The Aquaculture Advisory Council (AAC) was established in 2016 with the core objective to contribute to the development and promotion of the EU aquaculture sector. This objective will be achieved by preparing and providing recommendations on subjects and issues related to the above-mentioned topic on behalf of the aquaculture sector organisations (primary producers, veterinarians, traders, exporters, importers to/from third countries, processors, feed producers, employees, wholesalers, distributors, retailers, etc.), and consumers as well as other interest groups affected by the EU policies concerning aquaculture (environmental, consumers, animal welfare organisations, etc.) to the European Commission and the EU Member States.
The AAC prepares its recommendations through a series of consultative groups: the General Assembly, an Executive Committee, 3 Working Groups and a varying number of temporary issues-based Focus Groups. The General Assembly appoints the Executive Committee, which can have up to 20 members. The Executive Committee manages the activities and the recommendations provided by the AAC.
In the Executive Committee 60% of the seats are allocated to the sector organisations and 40% to the other interest groups. The Working Groups allow a wider participation of members, including any sort of experts relevant to the topic in discussion.
The AAC is funded through its membership, a contribution from the European Commission and voluntary financial contributions from EU Member States’ administrations.
Further information regarding the AAC and its activities can be found here.
The AAC must sign a new contract for its secretariat services for a period of 3 years as of 1 November 2023. Applications from organisations based in all member states are welcome but a Brussels based secretariat would be an advantage.
The European Commission’s Financial Regulations require that any contracts in excess of €15 001 EUR must comply with public procurement rules. As such, a tendering process has been initiated. The role of the secretariat is set out in the AAC Rules of Procedure in article 15. The tasks to be fulfilled by the secretariat are detailed in annex A of this document.
The working languages of the AAC are English, French, Spanish and Italian.
Tender Specifications for the award of the contract for a secretariat of the AAC
This is an open procedure for the selection of secretariat of the AAC.
Tenders must be submitted by e-mail no later than Friday 9 June 2023, 12.00 noon CET to firstname.lastname@example.org the tender must be titled: “AAC Tender - Confidential for the Attention of Mr Brian Thomsen, AAC Chair”.
Tenders must be submitted in English and in Word format.
The tenderer should present a team, which shall include at least an Executive Secretary and a Financial Officer.
The AAC secretariat is tasked with the day-to-day running of the AAC. It is not responsible for policy decision-making, which is the preserve of the AAC's decision-making bodies.
For these meetings, the secretariat shall produce and notify the members about the agenda and working documents in due time. The secretariat will also prepare minutes in a timely manner.
Additional AAC meetings of a length of 1-2 hours to be organised by the secretariat, including online Focus Group meetings, ExCom WGs and meetings between DG MARE and the AAC Management Team, will be informal and shall be limited to a number of 35 per year.
The work of the secretariat will be evaluated periodically by the AAC members. It is expected that the secretariat seeks to adapt its work accordingly.
In order to tender for this position, interested parties must fill out the Application form in Annex B.1. Furthermore, the candidates must fill out the template as provided under B.2. This application form seeks relevant information from the candidates on what experience they have in similar roles.
Organisations must be legal entities with experience in management of tasks required. Only applicants who fulfil the selection criteria will be considered for further evaluation.
The contract will be awarded to the tenderer offering the best value for money having regard to quality and price, based on the following award criteria.
A maximum of 100 points will be awarded for the quality of the tender. The criteria for the assessment of the quality are:
|To be provided||Maximum||Threshold|
|Criterion No 1: Please fill template B.3.1.||Written text detailing your knowledge of the role of AAC and its secretariat, demonstrating how your running of the Secretariat can further the aims of AAC.||50||25|
|Criterion No 2: Please fill template B.3.2.||Information on the resources you will make available, providing an estimate of the time commitment envisaged and the staff functions to be made available.||50||25|
Only the tenders having reached a minimum number of points required for each of the criteria for the assessment of the quality will be considered for the financial evaluation.
The financial value of the tenders that passed the quality examination will be determined by calculation of the price index as follows: (lowest price tender/price of the tender in question) x 100.
|Fees per task||Number of units in a year||Price|
|Staff Costs (specify for each person of the team)|
The calculation to assess the candidate offering the best quality/price ratio, with a weighting between technical capacity and financial value will be achieved by multiplying:
The two results will be added together and the candidate with the highest score at the end of the process will be put forward to the Executive Committee for approval.
To find Annex B Tender Application Form and Tender Templates please click on the apply button.