Exclusivity Software Contract by mkn11209

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									This Programme is funded by               CFCU is the Contracting Authority
     the European Union                         of this Programme




                    CIVIL SOCIETY DIALOGUE –
                  EU-TURKISH CHAMBERS FORUM


EU-TURKEY CHAMBERS PARTNERSHIP
    GRANT SCHEME PROGRAMME




PROCUREMENT MANUAL
   FOR SERVICES




                              CFCU-2009
This document has been prepared in Turkish and English. In the event of any contentious issues arising,
the English version will be binding.




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Procurement Manual for Services




                                  Procurement Procedure Summary for Services


         Numbers given in paranthesis in this document refer to sections in the Procurement Manual. Detailed
         information on the subject can be found in the relevant sections and documents referred thereof.



         Basic Principles:
         1. Standard documents should be used throughout the whole procurement procedure (2.2/4;4;5).
         2. All stages of the procurement procedure should be recorded, all communications with the
            tenderers should be in writing.
         3. Decisions made and persons taken these decisions throughout the procurement process should
            be recorded. For direct procurement procedures (€10.000 or less) the recording could be a note
            to the file made by the project manager or other authorities, if there is one. For a procedure
            where a tender dossier is prepared, a formal evaluation committee has to be formed (Chairman,
            secretary, odd number of voting members – minimum 3) (2.2/7; 5.1; 5.2; 5.3)
         4. For circumstances not defined in the Manuals, final decision is under the responsibility of the
            Grant Beneficiary with the condition that he or she consults and asks support of the Support Unit.
            Grant Beneficiary should always be prepared to submit written justification for each step taken
            and for each decision made.
         5. All conditions that affect the tender evaluation (required documents, eligibility criteria, evaluation
            criteria, etc.) should be mentioned in the tender dossier. Criteria that were not declared to
            tenderers before their submission of the tenders cannot be taken into account during evaluation
            (5.3)
         6. Maximum budget allocated for the contract is declared to tenderers in service procurement
            (2.2/4/i; 3.2/3/i).
         7. The tender is awarded based on the technical scores weighted 80% and financial scores
            weighted 20%. Tenderers who have received less than 80 out of 100 technical points are
            regarded as technically incompliant and the corresponding financial offer envelopes are returned
            unopened. (2.2/7).
         8. In tender and contracts, prices could be quoted in TRY. However, for the sake of minimising risks
            that could be incurred by fluctuations in the currency and for ease of reporting, it is strongly
            advised to use € as the contract currency.




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Procurement Manual for Services




                                                               Procurement Process
                                                                   Contract Value (CV)
                          CV ≤ 10.000 € (3.3)             10.000 < CV < 50.000 € (3)                50.000 ≤ CV < 200.000 € (2)
                                                                                                           (Not Applicable)

                                                      Prepare Terms of Reference (3.2/2)
                                                                                                Prepare Terms of Reference (3.2/2)
  Preparation




                      Prepare Terms of Reference      Prepare simplified tender documents
     Stage




                      (3.2/2)                                                                   Prepare tender dossier (2.2/4)
                                                      (3.2/3)
                                                                                                Send the documents to CFCU for
                                                      Send the documents to SU for
                                                                                                checking.
                                                      checking.


                                                      Use an invitation letter and simplified   Using an invitation letter and the tender
  Announcement




                      Use an invitation letter and    terms of reference attached to it,        dossier attached to it, request
                      terms of reference attached     request proposals from at least 3         proposals from at least 3 candidates
      Stage




                      to it, request proposals,       candidates (3.2/4)                        (2.2/5)
                      preferably from 3 candidates
                      (3.2/4).                        You should have at least 3 eligible       You should have at least 3 eligible
                                                      offers in order to finalise the tender    offers in order to finalise the tender
                                                      procedure.                                procedure.

                                                      Give at least 30 days for the
                                                                                                Give at least 30 days for the
                                                      submission of tenders (2.2/6;3.2/5)
                                                                                                submission of the tenders (2.2/6;3.2/5)
  Tender Opening




                      Give reasonable time to         Meanwhile, appoint your evaluation
                                                                                                Meanwhile, appoint your evaluation
                      tenderers to prepare their      committee (2.2/7)
                                                                                                committee (2.2/7)
                      offers.                         Receive offers in sealed envelopes.
                                                                                                Receive offers in sealed envelopes.
                      Offers should be delivered in   Financial offers should also be in
                                                                                                Financial offers should also be in
                      sealed envelopes (3.2/5).       closed seperate envelopes
                                                                                                closed seperate envelopes (2.2/6;3.2/5)
                                                      (2.2/6;3.2/5)
                                                                                                Tenders must be numbered based on
                                                      Tenders must be numbered based on
                                                                                                the order of receival
                                                      the order of receival
                                                      Open envelopes and check for
                                                      administrative compliance and score       Open envelopes and check for
                                                      for technical compliance (2.2/7)..        administrative compliance and score
                      Open envelopes and                                                        for technical compliance (2.2/7)..
                      technically evaluate the        Open the financial offers of those
                      proposals.                      tenders found to be technically           Open the financial offers of those
  Tender Evaluation




                                                      compliant. Calculate final scores         tenders found to be technically
                      Award the contract to the       (2.2/7.5)..                               compliant. Calculate final scores
                      lowest bidder among the                                                   (2.2/7.5)..
                      technically accepted            Prepare evaluation reports (5.1; 5.2;
                      proposals. Record your          5.3)                                      Prepare evaluation reports (5.1; 5.2;
                      decision.                                                                 5.3)
                                                      Send the Evaluation Report to SU for
                      Prepare a simple contract.      checking                                  Send the Evaluation Report to CFCU
                                                                                                for checking
                      Inform unsuccessful             Sign the Contract.
                      tenderers in writing (5.4).                                               Sign the Contract.
                                                      Inform unsuccessful tenderers in
                                                      writing                                   Inform unsuccessful tenderers in
                                                                                                writing (5.4).
                                                      (5.4).




