ARTICLE 1: - emits - ESA

ESA/REG/001, rev.2
Annex III,rev.1
Page 20
3.3 Duties of the Joint Secretaries
The Joint Secretaries are specifically responsible for:
i. keeping the records of all meetings;
ii.
iii.
iv.
taking short minutes and ensuring their distribution to all members;
drafting of the TEB reports;
ensuring that the reports and minutes of the TEB are drawn up and signed;
v. making the necessary arrangements concerning experts and observers from
outside the Agency;
vi.
vii.
viii.
ix.
submitting a proposal to the TEB Chairperson for the time schedule up to
recommendation;
ensuring the distribution of admitted tenders or part of;
submitting a proposal for evaluation criteria and, if the complexity of an
evaluation so requires, for sub-criteria, for approval by the TEB;
submitting a proposal for the appointment of tender evaluation panels ( together
with the panel reference documents) to the TEB for approval if the complexity of
an evaluation so requires;
x. ensuring that in the case of competitive tender actions the ITT package does not
contain any information susceptible to allow for the identification of the TEB
participants other than the Contract officer; and,
xi.
participate in any briefing or debriefing as called for under the present TEM or
the Procurement Regulations.
3.4 Specific duties of the Contract officer
In addition to his duties as Joint Secretary to the TEB or Chairperson of the TEB in
some cases of non-competitive tendering, the Contract officer shall:
i. see to it that the TEB participants observe the applicable procurement rules and
procedures and that the approved procurement policy is correctly implemented;
ii.
iii.
keep the records of the procurement proceedings in line with the requirements
set under Article 6 of the Procurement Regulations;
in the case of appointment of a tender evaluation panel, ensure that the
nomination of members is done in conformity with Part V of the present TEM ;