EuropeAid

INFO-DAY Athens – 23 June 2008

Agnès ChampionEuropeAid F4

2

EuropeAidPresentation structure

What is the Framework contract ?

- External aid operations : slides 3 to 6

- EuropeAid FWC : slide 7 to 11

Opportunities for the Framework contract: 12

• Present FWC : slides 13 to 21

• Future FWC : slides 22 to end

3

EuropeAidWho does what?

Multi-annualProgramming

Evaluation

Implementation Formulation

Identification

Financing

DG Development DG External Relations

Joint responsibility

EuropeAid EuropeAid

EuropeAid

EuropeAid

4

EuropeAidEC External Actions

New Instruments 2007

Geographical coverage

• Pre-accession: IPA

• Neighbourhood: ENPI

• Development: DCI and EDF (10th EDF from 2008)

• Industrialised countries: ICI

General coverage

• Thematic programmes (included in DCI)

• Human rights: EIDHR

• Stability: IFS

• Nuclear safety: NSI

• Humanitarian aid and Macro-financial aid

5

EuropeAid

Who manages?

executiveagencies

bodies set up byCommunities

"(tradit. agencies) "

bodies with a publicservice mission"(nat. agencies)"

centralisedjointly

with internationalorganisations

shared(MemberStates )

direct indirect

decentralised(Third

Countries)

6

EuropeAid Legal BasesBudget 9th EDF

Council regulationLegal base of programme

Financial Regulation

Comm decisionAIDCO Rules and Procedures

Comm regulationImplementing Rules of

Financial Reg.

AIDCO decisionPractical Guides

(Contract/Finance/Programme estimates)

Instruction Notes

Cotonou Agreement

ACP-EC Council regulationGeneral Regulations &

General Conditions contracts

Council regulationFinancial Regulation

7

EuropeAid2 main EuropeAid FWC

Contracting

AuthorityRules Amount Lots Validity

FWC

BENEF

Commission

on behalf of

the

beneficiarie

s

PRAG

procurement

rules for

external aid

from 10.000 €

Up to

199.999 €

13 lots

for 13

technical

sectors

16/09/05 to

15/09/09

FWC

COM

2007

Commission

on its own

account

Common EC

procurement

rules

from 5.000 €

(for lot 2

up to 500.000

€)

6 lots per

type of

service

16/01/07 to 15/01/09 +

possible extension up to 2

years

Competition between Framework contractors for each mission

8

EuropeAidPRAG

The Practical Guide

o Harmonisation of procedures for External aid procurement procedures

o Sole working tool

o Coherent application of rules

o New update next weeks

9

EuropeAid

10

EuropeAid

FWC BENEFA Procurement procedure

Single tender

FWC where possible, otherwise

Competitive negotiated procedure/simplified

procedure (EDF)

International restrictedtender

10.000(5.000EDF)

200.000

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EuropeAidFWC BENEF Procedure

12

EuropeAid

1. until 15/9/2009 : sub-contractor of the

Framework contractors whose list on internet

• Either as individual expert

• Or as a firm

2. Tender for the future FWC BENEF 2009:

participating as a partner or lead firm in a

consortium candidate

FWC opportunities

13

EuropeAid

FWC Information

http://ec.europa.eu/europeaid/work/framework-contract/index_en.htm

14

EuropeAid

FWC BENEF documents

15

EuropeAid

FWC’rs data and list

16

EuropeAidFWC Commission 2007 Lots

StudiesTA Lot 1 Drafting ToRs / evaluation of offers (3 FWC’rs)

TA Lot 2 Assessing calls for proposals (3)

TA Lot 3 Conferences organisation (3)

Studies Lot 4 Sectoral studies (except Trade) (3)

Studies Lot 5 Studies for Trade (3)

TA Studies Lot 6

Training and course materials for distance learning (3)