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Procurement Manual for Services




                                                              Table of Contents

1.  Introduction ............................................................................................................................. 6
2.  Procurement of services for more than €10.000 but under €200.000: ..................................... 8
  2.1.   Procurement procedure step-by-step (flow chart) - negotiated procedure without
         publication ....................................................................................................................... 8
  2.2.   Explanation of procurement of services for more than €10.000 but under €200.000 by
         means of the negotiated procedure ................................................................................. 9
3. Procurement of services for €50.000 or less – simplified procedure ..................................... 12
  3.1.   Procurement procedure step-by-step – simplified procedure ......................................... 12
  3.2.   Explanation of procurement of services for €50.000 or less .......................................... 13
  3.3.   Procurement of services for €10.000 or less: the “single tender procedure” .................. 14
4. Procurement dossier for Service contracts ............................................................................ 14
5. Annexes for the procurement of services .............................................................................. 15
  5.1.   Service Tender Opening Report .................................................................................... 15
  5.2.   Service Tender Evaluation Report ................................................................................. 19
  5.3.   Evaluator’s grid .............................................................................................................. 25
  5.4.   Letter to unsuccessful tenderers.................................................................................... 26
  5.5.   Service contract award notice ........................................................................................ 27
  5.6.   Addendum to a service contract .................................................................................... 28
  5.7.   Overview of annexes for the procurement of services ................................................... 29
  5.8.   Checklist for the procurement of services ...................................................................... 31




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Procurement Manual for Services




1.            Introduction

This is a help guide for grant beneficiaries wishing to procure services (e.g. provision of training, technical
assistance, supervisory services, feasibility studies, consultancies etc) under their contract with the CFCU in
the framework of the Civil Society Dialogue – EU-Turkish Chambers Forum; EU-Turkey Chambers
Partnership Grant Scheme Programme implemented under the coordination of TOBB and Eurochambres.
This document will be made available to grant beneficiaries.


Rules applicable to service contracts are summarised in the table below:


                  Value                           Procedure                       ETCF Grant Scheme

 Service contracts of €200.000 or        International restricted tender              Not applicable
              more                     procedure following publication of
                                              procurement notice

Service contracts under €200.000         Negotiated procedure without                 Not applicable
     but more than €10.000                        publication

 Service contracts under €50.000        Negotiated procedure without           The Grant Beneficiary (= the
     but more than €10.000             publication: simplified procedure     Contracting Authority) consults at
                                                                                least 3 service providers

 Service contracts with a value of               Single tender               The Grant Beneficiary may place
         €10.000 or less                                                      orders on the basis of a single
                                                                                          tender



Three different procurement procedures for the procurement of services are applicable in this programme
depending on the amount involved:
        procurement of services with a value of €10.000 or less
        procurement of service contracts under €200.000 but more than €10.000: this negotiated procedure
         is subdivided into 2:
            I. Negotiated procedure without publication, and
           II. Negotiated procedure without publication, the simplified procedure (e.g. for simple services
               such as renting vehicles or making use of one expert/trainer) for an amount up to €50.000.
               (note: the simplified procedure provides the minimum requirements to comply with: additional
               requirements can always be added, as is the normal procedure without publication).


Whatever the case may be, the grant beneficiary shall award the procurement contract to the tenderer
offering best value for money, that is to say, to the tender offering the best price-quality ratio, in compliance
with the principles of transparency and equal treatment for potential contractors, care being taken to avoid
any conflict of interests.


More detailed information, examples and empty templates for services procurement documents to be used
can be obtained from the helpdesks at the PIU and the following websites:
                  The Programme Website: www.etcf.org.tr
                  Website of SPO, Ankara, Turkey: www.tobb.org.tr/abm
                  Website of CFCU, Ankara, Turkey: http://www.cfcu.gov.tr




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Procurement Manual for Services


                 An English version of the “Practical Guide to contract procedures for EC external actions”
                  (EU PRAG) is available at the following web-site
              http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm
    Where necessary: individual advice and support will be given to grant beneficiaries within the time
    available.




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Procurement Manual for Services




2.       Procurement of services for more than €10.000 but under
         €200.000:
2.1.     Procurement procedure step-by-step (flow chart) - negotiated procedure
         without publication


                                  I. Define organisation’s needs



                              II. Decide procurement strategy


                          III. Prepare terms of reference (ToR)



                                   IV. Prepare tender dossier



                                       V. Invite tenderers



                                   VI. Obtain tenders in writing



                                      VII. Evaluate tenders



                 VIII. Award contract / Inform those unsuccessful



                          IX. Manage contract implementation




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Procurement Manual for Services




2.2.      Explanation of procurement of services for more than €10.000 but under
          €200.000 by means of the negotiated procedure

