Presentation is loading. Please wait.

Presentation is loading. Please wait.

1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance.

Similar presentations


Presentation on theme: "1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance."— Presentation transcript:

1 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 Advanced Training PRAG Services March 2011 PRAG Procurement Service Contracts – version November 2010 Advance module – Day III RCP-CIC By: Berk Babila, Managing Director - Ecorys in Turkey Ankara, 17 March 2011

2 2 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Documents Service tender dossier Evaluation of tenders Contract award Manage the contract Modifying contracts Content

3 3 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Documents Drafting the contents of the tender dossier TD must be carefully drafted for: the proper execution of the contract the sound functioning of the procurement procedure must contain all the provisions and information that tenderers need to present their tenders: the procedures to follow, the documents to provide, cases of non-compliance, award criteria and their weightings, stipulations regarding subcontracting, etc. representatives of the final beneficiaries should participate in the tender preparation at an early stage. the CA is responsible for drawing up these documents 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

4 4 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service Content (in accordance with Annex B8)  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

5 5 This project is co-financed by the European Union and the Republic of Turkey A. Instructions to tenderers – setting the timetable DATETIME Site visit (if any) Information meeting (if any) Deadline for request for any clarifications from the CA Last date on which clarifications are issued by the CA - Deadline for submission of tenders Interviews (if any) *- Completion date for evaluation of technical offers *- Notification of award to the selected tenderer * - Contract signature * - Commencement date *-

6 6 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Setting the timetable  Plan the tendering

7 7 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service (3) A. Instructions to tenderers – content of tenders  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  Financial Offer

8 8 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 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

9 9 This project is co-financed by the European Union and the Republic of Turkey Tender Dossier for Service (5) III. Organisation and Methodology  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

10 10 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service (6) IV. List and CVs of Key Experts Standard summary table for key experts Template / model CV

11 11 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service (7) V. Budget Budget for a Global Price Contract Budget breakdown for a Fee-Based Contract

12 12 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service (8) VI. Forms and other relevant documents Financial Identification Pre-Financing guarantee form Legal Entity File (Individual/Private Companies/Public Bodies)

13 13 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service (9) C. Other information Shortlist Notice Administrative Compliance Grid Evaluation Grid

14 14 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Tender Dossier for Service (10) 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

15 15 This project is co-financed by the European Union and the Republic of Turkey Evaluation of tenders The evaluation committee minimum 3 for service & supply tenders and minimum 5 for works tenders Have equal voting rights Evaluator Secretary Chairperson 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 are appointed and nominated on a personal basis by the Contracting Authority keeping minutes, registering attendance and drafting the Evaluation Report to ensure respect for PRAG procedures, impartiality and transparency of the evaluation Non-voting MembersVoting Members possess the technical and administrative capacities necessary to give an informed opinion on the tenders

16 16 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (2) Stages in the evaluation process  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 committee) Part 2. Compliance with formal submission requirements (summary of tenders received – annex B10)  Evaluation of offers Part 1. Administrative Compliance – annex B8 Part 2. Technical compliance

17 17 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (3) Summary of tenders received – annex B10 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)

18 18 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (4) Administrative compliance – annex B8 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)

19 19 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Exercise Tender opening session Summary of tenders received/administrative compliance

20 20 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (5) Evaluating technical offers 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

21 21 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Exercise Tender evaluation Evaluation of methodology

22 22 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (6) Interviews 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

23 23 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (7) Finalising the technical evaluation 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)

24 24 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (5) Evaluating financial offers  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)

25 25 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Evaluation of tenders (8) Recommending the award of the contract  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

26 26 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Exercise Tender evaluation Evaluation of CV and checking documentary proofs

27 27 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Notification of award – annex A8 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

28 28 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Contract award (2) Parts of the contract 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)

29 29 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Manage the contract Kick off meeting 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 Non- key experts Administrative issues – office set-up, labour permit, VAT, reporting formats, visibility, etc.

30 30 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Manage the contract (2) 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

31 31 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Manage the contract (3) Regular project monitoring Monthly managers’ meetings Delivery and assessment of outputs Progress reports and requests for payments Use of incidentals

32 32 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Modifying Contracts Why and when?  if the circumstances affecting project implementation have changed since the initial contract was signed  Distinguish between; Acceptable changes Forbidden changes  Contracts can only be modified within the execution period of the contract

33 33 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Modifying Contracts (2) Changes in the contract  Acceptable changes Additions, ommissions, substitutions Changes in quality, quantity Changes in specified sequence Method of performance of services Timing  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

34 34 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 Modifying Contracts (3) Changes in the contract (2)  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  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

35 35 This project is co-financed by the European Union and the Republic of Turkey Advanced Training PRAG Services March 2011 End of Day III Closing Questions and Answers


Download ppt "1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance."

Similar presentations


Ads by Google