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Practical Guide to contract procedures for European Union external actions 2013

Practical Guide to contract procedures for European Union external actions 2013

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Published by Morena Cindrić
Prag- Applicable from 1/1/2013
Prag- Applicable from 1/1/2013

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Published by: Morena Cindrić on Jan 17, 2013
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01/17/2013

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Practical Guideto contract procedures forEuropean Union external actions
Applicable from 01/01/2013
 
 
prag_2013_en.doc
 
Page 2 of 152
Table of Contents1.
I
NTRODUCTION
.................................................................................................... 6
2.
B
ASIC RULES
........................................................................................................ 8
2.1.
Overview 8
2.2.
Management modes 8
2.3.
Eligibility criteria and other essentials 11
2.3.1.
The rules on nationality and origin 11
2.3.2.
Derogations to the rules on nationality and origin 13
2.3.3.
Exclusion criteria 14
2.3.4.
Regulatory penalties: administrative and financial penalties 17
2.3.5.
Visibility 18
2.3.6.
Other essential points 18
2.4.
Procurement procedures 20
2.4.1.
Which procurement procedure to apply? 20
2.4.2.
Open procedure 21
2.4.3.
Restricted procedure 21
2.4.4.
Competitive negotiated procedure 22
2.4.5.
Framework contracts 22
2.4.6.
Dynamic purchasing system 23
2.4.7.
Competitive dialogue 23
2.4.8.
Negotiated procedure/single tender procedure 24
2.4.9.
Fair and transparent competition 24
2.4.10.
Preferences (EDF only) 25
2.4.11.
Selection and award criteria 26
2.4.12.
Procedure with a ‘suspension clause’ 30
2.4.13.
Cancellation of procurement procedures 31
2.4.14.
Ethics clauses 32
2.4.15.
Legal remedies 33
2.5.
Contract size 34
2.6.
Terms of reference and technical specifications 34
2.7.
Conciliation and arbitration procedures 36
2.8.
The Evaluation Committee 36
2.8.1.
Appointment and Composition 36
2.8.2.
Impartiality and confidentiality 37
2.8.3.
Responsibilities of Evaluation Committee members 38
2.8.4.
Timetable 39
2.8.5.
Period of validity 39
2.9.
Award of the contract (except for service contracts, see chapter 3) 39
2.9.1.
Notifying the successful tenderer 39
2.9.2.
Contract preparation and signature 40
2.9.3.
Publicising the award of the contract 41
2.10.
Modifying contracts 42
2.10.1.
General principles 42
 
 
prag_2013_en.doc
 
Page 3 of 152
2.10.2.
Preparing an addendum 44
3.
S
ERVICE CONTRACTS
........................................................................................ 46
3.1.
Introduction 46
3.1.1.
Type of service contract 46
3.2.
Procurement procedures 48
3.2.1.
Contracts with a value of EUR 300 000 or more 48
3.2.2.
Contracts with a value of less than EUR 300 000 48
3.2.3.
Contracts with a value of less than EUR 20 000 48
3.2.4.
Procedures applicable without ceilings 49
3.3.
Restricted tenders (for contracts of 
300 000 or more) 50
3.3.1.
Publicity 50
3.3.2.
Drawing up shortlists 52
3.3.3.
Drafting and content of the tender dossier 54
3.3.4.
Award criteria 55
3.3.5.
Additional information during the procedure 55
3.3.6.
Deadline for submission of tenders 56
3.3.7.
Period of validity 56
3.3.8.
Submission of tenders 56
3.3.9.
The Evaluation Committee 56
3.3.10.
Stages in the evaluation process 57
3.3.11.
Cancelling the tender procedure 63
3.3.12.
Award of the contract 63
3.3.13.
Provision and replacement of experts 70
3.4.
Procedures for the award of contracts under
300 000 71
3.4.1.
Framework contracts 71
3.4.2.
Competitive negotiated procedure 73
3.5.
Modifying service contracts 74
4.
S
UPPLY CONTRACTS
.......................................................................................... 75
4.1.
Introduction 75
4.2.
Procurement procedures 75
4.2.1.
Contracts with a value of EUR 300 000 or more 75
4.2.2.
Contracts of more than EUR 100 000 and less than 300 000 75
4.2.3.
Contracts with a value of less than EUR 100 000 75
4.2.4.
Contracts with a value of less than or equal to EUR 20 000 75
4.2.5.
Procedures applicable without ceilings 76
4.3.
International open tender for contracts of 
300 000 or more 77
4.3.1.
Publicity 77
4.3.2.
Drafting and content of the tender dossier 78
4.3.3.
Selection and award criteria 80
4.3.4.
Additional information during the procedure 81
4.3.5.
Deadline for the submission of tenders 82
4.3.6.
Period of validity 82
4.3.7.
Submission of tenders 82
4.3.8.
The Evaluation Committee 82

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