This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey Trainer: Aslı Gülgör Procurement of Contract Management Non Key Expert

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation of Tenders 2

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 1. The Evaluation Comittee 2. Shortlisting (services over 200,000 euro only) 3. Tender Evaluation Process 4. Contract Award 5. Managing the Contract

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation Tenders are opened and evaluated by an Evaluation Committee appointed timely and formally by the Contracting Authority comprising a non-voting Chairperson, a non-voting Secretary and an odd number of voting members from ERA’s(minimum of three for all procedures except for works tenders above € which requires a minimum of five).

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Availability of the EvC The evaluators should obtain detailed information of the timetable foreseen and workload involved as evaluator. The Contracting Authority shall make sure that appointed evaluators are available during the scheduled evaluation period. The Contracting Authority will appoint a replacement evaluator for each procedure to prevent delays in case of unpredictable unavailability.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Must have.. Every member must have a reasonable command of the language in which the tenders are submitted.(English) The voting members (ERA) must possess the technical and administrative capacities necessary to give an informed opinion on the tenders. There should be no hierachial relationship between the voting members The identity of the evaluators should be kept confidential.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Attendance The Evaluation Committee members should attend all meetings. Any absence must be recorded and explained in the Evaluation Report.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Voting Rights All voting members of the Evaluation Committee have equal voting rights.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Impartiality and Confidentiality All members of the Evaluation Committee and any observers must sign a Declaration of Impartiality and Confidentiality. Any Evaluation Committee member or observer who has a potential conflict of interest with any tenderer or applicant must declare it and immediately withdraw from the Evaluation Committee. He/she will be excluded from participating further in any capacity in the evaluation meetings.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY No information about the examination, clarification, evaluation or decisions about the contract award can be disclosed before the signature of the contract(s). Any attempt by a tenderer or applicant to influence the process in any way (whether by initiating contact with members of the Evaluation Committee or otherwise) may result in the immediate exclusion of its tender or proposal from further consideration.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY In order to maintain the confidentiality of the proceedings, participation in the Evaluation Committee meetings is strictly limited to the members of the Evaluation Committee designated by the Contracting Authority and any authorised observers (including designated assessors in the case of call for proposals).

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Responsibilities of the Evaluation Committee members

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY The evaluation committee Composition, impartiality and confidentiality, responsibilities, timetable and period of validity minimum 3 for all procedures (for works > € minimum 5) have equal voting rights Evaluator Secretary Chairperson must sign a Declaration of Impartiality & Confidentiality (including non-voting members) should attend all meetings whereby any absence must be recorded and explained in the evaluation report are appointed and nominated on a personal basis by the Contracting Authority keeping minutes, registering attendance and drafting the Evaluation Report to ensure respect for PRAG procedures, impartiality and transparency of the evaluation Non-voting Members Voting Members possess the technical and administrative capacities necessary to give an informed opinion on the tenders Observer have collective responsibilities on decisions taken by the committee

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Establishment of shortlists The selection procedure Establishing a long list Eliminating candidates who are ineligible or fall into one of the situations under PRAG and Applying the selection criteria WITHOUT any modification The service providers offering the best guarantees for the satisfactory performance of the contract will be shortlisted

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Establishment of shortlists Registering the applications Leader (nationality) Other members, if any (nationality) Time of receipt (within the deadline) Use of standard application form and verification of only one application submitted per candidate Eliminating the candidates who are ineligible Eligibility of nationality Declaration(s) – PRAG (as per Article 7 of the application form)

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Establishment of shortlists Applying the selection criteria WITHOUT any modification Economic and financial capacity Professional capacity Technical capacity Comments Status after re-examination: (E)liminated/(R)etained Shortlisted: (Y/N) ALWAYS justify/explain the basis of your selection/rejection in order to avoid rejections from the EU Delegation

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Establishment of shortlists The service providers offering the best guarantees for the satisfactory performance of the contract are shortlisted Shortlist contains between 4 and 8 candidates No. of candidates > 8, apply the additional criteria published in the PN No. of candidates < 4, the CA may only invite those satisfying the criteria to submit a tender

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender evaluation process Receipt and registration of tenders Tender Opening session (public for Supplies and Works) Part 1. Preparatory Phase Part 2. Compliance with formal submission requirements Evaluation of offers Part 1. Administrative Compliance Part 2. Technical compliance Evaluation of financial offers Conclusions of the evaluation committee

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender evaluation process all proceedings are conducted in camera evaluation proceedings are COMPLETELY confidential and must under no circumstances be discussed with outsiders only committee members should have access to the evaluation room tender bids should not leave the evaluation room and should be kept in a safe place when not in use

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation of tenders Individual assessment by each voting member scores out of a max.100 points in accordance with the evaluation grid tenders be scored for a given criterion one after another experts be scored in comparison to the requirements in the ToR (only diplomas and experience with documented proofs) establishing a general appreciation of strengths and weaknesses of the individual technical offers Wrap up session Comparison of points awarded by each committee member Besides the numerical score, a member must explain the reasons for his/her choice and defend his/her scores before the committee

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation of tenders Standard practice whenever the expert proposed has no relevant experience on EU projects in the same language area, as evidenced by the CV. The preferred method of conducting the interviews shall be by telephone (or equivalent). Exceptionally and only if duly justified, the method may be an interview in person Interviews for Service Contracts

