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This project is co-financed by the European Union and the Republic of Turkey

Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey. This project is co-financed by the European Union and the Republic of Turkey.

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This project is co-financed by the European Union and the Republic of Turkey

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  1. Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey This project is co-financed by the European Union and the Republic of Turkey PRAG Procurement Service Contracts – version November 2010 Advance module – Day III RCP-CIC By: Berk Babila, Managing Director - Ecorys in Turkey berk.babila@ecorys.com.tr Ankara, 17 March 2011 Advanced Training PRAG Services 15-17 March 2011

  2. Content This project is co-financed by the European Union and the Republic of Turkey • Tender Documents • Service tender dossier • Evaluation of tenders • Contract award • Manage the contract • Modifying contracts Advanced Training PRAG Services 15-17 March 2011

  3. Tender Documents This project is co-financed by the European Union and the Republic of Turkey Drafting the contents of the tender dossier • TD must be carefully drafted for: • the proper execution of the contract • the sound functioning of the procurement procedure • must contain all the provisions and information that tenderers need to present their tenders: • the procedures to follow, the documents to provide, cases of non-compliance, award criteria and their weightings, stipulations regarding subcontracting, etc. • representatives of the final beneficiaries should participate in the tender preparation at an early stage. • the CA is responsible for drawing up these documents • Given the technical complexity of many contracts, the preparation of the tender dossier may require the assistance of one or more external technical specialist(s) – declaration of objectivity and confidentiality Advanced Training PRAG Services 15-17 March 2011

  4. Tender Dossier for Service This project is co-financed by the European Union and the Republic of Turkey Content (in accordance with Annex B8) • Letter of Invitation with • A.Instructions to tenderers • B.Draft Contract Agreement and Special Conditions with annexes • C.Other information (shortlist notice, admistrative compliance grid, evaluation grid) • D.Tender submission form Advanced Training PRAG Services 15-17 March 2011

  5. Tender Dossier for Service (2) This project is co-financed by the European Union and the Republic of Turkey A. Instructions to tenderers – setting the timetable

  6. Exercise This project is co-financed by the European Union and the Republic of Turkey Setting the timetable • Plan the tendering Advanced Training PRAG Services 15-17 March 2011

  7. Tender Dossier for Service (3) This project is co-financed by the European Union and the Republic of Turkey A. Instructions to tenderers – content of tenders • Technical Offer • Tender submission form including • Signed statements of exclusivity and availability • Signed declaration from each legal entity • A completed financial identification form • Legal entity file and the supporting documents • Duly authorised signature • Organisation and methodology • Key experts • Documentary evidence for key experts • Documentary evidence for company(ies) – PRAG 2.3.3 • Financial Offer Advanced Training PRAG Services 15-17 March 2011

  8. Tender Dossier for Service (4) This project is co-financed by the European Union and the Republic of Turkey B.Draft Contract: Special Conditions I.General Conditions for service contracts II.Terms of Reference (Fee-based/Global) III.Organisation and Methodology (provide template) IV. Key experts (incl. template – list of experts + model for CV) V. Budget/Budget Breakdown (include selected template) VI. Forms and other relevant documents Advanced Training PRAG Services 15-17 March 2011

  9. Tender Dossier for Service (5) This project is co-financed by the European Union and the Republic of Turkey III. Organisation and Methodology • Rationale • Comments on ToR • Explanation of Assumptions and Risks • Strategy • Outline of the approach for contract implementation • List of activities • Related inputs and outputs • Description of input from each consortium member • Description of support facilities (back-stopping) • Description of sub-contracting (if any) • Timetable of activities • Timing, sequence and duration • Identification and timing of major milestones • Expected no. of working days (fee-based contracts) • Communications Plan • Logframe

  10. Tender Dossier for Service (6) This project is co-financed by the European Union and the Republic of Turkey IV. List and CVs of Key Experts • Standard summary table for key experts • Template / model CV Advanced Training PRAG Services 15-17 March 2011

  11. Tender Dossier for Service (7) This project is co-financed by the European Union and the Republic of Turkey V. Budget • Budget for a Global Price Contract • Budget breakdown for a Fee-Based Contract Advanced Training PRAG Services 15-17 March 2011

  12. Tender Dossier for Service (8) This project is co-financed by the European Union and the Republic of Turkey VI. Forms and other relevant documents • Financial Identification • Pre-Financing guarantee form • Legal Entity File (Individual/Private Companies/Public Bodies) Advanced Training PRAG Services 15-17 March 2011

  13. Tender Dossier for Service (9) This project is co-financed by the European Union and the Republic of Turkey C.Other information • Shortlist Notice • Administrative Compliance Grid • Evaluation Grid Advanced Training PRAG Services 15-17 March 2011

