Proportionality Guide - 1st revision, April 2016

1. Introduction 7
1.1 Explanation of the principle of proportionality 7
1.2 Effectiveness and legitimacy 8
1.3 Relationship between purchasing and procurement 8

2. Pre-tender stage 9
2.1 Introduction 9
2.2 Needs 10
2.3 Goal 11
2.4 Purchasing strategy 11
2.5 Market consultation 12
2.6 Schedule of Requirements 13
2.7 Tender, evaluation and award 13

3. Drafting tender documents 14
3.1 Introduction 14
3.2 Defining the subject-matter 15
3.3 Scope of the contract 15
3.3.1 Proportionality in combining contracts 16
3.3.2 Lots 19
3.3.3 Framework agreements 21
3.3.4 Central purchasing body/purchasing cooperation 24
3.3.4.1 Forms of purchasing cooperation 25
3.3.4.2 Shrinking of the market and proportionality 26
3.4 Choice of procurement procedure 26
3.4.1 Character of the market 27
3.4.2 Common procedures 27
3.4.3 Less common procedures 30
3.4.4 Procedure rules 30
3.5 Requirements & criteria 31
3.5.1 Exclusion grounds 31
3.5.1.1 Mandatory exclusion grounds 32
3.5.1.2 Optional exclusion grounds 33
3.5.1.3 Self-Declaration/proof 37
3.5.2 The elaboration of suitability requirements 37
3.5.2.1 Requirements relating to financial and economic strength 38
3.5.2.2 Requirements relating to technical and professional skill 43
3.5.3 Selection criteria 46
3.5.4 Requirements for consortiums 47
3.5.5 Award criteria 48
3.5.6 Sustainability/social conditions 50
3.5.7 Relationship with other legislation 53
3.6 Time limits 54
3.7 Variants 57
3.8 Tendering costs 58
3.9 Contract terms and conditions 59
3.9.1 Individual contract clauses 61
3.9.1.1 Liability clause 61
3.9.1.2 Intellectual property 62
3.9.1.3 Most-favoured customer clause 62

4. Tender stage 63
4.1 Questions for and notices of contracting authority 63
4.2 Formal requirements 63
4.3 Standstill period 64
4.4 Complaints procedure (proportionality aspect of complaints procedure) 64