Please find below an explanation of each step of the applicable procurement procedure for services between
€10.000 and €200.000 as given in the flow chart on the previous page:
Step 1:       Define organisation’s needs: how do the project needs fit within the needs of the organisation
              ? (e.g. see also Grant Application form, Description of the Action, § 1.6. Justification)
Step 2:       Decide procurement strategy: the procurement strategy identifies the best way of achieving
              the objectives of the project and value for money, taking account of the risks and constraints.
              The aim of a procurement strategy is to achieve the optimum balance of funding, control and
              risk for a particular project. Examples: For a training programme to be sub-contracted, does one
              foresee one or more tender procedures and one or more service providers? For an IT project,
              should the supplier of hardware and software also provide training on the software
              programme(s)?
Step 3:        Prepare terms of reference (ToR): a written document setting out the requirements and/or
               objectives in respect of the provision of services, specifying, where relevant, the methods and
               resources to be used and/or results to be achieved. In particular:
               What do you want: what kind of services are requested ?
               How much do you want ? What are the required inputs ?
               When do you want the services to be provided ?
               The quality of services you want ?
Step 4:       Prepare a tender dossier. The tender file should contain the following information: (a)
              instructions to tenderers, which should include: (i) the award criteria and their weightings (the
              evaluation grid), (ii) the maximum budget available, (iii) the currency of tenders (€/TRY), (b)
              shortlist of candidates selected (minimum 3, but better is more, see step 6), (c) general
              conditions for service contracts, (d) terms of reference indicating the planned timetable for the
              project and dates from which it is planned that the experts must be available, (e) price schedule
              (for completion by the tenderer), (f) tender submission form and (g) draft contract form and
              special conditions with annexes.
              OPTIONAL: The Contracting Authority may lay down minimum capacity levels below which it
              cannot select candidates: these selection criteria concern (a) Economic & financial capacity, (b)
              Professional capacity, and (c) Technical capacity of the candidate or tenderer. The minimum
              capacity levels required fixed by the selection criteria may not go beyond the subject of the
              contract.
Step 5:       Invite minimum 3 tenderers to tender. The candidates are sent a letter of invitation to tender
              accompanied by a tender dossier. Allow a reasonable time for the service providers to respond.
              The candidates must be allowed at least 30 days from the dispatch of the letter of invitation to
              tender to submit their tenders.
Step 6:       Obtain tenders in writing. If you do not receive at least three valid tenders (i.e. arrived on time
              and respecting the formal submission requirements), the procedure must be cancelled and
              started again. Therefore, it would be prudent to invite tenders from more than three service
              providers. You must choose companies whom you genuinely believe are capable of, and
              interested in undertaking your contract.
Step 7:       Evaluate tenders: compare tenders (price, requirements) and select the most economically
              advantageous tender based on the requirements and award criteria. These criteria cover both
              the technical quality and price of the tender.
              Evaluation Committee (E.C.): tenders are opened and evaluated by an Evaluation Committee
              appointed by the Contracting Authority comprising a Chairperson, a Secretary and an odd
              number of voting members (minimum of three for service tenders). The voting members should
              have the necessary skills to evaluate offers technically and financially. They must record how
              they have assessed the offers using the previously stated evaluation criteria and their reasons
              for the choice of the service provider.




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Procurement Manual for Services


              Stages in the evaluation process:
              7.1.           Receipt and registration of tenders: date and time of reception must be recorded
              7.2.           Tender opening session (all the envelopes with the technical offers must be opened
                             at the same time): checking the compliance with formal submission requirements
                             (i.e. following the opening of the outer envelope and the opening of the technical
                             offer), see “tender opening checklist”
              7.3.           Evaluation of offers
                             Part A: Administrative compliance (see “administrative compliance grid”)
                             Part B: OPTIONAL: If selection criteria were mentioned in the tender dossier to
                             verify the minimum capacity levels regarding (a) Economic & financial capacity, (b)
                             Professional capacity, and (c) Technical capacity of the candidate or tenderer, then
                             they should be checked before starting the technical evaluation (Part C): tenderers
                             meeting all the minimum requirements will pass and will be accepted for further
                             evaluation, the others will be excluded at this stage.
                             Part C: Technical compliance (see “technical evaluation grid”). When evaluating
                             technical offers, each (voting) member awards each offer a score out of a
                             maximum 100 points in accordance with the technical evaluation grid (as laid down
                             in the tender dossier). 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 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.
              7.4.           Evaluation of financial offers: upon completion of the technical evaluation, the
                             envelopes containing the financial offers are opened. When evaluating financial
                             offers, the E.C. 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 is = (lowest total fees / total fees of the tender being considered) x 100.
              7.5.           Conclusion of the Evaluation Committee
                             The most economically advantageous tender 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.




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Procurement Manual for Services


                                      Specimen Tender Evaluation Summary

                                       Maximum
                                                       Tender 1            Tender 2                 Tender 3
                                       possible
   Part 1: Technical Evaluation
   Evaluator A                           100             55                   88                      84
   Evaluator B                           100             60                   84                      82
   Evaluator C                           100             59                   82                      90
   Total                                 300             174                 254                      256
   Average score (mathematical                          174/3=              254/3=                   256/3=
   average)
                                                        58.00                84.67                   85.33
   Technical score (actual final                                      (84.67/85.33)x100=
   score/highest final score)                         Eliminated*
                                                                             99.22                   100.00
   Part 2: Financial Evaluation
   Total fees                                                              € 951 322              € 1 060 452
                                                      Eliminated
   Financial score                                     following                                   (951 322 /
   (lowest total fees    /   actual                    technical                                   1 060 452)
   total fees x 100)                                  evaluation                                     x 100 =
                                                                             100                      89.71
   Part 3: Composite Evaluation

       Technical score x 0.80                                        99,22 x 0.80 = 79.38        100.00 x 0.80 =
                                                                                                     80.00
                                                      Eliminated
       Financial score x 0.20                                           100.00 x 0.20=         89.71 x 0.20= 17.94
                                                       following
                                                                            20.00
                                                       technical
            Overall score                             evaluation        79.38 + 20.00=           80.00 + 17.94=
                                                                            99.38                    97.94
            Final ranking                                                      1                       2


