ΕΠΙΚΟΙΝΩΝΙΑ

Procurements
Department

University of Patras

Contact
ELKE
University of Patras
38.2860193 21.7170443,12 University of Patras
//Forms

ELKE

Forms

//Updates

ELKE

Updates

Procurement cost: €0.01 to €20,000 (Excluding VAT)

Procedure: Direct award

(it is recommended to choose the direct award procedure from the start of the project and keep it for all project procurements throughout the duration of the project)

For amounts from €0.01 – €2,499.99 net value, the Scientific Coordinator submits a direct award request via webrescom (if required by the more specific rules of the programme, offers following a market survey are also attached[1])

For amounts from €2,500 – €19,999.99 net value WITH publication of invitation to tender, the Scientific Coordinator submits the ITT form (D3 01 Ε03_Invitation to Tender by Invitation_V4) electronically to the to the Department of Certification for Procedures – Procurement of Goods & Other Services and the latter shall upload the invitation on the Central Electronic Public Procurement Registry (KIMDIS) and the website of the SARF, for five (5) days, while notifying the Scientific Coordinator to whom the offers will be submitted.

The Scientific Coordinator submits via webrescom a direct award request without a contract (or with a contract for amounts > €10,000 or for smaller amounts, at the request of the Contractor) attaching the following:

Offers Received (submission of 1 offer does not hinder the procedure)

Evaluation report signed D3 01 Ε06 Offer Evaluation Report [2]

Award Documents (solemn declaration (attached template), Chamber certificate of registration and business activity, tax and insurance clearance certificates)

For amounts from €2,500 – €19,999.99 net value WITHOUT publication of invitation to tender, the Scientific Coordinator submits via webrescom a direct award request without a contract (or with a contract for amounts > €10,000 or for smaller amounts, at the request of the Contractor) attaching the following:

 

Evidence of Invitation To Tender. (An invitation can be the e-mail or fax that requested the dispatch of an offer. In case of on-line search for offers, printouts from company websites that contain the characteristics of the items, their prices and date shall be the equivalent of an invitation and offer).

Offers Received, at least 3 offers

Award Documents (solemn declaration (attached template), Chamber certificate of registration and business activity, tax and insurance clearance certificates)

 

The Department of Certification for Procedures – Procurement of Goods & Other Services sends to the Scientific Coordinator the posting of the decision for direct award on KIMDIS, to notify the Contractor/Supplier as the issue of the invoice takes place after the posting on KIMDIS.

In case of signature and contract (for amounts > €10,000 plus VAT, or for smaller amounts, at the request of the Contractor), the Department of Certification for Procedures – Procurement of Goods & Other Services also sends to the Scientific Coordinator the relevant contract to forward it to the supplier.

In case of an exclusive/sole supplier, the Scientific Coordinator submits a request for direct award (webrescom), attaching: a) the “Form D3 01 E02 – Approval of procurement by direct award”, documenting the feasibility of the procurement from the specific supplier, b) letter of the parent company regarding the exclusivity of the supplier/representative in Greece and c) the award documents (solemn declaration, Chamber certificate of registration and business activity, tax and insurance clearance certificates). If the award of the contract either exceeds €20,000 (net value) or is part of a project whose budgeted cost class requires a tender procedure, the request for direct award approval “form D3 01 E02” is examined by the competent body of the Research Committee.

[1] A market survey may be carried out in different ways (indicatively: by internet search or collection of written offers or submission of prices by economic operators by e-mail, etc.).

[2] The template “D3 01 C06 Offer Evaluation Report” also records the evaluation and inspection of supporting documents

  1. Procurement cost: €20,001 to €60,000 (Excluding VAT)Procedure: Tender with at least 10 days of Publicity (Short Tender)A prerequisite for the conduct of any tender is that the supply or service, for which it is carried out, is an eligible expenditure of the programme, is provided in its budget and is covered by its cash balance.
    S/N Action Responsible for Action
    1 Preparation of Tender Notice (including list of items, technical specifications, selection criteria, draft contract) Scientific Coordinator
    2 Request for Tender Approval and the appointment of Committees (TEC/Tender and Evaluation Committee and PMAC/ Project Monitoring and Acceptance Committee ) Scientific Coordinator
    3 Tender Approval, draw for the Committee members Department of Certification for Procedures – Procurement of Goods

