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Evaluation Committee & Tender Opening Session

Evaluation Committee & Tender Opening Session. Evaluation Commit t ee Members. are a p pointed and nominated on a personal basis by the Contracting Authority and approved by the EC Delegation may be appointed on a permanent or ad-hoc basis, depending upon the number of envisaged evaluation

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Evaluation Committee & Tender Opening Session

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  1. Evaluation Committee&Tender Opening Session

  2. Evaluation Committee Members • are appointed and nominated on a personal basis by theContracting Authority and approved by the EC Delegation • may be appointed on a permanent or ad-hoc basis, depending upon the number of envisaged evaluation • highly recommended appointment of spare evaluators • must attend all meetings and any absence has to be recorded and explained in the evaluation report • have equal voting rights (Chairman and Secretary do not vote) • must sign a Declaration of Impartiality and Confidentiality Note: As a general rule, the EC Delegation nominates an observer to follow all, or part of the Evaluation Committee proceedings

  3. Responsibilities of Evaluation Committee Members 5.3.8.3 Chairman • co-ordination, ensuring impartiality and transparency of the evaluation • generally a high ranked official that also takes formal responsibility for endorsing the evaluation conclusions Secretary– administrative tasks such as minutes, registers, compiling reports Voting Members • collectively responsible for decisions taken by the Committee • not indicated to appoint high ranked officials, they will not have the time to sit in the evaluation room for too many days Observers– non-voting All above members, must have a good knowledge of tender language and PRAG provisions, as well as of technical issues

  4. Impartiality and Confidentiality 3.3.9.2 • Declaration of Impartiality and Confidentiality(Annex A4) • conflict of interestleads to withdrawal • replacinga member withdrawing (spare evaluators) • disregardassessment made by a withdrawing voting member

  5. Stages of the Evaluation Process5.3.9 • Receiptand registration of tender bids. • Preparatory meeting • Tender opening session • Technical evaluation: • administrative compliance • technical compliance • Financial evaluation – mainly related to arithmetical corrections • Choice of successful tenderer • Conclusion of evaluation committee • Preparation of the Evaluation Report • Contract preparation

  6. Tender Opening Session 5.3.9.2 Part 1 – Preparatory Phase • Tender dossier circulated in advance • First meeting of the Evaluation Committee • Chairman reminders • Discussion of Evaluation Criteria and of possible difficulties that may be encountered, for ensuring a consistent approach

  7. Tender Opening Session 5.3.9.3 Part 2 – Public Opening Session • Tenderer’s Representatives may attend • Tender opening checklist (annex D5) • Tasks of Chairman and Secretary • Formal compliance recorded in summary of tenders received in Tender Opening Report (annex D6) • Minutes of Tender Opening Session may be distributed to participants, upon written request

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