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Characteristics of Procurement @ESO

This presentation discusses the procurement policies, processes, and statistics of the European Southern Observatory (ESO), including the principles of non-discrimination, transparency, accountability, fairness, economy, and efficiency. It also covers the lowest price and best value for money approaches, collaborations with institutes, and guidelines for selecting the winning bids.

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Characteristics of Procurement @ESO

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  1. CharacteristicsofProcurement @ESO Arnout Tromp Head of Contracts and Procurement

  2. Topics Addressed Statistics ESO Procurement Policy & Process Lowest Price and Best Value for Money Collaborations with Institutes ILO Industrial opportunity days, Naples Italy, 7 June 2019

  3. Statistics (1) Total Contracts 10 years: 1.490 Million EUR ILO Industrial opportunity days, Naples Italy, 7 June 2019

  4. Statistics (2) Split out of the spend per “project” Total Contracts 10 years, 1.490 Million EUR ILO Industrial opportunity days, Naples Italy, 7 June 2019

  5. Statistics (3) ILO Industrial opportunity days, Naples Italy, 7 June 2019

  6. Procurement Policy (1/3) Overall objective: technical excellence at an affordable cost. In accordance with key principles for Public Procurement: • Non-discrimination • Transparency • Accountability • Fairness, economy and efficiency ILO Industrial opportunity days, Naples Italy, 7 June 2019

  7. Procurement Policy (2/3) • Requirements from ESO Financial Rules and Regulations: • Competitive Tendering; • Within ESO Member States; • Contracts awarded to: • the lowest priced technically and managerial compliant tender or • The tender providing the best value for money; • Fair distribution of the contracts among the ESO Member States. ILO Industrial opportunity days, Naples Italy, 7 June 2019

  8. Procurement Policy (3/3) • Strict regulations regarding financial capabilities • ESO contracts can’t be more than 60% of the annual turnover; • Mother company guarantee accepted. • Contracts/ Purchase Orders are regulated by ESO’s own set of contractual condition: • recourse to private arbitration in case of disputes; • IP according to who pays, owns with possibility of licensing. ILO Industrial opportunity days, Naples Italy, 7 June 2019

  9. Lowest compliant bidder Technical and managerial compliant if the offers reaches the minimum compliancy level; Commercial compliant if the offers reaches the minimum compliancy level; Result is a list of offers that are technical, managerial and commercial compliant; Winner is the offer in this list that has the lowest price; ILO Industrial opportunity days, Naples Italy, 7 June 2019

  10. Best Value for Money (1) Technical and managerial compliant if the offers reaches the minimum level. In addition the offer is scored on quality, the better the offer, the higher the score; Commercially compliant if the offers reaches the minimum level.In addition the offer is scored on quality, the better the offer, the higher the score; Result is a list of offers that are technical, managerial and commercial compliant and the score reached by each offer for the technical/managerial and commercial compliancy; ILO Industrial opportunity days, Naples Italy, 7 June 2019

  11. Best Value for Money (2) In addition, the offers also get a score on the basis of the prices (lowest price gets highest score) Winner is the offer that, taking into account the offered price, reaches the highest score following a predefined formula that weighs the three aspects Technical/managerial, Commercial and Price; ILO Industrial opportunity days, Naples Italy, 7 June 2019

  12. Best Value for Money (3) Guidelines: • Technical Managerial part max 40% • Commercial part min 10% • Price min 50% Price calculated as relative distance to lowest price • If bidder A offers 100 EUR and Bidder B offers 120 EUR then Bidder A gets 50 points and Bidder B gets 40 points (20% less because of 20% higher price) • Winner is the offer that scores the most points adding: Points tech/man + points commercial + points price ILO Industrial opportunity days, Naples Italy, 7 June 2019

  13. Collaborations with Institutes Collaborations aimed at building instruments to be used at the telescopes; Same principles applied as for procurements (Transparency, equal treatment etc.); Identification of institutes via scientific council delegate; Remuneration via GTO and reimbursement of hardware cost. Institutes mostly procure via EU tendering ILO Industrial opportunity days, Naples Italy, 7 June 2019

  14. Questions? ILO Industrial opportunity days, Naples Italy, 7 June 2019

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