ANNEX 3 - Simplified TD for Works
Negotiated Procedure:> €10.000 and <
€50.000
Contents
Section I
Simplified Tender Dossier Works under the negotiated procedure: > €10.000 and < €50.000
 Letter of Invitation to Tender
 Annex 1: Simplified Technical Specifications for Works
 Annex 2: Simplified contract for Works < €50.000
 Annex 3: Simplified Works Tender Submission Form
 Annex 4: Financial Identification Form
 Annex 5: Legal Entity File
 Annex 6: Simplified Evaluation Grid for Works tender
 Annex 7: Grant of Facilities
Section II
Standard Forms for the Evaluation Committee

Nomination of an Evaluation Committee

Declaration of impartiality and confidentiality

Simplified Evaluation Report (works / supplies)

Simplified Evaluation Report (services)
Section III

Letter to unsuccessful tenderers for supply/works/services.
Section I
LETTER OF INVITATION TO TENDER
<Grant beneficiary’s headed notepaper>
INVITATION TO TENDER
Project Title and Contract Number :................................................................................
To:
[All the firms of your choice]
Contract Name:
[Construction, refurbishment of………]
Contract Number:
[You give a progressive number for each tender, i.e. SB/01
Dear <Contact name>
INVITATION TO TENDER FOR < Contract title >, < Location >
I am pleased to inform you that your firm is invited to take part in the negotiated tender procedure
for the above contract. The complete tender dossier is attached as Annex 1 to his letter. This
provides you information on the following items to allow you to submit you a tender.
1. General Description
2. Technical Specifications
A- Civil
B- Mechanical
C- Electrical
3. Accessories
4. Tools or Other Required Items
5. Maintenance Requirements
6. Environmental Requirements
7. Labour Law
8. Law
9. Visibility Requirements
10. Origin of Goods and Supplies
11. Eligibility of the Tenderer
You must tender for the whole of the works required by the dossier. Tenders will not be accepted for
incomplete offers.
With the technical and financial offers you should provide:
- a photocopy of the registration of your company
- a photocopy of your Tax number
Payments shall be made in EURO or Dinar as an equivalent to the EURO calculated at the exchange
rate of the bank from which payments are made to the amount value of the works accomplished.
Further information can be obtained from:
[The person in charge in your project]
[Address]
Telephone:
Fax:
We look forward to receiving your offer, in one original and one copy at the address < specify
address> before < date & time of deadline >.
Your quotation should be valid for a period of 30 days from the date of your quotation submission.
If you decide not to submit a tender, we would be grateful if you could inform us in writing,
indicating the reasons for your decision.
Yours sincerely,
<Name>
Annex 1
Simplified Technical Specifications for Works
TECHNICAL SPECİFİCATİONS
Project Name :
...............
Contracting Authority (Legal Name of Grant Beneficiary):
...............
1. General Description
a) Scope of the work
b) Office building is located at ………………
c) Description of the area to be renovated …………………………….
d) The gross area to be renovated is …….m2
e) Information on renovation works (External and internal)
f) Payment conditions
2. Technical Specifications
A- Civil
a) Sills, Thresholds and Copings
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
s)
t)
u)
v)
w)
x)
y)
z)
Steel, Laminated, aluminum and PVC doors, windows and louvers
Flue works
Suspended ceilings
Partition walls
Floor covering
Heating insulation
Waterproofing
Painting
Balustrade
Stair covering
Leveling
Demolition work
Walls
Roofing
Building pavements
Shutters
Auto sliding door
Fire resistant door
Marble threshold
Door handle
Granite Works
Fence
Cubicle (Toilet Partition)
Pillar Covering
Ceramic Wall tiles
B- Mechanical
a) Sanitary Installations
b) Heating Installations
c) Piping Installations
d) HVAC Installations
C- Electrical
a) Cabling infrastructure
b) Cabling
c) Lighting system
d) Grounding and lightning protection system
e) Power sockets/switches
f) Uninterruptible power supply
g) Data and telephone distribution system
h) CCTV Security system
i) TV distribution system
3. Accessories and Attachment
The design documentation (drawings)
4. Tools or Other Required Items
a)
b)
c)
Work Plan and Programme
Quality Assurance System
Design Revisions
5. Maintenance Requirements
I.
The Contractor shall be responsible for making good any defect in, or damage to, any part
of the works which may appear or occur during the maintenance period and which arises
either from:
a) The use of defective plant or materials or faulty workmanship or design of the
Contractor; and/or
b) Any act or omission of the Contractor during the maintenance period;
c) In the course of an inspection made by, or on behalf of, the Contracting Authority.
II. The Contractor shall at his own cost make good the defect or damage as soon as
practicable. The maintenance period for all items replaced or renewed shall recommence
from the date on which the replacement or renewal was made to the satisfaction of the
Supervisor. If the contract provides for partial acceptance, the maintenance period shall be
extended only for the part of the works affected by the replacement or renewal.
III. If any such defect appears or such damage occurs, during the maintenance period, the
Contracting Authority or the Supervisor shall notify the Contractor. If the Contractor fails to
remedy a defect or damage within the time limit stipulated in the notification, the
Contracting Authority may:
a. Carry out the works itself or employ someone else to carry them out at the
Contractor's risk and cost, in which case the costs incurred by the Contracting
Authority will be deducted from monies due to, or from guarantees held against, the
