ARTICLE 1: - emits - ESA
ARTICLE 1: - emits - ESA ARTICLE 1: - emits - ESA
ESA/REG/001, rev.2 Annex III,rev.1 Page 50 PART III: PROCEDURE FOR NON-COMPETITIVE TENDERING (DIRECT NEGOTIATIONS) Chapter 1: TEB responsibilities prior to the issuing of the RFQ. (PRE- TEB) Prior to the issuing of the RFQ, the TEB under the responsibility of its Chairperson shall review the corresponding solicitation package. 1.1 Acceptability of RFQ documents for review by the TEB 1.1.1 All technical and managerial solicitation documents which form part of the RFQ package to be reviewed by the TEB shall be distributed by the responsible Technical officer at least five (5) working days prior to the first meeting of the TEB 21 . In the absence of any such documents on the fifth working day preceding the first meeting of the TEB, the TEB Chairperson may call off the said meeting. 1.1.2 Those contractual solicitation documents which shall form part of the RFQ package to be published by the Agency shall be distributed by the Contract officer at least two working days prior to the first TEB meeting. Such documents shall generally consist of a draft contract and draft special conditions for tender. In the absence of any such documents on the day preceding the first meeting of the TEB, the TEB Chairperson may call off the said meeting. 1.2 Amendments to the technical and managerial solicitation documents 1.2.1 No amendment of the RFQ technical and managerial solicitation documents which would result in a substantial change or complete review of the programmatic and technical content of the approved tender action can be made by the TEB without the prior approval of the Initiating Authority which remains responsible for the procurement action. 1.2.2 Should the TEB feel that such changes are needed, the proceedings of the TEB shall be suspended and the Chairperson together with the Contract officer - and with the Technical officer in the cases where the TEB is only made up of the Contract officer and the Technical officer- shall consult with the Initiating Authority or a person duly designated by it. All such matters shall be duly recorded in the summary minutes of the meeting. 21 The Contract officer will organise the meeting, such meeting may be held by teleconference or video conference….
ESA/REG/001, rev. 2 Annex III,rev.1 Page 51 1.2.3 When reviewing the documents the TEB shall ensure that: i. they constitute a proper basis for a non-competitive tender; ii. iii. the requirements are unambiguous and exhaustive so that the Tenderer can understand them; terminology and units of measurement used are those normal to the subject matter of the RFQ; iv. the technical parts of the RFQ do not contain contractual aspects 22 ; v. the proposed budget is commensurate with the subject procurement. Should this not be the case, the Chairperson together with the Contract officer shall consult with the Initiating Authority. All such matters shall be duly recorded in the summary minutes of the meeting; vi. vii. all applicable industrial policy and geographical return requirements are correctly reflected and unambiguous ;and, the proposed schedule to complete the work is realistic. Should this not be the case, the Chairperson together with the Contract officer shall consult with the Initiating Authority. All such matters shall be duly recorded in the summary minutes of the meeting. 1.3 Endorsement and approval of solicitation documents for release 1.3.1 Once the TEB considers that all the conditions set forth in section 1.2 above are met, the documents shall be considered endorsed and shall be submitted to the Initiating Authority and the Procurement Department for approval through the appropriate electronic form. 1.3.2 Once approved by the Initiating Authority and the Procurement department, the documents shall be binding for the subsequent evaluation phase, unless modified in accordance with the provisions of Chapter 3 hereafter. 1.3.3 Should the Initiating Authority consider that the documents submitted result in a substantial change or complete review of the programmatic and technical content of the approved tender action it shall have the right to reject all or part of the documents endorsed by the TEB. In such case it shall notify the Chairperson and the Contract officer accordingly, provide them with its detailed comments and ask for the TEB to reconvene for taking its comments into consideration. 1.3.4 Should the Appointing Authority be of the opinion that the documents presented contain some elements or ambiguities which do not comply with the applicable instructions or specific industrial policy measures it shall return the form to the Initiating Authority with its comments for further implementation by the TEB. 22 Service Level Agreements are not to be considered in technical parts.
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<strong>ESA</strong>/REG/001, rev.2<br />
Annex III,rev.1<br />
Page 50<br />
PART III: PROCEDURE FOR NON-COMPETITIVE<br />
TENDERING<br />
(DIRECT NEGOTIATIONS)<br />
Chapter 1: TEB responsibilities prior to the issuing of the RFQ. (PRE-<br />
TEB)<br />
Prior to the issuing of the RFQ, the TEB under the responsibility of its Chairperson<br />
shall review the corresponding solicitation package.<br />
1.1 Acceptability of RFQ documents for review by the TEB<br />
1.1.1 All technical and managerial solicitation documents which form part of the RFQ<br />
package to be reviewed by the TEB shall be distributed by the responsible Technical<br />
officer at least five (5) working days prior to the first meeting of the TEB 21 .<br />
In the absence of any such documents on the fifth working day preceding the first<br />
meeting of the TEB, the TEB Chairperson may call off the said meeting.<br />
1.1.2 Those contractual solicitation documents which shall form part of the RFQ<br />
package to be published by the Agency shall be distributed by the Contract officer at<br />
least two working days prior to the first TEB meeting. Such documents shall generally<br />
consist of a draft contract and draft special conditions for tender.<br />
In the absence of any such documents on the day preceding the first meeting of the<br />
TEB, the TEB Chairperson may call off the said meeting.<br />
1.2 Amendments to the technical and managerial solicitation documents<br />
1.2.1 No amendment of the RFQ technical and managerial solicitation documents<br />
which would result in a substantial change or complete review of the programmatic and<br />
technical content of the approved tender action can be made by the TEB without the<br />
prior approval of the Initiating Authority which remains responsible for the<br />
procurement action.<br />
1.2.2 Should the TEB feel that such changes are needed, the proceedings of the TEB<br />
shall be suspended and the Chairperson together with the Contract officer - and with the<br />
Technical officer in the cases where the TEB is only made up of the Contract officer<br />
and the Technical officer- shall consult with the Initiating Authority or a person duly<br />
designated by it. All such matters shall be duly recorded in the summary minutes of the<br />
meeting.<br />
21 The Contract officer will organise the meeting, such meeting may be held by teleconference or video<br />
conference….
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