Transcript Slayt 1

Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal
Kapasitenin Oluşturulmasına Yönelik Teknik Yardım
Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey
This project is co-financed by the European
Union and the Republic of Turkey
PRAG Procurement
Service Contracts – version November 2010
Advance module – Day III
RCP-CIC
By: Berk Babila, Managing Director - Ecorys in Turkey
[email protected]
Ankara, 17 March 2011
Advanced Training PRAG Services 15-17 March 2011
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Content
This project is co-financed by the European
Union and the Republic of Turkey
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Tender Documents
Service tender dossier
Evaluation of tenders
Contract award
Manage the contract
Modifying contracts
Advanced Training PRAG Services 15-17 March 2011
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Tender Documents
This project is co-financed by the European
Union and the Republic of Turkey
Drafting the contents of the tender dossier
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TD must be carefully drafted for:
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the proper execution of the contract
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the sound functioning of the procurement procedure
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must contain all the provisions and information that tenderers need to present their
tenders:
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the procedures to follow, the documents to provide, cases of non-compliance, award
criteria and their weightings, stipulations regarding subcontracting, etc.
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representatives of the final beneficiaries should participate in the tender preparation at
an early stage.
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the CA is responsible for drawing up these documents
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Given the technical complexity of many contracts, the preparation of the tender dossier
may require the assistance of one or more external technical specialist(s) – declaration
of objectivity and confidentiality
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Tender Dossier for Service
This project is co-financed by the European
Union and the Republic of Turkey
Content (in accordance with Annex B8)
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Letter of Invitation with
A. Instructions to tenderers
B. Draft Contract Agreement and Special Conditions
with annexes
C. Other information (shortlist notice, admistrative
compliance grid, evaluation grid)
D. Tender submission form
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This project is co-financed by the European
Union and the Republic of Turkey
A. Instructions to tenderers – setting the timetable
DATE
TIME
Site visit (if any)
< Date / Not applicable >
< Time / Not applicable >
Information meeting (if any)
< Date / Not applicable >
< Time / Not applicable >
Deadline for request for any clarifications from the CA
< Date 21 days before
deadline for tenders >
< Time >
Last date on which clarifications are issued by the CA
< Date 11 days before
deadline for tenders >
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Deadline for submission of tenders
< Date >
< Time >
Interviews (if any)
< Date / Not applicable > *
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Completion date for evaluation of technical offers
< Date > *
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Notification of award to the selected tenderer
< Date at most 90 days after
deadline for tenders > *
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Contract signature
< Date at most 150 days after
deadline for tenders > *
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Commencement date
< Date > *
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This project is co-financed by the European
Union and the Republic of Turkey
Setting the timetable
 Plan the tendering
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Tender Dossier for Service (3)
This project is co-financed by the European
Union and the Republic of Turkey
A. Instructions to tenderers – content of tenders
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Technical Offer
Tender submission form including
• Signed statements of exclusivity and availability
• Signed declaration from each legal entity
• A completed financial identification form
• Legal entity file and the supporting documents
• Duly authorised signature
Organisation and methodology
Key experts
Documentary evidence for key experts
Documentary evidence for company(ies) – PRAG 2.3.3
Financial Offer
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This project is co-financed by the European
Union and the Republic of Turkey
B. Draft Contract: Special Conditions
I. General Conditions for service contracts
II. Terms of Reference (Fee-based/Global)
III. Organisation and Methodology (provide template)
IV. Key experts (incl. template – list of experts + model for CV)
V. Budget/Budget Breakdown (include selected template)
VI. Forms and other relevant documents
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Tender Dossier for Service (5)
This project is co-financed by the European
Union and the Republic of Turkey
III. Organisation and Methodology
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Rationale
• Comments on ToR
• Explanation of Assumptions and Risks
Strategy
• Outline of the approach for contract implementation
• List of activities
• Related inputs and outputs
• Description of input from each consortium member
• Description of support facilities (back-stopping)
• Description of sub-contracting (if any)
Timetable of activities
• Timing, sequence and duration
• Identification and timing of major milestones
• Expected no. of working days (fee-based contracts)
Communications Plan
Logframe
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Tender Dossier for Service (6)
This project is co-financed by the European
Union and the Republic of Turkey
IV. List and CVs of Key Experts
• Standard summary table for key experts
• Template / model CV
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Tender Dossier for Service (7)
This project is co-financed by the European
Union and the Republic of Turkey
V. Budget
• Budget for a Global Price Contract
• Budget breakdown for a Fee-Based Contract
