procurement guidelines for end recipient of …±cılar_için_ihale...2. procurement procedures and...

PROCUREMENT GUIDELINES for

END RECIPIENT of ASSISTANCE

for the Operations Supported Under

Competitiveness & Innovation Sector Operational Programme (CISOP)

Republic of Turkey Ministry of Science, Industry and Technology

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Disclaimer: Please note that in the case of any inconsistencies between this Guideline and the Operational Agreement and its annexes, the Operational Agreement overrules and remains as the legally binding document. The contents of this publication can in no way be taken to reflect the views of the European Union. PRAG rules are updateable. Therefore, please see the latest PRAG document for the procurement procedures stated in this guideline.

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TABLE OF CONTENTS LIST OF ABBREVIATIONS ......................................................................................................................... 5

1. INTRODUCTION AND GENERAL DEFINITIONS ..................................................................................... 6

1.1 Main Bodies for CISOP Implementation ....................................................................................... 6

1.1.1 European Union Delegation (EUD) ........................................................................................ 7

1.1.2 Operating Structure/Contracting Authority (OS/CA) ............................................................. 7

1.1.3 End Recipient of Assistance (ERA).......................................................................................... 7

1.1.4 Contractor .............................................................................................................................. 8

1.2 Project Cycle .................................................................................................................................. 8

1.3 Protocol ......................................................................................................................................... 9

1.4 Operational Agreement ................................................................................................................ 9

2. PROCUREMENT PROCEDURES AND RULES ....................................................................................... 10

2.1 Practical Guide (PRAG) ................................................................................................................ 10

2.2 Procurement Procedures in line with PRAG ............................................................................... 10

2.3 The Rules on Nationality and Origin in PRAG ............................................................................. 11

2.3.1 Rule of Nationality ............................................................................................................... 11

2.3.2 Rules for Experts .................................................................................................................. 11

2.3.3 Rule of origin ........................................................................................................................ 12

2.3.4 Derogations from the Rules on Nationality and Origin ........................................................ 12

3. CONTRACT TYPES .............................................................................................................................. 13

3.1 Service Contracts ........................................................................................................................ 13

3.1.1 Role of ERA in Service Contracts .......................................................................................... 14

3.1.2 Terms of Reference (ToR) .................................................................................................... 15

3.1.3 Indicative Budget Breakdown .............................................................................................. 16

3.1.4 Timeline for a Service Contract ............................................................................................ 17

3.2 Supply Contracts ......................................................................................................................... 18

3.2.1 Role of ERA in Supply Contracts ........................................................................................... 19

3.2.2 Technical Specifications ....................................................................................................... 20

3.2.3 Market Survey ...................................................................................................................... 22

3.2.4 Timeline for Open Procedure ............................................................................................... 24

3.2.4.1 International Open Tender ............................................................................................... 24

3.2.4.2 Local Open Tender ............................................................................................................ 24

3.3 Works Contracts .......................................................................................................................... 25

3.3.1 FIDIC in Works Contracts ..................................................................................................... 26

3.3.2 Role of ERA in Works Contracts ........................................................................................... 26

3.3.3 Volume III-IV-V ..................................................................................................................... 27

3.3.4 Timeline for Open Procedure ............................................................................................... 30

3.3.4.1 International Open Tender ............................................................................................... 30

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3.3.4.2 Local Open Tender ............................................................................................................ 30

4. EVALUATION OF THE TENDERS ......................................................................................................... 31

4.1 Impartiality and Confidentiality .................................................................................................. 31

4.2 Responsibilities of the Evaluation Committee Members ........................................................... 32

5. IRREGULARITY AND FRAUD ............................................................................................................... 33

5.1 Irregularity .................................................................................................................................. 33

5.2 Fraud ........................................................................................................................................... 33

6. CONFIDENTIALITY .............................................................................................................................. 35

ANNEXES

ANNEX 1- Standard Indicative Budget Breakdown Table ..................................................................... 36

ANNEX 2 - Preliminary Documents for Works (Turkish) ....................................................................... 37

ANNEX 3 - Sample Market Survey Table ............................................................................................... 41

ANNEX 4 - Preperation of Volume III-IV-V (Turkish) ............................................................................. 43

ANNEX 5- Sample Cost Estimation Table for Works ............................................................................. 50

FIGURES

Figure 1- Bodies Relevant for Implementation of CISOP Projects and Contracts................................... 6

Figure 2- Cycle of Projects ....................................................................................................................... 8

Figure 3- Tender Dossier of a Service Contract ..................................................................................... 14

Figure 4- Timeline for a Service Contract (International Restricted) .................................................... 18

Figure 5- Tender Dossier of a Supply Contract ..................................................................................... 19

Figure 6- Timeline for Supply Contract (International Open) ............................................................... 24

Figure 7- Timeline for Supply Contract (Local Open) ............................................................................ 24

Figure 8- Tender Dossier of a Works Contract ...................................................................................... 25

Figure 9- Timeline for Works Contract (International Open) ............................................................... 30

Figure 10-Timeline for Works Contract (Local Open) ........................................................................... 30

TABLES

Table 1- ToR Preparation Procedure ..................................................................................................... 17

Table 2- TS and Market Survey Preparation Procedure ....................................................................... 23

Table 3- Volume III-IV-V Preparation Procedure .................................................................................. 29

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LIST OF ABBREVIATIONS

BE Budget Estimation

CA Contracting Authority (DoEUFP)

CN Contract Notice

CISOP Competitiveness and Innovation Sector Operational Programme

DoEUFP Directorate of European Union Financial Programmes

EC European Commission

ERA End Recipient of Assistance

ER Employer Requirements

EOI Expression of Interest

EU European Union

EUD The Delegation of the European Union to Turkey

EUR Euro (currency)

FA Financial Agreement

FIDIC International Federation of Consulting Engineers

FWC Framework Contract

HQ Headquarters

IPA Instrument for Pre-Accession Assistance

MoSIT Ministry of Science, Industry and Technology

MS Market Survey

NAO National Authorising Officer

NSCF Notification of Suspicious Case Form

OA Operational Agreement

OIS Operation Identification Sheet

OP Operational Programme

OS Operating Structure (DoEUFP)

OCU Operation Coordination Unit

PIN Prior Information Notice

PRAG Procurements And Grants for European Union External Actions

SMC Sectoral Monitoring Committee

SRER Senior Representative of End Recipient

TAT Technical Assistance Team

TD Tender Dossier

ToR Terms of Reference

TS Technical Specifications

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1. INTRODUCTION AND GENERAL DEFINITIONS

Instrument for Pre Accession (IPA) is the financial instrument for all pre-accession activities in

eligible countries (e.g Turkey) funded by the European Commission (EC) for the period 2014-2020.

Competitiveness and Innovation Sector Operational Programme (CISOP) is managed by Ministry of

Science, Industry and Technology (MoSIT) under IPA and all procurement activities under this

programme are implemented by procurement rules defined by the EC. This guideline aims to help

the End Recipients (ERA) in preparation of Tender Dossiers and understanding of procurement

procedures during the procurement process of the project components realized under CISOP.

1.1 Main Bodies for CISOP Implementation

Important bodies for the management of projects and contracts

for CISOP are:

The Delegation of the European Union to Turkey (EUD);

Operating Structure (the Ministry of Science, Industry and

Technology, Directorate of European Union Financial

Programmes (DoEUFP) for CISOP);

Contracting Authority (CA, the Ministry of Science, Industry

and Technology, DoEUFP for CISOP);

End recipient of Assistance (ERA);

The Contractors.

Each of these bodies has a role regarding the implementation of the projects and contracts. In the

following scheme the relation between these bodies is illustrated.

Figure 1- Bodies Relevant for Implementation of CISOP Projects and Contracts

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1.1.1 European Union Delegation (EUD)

The Delegation of the European Union to Turkey (EUD) monitors the

programme and performs ex-ante controls of the tendering,

contracting documents etc. The EUD;

performs ex-ante controls of calls for tender and calls for proposals

procedures and subsequent endorsement of decentralised

contracts, contracting documents etc.;

conducts monitoring and analysis of the OS’ implementation of

programs and contracts, including financial management and

supervision activities, procedural controls, i.e. monitoring in particular that:

selected projects/operations are mature for implementation, correspond to the priorities,

eligible activities and beneficiaries foreseen under the OP (for major projects, this task is

performed by European Commission Headquarter (HQ));

the procurement processes are carried out in line with the PRAG rules or the EU

procurement rules;

the deliverables are produced according to the contract requirements;

deliverables are produced according to the description of the project;

use of deliverables is creating the expected result;

Provide European Commission Headquarter with opinion on applications for payments of the

National Authorising Officer (NAO).

1.1.2 Operating Structure/Contracting Authority (OS/CA)

The MoSIT/DoEUFP is the Contracting Authority (CA) and also

the Operating Structure (OS). The OS is responsible for the

overall management of the operational programme including

project pipeline development, project selection and monitoring

the programmes and projects achievements.

As the Contracting Authority, MoSIT/DoEUFP performs the following main tasks:

Review, quality assurance and control of procurement documents;

Tendering and contracting;

Contract management/implementation of contracts;

Financial management and accounting;

Monitoring and evaluation of implementation of contracts;

Supervising and coordinating the overall progress and implementation of contracts;

Verifying the achievements of the operations and taking actions for accomplishment.

1.1.3 End Recipient of Assistance (ERA)

The ERA is responsible to implement operation in accordance with all concerned legal arrangements

related to their rights, obligations and responsibilities. The responsibilities of the ERA generally are

technical preparations of the Tender Dossier (TD), contribution to the tendering process and

contribution to the implementation process of the operation/contracts.

Republic of Turkey Ministry of Science, Industry and Technology

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Operation Coordination Unit (OCU) established by ERA as per Operational Agreement and OIS has a

crucial role during the procurement and the implementation of the contracts.

For the detailed responsibilities of the ERA, please see the Operational Agreement (OA).

1.1.4 Contractor

The Contractor is responsible for the implementation of the contracts (i.e. works/supply/technical

assistance) signed by CA and Contractor in compliance with the conditions of the contracts.

1.2 Project Cycle

Projects (operations) go through several phases from formulating the

project concept (idea) until closure of the project. These phases are

shown in Figure-2 below.

The first phases consist of project development based upon the needs

identified. For projects the original project idea (project concept often

described in a ‘concept note’) is developed by the ERA or by supporting

experts into an ‘Operation Identification Sheet’ (OIS). The OIS is

presented to EU Delegation to Turkey. After approval of the OIS by

EUD, a Protocol and an Operational Agreement (OA) are signed respectively between the SRER and

the Operating Structure (OS).

Figure 2- Cycle of projects

After the protocol and OA are signed, the procurement phase starts for the components that are

identified under the project. All relevant technical tender documentation is prepared with resources

of the ERA itself. The CA organizes in this phase the procurement in conformity with PRAG

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procedures for the services, supply or works contracts. After the bids from tenderers are received

and evaluated, the contract is signed between with a awarded company and CA.

From that moment on (after contract signature) the implementation of the contract starts. During

this phase the CA and the ERA play a crucial role regarding the management of the contracts until

contracts are closed.

1.3 Protocol

The aim of the Protocol is to regulate the rules to be in effect between the Ministry and the End

Recipient throughout the process covering the selection and finalization of the Project as well as the

authorities and responsibilities of the parties. Please see the protocol signed between the parties for

the full text of the responsibilities, rights and obligations. Protocol is signed between parties after

the selection of the Project and before the OIS approval.

