Procurement

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Procurement and contract awarding procedures

Effective from 1 August 2017 - Website Version 3.0 – Updated October 2017

February 24, 2014

The aim of this guide is to proceed on a comprehensive basis to provide all users with the information they require to conclude a contract or award a grant, from the very first stages to the awarding of the contracts. This outstanding tool defines the contractual procedures applying to the whole range of CTA external contracts.

Service contracts

Service contracts include study or technical assistance activities undertaken on the basis of CTA's Terms of Reference. Services may be rendered by natural and/or legal persons. Contracts are awarded according to the following procedures:

  • Contracts with a value higher than or equal to € 300 000: restricted procedure. This involves two stages: drawing up a shortlist (from 4 to 8 entities) on the basis of the long list of entities who submitted an application subsequent to the publication of a procurement notice, and the call for tenders itself, resulting in an assessment of the tenders from the entities on the shortlist.
  • Contracts with a value lower than € 300 000: simplified procedure or framework contract.

In the case of a simplified procedure, the invitation to tender is made directed to (at least three) service providers selected by CTA, without the publication of a procurement notice. If following consultation of the tenderers, CTA receives only one offer that is administratively and technically valid, the contract may be awarded provided that the award criteria are met.

In the case of a framework contract, there are two stages. First, CTA launches a call for tenders according to the restricted procedure so as to draw up a list of framework contractors likely to meet CTA's specific needs. Secondly, for specific assignments, CTA activates the framework contract by either mini-competition (general case) or “contract in cascade” (special case).

  • Contracts with a value lower than or equal to € 20 000: a single tender is sufficient. Moreover, for services with a value of less than or equal € 2 500, CTA may simply pay against invoices without prior acceptance of a tender.
  • Contracts may be awarded by negotiated procedure on the basis of one or several tenders in duly justified cases, as referred to in Section 3.6.

Supply contracts

Supply contracts are used for purchasing or leasing products. The delivery of products may cover, on an incidental basis, placing, installation and maintenance activities.

Supply contracts are awarded according to the following procedures:

  • Contracts with a value higher than or equal to €  300 000: open procedure. The call for tenders is opened subsequent to the publication of a procurement notice and is open to all suppliers meeting the eligibility criteria.
  • Contracts with a value lower than €  300 000: simplified procedure. The invitation to tender is made directed to (at least three) suppliers selected by CTA, without the publication of a procurement notice. If following consultation of the tenderers, CTA receives only one offer that is administratively and technically valid, the contract may be awarded provided that the award criteria are met.
  • Contracts with a value lower than or equal to €  20 000: a single tender is sufficient. Moreover, for supplies with a value of less than or equal €  2 500, CTA may simply pay against invoices without prior acceptance of a tender.
  • Contracts may be awarded by negotiated procedure on the basis of one or several tenders in the cases referred to in Section 4.6.

Grant contracts

A grant is a direct financial contribution in the form of a donation intended to pay for an Action designed to facilitate the achievement of an objective forming part of a CTA policy.

A grant is intended for a project which a potential beneficiary ("applicant") proposes to CTA and forms part of the beneficiary's standard field of activities.

A grant may be provided only for a non-commercial project, that is, a non-profit-making project. The beneficiaries of a grant generally have a non-commercial status: NGOs and other entities with a nonprofit- making purpose.

Referred to as a "call for proposals" the procedure for awarding grant contracts is not beholden to any activating threshold.

The grant contract involves two types of procedures: (i) a call for proposals; and (ii) a direct award procedure without a call for proposals by derogation).

Cost-sharing contracts by derogation

A cost-sharing contract is signed between CTA and partner, mostly in the context of a partnership whereby CTA and the partner collaborate in the implementation of a project. The project is generally proposed to CTA by the partner, but formulated through a joint effort. The award of cost-sharing contracts is through a derogation procedure.

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