EU-Supply. Award, cancel and major award change TED v209

Transcription

1 EU-Supply Award, cancel and major award change TED v209 Authority Procedure Owner Thomas Beergrehn Heidi Wennberg Uncontrolled when printed Version 1.0 Page 1 of 29

2 Contents 1. Introduction and Scope Introduction Award notice Handle missing pre-fillers Publish an award or a cancellation notice Preliminary data Section I: Contracting authority Section II: Object (Tender section) Section II: Object (Lot(s) section) Section IV: Procedure Description Section IV: Procedure Administrative information Section V: Award of contract Section IV: The contract is awarded Section V: Not awarded cancellation of tender or lot Section VI: Complementary information Review and finalize Publish Document Control... 8 Uncontrolled when printed Version 1.0 Page 2 of 29

3 1. Introduction and Scope Purpose Scope The organisation is committed to handle support according to SLA and also protect customer data, proposals and working progress in the system. EU-Supply Holding AB/Support. 2. Introduction This document is a guide for Authorities using CTM to publish the awards, cancellations and major award changes to TED, version 209. The guide shows when to use what and how to fill it out. The guide should be seen as an example and not a complete cover of all different scenarios. Uncontrolled when printed Version 1.0 Page 3 of 29

4 3. Award notice New procedure in TED v2019 is that if you like to amend the information in section V: Award of contract you publish a new Award notice instead of publishing an amendment. If you instead would like to make a change in your other award sections (i.e. minor change) you are allowed to publish an amendment instead. 3.1 Handle missing pre-fillers Suggestion for filling out missing pre-fillers: If you don t remember exactly which information you used in the contract notice, right click on the publication link and open the checklist in a new tab (or window if preferred). Google chrome: Open link in new tab. Internet explorer: Open in new tab Uncontrolled when printed Version 1.0 Page 4 of 29

5 Click on the View link next to the original notice Now you have two open tabs (or windows), one with the original notice and one with the award notice which you can switch between while comparing or copying and pasting. Please note: If you are starting to fill out your Award Notice before completing your Contract Notice, very little information will be prefilled. So we suggest that you wait start working with the Award Notice until the Contract Notice is completed. Then most of the information will be automatically collected from the Contract Notice and you save time. If you are choosing to create a standalone Award Notice (separate from a tender checklist with no previous notice connected to the same checklist), you will have to fill in most of the information manually. Uncontrolled when printed Version 1.0 Page 5 of 29

6 3.2 Publish an award or a cancellation notice Almost at the bottom of the tender checklist can you find the link for publish an award notice to TED (v209) Select relevant award notice and Save to move forward. Only relevant forms will be available in the dropdown. If you are missing a publication form, your administrator might need to change sector in the company profile or edit the process template. If your administrator haven t preselected and locked which sector to use for your company you can select the sector yourself in the checklist at Publication sites. If you have chosen the wrong sector and already started the form, you need to delete the form and go back to change the sector. Then you can start a new form within the correct sector. Available award notices for general procurement Uncontrolled when printed Version 1.0 Page 6 of 29

7 Available award notices for utilities Preliminary data The language chosen in the user profile by the one who created the tender is prefilled. If you update the language in your personal profile afterwards it will not affect already started TED forms and if someone other than you creates a tender it will be their language prefilled in the notice. Type of contract and procedure are prefilled from the contract notice. These choices should match previous published structure so in most cases, these selections should not be changed. Just click Save and next. Uncontrolled when printed Version 1.0 Page 7 of 29

8 3.1.2 Section I: Contracting authority All the Contracting Authority information is prefilled. This information should correspond to the contract notice so just click Save and next for Section I.A and I.B Section II: Object (Tender section) II.1 Scope of the procurement, II.1.2 Main CPV code, II.1.4 Short description and II.1.6 Information about lots are prefilled from the tender checklist. This information should correspond to the contract notice so in most cases you should not change this information. II.1.7) Total value of the procurement Utilities only - You need to select if you agree to publish. Total value or Lowest/Highest offer is mandatory if the contract is awarded. If you select the checkbox for adding Lowest and Highest offer the total value will be disabled. You can only select one of the alternatives. Please note: If you don t add either a total value or the lowest and highest offer you will not be able to save the award information later in the section V: Award of contract. Uncontrolled when printed Version 1.0 Page 8 of 29

9 If the contract is awarded you also have to select the currency. Uncontrolled when printed Version 1.0 Page 9 of 29

10 3.1.4 Section II: Object (Lot(s) section) The lot information under sections II.2.1 Title, II.2.2 Additional CPV code(s), II.2.3 Place of performance and II.2.4) Description of the procurement is prefilled and should not be changed. II.2.5) Award criteria You can select any number of quality criterion and/or any number of cost criterion or priceweighting but you cannot combine cost criterion with price-weighting. Criteria rules Quality criterion: Not mandatory, used if applicable Possible to repeat as many times as needed Importance may be given instead of weighting (i.e. describing with words is ok instead of adding a number in the weighting field) Cost criterion: Possible to repeat as many times as needed Importance may be given instead of weighting (i.e. describing with words is ok instead of adding a number in the weighting field) Price Weighting: Importance may be given instead of weighting (i.e. describing with words is ok instead of adding a number in the weighting field). However, if price is the only award criterion, weighting is not used. Select the price radio button. The weighting field will be disabled. Possible combinations Quality and price Quality and cost Only cost Only Price Uncontrolled when printed Version 1.0 Page 10 of 29

