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All ETH Procurements are affected by the WTO!
The public are aware, we want to work, not justify
ourselves to the press or commissions.
All of you communicate (too much) with suppliers.
There are a few rules and they are easy to follow!
If we do not know what we want, how can a supplier know
what services to deliver?
Motivation
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Training «Public Tendering» from 31. January 2013 by M.
Fetz, BBL/KBB, particularly:
Procurement definition (Page 8): The State (public sector) procures benefits (goods, services, structures)
from third parties, with the use of state funding (tax revenue) to fulfil its
duties.
Procedure (page 9): Discretionary, Invitational, selective and open procedures.
Exceptions (Page18)
Prior involvement with suppliers (page 20): NO communicating with individual suppliers.
All potential suppliers (always) have the same information.
Unbiasedness and, if necessary, recusal (Page 21) of employees. Appearance of bias is enough!
Public Procurement A Reminder!
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1. Objectives
2. Current Situation
3. Preparation/ Execution
4. Summary
5. Links
6. Questions
7. Thanks
Agenda
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WTO-Tendering:
Objectives of procurement
Kick-off:
Essential aspects for the proper execution of a tender should be presented in a
structured manner
Providing tips und tricks from experience
For the participants
You will know the roles and responsibilities involved with carrying out a WTO-Tender.
You will know the phases of a WTO Tender and their contents.
You will know what matters with regards to the contents.
You will know where you can get further information.
1. Objectives
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What does «WTO subordination» mean?
Compliance with the principles(Transparency, Equal Treatment, Competition and Economic Efficiency)
Procedures and deadlines as well as formal requirements.
Appeal procedure / official decisions
Recourse and consequences
Legal Principles and their Definition
International
Bund
Kantone
Bilateral Agreement WTO Agreement
IVöB
Catonal
Legislation
VöB BöB
Internal Market Law
Public orders of the
Cantons
Pulic orders of the
Confederation
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Goals
Transparency
Economic Efficiency
Equal Treatment
Competition
Principles
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Commercial/ legal aspects
Legal Contact person RD/ KBB/ BBL
Approval of the Procedure
Examination of the tender documents and results (legal security)
Service providers for administering the tender (publication SIMAP
through FC, collecting questions, Postal transport, negotiations,
publication of award)
Approval of the evaluation report
Submission of the SL-Application, if required
Drafting of the contract
Leading subsequent negotiations/ contract negotiations
Contract partners
ID-PPF is responsible for:
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Definition procurement object
Creating the complete tendering documents
Conduct the expert and technical evaluation
Creating a detailed evaluation report
Ensuring confidentiality through out the process
Collaboration/ recording (minutes) in subsequent negotiations
Demand Organisation is responsible for: (* potentially with support from ITS PPF):
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Time planning WTO «big picture»
Re
su
lts
Dea
dline
s
Creating
the Tech.
Specs.
Prelim.
Analysis/
preparation
Creating Proposals Evaluation Contracts
Approx. 1 - 4 months Approx. 2 - 4 Months Approx. 1 - 2 Months
Planning phase evaluation
Technical specifications and
appendices
Tender text SIMAP d / f od. e
2 examinations of the tender
documents through ITS PPF from an 80% version – processing time 5 - 7
days (each)
Potential translation of the tender text
3 - 5 days
Catalogue of questions
Results from evaluation
Foundation for subsequent negotiation
Evaluation report
Publication of award
Document debriefing
Contract
Questions answered within 2 – 5 days- verification of
answers through ITS PPF
1 examination of the evaluation report and approval from ITS
PPF- processing time 1.5 - 2 weeks
Potential executive proposal–processing time approx. 2
weeks
Appeal deadline of 20
days from the award
publication
Examination of
contracts &
amendments ITS PPF-
processing time 1-2
weeks
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Clarify if an existing contract (from another tender) could be used.
Clarify with BBL whether an existing WTO Tender could be amended/
extended (if applicable).
Clarify if Exemptions acc. to Art 13.1 of the VöB are present (refer to
the BBL presentation, page 18).
