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Industry Day - 25 September 2007

� Burkhart von ERLACH

� EUROCONTROL Experimental Centre

� Procurement, Accounting and Missions

European Organisation for the Safety of Air Navigation

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EUROCONTROL Procurement Process

EUROCONTROL Procurement Process relating

the industrialisation of some of the

EUROCONTROL Environmental tools

AEM and ENHANCE

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Procurement Process

Procurement actions of EUROCONTROL are governed by the

Contract Regulations of the EUROCONTROL Organisation

They can be found:

http://www.eurocontrol.int/corporate/public/standard_page/bwu_gu

idelines.html

These Regulations state explicitly that appropriate action shall be

taken to respect the principles of free competition, transparency

and equality of treatment of all suppliers/tenderers and to protect

the financial interests of the Organisation.

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Call for Tenders Documents

Preparation of the call for tenders

� technical documentation, namely:

- specifications

- background documentation

� administrative documentation, namely

- contractual terms and conditions

- tender submission form

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Launch of Call for Tenders

Response time:

3 months from launch date

Call for tenders will be open, i.e.: an announcement will:

� be sent to known and potentially interested suppliers (andsurely all of you)

� be sent to representatives of member states

� be posted onto the internet website: http://www.eurocontrol.int/corporate/public/site_preferences/display_ordered_list_1.html

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Announcement

� An annoucement only will be sent.

� Interested potential tenderers shall read the

announcement and may request the full call for

tenders documentation.

� The call for tenders documentation will then be

sent electronically (usually in pdf format).

� You would have to ensure that your e-mail box

takes messages above 2 Mb.

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Tendering Period

� The tendering period will be 3 months from the launch.

� EUROCONTROL is available for questions and answers.

� Answers to questions that may be of general interest, may be

provided to all tenderers (entity having posed the question will

not be disclosed).

� A tenderers meeting may take place

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Tender Submission

� Tenders will have to be submitted in hardcopies and

CD-ROMS as prescribed in the call for tenders

documents.

� Tender submission must be made by the date and

time indicated in call for tenders.

� Date and time where the tenders must be with

EUROCONTROL! They will be applied very strictly!

� The Tender Board opens tenders and verifies

admissibility for evaluation.

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Submission of Tenders

Submission of tenders and presentation of the documents shall be

made in strict conformity namely with:

NOTICE CONCERNING THE PRESENTATION OF TENDERS

(Form AF3/1AO) attached to the call for tenders documentation.

� Separate technical and administrative/financial tenders

(separate closed envelopes)

� Submit both envelopes ☺

� Sign tender

� Submit tender to Brussels (with label enclosed)

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Tender Evaluation

First:

Technical evaluation

(against main evaluation criteria indicated in call for

tenders)

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Tender Evaluation

� There may be a need for clarification meetings,

presentation of tenders, site visits.

� If necessary they will be arranged by the

technical service.

� They may only refer to technical issues and

questions with a view to clarify but not to alter

tenders!

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Tender Evaluation

An initial (technical) evaluation report will then be

presented to the procurement services.

This report will normally already have a ranking and

distinguish between technically compliant and non-

compliant tenders.

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Tender Evaluation

Following the technical evaluation a financial/commercial

evaluation of the tenders will take place.

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Tender Evaluation

�Merge financial and technical offers

� Usually resulting in one preferred / proposed offer

� Best value for money – best price qualityrelationship

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Best and Final Tender (optional)

The Tender Evaluation Board may on the basis of the

evaluation of the tenders and the clarification meetings

propose to have second round, where the compliant

tenderers may be invited to resubmit a revised offer.

The main scope of the call for tenders would remain

unaltered.

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Best and Final Tender (optional)

New and final evaluation with final

recommendation

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Approval Process

Given that EUROCONTROL is an international organisation

spending public money the approval process will take some time.

EUROCONTROL will not be committed until the contract has been

signed and issued!

The proposed tender will need to be favourably advised upon by:

�the Advisory Committee on Procurement and Sales Contracts

and then to be approved by

�the Provisional Council (= Member States) (by written procedure)

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Approval Process

During approval process informal meeting/s with

proposed tenderer to finalise the contract in the event the

proposal will be accepted.

This will be the moment where all issues, reservations

problems questions etc. will need to be satisfactorily

resolved.

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Approval

Approval of the contract by

the Provisional Council

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Letting of the Contract

Letting of the contract

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Information of Tenderers

Unsuccessful tenderers will be informed that their tenders has

not been withheld.

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Duration of the Procurement Process

All dates are indicative:

October 2007 launch of call for tenders

January/February 2008 submission of tenders

March/April 2008 tender evaluation complete

May/June 2008 approval

June/July 2008 contract

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Intellectual Property Rights

The general principle is:

EUROCONTROL possesses all the relevant rights in the AEM and ENHANCE tools.

� Foreground Information shall become remain the exclusive property of EUROCONTROL.

� EUROCONTROL shall have free disposal thereof.

� The Contractor may be granted a licence to use the Foreground Information.

� Special licensing arrangement stipulating clearly the permitted use and the restrictions.

� EUROCONTROL reserves the right to request payment of licence/royalty fee in the event of the commercial use.

� The Contractor shall have disposal of the Foreground Information for his own internal and non-commercial purposes.

� Background Information shall be clearly identified by the Contractor and agreed prior to the letting of the Contract.

� Background Information shall remain the property of the Contractor and/or any other titular holders.

� The Contractor shall ensure that EUROCONTROL can be granted a royalty-free, unlimited, transferable and non-exclusive licence with the right to sublicense to use the Background Information, in connection with the Foreground Information, for its own purposes under its vested tasks.

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Q & A