Presentation structure What is the Framework contract ?

EuropeAid
INFO-DAY
Athens – 23 June 2008
Agnès Champion
EuropeAid F4
Presentation structure
EuropeAid
What is the Framework contract ?
- External aid operations : slides 3 to 6
- EuropeAid FWC : slide 7 to 11
Opportunities for the Framework contract: 12
• Present FWC : slides 13 to 21
• Future FWC : slides 22 to end
2
1
Who does what?
EuropeAid
DG Development
DG External Relations
Multi-annual
Programming
EuropeAid
Joint responsibility
Evaluation
Identification
EuropeAid
EuropeAid
Formulation
Implementation
EuropeAid
Financing
3
EC External Actions
New Instruments 2007
EuropeAid
Geographical coverage
• Pre-accession: IPA
• Neighbourhood: ENPI
• Development: DCI and EDF (10th EDF from 2008)
• Industrialised countries: ICI
General coverage
• Thematic programmes (included in DCI)
• Human rights: EIDHR
• Stability: IFS
• Nuclear safety: NSI
• Humanitarian aid and Macro-financial aid
4
2
Who manages?
EuropeAid
centralised
direct
executive
agencies
shared
(Member
States )
decentralised
(Third
Countries)
jointly
with international
organisations
indirect
bodies set up by
Communities
"(tradit. agencies) "
bodies with a public
service mission
"(nat. agencies)"
5
Budget
Legal Bases
Council regulation
Legal base of programme
Financial Regulation
g
9th EDF
EuropeAid
Cotonou Agreement
Comm regulation
Implementing Rules of
Financial Reg.
ACP-EC Council regulation
General Regulations &
General Conditions contracts
Comm decision
AIDCO Rules and Procedures
Council regulation
Financial Regulation
AIDCO d
decision
i i
Practical Guides
(Contract/Finance/Programme
estimates)
Instruction Notes
6
3
2 main EuropeAid FWC
EuropeAid
Competition between Framework contractors for each mission
Contracting
Authority
Commission
FWC
BENEF
on behalf of
the
beneficiarie
s
Rules
Amount
Lots
Validity
PRAG
from 10.000 €
13 lots
procurement
Up to
for 13
16/09/05 to
rules for
199.999 €
technical
15/09/09
external aid
FWC
Commission
Common EC
COM
on its own
procurement
2007
account
rules
sectors
from 5.000 €
(for lot 2
up to 500.000
€)
6 lots per
16/01/07 to 15/01/09 +
type of
possible extension up to 2
service
years
7
PRAG
The Practical Guide
o
EuropeAid
Harmonisation of p
procedures for External aid
procurement procedures
o
Sole working tool
o
Coherent application of rules
o
New update
d
next weeks
k
8
4
EuropeAid
9
FWC BENEF
A Procurement procedure
EuropeAid
International restricted
tender
200.000
¾FWC where possible,
otherwise
¾Competitive negotiated
procedure/simplified
procedure (EDF)
10.000
(5.000
EDF)
Single tender
10
5
FWC BENEF Procedure
EuropeAid
11
FWC opportunities
EuropeAid
1. until 15/9/2009 : sub-contractor of the
Framework contractors whose list on internet
• Either as individual expert
• Or as a firm
2. Tender for the future FWC BENEF 2009:
participating as a partner or lead firm in a
consortium candidate
12
6
FWC Information
EuropeAid
http://ec.europa.eu/europeaid/work/framework-contract/index_en.htm
13
FWC BENEF documents
EuropeAid
14
7
FWC’rs data and list
EuropeAid
15
FWC Commission 2007 Lots
Studies
TA
Lot 1
EuropeAid
Drafting ToRs / evaluation of offers (3 FWC’rs)
TA
Lot 2
Assessing calls for proposals (3)
TA
Lot 3
Conferences organisation (3)
Studies Lot 4
Sectoral studies (except Trade) (3)
Studies Lot 5
Studies for Trade (3)
TA
Studies Lot 6
Training and course materials for distance
learning (3)
16
8
FWC BENEF Lots
EuropeAid
Lot
Lot
Lot
Lot
Lot
Lot
Lot
Lot
Lot
Lot
Lot
1:
2:
3:
4:
5:
6:
7:
8:
9:
10:
11:
Lot 12:
Lot 13:
Rural development and Food Security (7 FWC’rs)
Transport and Infrastructure (6)
Telecommunications and Information Technologies (7)
Energy and Nuclear Safety (5)
Conferences (4)
Environment (7)
Culture, Governance and Home Affairs (7)
Health (5)
Education, Employment and Social (6)
Support to Industry / Commerce / Services (7)
Macro economy, Public Finance and Regulatory
Aspects (7)
Standards (6)
Humanitary Aid, Crisis Management & Post-Crisis
17
Assistance (4)
FWC BENEF
Sub-sectors common to 13 lots
EuropeAid
a.
programme / project identification and preparation / formulation,
b.
assistance implementation,
c.
preparation of ToR’s (services, works, supplies, …) and evaluation of offers,
d.
evaluations (ex
(ex-ante,
ante, interim, ex
ex-post
post etc.), monitoring
e.
(Cross-) sectoral policies and reforms,
f.
(Cross-) sectoral and macroeconomic (economic, budgetary) appraisals/studies (incl.
g.
legislation, regulations and law enforcement,
Public expenditure review),
h.
approximation of legislation (acquis communautaire),
i.
institutional building,
j.
training and research,
k.
awareness-raising, (incl. information and communication)
l.
information systems and technological issues
m.
gender issues,
n.
environmental issues
o.
HIV/AIDS issues (impact, prevention, mitigation).
18
9
FWC BENEF
Sub-sectors specific to lot 10
EuropeAid
B. TECHNICAL DESCRIPTION
1. Investment promotion (domestic and foreign)
2. Small and Medium enterprises (SME) support (inclusive advisory services
for management, production, technology, research & development,
marketing, partnership, safety, exports promotion, financing, human
resources management incl. gender issue, training, environmental
impact, production quality, etc.)
3. Commercial banking, inclusive financial services to SMEs (credit lines,
equity, guarantees, micro-credits …), guarantee funds
4. Supporting professional/commercial/advisory bodies (professional
associations, decentralised advisory agencies, local consultancy
strengthening, chambers of commerce, European Information
Correspondence Centres (EICC) networking), Business Centres
5. Stock exchange
19
FWC BENEF
TA/studies mission
EuropeAid
1.
To be implemented in the countries benefiting of external
aid (exclusive benefit of beneficiaries)
2.
Short term (260 working days maximum within 2 years
maximum)
3.
199.999 € maximum
20
10
FWC BENEF
Assignments award criteria
EuropeAid
• Content of offer : financial offer + if required
methodology + experts CVs + statement of availibility
& exclusivity (validity : 14 days)
• Criteria : 1) administrative compliance
2) technical evaluation : CV/methodology
• Total fees comparison
• Notification of results within 14 days of offers
submission
21
FWC BENEF 2009 call for tender
Legal framework
EuropeAid
• An international restricted tender according to
procurement rules for external aid : it is not an
open list.
• Transparency, proportionality, equal treatment,
non-discrimination and fair competition
• Maximum FWC duration : 4 years
22
11
EuropeAid
http://ec.europa.eu/europeaid/work/index_en.htm
Tender opportunity EuropeAid Webpage
23
EuropeAid
24
12
FWC BENEF amounts
EuropeAid
16/09/2005 to
15/09/2007*
16/09/2005 to 15/09/2007* average per year
Contracted
(MEUR)
FWC'rs
7
189
27
16
23
24
65
2
7
231
33
21
25
35
72
3
7
37
5
3
4
3
7
4
6
48
8
5
6
5
23
5
5
46
9
3
8
8
23
6
7
88
13
7
11
12
32
7
7
226
32
19
25
36
78
8
5
60
12
6
10
9
30
9
6
129
22
12
18
18
52
10
7
135
20
11
15
18
49
11
7
272
39
29
31
47
74
12
6
30
10
3
6
3
11
13
4
40
10
3
9
11
23
1530
Total
Number
Contracts
The max
Contracts
Nr
1
Requests
Requests
per FWCor
The min
Contracts
Nr
Lot
Nr
138
25
* except lot 3 : 1 year and lot 12 : 1,5 year
FWC BENEF 2009 tender
EuropeAid
Steps
Information
Publication
• Forecast : 9/5/08
Decision
• Contract notice
Selection
Evaluation
Shortlist : EuropeAid Selection of firms for
website
invitation to tender
• Notification to
Award of the FWC : list
candidates
of FWC
FWC’rs
rs
• Award notice
Contracting
Publication on the
Signature of the
FWC web pages of
Framework contracts
all contractual data
with each successful
(prices/contact)
tenderer
26
13
Time Line FWC BENEF 2004 tender
EuropeAid
6-7 months for a service contract tender / 16 months for FWC
Contract Signature
Contract Award
Tender Launch 50 days
Procurement
Notice 30 days
Forecast 30 days
y
Evaluation
Shortlist
15/05/04
9/07/04
04/10/04
17/12/ 04