Contractor, or from both; or
b. Terminate the contract.
IV. If the defect or damage is such that the Contracting Authority has been deprived
substantially of the whole or a part of the benefit of the works, the
Contracting Authority shall, without prejudice to any other remedy, be entitled to recover
all sums paid in respect of the parts of the works concerned together with the cost of
dismantling such parts and clearing the site.
V. In emergencies, where the Contractor cannot be reached immediately or, having been
reached, is unable to take the measures required, the Contracting Authority or the
Supervisor may have the work carried out at the expense of the Contractor. The
Contracting Authority or the Supervisor shall as soon as practicable inform the Contractor
of the action taken.
VI. If any unplanned remedy or maintenance works should be required due to normal wear
and tear during the maintenance period it shall be deemed to be due to defective work,
such work shall be paid for from a provisional sum. Deterioration resulting from the
circumstances provided for from abnormal use shall be excluded from this obligation
unless it reveals a fault or defect justifying the request for repair.
VII. The maintenance obligations shall be stipulated in the Special Conditions and technical
specifications. If the duration of the maintenance period is not specified, it shall be 365
days. The maintenance period shall commence on the date of provisional acceptance
VIII. After provisional acceptance the Contractor shall no longer be responsible for risks which
may affect the works and which result from causes not attributable to him. However, the
Contractor shall be responsible from the date of provisional acceptance for the soundness
of the construction, as laid down in the Special Conditions. The Contractor shall be
responsible in accordance with Serbian law.
6. Environmental Requirements
The construction works shall be carried out with a view to minimize the likely adverse impacts
on both the physical environment and the nearby settlement areas. The current
environmental regulations shall be obeyed by the Contractor.
During the construction activities the following mitigation measures shall be taken for
the main issues specified below. However, if required, these measures might be
subject to revision/ modification.
No payment shall be made to the Contractor for the mitigation measures to be taken
on site since it is deemed to be included in the overheads of the Contractor.
Dust
To prevent the dust raised from the roads in the construction sites, the roads shall be
sprinkled with water during dry periods.
The material transporting trucks shall be covered with nylon blankets or with the material with
mesh size greater than 10 mm in accordance with the Regulation on Air Quality Control.
Noise
The noise levels specified in the Noise Control Regulation shall not be exceeded, and the
working hours shall be in accordance with the above stated regulation unless special
permission is obtained from the municipalities.
Protective equipment shall be provided for the workers in accordance with the Labour Law.
Waste water
For the collection of waste water from the construction sites, septic tanks shall be constructed
in sufficient capacity, and periodically evacuated.
The necessary precautions shall be taken to prevent the pollution of the nearby water courses
by the waste water resulting from construction activities.
Traffic disruption
The designated traffic routes shall be used to prevent overloading of the existing roads, and
appropriate signs, such as "Danger", "Entrance Prohibited", etc. shall be placed.
7. Labour Law
Particular attention is drawn to the conditions concerning the employment of labour in Serbia
and the obligation to comply with all regulations, rules or instructions concerning the
conditions of employment of any class of employee.
8. Law
By submitting their tenders, tenderers are deemed to know all relevant laws, acts and
regulations of Serbia that may in any way affect or govern the operations and activities
covered by the tender and the resulting contract.
9. Visibility Requirements
Infrastructure-related projects funded by the EU must be clearly identified as such by means
of display panels describing the project. The number and size of display panels must be
commensurate with the scale of operation and must be clearly visible so that those passing
are able to read and understand the nature of the project. Display panels must visibly carry
the EU and DPT logos and the mention “This project is co-funded by the European Union”
10. Origin of Goods and Supplies
The tender is equally open to all legal and real persons from EU member states and countries
and regions covered by the Regulations on access to Community external assistance. All
supplies must originate from one of the following countries or territories: Member States of
the European Union and Accession Countries (Croatia, Macedonia, Serbia), MEDA Countries
(Algeria, Egypt, Gaza and the West Bank, Israel, Jordan, Lebanon, Malta, Morocco, Syria,
Tunisia, Serbia) and Member States of the European Economic Area (Iceland, Liechtenstein,
Norway).
11. Eligibility of the Tenderer
Your tender should include:
a photocopy of the registration of your company to the Chamber of Commerce (or
another official document showing the tenderer’s name and address and the
registration number given to it by the national authorities
a photocopy of your Tax number
Bill of Quantities
This should be drawn up by the Contracting Authority
Example:
An example is shown below for your guidance. The column “Rate (EURO)” should be completed
by the company tendering for the works contract.
No
Item No
DESCRIPTION
1
DEMOLITION
Unit
Quantity
1
2
3
4
Specif. 20
