PUBLIC PROCUREMENT BEST PRACTICE GUIDE

- A -

Acceptance Criteria

	6.6.3.3 Acceptance of Information System
	7.4.8.1 Establishment of criteria & standards for the acceptance of the deliverables

Acceptance Management

	6.6.3 Acceptance Management
	7.5.8 Acceptance Management

Acceptance Plan

Acceptance Testing

Activities Schedule

	7.4.1 Development of Activities Schedule
	7.5.1.2 Update the Activities Schedule

Ad hoc Technical Committee

Additional Deliveries by the Original Supplier

Additional Information on the Tender Documents

Additional Works or Services not included in the original contract

	5.2.2 Negotiated procedure without publication of a contract notice
	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)

Administrative Closure

Administrative costs

Advertising

Agreement

Alternative Dispute Resolution Methods

	6.7.1 Dispute Resolution Methods
	6.7.2.2 Alternative dispute resolution methods

Amicable Settlement

	6.7.2.1 Amicable Settlement
	6.7.2.3 What is currently applicable in the Republic of Cyprus

Arbitration

	6.7.2.2 Alternative dispute resolution methods
	6.7.2.3 What is currently applicable in the Republic of Cyprus

Arbitrator

	6.7.2.2 Alternative dispute resolution methods
	6.7.2.3 What is currently applicable in the Republic of Cyprus

Architect

Assets

Assets Management

Award Criteria

	2.7.1 Evaluation stages and their linkage to the tender procedure
	2.7.6 What criteria should I use to award the contract?
	3.2.3.3 Determining the contract award criteria

Award Decision

Award of Contract

Award Stage

	2.7.1 Evaluation stages and their linkage to the tender procedure
	3.2.1.2 Award of public supply contracts and public service contracts using the restricted procedure

- B -

- C -

Call-off Arrangement

	2.6 FRAMEWORK AGREEMENTS AND CALL-OFF ARRANGEMENTS
	2.6.4 How is a Call-off arrangement used?

Cancellation of the Tender Procedure

Cartels

Certificate Log

Certificate of Acceptance

	6.6.3.1 Acceptance of Supplies
	6.6.3.4 Acceptance of Works Project in whole or in part

Certificate of Final Acceptance

Certificate of Rejection

Certificate of Temporary Acceptance

Change

	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
	7.4.6 Development of Change Management Plan

Change Log

Change Management

	6.5.1 Change management
	7.5.6 Change Management

Change Management Plan

Change Request Form

Claims

Claims Management

Clarifications on the Tender Documents

Code of Ethics Manual

Common Procurement Vocabulary (CPV)

Communication

Communication Management

Communication Plan

Competent Body for the Award of The Contract

	4.1.2 Bodies responsible for the evaluation of tenders and the award of the contract
	4.4.1 Approval of the Final Evaluation Report and Award of the Contract

Competent Body for the Evaluation of Tenders

	4.1.2 Bodies responsible for the evaluation of tenders and the award of the contract
	4.2.1 Opening procedure
	4.3.3 Time-related commitments of the Competent Body for the Evaluation of Tenders

Competent Body for the Opening of Tenders

	4.1.2 Bodies responsible for the evaluation of tenders and the award of the contract
	4.2.1 Opening procedure

Competition

Competitive Dialogue

	2.5.4 What are the procedures for contracts above EU Thresholds?
	ANNEX 5-1

Completeness of Tenders

Concession Contract

Conciliation

Conclusion of Contract

Conflicts of Interest

Consultation

Content of the Contract

Contingency costs

Contract Administration

Contract Aggregation

Contract Award Notice

Contract Awarded only to a particular economic operator

Contract Closure

Contract Management

	6.3.1 What is Contract Management? Why is it important?
	6.3.2 Main Contract Management activities

Contract Management Evaluation

Contract Manager

Contract Notice

	2.5.6 What needs to be considered when advertising a tender?
	3.3.5 Publication of contract notice

Contract Scope

Contracting Authority

Contractor's Performance Evaluation Report

Contractual Documents

Contractual Documents Record

Cooperation

Corrective Maintenance

Cost Schedule

	7.4.3.2 Development of Cost Schedule
	7.5.3.2 Update the cost schedule

Cost-Benefit Analysis (CBA)

- D -

Defects Liability Period

Delayed Payments

Deliverable Quality Review

Deliverable Quality Review Form

Design and Build Contract

Desirable Technical Specifications

Developing Technical Specifications

Dispute Resolution

	6.7.1 Dispute Resolution Methods
	6.7.2 Description of Dispute Resolution Methods

- E -

Earned Value Analysis (EVA)

