Transcript Folie 1 - CDR Adelnord

Conseil du Développement et de la Reconstruction (CDR)
‫مجـلــس اإلنــــــمـاء واإلعمــار‬
Coopération
République Libanaise –
Union Européenne
Projet d‘Appui au Développement local
dans le Nord du Liban (ADELNORD)
Clarification meeting for tenderers
CALL FOR PROPOSALS
Works Project – Agricultural
Infrastructures in the High
Hermel Region
– North Lebanon (Lot 3)
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
2
Outline of presentation
• Tendering process / Content of Proposal
• Evaluation procedure
• Award procedure
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
3
Tendering process - Planning
DATE
TIME
Local Advertisement (Lebanese newspapers)
xx.xx.2012
Procurement notice
(https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?do=publi.welcome)
28.03.2012
Clarification meeting
10.04.2012
Site visit
N/A
(but recommended on
individual initiative)
Deadline for request for any additional information
from the Contracting Authority
21 days before deadline for
tenders (10.04.2012)
12.00H
Last date on which additional information are issued
by the Contracting Authority
(https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?do=publi.welcome)
11 days before deadline for
tenders (19.04.2012)
-
Deadline for submission of tenders
30.04.2012
12.00H
Tender opening session
30.04.2012
12.00H
Notification of award to the successful tenderer
06.06.2012
-
Signature of the contract
22.06.2012
-
07.07.2015
14.30H
ADELNORD, Réunion d’information aux soumissionnaires
4
Importance of ITT
• Instructions to Tenderers (ITT) contain all important
information about how to set up the tender documents
(to what concerns their form and their content)
The ITT has to be carefully read and applied!
Uncomplete tenders will have to be rejected.
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
5
Importance of ITT
• The complete tender must be submitted in one original,
clearly marked "original" and 3 copies, also clearly
marked "copy". In the event of any discrepancy between
them the original will prevail.
• The technical and financial offers must be placed
together in a sealed envelope. These envelopes
(1 original + 3 copies) should then be placed in another
sealed package.
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
6
Importance of ITT
17.4
Tenders, including annexes and all supporting documents, must be submitted in a sealed
envelope bearing only:
(a) the above address;
(b) the reference code of this tender procedure, (Europeaid/XXXXX/X/XXX/XX);
(c) where applicable, the number of the lot(s) tendered for;
(d) the words “Not to be opened before the tender opening session” in the language of the
tender dossier and
(e) the name of the tenderer.
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
7
What docs to be provided in the
tender ?
•
Tender form and appendix to the tender (duly signed) (Volume 1, Section2)
•
Tender guarantee (Volume 1, Section 3)
•
Copy of recent (<1 year old) documents showing: (Volume 1, Section 4)
legal status and certificate of place of registration (Volume 1, Section 4.1),
organisation chart (Volume 1, Section 4.2),
power of attorney for representative (Volume 1, Section 4.3),
•
Copies of previous 3 years certified statements of account (Volume 1, Section
4.4),
•
Evidence (certificate) on credit facilities, company’s financial situation, cashflow
(Volume 1, Section 4.4),
•
Financial situation projected forward for the next two years (Volume 1, Section
4.4),
•
Financial identification form, Legal entity file (see Volume 1, Section 4.5)
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
8
What docs to be provided in the
tender ?
•
Personnel, CVs, equipment (Volume 1, Section 4.6.1 and 4.6.2),
•
Workplan (see Volume 1, Section 4.6.3),
•
Experience as contractor (Volume 1, Section 4.6.4),
•
Information about joint venture/consortium partners, copy of agreement (Volume
1, Section 4.6.5),
•
Details of litigation history (see Volume 1, Section 4.6.6),
•
Financial offer (see Volume 4.3)
•
Undertaking certifying compliance with rule of origin
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
9
Tender form and appendix (Volume 1, Section2)
•
•
To be established
on letter head of
the tenderer
One tender form
to be filled by
each consortium
member:
07.07.2015
…..
ADELNORD, Réunion d’information aux soumissionnaires
10
Appendix to tender form (Volume 1, Section2)