->>> List of existing BBL frame agreements with ITS PPF
Start/ Stop Clarification
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Determining Order Value: Total requirement is relevant (lifecycle incl. maintenance/ support)
Similar orders in batches
Undetermined duration -> min. 4, but max. 5 years
Include options (uncertainty in the development/ potential upgrades)
Determining Procurement Item and Procedure: Fix categories (service or staff leasing, goods(HW/SW), work)
Divide into batches/ define number of awards
Determine delivery time/ contract duration
Exclude prior involvement
Estimate market situation
Investigation/clarification through similar procurements
Legal clarification / choice of procedure with ITS PPF/ definition of the relevant terms
and conditions
Planning and procedure: Detail planning
Procurement Item, Order Value, Procedure
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Goal Setting: Precise presentation of the solution / performance (and scope)
Create a foundation for high quality and varied offers
Create a foundation for efficient and effective Evaluation
Don‘t restrict competition unnecessarily
Approx. Content of the Technical Specifications: Info. regarding current situation, goal setting , procedure
Description of procurement item and the process of evaluation
Qualification criteria(EK) (company yes/no)
Technical specifications (TS) (yes/no)
Award criteria(ZK) (assessment )
Formal requirements/ administrative matters
Keep It Simple and Stupid (KISS)
Technical Specifications
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Suitability of the company as a supplier
Yes/No Criteria
Qualification Criteria
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Technical requirements (min/max)
Yes/ No criteria
Foundation for the acceptance
Technical Specifications
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Selection criteria for suitable companies/products
Evaluation procedure leads to award
- - > > Examples and templates available from ITS PPF
Award Criteria
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Example Evaluation Table
Level of fulfillment Points Example Description
Completely fulfilled Max 40 The requirements are completely met by the
proposal.
Mostly fulfilled ¾ of the points 30 Most of the requirements are met by the
proposal.
Partially fulfilled ½ of the points 20 The requirements are partially met by the
proposal.
Barely fulfilled ¼ of the points 10 The requirements are barely met by the
propoal.
Not fulfillled, unclear or no information
given
No points 0 None of the requirements are met by the
proposal
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Eg. 1,3,4,5
Eg.:
- Criteria fulfilled: 3 Points
- Not fulfilled: 0 Points
- Deductions: 1-2 Points
- Additions: 1-2 Points
Supplemented with weighting, eg.
Less important x1
Normal requirement x3
Important requirement x5 or more
Non-linear Points Example
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Choice of model/ parameter according to market assessment and expectations
plausibility check necessary
Example, Price Evaluation
Price Least
expensive
offer
Bandwidth:
least expensive offer* factor x
Points least
expensive offer
(point
maximum)
Points least
expensive offer
(point maximum)
Least
expensive
offer
+
+
Most
expensive
offer
Points most
expensive offer
Most
Expensive
offer
+
+
Price
points
Points
Linear shortened
Asymptotic
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Provider always has the opportunity to pose questions (documents,
submission of offers)
Questions
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Declaration of commitment from all members of the evaluation
Offer exclusions must be clarified with ITS PPF
Additional improvements in writing (ITS PPF)
Subsequent negotiations (ITS PPF)
Objective analysis, equal measurement scales
Agreement regarding the points (no averages)
All deviations from the maximum point score must be clearly justified,
in writing (debriefing!)
Acceptance through ITS PPF and approval through Head of ITS ,
and, if applicable, Executive Board (SL)
Evaluation
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Award publication SIMAP (www.simap.ch)
Debriefing by request
Contract negotiations/ contract drafting
Takeover by the project leader
Award/ Conclusion
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Confidentiality, equal treatment, competition
Time conditions, realistic planning
Clear ideas regarding the procurement item lead to a good solution
Gather experiences
Economic efficiency
Clarity, Simplicity and Transparency (KISS)
4. Summary
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BöB: http://www.admin.ch/ch/d/sr/c172_056_1.html
VöB: http://www.admin.ch/ch/d/sr/c172_056_11.html
Tendering platform SIMAP: www.simap.ch
Standards und Guidelines: www.isb.admin.ch
Misc. Information: www.beschaffung.admin.ch
Appeal decisions by Federal Administrative Court:
http://www.bvger.ch/publiws/?lang=de
ETH Terms and Conditions http://www.fc.ethz.ch/services/einkaufen
Published WTO ETH general: http://www.fc.ethz.ch/services/einkaufen/wto/
Published WTO ID-PPF: http://www.id.ethz.ch/services/list/einkauf/GATT-WTO_Ausschreibungen_ID
Existing frame agreements(contracts): www.ides.ethz.ch;
http://www.id.ethz.ch/services/list/einkauf/WTO-RV_des_Bundes ;
http://www.fc.ethz.ch/services/einkaufen/lieferanten/einkaufskoordination
IT-Procurement: http://www.id.ethz.ch/services/list/einkauf/index
ID-PPF Contacts : [email protected]; [email protected]; [email protected]
5. Links