1.4 Operational Agreement

The Operational Agreement (OA) defines the rights, obligations and

responsibilities of parties regarding to efficient and timely

implementation process of the projects funded under IPA system. The

parties of this agreement are OS/CA and ERA. The responsibilities of

the ERA during the procurement phase of the project are mentioned

briefly below in this guideline. Please see the OA signed between the

parties for the full text of the responsibilities, rights and obligations. OA

is signed between parties after the OIS approval.

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2. PROCUREMENT PROCEDURES AND RULES 2.1 Practical Guide (PRAG)

In accordance with the Framework and Financial Agreement signed between Turkey and the EC [Art.

18 – Rules on Procurement for Framework Agreement; Article 2-Public Procurement for Financial

Agreement], all service, supply, works and grant agreements shall be awarded and implemented

with the procedures and standard documents laid down and published by the Commission for the

implementation of external actions.

The procedures and standard documents to use for awarding Services,

Supplies, Works and Grants are set out in the EU “Procurements And

Grants for European Union External Actions ” (PRAG).

PRAG is not a fixed document, it can be updated by the EC. Therefore, for the procurement

procedures please use the latest version of the PRAG.

PRAG can be reached at the following website:

http://ec.europa.eu/europeaid/prag/?header_description=DEVCO+Prag+to+financial+and+contract

ual+procedures+applicable+to+external+actions+financed+from+the+general+budget+of+the+EU+a

nd+from+the+11th+EDF&header_keywords=ePrag%2C+europa

Please also see the Glossary of the PRAG (Annex a1 of PRAG) for the definitions of the terms used in

this guideline and PRAG.

PROCUREMENT MUST FOLLOW THE RULES DEFINED UNDER PRAG

NOT

PUBLIC PROCUREMENT LAW IN TURKEY (KAMU İHALE KANUNU)

2.2 Procurement Procedures in line with PRAG

Types of contracts might be: services, supplies and works. The type of tender procedure to be applied

(and thus the tendering documentation to be prepared and the specific steps to be undertaken) depends

upon the type of contract/ budget. The type of procurement procedure will be decided in common

consent with the CA and ERA and according to the thresholds defined in PRAG.

Artificially splitting operations into small sized contracts to avoid compliance with any of the PRAG

tendering rules is strictly prohibited. This would be considered as an irregularity and should be recorded.

THE CONTRACTING AUTHORITY IS RESPONSIBLE FOR THE FINANCIAL

AND ADMINISTRATIVE SIDE OF THE PROCUREMENT OF SERVICES,

SUPPLIES AND WORKS.

http://ec.europa.eu/europeaid/prag/?header_description=DEVCO+Prag+to+financial+and+contractual+procedures+applicable+to+external+actions+financed+from+the+general+budget+of+the+EU+and+from+the+11th+EDF&header_keywords=ePrag%2C+europa



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ERA IS RESPONSIBLE FOR THE TECHNICAL SIDE OF THE

PROCUREMENT OF SERVICES, SUPPLIES AND WORKS.

Should any discrepancy with the EC regulation and PRAG occur always the latter Regulations and

PRAG will prevail over the Guidelines.

2.3 The Rules on Nationality and Origin in PRAG

2.3.1 Rule of Nationality

Participation in the award of procurement contracts, grants and other award procedures for actions

financed under IPA for the benefit of third parties shall be open to all natural persons who are

nationals of, and legal persons who are effectively established in, one of the following eligible

countries/territories/beneficiaries:

EU Member States;

Beneficiaries;

European Economic Area;

Partner countries and territories covered by European Neighbourhood Instrument (ENI);

Countries for which Commission has adopted a decision approving the request for reciprocal

access to external assistance.

For the list of the Eligible Countries that the companies should be registered, for tendering under

CISOP, please refer to PRAG Annex A2a which is available at

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=A

2.3.2 Rules for Experts

The nationality of experts and other natural persons

employed or legally contracted does not have to follow the

nationality rules. Therefore, unless otherwise provided for

in the applicable financing decision/agreement, experts

recruited or otherwise legally contracted by an eligible

contractor/sub-contractor, may be of any nationality.


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2.3.3 Rule of origin

In principle, products supplied under a procurement

contract, or in accordance with a grant contract, financed

under the EU budget must originate from an eligible

country, in other words they must originate in the EU or a

country eligible as mentioned under the Article 2.3.1 in this

guideline.

Please refer to PRAG Article 2.3.1 for the definition of the

origin.

2.3.4 Derogations from the Rules on Nationality and Origin

The decision on derogations is taken by the European Commission before the procedure is launched.

In principle, it is not possible to derogate from the rules on nationality and origin to allow only one

or a group of countries to become eligible unless it is duly motivated in the request for derogation.

In duly substantiated cases, the European Commission may extend eligibility to natural and legal

persons from an ineligible country and allow the purchase of goods and materials originating in an

ineligible country.

Derogations may be granted on the grounds of;

economic, traditional, trade or geographical links with neighbouring countries;

unavailability of products and services in the markets of the related countries concerned;

extreme urgency; or

extreme difficulties to carry out a project, programme or other action with the general rules

on eligibility. The argument that a product of ineligible origin is cheaper than the EU or local product

would not alone constitute grounds for awarding a derogation.

However, these products can originate from any origin, if their value is below 100.000 Euro. In this

case there is no decision for derogation by the EC. Where the contract is divided into lots, the rule

applies per lot (only applicable to lots of less than 100 000 Euro). The division into lots must be

legitimate. This rule must not lead to sub-dividing contracts into smaller lots artificially to circumvent

the threshold of 100 000 Euro.

HOWEVER, THESE PRODUCTS CAN ORIGINATE FROM ANY ORIGIN,

IF THEIR VALUE (PER LOT) IS BELOW 100.000 EURO

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3. CONTRACT TYPES

There are three type of contracts which can be awarded under PRAG; service, supply and works.

Each of these is explained below.

3.1 Service Contracts

Service contracts shall comprise study and technical

assistance contracts. Service contracts are sometimes

initiated to gain from exterior knowledge. A study contract

is a service contract concluded between a contractor and

the Contracting Authority, which includes studies for the

identification and preparation of projects, feasibility

studies, economic and market studies, technical studies and

audits. A technical assistance contract is a service contract

where the contractor is called on to play an advisory role, to manage or supervise a project, or to

provide the expertise specified in the contract.

Supervision contracts for works are also service contracts.

There are different procurement procedures applied for service contracts in PRAG which are:

Restricted

Framework

Single

Negotiated

Competitive Dialogue

These procedures are applied according to the thresholds defined in PRAG.

Most common used procedure is restricted procedure and in this guideline restricted procedure will

be explained. Please see PRAG for the other procedures.

A service contract can be concluded in two different ways;

a) Global Price: Where specific outputs (e.g. studies, evaluations, organisation of events, etc.) are

set out. The service will be paid on the basis of the specified outputs.

b) Fee-based: Where the output is unpredictable, or where the workload to achieve the specified

output is impossible to quantify in advance. Therefore it is economically more advantageous to

pay the services on the basis of time actually worked.

Tender dossier of a service contract consists of following documents which are PRAG annexes;

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Figure 3- Tender Dossier of a Service Contract

Tender is launched via a Contract Notice, after that tenderers can submit their offers until the

deadline.

3.1.1 Role of ERA in Service Contracts

ERA is responsible to prepare the Terms of Reference (ToR) and indicative budget breakdown of the

tender dossier, the rest of the documents are prepared by the CA. The role of the ERA while

preparing the tender dossier is as follows:

to prepare and submit the ToR and the budget estimation (BE) to the CA in hard copy including a

cover letter duly signed as well as in electronic form (email or CD);

to support the CA in preparation of the selection criteria of the contract notice;

to support the CA in preparation of the procurement plan;

to attend to the meetings regarding tender dossier preparation;

to ensure that the ToR and BE are not shared to third parties since, the TOR and BE are strictly

confidential document;

to support the CA in technical terms during the whole tendering process;

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Tenderers are entitled to request clarification and/or further information before submission

deadline. Such requests must be presented in writing and can be received up to 21 days before

the expiry of the deadline for the submission of offers. The Contracting Authority must respond

in writing simultaneously to all short listed firms (not just the one requesting the information) at

least 11 days before the deadline for the receipt of tenders. The CA will request the support of

ERA on technical clarifications during the process. Therefore it is crucial that the ERA (OCU) will

respond to CA quarries in their earliest convenience;

to ensure that staff of ERA and experts who participated in preparation of ToR must sign

“declaration of objectivity and confidentiality” document and send to CA.

to respond the CA’s request and queries swiftly and not after the deadlines mentioned by the CA;

to make the necessary revisions on the ToR and BE in accordance with the comments of CA and EUD;

to realize the pre-conditions stated in the OIS on time (e.g. before or after the publication of CN,

before the contract signature etc.);

to prepare a justification report, if there is need for OIS revision and also to make the needed

revision;

to prepare whole documents in English.

Standard Formats to be used in the process (PRAG)

Please follow the links below for download of the documents:


http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

3.1.2 Terms of Reference (ToR)

Terms of Reference (ToR) is annex to the Tender Dossier (TD) and

Contract and also gives instructions and guidance to contractors to

submit a tender that responds to all technical and administrative

requirements, and later to serve as the contractor's mandate during

project implementation. The terms of reference is included in the

tender dossier and will become an annex to the resulting contract.

Thorough preparation of the terms of reference is extremely

important for the ultimate success of the project. It is important to ensure that the project has been

properly conceived, that the work is carried out on schedule and that resources will not be wasted.


http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=B

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Greater effort during project preparation will save time and money at later stages of the project

cycle.

The terms of reference must allow equal access for candidates and tenderers and must not have the

effect of creating unjustified obstacles to competitive tendering. It must be clear and non-

discriminatory and proportionate to the objective and/or the budget for the project. It specifies

what is required of the service. It also specifies the minimum requirements whose non-compliance

entails the rejection of the tender.

TOR MUST BE IN COMPLIANCE WITH THE APPROVED OPERATION

IDENTIFICATION SHEET (OIS).

ERA should be careful for the following points during the preparation of ToR;

The scope of the work, purpose and results of the contract should be clearly identified;

Number of the experts and expert requirements should be carefully drafted (especially for fee-

based contracts);

Expert requirements should not be so restrictive and also so wide;

Evaluation of the offers are made according to best value for money1 rule so, the ToR should be

prepared carefully (e.g. activities, needs of the ERA and expert requirements should be clearly

identified) so that the tenderers’ technical offers could be in a good quality;

Indicative budget for the experts and incidental expenditures should be carefully calculated;

The activities and budget of the ToR should be in compliance with approved OIS;

The activities should be clear enough so that the tenderers have no confusion while preparing

their offers;

The activities stated in the OIS should not be copied directly to ToR, these activities should be

developed and detailed in the ToR and if needed new activities should be added;

Indicators of the contract should be carefully drafted and be in compliance with approved OIS.

3.1.3 Indicative Budget Breakdown

ERA is also responsible to prepare the indicative budget of the Contract. Please see the Annex-1 for

the standard template of the indicative budget breakdown. This budget is an estimation for the

implementation of the contract which includes fees for the experts and incidental activities such as

trainings, organisations, study visits etc.

Following points should be taken into consideration while preparing indicative budget breakdown:

The document should be in compliance with each other (i.e ToR and indicative budget in the

OIS);

Expert working days (Both Key and Non-key Experts) should be carefully calculated in

accordance with the activities in the ToR;

1 The best value for money is established on weighing technical quality of the tender against financial offer. It

means financial offer is not only sole award criteria for the award of the tender, moreover technical quality of the tender dossier outweighs against financial offer.