* Only tenders with average score of at least 80 points qualify for the financial evaluation

Step 8:         Award contract / Inform those unsuccessful. Notify the successful tenderer and proceed with
                contract signature. Once you have established a contract you should inform the other service
                providers that they have not been successful on this occasion. Thank them for their interest in
                your business and for submitting a quote. Moreover, if the language of the contract is Turkish,
                prepare a detailed English summary of the tender and award procedure.
Step 9:         Don’t forget to manage and monitor the realisation of the contract once it has been awarded.
                You need to ensure that the service provider is proceeding on time, that the quality of the
                delivery is conform the quote and the Terms of Reference, and that delivery will still be on the
                requested date, especially if other parts of your grant action rely on this. As the Contracting
                Authority you will have to manage any delays caused by any one of your procurements.




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 Procurement Manual for Services




3.        Procurement of services for €50.000 or less – simplified procedure

 3.1.     Procurement procedure step-by-step – simplified procedure



                                   I. Define organisation’s needs




      II. Prepare terms of reference (ToR, description of the requirements)




     III. Prepare simplified tender dossier and send the documents to PIU




                                   IV. Invite minimum 3 tenderers




                                    V. Obtain tenders in writing




     VI. Evaluate tenders: compare quotes (price, requirements) and select
         best value service provider, send the Evaluation Report to SU



                      VII. Award contract / Inform those unsuccessful




                              VIII. Manage contract implementation




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Procurement Manual for Services


3.2.      Explanation of procurement of services for €50.000 or less

All procurement between €10.000 and €200.000 should be made following the “negotiated procedure without
publication” (see section before). However, in some cases, e.g. for simple services such as renting vehicles
or making use of one expert/trainer, it may be more appropriate to use a simplified tender dossier, but still
remaining within the “negotiated procedure”.
Under the simple procurement procedure for amounts of €10.000 or less it is allowed to procure services with
only one single tender/bid. However this is not recommended, since it is always good practice to obtain
competitive quotations to ensure you receive value for money.
For both cases, the general principles of good procurement practice still apply.
Please find below an explanation of the services procurement procedure for amounts of €50.000 or less for
each step as shown in the flow chart on the previous page:
Step 1:       Define organisation’s needs: how do the project needs fit within the needs of the
              organisation? (e.g. see also Grant Application form, Description of the Action, § 1.6.
              Justification)
Step 2:       Prepare terms of reference (ToR): a written document setting out the requirements and/or
              objectives in respect of the provision of services, specifying, where relevant, the methods and
              resources to be used and/or results to be achieved. In particular:
                 What do you want: what kind of services are requested ?
                 How much do you want ? What are the required inputs ?
                 When do you want the services to be provided ?
                 The quality of services you want?
Step 3:       Prepare a simplified tender dossier. The tender file should contain the following information:
              (a) instructions to tenderers, which should include: (i) the award criteria and their weights
              (evaluation grids), (ii) the maximum budget available, (iii) the currency of tenders (TRY), (iv)
              deadline (date and time) and address for submission, (b) general conditions for service
              contracts, (c) terms of reference indicating the planned timetable for the project and the experts’
              availability at the start of the project, (d) price schedule (for completion by the tenderer), and (e)
              contract form. Send the prepared documents (ToR and tender dossier) to PIU for checking.
Step 4:       Invite minimum 3 tenderers to tender. Send an invitation letter to prospective tenderers. Allow
              a reasonable time for the service providers to respond. Because everything must be in writing in
              Turkey to be legally enforceable this period will typically be about 2 weeks, although it could be
              shorter if all the service providers are able to deliver quotations by hand and the requirements
              can be met through standard items (e.g. a standard training course).
Step 5:       Obtain tenders in writing. Every step of the procurement process, even for minor items,
              should be recorded and kept on file.
Step 6:       Evaluate tenders: compare quotes (price, requirements) and select the best value service
              provider. Every quote received, even for small value contracts, should be assessed fairly and
              objectively using the criteria you said you would use beforehand. These criteria should include
              more than just price to ensure you get the best value for money and not just the lowest price.
              Prepare the Evaluation Report and send to PIU for checking.
Step 7:       Award contract / Notification of the unsuccessful tenderers. Inform the unsuccessful
              tenderers and proceed with contract signature. Once you have established a contract you should
              inform the other service providers that they have not been successful on this occasion. Thank
              them for their interest in your business and for submitting a quote.
Step 8:       Don’t forget to manage the contract once it has been awarded. For services you need to
              ensure that the service provider is proceeding on time, that the quality of the delivery is conform
              the quote and the Terms of Reference, and that delivery will still be on the requested date,
              especially if other parts of your grant action rely on this. As the Contracting Authority you will
              have to manage any delays caused by any one of your procurements.




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Procurement Manual for Services


3.3.     Procurement of services for €10.000 or less: the “single tender procedure”

Under the single tender procurement procedure for amounts of €10.000 or less it is allowed to procure
services with only one single tender/bid.
However it is advised to follow the procedure as described above and to ask for more than one offer, since it
is always good practice to obtain competitive quotations to ensure you receive value for money.




