2007

1

EuropeAid

How can a private entity benefit from EC Service

Contracts ?

Jean-Louis VILLEHead of Unit « Finances, Contracts and Audit »Neighbourhood PolicyEuropeAid

Athens, 25 september 2008

2007

2

EuropeAidCONTENT

1.Terms of Reference2.Timing3.Publication 4.Shortlisting5.Tender launch6.Evaluation7.Contract Award8.Other procedures

2007

3

EuropeAidProcedures

Single tender

FWC where possible, otherwise

Competitive negotiated /Simplified procedure

International restrictedtender

0

200.000

Com

petit

ive

Dia

logu

eN

egot

iate

d pr

oced

ure

(exc

eptio

nal)

Artificially splittingrelated activities intosmaller lot sizes or contracts to circumventthe procurement thresholds is prohibited

10.000/5.000

2007

4

EuropeAid1. Terms of Reference

•What it should cover•Deadlines•Requirements•Objective•Type of contract•Terminology• Incidentals•Expenditure verification•Key experts

2007

5

EuropeAid2.Timing

How much time is needed?

How do I plan this?

More time / Less time?

2007

6

EuropeAidTime Line

Forecast 30 days

Procurement Notice 30 days

Shortlist

Tender Launch 50 days

3 months 6 months

Procedure takes at least 6-7 months

Contract Award

Evaluation

Contract Signature

2007

7

EuropeAid3.Publication

Forecast notice

Procurement noticeo Criteria

More time / Less time?

2007

8

EuropeAidWhere?SERVICE International

restricted

procedure

Competitive

Dialogue

Competitive

negotiated

procedure

Single

tender

Publication •O J

•EuropeAid

• OJ

•EuropeAid

Not

applicable

Not

applicable

Optional Other

appropriate

media

Other

appropriate

media

Prag 3

2007

9

EuropeAid 4.Shortlisting

EVALUATION COMMITTEE

• Appointed by CA

• Non-voting Chairman and Secretary

• Odd number of voting members

2007

10

EuropeAidRecommendations•Evaluation Committee same composition during shortlist as evaluation

•All Commission staff can be members. •Chairman must be an Official (from FCU / FCS)

2007

11

EuropeAidRole of the Chairman

and the Secretaryo Chairperson explains the advisory role

of the panelo Declarations of Impartiality and

Confidentiality (Annex A4)o Chairperson guarantees the fair process

2007

12

EuropeAidAdministrative

Compliance•Arrived before deadline, language, application form and declarations signed

•Documentation complete as required

•Nationality eligible?

2007

13

EuropeAidSelectionHow many eligible Candidates do meet the

selection criteria?

< 4

• May continue with

less than 4 (Budget)• Cancel procedure• Republish

Procurement Notice

> 8

• Examine comparative

criteria• Justify changes in

Shortlist Report

2007

14

EuropeAid5. Tender launch

2007

15

EuropeAid6. Evaluation

1. Receipt and registration of tenders2. Tender opening session3. Evaluation of technical offers

1. Administrative compliance2. Technical compliance

4. Evaluation of financial offers5. Conclusion of the evaluation committee6. Award or cancelling the tender procedure

2007

16

EuropeAid1. Receipt and

registration of tenders•Date and time of reception•Receipt for hand delivery•Outer envelope numbered in order of receipt

The envelopes containing the tenders mustremain sealed and be kept in a safe placeuntil they are opened. Fill-in „summary of tenders received“.

2007

17

EuropeAid2. Tender Opening

Sessiono Preparatory phaseo Ensure that evaluators received the tender dossiero Chairperson explains procedure, including evaluation grid,

award criteria and weightings (best value for money)o Compliance with formal submission requirementso Tender Opening checklisto Declarations of Impartiality and Confidentiality o Clarification correspondence with tendererso Approval of the Opening Report

ONLY ACCEPTED OFFERS GO ON TO THE NEXT PHASE

2007

18

EuropeAid3. Administrative

Compliance•Fill in Administrative Compliance Grid

o Documentation complete as requiredo 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!

2007

19

EuropeAid4a. Technical Evaluation• 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!

2007

20

EuropeAid4b. Financial Evaluation

•Open financial envelopes

•Check arithmetical errors

•Financial offer within maximum budget

•Financial score = lowest fees x 100 actual fees

•Cheapest offer = 100 points

2007

21

EuropeAid5. Conclusion

Technical Score x 0.80

+

Financial Score x 0.20

Tender with best value for money!

2007

22

EuropeAid6. Proposal of the

committeeCommittee recommends to

Award the contract to the tenderer with best value for money

OR

Cancel the procedure

Contracting Authority must approve the evaluation report

2007

23

EuropeAid7. Contract Award o Notification of award

o Verification of proof documents

o Contract preparation and dispatch

o Award notice

o Contract

o Letter to unsuccessful tendererso Publication of the results on Website

www.europa.eu/europeaid

2007

24

EuropeAid8. Other Procedures

o Frame Work Contract

o Competitive Negotiated procedure

o Competitive dialogue

o Negotiated procedure

o Single tender

2007

25

EuropeAidSUMMARY

1.Terms of Reference2.Timing3.Publication 4.Shortlisting5.Tender launch6.Evaluation7.Contract Award8.Other procedures

2007

26

EuropeAidCriteria • Exclusion

o Bancruptcy, taxes…(art 93 FR)

• Selectiono Experience, financial capacity…(art 135-7 IR)

• Evaluationo Quality of offer (art 97 FR)

• Awardo Best value for money (art 138 IR)

2007

27

EuropeAidSelection Criteria 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).