EuropeAid How can a private entity benefit from EC Service Contracts ? Jean-Louis VILLE Head of Unit « Finances, Contracts and Audit » Neighbourhood Policy EuropeAid Athens, 25 september 2008

EuropeAid CONTENT 1.Terms of Reference 2.Timing 3.Publication 4.Shortlisting 5.Tender launch 6.Evaluation 7.Contract Award 8.Other procedures

EuropeAid Procedures Single tender FWC where possible, otherwise Competitive negotiated /Simplified procedure International restricted tender Competitive Dialogue Negotiated procedure (exceptional ) Artificially splitting related activities into smaller lot sizes or contracts to circumvent the procurement thresholds is prohibited /5.000

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

EuropeAid Timing How much time is needed? How do I plan this? More time / Less time?

EuropeAid Time Line Forecast 30 days Procurement Notice 30 days Shortlist Tender Launch 50 days 3 months6 months Procedure takes at least 6-7 months Contract Award Evaluation Contract Signature

EuropeAid Publication Forecast notice Procurement notice o Criteria Criteria More time / Less time?

EuropeAid Where? SERVICE International restricted procedure Competitive Dialogue Competitive negotiated procedure Single tender Publication O J EuropeAid OJ EuropeAid Not applicable OptionalOther appropriate media Prag 3

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

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

EuropeAid Role of the Chairman and the Secretary o Chairperson explains the advisory role of the panel o Declarations of Impartiality and Confidentiality (Annex A4) o Chairperson guarantees the fair process

EuropeAid Administrative Compliance Arrived before deadline, language, application form and declarations signed Documentation complete as required Nationality eligible?

EuropeAid Selection How 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

EuropeAid Tender launch Tender dossier Invitation to shortlisted applicants Unsuccessful tenderers Publication of shortlist Question & Answers Receive tenders

EuropeAid Evaluation 1.Receipt and registration of tenders 2.Tender opening session 3.Evaluation of technical offers 1. Administrative compliance 2. Technical compliance 4.Evaluation of financial offers 5.Conclusion of the evaluation committee 6.Award or cancelling the tender procedure

EuropeAid 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 must remain sealed and be kept in a safe place until they are opened. Fill-in „summary of tenders received“.

EuropeAid Tender Opening Session o Preparatory phase o Ensure that evaluators received the tender dossier o Chairperson explains procedure, including evaluation grid, award criteria and weightings (best value for money) o Compliance with formal submission requirements o Tender Opening checklist o Declarations of Impartiality and Confidentiality o Clarification correspondence with tenderers o Approval of the Opening Report ONLY ACCEPTED OFFERS GO ON TO THE NEXT PHASE

EuropeAid Administrative Compliance Fill in Administrative Compliance Grid o Documentation complete as required o 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!

EuropeAid a. 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!

EuropeAid b. 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

EuropeAid Conclusion Technical Score x Financial Score x 0.20 Tender with best value for money!

EuropeAid Proposal of the committee Committee recommends to Award the contract to the tenderer with best value for money OR Cancel the procedure Contracting Authority must approve the evaluation report

EuropeAid 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 tenderers o Publication of the results on Website

EuropeAid Other Procedures o Frame Work Contract o Competitive Negotiated procedure o Competitive dialogue o Negotiated procedure o Single tender

EuropeAid SUMMARY 1.Terms of Reference 2.Timing 3.Publication 4.Shortlisting 5.Tender launch 6.Evaluation 7.Contract Award 8.Other procedures

EuropeAid Criteria Exclusion o Bancruptcy, taxes…(art 93 FR) Selection o Experience, financial capacity…(art IR) Evaluation o Quality of offer (art 97 FR) Award o Best value for money (art 138 IR)

EuropeAid Selection 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 € 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).