURITY STOCKS FOR SERVICE DELIVERY: RECEPTION, CONTROL, STORAGE AND MAINTENANCE OF THE REGIONAL FOOD SECURITY STOCK FOR ECOWAS February, 2016

2 2 CALL FOR PROPOSALS: Countries: ECOWAS Region (Benin, Burkina Faso, Côte d Ivoire, Cape Verde, Gambia, Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone, Togo) Name of Project: West African Food Security Storage Support Project (ECOWAS Stock Project) Financing: European Union TITLE OF SERVICE: SERVICE DELIVERY FOR THE RECEPTION, CONTROL, STORAGE AND MAINTENANCE OF THE REGIONAL FOOD SECURITY STOCK FOR ECOWAS Date: 20 February, 2016 CALL FOR PROPOSALS I. PURPOSE The Economic Community of West African States (ECOWAS) has received financing from the European Union to cover the cost of the West African Food Security Storage Support Project and intends to allocate part of the funds to payments relating to the storage services of the West African Regional Food Security Reserve for which this Call for Proposals has been issued. ECOWAS, through the Regional Agency for Agriculture and Food (RAAF), has published this Call for Proposals for the selection of Companies, Boards, Agencies or Commissions in charge of the management of the food security stocks of ECOWAS Member States to ensure the storage services of the Regional Food Security Reserve (RRSA) for ECOWAS. The objective is to select public bodies with storage capacities and equipment as well as proven professional experience and expertise in order to ensure the reception, storage and conservation of the physical stock of the RRSA consigned to them on a contractual basis. II. PARTICIPATION Participation in this Call for Proposals is open on equal terms to Companies, Boards, Agencies or Commissions in charge of the management of the national food security stocks in the four selected sub-areas. Eligible Companies, Boards, Agencies or Commissions interested to respond to this Call for Proposals may download the documents of the Call for Proposals from one of the following websites: - ECOWAS: - RAAF: - European Union:

3 3 - AFD: - AECID: - Rural Hub: - CILSS: - OECD/RPCA: III. DESCRIPTION OF SERVICES Interested Companies, Boards, Agencies or Commissions are requested to submit their proposals for ECOWAS to assign them storage services. The services to be delivered under this Call for Proposals are the following: reception at the entrance of the warehouse, with product compliance control (weight and quality, in accordance with the standards defined in food stocks specifications); storage; conservation and control of the quality of stocks, and make stocks available at the request of the RRSA Management Committee. In this regard, interested Companies, Boards, Agencies or Commissions must have the capacity to make a warehouse or warehouses available for the storage of the ECOWAS stock throughout the year. Interested bodies must produce information on their storage capacity, the availability of warehouses and their location as well as their experience by demonstrating that they are ready and able to enter into a formal contract with the RAAF for the reception, storage and preservation of products to be placed under their care. The storage sites of the RRSA are located in four (04) sub-areas of the West African region, namely: Northern Nigeria/Niger/ Northern Benin (Eastern sub-area); Southern Mali/Southern Burkina Faso/Northern Ghana/Northern Côte d Ivoire, Northern Togo (Central sub-area); Senegal, Gambia (Western Atlantic sub-area), and Guinea/Liberia/Sierra Leone (Atlantic Gulf sub-area) For the purposes of information, the first stock to be put together in 2016 is 15,000 tonnes of cereals and 1,350 tonnes of fortified flour. This stock will be increased to 30,000 tonnes at the beginning of The first stock will be distributed in the four (4) sub-areas as follows:

4 4 Distribution by Sub-Area (for information purposes) DISTRIBUTION OF STOCKS BATCH 1: EASTERN SUB- AREA ITEM QUANTITY (T) 1.1 Maize 1, Sorghum 1, Millet 2, Rice Fortified flour 485 TOTAL 5,885 BATCH 2: CENTRAL SUB- AREA 2.1 Maize 1, Sorghum 1, Millet 1, Rice 1, Fortified flour 485 TOTAL 5,985 BATCH 3: WESTERN ATLANTIC SUB-AREA 3.1 Maize Sorghum 1, Millet Rice Fortified flour 200 TOTAL 2,550 BATCH 4: ATLANTIC GULF SUB-AREA 4.1 Maize Sorghum Millet Rice 1, Fortified flour 180 TOTAL 1,930 OVERALL TOTAL 16,350

