Simplified tender dossier for services > €10.000 and < €50.000
ANNEX I
Simplified Tender Dossier - Services
Negotiated Procedure: Between €10.000 - €50.000
SECTION I: STANDARD TENDER DOSSIER TEMPLATES

Letter of Invitation to Tender

Annex 1: Simplified Terms of Reference

Annex 2: Simplified contract

Annex 3: Simplified Service Tender Submission Form

Annex 4: Bank account notification form

Annex 5: Legal Entity File

Annex 6: Simplified Evaluation Grids for Services Tender

Annex 7: Outline for Technical Offer
SECTION II: STANDARD FORMS FOR THE EVALUATION COMMITTEE

Nomination of an Evaluation Committee

Declaration of impartiality and confidentiality

Simplified Evaluation report
1
Simplified tender dossier for services > €10.000 and < €50.000
SECTION I: STANDARD TENDER DOSSIER TEMPLATES

Letter of Invitation to Tender

Annex 1: Simplified Terms of Reference

Annex 2: Simplified contract

Annex 3: Simplified Service Tender Submission Form

Annex 4: Bank account notification form

Annex 5: Legal Entity File

Annex 6: Simplified Evaluation Grids for Services Tender

Annex 7: Outline for Technical Offer
2
Simplified tender dossier for services > €10.000 and < €50.000
LETTER OF INVITATION TO TENDER
<Grant Beneficiary’s letterhead>
Project Title and Contract Number: ______________________
INVITATION TO TENDER
To:
_____________
Contract Title:
Dear <Contact name>
1.
You are invited to submit your technical offer and price quotation(s) for the provision of the following
services:
(i)
____________________
(ii)
____________________
(iii)
____________________
2.
Information on the required services is contained in Annex 1: Terms of Reference
3.
You have to quote for all the listed services in this invitation. The contract shall be awarded as a
whole.
4.
Your quotation(s) in the required format should be addressed to
[Address]
Telephone:
Fax:
5.
The financial offer should be accompanied by a technical offer i.e. adequate documentation and CVs
and other printed material or pertinent information for each of the requested services, e.g. an outline
of the approach proposed, a timing, sequence and duration of the proposed activities, taking into
account mobilisation time, etc. Technical offer and financial offer –should be put into separate sealed
envelopes.
6.
The price should be without VAT because our project has been exempted from the payment of this
tax
7.
The deadline for receipt of your offer (technical and financial) in is …./…./….. and ……..hrs.
Quotations should be delivered by courier, hand delivery or by registered mail.
8.
Other Conditions of contract are as follows:
(i)
PRICES: payments shall be made in EURO or Dinar as an equivalent to the EURO value of
the contract calculated at the exchange rate of the bank from which payments are made.
(ii)
PAYMENT: for your invoice will be made on completion of the contract.
(iii)
BUDGET:: the maximum budget available for this contract is set at …. EURO.
(iv)
EVALUATION: the most economically advantageous tender will be selected by weighing
technical quality against price on a 80/20 basis 1
(v)
VALIDITY: your quotation should be valid for a period of …… days from the date of your
quotation.
3
Simplified tender dossier for services > €10.000 and < €50.000
9. Further information can be obtained from:
[The person in charge in your project]
[Address]
Telephone:
Fax:
10. Please confirm by fax or e-mail the receipt of this invitation and whether or not you will submit an
offer.
Yours sincerely,
[Signature]
4
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 1 : SIMPLIFIED TERMS OF REFERENCE
SIMPLIFIED TERMS OF REFERENCE
TERMS OF REFERENCE
Contract Name: _________________
The Terms of Reference (ToR) should describe the following where the headings are appropriate
1.
1.1.
1.2.
BACKGROUND INFORMATION
General information about your project
Contracting Authority
