Types of procurement procedures

✔ Regardless of the procurement procedures applicable, some common procurement rules shall be respected:

  • Tender documents must be drafted according to best international practices
  • Enough time must be provided to interested parties to prepare / submit their tenders
  • The evaluation of the tenders must be done by an evaluation committee

Once the project is approved, the Beneficiary can proceed with tendering and contracting following the procedures established in Annex IV of the Grant Contract.
Procurement procedures rule the purchase of goods, services, or works, and entail the signature of a contract. The Grant Beneficiary should have proper and sound internal procedures for procurement that comply with those set out in Annex IV.
Regardless of which procedure is used, the Grant Beneficiary must ensure that all the basic principles are respected including eligibility, exclusion and selection criteria.

Common procurement rules are also to be respected:

  • Tender documents must be drafted according to best international practice. If they do not have their own documents, Beneficiaries may voluntarily use the models published in the Practical Guide ;
  • The time-limit for applications and / or tenders must be long enough to give interested parties a reasonable period to prepare and submit their tenders;
  • An evaluation committee must be set up to evaluate both applications and / or tenders of a value of € 60,000 or more on the basis of the exclusion, selection and award criteria published by the Beneficiary(ies) in advance in the tender documents. This committee must have an odd number of members, at least three, with all the technical and administrative capacities necessary to give an informed opinion on the tenders.

The procurement procedures are described in Annex IV and summarized in the following sections:

  • Open procedures. In ‘open’ call for tenders, all economic operators may submit a tender. Basing on the specified contract notice, tenders are evaluated and the contract is awarded. No negotiation is allowed.
  • Restricted procedures. In ‘restricted’ call 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. Candidates replying to the contract notice are shortlisted: only shortlisted candidates receive the tender dossier and may submit their tenders. As for open procedure, the contract is awarded following to the proper evaluation process. No negotiation is allowed.
  • Competitive negotiated procedures. In these cases, the contracting authority invites candidates of its choice to submit tenders. From the technically compliant tenders, it selects the one that offers the best value for money (in case of tender for services) and the cheapest (in case of tenders for supplies or work).

Resources and useful links:
Procurement procedures PRAG 2.4.