How to submit a good tender for BTSF. BTSF Guideline for Tender
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1 How to submit a good tender for BTSF BTSF Guideline for Tender
2 Who can submit an offer? Participation in public procurement procedures is open on equal terms to all natural and legal persons from: - the 27 MSs of the EU, - countries party to the Agreement on the European Economic Area (EEA), such as Iceland, Liechtenstein or Norway, - Croatia, Former Yugoslav Republic of Macedonia and Albania under their own Stabilisation and Association Agreements (SAA).
3 Who can submit an offer? In case of purchase of services also: - Canada, Chinese Taipei, Hong Kong China, Israel, Japan, Republic of Korea, the Netherlands with respect to Aruba, Singapore, Switzerland and the United States - countries party to the Multilateral Agreement on Government Procurement concluded within the WTO, - Mexico and Chile on the basis of their bilateral agreements with the European Union. - Organisations from other countries can only participate as subcontractors of the tenderer.
4 Where can you find info? Internet Sites All Calls for Tender are published through: TED (Tenders Electronic Daily): BTSF Site: or
5 Where can you find info? Main Documents Contract Notice: summary of the main main details of the future contract (estimated volume, subject, TED, BTSF Site Invitation to Tender: details of the submission of the tender (address, deadlines, BTSF Site Technical Specification: detailed information on the call for tender along with the necessary forms and templates and the draft BTSF Site
6 Where can you find info Other BTSF Documents (all available at the BTSF Site) Guideline for Tenders: information concerning the preparation of tenders and their evaluation (in preparation) Operational Guideline: information and suggestions on the implementation of projects for BTSF Contractors Technical Specification: information and suggestion on the use of visibility elements during the communication on BTSF Contracts.
7 Organisation of the Tender: Three separate parts Administrative Offer Technical Offer Financial Offer
8 Organisation of the Tender: Concerning all the three parts 1 Please include: Page numbers preferably continuous numbering thorough the offer part including attached forms and other documents; Table of Content
9 Organisation of the Tender: Concerning all the three parts 2 To avoid missing information and to help the evaluation: Follow a logical order when compiling the offer; e.g.: order of requirements in the Technical Specification! Answer all the requirements!
10 Organisation of the Tender: Administrative offer 1: - Exclusion Criteria - Selection Criteria - Eligibility - Economic and financial capacity - Technical and professional capacity
11 Organisation of the Tender: Administrative offer 2: - the exclusion criteria (Chapter 16.1 of TS) Annex IV each member of the consortium and each subcontractor), - the eligibility criteria (Chapter of TS) Annex Ia, and the relevant documentary evidence according to the respective national law; Annex IIa, IIb, and IIc, for natural persons Annex II also
12 Organisation of the Tender: Administrative offer 2: the economic and financial capacity criteria (Chapter of TS) Annex VII for each member of the consortium, balance sheets and profit & loss accounts regarding the two last closed years, at the time of submission of the tender; the technical and profession capacity criteria (Chapter of TS) CVs of the Project Leader and the experts, Annex X filled in and signed for the PL and the experts; a summary table with the PL and tutors/experts required in the TS; a list of relevant project experiences.
13 Organisation of the Tender: Technical offer: detailed description of the technical solutions proposed by the tenderer preferably in the order of the evaluation criteria (and sub-criteria) in Chapter 17.1 of the TS; Concrete examples any other document the tenderer consider useful to substantiate or justify its offer.
14 Organisation of the Tender: Financial offer: Annex V filled in and signed on each page by the Project Leader; The information relating to the financial offer and its supporting documents must not appear anywhere else in your offer
15 Language: Evaluations in English submit a tender not in English possible; please inform EAHC ASAP
16 Tender parcel 1. Sealed and addressed properly Proper sealing is very important one of the few exclusion reasons at the opening Address: as in the Invitation to Tender Please clearly indicate - that it is a tender - the ID of the Call for Tender (EAHC/2010/BTSF/XX) - the ID of the Lot (Lot X: [title] the tender is submitted for
17 Tender parcel 2. Content Three individually sealed envelopes. Administrative Offer - 1 original and three numbered paper copies along with 1 electronic copy (CD, USB key, etc.) Technical Offer - 1 original and three numbered paper copies along with 1 electronic copy (CD, USB key, etc.) Financial Offer - 1 original and three numbered paper copies along with 1 electronic copy (CD, USB key, etc.) All (incl. the electronic copies) shall be clearly labelled!
18 Submission deadlines: Set in the Invitation to tender - For hand delivery: the day (normally last working day of the week) of deadline at 16:00!!! - For courier post and normal post: the day of deadline Please send the proof of submission to: [email protected]
19 Evaluation of Offers Phases Opening of the offers public procedure Evaluation of the tenders not public Awarding
20 Evaluation of Offers Communication between tenderers and EAHC Phase Publication of CfT Q & A Tender submission Tenderer Clarification questions Submission of offer EAHC Call for Tender Clarifications Tender Opening Tender Evaluation Clarification Tender Opening Clarification questions Awarding Request for further info Information to (un)successful tenderers
21 Guideline for Tenders Chapters 1 I. INTRODUCTION II. LEGAL FRAMEWORK III. INFORMATION ON THE BTSF CALLS FOR TENDER IV. CONSIDERING WHETHER OR NOT TO SUBMIT AN OFFER V. COLLABORATING WITH OTHER COMPANIES VI. PREPARING YOUR OFFER
22 Guideline for Tenders Chapters 2 VII ORGANISATION OF YOUR OFFER VIII. SUBMITTING YOUR OFFER IX. OPENING OF THE OFFERS X. ASSESSMENT OF TENDERERS AND OFFERS XI. OUTCOME OF THE CALL FOR TENDERS
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