Call for tenders. Guide for tenderers. How to complete the form as Joint Tender & Joint Tender with identified subcontractors. Version: 2.

Transcription

1 Call for tenders Guide for tenderers How to complete the form as Joint Tender & Joint Tender with identified subcontractors Version: 2.2 1

2 Contents 1. INTRODUCTION STRUCTURE OF THE FORM AND FORM MANAGEMENT PROCESS The form design Workflow management process of the forms MAIN FORM Tenderer type Adding Joint tender members Adding Joint tender members and subcontractors Sub-form generation Data validation Save the sub-form Send the sub-form to the members/subcontractors Add or delete member(s)/subcontractor(s) after having sent the sub-form Adding member(s)/subcontractor(s) Delete member(s)/subcontractor(s) SUB-FORM Access the "Member detailed information" page Complete the sub-form Generate the annexes Print and sign the annexes Send the sub-form to the leader FINALISATION OF THE OFFER Complete the main-form Generate the annexes Print and sign the annexes Check the sub-forms received "Open" procedure "Negotiated for low-value contracts" procedure Send the offer to the Executive Agency "Open" procedure "Negotiated for low-value contracts" procedure CHECK LIST OTHER INFORMATION

3 1. INTRODUCTION The form is structured as one main module and sub-modules for each identified subcontractor or member of the joint tender which can be sent to the subcontractor/member and filled by them, independently from the main tenderer's form. The sub-parts can be put together easily with the main form. This guide will explain how to complete the form and generate the requested annexes for Joint tender and Joint tender with identified subcontractor(s). 2. STRUCTURE OF THE FORM AND FORM MANAGEMENT PROCESS 2.1. The form design The main form has to be used for all tenderer type and has to be completed by a single tenderer or a Leader of the Joint Tender (= member 1). Joint Tender members or/and identified subcontractors have to use the subform. Depending on the tenderer composition and member type, some parts and actions of the form are visible or hidden (please see the table below). Main form Sub-form Pages Single tenderer Single tenderer with identified subcontractors and joint tender leader Joint tender members and identified subcontractors Page annex 1a View View View Tenderer's composition page Update rights Update rights View Members management page NA Update rights (add and delete members / identified subcontractors - validate data and create subform) Update rights for his own data and in the table if needed (organisation name, contact, city and country) Member detailed information page + annexes Update rights (member 1) Update rights (member 1 No access to the details of the members and identified subcontractors Update rights (on his member number only No access to the page of the member 1 (leader)) Statement page View View NA Page envelope B View View NA 3

4 Main form Sub-form Pages Single tenderer Single tenderer with identified subcontractors and joint tender leader Joint tender members and identified subcontractors Page envelope C View View NA The sub-form should be completed by each partner whatever his status joint tender member or identified subcontractor: e.g. for a joint tender with identified subcontractors composed by 5 joint tender members and 2 identified subcontractors the joint tender leader sends the sub-form (one single sub-form with all the members and identified subcontractors listed) to the 7 partners and has to receive back 7 different, personalised sub-forms completed by each of them. Please also see the scheme below. 4

5 2.2. Workflow management process of the forms 5

6 3. MAIN FORM Joint tender leader completes the main form Tenderer type To define the tenderer composition, go to the page 3 "Tenderer's composition" and choose tenderer type "Joint Tender" if the tenderer is composed of members of the joint tender only and "Joint Tender with Subcontractor" if the tenderer is composed of joint tender members and identified subcontractors. Add the joint tender name, if applicable. The table "Tender composition overview" will be completed automatically with the data coming from the page "Member detailed page" of the member 1 (leader) and the "Member(s) management age" for the members and/or identified subcontractors. It also shows the annexes to be submitted depending on the member type Adding Joint tender members As joint tender, only joint tender member should be added. Go to the page 4 ("Member(s) management page") and click on the button "Add a new member". For the tenderer type "Joint Tender", the fields "#" (Member number), "UID" (unique identification code) and "Member Status" are completed by the system. Please complete the fields "Organisation", "contact person", "city" and "country" for each member. If needed, the member can update the data using the sub-form. In this table, only joint tender member can be added or deleted. The main form does not contain the member's details. 6

