Third EU Health Programme

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1 Third EU Health Programme Procurement and Service contracts Dirk MEUSEL European Commission Health, Agriculture and Food (Chafea) Luxembourg

2 Overview Major differences of service contracts to project grants How to draft a tender to a Call for Tender Important aspects to take care of

3 What is procurement? EU Purchases - Public Procurement = Call for tenders Services Supplies Works Building

4 Why there is procurement in the Health Programme? Database Project Project Project Joint Action with Joint Action with MS Competent MS Competent Authorities Authorities Health Report Economic Analysis Project Training of Professionals Methodology, Guides, Tools

5 Why there is procurement in the Health Programme? Health Report Economic Analysis Project Project Joint Action with Joint Action with MS Competent MS Competent Authorities Authorities Legislation Project Project Database

6 Why to participate? Concrete implementation Influence on the quality of services for European citizens, patients and health professionals Shaping our understanding of health in Europe (100% paid)

7 Differences between Services and Grants

8 Procurement principles Principle of transparency Principle of proportionality Principle of equal tratment and non-discrimination 5

9 Types of procurement Framework Service Contract Direct Service Contract Specific Service Contract Specific Service Contract Open Call for Tender Specific Service Contract Request for Specific Services to Framework holders

10 Procedure Open Call for Tenders Contract Notice Call for Tenders Questions and Answers Submission and Deadline ted.europa.eu - Invitation to tender - Tender Specifications - Submission forms - Anonymous Questions - Answers to all - Paper Tenders - Electronic files on CD/Memory stick Opening Internal Evaluation Information letters Contract Contract Award Notice - Public Opening - Admissibility Check - Selection Criteria - Award Criteria - Price - Rejection letter - Invitation letter Contract preparation - ted.europa.eu

11 1. Publication Ted

12 Deadline Tender Specifications PDF Form

13 Submission - 3 envelops The Tender must include 3 envelopes: Envelope A: Administrative proposal (Tender submission form plus supporting documents) Envelope B: Technical proposal (open narrative) Envelope C: Financial proposal (financial offer form) The offer has to be sent to Chafea by registered mail or by courier post mail, in a sealed packet containing the 3 envelops, before the date of deadline.

14 To help you to prepare the offer, please consult the Step by step guide for the PDF

15 Who can participate? Natural and legal persons from: 28 Member States of the European Union European Economic Area (Norway, Iceland and Liechtenstein) Types of tenderer: - Single tenderer - Single Tenderer with Subcontractor - Consortium - Consortium with Subcontractor

16 Consortia (Groups of economic operators ) The offer shall clearly specify the role and tasks of each member of the consortium: - The consortium leader: with full authority to bind the consortium and each of its members - Each partner shall fulfil the requirements and accept the terms and conditions set out in the ToR, the contract as well as in all the relevant Annexes In case of awarded tender: All members of the consortium will be jointly and severally liable towards the contracting authority for the performance of the contract.

17 Evaluation Criteria Exclusion criteria Selection criteria Proof of eligibility Economic and Financial Capacity Technical and Professional Capacity Award criteria Price

18 Example: Selection Criteria Professional Capacity 1. Requirements as applying to the tenderer's organisation and consortium (including subcontractor(s)): 1.1. The tenderer or at least 1 organisation in the consortium (including subcontractor(s)) shall have 5 years proven experience in producing high quality Health Reports at National, European or International level 1.2. The tenderer or at least 1 organisation in the consortium (including subcontractor(s)) shall have excellent organisational structures to support the production of high quality Health Reports, such as library access to at least 3 international scientific databases, computing infrastructure for statistical computing and production of high quality charts, maps and layout of reports; 2. Composition of Team: The tenderer or the consortium, including its clearly identified subcontractors, shall be able to put together a team with the following requirements: 2.1. One team leader with at least 8 years of professional experience in health reporting, plus excellent knowledge of the research area of public health, plus excellent knowledge of the organisational structures and competencies of the European Commission in the field of Public Health One team member with at least 5 years of professional experience in project management of European wide projects co-funded under European Union's programmes, or a professional certification in project management (e.g. any PMI certification).

19 Example: Award Criteria Criterion: Quality of the offer or Organisation and management Details: Excellent understanding of the services to be provided under this contract Excellent understanding of the European Union's mandate and legislation in the field of health and health information; The information provided how the team, the work and the resources will be organised to complete the contractual tasks is clear and adequate ; Layout examples of texts, tables, graphics, and maps are provided and adequate; Weighting (max points) and threshold 20 (10)

20 Price ratio 1) The tender with the lowest price will be awarded 100 points. The other tenders will be awarded points on the basis of the following formula: Points = (lowest price/price of the bid in question) x 100 2) Evaluation of the best value for money tender: The quality/price ratio of 70/30 will be applied in the following way: The points awarded for technical quality multiplied by 0,70 The points awarded for the price multiplied by 0,30 The points for technical quality and those for price will then be added together and the tenderers will be ranked according to their total number of points.

21 No obligation to award the contract Completing the adjudication or the procedure of the call for tenders in no way imposes on the an obligation to award the contract. Chafea shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted, nor shall it be liable when deciding not to award the contract.

22 Overview on Priorities Procurement Surveys and target prevention projects for training of health professionals in the area of HIV/AIDS (Open Call) Public health preparedness and response training and exercise (Open Call, Framework) Health innovation and e-health: Use of e-health and Big Data in Healthcare Policy and Research (Open Call) ESIF support in the area of health: building knowledge and capacities for monitoring and implementation, supporting innovation and effectiveness (Open Call) Impact of health systems on health status of the population (Open Call) Health System Performance Assessment - Integrated care assessment ERN - Selection of the independent assessment/evaluation body(ies) in charge of the assessment of the applications of Network and membership proposals - Technical assistance (Framework) Methodology and recommendations for the development of clinical decision-making tools (CDMT) such as clinical guidelines, consensus documents and patient pathways - Study (Open Call) Preparatory work to set up a framework for a sustainable EU collaboration on patient safety and quality of care (Open Call) Tobacco Tracking and Tracing - Tobacco legislation - tracking and tracing (Open Call)

23 Examples from the webpage

24 Thank you for your attention and interest! Dirk Meusel DrPH, CAPM Scientific Project Officer European Commission Health, Agriculture and Food (Chafea) Health Unit

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