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Expert fees should be estimated according to the experiences of the CA;

A timetable should be prepared while calculating the working days of the experts;

Cost of the incidental activities (e.g, study visits, launch events, trainings, seminars, workshop

organizations etc.) should be calculated in details (such as how many days/number of the

participants, cost of the venues, cost of the food/beverages per person, cost of the visibility

materials etc.);

ESTIMATED BUDGET CANNOT EXCEED THE BUDGET

ALLOCATED FOR TA CONTRACT IN THE OIS.

After preparing ToR and Indicative Budget, ERA sends the documents to CA for approval. CA may

have comments on the ToR and sends back to the ERA for revision and ERA should make the

requested revisions in certain time. CA prepares the rest of the Tender Dossier (TD) includes ToR in

the TD and send to EUD for approval. Please see Table-1 for the ToR preparation procedure.

After approval of the TD by EUD, Contract Notice is published and procurement procedures start.

Table 1- ToR Preparation Procedure

Activities Key documents Responsible body

Preparation of draft ToR Draft ToR ERA

Draft ToR delivered to the CA Draft ToR ERA

Revision of ToR on the basis of comments made by CA and revised ToR delivered to CA

Draft ToR ERA CA

Revised ToR reviewed by CA, included into TD and sent to EUD

Draft ToR / Draft TD CA

Conclusion of final version of ToR and TD on the basis of comments made by EUD

ToR/TD ERA CA

Final version of ToR and TD submitted to EUD TD CA

EUD

3.1.4 Timeline for a Service Contract

The Service contracts that are procured under International restricted procedure (most common

procedure used under CISOP) have two phases. First phase is the pre-qualifications and a short list of

companies (max 8) has been decided and the full TD dispatched to these short listed companies as

the second phase of the tendering procedure.

IT SHOULD BE NOTED THAT THE TENDERING PROCESS OF A SERVICE

CONTRACT TAKES MINIMUM 9-10 MONTHS IN TOTAL (FROM CN TO

CONTRACT SIGNATURE). THEREFORE IT IS ESSENTIAL THAT THE ERAS

SHOULD WORK IN GREAT EFFORTS WITH THE CA TO COMPLETE THE

PROCESS IN TIME.

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All components of the project should be in synchronization for instance, supervision contracts

should be commenced one month before the commencement of related works contract. Especially

utmost care should be taken for the synchronisation of TA contracts and related works and supply

contracts.

Figure 4- Timeline for a Service Contract (International Restricted)

ALL COMPONENTS OF THE PROJECT SHOULD BE IN SYNCHRONIZATION,

ESPECIALLY UTMOST CARE SHOULD BE TAKEN FOR THE

SYNCHRONISATION OF SUPPLY CONTRACTS AND RELATED WORKS AND

TA CONTRACTS.

3.2 Supply Contracts

Supply contracts cover the purchase, leasing, rental or hire purchase, with or without option to buy,

of products. A contract for the supply of products and incidentally, for sitting and installation shall be

considered a supply contract.

There are different procurement procedures applied for supply contracts in PRAG which are:

International Open

Local Open

Competitive Negotiated

Single Tender

Negotiated

Dynamic Purchasing


Framework

These procedures are applied according to the thresholds defined in PRAG.

Most common used procedure is open procedure (International and Local) and in this guideline open

procedure will be explained. Please see PRAG for the other procedures.

Tender dossier of a supply contract consists of following documents which are PRAG annexes;

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Figure 5- Tender Dossier of a Supply Contract

Tender is launched via a Contract Notice, after that tenderers can submit their offers until the

deadline.

3.2.1 Role of ERA in Supply Contracts

ERA is responsible to prepare the Technical Specifications (TS), if any equipment layout plans as

annex to TS and Market Survey (MS) of the tender dossier, the rest of the documents are prepared

by the CA. The role of the ERA while preparing the tender dossier is as follows:

to submit the TS and the market survey to the CA in hard copy including a cover letter duly

signed as well as in electronic form (email or CD);

to submit equipment list with detailed justification (the reason for need of the equipment);




to ensure that the TS/MS are not shared to third parties since, the TS/MS are strictly confidential

documents; even for the purpose of the market survey;




the expiry of the deadline for the submission of offers. The Contracting Authority must publish

clarifications/corrigendum at least 11 days before the deadline for the receipt of tenders. The CA

20

will request the support of ERA on technical clarifications during the process. Therefore it is

crucial that the ERA (OCU) will respond to CA quarries in their earliest convenience;

to ensure that staff of ERA and experts who participated in preparation of TS/MS must sign

“Declaration of Objectivity and Confidentiality” document and send to CA;

to respond the CA’s request and queries swiftly and not after the deadlines mentioned by the

CA;

to make the necessary revisions on the TS and MS in accordance with the comments of CA and

EUD;


before the contract signature, etc.);


revision;


Standard Formats to be used in the process (PRAG):


http://ec.europa.eu/europeaid/prag/annexes.do;JSESSIONID_PUBLIC=SxWVdAHdHtt0b_o_TXUxTsvx

ipfKW4QCZAWz_NPSbwtyfJLJB-TP!1163582605?chapterTitleCode=C


Please follow the links below for published tender dossiers:

https://webgate.ec.europa.eu/europeaid/online-

services/index.cfm?do=publi.welcome&userlanguage=en

3.2.2 Technical Specifications

The purpose of the Technical Specifications is to define

the required supplies precisely. The minimum quality

standards, defined by the Technical Specifications, will

enable the Evaluation Committee to determine which

tenders are technically compliant.

Technical Specifications gives instructions and guidance to

contractors to submit a tender which responds to all

technical and administrative requirements, and later to serve as the contractor's mandate during

http://ec.europa.eu/europeaid/prag/annexes.do;JSESSIONID_PUBLIC=SxWVdAHdHtt0b_o_TXUxTsvxipfKW4QCZAWz_NPSbwtyfJLJB-TP!1163582605?chapterTitleCode=C

http://ec.europa.eu/europeaid/prag/annexes.do;JSESSIONID_PUBLIC=SxWVdAHdHtt0b_o_TXUxTsvxipfKW4QCZAWz_NPSbwtyfJLJB-TP!1163582605?chapterTitleCode=C


https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome&userlanguage=en

https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome&userlanguage=en

21

project implementation. The Technical Specifications is included in the tender dossier and will

become an annex to the resulting contract.

Thorough preparation of the Technical Specifications is extremely important for the ultimate success

of the project. It is important to ensure that the project has been properly conceived, that the work

is carried out on schedule and that resources will not be wasted. Greater effort during project

preparation will save time and money at later stages of the project cycle.

The Technical Specifications must allow equal access for candidates and tenderers and must not

have the effect of creating unjustified obstacles to competitive tendering. It must be clear and non-

discriminatory, and proportionate to the objective and/or the budget for the project. It specifies

what is required of the service. It also specifies the minimum requirements whose non-compliance

entails the rejection of the tender.

Technical Specifications detail specific information defining the characteristics of a product, supply

or material or work with regard to purpose for which they are intended. The characteristics to be

included are defined in the PRAG as follows:

a. quality levels;

b. environmental performance (e.g. care is taken to ensure that specifications take into

consideration the latest developments on the matter);

c. design for all requirements (accessibility for disabled people, environmental issues, etc. in

accordance with the latest developments);

d. levels of and procedures for conformity assessment, including environmental aspects;

e. fitness for use;

f. safety or measurements, including, for supplies, the sales name and user instructions, and, for all

contracts, terminology, symbols, testing and test methods, packaging, marking and labelling

(including environmental labelling, e.g. on energy consumption), production procedures and

methods.

The inclusions of brand names or the required sources of origin of products, or other such criteria

which may serve to favour or exclude certain products is generally not permitted. In certain

circumstances or where products cannot be described in a sufficiently clear or intelligible manner,

the above may be acceptable provided the named brand names are followed by the words “or

equivalent”.

The Technical Specifications indicate - where applicable, lot by lot - the exact nature and

performance characteristics of the supplies. One lot should contain as many items as possible, but it

should be made sure that one type of companies is able to provide all items within one lot. If it

would be difficult for one type of companies to provide all the items within one lot, it could happen

that no offers for that lot will be received.

Where applicable, it should also specify delivery conditions and installation, training and after-sales

services.

22

TS MUST BE IN COMPLIANCE WITH THE APPROVED OPERATION

IDENTIFICATION SHEET (OIS).

ERA should be careful for the following points during the preparation of TS;

TS should be in compliance with approved OIS in terms of budget and indicative supply list;

Items should be separated lot by lot (each lot shall contain similar items such as IT equipment,

furniture, vehicle, etc.)

If a new item is required apart from the indicative list in the OIS, it must be justified clearly;

If an item in the indicative list in the OIS is not required, it must be justified clearly;

Latest version of PRAG TS template should be used;

TS should comprise the needed international and/or EU or equivalent standards;

If required, specific standards related to equipment should be mentioned;

Unnecessary specifications should not be mentioned;

Functional and performance specifications should be mentioned;

Minimum and maximum performance specifications should be mentioned;

If any, connection to building infrastructure (mechanical, electrical, etc.) should be taken into

consideration and should be mentioned in the TS;

TS should comprise the technical documents required, installation, commissioning and training

requirements during the implementation period of the contract;

If any trainings required apart from the start-up training it should be clearly identified in the TS

(duration, coverage, trainee number, etc.);

If any, ERA should provide drawings of the supplies, machinery and furniture layouts etc.;

TS should be drafted in a way that meets the specifications for all the items in the market

survey;

Needs of ERA should be taken into consideration while preparing the TS;

TS should not be drafted according to the items which are not in the market.

3.2.3 Market Survey

Market survey (MS) is prerequisite for launching of tender

procedure. It is main tool for assessing risk pertaining to the specific

markets as well as an early warning considering rule of origin. Please

see the Annex-3 for the sample market survey table.

Following points should be taken into consideration while making

market research:

At least three different brand names should be indicated in the

market research with their country of origin (eligible countries

valid) and price in euro without tax;

If there is less than three different brands (one or two), it should be clearly justified;

The price of the item should cover transportation, delivery, unloading, commissioning, training costs;

Estimated unit prices should be grounded by proforma invoices, internet sources, catalogues, etc.;

23

There should not be much price differences between the different brands of the same item;

Delivery dates of the items should be indicated in the market survey;

Proforma invoices, internet sources, catalogues etc. for the market survey should be submitted

to CA in an order so that CA could find the related documents easily;

Market survey should be conducted lot by lot in accordance with TS;

Personal computers should be considered as one single item instead of different items such as

screen, mouse, keyboard, etc.;

Non-eligible software (Microsoft Windows, Microsoft Office, etc.) should be procured together

with the computers as installed;

If any item needs derogation from rule of origin, it should be clearly mentioned in the market survey;

If any, ERA should submit a justification report for the derogation request, it should clearly

justify why these item(s) are needed for the project. (Please see the Article 2.3.3 and 2.3.4 for

rule of origin and derogation);

Market prices should be up to date;

Process of the division supplies into lots could be affected by results of obligatory market survey.

If study substantiates evident risk concerning particular items, these items can be assigned to a

separate lot(s);

Market survey should be done according to the needs of ERA;

The estimated budget cannot exceed the budget allocated for supply contract in the OIS.

ESTIMATED BUDGET CANNOT EXCEED THE BUDGET ALLOCATED

FOR SUPPLY CONTRACT IN THE OIS.

After preparing TS and Market Survey (MS), ERA sends the documents to CA for approval. CA

prepares the rest of the Tender Dossier (TD) and sends to EUD for approval. Please see the Table-2

for the TS/MS preparation procedure.