17

EuropeAid

FWC BENEF Lots

Lot 1: Rural development and Food Security (7 FWC’rs)Lot 2: Transport and Infrastructure (6)Lot 3: Telecommunications and Information Technologies

(7)Lot 4: Energy and Nuclear Safety (5)Lot 5: Conferences (4)Lot 6: Environment (7)Lot 7: Culture, Governance and Home Affairs (7)Lot 8: Health (5)Lot 9: Education, Employment and Social (6)Lot 10: Support to Industry / Commerce / Services (7)Lot 11: Macro economy, Public Finance and Regulatory

Aspects (7)Lot 12: Standards (6) Lot 13: Humanitary Aid, Crisis Management & Post-Crisis

Assistance (4)

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EuropeAid

FWC BENEFSub-sectors common to 13 lots

a. programme / project identification and preparation / formulation,

b. assistance implementation,

c. preparation of ToR’s (services, works, supplies, …) and evaluation of offers,

d. evaluations (ex-ante, interim, ex-post etc.), monitoring

e. (Cross-) sectoral policies and reforms,

f. (Cross-) sectoral and macroeconomic (economic, budgetary) appraisals/studies (incl. Public

expenditure review),

g. legislation, regulations and law enforcement,

h. approximation of legislation (acquis communautaire),

i. institutional building,

j. training and research,

k. awareness-raising, (incl. information and communication)

l. information systems and technological issues

m. gender issues,

n. environmental issues

o. HIV/AIDS issues (impact, prevention, mitigation).

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EuropeAidFWC BENEF

Sub-sectors specific to lot 10

B. TECHNICAL DESCRIPTION

1. Investment promotion (domestic and foreign)2. Small and Medium enterprises (SME) support (inclusive advisory services for

management, production, technology, research & development, marketing, partnership, safety, exports promotion, financing, human resources management incl. gender issue, training, environmental impact,  production quality, etc.)

3. Commercial banking, inclusive financial services to SMEs (credit lines, equity, guarantees, micro-credits …), guarantee funds

4. Supporting professional/commercial/advisory bodies (professional associations, decentralised advisory agencies, local consultancy strengthening, chambers of commerce, European Information Correspondence Centres (EICC) networking), Business Centres

5. Stock exchange

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EuropeAidFWC BENEF

TA/studies mission

1. To be implemented in the countries benefiting of external aid (exclusive benefit of beneficiaries)

2. Short term (260 working days maximum within 2 years maximum)

3. 199.999 € maximum

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EuropeAid

• Content of offer : financial offer + if required

methodology + experts CVs + statement of availibility

& exclusivity (validity : 14 days)

• Criteria : 1) administrative compliance

2) technical evaluation : CV/methodology

• Total fees comparison

• Notification of results within 14 days of offers

submission

FWC BENEF Assignments award criteria

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EuropeAid

FWC BENEF 2009 call for tender Legal framework

• An international restricted tender according to procurement rules for external aid : it is not an open list.

• Transparency, proportionality, equal treatment, non-discrimination and fair competition

•Maximum FWC duration : 4 years

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EuropeAid

http://ec.europa.eu/europeaid/work/index_en.htm

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EuropeAidTender opportunity EuropeAid Webpage

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EuropeAid

FWC BENEF amounts

    16/09/2005 to 15/09/2007* average per year 16/09/2005 to 15/09/2007*

Lot Nr FWC'rs Requests

Requests per FWCor

Contracted

(MEUR) Number

Contracts

The min Contracts Nr

The max Contracts Nr

1 7 189 27 16 23 24 65

2 7 231 33 21 25 35 72

3 7 37 5 3 4 3 7

4 6 48 8 5 6 5 23

5 5 46 9 3 8 8 23

6 7 88 13 7 11 12 32

7 7 226 32 19 25 36 78

8 5 60 12 6 10 9 30

9 6 129 22 12 18 18 52

10 7 135 20 11 15 18 49

11 7 272 39 29 31 47 74

12 6 30 10 3 6 3 11

13 4 40 10 3 9 11 23

Total   1530   138      

* except lot 3 : 1 year and lot 12 : 1,5 year

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EuropeAid

FWC BENEF 2009 tender

Steps Information Decision

Publication • Forecast : 9/5/08

• Contract notice

Selection Shortlist : EuropeAid

website

Selection of firms for

invitation to tender

Evaluation • Notification to

candidates

• Award notice

Award of the FWC : list

of FWC’rs

Contracting Publication on the

FWC web pages of

all contractual data

(prices/contact)