  14. Tender Dossier for Service (10) This project is co-financed by the European Union and the Republic of Turkey D.Tender submission form • Service Tender Submission Form • Format of the Declaration Referred to in Point 3 of the Tender Submission Form • Statement of exclusivity and availability Advanced Training PRAG Services 15-17 March 2011

  15. Evaluation of tenders This project is co-financed by the European Union and the Republic of Turkey The evaluation committee Voting Members Non-voting Members Evaluator to ensure respect for PRAG procedures, impartiality and transparency of the evaluation minimum 3 for service & supply tenders and minimum 5 for works tenders Chairperson Evaluator Have equal voting rights keeping minutes, registering attendance and drafting the Evaluation Report Secretary possess the technical and administrative capacities necessary to give an informed opinion on the tenders Evaluator must sign a DeclarationofImpartiality & Confidentiality (including non-voting members) should attend all meetings whereby any absence has to be recorded and explained in the evaluation report are appointed and nominated on a personal basis by the Contracting Authority

  16. Evaluation of tenders (2) This project is co-financed by the European Union and the Republic of Turkey Stages in the evaluation process • Receipt and registration of tenders: Dateand time of • reception must be recorded (outer envelopes numbered in order of receipt) • Tender Opening session • Part 1. Preparatory Phase (1st meeting of the evaluation • committee) • Part 2. Compliance with formal submission requirements • (summary of tenders received – annex B10) • Evaluation of offers • Part 1. Administrative Compliance – annex B8 • Part 2. Technical compliance Advanced Training PRAG Services 15-17 March 2011

  17. Evaluation of tenders (3) This project is co-financed by the European Union and the Republic of Turkey Summary of tenders received – annex B10 • Tenderer name • When received • Received by (initials) • No. of packages • Received in time (yes/no) • Tender package(s) duly sealed (yes/no) • Financial offer in seperate envelope (yes/no) • Tender submission form included (yes/no) • Tenderer’s declaration(s) included (yes/no) • All other elements supllied (yes/no) • Overall decision (accept/reject) Advanced Training PRAG Services 15-17 March 2011

  18. Evaluation of tenders (4) This project is co-financed by the European Union and the Republic of Turkey Administrative compliance – annex B8 • Tenderer name • Tender submission form duly completed (yes/no) • Proof of exclusion criteria (yes/no) • Tenderer’s declaration signed (yes/no) • Language as required • O&M exists • Key experts (List+CVs+Proof docs) • Key experts present in only one tender as key experts • Key experts’ statement exclusivity and availability signed • Sub-contracting statement acceptable (yes/no/not applicable) • Nationality of sub-contractors eligible (yes/no) • Overall decision (accept/reject) Advanced Training PRAG Services 15-17 March 2011

  19. Exercise This project is co-financed by the European Union and the Republic of Turkey Tender opening session • Summary of tenders received/administrative compliance Advanced Training PRAG Services 15-17 March 2011

  20. Evaluation of tenders (5) This project is co-financed by the European Union and the Republic of Turkey Evaluating technical offers • Each (voting) member awards each offer a score out of a max. • 100 points in accordance with the technical evaluation grid. • Tenders be scored for a given criterion one after another • For an expert the scores should be given in comparison to the requirements stated in the ToR. (Only diplomas and experience with documented proofs will be taken into account) • Each (voting) member of the Committee completes an evaluation grid (annex B12) to record his/her assessment of each technical offer in order to establish a general appreciation of strengths and weaknesses of the individual technical offers • On completion of the technical evaluation, the points awarded by each member are compared at the Committee's session. Besides the numerical score, a member must explain the reasons for his/her choice and defend his/her scores before the Committee Advanced Training PRAG Services 15-17 March 2011

  21. Exercise This project is co-financed by the European Union and the Republic of Turkey Tender evaluation • Evaluation of methodology Advanced Training PRAG Services 15-17 March 2011

  22. Evaluation of tenders (6) This project is co-financed by the European Union and the Republic of Turkey Interviews • Interviews should be standard practice whenever • the expert proposed has no relevant experience • on EU projects in the same language area, as evidenced • by the CV. • The preferred method of conducting the interviews shall be by telephone (or equivalent). Exceptionally and only if duly justified, as it entails considerable costs both for tenderers and the CA, the method may be an interview in person • Tenderers must be given at least 10 days' advance notice of the date and time of the interview Advanced Training PRAG Services 15-17 March 2011

  23. Evaluation of tenders (7) This project is co-financed by the European Union and the Republic of Turkey Finalising the technical evaluation • Once the Committee has established each technical offer’s average score (the mathematical average of the final scores awarded by each voting member), any tender falling short of the 80-point threshold is automatically rejected. • Out of the tenders reaching the 80-point threshold, the best technical offer is awarded 100 points. • (The technical scores of the others = (final score of the technical offer in question/final score of the best technical offer) x 100) Advanced Training PRAG Services 15-17 March 2011

