€¦ · web viewprocurement documentation guidance for public project partners contracting...

Contracting authorities (e.g. regional authorities or bodies governed by public law) that are subject to public

procurement have the legal obligation to document in writing and in a clear and transparent way the

procurements they carry out. Such an obligation derives from rules established by the EU, national, regional

or local level, depending on the contract value of the procurement; certain institutions may even set stricter

internal rules. The applicable rules may require the use of specific forms or regulate the minimum content

which is necessary to document procurements. For further reference on public procurement, please read

carefully Factsheet 4.2 ‘Public procurement’.

The present guidance has been developed by Interreg Alpine Space as a tool to support the documentation

of procurements carried out by public project partners (including those governed by public law). It does not

replace any of the applicable public procurement rules, forms or minimum requirements established by law. It

rather serves as support for building a solid audit trail from the very beginning and for preventing that poor

documentation results in the loss of funds at the later stage, when financial controls on the project will take

place. Where the elements included in this guidance are already tackled by official forms used by a project

partner or requested by the first level controller, it is not required to fill in this guidance tool in addition.

Project partners are thus invited to proactively contact the relevant first level controller and consult them on

the information/documents that are expected to be provided.

Version 01 as of 18.03.2016

Procurement documentationGuidance for public project partners

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Information on contracting project partnerProgramme Interreg Alpine Space

Number and acronym of the project Click here to enter text.

Name of project partner Click here to enter text.

Address of project partner Click here to enter text.

Information on procurement

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PREPARATION OF PROCUREMENT PROCEDURE

Type of institution

(for further guidance on which organisations are subject to public procurement please see factsheet 4.2)

Central government authority(such as ministries, or associations of such authorities)

Sub-central contracting authority(such as regions or municipalities, or associations of such authorities)

Body governed by public law(such as public funded research institutes, or associations of such bodies)

Type of procurement services supply works (if applicable)

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Description of procured services, supplies (or works, if applicable)

(e.g. study on potential of natural resources in a certain area)

Click here to enter text.

Estimated value of the contract excluding VAT at the time of launching the procurement procedure and considerations

Estimated contract value excluding VAT:


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that have led to this estimation

(e.g. indication of sources used to identify the usual market price, how many person days have been calculated, what is the estimated duration of the contract, etc.)

Considerations leading to that estimation:


If separate contacts have been awarded, the reasons for that shall be explained and justified (e.g. different expertise required) – no artificial splitting of contract

yes

Reasons:

no

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shall take place Click here to enter text.

Indication of the chosen public procurement procedure (e.g. open, restricted, negotiated, direct contracting, etc.), the legal basis (provision of relevant law or internal rule) and reasons that led to this choice

Procurement procedure applied:


Legal basis:


Reasons:

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In case of in-house contracting and cooperation between public organisations or any other exemption from procurement law was applied, indication of the applicable legal provision and relevant considerations

Exemption rule applied (e.g. in-house, public bodies cooperation, R&D-services, etc.)


Legal basis:


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Justification:


IMPLEMENTATION OF PROCUREMENT PROCEDURE

Prior publication

(obligatory advertisement in media as foreseen by the applicable procurement rules or voluntary publication, including a clear description of the subject of the tender and a correct and sufficient

Obligatory publication:

(media used; date, duration and proof of publication (copy, screenshot, etc.); deadline for submission of applications/offers)

Voluntary publication:

(media used; date and duration of publication, deadline for submission of applications/offers)

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deadline for submitting offers) Click here to enter text.


Criteria and procedure used to identify the best or cheapest offer

indication of selection/award criteria, description and results of assessment

Click here to enter text. Click here to enter text.

Applicants/bidders participating Name of company Date of receipt Offered Reasons for rejection or

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in the procurement procedure of the offer price selection













Date and way of information to all involved applicants/bidders

Click here to enter text. Click here to enter text.

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about the procurement decision

CONTRACT IMPLEMENTATION

All services or supply (or works where applicable) are delivered as planned and laid down in contract

yes no

Deviations and consequences (e.g. parts not delivered and thus less compensation paid to company)

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If any, changes to the contract remain minor, the overall contract value still complies with the applicable public procurement rules and the nature and object of the contract remains fundamentally the same

yes

Description of changes (e.g. some minor additional services needed, performed and paid)


no

If changes are not minor ones a new procurement procedure has to be launched

Indication on such new procurement procedure (e.g. reference to relevant written documentation)

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AUDIT TRAIL

Full documentation of the procurement and contracting available, especially:

- terms of reference- request for offers or procurement publication/notice

yes no

Comments:

Click here to enter

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- offers/applications received- evaluation/selection report- letters of acceptance and rejection- contract, including any amendments and/or renewals- evidence that the payments made match the contract (invoices and proof of payment)- proof of delivery of goods or services

text.

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