ipa programme management training 12-19 september 2011 [email protected]
DESCRIPTION
Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey. - PowerPoint PPT PresentationTRANSCRIPT
This project is co-financed by the European Union and the Republic of Turkey
1
Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım
Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey
This project is co-financed by the European Union and the Republic of Turkey
2
Procurement of worksProcurement of works
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
3
Single tender (< or equal to 10,000 Euro)Competitive Negotiated procedure (>10,000Euro <
300,000 Euro)Local open tender (> or equal to 300,000 Euro and <
5,000,000 Euro)International open tender (> 5,000,000 Euro)
Budget v/s ProcedureBudget v/s Procedure
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Single TenderSingle Tender
• Minimum of one company required• Letter of invitation and tender dossier sent• Evaluation to follow the procedure for open
works tenders
4IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Competitive Negotiated Competitive Negotiated ProcedureProcedure
No procurement notice needs to be publishedMinimum of three contractors to be consultedLetter of invitation and tender dossier sentA minimum of three technically compliant offers must be
receivedEvaluation to follow the procedure for open works
tenders
5IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Local Open ProcedureLocal Open ProcedureProcurement forecast & notice published only in beneficiary country. EC publishes reference on the Internet with address from which interested
companies can obtain further informationTender dossiers either picked up at CA or sent to interested tenderersA fee can be charged to cover the cost of the preparation of the tender
dossierOften the tender dossier, particularly the Technical Specifications, will be
prepared by an external expertClarification or site meetings may be foreseenVariant solutions may be taken into account if permitted by the Contracting
Authority, and are:Submitted by tenderer with the least expensive compliant offer, andThey meet the required technical specifications Bids formally evaluated (minimum of 3 voting members required)
6IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
International Open procedureInternational Open procedure
• Procurement forecast & notice to be published on the Internet, in the Official Journal of the European Communities and in the media
• Tender dossiers either picked up at CA or sent to interested tenderers• A fee can be charged to cover the cost of the preparation of the tender dossier• Often the tender dossier, particularly the Technical Specifications, will be prepared by
an external expert• Clarification or site meetings may be foreseen• Variant solutions may be taken into account if permitted by the Contracting
Authority, and are:
o Submitted by tenderer with the least expensive compliant offer, and
o They meet the required technical specifications • Bids formally evaluated (minimum of 5 voting members required)• In exceptional and justified cases, and with the approval of the EC, a
restricted tender procedure may be used.
7IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Negotiated ProcedureNegotiated Procedure
In certain circumstances, and with EC approval, a negotiated procedure may be used, notably: Where there is an urgency incompatible with the appropriate
tendering/contracting timetable
For unforeseen additional works becoming necessary to be carried out by existing contractor
Where such works cannot be separated from main contract
Where such works can be separated but are absolutely necessary
Aggregate cost of contracts awarded for additional works cannot exceed 50% of original contract
Where a tender has been unsuccessful
8IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Works Tender DossierWorks Tender Dossier
Volume 1Section 1 : instructions to tenderersSection 2 : Tender Form and Appendix to the tenderSection 3 : tender guarantee formSection 4 : questionnaireSection 5 : Administrative Compliance Grid and Evaluation grid
Volume 2Section 1 : contract formSection 2 : general conditions for works contracts FIDIC Section 3 : particular conditionsSection 4 : specimen performance guaranteeSection 5 : specimen prefinancing payment guaranteeSection 6 : specimen retention guaranteeSection 7: tax and customs arrangements
Volume 3Technical specifications
Volume 4Financial Interpretative NoteFinancial offer lump sum contracts / financial offer unit price contracts
Volume 5Design documents, including drawings
9IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
FIDICFIDIC
Federation Internationale des Ingenieurs-Conseils
10IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
What is FIDIC?What is FIDIC?
Federation of Consulting Engineers CouncilFounded in 1913 (Based in Switzerland)Mission is to promote Engineering Expertise and fair
procurement Extensive bookshop (cash on delivery)Represents member organisations in 68 countriesWeb site is http://www.fidic.org
11IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
FIDIC BooksFIDIC Books
12
Short Form Construction EPC Turnkey Plant and Design Build
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Which Book ?Which Book ?
13
Is it a straightforward and simple project?
Is there any risk on design or process?
Are the market and the
unprecedented risks high?
Fixed price – turn key Restricted client
contribution High market risks
no
yes
yesDETAILED EXAMINATION
Correct according to Client`s requisitions
and then create a modified contract
yes
no
yes
nono
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
FIDIC Red BookFIDIC Red Book
14
The Client carries out all the engineering services and copes with the risks.
The Consultant is responsible for the management and supervision.
Checking and supervision of the design and Works, approval of those or rejection are Consultant's responsibilities
The Contractor is paid per production and based on unit prices, risk of cost overrun is the risk of the Client.
During the implementation of the Works detailed tests are performed. Usually tests are simpler during the Handover Period and Start-up.
Disputes are caused are due to unexpected extra Works and increase of Cost.
There is usually a cost overrun Consultant works as a daily Arbitrator.
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
FIDIC Yellow BookFIDIC Yellow Book
15
The Contractor carries out all the detail engineering services.
The Contract deals not with "HOW TO DO" but with "WHAT TO DO"
The main document is the "Employers Requirements" and explains what performance and quality is expected.
The Contractor takes most of the risks including the overrun in quantity and cost.
The Client may hold the authority to approve the design. Management and supervision of the contract is carried
out by the Consultant. Checking and supervision of the design and Works,
approval of those or rejection are Consultant's responsibilities
The Contractor is paid on a calendar basis at on some milestones.
During the implementation of the Works simpler tests are performed. Usually tests are more complicated during the Handover Period and Start-up.
Disputes are caused are due to different interpretation of the "Employer's Requirements"
Consultant works as a daily Arbitrator.
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Fundamentals of Works Fundamentals of Works Tender DossiersTender Dossiers
Conditions of Contract (CC) – part of the Tender Dossier, respectively of the future contract that are addressing specific issues, required for the contract implementation.
General C – are establishing a set of rules, generally valid in all EU financed contracts
Special C – are modifying, amending, supplementing the General C, for including in the contract the specificities of a certain country, or of a certain project.
16IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
• Contract (Agreement)• Tender Form with its appendix• Particular Conditions of Contract• General Conditions of Contract• Technical Specifications • The design (drawings etc.)• BoQs after arithmethical corrections• Any other document forming part of the contract
Addenda shall have the order of precedence of teh document
they are modifying
17
Order of precedence of Order of precedence of Contract Contract
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Particular Conditions of Particular Conditions of ContractContract
The Particular Conditions take priority over the General Conditions
Are the instrument for the Contracting Authority/ Beneficiary, for introducing the particular aspects of the local legislation, or of the project.
The General Conditions can be applied for any project, anywhere in the world, but will never be able to deal with the specific issues related to a specific project, nor to the legislation of a certain country
18IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
• The PC should provide all relevant conditions that relate to the projects and the laws of the contract, which add, complement, or amend the General C
• In drafting the PC, one must pay particular attention to cross-reference with all other interconnected Clauses that may be affected.
• Make sure you don’t create ambiguities with other Clauses, or provisions of other documents
• Major exercise in cross referencing PC with:
• GC• Technical Specifications• Schedule/ Annexes (e.g. delivery schedule)
19
Particular Conditions of Particular Conditions of ContractContract
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Examples should be only used after verifying they are suitable for your specific case and adapted accordingly
The guidance is to assist writers of the special conditions, by giving options for various sub-clauses where appropriate
It is recommendable that suitably-qualified engineers (technical staff) to prepare documents and a review by a suitably-qualified legal advisers
There is no specific Clause in the General C requiring additional data to be included in the PC, this is done only when and as much as necessary
Any modification of existing Clauses, or insertion of a new Clause, must be made for a clear reason and only in conjunction with the other Clauses
PC will only contain modified Clauses, without repeating the ones from GC that are not modified
20
Particular Conditions of Particular Conditions of ContractContract
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
• Applicable law and language• Contractor’s obligations• Performances/ Insurances• Timetable/ Schedules• Documents/ Drawings/ Specifications/ Manuals• Patents and licences• Variations of contracted quantities
21
Main aspects to be Main aspects to be addressed in PCaddressed in PC
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
• Quality levels• Inspection/ Testing at the delivery, Testing after
installation• Acceptance• Payments methods/ schedules• Delivery – place, risks, related documents and
procedures• Warranty/ After-sales services• Disputes resolution
22
Main aspects to be Main aspects to be addressed in PCaddressed in PC
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Bill of Quantities-BoQsBill of Quantities-BoQs
The objectives of BoQs are;•to provide sufficient information on the quantities of Works to be performed to enable Bids to be prepared efficiently and accurately •when a Contract has been entered into, to provide a priced (BOQ)
for use in the periodic evaluation of Works executed.
In order to attain these objectives, Works should be itemized in the (BOQ) in sufficient detail to distinguish between the different classes of Works, or between Works of the same nature carried out in different locations or in other circumstances which may give rise to different considerations of cost.
Consistent with these requirements, the layout and content of the (BOQ) should be as simple and brief as possible.
23IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
The Bill of Quantities should be divided generally into
the following sections:
a. Preamble;
b. Work Items (grouped into parts);
c. Daywork Schedule; and
d. Summary.
24
Bill of Quantities-BoQsBill of Quantities-BoQs
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
The Preamble should indicate the inclusiveness of the unit prices, and should state the methods of measurement that have been adopted in the preparation of the Bill of Quantities and that are to be used for the measurement of any part of the Works.
25
BoQs PreambleBoQs Preamble
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
The items in the Bill of Quantities should be grouped into sections to distinguish between those parts of the Works that by nature, location, access, timing, or any other special characteristics may give rise to different methods of construction, phasing of the Works, or considerations of cost.
General items common to all parts of the Works may be grouped as a separate section in the Bill of Quantities. When a family of Price Adjustment Formulae are used, they should relate to appropriate sections in the Bill of Quantities.
26
BoQs Work ItemsBoQs Work Items
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
The Bill of Quantities usually contains the following part Bills, which have been grouped according to the nature or timing of the work:Bill No. 1-General Items;Bill No. 2-Earthworks;Bill No. 3-Culverts and Bridges;Bill No. 4-etc., as required;Daywork Schedule; andSummary Bill of Quantities.
27
BoQs Work ItemsBoQs Work Items
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Daywork Schedule should be included if the probability of unforeseen work, outside the items included in the Bill of Quantities, is relatively high. To facilitate checking by the Employer of the realism of rates quoted by the bidders, the Daywork Schedule should normally comprise:list of the various classes of labor, materials, and Contractor’s Equipment for which basic Daywork rates or prices are to be inserted by the bidder, together with a statement of the conditions under which the Contractor will be paid for work executed on a Daywork basis; a percentage to be entered by the bidder against each basic Daywork Subtotal amount for labor, materials, and Plant representing the Contractor’s profit, overheads, supervision, and other charges.
28
BoQs Daywork scheduleBoQs Daywork schedule
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
The Summary should contain a tabulation of the separate parts of the Bill of Quantities carried forward, with provisional sums for Daywork, for physical (quantity) contingencies, and for price contingencies (upward price adjustment) where applicable.
29
BoQs SummaryBoQs Summary
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
A general provision for physical contingencies (quantity overruns) may be made by including a provisional sum in the Summary Bill of Quantities. The inclusion of such provisional sums often facilitates budgetary approval by avoiding the need to request periodic supplementary approvals as the future need arise.
Where such provisional sums or contingency allowances are used, the Particular Conditions of Contract should state the manner in which they will be used, and under whose authority (usually the Engineer’s but here is the CA)
30
BoQs Provisional SumsBoQs Provisional Sums
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Sample BoQ Bill 1Sample BoQ Bill 1
31IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Evaluation of Works Evaluation of Works
Evaluations are held in phases:• Receipt and registration of tenders• Prepatory meeting• Tender Opening Session (Public Open)• Administrative Compliance• Technical Evaluation• Financial Evaluation• Conclusion
32IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Evaluation CommitteeEvaluation Committee
• 5 members for contract < 5,000,000 Euro 2 non-voting + 3 voting
• 7 members for contract > 5,000,000 Euro 2 non-voting + 5 voting
• Reasonable command of English + technical & administrative capacity
• Impartiality and confidentiality (conflict of interest)
33IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Admin CheckAdmin Check
– To check tenders are complete and tender guarantee is submitted– EU representatives should be informed (ex-ante)– Opening checklist should be filled– Chairperson has to check the conflict of interest of the Evaluation
Committee – Tender opening checklist & report has to be completed
Administrative Compliance Grid:• Documentation complete as required• Nationality of the Tenderer• Language Correct
•Committee may request clarifications within reasonable time•Only compliant tenders go on to next phase
34IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Technical EvaluationTechnical Evaluation
• Done Lot by Lot (if applicable)
Be careful about criteria for tenderers tendering for multiple Lots
• Use the Evaluation Grid in the tender dossier• Rules of origin • Eligibility of sub-contractors • Required Capacity (economic, financial, professional
and technical)• Only technically compliant offers go on to the next
phase
35IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Financial EvaluationFinancial Evaluation
• Check arithmetical errors• Calculate discounts for multiple Lots• Contract is awarded to the lowest compliant offer;
within the available budget• Evaluation of variant solution – only those submitted
by the lowest compliant offer• Problem of abnormally low offers
36IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
ConclutionConclution
Evaluation Committee recommends to:
• Award the contract to the tenderer which complies with administrative and technical
requirements is the lowest offer within the maximum budget
available
• Cancel the procedure
37IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Questions?Questions?
38IPA Funds Programme Management 12-19 sept. 2011