	7.5.3.3 Identify and resolve cost problems
	7.5.9.2 Reporting Project’s Performance

Economic and Financial Standing

	3.2.3.2 Determining the qualitative selection criteria
	4.3.4 Evaluation procedure

Engineer

Entry of Tender Details

Evaluation of Contractor’s Performance

Evaluation of Financial Offers

Evaluation of Technical Offers

Evaluation of Tenders

	4.3 EVALUATION OF TENDERS
	4.3.1 Purpose of the procedure for the evaluation of tenders
	4.3.4 Evaluation procedure

Evaluation Panel

Evaluation Principles

	2.7.2 Key evaluation principles
	4.3.2 Basic evaluation principles

Evaluation Strategy

Executive

	1.5.2 Appointment of the Executive and Project Manager
	1.5.3.4 Design of Project Organisation

Exemptions

Expense Form

Extreme Urgency

	5.2.2 Negotiated procedure without publication of a contract notice
	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)

- F -

Feasibility Study

Fee Based Contract

Filing of a Hierarchical Recourse

Final Account

Final Evaluation Report

Final Payment Certificate

Formal Requirements for Participation

Framework Agreement

	2.6 FRAMEWORK AGREEMENTS AND CALL-OFF ARRANGEMENTS
	2.6.1 What are the stages of framework agreements?

Functional Organization

Functional Specifications

Funding Agency

- G -

Gantt Charts

General Conditions of Contract

- H -

Handling Problems

Hierarchical Recourse

Human Resources

- I -

Identification of needs

Impact Indicators

Impediments to the Contract Conclusion

Implementing Agency

Individual Parts of the Tender Documents

In-House Production

Initial Notice

Input or Process Specifications

Instructions to Economic Operators

Integrated Information System

Interest

	6.5.3 Payment procedures
	6.5.4 Claims management

Interim Account

Interim Contractor

Interim Measures

Interim Payment Certificate

Invitation of Requests to Participate

Invoices

Irregular Tenders

Issue Form

Issue Log

	7.4.5 Development of Issue Management Plan
	7.5.5 Issue Management

Issue Management

Issue Management Plan

- K -

Kick-off Meeting

- L -

Lack of Tenderers

Lack of Tenders

	5.2.2 Negotiated procedure without publication of a contract notice
	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)

Long Term Relationship

Lowest Price

	2.7.6 What criteria should I use to award the contract?
	3.2.3.3 Determining the contract award criteria

- M -

Mandatory Technical Specifications

Marking of Financial Offers

Marking of Technical Offers

Minimum Mandatory Technical Specifications

Mixed Contract

Model Draft Tender Documents

Modification

	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

Monitoring the Contractor

Monopoly

Most Economically Advantageous Tender (MEAT)

	2.7.6 What criteria should I use to award the contract?
	3.2.3.3 Determining the contract award criteria

- N -

Negotiated Procedure

	2.5.4 What are the procedures for contracts above EU Thresholds?
	5.1 WHAT IS THE NEGOTIATED PROCEDURE?

Negotiation Techniques

Negotiations

Neutral Evaluation

Notice to the Contractor

Notice to Unsuccessful Tenderers

- O -

Objective Τree

Observers

Open Meeting

Open Procedure

	2.5.4 What are the procedures for contracts above EU Thresholds?
	2.7.1 Evaluation stages and their linkage to the tender procedure
	3.2.1.1 Award of supply contracts and service contracts using the open procedure

Opening of Tenders

	4.2 OPENING OF TENDERS
	4.2.1 Opening procedure

Output Indicators

Output or Performance Specifications

Overallocated Resources

- P -

Performance Based Contract

Performance Indicator

	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

Performance Reporting

	7.4.10.4 Completion of Communication Plan/Matrix
	7.5.9.2 Reporting Project’s Performance

Performance Specifications

Periodic Indicative Notice

Personal Situation

	3.2.3.2 Determining the qualitative selection criteria
	4.3.4 Evaluation procedure

PERT Charts

Per-use cost

Pilot Operation

	6.6.3.3 Acceptance of Information System
	6.9 PROCEDURES FOR THE TRANSITION INTO PRODUCTIVE OPERATION

Post-Project Review

Precedence Diagramming Method

Pre-Qualification Questionnaire (PQQ)

Prequalification Stage

Presentation of the Technical Offers

Pre-Tendering Phase

Preventive Maintenance

Price Based Contract

Prior Information Notice (PIN)

