ipa supply procurement
DESCRIPTION
Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey. IPA Supply Procurement. - PowerPoint PPT PresentationTRANSCRIPT
This project is co-financed by the European Union and the Republic of Turkey
REPUBLIC OF TURKEYMINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY
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Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik YardımTechnical Assistance on Institutional Building for the Implementation of RCOP in Turkey
This project is co-financed by the European Union and the Republic of Turkey
By: H. Cahit Ekiz, Senior [email protected]
Ankara, 19th October 2012
Special Module for RCOP
This project is co-financed by the European Union and the Republic of Turkey
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ContentContent
Overview of preparation and procurement stages
Review of supply tender documents
Supply Evaluation
Relations between Procurement and Implementation Stages
This project is co-financed by the European Union and the Republic of Turkey
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Overview of preparation and procurement stages
This project is co-financed by the European Union and the Republic of Turkey
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Project concept
OIS Procure-ment
Implementation ClosureNeeds
MoreInformation
Needs, concept development, partner search
Screening/Prioritisation
More mature Project
Projectproposal & approval
1 2 3 4
Contract management & monitoring
5Sign. Oper. Agreement
Tender dossier preparation & procurement
6Contract signature
The project cycle
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Actors of Preperation Period
RC
P-C
IDERA /End recipient
Developers
Manufacturers
Internet
Suppliers
EU
D
Other know-how
EU
EU Management
and Audit Organisations
Works Supervision
TA
Con
sulta
nt
OIS
This project is co-financed by the European Union and the Republic of Turkey
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Tools (Documentation)
ERA Procurement Guidelines
OIS
PRAG (Practical Guide to contract procedures on EU External Actions)
IPA Turkey - RCOP Implementation Manual
This project is co-financed by the European Union and the Republic of Turkey
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ERA responsibilities set up from Operational Agreement
Responsibilities related to Technical Preparations of projects and procurement (tender dossiers); (Please see OA Article 5.2)
Responsibilities related to Tendering and Contracting (including attendance at tender evaluations); (Please see OA Article 5.3)
Responsibilities related to Implementation of Service, Works and Supply Contracts (see Chapters 4,5,6); (Please see OA Article 5.4)
Responsibilities related to Financial Management (Payments of contracts) and Tax Exemption Implications (see Chapter 7); (Please see OA Article 5.5 and 5.6)
Responsibilities related to Reporting (see Chapters 4,5 and 6 and 8) ; (Please see OA Article 5.7) Responsibilities related to Monitoring of the operations and Evaluation (Chapter 8), (Please see OA Article
5.8) Responsibilities related to Publicity of the operations, Controls and Auditing (Chapter 9); (Please see OA
Article 5.9 and 11)
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OIS (1)OIS (1) Title of the Operation Operating Structure Organisation Responsible for the Implementation of the Operation Compatibility and Coherence with the Operational Programme Description of the Operation Implementation Arrangements Risks and Assumptions Expected impact of the operation on the target group and multiplier/spill over effects Sustainability Equal opportunity, minorities, and vulnerable groups Links with other IPA Component Measures Requested financing from the European Commission Co-Financing Budget Breakdown Cash flow requirements by source of funding
This project is co-financed by the European Union and the Republic of Turkey
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OIS (2)OIS (2)
Annex 1: Logical Framework Annex 2: Commitment Letters and / or Letter of Intents Annex 3: Financial Sustainability Analysis (Brief) SUPPORTING DOCUMENTS
Indicative Budget For Service Contract Indicative Budget For Supply Contract Indicative Budget For Works Contract INDICATIVE BUDGET FOR SUPERVISION COMPONENT
Documents regarding land ownership/earmarking
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Procurement Preparation Process
OIS
Works Technical documents
Supervision Technical documents
Supply Technical documents
TA Technical documents
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Supply Technical documents
Technical Supporting Documents Catalogues, brochures, web printouts, datasheets, manuals
Administrative Supporting Documents Origin
Financial Supporting Documents Proforma invoice, web printouts
Market Survey Technical Specifications
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Which is the type of project you are dealing with ?