7 3.3. Adding Joint tender members and identified subcontractors For a joint tender with subcontractor(s) in addition to the joint tender members also identified subcontractor(s) should be added. Go to the page 4 ("Member(s) management page") and click on the button "Add a new member". For the tenderer type "Joint Tender with subcontractor", the fields "#" (Member number), "UID" (unique identification code) are completed by the system. Please complete the fields "Organisation", "contact person", "city", "country" and "member status" for each member and/or subcontractor. The member/subcontractor can update the data using the sub-form. In this table, only joint tender members and subcontractors can be added or deleted. The main form does not contain their details Sub-form generation In the sub-form, only a part of the information is visible and accessible. The member/ identified subcontractor can access the page "Member detailed information" of his/her own member number clicking on the button "Go To" and generate his/her annexes. The member / identified subcontractor cannot: add or delete members / identified subcontractors, access the "Save sub-form" text and buttons 1, 1 This will become possible after validation see below 7

8 access to the page "Member detailed information" Member 1 (leader details) Data validation To generate the annexes "Power of attorney" and "Letter of Intent", the member/identified subcontractor must use information coming from the main form; to do so the following fields should be filled by the leader with the following information about his/her organization: Legal form; Tender/Member Name; Full address: Address, City, Post Code and Country; VAT number; Registration number; Name and function of the person authorized to sign The "Save sub-form" button is accessible after validation if all data needed to generate the annexes in the sub-form have been filled in. The data for the sub-form have to be validated using the "Form Validation" button. If all mandatory fields are completed the following message appears and the button "Save sub-form" will be accessible. 8

9 If not, the following message appears and the missing fields are listed using the button "Check data" Save the sub-form By clicking on the "Save sub-form" button, the system will request to save the form twice as "Main form" first and as "Sub-form" in second place. Please use a structured name for the 2 forms: Main form (MF): Joint tender Leader acronym-mf-vxx (e.g. xyz-mf-v01) ("v" stands for the number of versions") 9

10 Sub-form (SF): Joint tender Leader acronym-sf00-vxx (e.g. xyz-sf00-v01) ("v" stands for the number of versions") 1. Main form 2. Sub-Form 3.5. Send the sub-form to the members/identified subcontractors Sub form must be filled in by the each member or/and identified subcontractor. Please send the sub-form to your joint tender members/identified subcontractors by together with this guide. Note: the leader generates only 1 sub-form. This must be send to all members/identified subcontractors. They will personalise the form and send it back to the leader. Hence, the leader will receive back as many sub-forms as the number of partners! To facilitate the management of the sub-forms, please remind the members/ identified subcontractors to add their acronym and their member number in the file name. Sub-form received from Joint tender Leader: Joint tender Leader acronym-sf00-vxx (e.g. xyz-sf00-v01) Sub-form sent back to the Joint tender Leader: 10

11 Joint tender Leader -SFxx 2 - Member Acronym vxx or Joint tender Leader -SFxx- Subcontractor Acronym vxx (e.g. xyz-sf03-abc-v01) 3.6. Add or delete member(s)/identified subcontractor(s) after having sent the sub-form The tender composition can be changed after having sent the sub-form to the member(s)/identified subcontractor(s) Adding member(s)/identified subcontractor(s) To add new member(s)/identified subcontractor(s), go to the last version of the main form and click on the button "Add a new member" page 4 "Member(s) management Page" as done previously for the other members, and complete the table with the information requested. Validate again the form, save a new version of the main form and save the new sub-form. Send this version of the sub-form only to the new member(s)/identified subcontractor(s). No need to re-send it to the member(s)/identified subcontractor(s) already present. 2 The number of the member 11

