1. Session “International standards for tender submission” Contract notice and time-tables: practical examples Johannes S. Schnitzer EBRD-Consultant, WOLF THEISS Kiev, 1-2 March 2012 1

2. Agenda  Contract notice – form and content  Practical example  Sequence of tender procedures  Time tables – practical examples 2

3. Advertising the contract: the contract notice (1)  Contracts must generally be advertised (“Contract Notice”)  Transparency: provide firms with sufficient information to decide if contract is of interest  Competition: to allow maximum competition  Contract Notice published in  EU  Official Journal of the European Union and in TED databank (Tenders Electronic Daily)  http://ted.europa.eu/TED/search/searchResult.do http://ted.europa.eu/TED/search/searchResult.do  GPA  In the appropriate publication listed in Appendix II (of each GPA member) 3

4. Advertising the contract: the contract notice (2)  Costs are born by EU  Includes costs for translation  Form and manner  New standard forms since 2011 (EU regulation 842/2011 -- http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2011:222:FULL:EN:PDF http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2011:222:FULL:EN:PDF  Minimum information to be included in contract notice  E.g. CPV  allows suppliers to search for contracts of interest  GPA: Minimum information according to Art 9 GPA  summary notice containing  Subject-matter of the contract; time-limits; address from which tender documents may be requested 4

5. Advertising the contract: the contract notice (3)  Draft notice carefully to ensure compliance with transparency and equal treatment !  No material changes following publication  otherwise new publication  Language  UNCITRAL-LAW): “language customarily used in international trade”  EU-PPD: all EU languages (only original is binding)  GPA: Summary notice in one of the official WTO languages 5

6. Advertising the contract: the contract notice (4)  Practical example  Procurement of computers by the Austrian Ministry of Justice  See http://simap.europa.eu/enotices/changeLanguage.do?language= http://simap.europa.eu/enotices/changeLanguage.do?language 6

7. Company company 7 Public-Sector Administration Private-Sector Administration Tender Notice Transmission of tender documents Bis submissionBis openingEvaluation of eligibilityBid evaluationAward decision Notification about award decision Stand-still periodContract award Tender NoticeRequest to participateEvaluation of eligibilityRequest to submitt a bid Transmission of tender documents Bid submissionBid evaluationAward decision Notification about award decision Stand-still periodContract award Public Contract Two-stage tender procedure One-stage tender proceudre state market Open procedure Restricted / negotiateded procedure (with prior publication) Procurement Planning

8. Open Procedure: Sequence (according to EU-PPD) 8 Contract Notice Bid Opening Award Decision Contract Award 52 days: Deadline for bid submission Bid Evaluation 10 days Standstill Period 10 days

9. Restricted Procedure: Sequence (according to EU-PPD) 9 Contract Notice Deadline RTP Selection of Candidates Contract Award 37 days 40 days 10 days Invitation to submitt bids - 10 days Bid Evaluation 10 days Standstill Period Award Decision Deadline/ Bid Opening

10. Negotiated Procedure: Sequence (according to EU-PPD) 10 Contract Notice Deadline RTP Selection of Candidates Contract award 37 days Deadline bid sumbission ? 10 days Invitation to submitt bids - 7 / 3 Tage Bid Evaluation + Negotiations 10 days Standstill Period Award Decision Deadline/ Bid Opening

