europeaid info-day athens – 23 june 2008 agnès champion europeaid f4
TRANSCRIPT
EuropeAid
INFO-DAY Athens – 23 June 2008
Agnès ChampionEuropeAid F4
2
EuropeAidPresentation structure
What is the Framework contract ?
- External aid operations : slides 3 to 6
- EuropeAid FWC : slide 7 to 11
Opportunities for the Framework contract: 12
• Present FWC : slides 13 to 21
• Future FWC : slides 22 to end
3
EuropeAidWho does what?
Multi-annualProgramming
Evaluation
Implementation Formulation
Identification
Financing
DG Development DG External Relations
Joint responsibility
EuropeAid EuropeAid
EuropeAid
EuropeAid
4
EuropeAidEC External Actions
New Instruments 2007
Geographical coverage
• Pre-accession: IPA
• Neighbourhood: ENPI
• Development: DCI and EDF (10th EDF from 2008)
• Industrialised countries: ICI
General coverage
• Thematic programmes (included in DCI)
• Human rights: EIDHR
• Stability: IFS
• Nuclear safety: NSI
• Humanitarian aid and Macro-financial aid
5
EuropeAid
Who manages?
executiveagencies
bodies set up byCommunities
"(tradit. agencies) "
bodies with a publicservice mission"(nat. agencies)"
centralisedjointly
with internationalorganisations
shared(MemberStates )
direct indirect
decentralised(Third
Countries)
6
EuropeAid Legal BasesBudget 9th EDF
Council regulationLegal base of programme
Financial Regulation
Comm decisionAIDCO Rules and Procedures
Comm regulationImplementing Rules of
Financial Reg.
AIDCO decisionPractical Guides
(Contract/Finance/Programme estimates)
Instruction Notes
Cotonou Agreement
ACP-EC Council regulationGeneral Regulations &
General Conditions contracts
Council regulationFinancial Regulation
7
EuropeAid2 main EuropeAid FWC
Contracting
AuthorityRules Amount Lots Validity
FWC
BENEF
Commission
on behalf of
the
beneficiarie
s
PRAG
procurement
rules for
external aid
from 10.000 €
Up to
199.999 €
13 lots
for 13
technical
sectors
16/09/05 to
15/09/09
FWC
COM
2007
Commission
on its own
account
Common EC
procurement
rules
from 5.000 €
(for lot 2
up to 500.000
€)
6 lots per
type of
service
16/01/07 to 15/01/09 +
possible extension up to 2
years
Competition between Framework contractors for each mission
8
EuropeAidPRAG
The Practical Guide
o Harmonisation of procedures for External aid procurement procedures
o Sole working tool
o Coherent application of rules
o New update next weeks
9
EuropeAid
10
EuropeAid
FWC BENEFA Procurement procedure
Single tender
FWC where possible, otherwise
Competitive negotiated procedure/simplified
procedure (EDF)
International restrictedtender
10.000(5.000EDF)
200.000
11
EuropeAidFWC BENEF Procedure
12
EuropeAid
1. until 15/9/2009 : sub-contractor of the
Framework contractors whose list on internet
• Either as individual expert
• Or as a firm
2. Tender for the future FWC BENEF 2009:
participating as a partner or lead firm in a
consortium candidate
FWC opportunities
13
EuropeAid
FWC Information
http://ec.europa.eu/europeaid/work/framework-contract/index_en.htm
14
EuropeAid
FWC BENEF documents
15
EuropeAid
FWC’rs data and list
16
EuropeAidFWC Commission 2007 Lots
StudiesTA Lot 1 Drafting ToRs / evaluation of offers (3 FWC’rs)
TA Lot 2 Assessing calls for proposals (3)
TA Lot 3 Conferences organisation (3)
Studies Lot 4 Sectoral studies (except Trade) (3)
Studies Lot 5 Studies for Trade (3)
