Open tender (local and international)

Tender procedures are open whenever all interested economic operators may submit a tender after publication of a tender notice.

There are two types of open tender procedure, according to the scope of the publication of the tender notice:

  • International: the tender notice must be published internationally “in all appropriate media, in particular on the grant beneficiary’s web site, in the international press and the national press of the country in which the action is being carried out, or in other specialist periodicals ”. The tender notice must appear also on specialised websites.
  • Local: the tender notice is published in all appropriate media but only in the country in which the action is being carried out.

Under the open procedure, any natural or legal person wishing to tender receives upon request the tender dossier, in accordance with the procedures laid down in the procurement notice.

When it should be used?

International open tender
Type of contract Value of the contract
Supplies ≥€ 150,000
Works ≥€ 5,000,000
Local open tender
Type of contract Value of the contract
Supplies <€ 150,000 but ≥€ 60,000
Works<€ 5,000,000 but ≥€ 300,000

Steps of an open procedure

  1. Publication of the tender notice. The tender notice shall specify at least the rules governing the lodging/submission and presentation of tenders, the exclusion, selection and award criteria, and set out the technical specifications.
  2. Make the tender dossier available to interested subjects. The instruction of the tender dossier must indicate at least the following:
    • The type of contract (i.e. Supplies).
    • The selection and awarding criteria.
    • Whether alternative offers are permitted.
    • The proportion of subcontracting which may be authorised.
    • The currency of the tender.
    • The list of documents that must be included in the tender dossier.
    • The description of formal requirements for the presentation of the tender.
  3. Establish clear selection and award criteria. If an evaluation grid is established it should be included in the tender dossier.
  4. Establish the composition of the evaluation committee:
    • 3 voting members minimum; odd number suggested
    • one chairman
    • one secretary
    • an observer (optional).
      All the members of the evaluation committee shall sign a declaration of impartiality and confidentiality .
  5. Opening session and evaluation. When the tenders received are examined, the contract is awarded by conducting the selection procedure (i.e. verification of the eligibility and of the financial, economic, technical and professional capacity of tenderers) and the procurement procedure (i.e. comparison of tenders), in accordance with the selection and award criteria. No negotiation is allowed.
  6. Preparation of an evaluation report
  7. Awarding of the contract: preparation of the contract award notice and letter for the unsuccessful tenders
  8. Signature of the contract, using the contract included in the tender dossier
  9. Preparation of a tender report. It must include:
    • Reasons that have led to the choice of the adopted procurement procedures
    • Details on the publication of the tender notice (websites, newspapers, etc.)
    • Evaluation
    • Preparatory session
    • Tender opening session
    • Administrative compliance
    • Technical compliance
    • Financial evaluation
    • Conclusion
    • Signatures
    • Annexes:
      • Tender opening report and its annexes
      • Administrative compliance grid
      • Technical evaluation grids completed by individual evaluators
      • Attendance records
      • Clarification correspondence with tenderers.

Sources and useful links:

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