Industrial Manufacturing ?Agricultural product / food Processing ?Accreditation Laboratory ?Tourism Investment ?Business Development Centre ?
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What is the Product / Item ?
Individual goods ?Lines ?Systems ?Establishment ?
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How to identify the Product / Item in the market?
Requirements ?
Functions ?
Capacity ?
Quality ?
OIS
Title
Budget
Rule of Origin
GLOBAL MARKET
3IDENTICA
L PRODUCT
S
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Individual goods
F?, C?, Q? F?,
C?, Q?
RAW
RAW
RAW
RAW
RAW
RAW
RAW
F?, C?, Q?
F?, C?, Q?F?,
C?, Q? F?,
C?, Q?F?,
C?, Q?
ProcessInput material Output product
Amount ?Amount ?Time ?
Throughput ?
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Lines
F?, C?, Q? F?,
C?, Q?
RAW
RAW
RAW
RAW
RAW
RAW
RAW
F?, C?, Q?
F?, C?, Q?F?,
C?, Q? F?,
C?, Q?F?,
C?, Q?
ProcessInput material Output product
Amount ?Amount ?Time ?
Throughput ?
Performance ?
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Systems
RAW
RAW
RAW
RAW
RAW
RAW
RAW
ProcessInput material Output product
Amount ?Amount ?Time ?
Throughput ?
Performance ?S1
S2
Process
Performance ?
Process
S3 Performance ?
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Establishment
RAW
RAW
RAW
RAW
RAW
RAW
RAW
ProcessInput material Output product
Amount ?Amount ?Time ?
Throughput ?
Performance ?S1
S2
Process
Performance ?
Process
S3 Performance ?
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What is the Type of Product / Item ?
Operational Unit ?Supporting Unit ?Infrastructure Unit ?Secondary Unit ?
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Operational Unit Samples
Process machinery and equipmentAssembly line workflow
connectors ?
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Supporting Unit Samples
Dust collection equipment ?Packaging equipmentTicketing (labelling) equipment
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Infrastructure Unit Samples
Electricty / power ?Air / pressure ?Vapour ?Water / hot water ?Air cleaner ?Refining / treatment ?
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Secondary Unit SamplesFix crane ?Scale ?Vehicles (Mobile crane, forklift, truck)Laboratory equipmentIT, electronic and office equipmentSecurity and control equipmentFurnitureDecoration ?
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What else ?
AutomationProcess control and resource planning (ERP)Administrative and financial softwareManagement and decision support
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Distribution of Products / Items ?Between components
SupplyWorksTA
Between supply lotsOperational lot(s)Supporting lot(s) Infrastructure lot(s) ?Secondary lot(s)
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Resulting supply documentsMarket Survey
3 x Brand & model 3 x Origin 3 x Price
Delivery at site Installation and start-up
Technical Specifications Requirements
Function(s) Capacity Quality
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Secondary specifications of the Products / Items
Infrastructure requirementsPhisical dimensionsWork area requirementsWeight
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Review of supply tender documents
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Procurement Notice6-Description of the contract7-Number and titles of lots8-Eligibility and rules of origin11-Tender guarantee12-Performance guarantee13-Information meeting and/or site visit14-Tender validity15-Period of implementation of tasks
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Procurement Notice
16- Selection criteria Economic and financial capacity
The average annual turnover in the last xxx financial years of the tenderer must exceed the financial proposal of the tenderer.
Professional capacity At least 1 permanent staff currently works for the tenderer in fields related to this
contract.
Technical capacity The tenderer should have completed (provisional or final acceptance must be
certified) at least xxx project relating to delivery of ................................... equipment with a minimum value of the financial proposal of the tenderer for the relevant lot, in the last three years prior to the submission deadline of this application (from xx of Month 2009 to xx of Month 2012).
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Procurement Notice
16- Selection criteria 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. Some examples of when it may not be considered appropriate by the Contracting Authority are when the tender rely in majority on the capacities of other entities or when they rely on key criteria. If the tender rely on other entities it must prove to the Contracting Authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities 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. Furthermore, the data for this third entity for the relevant selection criterion should be included in the tender in a separate document. Proof of the capacity will also have to be furnished when requested by the Contracting Authority.
