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Monitoring and Evaluation in Humanitarian Aid: Quality Procedures PROJECT – STRAND 1 – Training and Capacity Building
ANNEX V Procedure for contracts for supplies, work and services in collaboration with
ANNEX V Defines the procedure to follow for contracts for the purchase of services, supplies and work. The types of purchasing procedures to follow are divided in relation to: ü Types of contracts (services, supplies and work) ü Value of purchasing contracts for each type of contract (services, supplies and work)
ANNEX V The Annex is organized as follows: Introduction General principles and structure of document 1. Definition of aim Objective of procedure and general principles 2. Eligibility criteria 3. Common rules Criteria and causes for the inclusion or exclusion from the procedures Basic rules for all procedures 4. Types of contracts Forms of procedures according to type of contract 5. Special rules Primary Emergency, Stocks, Procurament Centers, Co-funding…
ANNEX V Contracts for supply, works and services have the following characteristics: A. Supply contracts Property contracts Rent of land, existing buildings or other properties. ECHO can’t finance the purchase of properties. Supply contracts Purchase, leasing, rent or hire purchase, with the purchase option or not, of products. The delivery of products can include settlement, installation and maintenance expenses. B. Work contracts They cover execution – or execution and design – costs of works, or realization of work corresponding to the specific demand. A work is the result of a construction work or of a civil engineering in its total, enough to fulfil a technical or economic function. C. Service contracts They cover intellectual and non-intellectual service costs, which differ from the ones covered by the supply and work contracts. They also include study and technical assistance contracts.
ANNEX V ATTENTION Ø A contract which covers both the supplying of products and services shall be considered a service contract whenever the value of the services exceeds that of the products included in the contract. The same principle shall apply to define the procedure to be followed in other hybrid contracts. Ø In the presentation of a project the NGO shall specify in ANNEX I how it intends to follow the purchasing procedure. Purchasing procedures implemented by the NGO beyond the contracting procedures will be assessed in the audit.
ANNEX V FORMS OF PROCUREMENT PROCEDURES International procedure Open Local procedure Open Negotiated procedure Single quote Restricted
Form Action Open Procedure International or local publication of the tender notice and call for expressions of interest (open to all potential economic operators) Tender procedures may be international or local. (1 a) Call for expressions of interest (1 b) Publication of contract Procedure may be international or local. Restricted procedure notice (2) Invitation to tender (open to all who satisfy selection criteria) (3) Selection of candidates (from list or those who answered the contract notice) Notes Call of interest shall be open and shall specify at least rules governing the lodging/submission and presentation of tenders, exclusion, selection & award criteria and set out in technical specifications. Only those candidates satisfying selection criteria and invited may submit a tender. The number of candidates invited to submit a tender may not be less than 4 (number shall be sufficient to ensure genuine competition.
Form Negotiated Procedure Single quote Action Notes Simultaneous invitation Number of candidates shall not be less than 4 (number shall be sufficient to and in writing by authorities to tenders to ensure genuine competition) negotiate terms of contract 1 estimate gathering (a) in primary emergencies or emergency operations (cfr. anche ANNEX V, cap. 5. 1. ). The NGO must be able to present reasons that prevented larger consultation; (b) whenever no tenders have been submitted in response to an open, restricted or negotiated procedure after initial procedure has been completed, provided original terms have not been altered; (c) whenever for technical reasons, or reasons connected with the protection of exclusive rights the contract can be awarded only to 1 particular economic operator; (d) for additional contracts consisting in repetition/renewal of services, works, or supplies; (e) for additional works & services not included in the original contract due to unforeseen circumstances and necessary for the performance of the contract; (f) for property contracts after prospecting the local markets (g) whenever orders are placed with a humanitarian procurement centre (i) for contracts of a value < 5, 000 €
ANNEX V In the new FPA, ECHO makes distinction in supply contracts between: Form ECHO definition A. Supplies subject to international quality standards, and/or Dedicated Supplies Non-dedicated commodities B. Supplies relative to the implementation of activity in the field of health, nutrition, water and sanitation. C. Exceptionally, products not available in the country of the operation all those supplies not considered dedicated supplies
ANNEX V ATTENTION Ø The classification of all supplies as non-dedicated commodities or dedicated supplies shall be made keeping in mind the context in which the project is carried out. The availability of goods in the country of the operation for example, may be considered in order to classify a certain type of goods as dedicated supplies when it must be imported. Ø The NGO shall always concord with the commission which products are to be considered as dedicated supplies in a given project.
ANNEX V Supplies subject to international quality standards Form Medicines Quality standard required Purchase shall be based on the pre-qualification of pharmaceutical manufacturers who comply with WHO Good Manufacturing Practice Guidelines ü Medical equipment Other supplies Standards for suppliers of medical equipment: ISO 9001/EN 46001 o ISO 9002/EN 46002 ü Council Directive 93/42/EEC del 14 Giugno 1993 (OJ L 169, 12/07/1993) Always verify the existance of recognized international standard for each supply (above list is neither definite nor complete)
SERVICES SUPPLIES WORKS X ≥ 200, 000 € Restricted international procedure Suppliers invited: from a min. of X ≥ 150, 000 € Open international procedure X ≥ 5, 000 € Open international procedure € 30, 000 ≤ X < 150. 000 € 300, 000 ≤ X < 5, 000, 000 4 to a max of 8 suppliers A) Nondedicated commodities Open local procedure B) Dedicated supplies Restricted international procedure Suppliers invited: from a min. of Open local procedure 4 to a max of 8 suppliers € 5, 000 ≤ X < 200, 000 Negotiated procedure Suppliers invited: min. 4 suppliers X < 5, 000 € Only 1 offer Nondedicated commodities € 5, 000 ≤ X < 30, 000 Negotiated procedure Suppliers invited: min. 4 A) Nondedicated commodities X < 5, 000 € Only 1 offer B) Dedicated supplies X < 30, 000 € Only 1 offer € 5, 000 ≤ X < 300, 000 Negotiated procedure Suppliers invited: min. 4 X < 5, 000 € Only 1 offer