What is a call for tender ?
A call for tender is the official announcement of a subcontracted study for potentially interested teams.
The call for tender is published in the Bulletin des Adjudications/ Bulletin der Aanbestedingen. Usually the call briefly describes the subject of the study and stipulates the deadlines for applications. This deadline is generally quite short (about fifteen days): no offer has to be submitted, only an application.
By way of an exception the procedure will be much faster, in one step only (direct negociated procedure). The candidate team will submit the study offer with their application.
The KCE publishes on its web site a copy of the contract that it is issuing, purely for information. The Royal Decree of 15/07/2011, article 29, § 2, stipulates that:“Only notices published in the Official Journal of the European Union and the Bulletin des Adjudications/ Bulletin der Aanbestedingen are considered to be official publications”.
How can I find out about calls for tender issued by the KCE ?
On the official site
The calls for tender issued by the KCE are published in the Bulletin des Adjudications/ Bulletin der Aanbestedingen. The Royal Decree of 15/07/2011, article29, § 2, stipulates that:“Only notices published in the Official Journal of the European Union and the Bulletin des Adjudications/ Bulletin der Aanbestedingen are considered to be official publications”.
On the site of the KCE and via RSS feeds
Please note that the KCE reproduces the texts of the Bulletin on its own web site under the heading ”Ongoing tenders”.The list of current notices can be accessed via an RSS feed.
Through our Mailing list
Persons registered at MyKCE can select the Subject "Ongoing Tender". An email will be sent whenever a call for tender is published by the KCE.
How do you reply to a call for tender ?
The documents to submit in reply to a call for tender must enable the jury to select the applicants with the experience and reputation that indicate that they are the best suited to execute the study.
Their suitability will be assessed on the basis of the following information, which should be detailed in the reply to the call for tender:
- The scientific reputation of the team
- Its competence in the field of interest
- The multidisciplinary composition and skills of the persons that will work specifically on the project
- Their ability to work in a network
- Communication of the turnover in the research field during the past three financial years
After reviewing the replies received, the jury selects a maximum of three applicants, who are sent a set of specifications giving more details of the subject and the methodology to be used for the subcontracted work.
The selected applicants are then invited to tender an offer, generally within a period of at least four weeks.
How is a contract awarded ?
The specifications contain an administrative section and a technical section consisting of a “pre-project profile”.
This pre-project profile:
- Stipulates the questions to which replies must be provided
- Summarises the main known works on the subject
- Suggests a research methodology and a study design
- Estimates the time and resources required to obtain results within the stated deadline
The offers from the selected applicants must comply with the pre-project profile, defining, complementing and possibly enriching it with variants to show how the applicant intends to handle the subject in practice.
After the jury has examined the offers, the KCE negotiates with the applicants where necessary to define certain points and finally arrive at a “project profile” that will form the contractual basis of the contract concluded with the applicant that submitted the most attractive offer based on the following criteria:
- Relevance of the proposed methodology
- Suggestions for improving the pre-project profile
- Availability and skills of the researchers assigned to the project
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