Table 2- TS and Market Survey Preparation Procedure


Preparation of TS and MS TS/MS ERA

TS and MS delivered to the CA TS/MS ERA

Revision of TS and MS on the basis of comments made by CA and revised TS and MS delivered to CA

TS/MS ERA

Revised TS and MS reviewed by CA, included into TD and sent to EUD

TS/MS/TD CA

Conclusion of final version of TD and TS/MS on the basis of comments received from EUD

TS/MS/TD ERA CA

EUD

Final version of TS/MS within the TD submitted to EUD

TS/MS/TD CA EUD

After approval of the TD by EUD, Contract Notice is published and procurement procedures starts.

24

3.2.4 Timeline for Open Procedure

Most common used procedure is open procedure and in this guideline open procedure will be

explained. Please see PRAG for the other procedures.

3.2.4.1 International Open Tender

In this procedure Prior Information Notice (PIN) is published which is not binding before the Contract

Notice.

Figure 6- Timeline for Supply Contract (International Open)

3.2.4.2 Local Open Tender

There is no prior information notice publication at the Local Open Procedure. Apart from the

International Open Procedure, the minimum period between the deadline for receipt and the date

of publication of contract notice is 30 days.

Figure 7- Timeline for Supply Contract (Local Open)

IT SHOULD BE NOTED THAT THE TENDERING PROCESS OF A SERVICE


CONTRACT SIGNATURE). THEREFORE IT IS ESSENTIAL THAT THE ERAS SHOULD

WORK IN GREAT EFFORTS WITH THE CA TO COMPLETE THE PROCESS IN TIME.


ESPECIALLY UTMOST CARE SHOULD BE TAKEN FOR THE SYNCHRONISATION

OF SUPPLY CONTRACTS AND RELATED WORKS AND TA CONTRACTS.

25

3.3 Works Contracts

A works contract is an agreement which is a mixture of service,

labour and transfer of goods. Under a works contract the contractor

agrees to do certain job in execution whereof, certain goods are

transferred to the employer. Thus, an agreement of building

construction, manufacture, processing, fabrication, erection,

installation, repair or commissioning of any movable or immovable

property, is a works contract.

There are different procurement procedures applied for works contracts in PRAG which are:

International Open

Local Open

Competitive Negotiated

Single Tender

Negotiated


These procedures are applied according to the thresholds defined in PRAG. Most common used

procedure is open procedure and in this guideline open procedure will be explained. Please see

PRAG for the other procedures.

Tender dossier of a works contract consists of following documents;

Figure 8- Tender Dossier of a Works Contract

26

For Works contracts the conditions of contract (Volume II-General Conditions) to be used are those

as published by FIDIC or PRAG. The whole tendering will be in accordance with PRAG and the

implementation will be based on FIDIC or PRAG Conditions of Contract.

3.3.1 FIDIC in Works Contracts

For Works contracts, the tendering procedures are described in this guideline and PRAG. In addition, the

conditions of contract and related rules and regulations of the FédérationInternationale des Ingénieurs-

Conseils (International Federation of Consulting Engineers) - FIDIC, should be applied if the financial

agreement stipulates, if not, PRAG will also be applied during implementation of the contracts.

The choice of which type of FIDIC conditions of contract to be used is made on the basis of the

nature of the works concerned (technologies involved, time span, assumptions on handling and

management after completion, completeness of the design, etc.) and the type of management

relationships between the contractor and the contracting authority (e.g. from simple operations and

maintenance to be executed after the completion of the works up to the full handling of the utilities

under a concession agreement).

In general, the most commonly used FIDIC procedures are those as described following:

FIDIC Conditions of Contract for Construction (First Edition 1999)- (Normally referred to as New

Red Book); Design provided by the Employer. Engineer required

FIDIC Conditions of Contract for Plant and Design-Build (First Edition 1999) - (Normally referred

to as New Yellow Book); Design made by the Contractor. Engineer required.

Co-ordination of the PRAG approach to Works contracts and the applicable FIDIC conditions of

contract is required.

Generally RED and YELLOW FIDIC are used in the IPA system.

FIDIC Conditions of Contract for Construction (RED FIDIC): Design drawings are prepared by the

Employer which means ERA.

FIDIC Conditions of Contract for Plant and Design-Build (YELLOW FIDIC): Employer requirements are

prepared by the ERA in accordance with the needs. The Contractor prepares the design drawings

and execute the building or engineering works. It is recommended for the buildings/plants which

have unforeseen risks during the design and execution, especially having complex electro

mechanical systems.

3.3.2 Role of ERA in Works Contracts

For the Works components of the Projects, ERA should ensure the

availability of the documents at the Annex-2 (approved by the

relevant public institutions) before the design procedure. The role

of the ERA while preparing the tender dossier is as follows:

to submit the volume III-IV and V to the CA in hard copy

including a cover letter duly signed as well as in electronic

form (email or CD);

27




to ensure that the III-IV and V are not shared to third parties since, the III-IV and V are strictly

confidential documents;




the expiry of the deadline for the submission of offers. The Contracting Authority must publish

clarifications/corrigendum at least 11 days before the deadline for the receipt of tenders. The CA

will request the support of ERA on technical clarifications during the process. Therefore it is

crucial that the ERA (OCU) will respond to CA quarries in their earliest convenience. If ERA

outsources the preparation of the technical documents then the design company should

respond to the quarries during the procurement process;

to respond the CA’s request and queries swiftly and not after the deadlines mentioned by the

CA;

to ensure that staff of ERA and experts who participated in preparation of Volume III-IV and V

must sign “Declaration of Objectivity and Confidentiality” document and send to CA;

to make the necessary revisions on the Volume III-IV and V in accordance with the comments of

CA and EUD;


revision;


before the contract signature, etc.);


3.3.3 Volume III-IV-V

Volume III-IV and V are Technical Specifications or Employer Requirements, Financial Offer and

Design Documents respectively in the Tender Dossier (TD).

Volume III-Technical Specifications (TS): Technical Specifications defines the detailed explanation of

the civil, architectural, mechanical and electrical works which will be executed by the Contractor.

Design including TS is prepared by the Employer, in this case FIDIC Red Book (or PRAG) is used as

general conditions of the contract. TS should be well prepared so that the quality of the building

constructed satisfies the ERA and minimum problem will be faced during the implementation of the

works. Related national and international standards shall be used while preparing TS.

For the important points that should be taken into consideration while preparing Technical

Specifications please see the Annex-4.

Volume III-Employer’s Requirements (ER): Employer’s Requirements are used on design and build

projects (e.g. facilities including electro-mechanical systems). In this case FIDIC Yellow book (or

PRAG) is used as general conditions of contract. It provides a description of the Employer’s

requirements including specification of the building and scope of the services from Contractor.

28

Contractor's proposals are then prepared in response to the employer's requirements. These

present the contractor's suggested approach for designing and constructing the building.

The level of detail in the employer's requirements and the extent of design required from

the contractor is very variable. Employer's requirements can range from a very simple specification to a

fully developed performance specification and concept design.

The employer's requirements is a very important document as it defines the success of the outcome.

If the employer's requirements are not properly developed, the client can incur significant additional

costs. Related national and international standards shall be used while preparing ER.

For the important points that should be taken into consideration while preparing Employer’s

Requirements please see the Annex-4.

Volume IV-Financial Offer: Financial offer is concluded as either lump-sum or unit price according to

the design of the building. Together with financial offer ERA must prepare the cost estimation of the

project. Please see Annex-5 for sample cost estimation table. While preparing the cost estimation, it

is important that estimated budget cannot exceed the budget allocated for the works component in

the OIS.

Volume V-Design Documents: ERA prepares design documents including drawings (Architectural,

static, mechanical, electrical and infrastructure etc.) according to their needs. OIS compliance is an

important issue during the preparation of the documents. Related national and international

standards shall be used while preparing design documents.

For the important points that should be taken into consideration while preparing design documents

please see the Annex-4.

ESTIMATED BUDGET CANNOT EXCEED THE BUDGET ALLOCATED

FOR WORKS CONTRACT IN THE OIS.

Outsourcing Design Documents Preparation: ERA may outsource the preparation of Volume III-IV

and V. The design company should be carefully selected by ERA according to their relevant

professional experience. The quality of the documents/drawings is so important that ERA and CA will

face to minimum problems during the procurement and implementation of the Contract.

Important points while selecting consultant company in terms of preparation of volume III-IV and V

are as follows:

All documents will be English so the company must have capacity for preparation of documents

in English;

The Consultant must have capacity for preparation of documents according to national and

international standards and regulations;

https://www.designingbuildings.co.uk/wiki/Contractor%27s_proposals

https://www.designingbuildings.co.uk/wiki/Employer%27s_requirements

https://www.designingbuildings.co.uk/wiki/Contractor

https://www.designingbuildings.co.uk/wiki/Level_of_detail


https://www.designingbuildings.co.uk/wiki/Contractor


https://www.designingbuildings.co.uk/wiki/Specification

https://www.designingbuildings.co.uk/wiki/Performance_specification

https://www.designingbuildings.co.uk/wiki/Concept_design



https://www.designingbuildings.co.uk/wiki/Client

29

The Consultant must have specific experience according to the project type such as

infrastructure, manufacturing facility, superstructure, etc.;

The Consultant must have technical team including architect, mechanical, electrical, civil

engineers etc.;

The Consultant must be registered company who has authorization for signing of the design

documents.

After preparing Volume III-IV-V, ERA sends the documents to CA for approval. CA prepares the rest

of the Tender Dossier (TD) including Volume I and II and sends to EUD for approval. Please see the

Table-3 for the TD preparation procedure.

Standard Formats to be used in the process (PRAG):


http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=D


After approval of the TD by EUD, Contract Notice is published and procurement procedures start.

Table 3- Volume III-IV-V Preparation Procedure


Preparation of Volume III-IV-V Volume III-IV-V ERA

Volume III-IV-V delivered to the CA Volume III-IV-V ERA

Revision of Volume II-IV-V on the basis of

comments made by CA and revised

documents delivered to CA

Volume III-IV-V ERA

CA

Revised Volume III-IV-V reviewed by CA,

included into TD and sent to EUD

Volume I-II III-IV-V CA

EUD

ERA

Conclusion of final version of Volume III-

IV-V on the basis of comments received

from EUD

Volume I-II III-IV-V ERA

CA

Final version of Volume III-IV-V within

the TD submitted to EUD

Volume I-II III-IV-V CA

EUD

http://ec.europa.eu/europeaid/prag/annexes.do?chapterTitleCode=D


30

3.3.4 Timeline for Open Procedure

Most common used procedure is open procedure and in this guideline open procedure will be

explained. Please see PRAG for the other procedures.

3.3.4.1 International Open Tender

In this procedure Prior Information Notice (PIN) is published which is not binding before the Contract

Notice. Please see the Figure-9 for the timeline of the procedure.

3.3.4.2 Local Open Tender

There is no prior information notice publication at the Local Open Procedure. Apart from the

International Open Procedure, the minimum period between the deadline for receipt and the date of

publication of contract notice is 30 days. Please see the Figure-10 for the timeline of the procedure.

Figure 9- Timeline for Works Contract (International Open)

Figure 10-Timeline for Works Contract (Local Open)

IT SHOULD BE NOTED THAT THE TOTAL TENDERING PROCESS OF A WORKS


CONTRACT SIGNATURE). THEREFORE IT IS ESSENTIAL THAT THE ERAS SHOULD

WORK IN GREAT EFFORTS WITH THE CA TO COMPLETE THE PROCESS IN TIME.


ESPECIALLY UTMOST CARE SHOULD BE TAKEN FOR THE SYNCHRONISATION

OF SUPPLY CONTRACTS AND RELATED WORKS AND TA CONTRACTS.