14/02/ 05
20/05/05
Sep 05
FWC BENEF 2009 Forecast
27
EuropeAid
• OJ/EuropeAid tender pages/some delegations website
• General Information : lots titles, estimated amounts &
nationality eligibility
• Not binding
• Published at least 30 days before Procurement Notice
28
14
Procurement Notice
EuropeAid
• Where ? OJ/EuropeAid tender web pages/possibly locally
• When ? at least 30 days before deadline
• Content ? legally binding
- Conditions of participation
- Lots detailed description: sectors
- Selection criteria
- Number of candidates that will be invited to tender
• Clarifications on content will be possible before deadline
for submission of applications
29
Procurement eligibility external aid
EuropeAid
• Member States
• EEA
• Accession countries
• Beneficiary countries of the programme
• International Organisations
• Reciprocity
p
y
• Natural and legal persons
• Origin same as eligibility for nationals
30
15
Short-listing
•
Administrative compliance : nationality,
declaration for exclusion and limitations of
applications
•
Selection criteria applied to check financial,
professional & technical capacities:
•
Result = Shortlist published on EuropeAid website
EuropeAid
31
Tender Launch
EuropeAid
• Ca
Candidates
d dates informed
o ed + publication
pub cat o of
o shortlist
s o t st notice
ot ce
• Dispatch Tender Dossier : gives minimum and maximum
number of tenderers to be retained per lot.
• Deadline for Submission = min. 50 days
• Questions 21 days – Answers 11 days
• Tenders are valid 90 days
32
16
Evaluation
EuropeAid
5 phases
o
o
o
o
o
Tender Opening Session
Administrative compliance
Technical Evaluation
Financial Evaluation
Conclusion
33
Common mistakes
made by candidates or tenderers
EuropeAid
What can go wrong?
34
17
Administrative reasons
EuropeAid
• Late arrival
• Incomplete documentation
• Not in accordance with templates
• Lack of original documents or required translations
• Not signed
• Tenderer/Candidate/partner not eligible
• Financial offer not in separate envelope
35
Technical reasons
EuropeAid
• Experts do not have the required experience
• Copy and paste of Terms of Reference
36
18
FWC Award
EuropeAid
Committee recommends to
• Award the contract to the best value for money offers within
the number limits set in tender dossier
OR
• Cancel the procedure
Contracting Authority must approve the evaluation report
37
FWC Signature
EuropeAid
• Inform successful and unsuccessful tenderers and ask for
“Proof
oo documents”
docu e ts
• Commission signs and sends the contract
• Publish Contract Award Notice
38
19
FWC Tendering process
My company does not fulfil the selection criteria….
EuropeAid
• Form a consortium (the consortium as a whole must meet the
criteria, not each individual company, ! Leading firm !)!
• Try
y and gain
g
relevant experience
p
as consortium partner
p
!
• An economic operator may rely on the capacities of other entities
for a particular contract (undertaking)! See Application form :
“An economic operator may, where appropriate and for a particular
contract, rely on the capacities of other entities, regardless of the
legal nature of the links which it has with them. It must in that case
prove to the contracting authority that it will have at its disposal
the resources necessary for performance of the contract, for
example
l b
by producing
d i
an undertaking
d t ki
on th
the partt off those
th
entities
titi
to place those resources at its disposal. Such entities, for instance
the parent company of the economic operator, must respect the
same rules of eligibility and notably that of nationality, as the
economic operator.”
39
FWC’r quality requirements
EuropeAid
• Covering all the sectors of the lot : consortia
• Quick reaction : network of experts
• Quality insurance : backstopping & monitoring =
in house capacities
• Local network : geographical coverage
40
20
EuropeAid
41
21