This Programme is funded by
the European Union / /
CFCUis the Contracting Authority
of this Programme

CIVIL SOCIETY DIALOGUE –

EU-TURKISH CHAMBERS FORUM

EU-TURKEY CHAMBERS PARTNERSHIP GRANT SCHEME PROGRAMME

PROCUREMENT MANUAL FORSERVICES

CFCU-2009

Procurement Manual for Supplies

This document has been prepared in Turkish and English. In the event of any contentious issues arising, the English version will be binding.

1

Procurement Manual for Services

Procurement Procedure Summary for Services

Numbers given in paranthesis in this document refer to sections in the Procurement Manual. Detailed information on the subject can be found in the relevant sections and documents referred thereof.

Basic Principles:

  1. Standard documents should be used throughout the whole procurement procedure (2.2/4;4;5).
  2. All stages of the procurement procedure should be recorded, all communications with the tenderers should be in writing.
  3. Decisions made and persons taken these decisions throughout the procurement process should be recorded. For direct procurement procedures (€10.000 or less) the recording could be a note to the file made by the project manager or other authorities, if there is one. For a procedure where a tender dossier is prepared, a formal evaluation committee has to be formed (Chairman, secretary, odd number of voting members – minimum 3) (2.2/7; 5.1; 5.2; 5.3)
  4. For circumstances not defined in the Manuals, final decision is under the responsibility of the Grant Beneficiary with the condition that he or she consults and asks support of the Support Unit. Grant Beneficiary should always be prepared to submit written justification for each step taken and for each decision made.
  5. All conditions that affect the tender evaluation (required documents, eligibility criteria, evaluation criteria, etc.) should be mentioned in the tender dossier. Criteria that were not declared to tenderers before their submission of the tenders cannot be taken into account during evaluation (5.3)
  6. Maximum budget allocated for the contract is declared to tenderers in service procurement (2.2/4/i; 3.2/3/i).
  7. The tender is awarded based on the technical scores weighted 80% and financial scores weighted 20%. Tenderers who have received less than 80 out of 100 technical points are regarded as technically incompliant and the corresponding financial offer envelopes are returned unopened. (2.2/7).
  8. In tender and contracts, prices could be quoted in TRY. However, for the sake of minimising risks that could be incurred by fluctuations in the currency and for ease of reporting, it is strongly advised to use € as the contract currency.

Procurement Process

Contract Value (CV)
CV ≤ 10.000 € (3.3) / 10.000 < CV < 50.000 € (3) / 50.000 ≤ CV < 200.000 € (2)
(Not Applicable)
Preparation Stage / Prepare Terms of Reference (3.2/2) / Prepare Terms of Reference (3.2/2)
Prepare simplified tender documents (3.2/3)
Send the documents to SU for checking. / Prepare Terms of Reference (3.2/2)
Prepare tender dossier (2.2/4)
Send the documents to CFCU for checking.
Announcement Stage / Use an invitation letter and terms of reference attached to it, request proposals, preferably from 3 candidates (3.2/4). / Use an invitation letter and simplified terms of reference attached to it, request proposals from at least 3 candidates (3.2/4)
You should have at least 3 eligible offers in order to finalise the tender procedure. / Using an invitation letter and the tender dossier attached to it, request proposals from at least 3 candidates (2.2/5)
You should have at least 3 eligible offers in order to finalise the tender procedure.
Tender Opening / Give reasonable time to tenderers to prepare their offers.
Offers should be delivered in sealed envelopes (3.2/5). / Give at least 30 days for the submission of tenders (2.2/6;3.2/5)
Meanwhile, appoint your evaluation committee (2.2/7)
Receive offers in sealed envelopes. Financial offers should also be in closed seperate envelopes (2.2/6;3.2/5)
Tenders must be numbered based on the order of receival / Give at least 30 days for the submission of the tenders (2.2/6;3.2/5)
Meanwhile, appoint your evaluation committee (2.2/7)
Receive offers in sealed envelopes. Financial offers should also be in closed seperate envelopes (2.2/6;3.2/5)
Tenders must be numbered based on the order of receival
Tender Evaluation / Open envelopes and technically evaluate the proposals.
Award the contract to the lowest bidder among the technically accepted proposals. Record your decision.
Prepare a simple contract.
Inform unsuccessful tenderers in writing (5.4). / Open envelopes and check for administrative compliance and score for technical compliance (2.2/7)..
Open the financial offers of those tenders found to be technically compliant. Calculate final scores (2.2/7.5)..
Prepare evaluation reports (5.1; 5.2; 5.3)
Send the Evaluation Report to SU for checking
Sign the Contract.
Inform unsuccessful tenderers in writing
(5.4). / Open envelopes and check for administrative compliance and score for technical compliance (2.2/7)..
Open the financial offers of those tenders found to be technically compliant. Calculate final scores (2.2/7.5)..
Prepare evaluation reports (5.1; 5.2; 5.3)
Send the Evaluation Report to CFCU for checking
Sign the Contract.
Inform unsuccessful tenderers in writing (5.4).