4.       Procurement dossier for Service contracts

         Procurement Dossier Service Contracts > € 10.000 but < € 200.000
         The procurement dossier consists of an invitation letter and a tender dossier:
             Invitation letter

             Tender dossier

                  o    Part A: Instructions to tenderers

                  o    Part B: Draft contract and special conditions, including annexes
                                 Annex I: General Conditions for service contracts
                                 Annex II: Terms of Reference
                                 Annex III: Organisation and Methodology
                                 Annex IV: Key experts
                                 Annex V: Budget breakdown
                                 Annex VI: Forms and other relevant documents

                  o    Part C: Other Information
                                 Shortlist notice
                                 Administrative compliance grid
                                 Evaluation grid

                  o    Part D: Service Tender Submission Form
                                 Format of the declaration
                                 Statement of exclusivity and availability (for key-experts)




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Procurement Manual for Services




5.       Annexes for the procurement of services

[ Prepare the minutes of tender opening by using the order and expression style of the Sample Service
Tender Opening Report ]
The following annexes have been customised for the procurement of services.
During information and training sessions worked examples will be provided to show you how to complete the
documentation.



5.1.     Service Tender Opening Report

                                  < Letterhead of the Contracting Authority >
                                                 OPENING REPORT

                                   PUBLICATION REF: ____________________

                                                   <Contract title>

                                        Maximum budget:_________________
              Contents:             Timetable
                                    Observers
                                    Minutes
                                    Conclusion
                                    Signatures
              Annexes:              Summary of tenders received
                                    Declarations of Impartiality and Confidentiality
                                    Clarification correspondence with tenderers


1.       Timetable


                                                 DATE                  TIME            VENUE
          Letters of invitation to
          tender sent on

          Deadline           for
          submission of tenders

          Tender             opening
          session




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Procurement Manual for Services




2.         Observers


                       Name                                   Representing




3.         Minutes
The tender opening session was based on the register of tenders which was prepared using the information
on the envelopes. Each tender envelope had been given a sequential number by the Contracting Authority
upon receipt.
The attached Summary of tenders received was completed by the Chairperson and Secretary during the
tender opening session. Only tenders contained in envelopes received by the deadline for submission of
tenders were opened.
All members of the Evaluation Committee (and observers) signed Declarations of Impartiality and
Confidentiality, which are attached to this report. The tender envelope number was marked on all copies of
the technical offer and on the envelope containing the financial offer. The Chairperson and the Secretary
initialled the front page of each original document and the financial envelope.


    [If some tenderers withdraw their tenders:
The following tenderers withdrew their tenders:


           Tender envelope               Tenderer name                   Reason (if known)
               number




]




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Procurement Manual for Services


[If clarifications were requested for the submissions from any tenderers :
With the agreement of the other Evaluation Committee members, the Chairperson wrote to the following
tenderers whose submissions required clarification, offering them the possibility to respond by fax within a
reasonable time limit fixed by the evaluation committee (all correspondence is attached in the Annex
indicated):


             Tender           Tenderer name          Annex number of exchange of correspondence
            envelope
             number




4.       Conclusion
         The following tenders were considered to be suitable for further evaluation:


             Tender                                         Tenderer name
            envelope
             number




5.       Signatures


                                         Name                                     Signature

          Chairperson

          Secretary

          Evaluators




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                                                                                             Tender envelope




            Date
                                                                  6
                                                                      5
                                                                          4
                                                                              3
                                                                                  2
                                                                                      1
                                                                                                 number




CFCU-2009
                                                                                             Tenderer name




                                             Chairperson's name
                                                                                              When received




                   Chairperson's signature
                                                                                                                                                                                                     Procurement Manual for Services




                                                                                               Received by
                                                                                                 (Initials)

                                                                                           Number of packages



                                                                                            Received in time?

                                                                                                (Yes/No)

                                                                                          Tender package(s) duly
                                                                                                 sealed?
                                                                                                (Yes/No)


                                                                                            Financial offer in
                                                                                           separate envelope?
                                                                                                (Yes/No)

                                                                                            Tender submission
                                                                                              form included?
                                                                                                 (Yes/No)

                                                                                               Tenderer's
                                                                                              declaration(s)
                                                                                                                                           ADMINISTRATIVE COMPLIANCE GRID




                                                                                               included ?

                                                                                                (Yes/No)
18/33




                                                                                            Correct number of
                                                                                                 copies?

                                                                                                (Yes/No)

                                                                                            All other elements
                                                                                                 supplied?
                                                                                                                   CONTRACT TITLE:__________________________________ PUBLICATION REF:_____________




                                                                                                (Yes/No)

                                                                                             Overall decision

                                                                                             (Accept / Reject)
Procurement Manual for Services




5.2.        Service Tender Evaluation Report

[ Prepare the minutes of tender evaluation by using the order and expression style of the
Sample Service Tender Opening Report ]


                                  < Letterhead of the Contracting Authority >
                                            EVALUATION REPORT

                                    PUBLICATION REF: ____________________

                                                  <Contract title>

                                       Maximum budget: _________________

                Contents:           Timetable
                                    Observers
                                    Evaluation
                                    - Technical evaluation
                                    - Financial evaluation
                                    Conclusion
                                    Signatures

                Annexes:            Tender opening report
                                    Administrative compliance grid
                                    [Correspondence concerning clarifications sought from tenderers]
                                    Evaluation grids completed by the individual evaluators
                                    Calculations underlying average evaluation scores
                                    [Interview records]

1.          Timetable

                                               DATE                   TIME                VENUE
     < Meeting 1 >

     < Meeting 2 >

     < Interview session 1 >

     Etc.


2.          Observers

                   Name                                              Representing




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Procurement Manual for Services




3.       Evaluation

Administrative compliance

The Evaluation Committee used the Administrative compliance grid included in the tender dossier to assess
the compliance of each of the tenders with the administrative requirements of the tender dossier.