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
11
Other docs according to Volume 1, Section 3
•
Tender guarantee (form in volume 1, section 3)
To be completed on paper bearing the letterhead of the financial institution.
The text should be 100% identical to the form!!!! (risk of exclusion!)
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
12
Other docs according to Volume 1, Section 4
•
•
•
•
FORM 4.1
FORM 4.2
FORM 4.3
GENERAL INFORMATION ABOUT THE TENDERER (form to be filled and signed)
ORGANISATION CHART (no specific form, but to be signed)
POWER OF ATTORNEY (cover page to be signed, PoA to be attached)
to be continued ->
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
13
Other docs according to Volume 1, Section 4
attach copies of
the company's
previous 3 years
certified
statements of
account
…..
07.07.2015
Attach copies of
certificate about
financial
situation and
credit facilities
ADELNORD, Réunion d’information aux soumissionnaires
14
Other docs according to Volume 1, Section 4
•
FORM 4.5
•
07.07.2015
a) FINANCIAL IDENTIFICATION FORM
b) LEGAL ENTITY FILES (company or individual)
ADELNORD, Réunion d’information aux soumissionnaires
15
Other docs according to Volume 1, Section 4
•
FORM 4.6
•
•
•
•
•
•
•
•
•
07.07.2015
4.6.1
4.6.2
4.6.3
4.6.4
4.6.5
4.6.6
4.6.7
4.6.8
4.6.9
TECHNICAL QUALIFICATIONS
PERSONNEL
PLANT
WORKPLAN AND PROGRAMME
EXPERIENCE AS CONTRACTOR
INFORMATION ON JOINT VENTURES
LITIGATION HISTORY
QUALITY ASSURANCE SYSTEM(S)
ACCOMMODATION FOR THE SUPERVISOR
FURTHER INFORMATION
all these
forms to be
duly filled
and signed
ADELNORD, Réunion d’information aux soumissionnaires
16
Financial offer (Volume 4.3)
• Following forms to be filled, signed and stamped:
• 4.3.2 - Bill of Quantity
• 4.3.5 - Detailed breakdown of prices:
Breakdown of the basic prices for labour
Breakdown of basic supply prices for materials and consumables
Breakdown of basic hourly prices for equipment
Breakdown of unit prices in the price schedule
Detailed breakdown of site costs
Detailed breakdown of the general costs
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
17
Undertaking certifying compliance
with rule of origin
• Note that : “all goods purchased under the contract must originate in a
Member State of the European Union or in a country or territory of the
regions covered and/or authorised by the specific instruments
applicable to the programme” (ITT, article 12.1.11).
• On paper bearing the letterhead of the tenderer
• Example:
We, the undersigned, certify to comply with the rules specified in
section 2.3.1 of the Practical Guide to Contract Procedures for EU
External Action (PRAG) with respect to the origin of all goods
purchased under this contract.
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
18
Administrative evaluation Lot 6
Section
Comments
Volume 1 – Tender Form
Tender form to be filled and signed
Volume 1 - Questionnaire
4.4.
Financial statement: EU template to be used
4.5 a)
Financial identification format to be used, filled and signed with stamp (for
both the bank and the signatory)
4.5 b)
Legal Entity Form to be filled and signed
4.5 b)
VAT registration document missing
4.6.1.2. Template for the personnel to be filled and signed
4.6.1.3. EU Key expert CV template to be used with the expert’s signature
4.6.2
Plant: to be filled and signed
4.6.3.
Work Plan to be filled and signed with indication of timeframe in months
4.6.6.
Litigation History to be filled or with “No Litigation” and signed
4.6.7.
Quality Assurance System to be filled and signed with clarification on the type
of quality control in use
4.6.8.
Supervisor accommodation template to be filled and signed
Volume 4
4.3.5.
Breakdown of prices : EU format to be used
Letter of undertaking for the Rule of origin to be written and signed (see
example in annex)
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
19
Tender opening session
• Public tender opening session :
• Checking whether :
the tenders are complete,
the requisite tender guarantees have been furnished,
the tenders are generally in order.
• Public announcement of:
tenderers' names,
the tender prices offered,
any discounts offered,
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
20
Tender opening session
• Works Tender Opening Checklist
1. For each tender envelope, the Chairperson & Secretary announce and check that the
summary of tenders received correctly records:

the registration number on the envelope,

the name of the tenderer,

the date (and time, for those received on the last date for submission of
tenders) of receipt,

the condition of the outer envelope,

whether or not the tenderer has included a tender form for a works contract,

the total financial offer and any discounts applicable (exact wording as in the
tender form),

whether or not a tender guarantee has been provided, if required,

overall decision regarding suitability of tenders for further evaluation.
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
21
Tender opening session
Tender guarantee
included?
(Yes/No)
Other
consortium
partners
Declaration(s)
included?
(Yes/No)
Tender submission
form included?
(Yes/No)
Number of
packages
Tender
package(s) duly
sealed? (Yes/No)
When
received
Within deadline?
(Yes/No)
(Lead) tenderer
name
Received by
(Initials)
Tender envelope
number
• Findings recorded in a Summary of Tenders
Received
Overall
decision
(Accept /
Reject)
1
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
22
Evaluation procedure (1)
• Examination of the administrative conformity of tenders:
•
•
•
•
•
All forms have been properly signed;
tender guarantee is correct (amount, wording);
all the elements in the administrative compliance grid are acceptable;
Tender has complete documentation and information;
Tender substantially complies with the requirements of the tender documents.
Tender Tender Nationali Documenta Language
Tender
envelop er's
ty of
tion
as
submission
e
name tenderer complete? required?
form duly
number
(consorti (Yes/No)
(Yes/No)
completed,
um)
including
eligible?
signed
(Yes/No)
declarations?
(Yes/No)
07.07.2015
Consortium
agreement
signed by
all
partners?
(Yes/No/No
t
applicable)
Subcontractin
g
statemen
t
acceptabl
e?
(Yes/No/
Not
applicabl
e)
Other
administ
rative
require
ments in
tender
dossier?
(Yes/No
/Not
applicab
le)
Overall
decisio
n?
(Accept
/
Reject)
ADELNORD, Réunion d’information aux soumissionnaires
23
Evaluation procedure (2)
• Technical evaluation:
07.07.2015
(Yes/No)
(Yes/No/Not
applicable)
Technical compliance? (Yes/No)
Nationalitie
Other
s of
technical
subcontrac requirements
tors
in tender
eligible?
dossier?
Ancillary services as required?
(OK/a/b/…/NA)
Compliance with technical
specifications? (OK/a/b/…)
Tender envelope N°
(Yes/No)
Technical capacity? (OK/a/b/…)
Rules of
origin
respected
?
Professional capacity? (OK/a/b/…)
Tenderer's
name
Economic and financial capacity?
(OK/a/b/…)
The purpose of the evaluation process is to identify the tenderer which for the
lowest cost is most likely to enable the Contracting Authority to achieve its
objectives of having a facility that is completed on time, meets the published
criteria and is within the budget available (ITT, article 22.2)
Observati
ons
ADELNORD, Réunion d’information aux soumissionnaires
24
Evaluation procedure (3)
• Financial evaluation
• Once the technical evaluation has been completed the evaluation
committee checks that the financial offers contain no arithmetical errors
and corrects arithmetical errors if necessary
• Conclusion : award to the least expensive tender
classified as « technically compliant »
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
25
Award procedure
• Notification to preliminary awarded tenderer asking
to submit documentary proof (15 days).
• If not submitted within 15 days, or if documentary
proof not correct, invitation of second placed to
submit documentary proof.
• Signature of contract.
07.07.2015
ADELNORD, Réunion d’information aux soumissionnaires
26
ADELNORD, Réunion d’information aux soumissionnaires