Specif. 20
Specif. 20
Specif. 20
Removing existing plaster (interior)
Removing existing plaster (exterior)
Removing existing walls and floors
Removing windows. doors & doors frame
m2.
m2.
m2.
no
1500
1000
2000
193
5
6
7
2
14.012/1
15.140/2
17,136
EARTHWORK
Manual Excavation
Manual Sand Laying (thickness=15cm)
Hardcore (thickness=15 cm)
m3
m3
m3
200
41
41
8
3
INFRASTRUCTURAL WORK
18.460/1 150 mm diameter PVC pipe
m
74
m2
190
m2
395
9
10
4
INSULATION WORK
18.466/3 2 layers of bituminous membrane water
insulation.1st layer 3mm glass fiber, 2nd layer
polyester reinforced
19.050/3 Heat insulation on the roof slab 10 cm (fixing
wooden lathes and nails are included
Total
Rate
(EURO)
1.1.
Simplified Contract for Works < €50.000
Annex 2
<Grant beneficiary’s letterhead>
Contract for Works
[Contract Title]
[The name of Grant Beneficiary organisation] represented by Mrs./Mr. [the person authorised to sign
a contract] from now on called “The Contracting Authority”
of the one part,
and [the firm which has won the works contract] represented by Mrs./Mr. [the legal representative of
the firm] from now on called “The Contractor”
of the other part,
have agreed on the conditions stipulated below.
Subject of the Contract: Works and installation of the equipment (if any) mentioned in Article 1
below in conformity with technical specifications, (annexed to this contract) art. 1 a),and on the basis
of the prices of the Contractors quotation.
1. REQUESTED WORKS
Information of the technical requirements for the requested works and goods (if any) is contained in
Annex 1 -Technical Specifications
2. AMOUNT OF THE CONTRACT
The amount of the contract is fixed at ............... Euro/ DINAR) and will be finalised based on the unit
prices and amount delivered at the conclusion of the contract.
3. TIME LIMIT AND PLACE OF DELIVERY
The time limit for the delivery of works and goods (if any) is set for .................(days, weeks or
months) from the date of the signature of this contract by both parties. The works will be delivered
at [destination].
4. PROVISIONAL ACCEPTANCE
Provisional Acceptance will be issued upon completion of all works requested and upon delivery,
installation, putting into operation, inspection, testing, of all the equipment to be supplied (if any)
and if required, training of operators.
5. MAINTENANCE PERIOD AND MAINTENANCE OBLIGATIONS
The deadline for the warranty period is set for (12) months from the issuance of provisional
acceptance certificate. The Contractor shall be responsible for making good any defect in or damage
to any part of the works which may appear or occur during the maintenance period and which arises
either from:
a)
the use of defective plant or materials or faulty workmanship or design of the
Contractor; and/or
b)
c)
any act or mission of the Contractor during the maintenance period;
in the course of an inspection made by, or on behalf of, the Contracting Authority.
6. FINAL ACCEPTANCE
The final acceptance will be issued at the end of the maintenance period.
7. LIQUIDATED DAMAGES
In case of delay during the performance of contract within the period specified in the contract, the
contractor is subject to a penalty of (0.1%) of the contract price of per calendar day of delay.
However, the ceiling of these penalties is 10 % of the total amount of this contract.
In case the 10 percent ceiling is exceeded, the contracting authority reserves the right to terminate
this order/contract.
8. SCHEDULE OF PAYMENT
Payment for the contract value will be made 100% to the contractor’s account within 30 days from
the provisional acceptance.
9. PAYMENT
Payments shall be authorized and made by the Contracting Authority in EURO or DINAR as an
equivalent to the EURO calculated at the exchange rate of the bank from which payments are made
to the amount value of the works accomplished at the Contractor's request.
For the Contractor
Name:
Function:
Signature:
Date:
For the Contracting Authority
Name:
Function:
Signature:
Date:
Simplified Works Tender Submission Form
Annex 3
This template will be completed by the tenderer providing information on his/her
organisation. General expressions non specific to the organisation or the contract
cannot be altered. Contracting Authority may alter the criteria or delete them
altogether.
Ref: < as per letter of invitation to tender >
Contract title: < Contract title >
<Place and date>
One signed tender submission form must be supplied for each Lot.
SUBMITTED by (i.e., the identity of the Tenderer)
Name(s) and address(es) of legal entity
2 CONTACT PERSON (for this tender)
Name
Organisation
Address
Telephone
Fax
e-mail
3
DECLARATION(S)
As part of their tender, the legal entity identified under point 1 of this form, must submit a signed
declaration using the attached format.
4. STATEMENT
To be completed and signed by the tenderer(s)
I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we
have examined and accept without reserve or restriction the entire contents of the tender dossier for
the tender procedure referred to above. We recognise that our tender will be excluded if we propose
key experts who have been involved in preparing this project or engage such personnel as advisers in
the preparation of our tender and that we may also be subject to exclusion from other tender
procedures and contracts funded by the EC.
Signed on behalf of the tenderer
Name
Signature
Date
FORMAT OF THE DECLARATION REFERRED TO IN POINT 3
OF THE TENDER SUBMISSION FORM
(To be submitted on the headed notepaper of the legal entity that is tendering)
<Date>
<Name and address of the Contracting Authority >
Your ref: < Date of invitation >
Dear Sir/Madam
TENDERER'S DECLARATION
In response to your letter of invitation to tender for the above contract, we <Name(s) of legal entity>
hereby declare that we:

are submitting this tender on an individual basis led by ourselves for this contract. We confirm
that we are not participating in any other tender for the same contract, whatever the form of the
application;

are not in any of the situations excluding us from participating in contracts which are listed in
Section 2.3.3 of the Practical Guide to contract procedures for EC external actions (available
from the following Internet address:
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm
agree to abide by the ethics clauses in Section 2.4.11 of the Practical Guide to contract
procedures for EC external actions and, in particular, have no potential conflict of interests or
any relation with other short-listed candidates or other parties in the tender procedure at the
time of the submission of this tender;


and have only included data in the application form concerning the resources and experience of
our legal entity;

will inform the Contracting Authority immediately if there is any change in the above
circumstances at any stage during the tender procedure or during the implementation of the
contract; and

fully recognise and accept that any inaccurate or incomplete information deliberately provided in
this tender may result in our exclusion from this and other contracts funded by the European
Communities.
In the event that our tender is successful, we undertake, if required, to provide the proof usual under
the law of the country in which we are established that we do not fall into the exclusion situations
listed in section 2.3.3 of the Practical Guide to contract procedures for EC external actions. The date
on the evidence or documents provided will be no earlier than 180 days before the deadline for
submission of tenders and, in addition, we will provide a sworn statement that our situation has not
altered in the period which has elapsed since the evidence in question was drawn up.
We agree to provide supporting evidence, if requested, for your satisfaction of the selection criteria
including our financial and economic standing and the technical and professional capacity. The
supporting documents are defined in sections 2.4.12.1.3 and 2.4.12.1.4 of the PRAG.
We are aware that the contract decision will be void if we cannot provide the evidence documents
within 15 calender days of the notification of contract or provide incomplete or false information.
Yours faithfully
<Signature of authorised representative of the legal entity >
< Name and position of authorised representative of the legal entity >
Financial Identification Form
Annex 4
FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY
POSTCODE
VAT NUMBER
COUNTRY
CONTACT PERSON
TELEPHONE
FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY
POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE
DATE + SIGNATURE of ACCOUNT HOLDER :
(Both Obligatory)
(Obligatory)
Legal Entity File
Annex 5
LEGAL ENTITIES
http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm
PRIVACY STATEMENT
PRIVATE COMPANIES
TYPE OF
COMPANY
NGO
YES
NO
(Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF
THE HEAD
OFFICE
POSTAL CODE
P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION
D
D
M
M
Y
Y
Y
Y
REGISTRATION NR
PHONE
FAX
E-MAIL
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF
COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE
REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES;
* A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT
NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
Simplified evaluation grid for Works tender
Annex 6
(negotiated procedure without publication)
(Your Project Title)
Tender Nr.
Title:
Nr.
_____________________
______________________________________________
Name of the
bidder
Administrative
Evaluation
Cert.
Signature
Chamber
of legal
of
repres.
Commerce
(yes/no)
(yes/no)
1
2
3
4
5
Date
Signatures of the Evaluation Committee:
Technical Evaluation
Origin
compliant
(yes/no)
Technical
specificati
ons
compliant
(yes/no)
BoQ
complete
(yes/no)
Completion
requirement
s compliant
(yes/no)
Financial Evaluation
Validity
of the
offer
(yes/no)
Price
without
VAT
Rank
Section II
STANDARD FORMS FOR THE EVALUATION COMMITTEE
(COMMON FOR SERVICES, SUPPLIES AND WORKS)
Nomination of an Evaluation Committee
Nomination of Evaluation Committee
(Title of your Project)
TENDER nr.
_____________
LAUNCHED ON:
_____(date)___
FOR:
(Contracting <works/supplies/services> for < the title of the tender >)
TYPE OF PROCEDURE: Simplified procedure
For the above mentioned tender the Evaluation Committee will be composed as follow:
Chairperson:
Mr./Mrs.___________________________________(non voting member)
First member:
Mr./Mrs.___________________________________(voting member)
Second member:
Mr./Mrs.___________________________________(voting member)
Third member:
Mr./Mrs.___________________________________(voting member)
Secretary:
Mr./Mrs.___________________________________(non voting member)
(If desired)
Invitation to participate as an observer was sent to the LIU,
Date:____________________
The Project Coordinator
_________________________
Signature
Declaration of impartiality and confidentiality
To be completed by all persons involved in an evaluation process (including members of the
Evaluation Committee, whether voting or not-voting and any observers)
Publication ref:____________________
I, the undersigned, hereby declare that I agree to participate in the evaluation of the abovementioned tender procedure. By making this declaration, I confirm that I have familiarised
myself with the information available to date concerning this [tender procedure / call for
proposals]* including the provisions of the Practical Guide to contract procedures for external
actions relating to the evaluation process.
I shall execute my responsibilities impartially and objectively.
I hereby declare that I am independent1 of all parties which stand to gain from the outcome of
the evaluation process2. To the best of my knowledge and belief, there are no facts or
circumstances, past or present, or that could arise in the foreseeable future, which might call
into question my independence in the eyes of any party; and, if I discover or should it become
apparent during the course of the evaluation process that such a relationship exists or has been
established, I will declare it immediately and cease to participate in the evaluation process. I
declare that I have not been employed by any of the tenderer, their consortium members or
subcontractors within the previous 3 years.3
I further declare that to the best of my knowledge, I am not in a situation that could cast doubt
on my ability to evaluate the tenderer(s).
I agree to hold in trust and confidence any information or documents ("confidential
information") disclosed to me or discovered by me or prepared by me in the course of or as a
result of the evaluation and agree that it shall be used only for the purposes of this evaluation
and shall not be disclosed to any third party. I also agree not to retain copies of any written
information or prototypes supplied.
Confidential information shall not be disclosed to any employee or expert unless they agree to
execute and be bound by the terms of this Declaration.
Name
Signed
Date
Taking into consideration whether there exists any past or present relationship, direct or
indirect, whether financial, professional or of another kind.
2 i.e., all [candidates/applicants/tenderers]* who are participating in the [tender/call for
proposals]*, whether individuals or members of a consortium, or any of the partners or
subcontractors proposed by them.
3
if you cannot declare this, please indicate the name of the employer, the duration and your
position
1
Simplified Evaluation Report
(negotiated procedure without publication)
TENDER Nr. :
SIMPLIFIED EVALUATION REPORT
………………………………..
TENDER TITLE : ………………………………..
Procedure:
Value of the tender:
Negotiated Procedure without publication - < Works / Supplies >
………………………………..
For the above mentioned tender, the following firms were invited to tender:
Nr.
Name of the firm
Town
1
2
3
4
5
The following firms presented offers that were delivered to us in duly time:
Nr.
Name of the firm
1
2
3
4
5
Town
The Evaluation Committee examined all the offers using the “Simplified evaluation grid for <
works / supplies > tender” annexed to this document.
The following offers were disqualified for being not compliant with the requirements:
Nr.
Name of the firm
Reason <Examples>
1
<origin of the company not compliant>
2
<technical specification not compliant>
3
<document not signed>
4
<period for completion not compliant>
5
<BoQ not completed>
The final ranking of the tenders which were not excluded during the evaluation is as follows, in
order of the arithmetically corrected financial offers:
Nr.
Firm
Price offered
Consequently, the Evaluation Committee recommends that the contract is awarded as follows:
<Firm name> for a total value of____________________.
Signatures of the Evaluation Committee members:
Section III Letters to unsuccessful tenderers
(I) For Service Tenders
< Letterhead of Contracting Authority >
< Contract title >, < Location >
< Date >
< Address of tenderer >
Our ref: < Publication reference > / < Letter number >
Dear < Contact name >
Thank you for participating in the above-mentioned tender procedure. I regret to inform you,
however, that the tender submitted by you was not successful for the following reason:
[Delete rows not applicable]

