EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 1 EU-TURKEY CHAMBER FORUM EU TURKEY CHAMBERS PARTNERSHİP GRANT SCHEME PROCUREMENT

EU-TURKEY CHAMBER FORUM PROJECT (ETCF)

ETCF is funded by the European Union.1

EU-TURKEY CHAMBER FORUM EU-TURKEY CHAMBER FORUM EU TURKEY CHAMBERS EU TURKEY CHAMBERS

PARTNERSHİP GRANT SCHEME PARTNERSHİP GRANT SCHEME

PROCUREMENTPROCUREMENTFOR THE SUPPLIES AND SERVICES FOR THE SUPPLIES AND SERVICES

BIGGER THAN 10.000 EUROBIGGER THAN 10.000 EURO

Burcu Atılgan-Grant ExpertBurcu Atılgan-Grant ExpertTOBB EU DepartmentTOBB EU Department



PROCUREMENTSERVICE CONTRACTS

There is no need for publication.

You carefully design the ToR, the time schedule and the expected result.

You chose at least three potential service providers (for safety there should be four or more) and you send to them Invitation to Tender accompanied by

the Tender Dossier



PROCUREMENTSERVİCE CONTRACTS

The offers must be presented with the 2 envelopes system: one including the administrative papers and the technical offer and one envelope for the financial offer



PROCUREMENT SERVICE CONTRACTS

The Evaluation Committee then works in three steps:• Check the conformity of the administrative papers: a single

compliant candidate is enough• Evaluate and rank the technical proposal• Examine the financial offers and come to a final conclusion.

After your selection is completed you sign the Contract.• You keep records of all the process in particular:• The selection of the firms• The nomination of the Committee• The minutes of the Evaluation process with all findings,

correspondences, exclusions and deliberations.




CONTENT OF THE TENDER DOSSIER

• The Conditions of the contract

• ToR for the project with a forecast timetable for the contract implementation and the forecast dates from which the key experts must be available




CONTENT OF THE TENDER DOSSIER• An overall structure for the Organisation and

Methodology to be provided by the tenderer and which will become an annex of the contract

• A standard format for the summary and CVs of key staff, to be included as an annex of the eventual

contract




CONTENT OF THE TENDER DOSSIER

• The format of the budget which will be completed by the tenderer and will become an annex of the

eventual contract




CONTENT OF THE TENDER DOSSIER• General Conditions for service contracts

• Any additional contractual information such as tax

arrangements for contracts funded by EU.




• Evaluation of Service Contracts • The Committee• Tenders are opened by the Evaluation Committee, which

evaluates tenders’ technical as well as administrative capacities. • The Grant Beneficiary appoints the members of the Evaluation

Committee. In the Committee there are a Chairperson as a non-voting member, odd number of voting members (minimum of three people) and a non-voting secretary. Committee members must sign a Declaration of Impartiality and Confidentiality.




Phases of Evaluation

• Preparatory Phase• The Chairperson presents the purpose of the tender and explains

the procedures to be followed by the Evaluation Committee, including the technical criteria grid, the threshold for acceptance (the one for technical offers is 80) and weightings specified for technical and financial evaluation which are 0.8 and 0.2 respectively.

• Compliance Requirements

• The Committee checks if offers were received in due time, the outer envelope contains both technical and financial offers.




Phases of Evaluation• Administrative Compliance The Committee checks if documentation is complete, if further

clarifications needed they may be requested, but only in writing.

• Technical Evaluation• After the administrative compliance evaluation, the

Committee then assesses the technical offers; while the financial offers must be kept sealed




Technical Evaluation There are some ways to judge the technical quality

of a service proposed. These ways are: evaluating the financial standing and previous experience of the Company in similar services, evaluating the method and time schedule proposed and to check whether it is in accordance with your needs and the level of the key staff (in terms of academic background, job history, familiarity with the region…etc.) who will carry out the service.



max Tenderer 1 Tenderer 2 Tenderer 3

Bölüm 1: Technical Evaluation

Evaluater A 100 55 88 84

Evaluater B 100 60 84 82

Evaluater C 100 59 82 90

Total 300 174 254 256

Avarage score 174/3.58 254/3=84.67 256/3=85.33

Technical score(actual final score/

Highest final score)

eliminated (84.67/85.33)*100=99.22

100

Bölüm 2:Financial Evaluation

Total offer 27000Euro 28500Euro

Financial score (lowest price

/offer price x 100)

eliminated 100 27000 /28500

x 100 = 94.74

Bölüm 3: General Evaluation

Technical score eliminated 99,22*0.80=79.38 100.00 x 0.80 = 80.00

Financial Score 100*0.20=20 94.74*0.20=18.95

Overall Score 79.38+20=99.38 80+18.95=98.95

Final ranking 1 2

Evaluation Grid -Sample



PROCUREMENT SUPPLY CONTRACTS

• There is no need for publication.• You chose at least three potential suppliers. You send them

the Invitation to Tender accompanied by a Tender Dossier. Minimum time given for the preparation of the tenders is 30 days.

• You will create your own Evaluation Committee and you will evaluate the tenders. Evaluation of technical offers, based on the published grid from the Tender Dossier, consists in:

• Assessment of the administrative compliance• Technical compliance of the tenders• Evaluation of financial offers




• After your selection is completed you sign the Contract.

• The award of the contract does not need to be publicized.

• You keep a record of all the process in particular:

• The selection of the firms• The nomination of the Committee• The minutes of the Evaluation process with

all findings exclusions and deliberations.




Content of the tender dossier:The Conditions of the contractThe technical annexes, containing any plans and the Technical

Specifications (whichgive instructions and guidance to the tenderers on the tenders they will need to submit andto serve as the contractor's mandate and which will become an annex of the eventualcontract), as well as a provisional timetable for performance.

The format of the budget, which will be completed by the tenderer. General Conditions for supply contracts Any additional contractual information




Evaluation of Supply Contracts

Receipt and registration of tenders

Preparatory Phase

Compliance Requirements

Technical Evaluation

Financial Evaluation




• The Evaluation Committee makes the decision to award the contract and notifies the successful tenderer within the period of validity of the tenderer.

• The Grant Beneficiary prepares the contract for signature, following the recommendation of the Evaluation Committee, signs the two copies of the contract, send the signed copies of the contract to the successful tenderer, who must countersign them and send them back, within maximum 30 days to the Beneficiary.



PROCUREMENTSUPPLY CONTRACTS

TECHNICAL SPECIFICATIONS AND REQUIREMENTS• Contract Name: _________________• Contract no.: _________________• Name of Item: _________________• Quantity: • TECHNICAL DETAİLS• General Description• Technical Specifications• 3. Accessories and Attachments• 4. Tools or Other Required Items• 5. Maintenance Requirements• 6. Spare Parts Required• 7. Manuals• 8. Required Performance• 9. Warranty Specifications



Thank you for your kind attention....

Burcu Atı[email protected]:03124138233

Documents

EU-TURKEY CHAMBER FORUM PROJECT (ETCF) ETCF is funded by the European Union. 1 EU-TURKEY CHAMBER FORUM EU TURKEY CHAMBERS PARTNERSHİP GRANT SCHEME PROCUREMENT