| SYMBOLS |
 | GLOSSARY |
| ANNOUNCEMENTS |
| INTRODUCTION |
 | 1. PROJECT AND PROCUREMENT INITIATION |
| 1.1 WHAT IS A PROJECT? WHAT IS PUBLIC PROCUREMENT? THEIR RELATIONSHIP |
| 1.2 INSTITUTIONAL FRAMEWORK OF A PROJECT |
| 1.3 PROJECT LIFE CYCLE |
| 1.4 PROJECT INITIATION/ INCEPTION & PRIORITISING STAGE |
| 1.4.1 Needs identification / assessment |
| 1.4.2 Setting Priorities |
| 1.4.3 Appointment of the project design team |
| 1.5 PROJECT INITIATION / DESIGN STAGE |
| 1.5.1 Development of a Business Case |
| 1.5.1.1 Alternative ways of funding - Public vs. Private Project Funding |
| 1.5.1.2 Cost / Benefit Analysis |
| 1.5.1.3 Feasibility Study |
| 1.5.2 Appointment of the Executive and Project Manager |
| 1.5.3 Establishment of Project Fiche |
| 1.5.3.1 Determination of Project Approach |
| 1.5.3.2 Definition of Procurement Needs |
| 1.5.3.3 Estimation of Project Budget - Determination of Funding Sources |
| 1.5.3.4 Design of Project Organisation |
| 1.5.3.5 Risk Identification & Assessment |
| 1.6 PROJECT INITIATION/ PROJECT APPROVAL & APPOINTMENT OF PROJECT MANAGEMENT TEAM STAGE |
| 1.6.1 Project Approval |
| 1.6.2 Appointment of the remaining members of Project Management Team |
| 1.7 REVIEWING THE PROJECT INITIATION PHASE |
| 1.8 PROCUREMENT INITIATION |
| 1.8.1 Defining roles and responsibilities in the procurement process |
| 1.8.2 Procuring with own resources or outsourcing? |
| 1.8.3 Procurement costs |
| CHAPTER 1 ANNEXES |
| 2. PROCUREMENT STRATEGY |
| 2.1 AN OVERVIEW |
| 2.1.1 How can Public Procurement be defined? |
| 2.1.2 What is the Pre Tendering Procurement Strategy? |
| 2.1.3 What is involved in the Pre Tender Phase? |
| 2.2 PROCUREMENT BASICS |
| 2.2.1 What is the mission of Public Procurement? |
| 2.2.2 What are the objectives of Public Procurement? |
| 2.2.3 What is meant by Value for Money? |
| 2.2.4 What is Best Value for Money? |
| 2.2.5 How is Value for Money Achieved? |
| 2.3 PROCUREMENT POLICY |
| 2.3.1 How is a Positive Procurement Culture created? |
| 2.3.2 When is the Procurement Process Outsourced? |
| 2.3.3 Why Collaborate and Aggregate with other contracting authorities? |
| 2.3.4 What are the principles of Procurement Activity? |
| 2.3.5 How can Environmental & Sustainability Issues be promoted? |
| 2.4 MARKET ASSESSMENT |
| 2.4.1 What is the Role of Competition in Public Procurement? |
| 2.4.2 How can Contracting Authorities Engage the Market? |
| 2.4.3 When is Market Sounding Undertaken? |
| 2.4.4 What is Market Creation? |
| 2.4.5 When is there a need to Source Suppliers? |
| 2.4.6 How can suppliers be retained through the Procurement Process? |
| 2.4.7 What about monopolies and cartels? |
| 2.5 THE PROCUREMENT PROCESS |
| 2.5.1 Appointment of the Procurement Team |
| 2.5.2 What are the possible Procurement Procedures? |
| 2.5.3 What are the current EU Thresholds? |
| 2.5.4 What are the procedures for contracts above EU Thresholds? |
| 2.5.5 What are the procedures for contracts below EU Thresholds? |
| 2.5.6 What needs to be considered when advertising a tender? |
| 2.5.7 What is an acceptable procurement timetable? |
| 2.6 FRAMEWORK AGREEMENTS AND CALL-OFF ARRANGEMENTS |
| 2.6.1 What are the stages of framework agreements? |
| 2.6.2 Why use framework agreement? |
| 2.6.3 Examples of when Framework Agreements are useful |
| 2.6.4 How is a Call-off arrangement used? |
| 2.7 EVALUATION STRATEGY |
| 2.7.1 Evaluation stages and their linkage to the tender procedure |
| 2.7.2 Key evaluation principles |
| 2.7.3 Determination of Technical Specifications |
| 2.7.4 What types of specifications can be used? |
| 2.7.5 What criteria should I use to select suitable economic operators? |