11 General procurement - Select one of the award criteria options. Utilities Select if you agree to publish. Then select Quality criterion checkbox and Add new object to be able to add one or more quality criteria if relevant. General procurement - Select Criteria below, click on Add new object to be able to add one or more quality criteria if relevant. Uncontrolled when printed Version 1.0 Page 11 of 29

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13 If you would like to use price together with quality, select the check box Quality criterion to open the price weighting field. If you would like to use cost alone or combined with quality, select the radio button next to cost criterion to add the cost criteria fields. You cannot use cost and price together, so if you have selected price it will be unselected when you choose cost instead. Uncontrolled when printed Version 1.0 Page 13 of 29

14 II.2.6) Estimated value Value and currency is mandatory in each lot if a contract is afor publishing to TED with the v209 forms. II.2.11) Information about options and II.2.11) Information about European Union funds Mandatory. Select yes or no. II.2.14) Additional information You can also add additional information about the lot if relevant. Uncontrolled when printed Version 1.0 Page 1 of 29

15 3.1.5 Section IV: Procedure Description IV.1.3 Information about a framework agreement or a dynamic purchasing system, IV.1.6 Information about electronic auction, IV.1.8) Information about the Government procurement Agreement (GPA) Select IV.1.3 and IV.1.6) if applicable. IV.1.8) is mandatory, select yes or no. Uncontrolled when printed Version 1.0 Page 2 of 29

16 3.1.6 Section IV: Procedure Administrative information IV.2.1 Previous publication concerning this procedure TED reference (OJEU number) is prefilled since it was automatically attached to the contract notice IV.2.9 Information about termination of call in the form of prior information notice Select if applicable. Uncontrolled when printed Version 1.0 Page 3 of 29

17 3.1.7 Section V: Award of contract Title, contract number(s) and lot number(s) are prefilled but can be edited. Select yes if you would like to publish an award notice, select not if you would like to publish a cancellation of the lot l. If you have awarded at least one contract/lot in your tender, yes will be automatically selected Section IV: The contract is awarded V.2.1 Conclusion of the contract If selecting yes manually or if you have awarded a contract in the tender, you will have to select a date for conclusion of the contract. Uncontrolled when printed Version 1.0 Page 4 of 29

18 V.2.2) Information about tenders Number of tenders received is mandatory. Fill out the rest of the fields in the section if applicable. If you have awarded a contract/lot in your tender, the information will be prefilled. You will have to select yes or no at The contract has been awarded to a group of economic operators if a contract/lot is awarded. Uncontrolled when printed Version 1.0 Page 1 of 29

19 V.2.3) Name and address of the contractor Awarded company s name, town, country and NUTS code needs to be filled out as a minimum. If you have awarded a contract in your tender, this will be prefilled. You need to select if the contractor is an SME or not. Uncontrolled when printed Version 1.0 Page 2 of 29

20 V.2.4 Information on value of the contract/lot Initial estimated total value of the contract/lot is not mandatory, but either Total value of the contract/lot or Highest and Lowest offer needs to be added. You can only include one of them. The other one will automatically be locked when you select or unselect the checkbox at lowest and highest offer. Uncontrolled when printed Version 1.0 Page 2 of 29

21 Currency is mandatory if the contract is awarded. V.2.5) Information about subcontracting Select if applicable If you select the checkbox, new fields will appear to fill out You can always add new lots Uncontrolled when printed Version 1.0 Page 3 of 29

22 Section V: Not awarded cancellation of tender or lot If you select Other reasons you need to add the TED notice reference and the publishing date for the original notice. Uncontrolled when printed Version 1.0 Page 1 of 29

23 This reference is the Document number which is found in the TED website: Section VI: Complementary information VI.3 Additional information Add additional information about the tender if relevant. Uncontrolled when printed Version 1.0 Page 2 of 29

24 VI.4.1) Review body If you have added the address in your company profile will be prefilled but can be updated in the notice if relevant Uncontrolled when printed Version 1.0 Page 3 of 29

25 VI.4.2) Body responsible for mediation procedures If you have added the address in your company profile will be prefilled but can be updated in the notice if relevant VI.4.3 Review procedure Add if applicable Uncontrolled when printed Version 1.0 Page 4 of 29

26 VI.4.4) Service rom which information about the review procedure may be obtained I you select the checkbox you need to fill out contact information or review procedure Review and finalize Review your award notice and accept the changes for publication at the bottom right or go back to the Section VII Changes and edit your corrections. In the top right corner you can also print your notice or save it like a pdf. Uncontrolled when printed Version 1.0 Page 5 of 29

27 Click Accept at the bottom After accepting, go back to the publication checklist from the bottom left to publish your changes. 3.7 Publish Click the Publish button. Confirm publication by clicking on Publish again You can if you prefer, wait with publishing, after accepting the notice and then go back to the checklist and click the Publish link instead. Uncontrolled when printed Version 1.0 Page 6 of 29

28 The status changes to Sent for review which means that it has been sent to TED. When published, status changes to Published and becomes green. Uncontrolled when printed Version 1.0 Page 7 of 29

29 6 Document Control Document History Date Author/Reviewer/Authoris Issue Purpose ed New guide for Amendments v209 Heidi Wennberg Uncontrolled when printed Version 1.0 Page 8 of 29