	2.5.6 What needs to be considered when advertising a tender?
	3.3.1 Publication of prior information notice

Procurement Team

	2.5.1 Appointment of the Procurement Team
	3.2 PREPARATION OF TENDER DOCUMENTS

Productive Operation

Progress Report

	6.5.6 Management Reporting
	7.5.9.2 Reporting Project’s Performance

Project

Project Archive

Project Beneficiaries

Project Budget

Project Design Team

Project Evaluation

Project Evaluation Report

	7.6.2.1 Conduct Project Evaluation
	7.6.2.2 Prepare the Project Evaluation Report

Project Evaluation Review

Project Management Life Cycle

Project Management Processes

Project Management Team

Project Manager

	1.5.2 Appointment of the Executive and Project Manager
	1.5.3.4 Design of Project Organisation

Project Network Diagram

	7.4.1.3 Determination of activities’ sequence and dependencies
	7.4.1.5 Scheduling of Activities

Project Office

Project Organisation Structure

Project Owner

Project Plan

Project Risk

Project Stakeholders

	7.2.2 Project Stakeholders
	7.4.10.1 Identification of stakeholders

Project Status Report

	6.5.6 Management Reporting
	7.5.9.2 Reporting Project’s Performance

Project Steering Committee

Projectized Organization

Provision of Clarifications for the Purposes of the Qualitative Selection

Provision of Clarifications for the Purposes of the Technical Evaluation

Provision of Information to Economic Operators

Provisional Notice for Termination

Public Procurement

	1.1 WHAT IS A PROJECT? WHAT IS PUBLIC PROCUREMENT? THEIR RELATIONSHIP
	2.1.1 How can Public Procurement be defined?

Public Procurement Procedures

	2.5.2 What are the possible Procurement Procedures?
	2.5.4 What are the procedures for contracts above EU Thresholds?
	2.5.5 What are the procedures for contracts below EU Thresholds?

Public Procurement Timetable

Public Works Contracts

Publication of Contract Notice

Publication of Notice of the Existence of a Qualification System

Public-Private Partnership (PPP)

	1.5.1.1 Alternative ways of funding - Public vs. Private Project Funding
	2.8.7 What types of commercial arrangements are available?
	ANNEX 5-2

Pursue Professional Activity

- Q -

Qualitative Selection Criteria

	2.7.1 Evaluation stages and their linkage to the tender procedure
	2.7.5 What criteria should I use to select suitable economic operators?
	3.2.3.2 Determining the qualitative selection criteria
	4.3.4 Evaluation procedure

Qualitative Selection Report

Qualitative Selection Stage

	2.7.1 Evaluation stages and their linkage to the tender procedure
	4.3.4 Evaluation procedure

Quality Control

	6.6.3.1 Acceptance of Supplies
	7.5.4 Quality Management

- R -

Ranking of Participants

Ranking of Technical Offers

Ranking of Tenders

Rate-based cost

Relationship Management

Resource Schedule

	7.4.2.2 Development of Resource Schedule
	7.5.2.2 Update the Resource Schedule

Restricted Procedure

	2.5.4 What are the procedures for contracts above EU Thresholds?
	2.7.1 Evaluation stages and their linkage to the tender procedure
	3.2.1.2 Award of public supply contracts and public service contracts using the restricted procedure

Risk Log

	1.5.3.5 Risk Identification & Assessment
	7.4.7.1 Updating of Risk Log
	7.5.7.1 Risk Monitoring

Risk Management

	6.6.4 Risk management
	7.5.7 Risk Management

Risk Management Plan

	7.4.7 Development of Risk Plan
	7.4.7.2 Development of Risk Management Plan

- S -

Service Contracts

	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

Service Level Agreement (SLA)

	2.8.2 What type of contract should be issued?
	ANNEX 6-12

Short Term Relationship

Sign the Agreement

Simplified Procedure

	2.5.5 What are the procedures for contracts below EU Thresholds?
	3.2.1.3 Award of public supply contracts and public service contracts using the simplified procedure

Special Conditions of Contract

Special Requirements

Stage of Evaluation of Tenders

Stage of Qualitative Selection

	2.7.1 Evaluation stages and their linkage to the tender procedure
	4.3.4 Evaluation procedure

Status Date

Status Meeting

Supplies quoted and purchased on a commodity market

	5.2.2 Negotiated procedure without publication of a contract notice
	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)

Supply Contracts

	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

- T -

Team Manager

Technical and/or Professional Ability

	3.2.3.2 Determining the qualitative selection criteria
	4.3.4 Evaluation procedure

Technical Complexity

Technical Design Specifications

	2.7.4 What types of specifications can be used?
	3.2.2.2 Preparing the Technical Specifications

Technical Dialogue

Technical Evaluation Report

Technical Specifications

	2.7.3 Determination of Technical Specifications
	3.2.2.2 Preparing the Technical Specifications

Tender Documents

Tenders Review Authority

Termination Notice

Termination of the Contract

Terms of Reference

Terms of Reference - Technical Specifications

Time Based Contract

Time-limits

	2.5.7 What is an acceptable procurement timetable?
	3.3.5 Publication of contract notice

Timesheet

Transition into Productive Operation

- U -

Underallocated Resources

Unforeseeable Event

Unsuitable Tenders

	5.2.2 Negotiated procedure without publication of a contract notice
	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)

- V -

Value for Money

- W -

Warranty Period

Whole Life Cost

	2.2.4 What is Best Value for Money?
	2.2.5 How is Value for Money Achieved?

Whole Life Costing

Work Breakdown Structure