| 2.7.6 What criteria should I use to award the contract? |
| 2.7.7 What about the Evaluation Panel? |
| 2.7.8 Summary of the decisions to be taken at the level of formulation of the evaluation strategy |
| 2.8 CONTRACT CONSIDERATIONS |
| 2.8.1 What is the Contract trying to do? |
| 2.8.2 What type of contract should be issued? |
| 2.8.3 What will be the contract monitoring process? |
| 2.8.4 How long should a contract run for? |
| 2.8.5 What type of payment mechanism should be put in place? |
| 2.8.6 Negotiating on variations to the Contract |
| 2.8.7 What types of commercial arrangements are available? |
| 2.9 PARTICULARITIES IN THE PROCUREMENT OF SUPPLIES, SERVICES & WORKS |
| 2.9.1 What are the specific features of the procurement of supplies? |
| 2.9.2 What are the specific features of the procurement of services? |
| 2.9.3 What are the specific features of the procurement of works? |
| 2.9.4 How does the Legislation apply to mixed contracts? |
| 2.10 EXEMPTIONS TO THE RULES - SPECIAL CASES |
| 2.10.1 How are the Exemptions defined? |
| 2.10.2 What strategies could be applied in the exemptions? |
| 2.10.3 How can competition be maintained in the Exemptions? |
| 2.10.4 Acquisition of Physical Infrastructure: Rent/Lease or Buy? |
| CHAPTER 2 ANNEXES |
| 3. PREPARATION AND ANNOUNCEMENT OF TENDER PROCEDURE |
| 3.1 INTRODUCTION - LINKAGE TO THE OTHER CHAPTERS OF THE GUIDE |
| 3.2 PREPARATION OF TENDER DOCUMENTS |
| 3.2.1 Individual parts of the tender documents and their function |
| 3.2.1.1 Award of supply contracts and service contracts using the open procedure |
| 3.2.1.2 Award of public supply contracts and public service contracts using the restricted procedure |
| 3.2.1.3 Award of public supply contracts and public service contracts using the simplified procedure |
| 3.2.1.4 Public works contracts |
| 3.2.2 Determining the Contract Scope |
| 3.2.2.1 Preparing the Terms of Reference |
| 3.2.2.2 Preparing the Technical Specifications |
| 3.2.3 Determining the evaluation criteria |
| 3.2.3.1 Key principles |
| 3.2.3.2 Determining the qualitative selection criteria |
| 3.2.3.3 Determining the contract award criteria |
| 3.2.4 Model draft tender documents |
| 3.2.5 The case of the consultation stage (technical dialogue) |
| 3.3 ADVERTISING |
| 3.3.1 Publication of prior information notice |
| 3.3.2 Publication of periodic indicative notice (Law 11(Ι)/2006) |
| 3.3.3 Creation of "buyer profile" |
| 3.3.4 Publication of notice of the existence of a qualification system (Law 11(Ι)/2006) |
| 3.3.5 Publication of contract notice |
| 3.4 PROVISION OF THE TENDER DOCUMENTS |
| 3.4.1 Dispatch and delivery of the tender documents |
| 3.4.2 Charge for obtaining the tender documents |
| 3.5 PROVISION OF CLARIFICATIONS AND ADDITIONAL INFORMATION ON THE TENDER DOCUMENTS |
| CHAPTER 3 ANNEXES |
| 4. EVALUATION AND CONTRACT AWARD |
| 4.1 INTRODUCTION |
| 4.1.1 Structure of Chapter 4 |
| 4.1.2 Bodies responsible for the evaluation of tenders and the award of the contract |
| 4.2 OPENING OF TENDERS |
| 4.2.1 Opening procedure |
| 4.2.2 Entry of tender details in a special form |
| 4.2.3 Announcement of ranking order |
| 4.3 EVALUATION OF TENDERS |
| 4.3.1 Purpose of the procedure for the evaluation of tenders |
| 4.3.2 Basic evaluation principles |
| 4.3.3 Time-related commitments of the Competent Body for the Evaluation of Tenders |
| 4.3.4 Evaluation procedure |
| 4.4 AWARD OF CONTRACT |
| 4.4.1 Approval of the Final Evaluation Report and Award of the Contract |
| 4.4.2 Cancellation of the tender procedure |
| 4.5 PROVISION OF INFORMATION TO ECONOMIC OPERATORS |
| 4.5.1 Initial notice to all interested parties |
| 4.5.2 Notice to the Contractor |
| 4.5.3 Notice to unsuccessful tenderers |