[If clarifications were requested for the submissions from any tenderers :

With the agreement of the other Evaluation Committee members, the Chairperson wrote to the following
tenderers whose tenders required additional information, offering them the possibility to respond within a
reasonable time limit fixed by the evaluation committee (all correspondence is attached in the Annex
indicated):

     Tender envelope          Tenderer name             Summary of exchange of correspondence
         number




The completed Administrative compliance grid is attached. On the basis of this, the Evaluation Committee
decided that the following tenders were administratively non-compliant and should not be considered further:

     Tender envelope              Tenderer name                              Reason
         number




Technical evaluation

All voting members of the Evaluation Committee used the evaluation grid included in the tender dossier to
assess the technical offers of the tenders which had been established as being administratively compliant in
the Tender opening report. The completed evaluation grids are attached to this report.

[If additional information was requested from the tenderers:




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Procurement Manual for Services




With the agreement of the other Evaluation Committee members, the Chairperson informed the following
tenderers in writing whose tenders require more information offering them the possibility to respond within a
reasonable timelimit (all correspondence is attached in the Annex indicated):



     Tender envelope          Tenderer name               Summary of exchange of correspondence
         number




[If interviews were provided for in the tender dossier:

Based on the provisional average scores given by the Evaluation Committee to the technical offers, the key
experts of the following tenderers (which achieved a provisional average score around 80 points or more)
were called for interview:

   Tender envelope           Tenderer’s name                           Justification
       number




The interviews followed the standard format agreed by the Evaluation Committee.              The records of the
interviews are attached to this report.

On completion of the interviews, the members of the Evaluation Committee considered whether or not it was
necessary to adjust the provisional scores given for the experts. Any such changes are clearly indicated by
the members on their reports with a note explaining why the change was made.

The evaluators discussed their comments on the technical offers. The final average scores of the
administratively compliant tenders and the technical scores of the tenders that were subject to the technical
evaluation were as follows:

   Tender envelope            Tenderer name     Final average score               Technical score
       number                                                                    (score/eliminated)




Only those tenders with final average scores of at least 80 points qualify for the financial evaluation.




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Procurement Manual for Services




Financial evaluation

The envelopes containing the financial offers of the technically compliant tenders were opened and all copies
were initialled by the Chairperson and Secretary. The Evaluation Committee checked that the financial offers
satisfied the formal requirements of the tender dossier.

[In the case of a fee-based contract:

The Evaluation Committee checked the financial offers for arithmetic errors and that the provision for actual
expenditure included in the tender dossier was correctly included in the budget breakdown. Any such errors
were corrected.

For each financial offer, the contract value was compared to the maximum budget available for the contract.

[If any financial offers were found not to satisfy the formal requirements, including exceeding the maximum
budget available:

The following financial offers did not satisfy the formal requirements indicated (and were rejected on these
grounds as shown):

   Tender envelope            Tenderer name       Formal requirement(s) not              Rejected?
       number                                             satisfied                      (YES / NO)




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Procurement Manual for Services




[In the case of a fee-based contract:

The Evaluation Committee compared the total fees in the remaining financial offers to calculate their financial
scores:

     Tender envelope          Tenderer name        Total fees                Financial score
         number
                                                    TRY / €




[In the case of a global price contract:

The Evaluation Committee compared the global prices quoted in the remaining financial offers to calculate
their financial scores:

     Tender envelope          Tenderer name       Global price               Financial score
         number
                                                    TRY / €




4.       Conclusion

The composite evaluation of the technically compliant tenders was as follows:

     Tender envelope              Tenderer name      Overall score               Final ranking
         number                                    (Technical score x
                                                    0.80 + Financial
                                                     score x 0.20)




Consequently, the Evaluation Committee recommends that < tenderer name > is awarded the contract with
a contract value of <TRY / EUR >/ <amount>.




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Procurement Manual for Services




5.       Signatures

                                  Name   Signature

 Chairperson

 Secretary

 Evaluators




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Procurement Manual for Services




5.3.       Evaluator’s grid

[ Below grid is to be used for the evaluation of the tenders and included in the tender dossier to inform
tenderers how their tenders will be evaluated. During evaluation, copies of these tables should be used and
attached to the tender evaluation reports .]
                The maximum scores must correspond to the evaluation grid included in the tender dossier

                                       Specimen EVALUATION GRID
                                   To be completed for each tender by each evaluator


                                      Maximum          Initial      Revised assessment        Revised assessment
                                                    assessment      (before interviews*)        after interviews*
Organisation and methodology
Rationale                                 20
Strategy                                  20
Timetable of activities                   10
Total score for Organisation              50
and methodology
Key experts
<Key expert 1> (Max 25 points)
Qualifications and skills                  5
General professional experience            5
Specific professional experience          15
<Key expert 2> (Max 15 points)
Qualifications and skills                  2
General professional experience            4
Specific professional experience           9
<Key expert 3> (Max10 points)
Qualifications and skills                  2
General professional experience            2
Specific professional experience           6
Total score for Key experts               50
Overall total score                      100
* In the case that interviews are held


Strengths

Weaknesses

Evaluation performed by:

Name
Signature
Date




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Procurement Manual for Services




5.4.       Letter to unsuccessful tenderers

                                     < Letterhead of Contracting Authority >
                                           < Contract title >, < Location >


< Date >
< Address of tenderer >
Our ref: < Publication reference > / < Letter number >


Dear < Contact name >
Thank you for participating in the above-mentioned tender procedure. I regret to inform you, however, that the
tender submitted by you was not successful for the following reason:
[Delete rows not applicable]

          your tender did not arrive before the deadline

          your tender was not administratively compliant

          The technical offer was not considered to meet the award criteria sufficiently closely (see table
           below)