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Tender Dossier for Service (8)
This project is co-financed by the European
Union and the Republic of Turkey
VI. Forms and other relevant documents
• Financial Identification
• Pre-Financing guarantee form
• Legal Entity File (Individual/Private
Companies/Public Bodies)
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Tender Dossier for Service (9)
This project is co-financed by the European
Union and the Republic of Turkey
C. Other information
• Shortlist Notice
• Administrative Compliance Grid
• Evaluation Grid
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Tender Dossier for Service (10)
This project is co-financed by the European
Union and the Republic of Turkey
D. Tender submission form
• Service Tender Submission Form
• Format of the Declaration Referred to in
Point 3 of the Tender Submission Form
• Statement of exclusivity and availability
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Evaluation of tenders
This project is co-financed by the European
Union and the Republic of Turkey
The evaluation committee
Voting Members
minimum 3 for service
& supply tenders and
minimum 5 for works
tenders
Have equal voting
rights
possess the technical
and administrative
capacities necessary
to give an informed
opinion on the tenders
Non-voting Members
Evaluator
Chairperson
Evaluator
Secretary
to ensure respect for
PRAG procedures,
impartiality and
transparency of the
evaluation
keeping minutes,
registering attendance
and drafting the
Evaluation Report
Evaluator
are appointed and nominated on a personal
basis by the Contracting Authority
must sign a Declaration of Impartiality &
Confidentiality (including non-voting
members)
should attend all meetings whereby any
absence has to be recorded and explained
in the evaluation report
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Evaluation of tenders (2)
This project is co-financed by the European
Union and the Republic of Turkey
Stages in the evaluation process
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Receipt and registration of tenders: Date and time of
reception must be recorded (outer envelopes numbered in order of
receipt)
Tender Opening session
• Part 1. Preparatory Phase (1st meeting of the evaluation
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committee)
• Part 2. Compliance with formal submission requirements
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(summary of tenders received – annex B10)
Evaluation of offers
• Part 1. Administrative Compliance – annex B8
• Part 2. Technical compliance
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Evaluation of tenders (3)
This project is co-financed by the European
Union and the Republic of Turkey
Summary of tenders received – annex B10
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Tenderer name
When received
Received by (initials)
No. of packages
Received in time (yes/no)
Tender package(s) duly sealed (yes/no)
Financial offer in seperate envelope (yes/no)
Tender submission form included (yes/no)
Tenderer’s declaration(s) included (yes/no)
All other elements supllied (yes/no)
Overall decision (accept/reject)
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Evaluation of tenders (4)
This project is co-financed by the European
Union and the Republic of Turkey
Administrative compliance – annex B8
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Tenderer name
Tender submission form duly completed (yes/no)
Proof of exclusion criteria (yes/no)
Tenderer’s declaration signed (yes/no)
Language as required
O&M exists
Key experts (List+CVs+Proof docs)
Key experts present in only one tender as key experts
Key experts’ statement exclusivity and availability signed
Sub-contracting statement acceptable (yes/no/not applicable)
Nationality of sub-contractors eligible (yes/no)
Overall decision (accept/reject)
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Exercise
This project is co-financed by the European
Union and the Republic of Turkey
Tender opening session
• Summary of tenders received/administrative
compliance
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Evaluation of tenders (5)
This project is co-financed by the European
Union and the Republic of Turkey
Evaluating technical offers
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Each (voting) member awards each offer a score out of a max.
100 points in accordance with the technical evaluation grid.
Tenders be scored for a given criterion one after another
For an expert the scores should be given in comparison to the requirements
stated in the ToR. (Only diplomas and experience with documented proofs will
be taken into account)
Each (voting) member of the Committee completes an evaluation grid (annex
B12) to record his/her assessment of each technical offer in order to establish
a general appreciation of strengths and weaknesses of the individual technical
offers
On completion of the technical evaluation, the points awarded by each
member are compared at the Committee's session. Besides the numerical
score, a member must explain the reasons for his/her choice and defend
his/her scores before the Committee
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Exercise
This project is co-financed by the European
Union and the Republic of Turkey
Tender evaluation
• Evaluation of methodology
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Evaluation of tenders (6)
This project is co-financed by the European
Union and the Republic of Turkey
Interviews
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Interviews should be standard practice whenever
the expert proposed has no relevant experience
on EU projects in the same language area, as evidenced
by the CV.
The preferred method of conducting the interviews shall be
by telephone (or equivalent). Exceptionally and only if duly
justified, as it entails considerable costs both for tenderers
and the CA, the method may be an interview in person
Tenderers must be given at least 10 days' advance notice
of the date and time of the interview
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Evaluation of tenders (7)
This project is co-financed by the European
Union and the Republic of Turkey
Finalising the technical evaluation
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Once the Committee has established each technical offer’s
average score (the mathematical average of the final scores
awarded by each voting member), any tender falling short of the
80-point threshold is automatically rejected.
