Call for tenders' details

Assistance to the European Network of Infrastructure Managers (PRIME) in its Act...
Contracting authority:
European Commission, DG Mobility and Transport (MOVE)
TED publication date:
Time limit for receipt of tenders:
English (en)
Question details
Financial offer evaluation
The following question was initially posed: Dear Sir / Madam The tender evaluation will be on a MEAT basis - a weighted evaluation of the quality and price elements. The price element will be a weighted average of the maximum day rates of three specified experts. A day rate is very different to the total spend in a project - for example it is possible to have a lower day rate but a significantly higher total spend (and vice-versa). The tender does not appear to require fixed number of days input for each of the tasks - this will be agreed under the Framework Agreement which makes sense as circumstances can change from year to year. How will the Commission assess the likely overall cost when only presented with day-rate information? In order to reply the question, the Commission asked the following clarifications: “Please clarify: a) what do you mean under 'the total spend in a project'? b) when referring to 'likely overall cost' do you mean an overall cost of a certain specific contract or a sum of all contracts under this framework contract?" The following clarifications were provided: "By overall cost I mean either the annual cost for the framework agreement as a whole, or for each of the specific packages of work. So for example, the cost in a year for Domain 1 tasks will be the daily rate x the number of days taken to complete those tasks. The estimate is 75 days (perhaps more in the first year). The actual cost will be the actual number of days taken x the day rates. The question is that the evaluation seems to be looking only at the day rates rather than the other determinant of total cost which is number of days actually taken for the tasks."
Thank you for the question. You are right in concluding that in terms of price the evaluation is looking at the day rates rather than total costs attributable to different tasks. As you note, circumstances can change from year to year and this can result in a change in overall effort required as well as in the mix of expertise necessary for completing the (same) task. Therefore, as regards the price component, the focus is on daily rates of three categories of experts. Please note that the tender may be rejected where the contracting authority has established that daily rates offered are abnormally low. Another component of the evaluation, which in terms of weighting is even more important, is the quality of methodology provided in the offer. As regards the overall spend and number of days required per specific contract and expert category, this will be determined by the Commission in its requests for service under the specific contract. The Commission constantly monitors the resource consumption of different specific contracts. Its request will be based on its experience with PRIME related contracts so far and other similar contracts. If the contractor finds the conditions unacceptable, it has a right to refuse to sign the specific contract while explaining the reasons (Article I.4.3 of the Framework contract).