    & Other Services

    4 Funding Institution Approval, where required Department of Certification for Procedures – Procurement of Goods
    5 Publication of tender for at least 10 days (Diavgeia, Central Electronic Registry of Public Contracts/KIMDIS, website of the Special Account for Research Funds/SARF) Department of Certification for Procedures – Procurement of Goods
    6 Tender TEC & Department of Certification for Procedures – Procurement of Goods & Other Services
    7 Offer Evaluation Report with submission of at least 1 offer TEC
    8 Award of tender and announcement of tender results to the candidate Contractors taking into account the deadlines for objections set by the applicable legislation Department of Certification for Procedures – Procurement of Goods

    & Other Services

    9 Preparation and Signing of the Award Contract upon submission of a Performance Guarantee, where required Scientific Coordinator
    10 Certification (quantitative and qualitative) and Acceptance of the procurement, preparation of acceptance certificate. PMAC
    11 Return of Performance Guarantee – Submission of Good Operation Guarantee, (where required) Department of Certification for Procedures – Procurement of Goods

    & Other Services – Contractor

    12 Submission of Payment Order, acceptance certificate, supporting document(s) in the SARF UPAT report. Check by the project operator of SARF UPAT where required Scientific Coordinator
    13 Return of Good Operation Guarantee,( where required) Department of Certification for Procedures – Procurement of Goods

    & Other Services

    TEC: Tender and Evaluation Committee

    PMAC: Project Monitoring and Acceptance Committee

    Necessary Supporting Documents:

     

    D8 Tender Request

    Preparation of tender notice issue, in accordance with the standards of the Hellenic Single Public Procurement Authority (HSPPA)

Procurement cost: €60,001 to €135,000 (Excluding VAT)

Procedure: Electronic Open Tender below the limits with at least 15 days of publicity

A prerequisite for the conduct of any tender is that the supply or service, for which it is carried out, is an eligible expenditure of the programme, is provided in its budget and is covered by its cash balance.

S/N Action Responsible for Action
1 Preparation of Tender Notice (including list of items, technical specifications, selection criteria, draft contract) Scientific Coordinator
2 Request for Tender Approval and the appointment of Committees (TEC/Tender and Evaluation Committee and PMAC/ Project Monitoring and Acceptance Committee ) Scientific Coordinator
3 Tender Approval, draw for the Committee members Department of Certification for Procedures – Procurement of Goods
4 Funding Institution Approval, where required. & Other Services
5 Publication of tender for at least 15 days (2 Newspapers, Diavgeia, Central Electronic Registry of Public Contracts/KIMDIS, National Electronic Public Procurement System/ESIDIS, website of the Special Account for Research Funds/SARF) Department of Certification for Procedures – Procurement of Goods
6 Tender through ESIDIS TEC Department of Certification for Procedures – Procurement of Goods

& Other Services

7 Offer Evaluation Reports:

1. Participation Documents-Technical Offers

2. Financial Offers

3. Award Documents.

For each of the reports, the approval of the Contracting Authority is required, as well as notification of the respective extracts to the tenderers via ESIDIS, taking into account the deadlines for objections set by the applicable legislation

TEC
8 Preparation and Signing of the Award Contract upon submission of a Performance Guarantee and return of the Tender Guarantee Scientific Coordinator
9 Certification (quantitative and qualitative) and Acceptance of the procurement, preparation of acceptance certificate PMAC
10 Return of Performance Guarantee – Submission of Good Operation Guarantee, (where required) Department of Certification for Procedures – Procurement of Goods

& Other Services

– Contractor

11 Submission of Payment Order, acceptance certificate, supporting document(s) in the SARF UPAT report.

Check by the project operator of SARF UPAT where required

Scientific Coordinator

TEC: Tender and Evaluation Committee

PMAC: Project Monitoring and Acceptance Committee

Necessary Supporting Documents:

D8 Tender Request

Preparation of tender notice issue, in accordance with the standards of the Hellenic Single Public Procurement Authority (HSPPA)

Procurement cost: €135,001 and above (Excluding VAT)

Procedure: Electronic Open Tender over the limits with at least 30 days of publicity

A prerequisite for the conduct of any tender is that the supply or service, for which it is carried out, is an eligible expenditure of the programme, is provided in its budget and is covered by its cash balance.