31

4. EVALUATION OF THE TENDERS

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 (minimum of three for all

procedures except for works tenders which requires a minimum of

five for international open procedures, provided by relevant ERAs).

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. Therefore ERA should also nominate substitutes for the Evaluation Committee.

Every member must have a reasonable command of the language (English) in which the tenders are

submitted. The voting members must possess the technical and administrative capacities necessary

to give an informed opinion on the tenders. The identity of the evaluators should be kept

confidential. Also, there will be no hierarchical relationship between the Evaluation Committee

Members. Evaluation Committee Members should be civil servants.

Evaluation Committee Members must attend all meetings. Any absence must be recorded and

explained in the evaluation report.

All evaluators have equal voting rights.

4.1 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.

There is a conflict of interest where the impartial and objective exercise of the functions of a

financial actor or other person, as referred in the previous paragraph, is compromised for reasons

involving family, emotional life, political or national affinity, economic interest or any other shared

interest with the beneficiary. Should the conflict of interests be proven, the member or observer will

be excluded from participating further in any capacity in the evaluation meetings.

The Chairperson of the Evaluation Committee determines to what extent the evaluation process

must be restarted. Such decision must be recorded and justified in the Evaluation Report.

While the procurement procedure is under way, all contacts between the contracting authority and

candidates or tenderers must satisfy conditions ensuring transparency and equal treatment; they

may not lead to amendment of the conditions of the contract or the terms of the original tender. No

information about the examination, clarification, or evaluation of tenders, or proposals, or decisions

32

about the award of a contract, may be disclosed before the evaluation report is approved by EU

Delegation. 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.

Apart from the tender opening session, the proceedings of the Evaluation Committee are conducted

in camera and are confidential for supplies and works tenders, subject to the Contracting Authority’s

legislation on access to documents. For service tenders, the proceedings of the Evaluation

Committee, from the opening of tenders/proposals to the conclusion of the work of the Evaluation

Committee, are conducted in camera and are confidential, subject to the Contracting Authority’s

legislation on access to documents. In cases where the Contracting Authority's law contradicts the

confidentiality required, the latter shall ask for prior authorisation from the European Commission

before disclosing any information.

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 observers).

Apart from the copies given to any observer(s) or EU delegations in the tenders or proposals should

not leave the room/building in which the committee meetings take place before the conclusion of

the work of the Evaluation Committee. They should be kept in a safe place when not in use.

4.2 Responsibilities of the Evaluation Committee Members

The Chairperson is responsible for co-ordinating the evaluation process in accordance with the

procedures of the Practical Guide and for ensuring its impartiality and transparency. The voting

members of the Evaluation Committee have collective responsibility for decisions taken by the

Committee.

The Secretary to the Committee is responsible for carrying out all administrative tasks connected

with the evaluation procedure. These will include:

circulating and collecting the Declarations of Impartiality and Confidentiality;

keeping the minutes of all meetings of the Evaluation Committee and the relevant records and

documents;

communication with tenderers for clarification during the evaluation process;

registering attendance at meetings and compiling the Evaluation Report and its supporting annexes.

Any request for clarification requiring communication with the tenderers or applicants during the

evaluation process must be conducted in writing. Copies of any such communication must be

annexed to the Evaluation Report.

If a tender or proposal infringes the formal requirements, the Evaluation Committee may use its

discretion to decide whether or not it should still be considered during the rest of the evaluation

process, while ensuring the equal treatment of tenders and applicants and in accordance with the

principle of proportionality. Whatever the Evaluation Committee decides, this must be fully recorded

and justified in the Evaluation Report.

33

5. IRREGULARITY AND FRAUD

5.1 Irregularity

Irregularity means any infringement of a provision of Community or Turkish law (including, FAs,

Operational Agreements) resulting from an act or omission by an economic operator (employee,

natural or legal persons or other bodies recognised by national law), which has, or would have, the

effect of prejudicing the general budget of the Communities or the state budget of Turkey by

charging an unjustified item of expenditure to the budget.

5.2 Fraud

Fraud means any intentional act or omission relating to:

The use or presentation of false, incorrect or incomplete

statements or documents, which has as effect the

misappropriation or wrongful retention of funds from the

general budget of the European Communities or from the

state budget of Turkey,

Non-disclosure of information in violation of a specific obligation, with the same effect,

The misapplication of funds for purposes other than those for which they are originally granted.

Irregularities can occur at any stage in the life cycle of a project or programme as well as in the day-

to-day operation of any institution/organisation. Systems set up for ensuring the detection and

prevention of irregularities must therefore cover the whole project life cycle.

Although many irregularities can be detected through a desk analysis, the best way is to implement

monitoring and on the spot check and produce a written report.

Irregularities that may Concern End Recipient of Assistance in Tendering phase:

Disclosure of information that affect the principle of open and fair competition (such as ToR, TS,

indicative budget, TD, etc.);

Hidden a conflict of interest;

Collusion with a tenderer, etc.

Irregularities that may Concern End Recipient of Assistance in Implementation phase:

Inappropriate use of equipment/material supplied, etc.;

Noncompliance of the visibility rules.

Irregularities that may Concern the Contractors:

Collusion with ERA Team and staff;

Provision of false or incorrect information in the progress reports in relation to the use of inputs

and to implemented activities;

Submission of time sheets that report false or incorrect information in relation to the number of

working days;

Submission of invoices that are false or incorrect;

Submission of provisional/final acceptance of goods report false or incorrect information in

relation quantities and TS, etc.

34

According to article 12 of the Operational Agreement between the Operating Structure and End

Recipient of the Assistance, ERA shall inform the OS via a letter/Irregularity Report/NSCF in case of

suspicion of a fraud of irregularity, and Quarterly Nil Reports if there is no suspicion of a fraud of

irregularity in quarterly basis (within the first month of each quarter).

When applicable, the notification letter/Irregularity Report/NSCF shall be sent immediately to the OS

and they shall be subsequently updated.

The risks which may affect adversely implementation of the contracts detected by the ERA, should

be notified to the OS as soon as possible.

ERA IS RESPONSIBLE TO INFORM OS/CA IMMEDIATELY AND

SIMULTANEOUSLY WHEN THERE IS SUSPICION OF A FRAUD OR

IRREGULARITY, OR ANY OTHER INDICATIONS IN THIS RESPECT AS PER

OPERATIONAL AGREEMENT.

35

6. CONFIDENTIALITY

All the documents that are produced under the whole

procurement (tendering and award) procedures are strictly

confidential. These documents are;

Terms of References for any type of services (TA, Supervision)

Technical Specifications for Supply of Equipment and Market

Survey

Technical Specifications, Design Drawings, BoQs for works

The ERA should pay high attention to this crucial documentation through the whole procedure and

keep all as confidential.

STAFF OF ERA WHO PARTICIPATED IN PREPARATION OF ABOVE MENTIONED

DOCUMENTS MUST SIGN DECLARATION OF OBJECTIVITY AND

CONFIDENTIALITY DOCUMENT AND SEND TO CA.

Written records of the entire tendering and award procedures should be kept confidential, therefore

should never been disclosed to any party also after the contract signature. All of the written records

of the tendering and award procedures are retained by the Contracting Authority for seven years

after the completion of the project. This includes the originals of tenders submitted and all related

correspondence.

36

ANNEX 1- Standard Indicative Budget Breakdown Table

Project Name: __________________________________

A. FEES (including overheads)

Quantity Unit Cost Total

Key

Exp

erts

Key Expert 1 Team Leader

Key Expert 2

Key Expert 3

Oth

er

Exp

erts

Senior Experts

Junior Experts

Total Fees (including overheads): B. EXPENDITURES ON ACTIVITIES

Quantity Unit Cost Total

Openning Ceremony (example) Lump sum

Seminars (example) Lump sum

Study visit (example) Lump sum

Trainings (example) Lump sum

Overall expert per diem costs (example) Lump sum

Publicity Visibility (example) Lump sum

______________ Lump sum

______________ Lump sum

B. Total Incidental Budget :

C. Expenditure verification:

Estimation TOTAL: A+B+C

Maximum budget :

37

ANNEX 2 - Preliminary Documents for Works (Turkish)

PROJE ADI OPERATION NAME

İNŞAAT İHALELERİ İÇİN GEREKLİ OLAN TEKNİK DOKÜMANLAR (Tarih)

Temin Edilmesi Gerekli Dokümanlar:

1. Mülkiyet Durumu ve Tapu Belgesi;

Arsa/arazinin proje sahibine ait olması durumunda Tapu Belgesi yeterlidir.

Proje tahsisli bir arazi üzerine yapılıyorsa; arazinin proje sahibine tahsisinde inşaat alanının

hangi iş için, ne kadar süre ile kime/hangi kurum veya kuruluşa tahsis edildiği açıkça

belirtilmelidir.

Proje alanı en az 15 yıllık kullanım hakkı gerekmektedir, AB projesi olduğu belirtilmeli, işin adı

tam olarak yazılmalıdır.

Başka bir kurum üzerine tahsisli arazide arazinin bir kısmı proje alanı olarak kullanılacaksa;

arazinin mülkiyetinin bulunduğu ilk kurumdan yalnızca proje alanının kullanım değişikline

yönelik olarak tahsis istenecektir. Arazinin proje sahibine tahsis edildiğine dair belgede, proje

için kullanılacak alanın hangi iş için, ne kadar süre ile kime/nereye kullanım hakkı verildiği

açıkça belirtilmelidir.

2. 1/1000 ölçekli Uygulama İmar Planı;

Uygulama İmar Planının üst ölçek planlarla (Çevre Düzeni Planı ve Nazım İmar Planı) uyumlu

ve ilgili kurumca onaylı olması gerekmektedir.

Proje uygulama alanın 1/5000 ölçekli Nazım İmar Planı ve 1/1000 ölçekli Uygulama İmar

Planında gösterilecektir.

Uygulama İmar Planında tadilat varsa Tadilatlı İmar Planı teslim edilecektir.

Plan ile bir bütün olan Plan Notları ve Plan Açıklama Raporu da eklenecektir.

İmar planı bütününde parsel alanının belirtilmesi gerekmektedir.

3. Çevresel Etki Değerlendirmesi (ÇED) Raporu;

Adı ve amacı açıkça belirtilmiş projenin uygulanması için kanunla zorunlu kılınmış, ÇED

raporu sunulmalıdır.

Yapılacak yatırım için ÇED raporu gerekmiyorsa Çevre ve Şehircilik Bakanlığı/İl

Müdürlüğü’nden bu durum belgelendirilmelidir.

4. İmar Durum Belgesi (İmar Çapı);

İmar Durum Belgesi son 1 (bir) yıl içerisinde alınmış,

Proje alanının imar uygulaması yapılmış ve imar parseline dönüştürülmüş,

İmar planındaki; inşaat yaklaşma mesafeleri, kat adedi, inşaat yüksekliği, vb. yapılaşma

şartları belirtilmiş olmalıdır.