Signature of the

Framework contracts

with each successful

tenderer

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EuropeAidTime Line FWC BENEF 2004 tender

Forecast 30 days

Procurement Notice 30 days

Shortlist

Tender Launch 50 days

9/07/04 14/02/ 05

6-7 months for a service contract tender / 16 months for FWC

Contract Award

Evaluation

Contract Signature

15/05/04 20/05/0517/12/ 0404/10/04 Sep 05

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EuropeAidFWC BENEF 2009 Forecast

• OJ/EuropeAid tender pages/some delegations website

• General Information : lots titles, estimated amounts & nationality eligibility

• Not binding

• Published at least 30 days before Procurement Notice

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EuropeAidProcurement Notice

• Where ? OJ/EuropeAid tender web pages/possibly locally

• When ? at least 30 days before deadline

• Content ? legally binding- Conditions of participation- Lots detailed description: sectors- Selection criteria- Number of candidates that will be invited to tender

• Clarifications on content will be possible before deadline for submission of applications

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EuropeAidProcurement eligibility external aid

• Member States

• EEA

• Accession countries

• Beneficiary countries of the programme

• International Organisations

• Reciprocity

• Natural and legal persons

• Origin same as eligibility for nationals

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EuropeAidShort-listing

• Administrative compliance : nationality, declaration for exclusion and limitations of applications

• Selection criteria applied to check financial, professional & technical capacities:

• Result = Shortlist published on EuropeAid website

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EuropeAidTender Launch

• Candidates informed + publication of shortlist notice

• Dispatch Tender Dossier : gives minimum and maximum number of tenderers to be retained per lot.

• Deadline for Submission = min. 50 days

• Questions 21 days – Answers 11 days

• Tenders are valid 90 days

33

EuropeAidEvaluation

5 phases

o Tender Opening Sessiono Administrative complianceo Technical Evaluationo Financial Evaluationo Conclusion

34

EuropeAidCommon mistakes

made by candidates or tenderers

What can go wrong?

35

EuropeAidAdministrative reasons

• Late arrival

• Incomplete documentation

• Not in accordance with templates

• Lack of original documents or required translations

• Not signed

• Tenderer/Candidate/partner not eligible

• Financial offer not in separate envelope

36

EuropeAidTechnical reasons

• Experts do not have the required experience

• Copy and paste of Terms of Reference

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EuropeAidFWC Award

Committee recommends to

• Award the contract to the best value for money offers within the number limits set in tender dossier

OR

• Cancel the procedure

Contracting Authority must approve the evaluation report

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EuropeAidFWC Signature

• Inform successful and unsuccessful tenderers and ask for “Proof documents”

• Commission signs and sends the contract

• Publish Contract Award Notice

39

EuropeAid

FWC Tendering process My company does not fulfil the selection criteria….

• Form a consortium (the consortium as a whole must meet the criteria, not each individual company, ! Leading firm !)!

• Try and gain relevant experience as consortium partner !

• An economic operator may rely on the capacities of other entities for a particular contract (undertaking)! See Application form :

“An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal. Such entities, for instance the parent company of the economic operator, must respect the same rules of eligibility and notably that of nationality, as the economic operator.”

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EuropeAidFWC’r quality requirements

• Covering all the sectors of the lot : consortia

• Quick reaction : network of experts

• Quality insurance : backstopping & monitoring = in house capacities

• Local network : geographical coverage

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EuropeAid