Preparation of Standard Contract Documents Using best Finnish and EU practices

1
Preparation of Standard Contract DocumentsUsing
best Finnish and EU practices

• Liisa Lehtomäki
• Finnish Institute of Public Management
• Short term expert
• Senior Consultant

2
Purchasing process
1.VISION The principles and goals of the
organisation and its PP sector

• Market analysis
• Planning of the purchase
• Chhosing the right method for the purchase
• Drafting the Invitation to tender
• Planning the award criteria
• Sending procurement notice and / or invitation to
  tender
• Receival of the tenders
• Qualification of the tenderer, tender form and
  the contents of the tender
• Evaluating the tenders
• Decision making
• Informing
• Remedies
• Contract and/or order
• Monitoring the contract and delivery
• 5. Document management

A.
N.
B.
M.
L.
C.
4. Purchase process
D.
K.
E.
J.
5.
F.
I.
G.
H.
2. Steering and monitoring 3. Development
3
Background for documents
Awareness Campaing for Professional CAs and
purchasers
Lithuanian Procurement Policy Cost-effective
purchases
Procurement strategies
Preparation of standard documents
Centralized purchases and framework agreements
IT
Tender invitation
Supplies
Services
Works
Supplies
Services
Works
IT
4
Procurement documents and the project

• Documents for planning and preparing for
  competition (no legislation)
• Tender documents (PPO)
• Documents for evaluating and making decision
  (PPO)
• Standard Contract Documents

5
Value and types of the procurement
Supplies/ Goods
Type
Services
Works
IT
Value
Usual commercial practice
Below threshold value
Above threshold value
6
Background for best practices
Supplies/ Goods
Type
Services
Works
IT
Information
Value to consider
Close to (below and above) threshold value
Existing documents
Legislation and PPO documents
FIDIC
Contract documents available
World bank
UK PHARE
Finland
7
Expected results

• Standard documents for public procurement for
  supplies, services and works
• Advice on drafting of standard documents for
  supplies, services and works
• List of standard documents
• Standard documents developed

8
Documents prepared
IT
Services
Works
Supplies/ Goods
Type
Document
Guideline procurement process
Model for invitation to tender
General models for all areas done Specific models
are under discussion
Contract documents
Fidic
ST and GT
ST and GT
Contract SGT and GT
9
Project phases

• Discussions with PPO and meeting June 15, 2004
  with Contracting Authorities
• Familiarization with Lithuanian Public
  Procurement legislation and existing standard
  documents by PPO
• First drafts by STEs for comments by PPO
• Second drafts prepared
• Translations, definitions and legislation
  check-ups
• Comments from CAs and meeting Nov 16, 2004
• Piloting by Ministry of Interior (during
  negotiation phase)