Table of Contents

1.Introduction

2.Procurement of services for more than €10.000 but under €200.000:

2.1.Procurement procedure step-by-step (flow chart) - negotiated procedure without publication

2.2.Explanation of procurement of services for more than €10.000 but under €200.000 by means of the negotiated procedure

3.Procurement of services for €50.000 or less – simplified procedure

3.1.Procurement procedure step-by-step – simplified procedure

3.2.Explanation of procurement of services for €50.000 or less

3.3.Procurement of services for €10.000 or less: the “single tender procedure”

4.Procurement dossier for Service contracts

5.Annexes for the procurement of services

5.1.Service Tender Opening Report

5.2.Service Tender Evaluation Report

5.3.Evaluator’s grid

5.4.Letter to unsuccessful tenderers

5.5.Service contract award notice

5.6.Addendum to a service contract

5.7.Overview of annexes for the procurement of services

5.8.Checklist for the procurement of services

CFCU-20091/33

Procurement Manual for Services

1.Introduction

This is a help guide for grant beneficiaries wishing to procure services (e.g. provision of training, technical assistance, supervisory services, feasibility studies, consultancies etc) under their contract with the CFCU in the framework of the Civil Society Dialogue – EU-Turkish Chambers Forum; EU-Turkey Chambers Partnership Grant Scheme Programmeimplemented under the coordination of TOBB and Eurochambres.

This document will be made available to grant beneficiaries.

Rules applicable to service contracts are summarised in the table below:

Value / Procedure / ETCF Grant Scheme
Service contracts of €200.000 or more / International restricted tender procedure following publication of procurement notice / Not applicable
Service contracts under €200.000 but more than €10.000 / Negotiated procedure without publication / Not applicable
Service contracts under €50.000 but more than €10.000 / Negotiated procedure without publication: simplified procedure / The Grant Beneficiary (= the Contracting Authority) consults at least 3 service providers
Service contracts with a value of €10.000 or less / Single tender / The Grant Beneficiary may place orders on the basis of a single tender

Three different procurement procedures for the procurement of services are applicable in this programme depending on the amount involved:

procurement of services with a value of €10.000 or less

procurement of service contracts under €200.000 but more than €10.000: this negotiated procedure is subdivided into 2:

  1. Negotiated procedure without publication, and
  2. Negotiated procedure without publication, the simplified procedure (e.g. for simple services such as renting vehicles or making use of one expert/trainer) for an amount up to €50.000. (note: the simplified procedure provides the minimum requirements to comply with: additional requirements can always be added, as is the normal procedure without publication).

Whatever the case may be, the grant beneficiary shall award the procurement contract to the tenderer offering best value for money, that is to say, to the tender offering the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential contractors, care being taken to avoid any conflict of interests.

More detailed information, examples and empty templates for services procurement documents to be used can be obtained from the helpdesks at the PIU and the following websites:

  • The Programme Website:
  • Website of SPO, Ankara, Turkey:
  • Website of CFCU, Ankara, Turkey:
  • An English version of the “Practical Guide to contract procedures for EC external actions” (EU PRAG) is available at the following web-site

Where necessary: individual advice and support will be given to grant beneficiaries within the time available.

