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

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Agenda

Contract notice – form and content Practical example

Sequence of tender procedures Time tables – practical examples

2

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

GPA In the appropriate publication listed in Appendix II (of each

GPA member)

3

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

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

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

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=

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7

Public Contract

market

Open procedure Restricted / negotiateded procedure (with prior publication)

Procurement Planning

Open Procedure: Sequence (according to EU-PPD)

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Contract Notice

Bid Opening

Award Decision

Contract Award

52 days: Deadline for bid submission

Bid Evaluation

10 days Standstill Period

10 days

Restricted Procedure: Sequence (according to EU-PPD)

9

Contract Notice

Deadline RTP

Selection of Candidates

Contract Award

37 days

40 days

10 days

10 days

Invitation to submitt bids

- 10 days

Bid Evaluation10 days Standstill Period

Award DecisionDeadline/ Bid Opening

Negotiated Procedure: Sequence (according to EU-PPD)

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Contract Notice

Deadline RTP

Selection of Candidates

Contract award

37 days

Deadline bid sumbission ?

10 days

10 days

Invitation to submitt bids

- 7 / 3 Tage

Bid Evaluation + Negotiations10 days Standstill Period

Award DecisionDeadline/ Bid Opening

Restricted Procedure: Sequence – practical example

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Task Duration Start Finish100 dys Tue 02.03.10 Mon 19.07.10

Preparatory Work 15 dys Tue 02.03.10 Mon 22.03.10Definition of Procurement Goal 2 dys Tue 02.03.10 Wed 03.03.10Drafting Tender Documents (1 stage) 12 dys Thu 04.03.10 Fri 19.03.10Drafting Tender Notice 1 dy Mon 22.03.10 Mon 22.03.10

Stage 1 (Pre-Qualification) 27 dys Mon 22.03.10 Wed 28.04.10Deadline for submission of RTP 27 dys Mon 22.03.10 Wed 28.04.10

Sending off Tender Documents (1 Stage) 0 edys Mon 22.03.10 Mon 22.03.10Answer to Requests for Clarification 27 dys Tue 23.03.10 Wed 28.04.10End of Deadline 37 edys Mon 22.03.10 Wed 28.04.10

Evaluation of RTP 20 dys Mon 22.03.10 Mon 19.04.10Opening of RTP 0 dys Mon 22.03.10 Mon 22.03.10Evaluation of RTP 7 dys Tue 23.03.10 Wed 31.03.10

Clarification management 10 dys Thu 01.04.10 Wed 14.04.10Sending off Requests for Clarification 1 dy Thu 01.04.10 Thu 01.04.10Deadline for receipt of answers 8 edys Thu 01.04.10 Fri 09.04.10Evaluation of Answers 3 dys Mon 12.04.10 Wed 14.04.10Selection Proposal 1 dy Fri 16.04.10 Fri 16.04.10

Selection Decision 1 dy Mon 19.04.10 Mon 19.04.10Drafting Selection Decision 1 dy Mon 19.04.10 Mon 19.04.10Sending off Selection Decision 0 dys Mon 19.04.10 Mon 19.04.10

Timeline Stage 2

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Task Duration Start FinishStage 2 (Tender) 65 dys Mon 19.04.10 Mon 19.07.10Deadline for submission of Tenders 40 dys Mon 19.04.10 Mon 14.06.10

Sending off Tender Documents (1 Stage) 0 dys Mon 19.04.10 Mon 19.04.10Answer to Requests for Clarification 32 dys Tue 20.04.10 Wed 02.06.10End of Deadline 40 dys Tue 20.04.10 Mon 14.06.10

Evaluation of Bids 5 dys Mon 14.06.10 Mon 21.06.10Opening of Bids 0 dys Mon 14.06.10 Mon 14.06.10Evaluation of Bids 5 dys Tue 15.06.10 Mon 21.06.10

Clarification management 8 dys Mon 21.06.10 Thu 01.07.10Sending of Requests for Clarification 0 dys Mon 21.06.10 Mon 21.06.10Deadline for receipt of answers 8 edys Mon 21.06.10 Tue 29.06.10Evaluation of Answers 2 dys Wed 30.06.10 Thu 01.07.10Determination of lowest/best bid 2 dys Fri 02.07.10 Mon 05.07.10

Award decision 9 dys Tue 06.07.10 Fri 16.07.10Drafting award decision 1 dy Tue 06.07.10 Tue 06.07.10Sending of award decision 1 dy Tue 06.07.10 Tue 06.07.10Standstill Period 10 edys Tue 06.07.10 Fri 16.07.10Contract Award 1 dy Mon 19.07.10 Mon 19.07.10

131/3/2012

OPEN Procedure RESTRICTED Procedure

COMPETITIVE DIALOGUE

NEGOTIATED Procedure with a Contract Notice

NEGOTIATED Procedure without a Contract

Notice

ADVERTISING Phase Contract notice In O.J. Contract notice In O.J. Contract notice In O.J. Contract 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) Suitability (Qualification) Suitability

(Qualification)

Negotiation of the contract with one or more

providers

Selection of candidates to tender from suitable ones

Selection of candidates to tender from suitable

ones

Selection of candidates to tender from suitable

ones

AWARD Phase (choice of lowest price or

most economically advantageous tender

[MEAT])

Article 53

N/A 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 tenders

Submissions of final tenders

Final offers?Clarification and supplementation of

tenders

Clarification and supplementation of

tenders

Clarification, supplementation and fine-tuning of tenders

Choice of lowest price or MEAT

Choice of lowest price or MEAT

Choice of lowest price or MEAT

Choice of lowest price or MEAT

POST-TENDER Phase(Clarification and confirmation of commitments)

(Further negotiation?)

STANDSTILL Phase √ √ √ √

CONCLUSION of contract √ √ √ √

POST-CONTRACT Contract award notice Contract award notice Contract award notice Contract award notice

Contact

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Johannes S. Schnitzer, Dr. iur, LL.M.Tel: + 43 / 1 / 51510 – 2350Fax: +43 / 1 / 51510 – 665355E-Mail: johannes.schnitzer@wolftheiss.com

WOLF THEISS Attorneys-at-LawSchubertring 61010 ViennaAustria