          The financial offer exceeded the maximum budget available for the contract

          your tender was not the most economically advantageous of those tenders which were technically
           compliant (see table below)

          < to be specified >




For your information, the Evaluation Committee recommended that the contract should be awarded to <name of
selected tenderer>. Your average scores awarded by the evaluators according to the award criteria, as well as
those for the selected tender, were as follows:

                        Org &       Key      Key      Key     …     Technic    Financial   Overall score
                        metho-     exp 1    exp 2    exp 3          al score    score x
                         doly                                        x 0.80      0.20

       Your tender

       Selected
       tender


Although we have not been able to make use of your services on this occasion, I trust that you will continue to
take an active interest in our initiatives.
Yours sincerely
< Name >



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Procurement Manual for Services




5.5.     Service contract award notice

                                  SERVICE CONTRACT AWARD NOTICE
         [ Will be published on the website where the procurement notice is published ]
                                            <Contract title>
                                        <Location - Area/region >


    1. Publication reference
    < Publication reference>

    2. Publication date of the procurement notice
    < Date >

    3. Lot number and lot title
    < As appropriate >

    4. Contract value
       < Amount €/TRY >

    5. Date of award of the contract
    < Date >

    6. Number of tenders received
    < Number >

    7. Overall score of chosen tender
    < Technical & financial score >

    8. Name and address of successful tenderer
    < Name and address, with the leader shown in bold type in the case of a consortium >




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Procurement Manual for Services




5.6.     Addendum to a service contract

         [ Changes required will be defined by using this standard form. When signed, the addendum
         becomes a part of the contract. The cases where an addendum allowed are defined in the General
         Conditions and the Specific Conditions ]

                                  ADDENDUM Nr. ……TO CONTRACT Nr. ……….

<Official name and address of the Contracting Authority
("The Contracting Authority"),
                                                                                           of the one part,

and

[ Official name of Consultant]
[Legal status/title]
[Official registration number]
[Full official address]
[VAT number] ,
("the Consultant")
                                                                                          of the other part,

have agreed as follows:

The following provisions of Contract < title and identification number of contract > concluded between the
Contracting Authority and the Consultant on < date > are hereby replaced/completed as follows:

Article < number > : < title >

< text of the new article as amended >

Annex < number > : < title >

[The new version of Annex < number > : < title > is attached to this addendum ]

All other terms and conditions of the Contract [and its previous addenda] remain unchanged. This addendum
shall enter into force on the later date of signature by the Parties.

For the Consultant                                  For the Contracting Authority
Name                                                Name

Title                                               Title

Signature                                           Signature

Date                                                Date




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Procurement Manual for Services




5.7.     Overview of annexes for the procurement of services

The       following    annexes     can     be      downloaded       from      the      EuropeAid    website
http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm. They can be used for the
procurement of services under your grant contract. During the training you will be given worked examples to
show how to complete the documentation.


A4           Declaration of impartiality and confidentiality: to be   a4_decl_imp&conf_en.doc
             completed by all persons involved in an evaluation
             process (including members of the Evaluation
             Committee, whether voting or not-voting)

A7           Standard contract addendum: to be used when the          a7_addendum_en.doc
             service contract needs an addendum

A8           Notification Letter: from the Contracting Authority to   a8_notifletter_en.doc
             the successful tenderer

A9           Cover letter for submission of contract/addendum,        a9_coverletter_en.doc
             sent by Contracting Authority

B6           Shortlist notice                                         b6shortnotice_en.doc

B8           Standard tender dossier ( including standard
             contract)

B8           Letter of invitation to tender                           b8invit_en.doc

B8           Instructions to tenderers                                b8itt_en.doc

B8           Draft contract: Special conditions                       b8contract_en.doc

B8           Draft contract: General conditions (Annex I)             b8annexIgc_en.pdf

B8           Draft contract: Terms of reference (Annex II)            b8annexIItor_en.doc

B8           Draft contract: Organisation & methodology (Annex        b8annexIIIom_en.doc
             III)

B8           Draft contract: List and CV's of key experts (Annex      b8annexIVexperts_en.doc
             IV)

B8           Draft contract: Budget (Annex V)

                 Budget for a global-price contract;                 b8annexVbudgetglobal_en.doc

             OR

                 Budget breakdown for a fee-based contract           b8annexVbudgetfee_en.xls




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Procurement Manual for Services




B8           Draft contract: Forms and other relevant documents
             (Annex VI)

                Bank account notification form                     b8annexVIfif_en.xls

                Financial guarantee template                       b8annexVIguarantee_en.doc

                Legal Entity File (individual)                     b8annexVIlefind_en.xls

                Legal Entity File (private companies))             b8annexVIlefcompany_en.xls

                Legal Entity File (public bodies)                  b8annexVIlefpublic_en.xls

B8           Draft contract: Expenditure verification: Terms of     b8annexVIIexpverif_en.doc
             Reference and Report of factual Findings (Annex VII)

B8           Administrative compliance grid                         b8admingrid_en.doc

B8           Evaluation grid                                        b8evalgrid_en.doc

B8           Tender submission form                                 b8tenderform_en.doc

B9           Tender opening checklist                               b9openchecklist_en.doc

B10          Tender opening report                                  b10openreport_en.doc

B11          Evaluation report                                      b11evalreport_en.doc

B12          Evaluation grid                                        b12evaluatorsgrid_en.doc

B13          Letter to unsuccessful tenderers                       b13letterunsuccessful_en.doc

B14          Contract award notice                                  b14awardnotice_en.doc

B15          Contractor assessment form                             b15assessment_en.doc