5 5 IV. APPLICATION DOCUMENTS Companies, Boards, Agencies or Commissions are requested to provide the following documents under a single cover: - the filled and signed submission form; - the Certified true copies of the articles of association of the Company, Board, Agency or Commission stating the supervisory authority; - the Statement of integrity and environmental and social commitment which must be signed by the relevant authority of the bidding storage body (Annex 1); - the Technical Proposals comprising, inter alia, proof of its capacity to technically manage stocks (fill in Table in Annex and add the supporting documents). In its Technical Proposal, the bidder must make a commitment with regard to the maximum quantity it can store; - the Financial Proposal, including the price tables (cf. Annex 3); - the references concerning the execution of similar contracts; and - the Performance Bond (moral undertaking) (cf. Annex 4). Only bid submissions in French or English will be considered and processed. In the event of a dispute, the document of the Call for Proposals in French will prevail. The bidder are requested to make a Technical Proposal indicating the following: the exact location of the warehouses proposed for storage; for each warehouse: o the type of available infrastructure (warehouse and equipment) and its technical characteristics, and o the volume of corresponding storage the maximum quantity it can stock for the RRSA and for which it could makes a commitment; the procedure for the reception and control of products at the entrance of the warehouse; and the protocol for monitoring the quality of stock and the processing of supplies. They are also requested to make a Financial Proposal indicating costs per expenditure item, excluding duties and taxes, provided in detail in the model in Annex 3. The proposals are firm and commit the bodies for a minimum period of one (1) year. The Financial Proposals may be the subject of negotiation between the RAAF and the national body. Optionally, the bidder are also requested to specify their availability to provide transport services through the mobilization of their own fleet during destocking operations on behalf of ECOWAS. They will specify the following:

6 6 transport capacity (number of lorries and capacity); cost of transport service expressed in Euros/Tonnes/KM; cost of handling for Euro/Tonne cargo. The technical and Financial Proposals are submitted separately in triplicate and in a sealed cover (one original and two copies), all of which will be put in one envelope marked as follows: To the Executive-Director of the Regional Agency for Agriculture and Food (RAAF) Subject: «AAP for RRSA storage» 83, rue des Pâtures (SUPER TACO), 01BP4817 Lomé-TOGO The envelope containing the Technical Proposals will be marked as Technical Proposal followed by the batch number. The envelope containing the Financial Proposals will be marked as Financial Proposal followed by the batch number. Proposals should reach the indicated address latest by 04 April, 2016 at 12 noon (GMT). All documents concerning this Call for Proposals will be written in French or English A copy of the proposals will be sent by electronic means to the following addresses: araa@ecowas.int and daprrsa@gmail.com, The proposals will be opened in the presence of the representatives of desirous Bidders at the Regional Agency for Agriculture and Food (RAAF), 83, rue des Pâtures (SUPER TACO), 01 BP 4817 Lomé-Togo on 04 April, 2016 from 3pm (Lome time, Republic of Togo). Interested bidders may obtain additional information latest by 15 February, 2016 from the Regional Agency for Agriculture and Food (RAAF) by sending an to: araa@ecowas.int and daprrsa@gmail.com, and copied (cc) to: emmanuelgle@gmail.com and alagbejonas@gmail.com V. SELECTION AND CONTRACT AWARD CRITERIA

7 7 The selection of the Reserve s storage bodies will be done after an evaluation of the technical and Financial Proposals through the selection method based on quality and costs. The evaluation of submitted proposals will be conducted by batch of supplies (Batch 1; Batch 2; Batch 3. Batch 4). Each Technical Proposal will be scored over 100 and evaluated on the basis of its compliance with the terms of reference. The score of the Technical Proposal will be done in accordance with the indicated evaluation and qualification criteria as well as the scheme provided in the following table:

8 8 Purpose Proposal Evaluation Criteria Scheme Required Justification 1. Seniority in the area of storage activities: a- Date of establishment b- Year storage activities commenced Experience in the management of national food security stocks 2. Maximum volume stocked during the same purchasing season over the last five years 3. Number of annual technical stock turnover 5 4. Procedure for the reception and control of supplies (weight and quality) at the entrance of the warehouse 5 10 Copy (where available) of the procedures manuals or storage operations management tools (reception, control, management and preservation, etc.) 5. Stock maintenance methodology (stock handling protocol and frequency of stocked cereal quality controls) Storage capacity placed at the disposal of the Reserve Maximum storage capacity of warehouses placed at the disposal of the Reserve (per warehouse) 20 Details of available capacity (tonnage) in the four sub-areas /a 3- Setting up, Equipment and Security of warehouses placed at the disposal of the Reserve 1. Geographical location and ease of access to warehouses 2. Equipment Safety of warehouses Brief warehouse plans and access plans 4- Financial capacity of the bidder 10 Copy of the financial statements or financial reports for the last three (3) years a/ Reminder: 1. Eastern Sub-Area: Northern Nigeria/Niger/ Northern Benin; 2. Central Sub-Area: Southern Mali/Southern Burkina Faso/Northern Ghana/Northern Côte d Ivoire/Northern Togo; 3. Western Atlantic Sub-Area: Senegal/Gambia/Guinea- Bissau; 4. Atlantic Gulf Sub-Area: Guinea/Liberia/Sierra Leone. This is an elimination criterion for any public body which does not have storage warehouses in one of the above-mentioned four sub-areas.

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10 10 Each compliant proposal will thus be awarded a technical score (St). A proposal will be rejected at this stage where it does not satisfy important aspects of the terms of reference or does not obtain the minimum technical score of 70 over 100. In the event where the Technical Proposal obtains the minimum score of 70 over 100, the RAAF will evaluate the Financial Proposal, excluding duties and taxes, submitted through the same means (see Price Proposal Table, in Euros, Annex 3). The evaluation of the Financial Proposal will take the price of services proposed by the bidder into account. The lowest evaluated Financial Proposal (Fm) will be awarded a final score (Sf) of 100 marks. The financial scores (Sf) of the other Financial Proposals will be calculated as follows: Sf = 100 x Fm/F Where Sf is the financial score, Fm is the lowest evaluated proposal and F is the amount of the considered proposal. The proposals will then be classified on the basis of their combined technical (St) and financial (Sf) scores after the introduction of weights (T = 0.8 being the weight assigned to the Technical Proposal and P = 0.2 being the weight assigned to the Financial Proposal) according to the following formula: S St T Sf P The bidder who obtained the best score will be selected for a quantity lower than or equal to the maximum specified by it. In the event where the quantity desired by ECOWAS in one of the sub-areas exceeds the maximum proposed by the bidder who obtained the best mark, the next bidder will be selected to make up the part of the storage need desired by ECOWAS which the first bidder cannot provide.

11 11 Submission Form Date: CFP No.: Call for Proposals No.: To: We the undersigned hereby testify that: a) We have examined the Application Documents and do not have any reservations with regard to them; b) We offer to provide, in accordance with the Application Documents, the following services (see Appendix: Technical Proposal): ; c) The total cost of our Proposal, exclusive of duties and taxes, amounts to: (see Appendix: Financial Proposal) d) Our Proposal shall be valid for a period of days with effect from the deadline set for the submission of proposals in the Application Documents; the Proposal shall continue to commit us and may be accepted at any moment before the expiry of that period. e) It is understood that this Proposal and your written acceptance of the said Proposal that appears on the contract award notification that you will address to us, shall serve as a contract between us, until an official contract shall be established and signed. f) We understand that you are not obliged to accept the lowest Proposal or any other Proposal that you were received. g) We certify that we have taken all appropriate measures to ensure that nobody acting in our name or on our behalf may engage in acts of fraud or corruption. Name Position _ Signature Duly authorized to sign the Proposal for and on behalf of On (date) 11

