Restricted procedure (local and international)

✔ In ‘restricted’ calls for tenders, all economic operators may ask to submit a tender but only those who satisfy the selection criteria may be invited to do so
✔ In international restricted procedures, the tender notice must be published internationally and in the country where the action is being carried out
✔ In local restricted procedures, the tender notice is published only in the country where the action is being carried out

Tender procedures are restricted whenever, after publication of a contract notice, all economic operators may ask to participate in an invitation to tender, but only those candidates satisfying the selection criteria are invited simultaneously to submit an offer.
Under the restricted procedure, the Grant Benfeciary invites a limited number of candidates to tender. Before launching a tender procedure, it will draw up a shortlist of candidates selected as a result of their qualifications. The selection procedure, by which the long list (all candidates responding to the published notice) is cut down to a shortlist, involves examining responses to a procurement notice, in which the selection criteria and a general description of the tasks to be undertaken are laid down.
In the second stage of the procedure, the Grant Beneficiary contacts the shortlisted candidates and sends them the tender dossier.
The successful tenderer is chosen by the procurement procedure once the tenders have been analysed, following established selection and award criteria. No negotiation is allowed.

There are two types of restricted procedure, according to the scope of the publication of the tender notice:

  • International: the tender notice must be published internationally “in all appropriate media, in particular on the grant beneficiary’s web site, in the international press and the national press of the country in which the action is being carried out, or in other specialist periodicals”. The tender notice must appear also on specialised websites.
  • Local: the tender notice is published in all appropriate media but only in the country in which the action is being carried out.

STEPS OF A RESTRICTED PROCEDURE

The Contracting Authority must decide whether to:

  • repeat the selection phase for each individual contract and thus publish a series of contract notices;
  • or draw up a list of potential candidates following a call for expressions of interest.
  1. Publication of a contract notice. The contract notice shall specify at least the rules governing the lodging/submission of candidacies, the exclusion, selection and award criteria and set out the essential technical specifications .
    It must also specify that a minimum of three and a maximum of eight candidates will be shortlisted.
  2. The Tender form to participate in the contract notice is made available to candidates.
  3. The composition of the evaluation committee is established:
    • 3 voting members minimum, odd number suggested
    • one chairman
    • one secretary
    • an observer (optional).
      All members of the evaluation committee shall sign a declaration of impartiality and confidentiality.
  4. The evaluation committee establishes a long list summarising all the applications received.
  5. The evaluation committee makes a first selection of candidates on the grounds of eligibility principles, financial situation, technical and professional capacity. The selection must be carried out by applying the selection criteria specified in the procurement notice without any modification. If the number of eligible candidates meeting the selection criteria is greater than the maximum of eight, the relative strengths and weaknesses of the applications of these candidates must be re-examined to identify the eight best applications for the tender procedure. The results of this re-examination must be duly justified in the Shortlist Report.
  6. A short list of candidates is established.
  7. A Short list report is prepared.
  8. Send tender dossier to short-listed candidates.
  9. Continue with steps from n° 6 to n° 9 of the open procedure.

Resources and useful links:

PRAG, Chapter 6.7.-Restricted call for proposals


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