(state the legal name of your organisation responsible for managing the contract)
2.
2.1
CONTRACT OBJECTIVES
Results to be achieved by the service provider
(The ToR should describe in detail the nature and quantity of the outputs of the services to be
provided).
3.
3.1.
3.2.
SCOPE OF THE WORK
General
Specific list of activities
A clear and detailed list of tasks to be undertaken in order to achieve the contract objectives.
Outputs
Outputs of the specific activities should be specified
3.3
4.
4.1.
4.2.
5.
5.1.
5.2.
6.
6.1.
6.2.
6.3.
LOGISTICS AND TIMING
Location where the service should be provided
Identify the location (i.e, city/town) for the provision of the services
Commencement date & Period of execution
The intended commencement date is <date> and the period of execution of the contract will be <
number > months from this date.
REQUIREMENTS
Personnel
(State requirements to all the experts (education, skills, experience, etc.) who you assume to have a
role in implementing the contract. They are referred to as key experts.
Uredjaji Facilities and own equipment to be provided by the Service provider. No equipment is
allowed to be procured.. DOBIJE
(State if the Service provider should assure own equipment - office computer, training equipment or
any other equipment you deem appropriate.
MANAGEMENT / SUPERVISION AND FINAL APPROVAL
Supervisor
The person in charge inside your organisation to supervise the execution of the services.
Definition of performance indicators
State criteria the supervisor will use to evaluate the performance of the service provider and to
access whether the services achieved the desired results.
Special requirements or conditions
(State additional requirements, if any – i.e. respect of EU Visibility, etc).
5
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 2 : SIMPLIFIED CONTRACT FOR SERVICES
<Grant beneficiary’s headed notepaper>
Contract for Service
[Title of the Contract]
To: [Name of the Legal representative of the entity which has won the service contract]
Address: [Address of the firm]
Dear Sirs,
The [Name of Grant Beneficiary] would like to place an order for the service mentioned in Article 1 below to
tender including the Terms of Reference and Invitation to Tender (annexed to this contract), on the basis of
your offer and prices in your quotation.
1. REQUESTED SERVICES
[List of services requested, stated as an attachment 1 to this contract)]
2. AMOUNT OF THE CONTRACT
The amount of the order is fixed at ............... Euro/TRY and is not subject to revision.
3. TIME DURATION AND PROJECT LOCATION
The time limit for the service contract is set for .................(days, weeks or months) from the date of the
signature of this contract by both parties. The service contract will be started on ……….. and completed on
……………………………….
4. PAYMENT
Payment for your invoice will be made 100% against the acceptance procedure. Payments shall be made to
the bank account declared by the Contractor.
For the Company
For the Grant Beneficiary
Name:
Name:
Function:
Function:
Signature:
Signature:
Date:
Date:
Attachment
A. Terms of Reference (Annex 1)
B. Technical Offer, incl. CVs of key staff (Annex 4)
6
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 3: SIMPLIFIED SERVICE TENDER SUBMISSION FORM
Negotiated procedure below €50.000 (minimum 3 compliant offers)
Ref: < as per letter of invitation to tender >
Contract title: < Contract title >
One signed tender submission form must be supplied.
1
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
I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we have
examined and accept the entire contents of the tender dossier for the tender procedure referred to above.
We offer to provide the services requested in the tender dossier on the basis of the following documents,
which comprise our Technical and Financial offer presented in two separate sealed envelopes:

Technical Proposal

Key expert(s) and their CVs

Tenderer's declaration

Completed financial identification form providing details of the bank account into which payments
under the proposed contract should be made in the event that we are awarded the contract

Completed legal entity file
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
7
Simplified tender dossier for services > €10.000 and < €50.000
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: < Contract ref >
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://europa.eu.int/comm/europeaid/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.
Yours faithfully
<Signature of authorised representative of the legal entity >
< Name and position of authorised representative of the legal entity >
8
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 4 : BANK ACCOUNT NOTIFICATION FORM
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)
9
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 5 : LEGAL ENTITY FILE
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
10
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 6 : SIMPLIFIED EVALUATION GRIDS FOR SERVICES TENDER2
(negotiated procedure without publication)
(Your Project Title)
Tender Nr.
Title:
Overall decision?
(Accept / Reject)
Key experts CVs
included?
(Yes/No)
Tenderer's
declaration signed
(Yes/No)
Organisation &
methodology exists?
(Yes/No)
Tender submission
form duly
completed?
(Yes/No)
Tenderer
name
Proposal received
before the
submission
deadline? (Yes/No)
ADMINISTRATIVE COMPLIANCE GRID
Tender envelope
number
1.
_____________________
______________________________________________
1
2
3
4
5
Chairperson's name
Chairperson's signature
Date
2.
Specimen Technical Evaluation grid
Proposed criteria and their weights are given below. Depending on the specifications of the project, these
criteria and the weights can be modified.
Maximum
Organisation and methodology
Rationale
Strategy
Timetable of activities
Total score for Organisation and
methodology
Key expert
Qualifications and skills
General professional experience
Specific professional experience
Total score for Key expert
Overall total score
Tender 1
Tender 2
Tender 3
15
15
10
40
15
15
30
60
100
Each voting member of the Evaluation Committee completes individually the table above.
The Evaluation Process is explained in detail in the “AKKM Procurement Manual for Services”, and can be downloaded from the
following website: www.eu-akkm.org.
2
11
Simplified tender dossier for services > €10.000 and < €50.000
3.
SAMPLE Tender Evaluation Summary
[The table below is an explanatory sample where the offers are evaluated by three voting members of the
evaluation committee]
Maximum
possible
Tender 1
Tender 2
Tender 3
55
60
59
174
174/3=
58.00
88
84
82
254
254/3=
84.67
84.67/85.33=
99.22
84
82
90
256
256/3=
85.33
€ 27 000
€ 28 500
100
27 000 /
28 500
x 100 =
94.74
99,22 x 0.80 =
79.38
100.00 x 0.20=
20.00
79.38 + 20.00=
99.38
100.00 x 0.80 =
80.00
94,74 x 0.20=
18.95
80.00 + 18.95=
98.95
1
2
Part 1: Technical Evaluation
Evaluator A
Evaluator B
Evaluator C
Total
Average score
(mathematical average)
100
100
100
300
Technical score (actual
final score/highest final
score)
Eliminated*
100.00
Part 2: Financial Evaluation
Total fees
Financial score
(lowest total fees / actual
total fees x 100)
Eliminated
following
technical
evaluation
Part 3: Composite Evaluation
Technical score x 0.80
Financial score x 0.20
Overall score
Final ranking
Eliminated
following
technical
evaluation
* Only tenders with average score of at least 80 points qualify for the financial evaluation
Date
Signatures of the Evaluation Committee:
12
Simplified tender dossier for services > €10.000 and < €50.000
ANNEX 7: TECHNICAL OFFERS
Please submit your technical offer in free format covering the following information:
Main aspects of the strategy for the services proposed
Activities, including the preparatory phase
Activity Schedule
Information on the services provided by the tenderer, certificates, brochures, etc.
CV’s of the experts proposed
The Financial offer should be put in a separate envelope and submitted together with the Technical
Offer.
13
Simplified tender dossier for services > €10.000 and < €50.000
SECTION II: STANDARD FORMS FOR THE EVALUATION COMMITTEE

Nomination of an Evaluation Committee

Declaration of impartiality and confidentiality

Simplified Evaluation report
14
Simplified tender dossier for services > €10.000 and < €50.000
1. NOMINATION OF AN EVALUATION COMMITTEE
(Title of your Project)
Nomination of Evaluation Committee
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 PMU, the TAT, other..)
Date:____________________
The Project Coordinator
_________________________
Signature
15
Simplified tender dossier for services > €10.000 and < €50.000
2. DECLARATION OF IMPARTIALITY AND CONFIDENTIALITY
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 above-mentioned tender
procedure. By making this declaration, I confirm that I have familiarised myself with the information available
to date concerning this tender procedure including the provisions of the Practical Guide to contract
procedures for external actions relating to the evaluation process. I further declare that I shall execute my
responsibilities honestly and fairly.
I am independent3 of all parties which stand to gain from the outcome of the evaluation process 4. 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, should
it become apparent during the course of the evaluation process that such a relationship exists or has been
established, I will immediately cease to participate in the evaluation process.
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
3
Taking into consideration whether there exists any past or present relationship, direct or indirect, whether financial, professional or
of another kind
4 i.e., all [ tenderers / applicants ]* 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
16
Simplified tender dossier for services > €10.000 and < €50.000
3. SIMPLIFIED EVALUATION REPORT
(negotiated procedure without publication)
SIMPLIFIED EVALUATION REPORT
TENDER Nr. :
………………………………..
TENDER TITLE :
………………………………..
Procedure:
Value of the tender:
Negotiated Procedure without publication ………………………………..
For the above mentioned tender, the following firms were invited to tender:
Nr.
Name of the firm
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
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.
Name of the 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
17