ARTICLE 1: - emits - ESA

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ESA/REG/001, rev.2 Annex III,rev.1 Page 60 debriefings should be given within 10 (ten) calendar days as from the date by which the Agency received the formal written request. If agreed by the parties such debriefing may be given by means of teleconference. 4.6.3 Explanations shall be limited to the findings of the TOB on the tender. 4.6.4 Minutes of debriefing meetings shall be established using the standard form and only contain: i.the subject matter of the meeting and the reference number of the procurement; ii.the date of the debriefing meeting; iii.the way in which it was given (oral or teleconference); iv.the names and functions of those participating; and, v.a formal statement that the debriefing was given in accordance with Article 34.8 of the Agency’s Procurement Regulations. 4.6.5 Minutes of debriefing meetings shall be signed by the participants present and the original shall be appended to the contract file of the procurement. Where the debriefing was made by teleconference the minutes shall be established by the Agency’s concerned Contracts officer and issued to the Tenderer ruled non admissible within one working day for his approval and signature. The original bearing the signature of the Tenderer ruled non admissible shall be returned to the Agency who shall append it to the contract file of the procurement. Chapter 5: Re-issuing of the RFQ 5.1 Pursuant to Article 35 of the Procurement Regulations, an RFQ may only be reissued in the following cases: i. where it is found necessary to amend the RFQ after the closing date and time for the receipt of the tender; ii. iii. iv. where substantial errors or irregularities have actually occurred during the tendering process; where the interest of the Agency so requires; where the RFQ is superior or equal to 20 000 000 Euro and the Tenderer has not obtained an overall minimum weighted mark of 60.
ESA/REG/001, rev. 2 Annex III,rev.1 Page 61 5.2 Disposal of tender Where a decision is taken to cancel or re-issue the RFQ with or without amended specifications, within ten working days of the notification of the said decision to the Tenderer, the tender received shall be disposed of by the Agency or dealt with as required by the Tenderer in writing at the time of the submission of the tender.. Chapter 6: Distribution of admitted tender 6.1 Following the closing of the TOB proceedings, each member of the TEB shall receive a complete copy of the admitted tender; when required, any other TEB participant shall receive either a complete or a partial copy of the admitted tender. 6.2 Where there are evaluation panels, the Chairperson of each panel shall receive a complete copy of the admitted tender. The decision on whether panel members are to receive the complete tender, or only such parts as relate to the aspects which are to be evaluated by the particular panel, shall be taken by the TEB Chairperson. The distribution of cost information shall be restricted to that information relevant to the aspect being evaluated by the individual concerned. 6.3 In support to evaluation, specific parts of the tender may be further distributed to: i. Cost Engineering services; ii. Procurement Audit and Industrial Policy services. 6.4 The Tender or part of shall not be distributed to any other persons. 6.5 Upon receipt of the documents the recipient shall sign off the receipt form. 6.6 A received tender shall be treated by the recipients as “ESA Unclassified Proprietary Information- PRIVILEGED” and shall be handled accordingly. (see ESA Security Directives (ESA ADMIN/IPOL(2008)6) Annex 2 Section 3.4) such as to avoid the disclosure of their content.
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ARTICLE 1: - emits - ESA

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