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Instructions to Tenderers 2-Timetable 5-Type of contract 11-Content of tenders
Part 1: Technical offer a detailed description of the supplies tendered a training proposal an ancillary services proposal
Part 2: Financial offer A financial offer calculated on a basis of DDP financial proposal for training financial proposal for ancillary services
Part 3: Documentation To be supplied following templates in annex
Tender Form for a Supply Contract Financial identification form Legal entity file
To be supplied on free formats A description of the warranty conditions A description of the organisation of the commercial warranty tendered A statement by the tenderer attesting the origin of the supplies tendered Duly authorised signature
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Instructions to Tenderers 12-Taxes and other charges 20- Evaluation of tenders
Administrative Technical
PN Selection Criteria Technical Proposal
Financial Variant solutions Award criteria
The sole award criterion will be the price 21- Signature of the contract and performance guarantee
documentary proof Performance guarantee modifications
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Modifications
Before the contract signature- Tender Dossier (Instructions to Tenderers)
Article 21_Signature of the contract and performance guarantee (Sub Article 21.4)- Contract (Special Conditions)
- Article 22_VariationsThe Contracting Authority reserves the right to vary the quantities specified for the following items at the time of contracting and during the validity of the contract within a range given in below table;
The total value of the supplies may not rise or fall as a result of the variation in the quantities by more than 25% of the tender price. The unit prices used in the tender shall be applicable to the quantities procured under the variation.
Lot/ Item No
Description Original Quantity
Maximum Increase
Maximum Decrease
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Supply Evaluation
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Evaluation Committee
ChairmanSecretaryEvaluatorsObservers ?
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Opening
PublicReceive date & timeTenderer’s structurePrice & discountTender Guarantee
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PN Selection Criteria
Evaluation Committee all togetherTender Submission Form sectionsClarifications
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Administrative Compliance
Evaluation Committee all togetherPart 3: DocumentationClarifications In practice informal responsibility of Chairman
and Secretary
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Technical Evaluation
Evaluators (& observers)Part 1: Technical ProposalYes / no basesClarificationsFinalisation by a wrap-up session
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Financial Check
Evaluation Committee all togetherPart 2: Financial OfferCross check of financial figuresClarifications (may or may not)
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Relations between Procurement and Implementation Stages
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Basic Stages of a Supply Contract
CommencementDeliveryInstallationPut into OperationTrainingInspection and TestingWarranty
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Special Stages for a Supply Contract
Ancillary servicesSpecial design and productionDevelopmentCustomizationAssembly at the site
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Financial Milestones for a Supply Contract
Pre-financing (60%)Provisional Acceptance (40%)Final Acceptance (Releasing Performance
Guarantee)
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Commencement
Special conditions Article 18, gives the commencement date, the starting date of implementation of a supply contract
- When the contract is signed
- On a definite and indicated further date
- Depending to an other event or condition
- Due to an administrative order issued by the OS/CA in a declared period
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Commencement
Kick-off meeting (optional)- introduction of the contracting parties and their personnel who will be
involved in the contract- reviewing the scope of contract- contract schedule and milestones- any changes of the delivery address(es)- any issues relating to proposed products’ availability by the Contractor- any issues relating to restrictions and special permissions regarding the
products- any information or other assistance to be provided by the CA or ERA/End
recipient to the Contractor, in accordance with the TS, field/place, current conditions and the time
- other issues related with the specifics of the contract
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Commencement
Site visit
- Phisical conditions- Meteorological and geological conditions- Additional structural and infrastructural works
- Transport, unloading and storage conditions- Reviewing the layout plan
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Implementation Programme
Special Conditions_Article 13 Programme of implementation of the tasks (timetable)
- Supply, delivery, unloading, installation, commissioning inspection and testing, and training must be completed within xx calendar days from the commencement date.
- The Contractor shall be responsible for unpacking of the goods at Delivery Address and shall be ready for inspection and testing after completion of the delivery of supplies.
- Inspection and testing shall be completed within xx calendar days after the tendered supplies have been physically delivered, installed and put into operation.
