Procurement is carried out through a series of precise steps which are commonly referred to as the Pro-curement Cycle and which require management of far more than simple purchasing activities. The ma-jor steps as envisaged for the project are shown here below:

1. Planning and identification of requirements: ensure coherency of procurement procedures as agreed by the Financing Institution /Donors and Beneficiaries. Technical staff of the PMU may assist the Procurement department’s staff.
2. Assurance of adherence to Financing Institution and donor regulations: continuous controls need to be carried out to guarantee the correctness of expenditure of funds and safeguarding of public interests as well as the respect of international trade agreements, eligibility criteria, etc.

3. Preparation and issue of tender documents: in the light of the preliminary administrative as-sessments and technical requirements, documents are drawn up according to donor regulations to provide the clearest possible details to potential suppliers, permitting the submission of effi-cient bids. Errors during this phase may render useless the procurement activity and delay im-plementation through the need for rebidding.

4. Analysis and evaluation of Prequalification and Tenders: scrupulous attention is required in the methodology and techniques of evaluations. Transparency of procedure is vital at this stage. Recommendations must be made according to the most suitable bid resulting from the objective implementation of pre-established evaluation criteria.

5. Contract negotiation and placement: instructions to the suppliers must be given in a clear man-ner according to the terms and conditions of the funding agency, donors and the specific re-quirements of the recipient.

6. Logistics arrangements and supervision: assistance may be required by the suppliers and recipi-ents for the correct receipt of goods and services..

7. Financial administration, and reporting: the PMU’s Finance and Procurement department must answer to the funding agency for budget control, financial control and cash flow analysis, and be in a position at all times to clearly demonstrate the correct disbursement of funds, detail pro-ject implementation and bring to light any problems which may occur, indicating also possible solutions.

IMPORTANT ASPECTS

General Principles
Contracts must be awarded to the most economically advantageous tender, (i.e. that which offers the best price-quality ratio), in accordance with the principles of transparency and fair competition for po-tential contractors and taking care to avoid any conflicts of interest.

Compliance with Rules
In the event of failure to comply with the rules expenditure on the operations in question will not be eligible for EC financing.

EC Checks
Tendering and contracting are subject to ex-ante approval (endorsement) by the Commission for each type of procurement and procedure followed (e.g. tender dossier, evaluation procedure, evaluation re-port, contract etc.).

Contract Rules and Procedures

There are strict rules governing the way in which contracts are awarded. These help to ensure that suitably qualified contractors are chosen without bias and that the best value for money is obtained, with the full transparency appropriate to the use of public funds.

Procedures established by the European Commission for procurement under the relevant EC external aid programmes are consolidated the Practical Guide.

The EC website www.europa.int/comm/europeaid/tender/gestion/indexen.htm must be visited regularly to check for updates.

Before initiating any tender procedure, the service, supply or works to be contracted must have been approved in a Financing Agreement

Supply of Vehicle for PMU
Ref. : EuropeAid/128677/N/SUP/EG

• Tender part1.pdf
• Tender part2.pdf
• Financial Identification.pdf
• Legal Entities Private Companies.pdf
• Legal Entities Public Companies.pdf