TA Studies Lot 6
Training and course materials for distance learning (3)
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EuropeAid
FWC BENEF Lots
Lot 1: Rural development and Food Security (7 FWC’rs)Lot 2: Transport and Infrastructure (6)Lot 3: Telecommunications and Information Technologies
(7)Lot 4: Energy and Nuclear Safety (5)Lot 5: Conferences (4)Lot 6: Environment (7)Lot 7: Culture, Governance and Home Affairs (7)Lot 8: Health (5)Lot 9: Education, Employment and Social (6)Lot 10: Support to Industry / Commerce / Services (7)Lot 11: Macro economy, Public Finance and Regulatory
Aspects (7)Lot 12: Standards (6) Lot 13: Humanitary Aid, Crisis Management & Post-Crisis
Assistance (4)
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EuropeAid
FWC BENEFSub-sectors common to 13 lots
a. programme / project identification and preparation / formulation,
b. assistance implementation,
c. preparation of ToR’s (services, works, supplies, …) and evaluation of offers,
d. evaluations (ex-ante, interim, ex-post etc.), monitoring
e. (Cross-) sectoral policies and reforms,
f. (Cross-) sectoral and macroeconomic (economic, budgetary) appraisals/studies (incl. Public
expenditure review),
g. legislation, regulations and law enforcement,
h. approximation of legislation (acquis communautaire),
i. institutional building,
j. training and research,
k. awareness-raising, (incl. information and communication)
l. information systems and technological issues
m. gender issues,
n. environmental issues
o. HIV/AIDS issues (impact, prevention, mitigation).
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EuropeAidFWC BENEF
Sub-sectors specific to lot 10
B. TECHNICAL DESCRIPTION
1. Investment promotion (domestic and foreign)2. Small and Medium enterprises (SME) support (inclusive advisory services for
management, production, technology, research & development, marketing, partnership, safety, exports promotion, financing, human resources management incl. gender issue, training, environmental impact, production quality, etc.)
3. Commercial banking, inclusive financial services to SMEs (credit lines, equity, guarantees, micro-credits …), guarantee funds
4. Supporting professional/commercial/advisory bodies (professional associations, decentralised advisory agencies, local consultancy strengthening, chambers of commerce, European Information Correspondence Centres (EICC) networking), Business Centres
5. Stock exchange
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EuropeAidFWC BENEF
TA/studies mission
1. To be implemented in the countries benefiting of external aid (exclusive benefit of beneficiaries)
2. Short term (260 working days maximum within 2 years maximum)
3. 199.999 € maximum
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EuropeAid
• Content of offer : financial offer + if required
methodology + experts CVs + statement of availibility
& exclusivity (validity : 14 days)
• Criteria : 1) administrative compliance
2) technical evaluation : CV/methodology
• Total fees comparison
• Notification of results within 14 days of offers
submission
FWC BENEF Assignments award criteria
22
EuropeAid
FWC BENEF 2009 call for tender Legal framework
• An international restricted tender according to procurement rules for external aid : it is not an open list.
