Negotiated procedure
The Grant Beneficiary invites simultaneously and in writing the contractors of its choice to negotiate the terms of the contract. Publication of the procurement notice is not required.
The Grant Beneficiary draws up a list of at least three service providers of its choice. Candidates are sent a letter of invitation to tender accompanied by a tender dossier. The authorising officer may decide to use the simplified tender dossier for services for this procedure as well as for the single offer procedure (see below). Tenders must be received by the Grant Beneficiary at the address and no later than the date and time reported in the invitation to tender. The chosen candidates must be allowed at least 30 days from the dispatch of the letter of invitation to tender to submit their tenders.
The tenders are opened and evaluated by an Evaluation Committee with the necessary technical and administrative expertise, appointed by the Contracting Authority. The procedure for evaluating the tenders and awarding the contract is the same as under the restricted procedure.
At the end of the procedure, the Grant Beneficiary selects the most technically compliant tender which offers the best value for money in case of service tenders and the cheapest compliant offer in case of supplies or works tenders.
If following consultation of the tenderers, the Grant Beneficiary receives only one tender that is administratively and technically valid, the contract may be awarded provided that the award criteria are met.
When it should be used?
| Type of contract | Value of the contract |
|---|---|
| Services | <€ 200,000 but >€ 10,000 |
| Supplies | <€ 60,000 but >€ 10,000 |
| Works | <€ 300,000 but >€ 10,000 |
Steps of a negotiated procedure
- The Grant Beneficiary draws up a list of contractors of its choice. At this stage the Grant Beneficiary must previously verify that the nationality of the candidates that it wishes to invite is eligible.
- Candidates are sent a letter of invitation to the tender accompanied by a tender dossier. It would be prudent to invite more than 3 candidates to participate to the tender since in the case that the Grant Beneficiary does not receive at least three compliant tenders, the procedure must be cancelled and started again.
- Tenders must reach the Grant Beneficiary at the address and no later than the date and time reported in the invitation to tender. The chosen candidates must be allowed at least 21 days from the dispatch of the letter of invitation to tender in which to submit their tenders.
- Tenders must be sent in two envelopes, one containing the technical offer and the other the financial offer.
- Continue with steps from n° 4 to n° 9 of the open procedure.
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