Out of the tenders reaching the 80-point threshold, the best
technical offer is awarded 100 points.
(The technical scores of the others = (final score of the technical
offer in question/final score of the best technical offer) x 100)
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Evaluation of tenders (5)
This project is co-financed by the European
Union and the Republic of Turkey
Evaluating financial offers
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Upon completion of the technical evaluation, the envelopes
containing the financial offers (for the tenderers scored above 80)
are opened.
• Financial offers are checked for arithmetical errors.
• When evaluating financial offers, the evaluation committee
compares only the fees between the different financial
offers. The tender with the lowest total fees receives 100
points.
(The financial score of the others = (lowest total fees / total
fees of the tender being considered) x 100)
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Evaluation of tenders (8)
This project is co-financed by the European
Union and the Republic of Turkey
Recommending the award of the contract
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Conclusion of the Evaluation Committee: The best value for money
is established by weighing technical quality against price on a 80/20
basis. This is done by multiplying:
• The scores awarded to the technical offers by 0,80
• The scores awarded to the financial offers by 0,20
The resulting, weighted technical and financial scores are then
added together and the contract is awarded to the tender achieving
the highest overall score
Advanced Training PRAG Services 15-17 March 2011
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Exercise
This project is co-financed by the European
Union and the Republic of Turkey
Tender evaluation
• Evaluation of CV and checking documentary
proofs
Advanced Training PRAG Services 15-17 March 2011
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This project is co-financed by the European
Union and the Republic of Turkey
Notification of award – annex A8
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CA notifies the successful tenderer, checks
the availability of the key experts and asks for
the evidence documents to be submitted within
15 calender days
After checking the eligibility of proofs the CA sends the contract to
the consultant for signature
Once the contract is signed the CA informs the unsuccesful
tenderers.
Thanks them for their interest and for submitting a tender
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Contract award (2)
This project is co-financed by the European
Union and the Republic of Turkey
Parts of the contract
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Special Conditions
General Conditions (annex I)
Terms of Reference (annex II)
Organisation and Methodology (annex III)
Key Experts (annex IV)
Budget/Budget Breakdown (annex V)
Forms and other relevant documents (annex VI)
Report of factual findings and terms of reference for an
expenditure verification (annex VII)
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Manage the contract
This project is co-financed by the European
Union and the Republic of Turkey
Kick off meeting
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Introduction of the project
personnel and responsibilities
Re-introduction of the project team
Overview of project and immediate priorities
Agreement on Inception Report and allocation of the Nonkey experts
Administrative issues – office set-up, labour permit, VAT,
reporting formats, visibility, etc.
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Manage the contract (2)
This project is co-financed by the European
Union and the Republic of Turkey
Inception report
• Key document – in terms of detailing
organisation and methodology
• Presents all the strategic decisions taken with
consensus
by all the related parties
• Details indicators updated work plan and strategy
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2011
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Manage the contract (3)
This project is co-financed by the European
Union and the Republic of Turkey
Regular project monitoring
• Monthly managers’ meetings
• Delivery and assessment of outputs
• Progress reports and requests for
payments
• Use of incidentals
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Modifying Contracts
This project is co-financed by the European
Union and the Republic of Turkey
Why and when?
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if the circumstances affecting project implementation have
changed since the initial contract was signed
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Distinguish between;
• Acceptable changes
• Forbidden changes
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Contracts can only be modified within the execution period of
the contract
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Modifying Contracts (2)
This project is co-financed by the European
Union and the Republic of Turkey
Changes in the contract
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Acceptable changes
• Additions, ommissions, substitutions
• Changes in quality, quantity
• Changes in specified sequence
• Method of performance of services
• Timing
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Forbidden changes
• Fundamental alteration of the ToR (change of purpose, major changes in
results) cannot be made by Addendum!
• Important rule: the addendum must not alter the competition conditions
prevailing at the time when the contract was awarded
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Modifying Contracts (3)
This project is co-financed by the European
Union and the Republic of Turkey
Changes in the contract (2)
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Small changes (by means of an administrative order)
• amendment that does not affect the basic purpose of the contract
• the financial impact is limited to a transfer within the Fees involving a
variation of less than 15% of the original amount for the relevant line in
the budget breakdown
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Major changes (by means of an addendum)
• extension of the contract
• change of ToR that requires variation in fees budget exceeding 15%
• change in incidentals budget
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This project is co-financed by the European
Union and the Republic of Turkey
End of Day III
Closing
• Questions and Answers
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