- Provisional acceptance shall take place within xx calendar days after the request of Contractor following completion of delivery, installation, putting into operation, training, inspection and testing.
- Final acceptance shall take place after formal request of Contractor following expiration of 12 months warranty period. After this Contractor’s warranty expires, the Contractor shall provide one year commercial warranty service as well.
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Modifications
Within implementation period (Before & after commencement)- Administrative and financial issues- Technical issues
- Product end of life- Proof and documentary evidence- Has same or advantageous rule of origin conditions- Has same price of the replaced item and under the condition given
in the contract- Same technical specifications and quality or better- Compatible with the overall system
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Delivery, Installation & Start-up
Site availabilityInfrastructure conditionsSecurityRespondent
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Training
User / operator training
Technician training
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Inspection and Testing
Who does? Inspection and testing team(s) Provisional Acceptance Committee
What is to be checked?- Item exist, not damaged and operational, unused- Has same brand and model with the Contract by also considering any approved modifications- Has same or better technical specifications with the Contract by also considering any approved
modifications- Has same or better performance with the Contract by also considering any approved modifications- Includes all the accessories and documents indicated in the Contract
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Provisional Acceptance
The Provisional Acceptance Committee Established by ERA according to internal procedure There is no restriction in number At least three people are preferable and for complex supplies it may be increased to
fiveTools for the Provisional Acceptance Committee
Inspection and test reports Any approved modifications Contract
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Provisional Acceptance
What is to be checked by the Provisional Acceptance Committee Inspection and testing results Validity and verification of supplies in quantities Availability of the supplies in the delivery address Rule of origin of the supplies Visibility rules Over all functioning of the systems (whole system)
- Different test scenarios (performance, stress, recovery, reliability, etc.)
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Provisional Acceptance
Partial acceptance (General Conditions Article 31.5)
Conditional acceptance
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Provisional Acceptance
What is the importance of Provisional Acceptance ?
When the Provisional Acceptance become issued ?
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Warranty
During Provisional Acceptance The Contractor shall warrant that the supplies are new, unused, of the most recent models and
incorporate all recent improvements in design and materials. After Provisional Acceptance up to Final Acceptance
The Contractor shall further warrant that none of the supplies have any defect arising from design, materials or workmanship. This warranty shall remain valid for one year after after provisional acceptance.
After Final Acceptance In addition there will be commercial warranty after this Contractor’s warranty expires. The one
(1) year commercial warranty documents should be accompanied with the documents for provisional acceptance.
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Warranty
Article 32 (Special Conditions & General Conditions) The Contractor shall at his own cost replace defective or damaged equipment/parts during the
warranty period. The Contractor has to troubleshoot the problem within xx working days of the request, overcome the problem and re-integrate to the system within maximum xx working days from the call of service. If the reparation of broken equipment/part is not possible, Contractor shall replace that equipment/part with another equipment/part. No additional cost will be borne by the Contracting Authority or the Beneficiary.
The Contractor shall response at site within xx days during warranty period. The Contractor shall remain fully responsible for all warranty obligations even when some of
the equipment is obtained from a third party. In case a preventive maintenance session has to be executed then the Contractor shall inform
the Beneficiary at least xx hours in advance of his intervention.
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Final Acceptance
The Final Acceptance Committee Established by ERA according to internal procedure similar with the Provisional Acceptance Committee
Tools for the Final Acceptance Committee Deficiency list detected during warranty Warranty conditions of the Contract
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Final Acceptance
What is to be checked by the Final Acceptance Committee Deficiencies detected and actions taken by the Contractor during
warranty period Satisfaction of warranty conditions of the Contract Availability of all the supplies in the installation address Functioning of all the supplies Over all functioning of the systems Any conditions set by the Provisional Acceptance Committee
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Synchronization
Projects Prerequisite or parallel actions to be taken by other EU or differently financed
projects; or by third party actorsComponents
Output(s) of one Contract may be required as input(s) by other ContractLots
Dependencies
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Synchronization
Always keep in mind Each Contract is a seperate document Each Contractor is responsible for his Contract Success of the Project is only possible with successful completion of all
Contracts This is only possible with careful management and coordination of the Contracts
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Closing
Questions & Answers ?