Transcript Slide 1

EuropeAid
How can a private entity
benefit from EC Service
Contracts ?
Jean-Louis VILLE
Head of Unit « Finances, Contracts and Audit »
Neighbourhood Policy
EuropeAid
Athens, 25 september 2008
1
2007
CONTENT
EuropeAid
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
EuropeAid
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
EuropeAid
• What it should cover
• Deadlines
• Requirements
• Objective
• Type of contract
• Terminology
• Incidentals
• Expenditure verification
• Key experts
4
2007
2.Timing
EuropeAid
How much time is needed?
How do I plan this?
More time / Less time?
5
2007
Time Line
EuropeAid
Procedure takes at least 6-7 months
Contract Signature
Contract Award
Tender Launch 50 days
Procurement
Notice 30 days
Forecast 30 days
Evaluation
Shortlist
6
2007
3 months
6 months
3.Publication
EuropeAid
Forecast notice
Procurement notice
o
Criteria
More time / Less time?
7
2007
Where?
SERVICE
International
Competitive
Competitive
Single
restricted
Dialogue
negotiated
tender
procedure
Publication •O J
Optional
Prag 3
2007
EuropeAid
procedure
• OJ
Not
Not
•EuropeAid
•EuropeAid
applicable
applicable
Other
Other
appropriate
appropriate
media
media
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4.Shortlisting
EuropeAid
EVALUATION COMMITTEE
•
Appointed by CA
•
Non-voting Chairman and Secretary
•
Odd number of voting members
9
2007
Recommendations
EuropeAid
• 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
EuropeAid
Chairperson explains the advisory role
of the panel
Declarations of Impartiality and
Confidentiality (Annex A4)
Chairperson guarantees the fair process
11
2007
Administrative
Compliance
EuropeAid
• Arrived before deadline, language,
application form and declarations signed
• Documentation complete as required
• Nationality eligible?
12
2007
Selection
EuropeAid
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
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5. Tender launch
EuropeAid
• Tender dossier
• Invitation to shortlisted applicants
• Unsuccessful tenderers
• Publication of shortlist
• Question & Answers
• Receive tenders
14
2007
6. Evaluation
EuropeAid
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
EuropeAid
• 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“.
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2007
2. Tender Opening
Session
o
o
o
o
o
o
o
o
EuropeAid
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
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2007
3. Administrative
Compliance
EuropeAid
• 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
4a. Technical Evaluation
EuropeAid
• 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
4b. Financial Evaluation
EuropeAid
• 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
EuropeAid
Technical Score x 0.80
+
Financial Score x 0.20
Tender with best value for money!
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2007
6. Proposal of the
committee
EuropeAid
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
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2007
7. Contract Award
o
Notification of award
o
Verification of proof documents
o
Contract preparation and dispatch
o
Award notice
o
Contract
o
o
EuropeAid
Letter to unsuccessful tenderers
Publication of the results on Website
www.europa.eu/europeaid
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2007
8. Other Procedures
o
Frame Work Contract
o
Competitive Negotiated procedure
o
Competitive dialogue
o
Negotiated procedure
o
Single tender
EuropeAid
24
2007
SUMMARY
EuropeAid
1.Terms of Reference
2.Timing
3.Publication
4.Shortlisting
5.Tender launch
6.Evaluation
7.Contract Award
8.Other procedures
25
2007
Criteria
EuropeAid
• 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)
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2007
Selection Criteria
EuropeAid
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).
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2007