ARTICLE 1: - emits - ESA

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<strong>ESA</strong>/REG/001, rev.2 Annex III,rev.1 Page 66 7.10 Closing of evaluation by the TEB 7.10.1 A TEB is maintained until such time a final recommendation is made or the action cancelled. 7.10.2 On finalisation of the evaluation, the TEB Chairperson shall remind its members again not to disclose any information concerning the evaluation to any third party, unless expressly authorised by the Director General or called as a witness or interviewed in the framework of the Agency’s Procurement Review Process. 7.10.3 Each TEB participant who has received the tender - or part(s) of - shall return such documents immediately to the Contract officer for further disposal. 7.10.4 The Contract officer shall keep the original of the tender and the Initiating Authority and the Technical officer may each retain one copy for the purpose of administering the resulting contract. 7.10.5 The Contract officer shall ensure that any other documents no longer needed for the sake of keeping the records are collected and disposed of. Chapter 8: Communications with the Tenderer subsequent to the admittance of the tender for evaluation Communications with the Tenderer shall be limited to clarifications, notifications and shall be in writing. Any communication shall be issued through the local procurement division/ service and recorded in the contract file. 8.1 Clarifications If an omission in the tender is considered unintentional or if a statement contained in the tender needs clarification, the local Procurement division/ service shall, on the request of the Chairperson of the TEB consult with the Tenderer concerned in writing in order to obtain any clarification necessary for evaluation. 8.2 Notification to the Tenderer after evaluation A Tenderer who has not been selected for the placing of a contract will be notified by the Procurement Department of the outcome of his tender. Such notification shall be issued as soon as the decision not to place the contract with the Tenderer is taken by the Agency.
<strong>ESA</strong>/REG/001, rev. 2 Annex III,rev.1 Page 67 The above notification shall comprise a summary of the findings of the TEB together with the associated marks. 8.3 Debriefing to unsuccessful Tenderer 8.3.1 Within 10 calendar days following the receipt of the notification foreseen under paragraph 8.2, the Tenderer may require from the Contract officer an oral debriefing explaining the reasons why his tender was not successful. 8.3.2 Such a debriefing shall in principle take place at the Agency premises - unless otherwise decided by the Agency - and shall be given by the concerned Contract officer (or in case of unavailability, by another Contract officer designated by his hierarchy) and Technical officer at a date to be agreed with the Tenderer. As a matter of guidance, such debriefing should be given within 20 calendar days from the date of receipt by the Agency of the formal written request. 8.3.3 For procurements which have been the subject of a submission to the IPC, the TEB Chairperson shall participate in the debriefing. 8.3.4 Explanations shall be limited to the findings of the TEB. 8.3.5 Minutes of the debriefing meeting shall be drafted by the Contract officer and shall be signed by him and the representative of the unsuccessful Tenderer. The original shall be placed in the contract file of the procurement.
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ARTICLE 1: - emits - ESA

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