• Transparency, proportionality, equal treatment, non-discrimination and fair competition
•Maximum FWC duration : 4 years
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EuropeAid
http://ec.europa.eu/europeaid/work/index_en.htm
24
EuropeAidTender opportunity EuropeAid Webpage
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EuropeAid
FWC BENEF amounts
16/09/2005 to 15/09/2007* average per year 16/09/2005 to 15/09/2007*
Lot Nr FWC'rs Requests
Requests per FWCor
Contracted
(MEUR) Number
Contracts
The min Contracts Nr
The max Contracts Nr
1 7 189 27 16 23 24 65
2 7 231 33 21 25 35 72
3 7 37 5 3 4 3 7
4 6 48 8 5 6 5 23
5 5 46 9 3 8 8 23
6 7 88 13 7 11 12 32
7 7 226 32 19 25 36 78
8 5 60 12 6 10 9 30
9 6 129 22 12 18 18 52
10 7 135 20 11 15 18 49
11 7 272 39 29 31 47 74
12 6 30 10 3 6 3 11
13 4 40 10 3 9 11 23
Total 1530 138
* except lot 3 : 1 year and lot 12 : 1,5 year
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EuropeAid
FWC BENEF 2009 tender
Steps Information Decision
Publication • Forecast : 9/5/08
• Contract notice
Selection Shortlist : EuropeAid
website
Selection of firms for
invitation to tender
Evaluation • Notification to
candidates
• Award notice
Award of the FWC : list
of FWC’rs
Contracting Publication on the
FWC web pages of
all contractual data
(prices/contact)
Signature of the
Framework contracts
with each successful
tenderer
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EuropeAidTime Line FWC BENEF 2004 tender
Forecast 30 days
Procurement Notice 30 days
Shortlist
Tender Launch 50 days
9/07/04 14/02/ 05
6-7 months for a service contract tender / 16 months for FWC
Contract Award
Evaluation
Contract Signature
15/05/04 20/05/0517/12/ 0404/10/04 Sep 05
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EuropeAidFWC BENEF 2009 Forecast
• OJ/EuropeAid tender pages/some delegations website
• General Information : lots titles, estimated amounts & nationality eligibility
• Not binding
• Published at least 30 days before Procurement Notice
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EuropeAidProcurement Notice
• Where ? OJ/EuropeAid tender web pages/possibly locally
• When ? at least 30 days before deadline
• Content ? legally binding- Conditions of participation- Lots detailed description: sectors- Selection criteria- Number of candidates that will be invited to tender
• Clarifications on content will be possible before deadline for submission of applications
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EuropeAidProcurement eligibility external aid
• Member States
• EEA
• Accession countries
• Beneficiary countries of the programme
• International Organisations
• Reciprocity
• Natural and legal persons
• Origin same as eligibility for nationals
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EuropeAidShort-listing
• Administrative compliance : nationality, declaration for exclusion and limitations of applications
• Selection criteria applied to check financial, professional & technical capacities:
• Result = Shortlist published on EuropeAid website
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EuropeAidTender Launch
• Candidates informed + publication of shortlist notice
• Dispatch Tender Dossier : gives minimum and maximum number of tenderers to be retained per lot.
• Deadline for Submission = min. 50 days
• Questions 21 days – Answers 11 days
• Tenders are valid 90 days
33
EuropeAidEvaluation
5 phases
o Tender Opening Sessiono Administrative complianceo Technical Evaluationo Financial Evaluationo Conclusion
34
EuropeAidCommon mistakes
made by candidates or tenderers
What can go wrong?
35
EuropeAidAdministrative reasons
• Late arrival
• Incomplete documentation
• Not in accordance with templates
• Lack of original documents or required translations
• Not signed
• Tenderer/Candidate/partner not eligible
• Financial offer not in separate envelope
36
EuropeAidTechnical reasons
• Experts do not have the required experience
• Copy and paste of Terms of Reference
37
EuropeAidFWC Award
Committee recommends to
• Award the contract to the best value for money offers within the number limits set in tender dossier
OR
• Cancel the procedure
Contracting Authority must approve the evaluation report
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EuropeAidFWC Signature
• Inform successful and unsuccessful tenderers and ask for “Proof documents”
• Commission signs and sends the contract
• Publish Contract Award Notice
39
EuropeAid
FWC Tendering process My company does not fulfil the selection criteria….
• Form a consortium (the consortium as a whole must meet the criteria, not each individual company, ! Leading firm !)!
• Try and gain relevant experience as consortium partner !
• An economic operator may rely on the capacities of other entities for a particular contract (undertaking)! See Application form :
“An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the contracting authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal. Such entities, for instance the parent company of the economic operator, must respect the same rules of eligibility and notably that of nationality, as the economic operator.”
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EuropeAidFWC’r quality requirements
• Covering all the sectors of the lot : consortia
• Quick reaction : network of experts
• Quality insurance : backstopping & monitoring = in house capacities
• Local network : geographical coverage
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EuropeAid