11. Restricted Procedure: Sequence – practical example 11 TaskDurationStartFinish 100 dysTue 02.03.10Mon 19.07.10 Preparatory Work15 dysTue 02.03.10Mon 22.03.10 Definition of Procurement Goal2 dysTue 02.03.10Wed 03.03.10 Drafting Tender Documents (1 stage)12 dysThu 04.03.10Fri 19.03.10 Drafting Tender Notice1 dyMon 22.03.10 Stage 1 (Pre-Qualification)27 dysMon 22.03.10Wed 28.04.10 Deadline for submission of RTP27 dysMon 22.03.10Wed 28.04.10 Sending off Tender Documents (1 Stage)0 edysMon 22.03.10 Answer to Requests for Clarification27 dysTue 23.03.10Wed 28.04.10 End of Deadline37 edysMon 22.03.10Wed 28.04.10 Evaluation of RTP20 dysMon 22.03.10Mon 19.04.10 Opening of RTP0 dysMon 22.03.10 Evaluation of RTP7 dysTue 23.03.10Wed 31.03.10 Clarification management10 dysThu 01.04.10Wed 14.04.10 Sending off Requests for Clarification1 dyThu 01.04.10 Deadline for receipt of answers8 edysThu 01.04.10Fri 09.04.10 Evaluation of Answers3 dysMon 12.04.10Wed 14.04.10 Selection Proposal1 dyFri 16.04.10 Selection Decision1 dyMon 19.04.10 Drafting Selection Decision1 dyMon 19.04.10 Sending off Selection Decision0 dysMon 19.04.10

12. Timeline Stage 2 12 TaskDurationStartFinish Stage 2 (Tender)65 dysMon 19.04.10Mon 19.07.10 Deadline for submission of Tenders40 dysMon 19.04.10Mon 14.06.10 Sending off Tender Documents (1 Stage)0 dysMon 19.04.10 Answer to Requests for Clarification32 dysTue 20.04.10Wed 02.06.10 End of Deadline40 dysTue 20.04.10Mon 14.06.10 Evaluation of Bids5 dysMon 14.06.10Mon 21.06.10 Opening of Bids0 dysMon 14.06.10 Evaluation of Bids5 dysTue 15.06.10Mon 21.06.10 Clarification management8 dysMon 21.06.10Thu 01.07.10 Sending of Requests for Clarification0 dysMon 21.06.10 Deadline for receipt of answers8 edysMon 21.06.10Tue 29.06.10 Evaluation of Answers2 dysWed 30.06.10Thu 01.07.10 Determination of lowest/best bid2 dysFri 02.07.10Mon 05.07.10 Award decision9 dysTue 06.07.10Fri 16.07.10 Drafting award decision1 dyTue 06.07.10 Sending of award decision1 dyTue 06.07.10 Standstill Period10 edysTue 06.07.10Fri 16.07.10 Contract Award1 dyMon 19.07.10

13. 13 1/3/2012 OPEN Procedure RESTRICTED Procedure COMPETITIVE DIALOGUE NEGOTIATED Procedure with a Contract Notice NEGOTIATED Procedure without a Contract Notice ADVERTISING PhaseContract notice In O.J. N/A (but optional notice of intent to award without notice competition) SELECTION Phase (technical and/or professional ability; economic and financial standing; Article 45 criteria) Articles 44-52 N/A at this point (though qualification process may be undertaken during time of award phase) Suitability (Qualification) Negotiation of the contract with one or more providers Selection of candidates to tender from suitable ones AWARD Phase (choice of lowest price or most economically advantageous tender [MEAT]) Article 53 N/A Dialogue Phase – may include: a)Outline/initial proposals; b)Discussions; c)Elimination of some participants Negotiations – may include: a)Outline/initial proposals; b)Discussions; c)Elimination of some participants. Submissions of tenders Submissions of final tenders Final offers? Clarification and supplementation of tenders Clarification, supplementation and fine-tuning of tenders Choice of lowest price or MEAT POST-TENDER Phase (Clarification and confirmation of commitments) (Further negotiation?) STANDSTILL Phase√√√√ CONCLUSION of contract √√√√ POST-CONTRACTContract award notice

14. Contact 14 Johannes S. Schnitzer, Dr. iur, LL.M. Tel: + 43 / 1 / 51510 – 2350 Fax: +43 / 1 / 51510 – 665355 E-Mail: johannes.schnitzer@wolftheiss.com WOLF THEISS Attorneys-at-Law Schubertring 6 1010 Vienna Austria