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3.3.2. Drawing up shortlists

Candidates are shortlisted by an evaluation committee appointed by the contracting authority comprising a non-voting chairperson, a non-voting secretary and an odd number of voting members (The evaluators). There must be a minimum of three evaluators. They must possess the technical and administrative capacities necessary to give an informed opinion on the applications.

In addition each member must have a reasonable command of the language in which the applications are submitted. All members of the evaluation committee are obliged to sign a Declaration of Impartiality and Confidentiality (see Annex A4). For the responsibilities of the evaluation committee members, see point 2.8.3.

DIRECT MANAGEMENT:

The evaluation committee (i.e. the chairperson, the secretary and the evaluators) must be appointed on a personal basis by the European Commission. The beneficiary country may participate as appropriate, either as a voting member (evaluator) or as an observer.

INDIRECT MANAGEMENT WITH EX-ANTE CONTROLS:

The evaluation committee (i.e. the chairperson, the secretary and the evaluators) must be appointed on a personal basis by the contracting authority and the appointments submitted to the European Commission for approval. The European Commission should participate as an observer. The membership of the committee is deemed to be approved if the European Commission does not object within five working days. As a general rule, the European Commission appoints an observer to attend all or part of the evaluation committee meetings. Prior approval must be sought from the European Commission for other observers to attend.

INDIRECT MANAGEMENT WITH EX-POST CONTROLS:

The evaluation committee (i.e. the chairperson, the secretary and the evaluators) must be appointed on a personal basis by the contracting authority.

The selection procedure involves:

  • drawing up a long list (see template in Annex B4) summarising all the applications received;

  • eliminating candidates who are ineligible (see point 2.3.1.) or fall into one of the situations described in sections 2.3.3. and 2.3.5.;

  • applying the selection criteria exactly as published.

For the supply of supporting documents in relation to the exclusion and selection criteria, see points 2.3.3. and 2.4.11.

After examining the responses to the contract notice, the Evaluation Committee shortlists the service providers offering the best guarantee of satisfactory performance of the contract.

The shortlist comprises between four and eight candidates.

If the number of eligible candidates meeting the selection criteria is greater than eight, the additional criteria published in the contract notice are applied in order to reduce the number to the eight best candidates. For further details please see section 2.4.1.1. "Selection criteria".

If the number of eligible candidates meeting the selection criteria is less than the minimum of four, the contracting authority may invite only those candidates who satisfy the selection criteria to submit a tender. Before accepting a reduced competition of less than four candidates, a prior approval is required, save in indirect management with ex post control as stated in the text box below. This prior approval may be granted based on a verification showing that the timing of the publication, the selection criteria used and the scope of the services in relation to the budget were satisfactory. This shall be justified in the evaluation report.

DIRECT MANAGEMENT AND INDIRECT MANAGEMENT WITH EX-ANTE CONTROLS:

Prior approval by the European Commission must be sought before inviting fewer than four candidates.

INDIRECT MANAGEMENT WITH EX-POST CONTROLS:

No prior approval by the European Commission is required.

The shortlisting process and the final shortlist itself must be fully documented in a shortlist report (see template in Annex B5).

Before the shortlist is approved by the evaluation committee, the contracting authority must check that no candidate (including partners) is in an exclusion situation in the Early Warning System.

The shortlist report is signed by the chairperson, the secretary and all evaluators.

DIRECT MANAGEMENT:

The shortlist report must be submitted for approval to the contracting authority, which must decide whether or not to accept its recommendations, before the shortlisted candidates can be invited to submit a tender.

INDIRECT MANAGEMENT WITH EX-ANTE CONTROLS:

The shortlist report must be submitted for approval to the contracting authority, which must decide whether or not to accept its recommendations. The contracting authority must then submit the shortlist report together with its recommendation to the European Commission for approval, before the shortlisted candidates can be invited to submit a tender.

If the European Commission does not accept the recommendation of the contracting authority, it must write to the contracting authority stating the reasons for its decision.

INDIRECT MANAGEMENT WITH EX-POST CONTROLS:

No prior approval by the European Commission is required before the contracting authority acts on the recommendations of the evaluation committee.

Candidates not selected will be informed in writing by the contracting authority (see Annex B7).

Selected candidates will receive a letter of invitation to tender and the tender dossier (see template in Annex B8). At the same time, the final shortlist must be published on the EuropeAid website.

The contracting authority prepares the shortlist notice using the appropriate template (Annex B6) and sends it in due time and in electronic form to the European Commission for publication on the EuropeAid website and, where appropriate, on the EU Official Journal (See guidelines for publication in Annex A11e).

If unsuccessful candidates request further information, they may be given any information which is not confidential, e.g. reasons why a reference does not meet the technical selection criterion, as this may help them to be successful in future tenders.



Last update: 2014/10/29 | Total number of visitors 1,887,894 | Contact e-mail: EuropeAid-PRAGWEB@ec.europa.eu | Version: 3.9.5 | Top