Europe. Aid How can a private entity benefit from EC Service Contracts ? Jean-Louis VILLE Head of Unit « Finances, Contracts and Audit » Neighbourhood Policy Europe. Aid Athens, 25 september 2008 1 2007
CONTENT Europe. Aid 1. Terms of Reference 2. Timing 3. Publication 4. Shortlisting 5. Tender launch 6. Evaluation 7. Contract Award 8. Other procedures 2 2007
International restricted tender 200. 000 FWC where possible, otherwise Competitive negotiated /Simplified procedure 10. 000 /5. 000 0 Competitive Dialogue Negotiated procedure (exceptional) Procedures Europe. Aid Artificially splitting related activities into smaller lot sizes or contracts to circumvent the procurement thresholds is prohibited Single tender 3 2007
1. Terms of Reference Europe. Aid • What it should cover • Deadlines • Requirements • Objective • Type of contract • Terminology • Incidentals • Expenditure verification • Key experts 4 2007
2. Timing Europe. Aid How much time is needed? How do I plan this? More time / Less time? 5 2007
Time Line Europe. Aid Procedure takes at least 6 -7 months Contract Signature Contract Award Tender Launch 50 days Procurement Notice 30 days Forecast 30 days Evaluation Shortlist 2007 3 months 6
3. Publication Europe. Aid Forecast notice Procurement notice o Criteria More time / Less time? 7 2007
Where? SERVICE Europe. Aid International Competitive Single restricted Dialogue procedure Publication • O J negotiated tender procedure • Europe. Aid applicable Other appropriate media 2007 Not appropriate Prag 3 Not • Europe. Aid Optional • OJ media 8
4. Shortlisting Europe. Aid EVALUATION COMMITTEE • Appointed by CA • Non-voting Chairman and Secretary • Odd number of voting members 9 2007
Recommendations Europe. Aid • Evaluation Committee same composition during shortlist as evaluation • All Commission staff can be members. • Chairman must be an Official (from FCU / FCS) 10 2007
Role of the Chairman and the Secretary o o o Europe. Aid Chairperson explains the advisory role of the panel Declarations of Impartiality and Confidentiality (Annex A 4) Chairperson guarantees the fair process 11 2007
Administrative Compliance Europe. Aid • Arrived before deadline, language, application form and declarations signed • Documentation complete as required • Nationality eligible? 12 2007
Selection Europe. Aid How many eligible Candidates do meet the selection criteria? <4 • May continue with less than 4 (Budget) • Cancel procedure • Republish Procurement Notice 2007 >8 • Examine comparative criteria • Justify changes in Shortlist Report 13
5. Tender launch Europe. Aid • Tender dossier • Invitation to shortlisted applicants • Unsuccessful tenderers • Publication of shortlist • Question & Answers • Receive tenders 14 2007
6. Evaluation Europe. Aid 1. Receipt and registration of tenders 2. Tender opening session 3. Evaluation of technical offers 1. Administrative compliance 2. Technical compliance 4. Evaluation of financial offers 5. Conclusion of the evaluation committee 6. Award or cancelling the tender procedure 15 2007
1. Receipt and registration of tenders Europe. Aid • Date and time of reception • Receipt for hand delivery • Outer envelope numbered in order of receipt The envelopes containing the tenders must remain sealed and be kept in a safe place until they are opened. Fill-in „summary of tenders received“. 16 2007
2. Tender Opening Session o o o o Europe. Aid Preparatory phase Ensure that evaluators received the tender dossier Chairperson explains procedure, including evaluation grid, award criteria and weightings (best value for money) Compliance with formal submission requirements Tender Opening checklist Declarations of Impartiality and Confidentiality Clarification correspondence with tenderers Approval of the Opening Report ONLY ACCEPTED OFFERS GO ON TO THE NEXT PHASE 17 2007
3. Administrative Compliance Europe. Aid • Fill in Administrative Compliance Grid o Documentation complete as required o Nationality of Sub-Contractors (and for EDF also the nationality of experts) • Possibility to request clarifications (e. g. ask for original if only scanned signature) Only compliant offers to next phase! 18 2007
4 a. Technical Evaluation Europe. Aid • Individual Evaluation Grids • Evaluators give scores and comments • Calculate average score for each offer • If interviews – scores will eventually be ajusted • Calculates technical score only if average >80 • Technical score = average score x 100 highest score Highest scoring tender = 100 points Only technically compliant offers to next phase! 19 2007
4 b. Financial Evaluation Europe. Aid • Open financial envelopes • Check arithmetical errors • Financial offer within maximum budget • Financial score = lowest fees x 100 actual fees • Cheapest offer = 100 points 20 2007
5. Conclusion Europe. Aid Technical Score x 0. 80 + Financial Score x 0. 20 Tender with best value for money! 21 2007
6. Proposal of the committee Europe. Aid Committee recommends to Award the contract to the tenderer with best value for money OR Cancel the procedure Contracting Authority must approve the evaluation report 22 2007
7. Contract Award o Notification of award o Verification of proof documents o Contract preparation and dispatch o Award notice o Europe. Aid Contract o o Letter to unsuccessful tenderers Publication of the results on Website www. europa. eu/europeaid 23 2007
8. Other Procedures o Frame Work Contract o Competitive Negotiated procedure o Competitive dialogue o Negotiated procedure o Europe. Aid Single tender 24 2007
SUMMARY Europe. Aid 1. Terms of Reference 2. Timing 3. Publication 4. Shortlisting 5. Tender launch 6. Evaluation 7. Contract Award 8. Other procedures 25 2007
Criteria Europe. Aid • Exclusion o Bancruptcy, taxes…(art 93 FR) • Selection o Experience, financial capacity…(art 135 -7 IR) • Evaluation o Quality of offer (art 97 FR) • Award o Best value for money (art 138 IR) 26 2007
Selection Criteria Europe. Aid 1) Economic and financial standing of candidate a)The average annual turnover of the candidate must exceed the annualised maximum budget of the contract b) Positive cash flow last 3 years. 2) Professional capacity of candidate At least 7 permanent staff members currently work in fields related to this contract. 3) Technical capacity of candidate a) The candidate has worked successfully on at least one project with a budget of at least € 500. 000 in fields related to this contract in the past three years. b) The candidate must have experience in technical assistance in fields related to this contract, in the beneficiary country/ies If more than 8 eligible candidates: ● Preference will be given to the highest number of projects in 3 a). 27 2007
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