2007

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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

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EuropeAidCONTENT1.Terms of Reference2.Timing3.Publication 4.Shortlisting5.Tender launch6.Evaluation7.Contract Award8.Other procedures

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EuropeAidProcedures

Single tender

FWC where possible, otherwise

Competitive negotiated /Simplified procedure

International restrictedtender

0

200.000

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ive

Dia

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eN

egot

iate

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ure

(exc

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

10.000/5.000

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EuropeAid1. Terms of Reference •What it should cover•Deadlines•Requirements•Objective•Type of contract•Terminology• Incidentals•Expenditure verification•Key experts

2007

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EuropeAid2.TimingHow much time is needed?

How do I plan this?

More time / Less time?

2007

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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

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EuropeAid3.PublicationForecast notice

Procurement noticeo Criteria

More time / Less time?

2007

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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

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EuropeAid 4.Shortlisting

EVALUATION COMMITTEE• Appointed by CA• Non-voting Chairman and Secretary• Odd number of voting members

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EuropeAidRecommendations•Evaluation Committee same composition during shortlist as evaluation•All Commission staff can be members. •Chairman must be an Official (from FCU / FCS)

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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

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EuropeAidAdministrative

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

•Documentation complete as required

•Nationality eligible?

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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

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EuropeAid5. Tender launch

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EuropeAid6. Evaluation1. 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

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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“.

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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

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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!

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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!

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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

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EuropeAid5. ConclusionTechnical Score x 0.80

+Financial Score x 0.20

Tender with best value for money!

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EuropeAid6. Proposal of the

committeeCommittee recommends toAward the contract to the tenderer with

best value for money OR

Cancel the procedure Contracting Authority must approve the evaluation report

2007

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EuropeAid7. Contract Award o Notification of awardo Verification of proof documentso Contract preparation and dispatcho Award noticeo Contracto Letter to unsuccessful tendererso Publication of the results on Website

www.europa.eu/europeaid

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EuropeAid8. Other Procedures o Frame Work Contracto Competitive Negotiated procedureo Competitive dialogueo Negotiated procedureo Single tender

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EuropeAidSUMMARY1.Terms of Reference2.Timing3.Publication 4.Shortlisting5.Tender launch6.Evaluation7.Contract Award8.Other procedures

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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)

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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 candidateAt least 7 permanent staff members currently work in fields related to this

contract.3) Technical capacity of candidatea) 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/iesIf more than 8 eligible candidates: ●Preference will be given to the highest number of projects in 3 a).