EU Timescales

From Buyers Manual

Reduced timescales for e-sender accredited systems.

When the value of a tender is above the EU threshold, minimum timescale rules are to be followed in order to allow suppliers a fair amount of time to construct and submit their bids. These time scales are allowed to be reduced if the buyer uses an e-sender accredited system for the procurement process. An e-sender system is only accredited with this title if all stages within the procurement process are electronically based. For an Open tender the timescales are reduced from 52 days to 40 days, this is when there is an electronic contract notice and electronic tender documents. For a restricted tender stage 1 (PQQ) reduces from 37 days to 30 days and stage 2 (ITT) drops from 40 down to 35. If the tender falls below the EU threshold then the buyer can select their own timescales.

By using an e-sender accredited system, such as In-tends e-sourcing system, buyers can reduce the time taken between the initial need for the goods, works or services and receiving them. In-tend’s system has the ability to score PQQ answers, send and receive important documents electronically and mirror an opening ceremony electronically. All of these features result in a quicker and more efficient procurement process. E-sender accredited systems can also reduce the overall cost of the procurement process because every aspect is electronic therefore no posting of documents or tender submissions is required, which in turn minimises staffing costs.

A Prior Information Notice (PIN) can reduce timescales even further with an open procedure being as little as 24 days. PINs are generally used to give advanced notice to the market of high spend items. For that reason the threshold for their use is set at a higher level than that for a contract notice. http://www.ogc.gov.uk/ojeu_notice_prior_information_notice.asp

Standstill period

When an EU contract is intended to be awarded there now needs to be a standstill period. The standstill rule ensures that all suppliers, whether successful or unsuccessful, should be advised of who was awarded the contract and must de-brief the unsuccessful candidates within 15 days of a suppliers request to do so.

The mandatory standstill period is 10 days, which gives an opportunity for communication between the buyers and all the suppliers to de-brief and conclude the contract. It is legally required that the information to the unsuccessful suppliers must include; award criteria, the name of the winning supplier and good characteristics that the successful tender displayed. This feedback is especially useful for suppliers as it helps them to improve their process for future tenders they apply for.

This period makes sure there are guidelines for the amount of time taken for the supplier to request feedback and to receive response, giving the opportunity to take the case to high court if considered unfair.