| 4.5.4 Handling of Hierarchical Recourses |
| 4.6 CONCLUSION OF CONTRACT |
| CHAPTER 4 ANNEXES |
| 5. NEGOTIATED PROCEDURES |
| 5.1 WHAT IS THE NEGOTIATED PROCEDURE? |
| 5.2 CASES JUSTIFYING USE OF THE NEGOTIATED PROCEDURE |
| 5.2.1 Negotiated procedure with publication of a contract notice |
| 5.2.2 Negotiated procedure without publication of a contract notice |
| 5.3 HOW IS THE NEGOTIATED PROCEDURE CARRIED OUT? |
| 5.3.1 Stages of the procedure |
| 5.3.2 Tender documents |
| 5.3.3 Negotiation techniques |
| 5.4 APPLICATION OF THE NEGOTIATED PROCEDURE |
| 5.4.1 Negotiated procedure with one (1) economic operator |
| 5.4.2 Two cases of a negotiated procedure |
| 5.4.3 Negotiated procedures with reduction of the number of economic operators |
| 5.5 GENERAL REFERENCE TO THE NEGOTIATED PROCEDURE FOR PUBLIC CONTRACTS IN THE WATER, ENERGY, TRANSPORT AND POSTAL SERVICES SECTORS (DIRECTIVE 2004/17/EC & LAW 11(Ι)2006) |
| CHAPTER 5 ANNEXES |
| 6. CONTRACT IMPLEMENTATION AND MANAGEMENT |
| 6.1 INTRODUCTION |
| 6.2 FROM THE AWARD TO THE IMPLEMENTATION OF THE CONTRACT |
| 6.3 KEY ELEMENTS OF CONTRACT MANAGEMENT |
| 6.3.1 What is Contract Management? Why is it important? |
| 6.3.2 Main Contract Management activities |
| 6.3.3 Key factors for an effective Contract Management |
| 6.3.4 Roles involved in Contract Management |
| 6.4 MANAGING THE RELATIONSHIP WITH THE CONTRACTOR |
| 6.4.1 Creating a spirit of cooperation and trust between Contracting Authority and Contractor |
| 6.4.2 Factors having a negative effect on the relationship between Contracting Authority and Contractor |
| 6.4.3 Evaluation of the relationship with the Contractor |
| 6.4.4 Ethical Behaviour and Professionalism |
| 6.4.5 Communication |
| 6.4.6 Negotiations |
| 6.4.7 Handling problems |
| 6.5 CONTRACT ADMINISTRATION |
| 6.5.1 Change management |
| 6.5.1.1 Necessity to implement changes or modifications to the contract |
| 6.5.1.2 Procedures to implement changes or modifications to the contract |
| 6.5.2 Keeping a record of contractual documents |
| 6.5.3 Payment procedures |
| 6.5.4 Claims management |
| 6.5.5 Assets management |
| 6.5.6 Management Reporting |
| 6.5.7 Contract Termination |
| 6.5.7.1 Cases of contract termination |
| 6.5.7.2 Actions for terminating the contract |
| 6.5.7.3 Actions following termination of the contract |
| 6.6 MONITORING THE CONTRACTOR & ACCEPTANCE MANAGEMENT |
| 6.6.1 Evaluation of the Contractor’s performance |
| 6.6.2 Penalties for delay |
| 6.6.2.1 Supply Contracts |
| 6.6.2.2 Service Contracts |
| 6.6.2.3 Work Contracts |
| 6.6.3 Acceptance Management |
| 6.6.3.1 Acceptance of Supplies |
| 6.6.3.2 Acceptance/ Approval of Reports and Deliverables (general service contracts) |
| 6.6.3.3 Acceptance of Information System |
| 6.6.3.4 Acceptance of Works Project in whole or in part |
| 6.6.4 Risk management |
| 6.7 DISPUTE RESOLUTION |
| 6.7.1 Dispute Resolution Methods |
| 6.7.2 Description of Dispute Resolution Methods |
| 6.7.2.1 Amicable Settlement |
| 6.7.2.2 Alternative dispute resolution methods |
| 6.7.2.3 What is currently applicable in the Republic of Cyprus |
| 6.8 CONTRACT CLOSURE |
| 6.8.1 Actions for the contract closure |
| 6.8.2 Evaluation of the contract management procedures |
| 6.8.3 Checks during the completion of co-funded Projects |
| 6.9 PROCEDURES FOR THE TRANSITION INTO PRODUCTIVE OPERATION |
| CHAPTER 6 ANNEXES |
| 7. PROJECT MANAGEMENT |
| 7.1 INTRODUCTION |
| 7.2 THE PROJECT MANAGEMENT CONTEXT |
| 7.2.1 The Project Management Processes |
| 7.2.2 Project Stakeholders |
| 7.2.3 Organizational Structure |
| 7.3 INITIATING PROCESSES |
| 7.4 PLANNING PROCESSES |
| 7.4.1 Development of Activities Schedule |
| 7.4.1.1 Application of Work Breakdown Structure |
| 7.4.1.2 Identification of the Activities |
| 7.4.1.3 Determination of activities’ sequence and dependencies |
| 7.4.1.4 Estimation of Activities/ tasks duration |
| 7.4.1.5 Scheduling of Activities |
| 7.4.2 Development of Resource Plan |
| 7.4.2.1 Identification of types and quantities of resources |
| 7.4.2.2 Development of Resource Schedule |
| 7.4.2.3 Assignment of resources to project activities/ tasks |
| 7.4.3 Development of Cost Plan |
| 7.4.3.1 Identification and estimation of costs |
| 7.4.3.2 Development of Cost Schedule |
| 7.4.3.3 Estimation of cost per activity/ task |
| 7.4.4 Development of Quality Plan |
| 7.4.4.1 Definition of quality criteria and standards to achieve |
| 7.4.4.2 Establishment of quality assurance and control processes and techniques |
| 7.4.5 Development of Issue Management Plan |
| 7.4.6 Development of Change Management Plan |
| 7.4.7 Development of Risk Plan |
| 7.4.7.1 Updating of Risk Log |
| 7.4.7.2 Development of Risk Management Plan |
| 7.4.8 Development of Acceptance Plan |
| 7.4.8.1 Establishment of criteria & standards for the acceptance of the deliverables |
| 7.4.8.2 Formalization & documentation of the deliverable acceptance process |
| 7.4.9 Setting up Performance Indicators |
| 7.4.9.1 Establishing the Performance Indicators |
| 7.4.9.2 Establishing the process for monitoring the Performance Indicators |
| 7.4.10 Development of Communication Plan |
| 7.4.10.1 Identification of stakeholders |
| 7.4.10.2 Determination of Stakeholders’ communication needs |
| 7.4.10.3 Define communication strategy |
| 7.4.10.4 Completion of Communication Plan/Matrix |
| 7.4.11 Reviewing the Project Planning Phase |
| 7.5 EXECUTING & CONTROLLING PROCESSES |
| 7.5.1 Schedule Management |
| 7.5.1.1 Record progress of activities and tasks |
| 7.5.1.2 Update the Activities Schedule |
| 7.5.1.3 Identify and resolve schedule problems |
| 7.5.2 Resource Management |
| 7.5.2.1 Record resource progress |
| 7.5.2.2 Update the Resource Schedule |
| 7.5.2.3 Identify and resolve resource allocation problems |
| 7.5.3 Cost Management |
| 7.5.3.1 Record actual costs (or expenses) |
| 7.5.3.2 Update the cost schedule |
| 7.5.3.3 Identify and resolve cost problems |
| 7.5.4 Quality Management |
| 7.5.4.1 Monitoring of the quality assurance activities implemented by the Contractor |
| 7.5.4.2 Organizing and implementing Deliverable Quality Review |
| 7.5.5 Issue Management |
| 7.5.6 Change Management |
| 7.5.7 Risk Management |
| 7.5.7.1 Risk Monitoring |
| 7.5.7.2 Risk Control |
| 7.5.8 Acceptance Management |
| 7.5.9 Communication Management |
| 7.5.9.1 Execution of Communication Plan/ Distribution of information |
| 7.5.9.2 Reporting Project’s Performance |
| 7.5.10 Reviewing the Project Execution & Control Phase |
| 7.6 CLOSING PROCESSES |
| 7.6.1 Performance of Administrative Closure |
| 7.6.1.1 Identifying Follow-on Actions |
| 7.6.1.2 Ensuring that all the deliverables have been accepted |
| 7.6.1.3 Completing and archiving all project information |
| 7.6.1.4 Disbanding the resources used in the project |
| 7.6.1.5 Updating the CVs of the human resources involved in the project |
| 7.6.2 Conduction of Project Evaluation Review |
| 7.6.2.1 Conduct Project Evaluation |
| 7.6.2.2 Prepare the Project Evaluation Report |
| 7.6.3 Conduction of post-project review |
| 7.6.4 Reviewing the Project Closure Phase |
| 7.7 SYNOPSIS OF PROJECT MANAGEMENT ACTIVITIES |
| 7.7.1 Project Management Activities in case that the Project is implemented with own resources (in-house production) |
| 7.7.2 Project Management Activities in case that the Project is implemented by a Contractor |
| CHAPTER 7 ANNEXES |