12 The latest version of the main form should be submitted with the offer: the paper (originals, signed) and in two different electronic formats (PDF form, not signed, not scanned (so that an XML extract can be made) and also as a PDF-scan of the signed version). For the "Negotiated for low-value contracts" procedure The latest version of the main form should be submitted with the offer: two different electronic formats (PDF form, not signed, not scanned (so that an XML extract can be made) and also as a PDFscan of the signed version) Delete member(s)/identified subcontractor(s) To delete member(s)/identified subcontractor(s), go to the main form and click on the button "Delete this member" page 4 "Member(s) management Page" No need to re-send it to the member(s)/identified subcontractor(s) added previously. 12

13 4. SUB-FORM Joint Tender members and/or identified subcontractor(s) complete the sub-forms Access the "Member detailed information" page In the sub-form received, only the 4 first pages are visible. To access and complete the "Member detailed information" page and the annexes, the member/identified subcontractor(s) must choose their organisation name in the table page 4 "Member Management Page" and click on the button "Go To". Attention! The sub-form can contain only data of ONE member/identified subcontractor. If the joint tender member/identified subcontractor fills the details of another organisation all data previously entered will be deleted. 13

14 4.2. Complete the sub-form In the page "Member details information" the status is already completed and read only: it cannot be changed. Complete at least all mandatory fields (marked with a red star). Please note that the fields "Organisation", "Contact Person", "City" and "Country" can be updated from the table page 4 "Member Management Page" and not from the page "Member details information". For the VAT number and the Registration number, please add the mention "NA" if not applicable Generate the annexes Annexes can/shall be generated only when ALL mandatory fields in the "Member detailed information" page are completed To generate the annexes, click on the icon "Update Annexes" If changes in the page "Member detailed information" were made, please click again on the button "Update Annexes" in order to update the related data. For joint tender members and identified subcontractors, the annexes needed are listed below: Type of tenderer Member status Letter of Intent (Subcontractors) Power of attorney Legal Entity Financial Identification Declaration of Honour Financial Capacity* Joint tender Leader of the joint tender * Member of the joint tender * Leader of the joint tender * Joint tender with subcontractor Member of the joint tender * Subcontractor * 14

15 * Not applicable for "International Organisation" and for procedures for which supporting documents for verifying exclusion and selection criteria will be submitted upon request. If for exceptional reasons that the Executive Agency considers justified, the tenderer is unable to provide the requested references, it may prove its economic and financial capacity by any other means that the Executive Agency considers appropriate Print and sign the annexes Print and sign the form and all annexes Send the sub-form to the leader Save the sub-form adding the acronym of your organisation and send it to the joint tender leader via or on a CD/USB stick together with the paper version (please do not forget to sign the paper version). For the "Negotiated for low-value contracts" procedure the paper version is not requested but a signed scan version and the original PDF version. Members of the joint tender/identified subcontractors must not send a scanned version of the sub-form or a file printed in PDF to the leader. The original PDF versions are needed. It is the responsibility of the leader to make a scan of the complete administrative part of the offer. 15

16 5. FINALISATION OF THE OFFER The finalisation of the offer is done by the leader of the joint tender Complete the main-form Go to the page 5 "Member detailed information" Member 1 (leader) The "status" is already completed and read only: it cannot be changed. Please complete all mandatory fields (marked with a red star). For the VAT number and the registration number, please add the mention "NA" if not applicable Generate the annexes Annexes can be generated only when ALL mandatory fields in the "Member 1 detailed information" page are completed. To generate the annexes, click on the icon "Update Annexes" If changes in the page "Member detailed information" were made, please click again on the button "Update Annexes" in order to update the related data. 16