your tender did not arrive before the deadline

your tender was not administratively compliant

The technical offer was not considered to meet the award criteria sufficiently closely (see table
below)

The financial offer exceeded the maximum budget available for the contract

your tender was not the most economically advantageous of those tenders which were
technically compliant (see table below)

< to be specified >
For your information, the Evaluation Committee recommended that the contract should be
awarded to <name of selected tenderer>. Your average scores awarded by the evaluators
according to the award criteria, as well as those for the selected tender, were as follows:
Org &
methodoly
Key
exp 1
Key
exp 2
Key
exp 3
…
Technic
al score
x 0.80
Financial
score x
0.20
Overall score
Your
tender
Selected
tender
Although we have not been able to make use of your services on this occasion, I trust that you will
continue to take an active interest in our initiatives.
Yours sincerely
< Name >
(II)Letter to unsuccessful tenderer (for supply / works tenders)
< Letterhead of Contracting Authority >
< Date
>
< Address of tenderer >
Our ref: < Publication reference > / < Letter number >
Dear <Contact name>
< Contract title >, < Location >
Thank you for participating in the above-mentioned tender procedure. I regret to inform you,
however, that the tender submitted by you was not successful for the following reason(s):
[Delete rows not applicable]

your tender did not arrive before the deadline

your tender was not properly sealed

the declarations required with your tender form for a works contract were altered or
were missing
your tender included a firm whose nationality is not that of one of the EU Member
States or the countries and territories of the regions covered and/or authorised by the
Regulation or other specific instruments applicable to the programme under which the
contract is to be financed
no tender guarantee was provided with your tender










the proportion of sub-contracting foreseen in your tender exceeded the maximum
allowed in the tender dossier
your (consortium's) economic and financial standing was not considered to satisfy
criterion <a/b/…> specified in the tender dossier
your (consortium's) professional capacity was not considered to satisfy criterion
<a/b/…> specified in the tender dossier
your (consortium's) technical capacity was not considered to satisfy criterion <a/b/…>
specified in the tender dossier
your technical offer was not considered to respect the rules of origin specified in the
tender dossier
your technical offer was not considered compliant on the following aspects of the
technical specifications:
your financial offer exceeded the maximum budget available for the contract
your tender was not the least expensive of those tenders which were technically
compliant
For your information, the contract has been awarded to <name of successful tenderer> for an
amount of <amount euro/TRY>. Although we have not been able to make use of your services on
this occasion, I trust that you will continue to take an active interest in our initiatives.
Yours sincerely
< Name >