  24. Evaluation of tenders (5) This project is co-financed by the European Union and the Republic of Turkey Evaluating financial offers • Upon completion of the technical evaluation, the envelopescontaining the financial offers (for the tenderers scored above 80) are opened. • Financial offers are checked for arithmetical errors. • When evaluating financial offers, the evaluation committee compares only the fees between the different financial offers. The tender with the lowest total fees receives 100 points. • (The financial score of the others = (lowest total fees / total fees of the tender being considered) x 100) Advanced Training PRAG Services 15-17 March 2011

  25. Evaluation of tenders (8) This project is co-financed by the European Union and the Republic of Turkey Recommending the award of the contract • Conclusion of the Evaluation Committee: The best value for moneyis established by weighing technical quality against price on a 80/20 basis. This is done by multiplying: • The scores awarded to the technical offers by 0,80 • The scores awarded to the financial offers by 0,20 • The resulting, weighted technical and financial scores are then added together and the contract is awarded to the tender achieving the highest overall score Advanced Training PRAG Services 15-17 March 2011

  26. Exercise This project is co-financed by the European Union and the Republic of Turkey Tender evaluation • Evaluation of CV and checking documentary proofs Advanced Training PRAG Services 15-17 March 2011

  27. Contract award This project is co-financed by the European Union and the Republic of Turkey Notification of award – annex A8 • CA notifies the successful tenderer, checks • the availability of the key experts and asks for • the evidence documents to be submitted within • 15 calender days • After checking the eligibility of proofs the CA sends the contract to the consultant for signature • Once the contract is signed the CA informs the unsuccesful tenderers. • Thanks them for their interest and for submitting a tender Advanced Training PRAG Services 15-17 March 2011

  28. Contract award (2) This project is co-financed by the European Union and the Republic of Turkey Parts of the contract • Special Conditions • General Conditions (annex I) • Terms of Reference (annex II) • Organisation and Methodology (annex III) • Key Experts (annex IV) • Budget/Budget Breakdown (annex V) • Forms and other relevant documents (annex VI) • Report of factual findings and terms of reference for an expenditure verification (annex VII) Advanced Training PRAG Services 15-17 March 2011

  29. Manage the contract This project is co-financed by the European Union and the Republic of Turkey Kick off meeting • Introduction of the project • personnel and responsibilities • Re-introduction of the project team • Overview of project and immediate priorities • Agreement on Inception Report and allocation of the Non-key experts • Administrative issues – office set-up, labour permit, VAT, reporting formats, visibility, etc. Advanced Training PRAG Services 15-17 March 2011

  30. Manage the contract (2) This project is co-financed by the European Union and the Republic of Turkey Inception report • Key document – in terms of detailing • organisation and methodology • Presents all the strategic decisions taken with consensus • by all the related parties • Details indicators updated work plan and strategy Advanced Training PRAG Services 15-17 March 2011

  31. Manage the contract (3) This project is co-financed by the European Union and the Republic of Turkey Regular project monitoring • Monthly managers’ meetings • Delivery and assessment of outputs • Progress reports and requests for payments • Use of incidentals Advanced Training PRAG Services 15-17 March 2011

  32. Modifying Contracts This project is co-financed by the European Union and the Republic of Turkey Why and when? • if the circumstances affecting project implementation have changed since the initial contract was signed • Distinguish between; • Acceptable changes • Forbidden changes • Contracts can only be modified within the execution period of the contract Advanced Training PRAG Services 15-17 March 2011

  33. Modifying Contracts (2) This project is co-financed by the European Union and the Republic of Turkey Changes in the contract • Acceptable changes • Additions, ommissions, substitutions • Changes in quality, quantity • Changes in specified sequence • Method of performance of services • Timing • Forbidden changes • Fundamental alteration of the ToR (change of purpose, major changes in results) cannot be made by Addendum! • Important rule: the addendum must not alter the competition conditions prevailing at the time when the contract was awarded Advanced Training PRAG Services 15-17 March 2011

  34. Modifying Contracts (3) This project is co-financed by the European Union and the Republic of Turkey Changes in the contract (2) • Small changes (by means of an administrative order) • amendment that does not affect the basic purpose of the contract • the financial impact is limited to a transfer within the Fees involving a variation of less than 15% of the original amount for the relevant line in the budget breakdown • Major changes (by means of an addendum) • extension of the contract • change of ToR that requires variation in fees budget exceeding 15% • change in incidentals budget Advanced Training PRAG Services 15-17 March 2011

  35. This project is co-financed by the European Union and the Republic of Turkey End of Day III Closing • Questions and Answers Advanced Training PRAG Services 15-17 March 2011

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