12 12 Appendix 1 Statement of Integrity, Eligibility, and Environmental and Social Commitment Title of the Call for Proposals: Selection of Companies, Boards, Agencies or Commissions in charge of the management of national food security stocks for service delivery: reception, control, and conservation of the regional food security stock of the Regional Food Security Reserve (the Contract ) A: The ECOWAS Commission ( The Project Owner ) 1. We acknowledge that the French Development Agency (AFD) may only finance the Contracting authority projects on its own terms, which are defined in the funding convention that links it to the Project Owner. Consequently, no legal ties may exist between the AFD and our enterprise, our Companies, Boards, Agencies, Commissions, and our sub-contractors. The project owner shall reserve exclusive rights to prepare and implement the contract award process and its subsequent execution. 2. We hereby testify that we are not, and that none of our Companies, Boards, Agencies, Commissions, and our sub-contractors fall in the following situations: 2.1) in the state of or have been the subject of proceedings for bankruptcy, liquidation, judicial settlement, safeguard, cessation of activities or are in any similar situation resulting from the same kind of proceedings; 2.2) has been the subject of a ruling pronounced within the past five years by a court ruling in the country of the project realization for one of the actions spelt out in Articles 6.1 to 6.4 hereafter or for any other offense committed in the framework of the award or execution of a contract; 1 2.3) appear on financial sanctions lists adopted by the United Nations, the European Union and/or France, notably with regard to the fight against the funding of terrorism and against breaches of international peace and security; 2.4) professionally, to have committed within the past five years a serious offense with regard to the award or the execution of a contract; 2.5) to not have fulfilled our requirements relating to the payment of social security contributions or our requirements relating to the payment of our taxes in accordance with the laws of the country in which we are established or those of the country of the Project Owner; 2.6) to have been the subject, within the past five years, of a ruling by a court for one of the actions mentioned in Articles 6.1 and 6.4 hereafter or for any offense committed in the framework of the award or execution of a financial contract with the AFD; 2.7) be under debarment by a decision of the World Bank with effect from 30 May 2012 and appear on the list published at the following address: 1 In the event of such a sentence, you may attach further information to the Integrity Statement that will point to the conclusion that the sentence is not relevant to the contract funded by AFD.

13 ) have been guilty of false declarations in providing information required in the framework of the award of contracts. 3. We hereby testify that we are not, and none of the members of our Companies, Boards, Agencies, Commissions, and our sub-contractors are in any of the following conflict of interest situations: 3.1) controlling shareholder of the Project Owner or a subsidiary controlled by the Project Owner, unless the resulting conflict has been made known to the AFD and resolved to its satisfaction; 3.2) to have business or family ties with a member of the Contracting authority services involved in the process of selecting or supervising the resulting contract, unless the ensuing conflict has been reported to the AFD and resolved to its satisfaction; 3.3) to control or is controlled by another bidder, is placed under the control of the same enterprise as another bidder, receives from another bidder or directly or indirectly provides subventions to another bidder, have the same legal representative as another bidder, entertain direct or indirect links with another bidder that enable us to have and provide access to information contained in our respective Proposals, to influence them, or to influence the Contracting authority decisions; 3.4) to be employed by a consultancy which, by its nature, may be incompatible with our mission to the Project Owner; 3.5) in the event of a procedure aimed at the award of a works or supply contract: i. to have, yourself, prepared or been associated with a consultant who prepared the specifications, plans, calculations and other documents used in the competitive process being considered; ii. to have, yourself, or one of the firms to which we are affiliated, have been recruited or be in the process of recruitment, by the Project Owner or by one of the firms to supervise or control the work in the framework of the contract. 4. Although we are a state establishment or state enterprise, we certify that we enjoy legal and financial autonomy and that we are managed in accordance with the rules of trade law. 5. We pledge to communicate without delay to the Project Owner, who shall inform AFD, any change of situation with regard to the foregoing points 2 and In the framework of the award and execution of the contract: 6.1) We have not, and shall not, commit any unfair operation (action or omission) aimed at deliberately deceiving others, to intentionally hide facts from them, to surprise or vitiate their consent or to make them avoid legal or regulatory obligations and/or violate their bylaws in order to obtain illegitimate benefit. 6.2) We have not, and shall not, commit any unfair operation (action or omission) contrary to our legal or regulatory obligations and/or our bylaws in order to obtain illegitimate benefit In the event of such a sentence, you may attach further information to the Integrity Statement that will point to the conclusion that the sentence is not relevant to the contract funded by AFD. 13

