Procurement Made Easy! Thursday 8 th March 2012 Tony McElholm Programme Officer Special EU Programmes Body

Thresholds Under €200 – no requirement for quotes €200 - €2,175 – evidence of having sought 3 oral quotes (where possible by fax or ) €2,175 - €14,500 – minimum of 4 written quotes from competent suppliers €14,500 - €43,500 – minimum of 5 written quotes (Over €25,000 – must advertise on E-tenders. €43,500 – EU Threshold – Full Tender Action

Retention of Documents Terms of Reference Tender Envelopes Scoring Matrix Tenders received – successful & unsuccessful Letters to bidders Copy of Contract Miscellaneous – tax clearance certificates, insurance details, qualifications Advertisements

The Tender Document Selection Criteria Award Criteria Not necessary to use selection criteria. If you do, then do not score, simple Pass/Fail Award criteria must be linked to the subject matter of the contract. MEAT – Most Economically Advantageous Tender

Examples Price Quality Time to complete After sales service Running Costs

Tender Document cont’d Do not use experience as an award scoring criterion. Do not alter award scoring criteria after tenders have been submitted Give examples of how marks are awarded. If you must include trade names or labels use “ ” or equivalent.

Points of clarification – must be available to all bidders Standstill period – not necessary under EU Threshold limits but advisable before award of contract in some instances No negotiations with preferred bidders

Framework agreements Single supplier – catering, room hire, stationery Multi supplier – mini competition or call offs Extension to contracts – ONLY: Matters of extreme urgency Unforeseeable circumstances You should consider instead including any possible extensions within the original tender document.

Single tender action Must be approved in advance by SEUPB’s financial controller Demonstrate relevance to the project Must genuinely be only one supplier Demonstrate there have been negotiations on price

Thank you for your attention…

The do’s and don’ts in making your claim Thursday 8 th March 2012 Anne McElchar Assistant Programme Development Officer Donegal County Council

Outline Background The do’s in making your claim The don'ts in making your claim Useful tips Questions & Answers

Background Donegal CDB Peace & Reconciliation Partnership Donegal County Council as lead partner has overall administrative and financial responsibility for the implementation of the Project PEACE III Secretariat Delivery Mechanisms:  Grant Scheme  Partner Delivery  Procurement Offer of grant aid is for eligible costs only

The do’s in making your claim Original invoices to be submitted Ensure relevant back-up documents that relate to the expenditure are submitted:  Quotations / tender documents  Hospitality approvals and attendance records  Single Tender Action Approval  Rent – Valuer’s Certificate

Back-up documents cont’d  Travel Claim forms  Exchange rate website:  Logos included on any printed / produced material  Documentary evidence that activity has taken place  Progress Report

The do’s in making your claim cont’d Ensure expenditure claimed within 6 months of being incurred Ensure that expenditure incurred is in line with the Letter of Offer Tax Clearance Certificate VAT status confirmation Insurance with requisite indemnities All documents must be retained until 2020

The don’ts in making your claim:  Enter a claim line if payment has not cleared bank account  Duplicate claim lines  Forget your communications requirements  Exceed budget allocation  Retrospectively create documents

Useful tips… Ensure that at least 2 people are involved in the claims process Use checklist system to ensure that the claim is complete If in doubt, contact the Secretariat.

Contact details: PEACE III Office Donegal County Council Station Island Lifford Tel: Fax:

Thank you for your attention…

Questions & Answers