EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 1 EU-TURKEY CHAMBER FORUM EU TURKEY CHAMBERS PARTNERSHİP GRANT SCHEME PROCUREMENT FOR THE SUPPLIES AND SERVICES BIGGER THAN EURO Burcu Atılgan-Grant Expert TOBB EU Department

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 2 PROCUREMENT SERVICE CONTRACTS There is no need for publication. You carefully design the ToR, the time schedule and the expected result. You chose at least three potential service providers (for safety there should be four or more) and you send to them Invitation to Tender accompanied by the Tender Dossier

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 3 PROCUREMENT SERVİCE CONTRACTS The offers must be presented with the 2 envelopes system: one including the administrative papers and the technical offer and one envelope for the financial offer

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 4 PROCUREMENT SERVICE CONTRACTS The Evaluation Committee then works in three steps: Check the conformity of the administrative papers: a single compliant candidate is enough Evaluate and rank the technical proposal Examine the financial offers and come to a final conclusion. After your selection is completed you sign the Contract. You keep records of all the process in particular: The selection of the firms The nomination of the Committee The minutes of the Evaluation process with all findings, correspondences, exclusions and deliberations.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 5 PROCUREMENT SERVICE CONTRACTS CONTENT OF THE TENDER DOSSIER The Conditions of the contract ToR for the project with a forecast timetable for the contract implementation and the forecast dates from which the key experts must be available

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 6 PROCUREMENT SERVICE CONTRACTS CONTENT OF THE TENDER DOSSIER An overall structure for the Organisation and Methodology to be provided by the tenderer and which will become an annex of the contract A standard format for the summary and CVs of key staff, to be included as an annex of the eventual contract

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 7 PROCUREMENT SERVICE CONTRACTS CONTENT OF THE TENDER DOSSIER The format of the budget which will be completed by the tenderer and will become an annex of the eventual contract

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 8 PROCUREMENT SERVICE CONTRACTS CONTENT OF THE TENDER DOSSIER General Conditions for service contracts Any additional contractual information such as tax arrangements for contracts funded by EU.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 9 PROCUREMENT SERVICE CONTRACTS Evaluation of Service Contracts The Committee Tenders are opened by the Evaluation Committee, which evaluates tenders’ technical as well as administrative capacities. The Grant Beneficiary appoints the members of the Evaluation Committee. In the Committee there are a Chairperson as a non- voting member, odd number of voting members (minimum of three people) and a non-voting secretary. Committee members must sign a Declaration of Impartiality and Confidentiality.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 10 PROCUREMENT SERVICE CONTRACTS Phases of Evaluation Preparatory Phase The Chairperson presents the purpose of the tender and explains the procedures to be followed by the Evaluation Committee, including the technical criteria grid, the threshold for acceptance (the one for technical offers is 80) and weightings specified for technical and financial evaluation which are 0.8 and 0.2 respectively. Compliance Requirements The Committee checks if offers were received in due time, the outer envelope contains both technical and financial offers.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 11 PROCUREMENT SERVICE CONTRACTS Phases of Evaluation Administrative Compliance The Committee checks if documentation is complete, if further clarifications needed they may be requested, but only in writing. Technical Evaluation After the administrative compliance evaluation, the Committee then assesses the technical offers; while the financial offers must be kept sealed

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 12 PROCUREMENT SERVICE CONTRACTS Technical Evaluation There are some ways to judge the technical quality of a service proposed. These ways are: evaluating the financial standing and previous experience of the Company in similar services, evaluating the method and time schedule proposed and to check whether it is in accordance with your needs and the level of the key staff (in terms of academic background, job history, familiarity with the region…etc.) who will carry out the service.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 13 maxTenderer 1Tenderer 2Tenderer 3 Bölüm 1: Technical Evaluation Evaluater A Evaluater B Evaluater C Total Avarage score174/ /3= /3=85.33 Technical score(actual final score/ Highest final score) eliminated(84.67/85.33)*100= Bölüm 2:Financial Evaluation Total offer27000Euro28500Euro Financial score (lowest price /offer price x 100) eliminated /28500 x 100 = Bölüm 3: General Evaluation Technical scoreeliminated99,22*0.80= x 0.80 = Financial Score100*0.20= *0.20=18.95 Overall Score = =98.95 Final ranking12 Evaluation Grid -Sample

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 14 PROCUREMENT SUPPLY CONTRACTS There is no need for publication. You chose at least three potential suppliers. You send them the Invitation to Tender accompanied by a Tender Dossier. Minimum time given for the preparation of the tenders is 30 days. You will create your own Evaluation Committee and you will evaluate the tenders. Evaluation of technical offers, based on the published grid from the Tender Dossier, consists in: Assessment of the administrative compliance Technical compliance of the tenders Evaluation of financial offers

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 15 PROCUREMENT SUPPLY CONTRACTS After your selection is completed you sign the Contract. The award of the contract does not need to be publicized. You keep a record of all the process in particular: The selection of the firms The nomination of the Committee The minutes of the Evaluation process with all findings exclusions and deliberations.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 16 PROCUREMENT SUPPLY CONTRACTS Content of the tender dossier: The Conditions of the contract The technical annexes, containing any plans and the Technical Specifications (which give instructions and guidance to the tenderers on the tenders they will need to submit and to serve as the contractor's mandate and which will become an annex of the eventual contract), as well as a provisional timetable for performance. The format of the budget, which will be completed by the tenderer. General Conditions for supply contracts Any additional contractual information

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 17 PROCUREMENT SUPPLY CONTRACTS Evaluation of Supply Contracts Receipt and registration of tenders Preparatory Phase Compliance Requirements Technical Evaluation Financial Evaluation

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 18 PROCUREMENT SUPPLY CONTRACTS The Evaluation Committee makes the decision to award the contract and notifies the successful tenderer within the period of validity of the tenderer. The Grant Beneficiary prepares the contract for signature, following the recommendation of the Evaluation Committee, signs the two copies of the contract, send the signed copies of the contract to the successful tenderer, who must countersign them and send them back, within maximum 30 days to the Beneficiary.

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 19 PROCUREMENT SUPPLY CONTRACTS TECHNICAL SPECIFICATIONS AND REQUIREMENTS Contract Name: _________________ Contract no.:_________________ Name of Item:_________________ Quantity: TECHNICAL DETAİLS General Description Technical Specifications 3.Accessories and Attachments 4.Tools or Other Required Items 5.Maintenance Requirements 6.Spare Parts Required 7.Manuals 8.Required Performance 9.Warranty Specifications

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 20 Thank you for your kind attention.... Burcu Atılgan Tel: