HomeEducationStudent Services/ContactFind by keywordDistribution of tasks, compentences and responsibilities European Tender process

Distribution of tasks, compentences and responsibilities European Tender process

Distribution of tasks, powers and responsibilities during a European tender process

The client is responsible for:

The project leader is responsible for:

* The purchaser will, based on common sense, estimate whether a tender attorney must be consulted.

** The purchaser will inform the tender attorney about the subjects in the design brief which demand specific attention. 

*** The tender attorney will make an estimate whether the arguments and formulation are legally tenable (sufficiently objective). The tender attorney cannot assess the completeness. He or she can ask critical questions, however.

**** A tender is complex if it meets one or more of the following aspects:

If there is any discussion as to whether or not a tender is complex, the Procurement Manager will have the final say.

Annex 1: Phasing of tender process and corresponding responsibilities

The tender

The tender consists of four phases.

 

 

< phase 1 >

< phase 2 >

< phase 3 >

< phase 4 >

< phase 5 >

 

 

Preparation

Specification

Selection

Contracting

Implementation

 

 

 

 

 

 

 

 

 

Project plan

quotation request

assessing/

provisional award

final award + contract

utilisation

 

 

 

 

 

 

 

timeline:  week/month            week/month              week/month     week/month                  week/month

 

Phase 1: Preparation

 

Activity

Realisation

Decision-making

1.1

Preparing Plan of Approach including tender strategy

·         Market Analysis and Risk Analysis

·         determining tender procedure

Purchaser/Project Leader

in cooperation with the project group

 

1.2

Approval of the Plan of Approach

 

Client

1.3

Preparing the detailed project schedule

Purchaser/Project Leader

Client

 

Phase 2: Specification

 

Activity

Realisation

Decision-making

2.1

Market consultation

Project group

 

2.2

Identifying needs and requirements (KO-criteria) à preparing statement of requirements

Project group

Subject matter expert

 

2.3

Preparing selection and award criteria

Project group

 

2.4

Preparing quotation request and draft agreement

Project group

 

2.5

Approval of quotation request

 

Client

 

Phase 3: Selection

 

Activity

Realisation

Decision-making

3.1

Publication of the tender on Negometrix.nl

Purchaser

 

3.2

Visiting location(s) (if applicable)

Project leader in cooperation with Purchaser

 

3.3

Preparing information memos, if applicable

Project group

 

3.4

Adopting information memos

 

Client

3.5

Possible presentations by the participants (if included in quotation request)

Purchaser

 

3.6

Practical test (if included in quotation request)

Subject matter expert

 

3.7

Quotation comparison and assessment based on selection and award criteria

Project group

 

3.8

Preparing ‘provisional’ award proposal

Purchaser

 

3.9

Coordinating ‘provisional’ award decision with internal client (if applicable)

Project leader

Client

3.10

Sending ‘provisional’ award letter and rejection letters to other participants

Purchaser

 

  

Phase 4: Contracting

 

Activity

Who

Decision

4.1

Preparing and signing final contract (incl. potential SLA)

Purchaser

 

The above phasing is based on a public tender procedure. The phasing must be adjusted if another procedure is selected.