Professional Documents
Culture Documents
procurement process
- An overview-
Brussels
P2P
Presentation 15.10.2008
by
Prof.Dr.Ralf von Ameln
Checklist Public Procurement
I. PHASE Planning
II. PHASE Creation of a Tender
III. PHASE Evaluation Criteria
IV. PHASE Publication
V. PHASE Evaluation
VI. PHASE - Contracting
From 6 to 5
I. PHASE Planning
Preparation
II. PHASE Creation of
a Tender
Invitation
III. PHASE Evaluation Submission and
Criteria
opening
IV. PHASE Publication Evaluation
V. PHASE Evaluation Award
VI. PHASE - Contracting
I. PHASE - Planning
Needs
Shopping list
Budget
Responsibilities
O.k. from boss/council etc.
Project management plan
Time schedule
II. PHASE
Creation of a Tender
Procedure (open, restricted, negotiated etc.)
Award criteria (lowest price best value)
Tender related aspects (e.g. technical
specifications)
Bidder related aspects
Environmental aspects
Social aspects
Finances
Formal aspects
III. PHASE
Evaluation Criteria
National
International Official Journal
Respecting time limits
Respecting formal aspects
V. PHASE - Evaluation
Opening procedure
Evaluation team
Elimination of formally incorrect offers
Bidder related aspects
Technical aspects
Price
Weighting
Decision
VI. PHASE - Contracting
Contract
General provisions
Special provisions
Respecting formal aspects
PP Strategy
The PP directives are based on three
main principles:
Community-wide adverti-
sing of contracts so that all
Competitiveness enterprises in all mem-ber
states have an oppor-tunity
of bidding for them
Application of objective
Transparency criteria in tendering and
award procedures
What is my budget?
Decision on Procedure
Open procedure
All interested suppliers, contractors or service providers may
submit tenders.
Restricted procedure
Only those suppliers, contractors or service providers invited
by the contracting authority may submit tenders
Negotiated procedure
The contracting authority consults suppliers, contractors or
service providers of its choice and negotiates the terms of the
contract with one or more of them.
Preparation
Planning
the tender
Documentation
Preparation
Latest development/technique
Price
Suppliers
Expertise
Tender Document
Define the product/supply
Award criteria
Specifications
Bidder related
Financial Environmental/social aspects
Technical
Tender related
Time limit
Place for submission of documents
Alternative bid
Maximum/minimum price
Evaluation criteria/weighting
Contract details
Miscellaneous (number of copies, fees, contact, e-procurement
etc.)
Planning the tender
List of principal product deliveries/services provided over the previous 3 years with
details of amounts, dates and recipients (whether in the public or private domain)
Technical bodies and personnel responsible for monitoring your quality control and
conformance with other standards
Recognised third party certification of conformity of the products/services to given
specifications and industry standards
For complex or special purpose services/products, a possible check on the
supplier's/service providers technical ability, study and research facilities or quality
control measures carried out by an official body in the supplier's country of
establishment
Information on Health and Safety aspects
Information on Environmental Controls
Educational and professional qualifications of managerial staff and of those
responsible for providing the services
Average annual manpower and the number of managerial staff for the last 3 years
Tools, plant or equipment available for the carrying out of the services
An indication of the proportion, if any, of the contract, which the service provider
intends to sub-contract
Quality assurance standards referring to EN29000 European Standards series (see
ISO9000)
Publication
National
International Official Journal
Respecting time limits
Respecting formal aspects
Evaluation
Opening procedure
Evaluation team
Elimination of formally incorrect offers
Bidder related aspects
Technical aspects
Price
Weighting
Decision
Tendering checklist
Do they have the necessary resources?
Does their product/service meet the specifications
set out in the tender document?
Do they submit the required financial information on
their company?
Do they submit details and references of previous
contracts?
Do they submit details of your personnel and
qualifications?
Do they submit details of your plant and any
specialized equipment?
Contract
Kind of contract
General provisions
Special provisions