14 14 6.3) We have not promised, offered or given, and neither shall we promise, offer or give, directly or indirectly to: (i) anybody with a legislative, executive, administrative, or judicial mandate with the state of the Project Owner, irrespective of whether they were appointed or elected, permanently or not, whether they receive a salary or not, and at whatever level of responsibility, (ii) any other person that holds a public position, including for a government structure or state enterprise or who renders a public service, or (iii) any other person defined as a public worker in the state of the Project Owner, any form of undue advantage, for themselves or for another person or entity, so that they may accomplish or refrain from accomplishing an action in the performance of their official duties. 6.4) We have not promised, offered or given and we shall not promise, offer or give, directly or indirectly, to any person that manages a private sector structure or that works for such a structure, in whatever capacity, an undue advantage of any kind, for themselves or for any other person or structure, so that they may accomplish or refrain from accomplishing an action in violation of their legal, contractual or professional obligations. 6.5) We have not committed and we will not commit any action likely to influence the contract award process to the detriment of the Project Owner and, especially, no anticompetitive practice with the aim of distorting competition, notably by attempting to limit access to the contract or the free exercise of competition by other enterprises. 6.6) Neither ourselves nor one of our Companies, Boards, Agencies, Commissions, and our sub-contractors shall acquire or supply material and shall not intervene in sectors under embargo of the United Nations, the European Union, or France. 6.7) We pledge to respect and seek the respect by all our sub-contractors of environmental and social norms recognized by the international community, among which are the foundational conventions of the International Labor Organization (ILO) and international conventions governing environmental protection, in harmony with the laws and regulations applicable to the country of the contract realization. Besides, we also pledge to implement measure to attenuate environmental and social hazards as laid down in the environmental and social management plan or, as the case may be, in the environmental and social impact brochure provided by the Project Owner. 7. We, in our capacity as members of our Companies, Boards, Agencies, Commissions, and our sub-contractors, authorize the AFD to examine the documents and accounting papers relating to the award and execution of the contract and to submit them for verification by auditors designated by the AFD. Name Capacity _ Signature Duly authorized to sign the Proposal for and on behalf of On this day of

15 15 APPENDIX 2 Proposal of Storage Services No. Criteria for qualification Description 1 Date when the body was created 2 Year when storage activities began 3 Total storage capacity 4 Maximum volume stored in the same buying season in the past five years 5 Methodology of stock maintenance (Periodicity of control of the quality of the cereals stored) 6 Number of annual rotations of stock 7 Maximum storage capacity of the warehouses provided to the Reserve (for each warehouse and overall) 8 Geographical location of the warehouses and access 9 General state of the warehouse provided to the Reserve 10 Safety of warehouses 11 Equipment 12 Transportation capacity during removal from storage: available fleet, state (optional) 15

16 16 APPENDIX 3 Price proposal (in Euros, excluding duties and taxes) Date: Call for Proposals Notice No.: Page of HEADING Cost of leasing the warehouse Cost of leasing equipment, material and sundry Allowances for security and stock management staff Communication (between storage sites, national institution and UTGR/RAAF) Physical inventory missions Stock maintenance Consolidated Annual Cost Option: Transportation Transportation cost (/Metric ton/km) Handling charges (loading of trucks /T Monthly cost/metric ton Remarks Provide details about each proposed warehouse and specify in brackets their storage capacities in metric tons Provide details about the equipment Provide details about the type of staff Provide details about the type of communications Specify the cost of acquiring the equipment if that be the case Specify the number of missions, the dates and the staff Specify the nature and frequency of operations (treatment protocol: periodicity, products used) Name of Bidder [Insert the name of the bidder], Signature [insert signature], Date [insert date]

17 APPENDIX 4 17 Model of Performance Bond (Moral undertaking) Surety: [name of institution/relevant ministry] Beneficiary: [name of bidder] Date: Performance bond No.: We have been informed that [name of provider] (hereinafter referred to as The Provider ) submitted to you a Proposal on to provide the services of [describe the services] (hereinafter referred to as the Contract ). Besides, we have been made to understand that a performance bond is required by virtue of the Contract conditions. At the request of The Provider, we [name of institution/relevant ministry] hereby pledge, without reserve and irrevocably, to guarantee the proper execution of the provision of services by the bidder. This bond covers the entire duration of the Contract execution. [signature] 17

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