38

5. Sondajlı Zemin Etüt Raporu (Jeoteknik Rapor);

‘Jeolojik-Jeoteknik Etüt Şartnamesi’ne uygun Sondajlı Zemin Etüt Raporu’nun; hazırlayan

Jeoloji Mühendisi, Jeoloji Mühendisleri Odası, ruhsatı verecek olan idare veya Çevre ve

Şehircilik İl Müdürlüğü veya OSB yetkililerince onaylanmış olması,

Bayındırlık ve İskan Bakanlığı tarafından yayınlanan; ‘Zemin ve Temel Etüdü Raporu’nun

Hazırlanmasına İlişkin Esaslar-1993’ ve ‘Bina ve Bina Türü Yapılar için Zemin ve Temel

Etüdü Raporu Genel Formatı-2005’ başlıklı dokümanlar esas alınarak ve gerekleri yerine

getirilerek hazırlanmış olması,

Hazırlanan bu rapora göre kazık temel veya benzeri özel bir zemin uygulaması, jet grout veya

benzeri bir zemin iyileştirmesi gerekiyorsa üniversitelerden (Jeoteknik Ana Bilim Dalı)

görüş/proje onay raporu alınması gerekmektedir.

Zemin Etüt Raporu’nun giriş/tanımlama bölümü ile sonuç ve öneriler bölümü ve varsa uzman

raporu İngilizce olarak da hazırlanmalıdır.

6. Koordinatlı Kadastral Çap;

İnşaat sahası ve yakın çevresinin; ölçekli ve kesin sınırlarının koordinat sistemi üzerinde yer

aldığı bilgileri gösteren, Lisanslı Harita Kadastro Mühendisi tarafından hazırlanıp yetkililerce

(Kadastro İdaresince) onaylanmış, 1/1000 ölçekli Koordinatlı Kadastral Çap verilmelidir.

Sayısal ortamda ‘*.dwg’ formatında ayrıca bir kopyası olmalıdır.

7. Plankote;

Lisanslı Harita Kadastro Mühendisi tarafından hazırlanmış olmalıdır.

Belediye, üniversite veya OSB onaylı, üzerinde başkaca çizim bulunmamalıdır.

Tesis arsası ve çevresindeki yolların da kotlarını ve ölçülerini belirtir ve imar planı ile

çakıştırılmış olarak, eş yükselti eğrilerini gösterir şekilde hazırlanmalıdır.

Ayrıca sayısal ortamda ‘*.dwg’ formatında bir kopyası olmalıdır.

8. Koordinatlı Aplikasyon Krokisi;

İnşaat yapılacak parselin aplikasyon ölçü değerleri ile parsel sınır noktalarının sabit tesislere

ve kontrol noktalarına bağlı olarak zeminde alınan roperli ölçülerini içerecek nitelikte, 1/1000

ölçekli, Kadastro Müdürlüğü, belediye, üniversite veya OSB onaylı ve 1/1000 ölçekte

hazırlanmış,


9. Koordinatlı Yol Kotu Tutanağı;

Tabii zeminde kazı/dolgu yapılabilmesi için Lisanslı Harita Kadastro Mühendisi tarafından

hazırlanmış,

Belediye, üniversite veya OSB onaylı ve 1/1000 ölçekte hazırlanmış,


10. Koordinatlı Kanal Katılım Kotu;

Altyapı projesine altlık olmak üzere Lisanslı Harita Kadastro Mühendisi tarafından hazırlanıp,

yetkilerce onaylanış olmalıdır.

Sayısal ortamda ‘*.dwg’ formatında bir kopyası olmalıdır.

39

11. Doğalgaz Şebeke Planı;

Tesiste kullanılacak yakıt türü belirtilmeli, eğer doğal gaz kullanılacaksa ilgili idareden onaylı

Doğalgaz Şebeke Planı sunulmalıdır.

Eğer projenin tamamı bulunamıyorsa, proje alanına ve proje için düşünülen yerdeki, bağlantı

noktası, kotları boru çap niteliğini ve güzergâhını belirtir belge, bilgi verilmelidir


12. İlgili Kurumdan Enerji Müsaadesi Yazısı;

13. Elektrik A.G-O.G Şebeke Planı;

İlgi kurum tarafından onaylı olmalıdır.


14. İçme Suyu Şebeke Planı;

İlgili kurum tarafından onaylı olmalıdır.

Eğer proje nin tamamı bulunamıyorsa, proje alanına ve proje için düşünülen yerdeki, bağlantı

noktası, kotları boru çap niteliğini ve güzergahını belirtir belge, bilgi verilmelidir.

İçme suyu şebeke basıncının ne kadar olduğu belirtilmelidir.


15. Kanalizasyon Suyu Şebeke Planı;

İlgili kurum tarafından onaylı olmalıdır.

Eğer projenin tamamı bulunamıyorsa, proje alanına ve proje için düşünülen yerdeki, bağlantı

noktasını, kotları boru çap niteliğini ve güzergahını belirtir belge, bilgi verilmelidir

Kotları ve güzergâhı belirtilmiş olmalıdır.


16. Yağmur Suyu Şebeke Planı;

İlgili kurumdan onaylı olmalıdır.

Rögar bağlantı noktaları, güzergâhı ve kotları belirtilmiş olmalıdır.


17. Vaziyet Planı;

Sayısal ortamda ‘*.dwg’ formatında bir kopyası da olmalıdır.

İmar planı ve İmar çapı ile uyumlu olmalıdır.

18. Avan Proje;

Sayısal ortamda ‘*.dwg’ formatında bir kopyası da olmalıdır.

19. İhtiyaç Programı;

İnşaat yapımı için ihtiyaç duyulan mekan sayısı, büyüklükler, kullanım amacı, kullanıcı sayısı,

yapıya yönelik teknik ihtiyaçlar vb. detayları içermelidir.

40

20. Proje Özet Raporu;

Yapılacak olan tesisin akış şemaları veya proses tanımı,

Tesisin yapılacağı yerin iklim koşuları (sıcaklık, nem vb.),

Hammadde ve çıktıların spesifikasyonları

Çalışma takvimi (mevsimsel, vardiya sistemi vs.)

Kurulacak her hattın ayrı ayrı kapasitesi (kg/saat vb.) ile ilgili bilgileri içermelidir.

21. Fotoğraf;

Arazinin bütününü gösterir, güncel ve en az 2 (iki) adet olmalıdır.

22. Taahhütnameler2;

Faydalanıcı, inşaat sözleşmesi imzalanmadan önce,

İnşaata başlanacağı zaman onaylı plankote ile mevcut durum arasında uyumsuzluk olması

halinde, proje alanının plankoteye uygun hale getirileceğini,

Altyapı bağlantılarının son şebeke noktalarının, inşaat alanına kadar getirileceğini,

Proje için belirlenmiş olan enerji müsaadesinin yenilemesinin güvence altında olacağını,

kabul ve taahhüt eden 3 (üç) adet taahhütname hazırlayacaktır.

Not: Faydalanıcı kurumun, gerektiğinde, mimari projelerin tasarımını yaparak müelliflik hakkı

kazanmış mimardan “muvaffakatname” alarak, bir başka mimar ile çalışması söz konusu olabilir.

Böyle bir durum söz konusu olacaksa, bu belge alınmalıdır.

2 Taahhütnamelerde ada ve parsel numaralarının belirtilmesine özen gösterilmelidir.

41

ANNEX 3 - Sample Market Survey Table

Project Name: ___________________________________________

LOT 1: _________________ (Name of the Lot)

Lot/ Item No.

Description of the Item

Original Quantity

Brand names with models Unit Price (€) Average Unit

Price (€) Estimated Cost

(€) Country of Origin Delivery Date

1 LOT 1: __________________ (Name of the Lot)

1.1 Notebook (Example) x HP Fujitsu Vestel a b c (a+b+c)/3 x. (a+b+c)/3 Czech Rep.

Germany Turkey __ days __ days __ days

1.2 Projector (Example)

1.3 Scanner (Example)

__________

__________

TOTAL FOR LOT-1 _____ Euro

LOT 2: _________________ (Name of the Lot)

Lot/ Item No.

Description of the Item

Original Quantity

Brand names with models Unit Price (€) Average Unit

Price (€) Estimated Cost

(€) Country of Origin Delivery Date

2 LOT 2: __________________ (Name of the Lot)

2.1 __________ x _____ _____ _____ a b C (a+b+c)/3 x. (a+b+c)/3 _____ _____ _____ __ days __ days __ days

2.2 __________

2.3 __________

__________

__________

TOTAL FOR LOT-2 _____ Euro

42

SUMMARY TABLE

Lot-1 Total __________

Lot-2 Total __________

Lot-3 Total __________

Lot-4 Total __________

__________

Total __________

43

ANNEX 4 - Preperation of Volume III-IV-V (Turkish)

İnşaat Projelerini Hazırlarken Dikkat Edilmesi Gereken Konular

Aşağıda belirtilen bilgiler projenin hazırlanması ve uygulamasına yardımcı olmak için verilmekle

beraber, süreç içerisinde edinilmiş tecrübelere ve değişen bilgilere göre revize edilebilecektir.

Faydalanıcılar, Avrupa Birliği satın alma kuralları çerçevesinde inşaat işlerine yönelik, İdari

Şartnameler ile Genel ve Özel Sözleşme şartları hariç tüm gerekli ihale dosyalarını Avrupa Birliği’nin

PRAG ve FIDIC kuralları çerçevesinde hazırlayarak ihaleye ve uygulamaya hazır hale getirmeleri

gerekmektedir.

Bunu yaparken, aşağıda belirtilen hususlara dikkate edilecektir.

1. Projeler, çizimler, tasarımlar ve ihale dosyası; AB Kriterleri (PRAG ve FIDIC) ile proje hazırlama

yönetmelik, tebliğ, diğer şartnameler ve ilgili tüm mevzuata uygun olarak hazırlanacaktır.

2. Projelerin, yürürlükte olan ilgili mevzuat çerçevesinde tabi oldukları ülkesel ve bölgesel üst ölçek

plan/lar varsa, projelerin söz konusu planların karar ve hükümlerine uyması gerekmektedir.

3. Projeler, arazinin özelliği, bölgedeki iklim şartları ve inşaat sezonunun kısalığı ve OIS’de

belirlenen inşaat bütçesi göz önünde bulundurularak uygun yapım tekniğine göre hazırlanacaktır,

gerekirse bununla ilgili gerekçelendirme raporu hazırlanacaktır.

4. Yapı stili olarak çevre ve yörenin doğal, estetik, ekonomik değerlerini ve özgün kimliğini

koruyarak ön plana çıkaran bir projelendirme anlayışı ile hareket edilmelidir. Proje tasarımlarında

ve kullanılacak olan yapı malzemelerin seçiminde doğa dostu yeşil yapı (güneş enerjisi, yağmur

suyunun depolanması ve yeniden kullanımı, atık yönetimi vb.) uygulama esaslarına dikkat

edilecektir.

5. Projeler; yasal, yönetsel, ekonomik ve teknik yönlerden uygulanabilir olacak ve uygulama

sürecinde yer alan eylemlerin tasarım ve programlanmasını da içerecektir.

6. Projeler, alandaki her türlü mimari ve doğal öğelerin aplikasyonlu, ölçülü olarak, onaylı güncel

gerekli yerlerdeki ağaçların işlendiği ağaç rölöveli hâlihazır, kadastral harita veya plankote

üzerinde hazırlanacaktır.

7. Projelendirme sürecinde engelli vatandaşlara ve çevreye uyumlu tasarımlarla hem çevreye

hemde insana duyarlı bir yapı ön plana çıkartılacaktır. Tüm doğal değerlerin korunması,

hazırlanacak projelerde temel ilke olacak, yapılacak tasarımlarda engelli vatandaşlar tarafından

da kullanılabilmesi, ekolojik dengenin korunması ve sürdürülmesi hedeflenecektir.

8. Yapılara ilişkin olarak ön projeler alternatifli olarak tasarlanacak. İşverenin görüş ve önerilerinin

yanı sıra AB Türkiye Delegasyonu ve Bilim, Sanayi Teknoloji Bakanlığı’nın da ortak görüşü

doğrultusunda seçilen alternatif proje uygulama projesi olarak çizilecektir. Proje tasarlanırken

zaruri ihtiyaçlara göre tasarlanacak ve OIS bütçesi aşılmayacaktır. Alternatiflerin yaklaşık

bütçeleri çıkarılacak ve karar verilen tasarıma göre OIS bütçesinde mecburi farklılık var ise, OIS

revizyonu için gerekçelendirme raporu hazırlanacaktır. Uygulama projelerinde ise, karar verilen

alternatife göre bulunan yaklaşık maliyete göre netleşen OIS bütçesi aşılmayacaktır.

44

Projeyi hazırlayacak teknik ekibin ;

AB projesini hazırlayabilecek yeterlikte İngilizceye hakim olması gerekmektedir.

Türkiye yasal mevzuatına uygun olarak proje yapabilecek nitelikte olması gerekmektedir.

Yapılacak proje benzeri, yeterli kapasitede üstyapı ve altyapı projeleri deneyimi olması

gerekmektedir.

Proje benzeri üstyapı ve altyapı projeleri konusunda tecrübeli, proje müellifi olarak imza

atabilecek nitelikte olması gerekmektedir.

Projenin özelliğine göre ekipte gerektiğinde müellif olabilecek koordinasyonu sağlayacak mimar,

gerektiğinde yorum verebilecek şehir plancısı, yapılacak inşaatın sistemine göre tecrübeli inşaat

mühendisi, makine mühendisi, elektrik mühendisi, plankotenin doğruluğunu sağlayacak ya da

yeniden çıkarabilecek harita mühendisi, gerektiğinde altyapı projelerini yapabilecek altyapı

mühendisi, gerektiğinde peyzaj mimarı ya da iç mimar olabilecektir.

Faydalanıcı tarafından hazırlanacak bütün dokümanlar İngilizce olacak ve aşağıdakileri kapsayacaktır.

Sadece çizim paftaları, şantiyede İngilizce bilmeyen kişiler tarafından da kullanılabileceği için, hem

İngilizce hem Türkçe olacaktır.

İnşaat İhale Dokümanı Cilt 3 (Teknik Şartname)

İnşaat İhale dokümanı Cilt 4 (Ödeme Çizelgesi ve Finansal Teklif Format ve Keşifler)

İnşaat İhale Dokümanı Cilt 5 (Detaylı Uygulama Projeleri, Hesap raporları ve Mahal listeleri)

İnşaat ihale dokümanları Cilt 1 (ihale şartnamesi) ve Cilt 2 (taslak sözleşme) teklif kapsamında

bulunmamaktadır. Bu dokümanlar Bilim, Sanayi ve Teknoloji Bakanlığı tarafından hazırlanmaktadır.

Hazırlanan dokümanlar Faydalanıcı tarafından uygun görüldükten sonra, sıra ile Bilim Sanayi ve

Teknoloji Bakanlığı ve Avrupa Komisyonu’nun ilgili kurumlarınca incelenecektir. Bu kurumlar

tarafından yapılan yorumlar çerçevesinde hazırlanan dokümanlarda gerekli düzeltmeler yapılacaktır.

İhale öncesi gelen sorular cevaplanacak, ihaleden sonra da ruhsat aşamasında veya uygulama

aşamasında projeden kaynaklı revizyonlar istenen süre içinde yapılacaktır.

Hazırlanan mimarlık mühendislik çizimlerinde Bakanlık tarafından önerilen antetler kullanılacaktır. Bu

antetlerin onay ve ruhsat aşamasında sorun yaratmayacak nitelik ve biçimde proje müelliflerince

imzalanması gerekmektedir.

A-Faydalanıcı Tarafından Teslim Edilecek Dokümanların İnceleme, Onay ve Kabulleri

Ön değerlendirme Bilim, Sanayi ve Teknoloji Bakanlığı tarafından yapılacaktır. Ön değerlendirmeler

için, projeler, Bakanlık çıktı istemezse, CD içerisinde Faydalanıcı tarafından, ön kontroller yapılarak

teslim edilmelidir. Bakanlık tarafından istenen revizyonlar, belli bir formatla istenecek ve verilen

süreler içinde tamamlanması istenen revizyonlar aynı formatın içinde yapılan revizyonların

açıklamaları ile birlikte teslim edilecektir.

Projenin başlaması için ön şart olarak belirtilen gerekli dokumanlar işveren tarafından temin

edildikten sonra, 1 ay içinde ön projeler teslim edilmelidir. Çıkarılan yaklaşık maliyete göre bütçesi

45

OIS ile uyumlu hale getirilen Ön proje onaylandıktan sonra da projenin özelliğine, yapım tekniğine vs.

göre belirtilecek süre içinde onaylanan ön projelere göre hazırlanmış uygulama projeleri, mahal

listesi ve istenen formatta hazırlanmış Keşifler ve Teknik Şartname teslim edilmelidir. Bakanlık

tarafından başka şekilde belirtilmemişse, ön projelerde revizyonlar en fazla 10 işgünü içerisinde,

uygulama projelerinde de yapılacak revizyona bağlı olarak uygun görülecek süre içerisinde

tamamlanmalıdır.

Bakanlık tarafından onay alan ya da ön şartla/Faydalanıcının vereceği taahhüt ile kabul edilen ve

Delegasyon tarafından da onay verilen projeler, ancak ihale işlemlerine başlayabilecektir. İhale

aşamasında, Volume 5 (vaziyet planı, uygulama projeleri, mahal listesi), Volume 3 (Teknik Şartname)

ve Volume 4 (Ödeme Çizelgesi ve Finansal Teklif Formatı ve keşifler) imzalı olarak 5 CD içinde ve

imzalı 5 çıktı halinde teslim edilmelidir.

B-Teknik Ekibe Teslim Edilmesi Gereken Dokümanlar

Faydalanıcı tarafından, onaylı OIS Proje dokümanı ve ekinde yer alan taslak projeler ile birlikte

aşağıdaki bilgi ve dokümanlar hazırlanarak teknik ekibe verilmelidir:

Mülkiyet ve tahsis bilgileri (Tahsis söz konusu ise, sürenin en az 15 yıl olması gerekir)

Gerekli parsel bazında hazırlanmış zemin etüdü çalışmaları, Bakanlık tarafından gerekli görülüyor

ise alınacak önlemlerle ilgili uzman raporu

Plankote (basılı ve elektronik ortamda)

Aplikasyon krokisi (basılı ve elektronik ortamda)

İmar planı ve plan notları

ÇED raporu /gerekli değil belgesi

Elektrik altyapı projesi ve mevcut trafo bilgileri

İmar durumu (basılı ve elektronik ortamda)

Yol ve Kanal kotları

Mevcut temiz su altyapı projesi ( elektronik ortamda )

Mevcut kanalizasyon altyapı projesi (elektronik ortamda)

Varsa, mevcut yağmursuyu altyapı projesi (elektronik ortamda)

Varsa, mevcut doğalgaz altyapı projesi (elektronik ortamda)

Varsa, mevcut Arıtma Tesisi bilgileri

Örnek ihaleler Bakanlık sayfasında yer almakta olduğu için, Volume 4 örneklerine internet

sayfasından ulaşılması mümkündür.

C- Proje Hazırlarken Dikkat Etmesi Gerekenler

Parsel bazında hazırlanmış uygun bulunan zemin etüt raporu (ZER) ve gerekiyorsa alınması gereken

önlemlerin belirtildiği uzman raporu ile arsa hukuki belgelerinin (imar ve yapılaşma ile ilgili mevzuata

uygunluk) tamamlanması işe başlamak için ön şarttır.

Ayrıca, onaylı plankote ile arazinin mevcut hali kontrol edilecek, yoksa da arazi kotları konusunda

uzman kişilerle yeniden alınarak, onaylatılmaya hazır hale getirilecektir.

46

İhale sürecinde Bakanlık ve AB Delegasyonu, ruhsat-onay aşamasında ilgili kurumlar, uygulama

aşamasında Bakanlık ve Faydalanıcı Kurum tarafından istenen revizyonlar uygun görülen süreler

içinde, faydalanıcı tarafından herhangi bir gecikme olmadan yapılacaktır.

D-Zemin Etütleri

Faydalanıcı, zemin etüdü raporunu yaptıracak ve proje zemin etüt raporuna uygun olarak

hazırlanacaktır. Zemin Etüdü; Mülga Bayındırlık ve İskan Bakanlığı Yapı İşleri Genel Müdürlüğü

28.06.1993 tarih ve B09.0.YFK.0.00.00.00-6-5/373 sayılı genelgesinde belirtilen "Zemin ve Temel

Etüdü Raporunun Hazırlanmasına İlişkin Esaslar" ile 18.08.2005 tarih ve B.09.0.Y.İ.G. 0.13.00.09/847

sayılı genelgesinde belirtilen “Bina ve Bina Türü Yapılar İçin Zemin ve Temel Etüt Raporu Genel

Formatı” çerçevesinde hazırlattırılacaktır.

Zemin etüt raporuna uygun olarak, gerekli görülürse, sahada yapılacak zemin iyileştirme çalışmaları

önerileri sunulacaktır. Zemin Etüt Raporu’nda, özel bir temel tipi (kazık temel vs.) ya da zemin

iyileştirmesi yapılması gerektiği belirtiliyorsa, raporun Üniversitelerin Zemin Mekaniği Ana Bilim Dalı

öğretim üyelerince onaylanması ve bu konuda görüş raporu alınması gereklidir. Bu durumda, özel

temel tipi ve/veya zemin iyileştirmesi ile ilgili uygulama projeleri, hesap ve uygulama raporları

hazırlanarak, onaya sunulacaktır.

ZER’nun giriş/tanımlama bölümü ile sonuç ve öneriler bölümü, varsa uzman raporu İngilizce olarak

da hazırlanmalıdır.

Kazı/dolgu ile ilgili detaylı çalışmalar yapılacaktır. Yakınlarda bulunan ocakların yerinin tespiti,

nakliyat bedellerinin hesaplanması v.b. keşiflerin hazırlanması esnasında çok önemlidir.

Hazırlanan raporun iki örneği çıktı halinde ve dijital ortamda idareye teslim edilecektir.

E-Proje Sahası Etüt Çalışmaları ve Vaziyet Planı

Proje sahalarındaki etüt çalışmaları, üst ölçekli plan ve projelerin irdelenmesi, alanın çevre ile

ekonomik, sosyal, fiziki ilişkilerinin tanımlanması, kullanıma ilişkin verilerin tespiti, kullanıcıların

özellik, eğilim, talep, ihtiyaçlarının belirlenmesi, mülkiyet, maliyet, mevcut meselelerin ve imkanların

tespiti, yönetim, iklim, toprak kalitesi, flora, zemin etüdü vb. konularda araştırmaları içeren bir rapor

hazırlanacaktır. Projelere esas olmak üzere röleve, plankote, yol profilleri, vb. veriler yoksa bu

safhada düzenlenir.

Yapılacak iş geniş bir alanı kapsıyorsa; Hazırlanan rapor doğrultusunda proje sahası ile mevcut proje

ilişkisi, mekânsal ve planlama kararlarının bütünlüğünün sağlanması açısından yapılar ve peyzaj

arasındaki genel sirkülasyon önerileri 1/25.000 ve/veya 1/10000 - 1/5000 ölçekte idareye

sunulacaktır.