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation of tenders Services quality based evaluation Once the Committee has established each technical offer’s average score, any tender falling short of the 80-point threshold is automatically rejected. Out of the tenders reaching the 80-point threshold, the best technical offer is awarded 100 points. Technical score = (final score of the technical offer in question / final score of the best technical offer) x 100

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation of tenders For Service Contract Evaluations Upon completion of the technical evaluation, the envelopes containing the financial offers (for the tenderers scored above 80) are opened. Financial offers are checked for arithmetical errors. When evaluating financial offers, the evaluation committee 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 = (lowest total fees / total fees of the tender being considered) x 100

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Evaluation of tenders Services Conclusion of the Evaluation Committee: The best value for money (for services) Weighing technical quality against price on a 80/20 basis: The scores awarded to the technical offers x 0,80 The scores awarded to the financial offers x 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

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 25 Evaluation of tenders Supplies and Works Conclusion of the Evaluation Committee: Price Cheapest Price complying the technical specifications

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender Evaluations Evaluations are held in phases: Receipt and registration of tenders Prepatory meeting Tender Opening Session Administrative Compliance Technical Evaluation Financial Evaluation Conclusion

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender Evaluations Evaluation Committee – 5 members for contract < 5,000,000 Euro 3 voting members from ERA – 7 members for contract > 5,000,000 Euro 5 voting members from ERA – Reasonable command of English + technical & administrative capacity – Impartiality and confidentiality (conflict of interest)

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender Evaluations Tender opening session – To check tenders are complete and tender guarantee is submitted – Restricted to the tenderers – EU representatives should be informed (ex-ante) – Opening checklist should be filled – Chairperson has to check the conflict of interest of the Evaluation Committee – Tender opening checklist & report has to be completed

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender Evaluations Administrative Compliance Grid: Documentation complete as required Nationality of the Tenderer Language Correct Committee may request clarifications within reasonable time Only compliant tenders go on to next phase

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender Evaluations Tenders falling in the following situations should not be rejected (2.8.3 PRAG) Fewer number of copies Correct templates and the requested information is provided, but in an incorrect section Tenders not signed or scanned signatures, request subsequently if not obtain then reject Candidates demonstrating a required document is not present but an alternative is provided

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY This project is co-financed by the European Union and the Republic of Turkey Tender Evaluations Technical Evaluation: Done Lot by Lot; - Be careful about criteria for tenderers tendering for multiple Lots Evaluation Grid in the tender dossier Rules of origin Eligibility of Contractor and sub-contractor Required Capacity (economic, financial, professional and technical) Only technically compliant offers go on to the next phase

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Tender Evaluations Financial Evaluation: Check arithmetical errors Calculate discounts for multiple Lots Contract is awarded to the lowest compliant offer; within the available budget Evaluation of variant solution – only those submitted by the lowest compliant offer Problem of abnormally low offers

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Contract Award Evaluation Committee recommends to: Award the contract to the tenderer which  complies with administrative and technical requirements  is the lowest offer within the maximum budget available Cancel the procedure

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY This project is co-financed by the European Union and the Republic of Turkey Contract Award Contracting Authority & EUD must approve the evaluation report (Ex-ante) Inform the successful tenderer and ask for «Proof documents» - 15 days Prepare contract Sign and send 3 copies of contract  2 copies to be returned in 30 days with the financial guarantees  effective from the date of the last signature Publish Contract Award Notice Inform unsuccessful tenderers in max 15 days with standard letter  Return the tender guarantees

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Contract award CA notifies the successful tenderer and proceeds with the contract signature. Once the contract is signed the CA informs the unsuccesful tenderers. Thanks them for their interest and for submitting a tender

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Cancellation of procurement procedures the tender procedure has been unsuccessful, the economic or technical data of the project have been fundamentally changed exceptional circumstances or force majeure render normal performance of the contract impossible all technically compliant tenders exceed the financial resources available there have been irregularities in the procedure, in particular where these have prevented fair competition the award is not in compliance with sound financial management (principles of economy, efficiency and effectiveness)

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Cancellation of procurement procedures After cancellation the CA; to launch a new tender procedure to open negotiations with one or more tenderers who participated in the tender procedure and comply with the selection criteria, provided that the original terms of the contract have not been substantially altered not to award the contract

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Manage the contract Introduction of the project personnel and responsibilities Re-introduction of the project team Overview of project and immediate priorities Agreement on Inception Report and allocation of the Non-key experts (for services) Administrative issues – office set-up, labour permit, VAT, reporting formats, visibility, etc.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Manage the contract Key documents Terms of Reference Technical Specifications Designs, BoQs, TSs Presents all the strategic decisions taken with consensus by all the related parties Details indicators updated work plan and strategy

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Manage the contract Monthly managers’ meetings Delivery and assessment of outputs Progress reports and requests for payments Use of incidentals (services) Addenda to contracts EXTENSION OF THE CONTRACT PERIOD, VARIATIONS REPLACEMENT OF EXPERTS !! Provisional Acceptances /taking Over certificates Final Acceptances /Performance Certificates

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Questions and answers 41