2.Procurement of services for more than €10.000 but under €200.000:

2.1.Procurement procedure step-by-step (flow chart) - negotiated procedure without publication

2.2.Explanation of procurement of services for more than €10.000 but under €200.000 by means of the negotiated procedure

Please find below an explanation of each step of the applicable procurement procedure for services between €10.000 and €200.000 as given in the flow chart on the previous page:

Step 1:Define organisation’s needs: how do the project needs fit within the needs of the organisation ? (e.g. see also Grant Application form, Description of the Action, § 1.6. Justification)

Step 2:Decide procurement strategy: the procurement strategy identifies the best way of achieving the objectives of the project and value for money, taking account of the risks and constraints. The aim of a procurement strategy is to achieve the optimum balance of funding, control and risk for a particular project. Examples: For a training programme to be sub-contracted, does one foresee one or more tender procedures and one or more service providers? For an IT project, should the supplier of hardware and software also provide training on the software programme(s)?

Step 3:Prepare terms of reference (ToR): a written document setting out the requirements and/or objectives in respect of the provision of services, specifying, where relevant, the methods and resources to be used and/or results to be achieved. In particular:

  • What do you want: what kind of services are requested ?
  • How much do you want ? What are the required inputs ?
  • When do you want the services to be provided ?
  • The quality of services you want ?

Step 4:Prepare a tender dossier. The tender file should contain the following information: (a) instructions to tenderers, which should include: (i) the award criteria and their weightings (the evaluation grid), (ii) the maximum budget available, (iii) the currency of tenders (€/TRY), (b) shortlist of candidates selected (minimum 3, but better is more, see step 6), (c) general conditions for service contracts, (d) terms of reference indicating the planned timetable for the project and dates from which it is planned that the experts must be available, (e) price schedule (for completion by the tenderer), (f) tender submission form and (g) draft contract form and special conditions with annexes.

OPTIONAL: The Contracting Authority may lay down minimum capacity levels below which it cannot select candidates: these selection criteria concern (a) Economic & financial capacity, (b) Professional capacity, and (c) Technical capacity of the candidate or tenderer. The minimum capacity levels required fixed by the selection criteria may not go beyond the subject of the contract.

Step 5:Invite minimum 3 tenderers to tender. The candidates are sent a letter of invitation to tender accompanied by a tender dossier. Allow a reasonable time for the service providers to respond. The candidates must be allowed at least 30 days from the dispatch of the letter of invitation to tender to submit their tenders.

Step 6:Obtain tenders in writing. If you do not receive at least three valid tenders (i.e. arrived on time and respecting the formal submission requirements), the procedure must be cancelled and started again. Therefore, it would be prudent to invite tenders from more than three service providers. You must choose companies whom you genuinely believe are capable of, and interested in undertaking your contract.

Step 7:Evaluate tenders: compare tenders (price, requirements) and select the most economically advantageous tender based on the requirements and award criteria. These criteria cover both the technical quality and price of the tender.

Evaluation Committee (E.C.): tenders are opened and evaluated by an Evaluation Committee appointed by the Contracting Authority comprising a Chairperson, a Secretary and an odd number of voting members (minimum of three for service tenders). The voting members should have the necessary skills to evaluate offers technically and financially. They must record how they have assessed the offers using the previously stated evaluation criteria and their reasons for the choice of the service provider.

Stages in the evaluation process:

7.1. Receipt and registration of tenders: date and time of reception must be recorded

7.2.Tender opening session (all the envelopes with the technical offers must be opened at the same time): checking the compliance with formal submission requirements (i.e. following the opening of the outer envelope and the opening of the technical offer), see “tender opening checklist”

7.3.Evaluation of offers

Part A: Administrative compliance (see “administrative compliance grid”)

Part B: OPTIONAL: If selection criteria were mentioned in the tender dossier to verify the minimum capacity levels regarding (a) Economic & financial capacity, (b) Professional capacity, and (c) Technical capacity of the candidate or tenderer, then they should be checked before starting the technical evaluation (Part C): tenderers meeting all the minimum requirements will pass and will be accepted for further evaluation, the others will be excluded at this stage.