Proje yalnızca proje konusu olan alanı kapsıyorsa; 1/1000 veya 1/500 ölçekte vaziyet planları

hazırlanacaktır. Vaziyet planında idarece verilecek halihazır (topografik) haritalar baz alınarak*, proje

alanının sınırları ve yakın çevre ilişkilerinin uygunluğunun, alanın doğal, fiziki yapısının işlendiği (arazi

plastiği-grading), mevcut ve öneri kotların ve/veya konturların (eşyükselti eğrilerinin), iklim

47

verilerinin değerlendirilmesine göre düşünülen önlemlerin, alan içi ve yakın çevre yapıların, doğal ve

kültürel özelliklerin belirtildiği, araç trafiği, ulaşım ve dolaşımı, servis amaçlı ulaşım, yaya sirkülasyonu

ve tasarıma yönelik bütün ulaşım sisteminin yer aldığı, iklime, makro ve mikro klimaya uygun,

tasarıma yönelik bitkisel kompozisyonun sağlandığı, kullanım isimlerinin yer aldığı, tasarımı en iyi

şekilde anlatacak teknikte ve sunumda hazırlanacaktır. Vaziyet planında mevcutta bulanan yerler

eksiksiz olarak işaretlenmelidir. Vaziyet planı ve ön projeler ayrı pafta olarak teslim edilecektir.

*Faydalanıcı tarafından verilecek halihazırlar onaylı da olsa, projeyi hazırlayacak teknik ekibin,

doğruluğunu yerinde kontrol etmesi şarttır. Kazı-dolgu gibi revizyonlar sahada yapılmışsa, son

durumun kendilerince veya mümkünse Faydalanıcı aracılığıyla Belediyeye yaptırılması ve gene

Belediye tarafından onaylattırılması şarttır. Bu konuda yapılacak çalışmalar için Faydalanıcıdan da

taahhüt alınacaktır.

F-Ön Projeler

Ön proje ile belirtilmek istenen; belli bir yapının veya alanın kesin ihtiyaç programına göre; gerekli

arazi ve zemin araştırmalarına dayanarak, doğruluğu onaylanan plankoteye ve yol kotlarına göre

hazırlanmış, çevresel etki değerlendirme ve fizibilite raporları dahil elde edilen verilere dayanılarak

hazırlanan plân, kesit, görünüşlerin belirtildiği bir veya birkaç çözümü içeren projedir. Ön Proje, proje

alanının ihtiyaç programı ve alan verileri doğrultusunda, açık mekanların ve açık mekanların kapalı

mekanlarla birlikte düzenlemelerini, genel ulaşım-dolaşım, kısa ve uzun süreli park sorunlarının

çözümünü, altyapıya ilişkin önerileri, çevre yapılarla ilişkilerin kurulmasını ve her türlü düzenlemenin

temel ilkelerinin belirlenmesini içermelidir.

Bu safhada yapılan tasarım çalışmaları, OIS safhasında belirlenmiş ve tasarıma ışık tutan

değerlendirmelerin, somut proje çalışmasına dönüştürülmesi gayesini taşır. Yapılacak projelerin

Faydalanıcı tarafından tam olarak anlaşılabilmesi için teknik ekip hazırlayacağı mimari raporun

ışığında, vaziyet planına uygun olarak iki değişik ön proje üretecektir. Bu ön projelerin her biri

uygulama imar planı ile mekânsal verilerine, ve Faydalanıcının ihtiyaçlarına (OIS’e) uygun şekilde

hazırlanacaktır. OIS’de bu iş için belirlenen bütçenin aşılmamasına dikkat edilecektir. OIS’de eksik

kalan konular var ise bu aşamada netleştirilmeli, gerekiyorsa hazırlanacak “Gerekçelendirme

Raporuna” dayanarak bu aşamada hazırlanması gereken yaklaşık maliyete göre ve ihtiyaç listesine

göre OIS’de revizyona gidilmelidir. Bu kapsamda;

En az iki kesit içeren 1/100 ölçekli mimari ön projelerini,

En az iki kesit içeren 1/500 ölçekli çevre düzenleme/peyzaj ön projelerini

Bunlara göre hazırlanmış yaklaşık maliyetleri teslim edecektir.

İstenirse, yapıların en az üç farklı yerden üç boyutlu görünümünü, animasyonlar ve üç boyutlu

görseller hazırlatılabilecektir.

Verilecek ön proje tekliflerinden uygun görülecek olan veya bu tekliflerin uygun görülecek

bölümlerinden oluşacak başka bir çözüm istenmesi halinde kesin şekli kapsayan yeni ön projeyi

faydalanıcın ve Bakanlığın önerilerine uygun olarak düzenleyecek ve başka şekilde istenmediyse, ön

kontroller için dijital ortamda CD ile teslim edecektir. Bu aşama faydalanıcı ve Bakanlık tarafından

uygun görülen ön projenin 2 takım çıktısının imzalanarak Faydalanıcı tarafından onaylanması ile son

bulacaktır.

48

G-Uygulama Projeleri ve Mahal Listesi (Volume 5)

Belli bir yapının onaylanmış ön projesine göre yapının her türlü ayrıntısının belirtildiği projelerdir.

Uygulama projesi için istenen ölçeğin elverdiği kot ve ölçüleri içeren projenin her aşamasında büro

ve şantiyede kullanılabilecek nitelikte uygun mimari ve mühendislik detay referanslarını,

malzemelerini, peyzaj elemanlarını, donatılarını belirleyen projedir. Uygulama Projesi Raporu ile

birlikte verilir. Projenin uygulanmasına ilişkin eylem programı, işin zamanlaması ile birlikte raporda

açıklanır.

Statik uygulama projeleri için; tüm bu imalatların projelendirme, hesap ve uygulama safhalarında

deprem bölgelerinde yapılacak olan yapılarla ilgili yönetmeliklere ve yapı sistemi ile ilgili Türk

standartlarında belirtilen kıstaslara uyulacak ve mimarlık mühendislik projeleri düzenleme

yönetmeliği hükümlerine göre projeler düzenlenip teslim edilecektir. Betonarme ya da çelik yapının

statik hesapları, temel hesap raporlarını da içermelidir. Hesap raporunda, yapının statik analiz

sonuçları ve betonarme ve/veya çelik mukavemet hesapları ile birlikte, yapı bilgisayar modellemesi

ile ilgili olarak bütün datalar yer almalıdır. Ayrıca, bilgisayar model dosyaları dijital olarak CD’de

teslim edilecektir.

Elektrik tasarım hesapları ve gerekli tüm standartlara sahip hazırlanmış detaylı uygulama projeleri ile

Mekanik tasarım hesapları ve gerekli tüm standartlara sahip hazırlanmış detaylı uygulama projeleri

Mimari ve Statik projelerle uyumlu olacak şekilde hazırlanır.

Altyapı Koordinasyon Planı verilmelidir. Arazi biçimlendirme, ölçülendirme ve dış mekan aydınlatma,

sulama, drenaj, elektrik, atık su, içme suyu gibi alt yapı sistemleri gösterilecektir. Alt yapı sistemleri

paftada gösterilirken donatı elemanlarının olduğu kısımlar paftada daire içine alınarak boyutu büyük

bir şekilde gösterilmelidir. Yüzey drenajının sağlanması (mazgal, rogar vb.), sulama, havuz, çeşme,

sıhhi tesisat vb. altyapı sistemlerinin üst yapıya yansıyan tüm verileri ile tasarıma ilişkin sistem

önerilerini gösterilmelidir. Gerekli mahal listeleri, kesitler ve görünüşler hazırlanmalıdır.

Ayrıca, Peyzaj projeleri varsa, bitkisel ve yapısal olarak uygulama projeleri ayrı ayrı hazırlanır. Yapısal

ve Bitkisel Uygulama Projelerinin teknik raporu projelerle birlikte verilecektir. Peyzaj tasarım

uygulama projelerinde kullanılan tüm mahaller ve kentsel donatı elemanlarının, bitkisel

materyallerinin (gübre, toprak vs) malzeme seçimi, bitkilerin çapları ve boyları verilecektir.

Uygulama projeleri için hazırlanacak mahal listesinde, her bir iş kalemine verilen özel pozlar, Teknik

Şartname ve Keşiflerde yer alan pozlar ve çizimlerin üzerinde gösterilen pozlarla aynı olmalıdır.

Projeler, disiplinlerin kendi aralarında ve Teknik Şartname ile Keşiflerle uyumlu olmalıdır.

4. Bölümün sonunda da belirtildiği gibi, ihale aşamasında, Volume 5 (vaziyet planı, uygulama

projeleri, mahal listesi), Volume 3 (Teknik Şartname) ve Volume 4 (Ödeme Çizelgesi ve Finansal Teklif

Format ve Keşifler) imzalı olarak 5 CD içinde ve imzalı 5 çıktı halinde teslim edilmelidir. Ancak, ön

kontroller için, başka şekilde istenmediyse dijital ortamda CD ile teslim edilebilecektir.

H-Ödeme Çizelgesi ve Finansal Teklif Format ve Keşifler (Volume 4)

Keşifler, güncel yıla ait birim fiyat cetvellerine göre ve ilgili yıla ilişkin olarak Bakanlık tarafından

belirlenen Euro kuru dikkate alınarak hazırlanacak ve yine Bakanlık tarafından verilen AB zorluk

49

katsayısı ve indirim oranı ile çarpılacaktır. Bulunan toplam değere de yüzde on yedek akçe

(contingency) en sonda ilave edilecektir. Özel fiyat alınacak malzemeler için en az 3 proforma fatura

alınarak, bunların ortalama fiyatına göre fiyat tespiti yapılacaktır. Ödeme Çizelgesi ve Finansal Teklif

Formatı PRAG formatına uygun şekilde hazırlanacaktır Fiyatlara nakliye ayrı bir kalem olarak dahil

edilecek, KDV hariç tutulacaktır.

Bakanlık tarafından daha önce ihalesi yapılmış projelerin Ödeme Çizelgesi ve Finansal Teklif

Formatına, Bakanlığın Internet sayfasından ulaşılabilir. Güncel değişiklikler, Bakanlıktan öğrenilebilir.

Keşifler, keşiflerde kullanılan pozlar, projeler ve Teknik Şartnameler ile uyumlu olmalıdır.

I-Teknik Şartname (Volume 3)

Proje hakkında ve inşaat hakkında genel bilgiler verildikten sonra her bir mühendislik disiplini için

genel bilgiler verilmeli, arkasından da çizimler ve keşiflerde kullanılan pozlarla uyumlu olacak şekilde

kullanılan her bir pozun ölçüm ve hesaplanma şekli de belirtilmelidir.

Müteahhidin tasarlayıp uygulayarak yapacağı işler varsa, ayrı bir bölüm halinde tanımlanmalıdır.

Teknik Şartname ve kullanılan pozlar, projeler ve keşifler ile uyumlu olmalıdır.

50

ANNEX 5- Sample Cost Estimation Table for Works

Summary

NO DEFINITION TOTAL EURO COST (€)

1 ARCHITECTURAL WORKS

2 CIVIL WORKS

3 MECHANICAL WORKS

4 ELECTRICAL WORKS

PERMENANT WORKS (€)

TENDER PRICE (Permenant Works+Contingency) (€)

Summary Table of Breakdown of Tender Price

CONTINGENCY (10 % of Permanent Works)

Schedule Number CA 1

Schedule Name Civil and Architectural Works - Administrative Building (Example)

Administrative Building Civil and Architectural Works (Example)

No Item No Offical Rate No Definition Unit

Official

Unit Rates

(TL)

Unit Price

(€)Quantity Amount

001 CA.001.001 PSI-C01 Excavation (Example) m3

002 CA.001.002 PSI-C02 Compacted Stabilized Fill (Example) m3

003 CA.001.003 PSI-C03 Backfill (Example) m3

004

005