Outlay of supply open tender procedures, Contract Forecast and Procurement Notice

International Open Procedure (1) – PRAG 4.3 ≥ € 150,000 NEW! No Global Forecast foreseen Publication of Individual Forecast notice (C1) for every tender should be published at least 30 days before the publication of Procurement Notice (exceptions possible) Should give a brief indication of the subject and content of the tenders concerned Publication of Contract Forecast (CF) does not bind the Contracting Authority to finance the contracts proposed and prospective suppliers are not expected to submit tenders at this stage Until EDIS EC Delegation’ prior approval needed for publishing the notice CF will be sent to the Official Journal for publication by the ECD leaving 15 days for translation (until EDIS)

International Open Procedure (2) – PRAG 4.3 2. Publication of Procurement Notice (C2) – obligatory for supply contracts of €150,000 or more Can be published soonest 30 days after the publication of forecast notice To be approved by the ECD (until EDIS) To be sent for publication to OJ by the ECD leaving 15 days for translation PN is sent for approvals and publishing together with the Tender Dossier

International Open Procedure (3) – PRAG 4.3 3. Establishing the composition of Evaluation Committee 4. Receiving tenders (min 60 days) 5. Tender Opening 6. Tender Evaluation (to be concluded within the validity time of the tenders) 7. Notification of tender results (including contract award notice)

Local Open Procedure (1) PRAG 4.4 …for contracts at least 30,000 EUR and under 150,000 EUR No obligation for publication of individual forecast notice Publication of Procurement Notice published in the Official Journal of the beneficiary country or any equivalent media. Publication to be arranged by the CA with prior approval from the ECD (until EDIS) Standard template to be used for the relevant advertisement to be published in the media (C3)

Local Open Procedure (2) PRAG 4.4 2. Establishing the composition of Evaluation Committee 3. Receiving tenders (min 30 days) 4. Tender Opening 5. Tender Evaluation (to be concluded within the validity time of the tenders) 6. Notification of tender results

Other Supply procurement procedures Competitive Negotiated Procedure (contract value 5,000 EUR < 30,000 EUR) Single tender (contract value ≤5,000 EUR Competitive Dialogue Negotiated Procedure Dynamiv Purchasing System

PRAG – Contract Forecast CF – aiming at raising awareness of would-be Tenderers upon a tender opportunity to come CF – provide a brief description of supplies to be tendered and an indicative timing of tendering

Individual Contract Forecast (C1) Has to be compiled based on the Financing Decision Does not bind the CA to launch the tender and finance the contract Content of Individual Forecast Publication Reference – to be given by the EuropeAid Procedure – open Programme – specify the programme from which the project is financed (e.g Phare) Financing – specify the specific budget line (e.g FM 2003, RO 2003/005-…..) Contracting Authority – data of CA

Individual Contract Forecast (C1) Cont. Content of Individual Forecast: 6) Contract Description – max 5 lines but should be sufficient to give brief indication of the subject and content of the tender concerned 7) Indicative number and titles of Lots 8) Intended timing of publication of the procurement notice 9) Additional information (e.g suspension clause) 10) Legal basis – regulation under which the contract is to be finances (e.g for Phare: Council Regulation 3906/89 as amended…)

PRAG – Procurement Notice PN – give exact details on supplies to be tendered, including tendering timing and selection criteria PN – provide a description of supplies to be tendered, the exact timing of tendering and detailed criteria to be fulfilled by the Tenderers

Supply Procurement Notice (C2) Content of the PN: 1-7 the same as for CF 8-9 remain as stated in template 10) Number of tenders – variant solutions to be allowed? 11) Tender Guarantee – 1%-2% of the budget available, to be stated separately for each lot. Obligatory for international open tender procedure. 12) Performance Guarantee – percentage to be applied according to the contract specifics but not more than 10% of the contract value 13) Information meeting and/or site visit – to be adjusted to the tender specifics 14) Tender validity – remain unchanged 15) Period of implementation – specify the period from the start date until the provisional acceptance

Supply Procurement Notice (C2) Cont. Content of the PN 16) Selection criteria – adequate, reasonable, measurable, clear The following selection criteria will be applied to Tenderers: Economic and financial capacity (based i.a. on item 3 of Tender Form – Economic and Financial capacity) – to examine is economically dependent on the Contracting Authority and if it has sufficient financial stability. Professional capacity of Tenderer (based i.a. on items 4 and 5 of Tender Form – Staff Resources and Fields of Specialisation) - to examine if Tenderer has sufficient staff and expertise. Professional capacity of Tenderer (based i.a. on items 5 and 6 of Tender Form –Fields of Specialisation and Experience) – to examine if Tenderer has sufficient expertise and experience.

Supply Procurement Notice (C2) Cont. Content of the PN 17) Award criteria – adjusted according to contract specifics 18-20 (obtaining TD, deadline for submission, opening meeting) to be filled accordingly 21) Language – remain unchanged 22) Legal basis – as in CF

Main Changes in the Application Form Place Description of the modification Reason Second paragraph Rely on capacities of other entities. Already included in the main text of the 2003 PRAG, now also transposed into the template. No 1 footnote 1 Data of sub-contractors must not be included in the figures of the applicant. Clarification No 3 first row Requirements more clearly formulated (e.g. “turnover” as set out in the PN instead of “revenue”), reference directly made to the definitions of the relevant terms of international accounting standards, foot-noting in old-greek letters replaced by simple figures. Better and more precise phrasing, more user-friendly.

PRAG – Procurement Notice Collective Exercise – Supplies Description and Qualification Criteria The exercise is aiming at improving capacity to describe in a brief but sufficient manner the supplies to be tendered and to define suitable qualification criteria for ensuring minimum capacities of future Contractor Each group shall shall choose a set of supplies and describe them and also prepare a set of criteria for the tenderer.