B16          Addendum to contract                                   b16addendum_en.doc

B17          Budget modification                                    b17budgetmodif_en.xls




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Procurement Manual for Services




5.8.     Checklist for the procurement of services

Step         Subject                      Description                Further information is available   Yes /
                                                                                   on:                  No /
                                                                                                         NA
Step    Define                Organisation needs versus project
 1      organisation’s        needs
        needs
Step    Decide                Define the best way of achieving the
 2      procurement           objectives of the project
        strategy
Step    Prepare Terms         Requirements and/or objectives in      See PRAG Service Procurement
 3      of Reference          respect of the provision of services   Annexes. Annex
                                                                     b8annexIItor_en.doc

Step    Prepare Tender                                               See separate document “Tender
 4      Dossier                                                      dossier for services”
                              Instructions to tenderers              See annex b8itt_en.doc

                              Selection criteria on minimum
                              capacity levels
                              Draft contract: Special conditions     See PRAG Service Procurement
                                                                     Annexes. Annex b8contract_en.doc

                              Draft contract: General conditions     See PRAG Service Procurement
                              (Annex I)                              Annexes. Annex
                                                                     b8annexIgc_en.pdf

                              Draft contract: Terms of reference     See PRAG Service Procurement
                              (Annex II)                             Annexes. Annex
                                                                     b8annexIItor_en.doc

                              Draft contract: Organisation &         See PRAG Service Procurement
                              methodology (Annex III)                Annexes. b8annexIIIom_en.doc

                              Draft contract: List and CV's of key   See PRAG Service Procurement
                              experts (Annex IV)                     Annexes.
                                                                     b8annexIVexperts_en.doc
                                                                     See PRAG Service Procurement
                              Draft contract: Budget (Annex V),
                                                                     Annexes.
                              Budget breakdown for a fee-based
                                                                     b8annexVbudgetfee_en.xls
                              contract
                                                                     (see section 4.2)




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Procurement Manual for Services




Step         Subject                       Description                  Further information is available   Yes /
                                                                                      on:                  No /
                                                                                                            NA
                              Draft contract: Forms and other           See annexes:
                              relevant documents (Annex VI)

                                 Bank account notification form        b8annexVIfif_en.xls
                                 Financial guarantee template
                                                                        b8annexVIguarantee_en.doc
                                 Legal Entity File (individual)
                                 Legal Entity File (private            b8annexVIlefind_en.xls
                                  companies)
                                 Legal Entity File (public bodies)     b8annexVIlefcompany_en.xls
                                                                        b8annexVIlefpublic_en.xls


                              Grant of facilities

                              Shortlist of candidates selected          See PRAG Service Procurement
                                                                        Annexes. b6shortnotice_en.doc

                              Administrative compliance grid            See PRAG Service Procurement
                                                                        Annexes. b8admingrid_en.doc

                              Evaluation grid                           See PRAG Service Procurement
                                                                        Annexes. b8evalgrid_en.doc

                              Tender submission form: format of         See PRAG Service Procurement
                              declaration, plus statement of            Annexes. b8tenderform_en.doc
                              exclusivity and availability

Step    Invite tenderers      Invitation letter (allow reasonable       See PRAG Service Procurement
 5                            time for service providers to             Annexes. b8invit_en.doc
                              respond)
Step    Obtain tenders        Procedure ≥ €5.000: at least three
 6      in writing            valid tenders received (if not, the
                              procedure must be stopped and
                              started again)
                              Procedure < €5.000: one valid
                              tender received
                              Receipt and registration of tenders:
                              date and time of reception
Step    Evaluate
 7      tenders
        Nominate              Declaration of impartiality and           See PRAG Service Procurement
        Evaluation            confidentiality: to be completed by all   Annexes.
        Committee             persons involved in an evaluation         a4_decl_imp&conf_en.doc
                              process (including members of the
                              Evaluation Committee, whether
                              voting or not-voting)
        Tender opening        Tender opening checklist                  See PRAG Service Procurement
        session                                                         Annexes. b9openchecklist_en.doc




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Procurement Manual for Services




Step         Subject                       Description             Further information is available   Yes /
                                                                                 on:                  No /
                                                                                                       NA
                              Tender opening report               See PRAG Service Procurement
                                                                  Annexes. b10openreport_en.doc

        Evaluation of         Administrative compliance (i.e.     Selection criteria
        offers                verification of the eligibility)
                              Verification of the financial,      Selection criteria
                              economic, technical and
                              professional capacities
                              Technical compliance                Award criteria (see technical
                                                                  evaluation)
                              Evaluation of financial offers      Award criteria (see technical
                                                                  evaluation)
                              Evaluation grid                     See PRAG Service Procurement
                                                                  Annexes.
                                                                  b12evaluatorsgrid_en.doc

                              Conclusion of the Evaluation        See PRAG Service Procurement
                              Committee: Evaluation report        Annexes. b11evalreport_en.doc
Step    Award contract        Contract award notice               See PRAG Service Procurement
 8                                                                Annexes. b14awardnotice_en.doc

                              Prepare contract based on draft
                              contract and its annexes from the
                              tender dossier

                              Letter to unsuccessful tenderers    See PRAG Service Procurement
                                                                  Annexes.
                                                                  b13letterunsuccessful_en.doc

Step    Manage the            Budget modification                 See PRAG Service Procurement
 9      contract                                                  Annexes. b17budgetmodif_en.xls

                              Addendum to contract                See PRAG Service Procurement
                                                                  Annexes. b16addendum_en.doc

                              Contractor assessment form          See PRAG Service Procurement
                                                                  Annexes. b15assessment_en.doc




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