Part C: Technical compliance (see “technical evaluation grid”). When evaluating technical offers, each (voting) member awards each offer a score out of a maximum 100 points in accordance with the technical evaluation grid (as laid down in the tender dossier). Once the Committee has established each technical offer’s average score (the mathematical average of the final scores awarded by each voting member), any tender falling short of the 80-point threshold is rejected. Out of the tenders reaching the 80-point threshold, the best technical offer is awarded 100 points. The technical scores of the others = (final score of the technical offer in question/final score of the best technical offer) x 100.

7.4.Evaluation of financial offers: upon completion of the technical evaluation, the envelopes containing the financial offers are opened. When evaluating financial offers, the E.C. compares only the fees between the different financial offers. The tender with the lowest total fees receives 100 points. The financial score of the others is = (lowest total fees / total fees of the tender being considered) x 100.

7.5.Conclusion of the Evaluation Committee

The most economically advantageous tender is established by weighing technical quality against price on a 80/20 basis. This is done by multiplying:

The scores awarded to the technical offers by 0,80

The scores awarded to the financial offers by 0,20

The resulting, weighted technical and financial scores are then added together and the contract is awarded to the tender achieving the highest overall score.

Specimen Tender Evaluation Summary

Maximum possible / Tender 1 / Tender 2 / Tender 3
Part 1: Technical Evaluation
Evaluator A / 100 / 55 / 88 / 84
Evaluator B / 100 / 60 / 84 / 82
Evaluator C / 100 / 59 / 82 / 90
Total / 300 / 174 / 254 / 256
Average score (mathematical average) / 174/3=
58.00 / 254/3=
84.67 / 256/3=
85.33
Technical score (actual final score/highest final score) / Eliminated* / (84.67/85.33)x100=
99.22 / 100.00
Part 2: Financial Evaluation
Total fees / Eliminated following technical evaluation / € 951 322 / € 1 060 452
Financial score
(lowest total fees / actual total fees x 100) / 100 / (951 322 /
1 060 452)
x 100 =
89.71
Part 3: Composite Evaluation
Technical score x 0.80 / Eliminated following technical evaluation / 99,22 x 0.80 = 79.38 / 100.00 x 0.80 = 80.00
Financial score x 0.20 / 100.00 x 0.20= 20.00 / 89.71 x 0.20= 17.94
Overall score / 79.38 + 20.00= 99.38 / 80.00 + 17.94= 97.94
Final ranking / 1 / 2

* Only tenders with average score of at least 80 points qualify for the financial evaluation

Step 8:Award contract / Inform those unsuccessful. Notify the successful tenderer and proceed with contract signature. Once you have established a contract you should inform the other service providers that they have not been successful on this occasion. Thank them for their interest in your business and for submitting a quote. Moreover, if the language of the contract is Turkish, prepare a detailed English summary of the tender and award procedure.

Step 9: Don’t forget to manage and monitor the realisation of the contract once it has been awarded. You need to ensure that the service provider is proceeding on time, that the quality of the delivery is conform the quote and the Terms of Reference, and that delivery will still be on the requested date, especially if other parts of your grant action rely on this. As the Contracting Authority you will have to manage any delays caused by any one of your procurements.

3.Procurement of services for €50.000 or less – simplified procedure

3.1.Procurement procedure step-by-step – simplified procedure

3.2.Explanation of procurement of services for €50.000 or less

All procurement between €10.000 and €200.000 should be made following the “negotiated procedure without publication” (see section before). However, in some cases, e.g. for simple services such as renting vehicles or making use of one expert/trainer, it may be more appropriate to use a simplified tender dossier, but still remaining within the “negotiated procedure”.

Under the simple procurement procedure for amounts of €10.000 or less it is allowed to procure services with only one single tender/bid. However this is not recommended, since it is always good practice to obtain competitive quotations to ensure you receive value for money.

For both cases, the general principles of good procurement practice still apply.

Please find below an explanation of the services procurement procedure for amounts of €50.000 or less for each step as shown in the flow chart on the previous page:

Step 1:Define organisation’s needs: how do the project needs fit within the needs of the organisation? (e.g. see also Grant Application form, Description of the Action, § 1.6. Justification)

Step 2:Prepare terms of reference (ToR): a written document setting out the requirements and/or objectives in respect of the provision of services, specifying, where relevant, the methods and resources to be used and/or results to be achieved. In particular: