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EuropeAid
How can a private entity benefit
from EU external action contracts?
Riga, 24 September 2010
Agneta Lindqvist
EuropeAid Cooperation, Unit G7
Resources
Financial and contractual matters and legal affairs
Photos external actions: copyright European Commission
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EuropeAidSummary
• 1. Who manages the contracts? Which rules to follow?
• 2. Award procedures and publication requirements
• 3. Evaluation and contract award
• 4. Submission of the application or tender
• 5. Implementation of the EU contracts: payments, reporting, visibility etc.
• 6. Useful tips
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EuropeAid
1Who manages the contract?
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EuropeAidWho does what?
Multi-annualProgramming
Evaluation
Implementation Formulation
Identification
Financing
DG Development DG External Relations
DG ELARG
Joint responsibility
EuropeAid
Elarg
EuropeAid
Elarg
EuropeAid
Elarg
EuropeAid
Elarg
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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)
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EuropeAidEC External Actions
Instruments from 2007
Geographical coverage
• Pre-accession: IPA
• Neighbourhood: ENPI
• Development: DCI and EDF
• Industrialised countries: ICI
General coverage
• Thematic programmes (included in DCI)
• Human rights: EIDHR
• Stability: IFS
• Nuclear safety: NSI
• Humanitarian aid and Macro-financial aid
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EuropeAidVolume of assistance 2008 Commitments in million €
• ENPI, South 1,165• ENPI, East 570• DCI, Latin America 348• DCI, Asia 840• DCI, 5 thematic programmes 740• EDF 4,890• Budget ACP 327• EIDHR 143• INSC 71• Ifs (part II) 38TOTAL 9.132
Total 7,690
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EuropeAidWhat is a procurement contract?
-comparison with a grant
Procurement Grant
Purchase of
services/supplies/
works
Object -Action proposed by a potential beneficiary,
intended to achieve an EU-policy objective; or
-Functioning of a body
Contracting Authority Owner of
results
Grant beneficiary
100% Financial
contribution
Co-financing - % of total eligible costs
Reimbursement of the actual eligible cost
incurred
Tenders Procedure Calls for proposal
PROFIT NO PROFIT ALLOWED
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EuropeAidELIGIBILITY – GENERAL PRINCIPLES
1) Thematic programmes (+ ACP)
2) Geographical programmes
1) Member States + European Economic Area + officially recognized candidate countries +
reciprocity cases + Developing countries (Annex 1 DCI Regulation) + international organisations
2) Member States + European Economic Area + officially recognized candidate countries +
reciprocity cases + Countries mentioned in the basic act or covered by the Instruments +
International organisations ----
a) Expert : any nationality b) Rules of origin: follow the eligibility
rules – possible derogationsc) Reciprocity : case by case (Australia;
automatic reciprocity Least Developed Countries)
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EuropeAid
2Award procedures and publication requirements
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EuropeAidWhere are the procedures described?
Practical Guide to contract procedures for EU External Actions
o Harmonisation of procedures
o Sole working tool
o Coherent application of rules
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm
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EuropeAid
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EuropeAid
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EuropeAid Legal BasesBudget 10th EDF
Council regulationLegal base of programme
Financial Regulation
Comm decisionAIDCO Rules and Procedures
Comm regulationImplementing Rules of
FR
AIDCO decisionPractical Guides
(Contract/Finance/Programme estimates)
Instruction Notes
Cotonou Agreement
Internal Agreement
Council regulationFinancial Regulation
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EuropeAidAward procedures & publication requirements - How to award a contract?
• Call for Tenders:
o Open or restricted - International/Localo Competitive Negotiated Procedureo FrameWorkContracto Single tenderso Competitive Dialogue
• Very detailed exceptions where direct award of contract may be allowed.
PRAG 6.3
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EuropeAid> 200.000
International restricted
tender
< 200.000 but > 10.000 (BUD)
Rule: Framework contract
Exception: Comp neg proc
> 150.000
Open international tender
< 150.000 but > 60.000
Open local tender
< 60.000 but > 10.000
Comp neg proc
> €5.000.000
1. Open international
tender
2. Int. Res. Proc
<5.000.000 but>300.000
Open local tender
< 300.000 but > 10.000
Comp neg proc
Exceptional procedures: -competitive dialogue -negotiated procedure
WO
RK
SS
ER
VIC
ES
UP
PLY
< 10.000 S
ingle offer€
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EuropeAidPublication
• Forecast
• Procurement Noticeo Launch the procedureo Content legally bindingo Deadline for replyo Defines criteria
• Award Notice
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EuropeAidCriteria
• Exclusiono Bancruptcy, taxes…(art 93 FR)
• Selectiono Experience, financial capacity…(art 135-7 IR)
• Evaluationo Quality of offer (art 97 FR)
• Awardo Price, best value for money (art 138 IR)
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EuropeAidPoint 21- Procurement Notice
1) Economic and financial standing of candidate
The average annual turnover of the candidate must exceed the annualised maximum budget of the contract
2) Professional capacity of candidate
At least 5 permanent staff members currently work in fields related to this contract.
3) Technical capacity of candidate
a) The candidate has worked successfully on at least one project with a budget of at least €500.000 in fields related to this contract in the past three years.
b) The candidate must have experience in …
If more than 8 eligible candidates:
a) Preference will be given to candidates that have managed projects with similar objectives within … sector of xyz country.
b) Highest number of project in 3 a)
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EuropeAidService Contracts
International Restricted Procedure
• Publication *
• Shortlist *
• Tender launch
• Tenders received
• Evaluation
• Contract Award *
• Contract Signature *
* EC approval if decentralised ex-ante control
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EuropeAidShortlist
• Selection criteria applied
• 4-8 companies will be invited to tender
• Result = Shortlist
• Report approved by Contracting Authority
SERVICES
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EuropeAidTender Launch
• Dispatch Tender Dossier
• Unsuccessful candidates informed + publication of shortlist notice
• Deadline for Submission = min. 50 days
• Questions 21 days – Answers 11 days
• Tenders are valid 90 days
SERVICES
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EuropeAid
3Evaluation and contract award
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EuropeAidEvaluation
Odd number of voting members + secretary + chairperson
Held “in camera” in 5 phases:
o Tender Opening Sessiono Administrative complianceo Technical Evaluationo Financial Evaluationo Conclusion
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EuropeAidTender Opening Session
• Not public
• Declarations of impartiality & confidentiality
• Double Envelope System
• Check offers arrive sealed and within deadline
• Tender Opening Report
SERVICES
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EuropeAidAdministrative Compliance
• Fill in Administrative Compliance Grido Documentation complete as requiredo Evidence exclusion criteriao Nationality of Sub-Contractors
• May request clarifications
SERVICES
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EuropeAidTechnical Evaluation
• Individual Evaluation Grids
• Evaluators give scores and comments
• Calculate average score for each offer
• Interviews if 80 of more
• Calculates technical score only if average >80
• Technical score = average score x 100
• Highest scoring tender = 100 points
highest score
SERVICES
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EuropeAidFinancial Evaluation
• Open financial envelopes• Check arithmetical errors• Financial offer within maximum budget• Financial score = lowest fees x 100
• Cheapest offer = 100 points
actual fees
SERVICES
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EuropeAidConclusion
Technical Score x 0.80
+
Financial Score x 0.20
Best value for money wins!
SERVICES
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EuropeAidContract Award
Committee recommends to
• Award the contract to the best value for money
OR
• Cancel the procedure
Contracting Authority must approve the evaluation report
SERVICES
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EuropeAidContract Signature
• Inform successful Tenderer and ask for evidence of selection criteria
• Prepare contract
• Sign and send contract
• Publish Contract Award Notice
• Inform unsuccessful Tenderers
SERVICES
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EuropeAidTime Line Service Contract
Forecast 30 days
Procurement Notice 30 days
Shortlist
Tender Launch 50 days
March June
Procedure takes at least 6-7 months
Contract Award
Evaluation
Contract Signature
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EuropeAidSupply/Works Contracts
International Open Procedure
• Publication *
• Tenders received
• Evaluation
• Contract Award *
• Contract Signature *
* EC approval if decentralised ex-ante control
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EuropeAidTender Opening Session
• Public opening
• 1 envelope system
• Announced: name of tenderer, price, offers arrive sealed, within deadline, guarantee
• Tender Opening Report last step
• Minutes are available upon request
SUPPLY/WORKS
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EuropeAidAdministrative Compliance
• Fill in Administrative Compliance Grido Documentation complete as requiredo Nationality of Sub-Contractorso Close checking of origin of goods
• May request clarifications
SUPPLY/WORKS
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EuropeAidTechnical Evaluation
• Individual Evaluation Grids
• Use published evaluation grids
• Check if offers comply with TS: YES/NO
• May request clarifications
SUPPLY/WORKS
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EuropeAidFinancial Evaluation
• Check arithmetical errors
• Financial offer within maximum budget
• Award of contract to the tenderer with lowest price
• Discounts
PRAG 4.3.9.5
SUPPLY/WORKS
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EuropeAidContract Award
Committee recommends to
Award the contract to the compliant offer with lowest price
OR
Cancel the procedure
Contracting Authority must approve the evaluation report
SUPPLY/WORKS
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EuropeAidContract Signature
• Inform successful Tenderer and ask for evidence of selection criteria and exclusion criteria
• Prepare contract
• Sign and send contract
• Publish Contract Award Notice
• Inform unsuccessful Tenderers
SUPPLY/WORKS
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EuropeAidTime Line
Forecast 30 days
Procurement Notice 60 days
March June
Procedure takes at least 6-7 months
Contract Award
Contract Signature
Evaluation
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EuropeAidCase study
The EC Delegation in Kenya is going to launch a call for tender for the supply of goods where the overall budget is
€140.000.
• a) Which procedure should they use?
• b) There are not many local suppliers on the market in Kenya. How may this be tackled?
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EuropeAidAward procedures & publication requirements - How to award a contract?
• Call for Tenders:
o Open or restricted - International/Localo Competitive Negotiated Procedureo FrameWorkContracto Single tenderso Competitive Dialogue
• Very detailed exceptions where direct award of contract may be allowed.
PRAG 6.3
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EuropeAid
4Submission of the application/tender
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EuropeAid
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EuropeAid
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EuropeAidSubmission of applications
• Only for international restricted service procedure
• Reply to a Procurement Notice. Candidate demonstrate its capacity.
• Respons period after the publication of the procurement notice
o 30 days
• PN should be clear enough to avoid questions but questions/clarifications are still allowed up to 21 days before submission deadline
• The application must reach the Contracting Authority by the deadline
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EuropeAid
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EuropeAid
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EuropeAid
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EuropeAid
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EuropeAid
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EuropeAidSubmission of tenders
• Reply to an invitation to tender
• Respons period depending on type of procedure.
o 30, 50, 60, 90 days
• Questions/clarifications may be made up to 21 days before submission deadline. Response by Contracting Authority, to all tenderers simultaneously, no later than 11 days before the same deadline.
• The tender must reach the Contracting Authority by the deadline
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EuropeAidCase study
The deadline for receiving tenders is Monday 15/11 at 16:00
You send your proposal by DHL on Friday 12/11
There is bad weather during the weekend and flight is cancelled. The offer arrives to the Contracting Authority on Monday at 16.10
Should in your opinion the tender be accepted by the Contracting Authority?
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EuropeAidContract award - Publication of contractors
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EuropeAid
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EuropeAid
5Implementation of the EC contracts
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EuropeAidThe standard contracts
• Contract
• Annexes:
• Special Conditions
• General Conditions
• Terms of Reference / Technical Spec
• Technical Offer from tenderer
• Financial offer
• Expenditure verification report (services)
• Financial guarantee forms
• Various annexes depending on contract
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EuropeAidThe standard contracts
• Payments
o Options for payment, pre-financing, financial guarantees
• Reports
o Financial & Technical, expenditure verification (service)
• Visibility
o Communication and Visibility Manual for EU External Actions
http://ec.europa.eu/europeaid/work/visibility/index_en.htm
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EuropeAidContract amendments
General Principles
Addendum - major modificationso Extend contract durationo Major budget changeso Additional or complementary serviceso Replacement of key expert
Administrative order - minor modificationso Address or bank accounto Auditoro Within budget heading +/- 15%o Approval of non-key experts
SERVICES
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EuropeAidContract amendments
General Principles
Addendum - major modifications
o Budget changeo Additional supplies
Administrative order - minor modificationso Extend contract duration o Address or bank account
SUPPLY
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EuropeAidContract amendments
General Principles
Addendum - major modifications
o Additional works - max 50%o Extend contract duration if contractor at fault
Administrative order - minor modificationso Address or bank accounto Additional works - max 15%o Extend contract duration if contractor not at fault
WORKS
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EuropeAid
6Useful tips
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EuropeAidCommon mistakes
made by candidates, tenderers
What can go wrong?
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EuropeAidAdministrative reasons
• Late arrival
• Incomplete documentation
• Not in accordance with templates
• Lack of required translations
• Not signed
• Lack of or copy of Tender Guarantee (Supplies and Works)
• Tenderer/Applicant/partner not eligible
• Financial offer not in separate envelope (Service)
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EuropeAidTechnical reasons
Service: • Experts are not available on required dates• Experts do not have the required experience• Copy and paste of Terms of Reference
Supply, Works: • Offer not exactly compliant with Technical Specification • Ineligible origin of supply
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EuropeAid My company does not fulfill the selection
criteria….
-Form a consortium (the consortium as a whole must meet the criteria, not each individual company)!
-Try and gain relevant experience as consortium partner or subcontractor!
-An economic operator may rely on the capacities of other entities for a particular contract (undertaking)!
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EuropeAidFurther information…
General
http://ec.europa.eu/development/index_en.cfm
http://ec.europa.eu/external_relations/index_en.htm
http://ec.europa.eu/europeaid/index_en.htm
Specific
The Contracting Authority
The Delegation in the beneficiary country
Procedures
http://ec.europa.eu/europeaid/work/index_en.htm
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EuropeAid
68
Thank you for yourattention