17 For the leader of the joint tender, the annexes needed are listed below: Type of tenderer Member status Letter of Intent (Subcontractors) Power of attorney Legal Entity Financial Identification Declaration of Honour Financial Capacity* Joint Tender & Joint Tender with subcontractor Leader of the joint tender * * Not applicable for "International Organisation" and for procedures for which supporting documents for verifying exclusion and selection criteria will be submitted upon request. If for exceptional reasons that the Executive Agency considers justified, the tenderer is unable to provide the requested references, it may prove its economic and financial capacity by any other means that the Executive Agency considers appropriate Print and sign the annexes Print and sign the form including all annexes Check the sub-forms received "Open" procedure Complete the file (PAPER version) with the documents received from the members/identified subcontractors (Member detailed information page + annexes). Check with the table "Overview" page 3 that the file is complete and all requested annexes are present for each member/identified subcontractor "Negotiated for low-value contracts" procedure Check with the table "Overview" page 3 that the file is completed and all annexes requested are present for each joint tender member/ identified subcontractor Send the offer to the Executive Agency "Open" procedure Save the forms on a CD/USB stick and send the PDF files (the latest version of main form and all the sub-forms) to the Executive Agency, together with the paper version, in Envelope A "Administrative Offer". Please note that the paper version must be signed. In addition, please scan all the hard copy pages from the leader and the members/ identified subcontractors and send also this scanned version, saved on the same CD/USB. 17

18 6. CHECK LIST Remember: Please ensure to send two different electronic version and the original hard copies to the Executive Agency: 1. the paper version (originals, signed) 2. PDF forms (main and sub-forms), not signed, not scanned (so that an XML extract can be made) 3. PDF-scan of the signed version. Please follow the checklist provided with the Tender Specifications when preparing the offer for submission "Negotiated for low-value contracts" procedure Send to the Executive Agency by using the Chafea-Call for tender mailbox: the PDF files (the latest version of main form and all the sub-forms) as they are; The scan of all the hard copy pages SIGNED by the leader and the member/identified subcontractor. Remember: Please ensure to send two different electronic versions to the Executive Agency: 1. PDF forms (main and sub-forms), not signed, not scanned (so that an XML extract can be made) 2. PDF-scan of the SIGNED version. Please follow the checklist provided with the Tender Specifications when preparing the offer for submission. Below is a short overview of all the steps that have to be completed by the leader and the member(s) and/or the identified subcontractor(s) to complete the electronic submission forms. Before sending the offer to the Executive Agency, please go through this list and check if all steps were done. Choose the tenderer type Step 1: MAIN FORM Sub-form preparation These actions are done by the joint tender leader Add all members or/and identified subcontractors in the table page "Member Management Page" Complete their key information (organisation name, contact, city, country and member status) 18

19 Complete the requested information regarding his/her organisation to allow the members / identified subcontractors to generate their annexes Validate the information needed for the sub-form using the button "Sub-form validation" Generate the sub-form (same form for all members/ identified subcontractors) clicking on the button "Save sub-form" Send a copy of the sub-form to each member/identified subcontractor Step 2: SUB-FORM Sub-form completion These actions are done by the members/ identified subcontractors Choose the organisation name on the table provided in the page 4 "Member Management Page" and click on the button "Go To" to access the "Member detailed information" page Complete the mandatory information (marked with a red star) Generate, complete and sign the annexes For "Open" procedure Send back the signed paper version of the completed form and the electronic version of the completed PDF form to the joint tender leader For the "Negotiated for low-value contracts" procedure Send back the scanned SIGNED version of the completed form and the electronic version of the completed PDF form to the joint tender leader by Step 3: MAIN FORM Finalisation of the offer These actions are done by the joint tender leader Complete and finalise the information page "Member detailed information" for the member 1 Generate, complete and sign annexes of the member 1 Finalise the offer including the details information page of all members/ identified subcontractors and their annexes Check with the table "Tender composition overview" (page 3) that all annexes requested are present 19

20 For "Open" procedure Send to the Executive Agency the paper version and a CD/USB key containing the main form and the sub-forms from all the members/identified subcontractors For the "Negotiated for low-cost contracts" procedure Send to the Executive Agency an containing an scanned version of all signed documents and the main form and the subforms from all the members/identified subcontractors 7. OTHER INFORMATION The pages "Envelope B Technical Offer" and "Envelope C Financial Offer" should be used as cover pages for the different parts of the offer and put in "Envelope B" and "Envelope C". 20