 

S/N Action Responsible for Action
1 Preparation of Tender Notice (including list of items, technical specifications, selection criteria, draft contract) Scientific Coordinator
2 Request for Tender Approval and the appointment of Committees (Tender and Evaluation & Project Monitoring Committee and Acceptance Committee) Scientific Coordinator
3 Tender Approval, draw for the Committee members Department of Certification for Procedures – Procurement of Goods
4 Funding Institution Approval, where required

 

& Other Services
5 Publication of tender for 30 days (SIMEMAP, Newspapers, Diavgeia, Central Electronic Registry of Public Contracts/KIMDIS, National Electronic Public Procurement System/ESIDIS, website of the Special Account for Research Funds/SARF) Department of Certification for Procedures – Procurement of Goods
6 Tender through ESIDIS TEC Department of Certification for Procedures – Procurement of Goods

& Other Services

 

7 Offer Evaluation Reports:

1. Participation Documents-Technical Offers

2. Financial Offers

3. Award Documents.

For each of the reports, the approval of the Contracting Authority is required, as well as notification of the respective extracts to the tenderers via ESIDIS, taking into account the deadlines for objections set by the applicable legislation.

TEC
8 Preparation and Signing of the Award Contract Scientific Coordinator
9 Certification (quantitative and qualitative) and Acceptance of the procurement, preparation of acceptance certificate PMAC
10 Submission of Payment Order, acceptance certificate, supporting document(s) in the SARF UPAT report.

Check by the project operator of SARF UPAT where required

Scientific Coordinator
11 Return of Tender Guarantee – Submission of Performance Guarantee Department of Certification for Procedures – Procurement of Goods

& Other Services

– Contractor

12 Return of Performance Guarantee – Submission of Good Operation Guarantee (where required) Scientific Coordinator

TEC: Tender and Evaluation Committee

PMAC: Project Monitoring and Acceptance Committee

Necessary Supporting Documents:

  •  D8 Tender Request 
  • Preparation of tender notice issue, in accordance with the standards of the Hellenic Single Public Procurement Authority (HSPPA)

Analysis of Electronic Tender Procedure:

  • A request from the Scientific Coordinator is submitted to the Department of Certification for Procedures – Procurement of Goods & Other Services for approval of the tender and for appointing a Tender and Evaluation Committee (TEC) and a Project Monitoring and Acceptance Committee (PMAC). The request is accompanied by the tender notice, the draft Contract and the approval of the Funding Institution, where required
  • The Department of Certification for Procedures – Procurement of Goods & Other Services shall publish: (a) for tenders Under the Limits: the Summary of the tender notice in 2 local newspapers and on Diavgeia and the issue of the tender notice on the KIMDIS, the ESIDIS, the website of the SARF, for 15 days from the date of publication of the notice on the KIMDIS, and b) for tenders Above the Limits: the Summary of the tender notice in Official Journal of the European Union, in 2 local newspapers and on Diavgeia and the issue of the tender notice on the KIMDIS, the ESIDIS, the website of the SARF, for 30 days from the date of publication of the notice in the Official Journal of the European Union
  • Candidate contractors submit the offers and the Tender is carried out on the date and time specified in the Tender Notice, via the ESIDIS. Candidate contractors submit to the contracting authority, also in paper form, the files of their offers, in accordance with the procedures set out in the tender notice.
  • The electronic files “Participation Documents – Technical Offers” are opened at a predetermined date and time and the relevant report is drawn up, which is digitally signed by the Tender Committee.
  • The date of opening of the Financial Offers is set and the relevant report is drawn up, which is digitally signed by the Tender Committee.
  • The contracting authority issues a decision to ratify the results of the above stages (“Participation Documents”, “Technical Offer” and “Financial Offer”) and said decision is notified to the tenderers via the ESIDIS system.
  • After the objection period, candidate contractors are requested to submit the award documents within 10 days, in electronic and printed form.
  • The Tender Committee draws up the final award report, which is ratified by the Contracting Authority, followed by the conclusion of the contract.
  • Where required by the Funding Institution, prior to the signing of the contract with the contractor, the Tender file is sent to the Funding Institution for approval of the procedure followed. The content of the file is determined by the Funding Institution. After approval, the contract is concluded.

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