4.3.3 Time-related commitments of the Competent Body

for the Evaluation of Tenders

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Upon its establishment, the Competent Body for the Evaluation of Tenders must schedule its individual tasks, taking into account:

The estimated date for signature of the contract, as specified in the tender documents.
The period of validity of tenders, as specified in the tender documents.
The estimated time for approval of the Qualitative Selection and Technical Evaluation Report and of the Final Evaluation Report by the Competent Body for the Award of the Contract1 [ Valid only where the Competent Body for the Award of the Contract is distinct from the Competent Body for the Evaluation of Tenders. Similar remarks apply throughout the remainder of this text. ].
The time that may be consumed in the procedure of hierarchical recourses, if any such recourses are filed.
The provisions of the tender documents and of the applicable legislation regarding the possibility of extending the period of validity of the tenders in certain extraordinary cases.

In accordance with the provisions of the regulations, the period of validity of tenders is specified in the tender documents and in the case of ordinary contracts it should not exceed six months, while for complex contracts it can be as long as twelve months. If the period of validity of tenders specified in the tender documents is shorter than the periods specified above, then it may be extended up to the aforementioned time limits described above, as per the provisions of the Regulation applicable in each case.

The Competent Body for the Evaluation of Tenders, should promptly recommend to the Contracting Authority to extend the period of validity of the tenders and that of the deposited tender guarantees, should it suspect that for reasons which may be due either to an inaccurate estimate of the period of validity of the tenders specified in the tender documents or to an unexpectedly high turnout of candidates, or even to events beyond its control which nevertheless affect its activities, the specified period of validity of tenders is insufficient.

The task of the Competent Body for the Evaluation of Tenders is by definition demanding and time-consuming, especially so in cases of contracts which are awarded using the criterion of the most economically advantageous tender and which concern complex Projects with a complicated or extensive scope and with correspondingly comprehensive technical specifications and requirements. For this reason, the members of the Body must prepare themselves properly before the official commencement of their activities, taking advantage of the time intervening between the establishment of the Body and the official commencement of the evaluation work after the opening of tenders.

During this interval, the members of the Competent Body for the Evaluation of Tenders could carry out the following indicative actions:

 

INDICATIVE PROCEDURE FOR THE PREPARATION OF THE COMPETENT BODY FOR THE EVALUATION OF TENDERS

STEP

ACTIONS OF THE COMPETENT BODY

1

First meeting of the Competent Body. Gathering of the necessary information and data concerning the performance of their duties: tender documents, clarification answers and supplementary documents, if any. Initial scheduling of the actions to be carried out by the date set for expiry of the deadline for the submission of tenders.

2

During the period leading to the deadline for the submission of tenders, the members of the Competent Body should:

Study thoroughly the tender documents, placing special emphasis on the requirements for the qualitative selection of tenderers, on the technical specifications and terms of reference with which tenders must comply, and on the specified/proposed evaluation procedure and the evaluation criteria to be marked, in the case of contracts awarded using the criterion of the most economically advantageous tender.
Seek clarifications, if these are considered necessary, from the authors of the tender documents, to answer any type of question or doubt or deal with any inability to understand the contents of the technical specifications and terms of reference that form part of the tender documents.
Strive to fully understand the Contracting Authoritys objectives, priorities and needs, as these are directly or indirectly expressed in the tender documents.

3

Second meeting of the Competent Body for the Evaluation of Tenders, during which its members should confirm that a clear and shared understanding of the requirements of the contract scope and of the evaluation procedure specified in the tender documents has been established.


© 2007 Republic of Cyprus, Treasury of the Republic, Public Procurement Directorate
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