information for demand organisations wto tendering … · 1 examination of the evaluation report...

Information for Demand Organisations

WTO Tendering for IT Services

| | Jürg Häubi, IT Procurement & Portfolio 07.05.2014 2

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


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!


1. Objectives

2. Current Situation

3. Preparation/ Execution

4. Summary

5. Links

6. Questions

7. Thanks

Agenda


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


2. Current Situation


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


Goals

Transparency

Economic Efficiency

Equal Treatment

Competition

Principles


Procedure


3. Preparation/ Execution


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:


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):


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


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


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


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


Suitability of the company as a supplier

Yes/No Criteria

Qualification Criteria


Technical requirements (min/max)

Yes/ No criteria

Foundation for the acceptance

Technical Specifications


Selection criteria for suitable companies/products

Evaluation procedure leads to award

- - > > Examples and templates available from ITS PPF

Award Criteria


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


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


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


Provider always has the opportunity to pose questions (documents,

submission of offers)

Questions


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


Award publication SIMAP (www.simap.ch)

Debriefing by request

Contract negotiations/ contract drafting

Takeover by the project leader

Award/ Conclusion


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


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

http://www.admin.ch/ch/d/sr/c172_056_1.html

http://www.admin.ch/ch/d/sr/c172_056_11.html

http://www.simap.ch/

http://www.isb.admin.ch/

http://www.beschaffung.admin.ch/

http://www.bvger.ch/publiws/?lang=de

http://www.fc.ethz.ch/services/einkaufen

http://www.fc.ethz.ch/services/einkaufen/wto/

http://www.id.ethz.ch/services/list/einkauf/GATT-WTO_Ausschreibungen_ID



http://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

http://www.id.ethz.ch/services/list/einkauf/index

mailto:[email protected]




?

6. Questions


Thank you for listening!

Thank you for your feedback!

information for demand organisations wto tendering … · 1 examination of the evaluation report...

Documents