PARTNER ACCESS
  Retrieve password

Rules for Contracting

1.1   Introduction

The Spanish Social Economy Employers’ Confederation (hereinafter, CEPES, following the Spanish acronym) was established in 1992 and is a nationwide employer’s confederation whose inter-industry nature makes it the largest representative institution for Social Economy in Spain, becoming a platform for institutional dialogue with the public authorities.

Since its creation, CEPES has had significant international projection. A relevant line of work has been to ensure that Social Economy is present in the main international agendas involved in the construction of the European Union, Ibero-American Cooperation and the Euro-Mediterranean Partnership.

In the sphere of the European Union, CEPES has placed itself as one of the main potential stakeholders in European policy regarding social integration and the development of social economy.

That is why, as part of the Operational Programme for Social Inclusion and Social Economy 2014-2020, CEPES aims to contribute towards the achievement of the objectives set by the Europe 2020 Strategy regarding smart, sustainable and integrating growth, by carrying out activities that strengthen the fight against poverty, social exclusion and discrimination, guarantee equal opportunities in accessing the labour market and make the most of the potential that social economy has to offer towards economic recovery.

In order to carry out the activities contained in the Operational Programme for Social Inclusion and Social Economy 2014-2020 as efficiently as possible, and in making the most of the resources made available by the European Social Fund, CEPES considers it is necessary to prepare internal instructions that can guarantee compliance with the principles applicable to public contracting in regard to projects financed by the European Social Fund, as well as transparency and traceability in contracting procedures.

Contracting between CEPES and interested parties will be governed by the principles of making an announcement, tendering, transparency, confidentiality, equality and non-discrimination. Contracts will always be offered to the best bids. The listing of these instructions on the Confederation’s website reflects the commitment of this institution with these principles.

1.2.   Scope of implementation

The instructions established by CEPES for contracting, contained in this document, are limited exclusively to procedures for the contracting of services or supplies carried out by this organisation as part of projects or operations that are partly co-financed by the European Social Fund within the ESF Operational Programme for Social Inclusion and Social Economy 2014-2020.

These instructions may be used for other contracting procedures established by CEPES in the sphere of European Structural and Investment Funds. However, this option will be confirmed in each case and expressed in writing prior to starting procedures.

1.3.   Determining the estimated value of the contract and contract categories

These instructions aim to regulate the contracting procedures that should be implemented in the acquisition of goods and services that CEPES holds with third parties in developing its activities.

  • The contracting procedure chosen by CEPES in each individual case will be decided based on the estimated economic value of the contract and according to the following criteria:
  • The basic parameter for calculation will be the total amount for the service or supply to be contracted, including any extensions.
  • Value Added Tax (VAT) or any similar tax will be excluded in establishing the budget.
  • When the nature of the contract admits the structuring of procedures into work packages, the amounts for the different work packages will be added as part of the same procedure to decide the total estimated value of the contract.

If quantifying the contract amount with any precision is difficult to do, an estimated budget should be provided.

Once the estimated value of the contract to be tendered has been determined, the procedure applicable to that case will be selected according to the following:

  • Minor contracts: contracts whose estimated amount is less than 18,000.00€ (VAT excluded).
  • Internal Procedure Contracts: contracts whose estimated amount is between 18,000.00€ and 50,000.00€ (VAT excluded).
  • Public Tender Contracts: contracts whose estimate amount is more than 50,000.00€ (VAT excluded).

1.4.   Tender Procedures

1.4.1.   Minor Contracts

Scope of implementation: a minor contract awarded to a company for supplying goods or for provision of services that benefit CEPES directly.

Budget: estimated amount is less than 18,000.00€ (VAT excluded).

Announcement: CEPES will request one or several suppliers to present their economic bids. The choice of one or several suppliers is the competence of the contracting body. There is no minimum in regard to the number of suppliers required to bid.

Bid requirements: the bid must be presented, duly signed, before the deadline established in the tender. The offer must include:

            a)   The price offered.

b)   Term of execution offered.

 

Award: the bid with the best economic proposal will be accepted by communicating this in writing, duly signed, by CEPES.

1.4.2.   Internal Procedure Contract

Scope of implementation: a contract awarded to the company that presents the best overall bid, by means of a consultation process with three or more suppliers.

Budget: estimated amount of the contract between 18,000.00€ and 50,000.00€ (IVA excluded.)

Document of Conditions: the body in charge of contracting will prepare a document that establishes the conditions to be met in executing the contract, requirements to be met by the bidders and the criteria for evaluation used in awarding the contract, whenever applicable.

Announcement: CEPES will request that at least three suppliers present their proposal via mail, email with acknowledgement of receipt or messenger service with delivery records, and will inform of the deadline to present the tenders, enclosing the document of conditions and any other documents or information that is relevant to the suppliers invited to the procedure.

Bid requirements: bids must be presented in the term established in the announcement and must include, in accordance with the document of conditions:

a)   Price offered.

b)   Term of execution offered.

 

Award: the bide with the best economic proposal will be accepted after a consultation or negotiation process with the participants. The result will be notified to all institutions involved.

1.4.3.   Public Tender Contract

Scope of implementation: contract awarded to the supplier that presents the best overall bid in accordance with the criteria established in the bid specifications, by means of a tender open to all institutions that are interested in taking part.

Budget: estimated contract amount is more than 50,000.00€ (VAT excluded.)

Bid Specifications: bid specifications will be prepared. They will contain specific administrative clauses and technical requirements, and a description of the object of the contract and the tasks to be carried out. Specifications will also include the procedure and manner in which the contract is awarded, the composition of the contracting panel, any solvency requirements and the documents for its accreditation. They will also specify the objective evaluation criteria used (economic and technical) and their weighting and other relevant conditions and requirements.

Announcement: announcement of the tender and the bid specifications with specific administrative clauses and technical requirements, the contract model and necessary annexes will be published on the CEPES website and, given the case, in the press.1

Bid Requirements: the bid must be presented, duly signed, in the term established and must include all documents established in the bid specifications (solvency requirements, description of the work and economic proposal, as well as any other documents established in the specifications.)

Contracting Panel: a collegiate body will be in charge of managing the procedure from the moment the tender is published, evaluating the bids presented and making a proposal for the awarding of the contract.

     a)   Composition:

              −   Chairperson of CEPES

              −   Director of CEPES

              −   Chief Financial Officer of CEPES

              - The Employment and Training Officer of CEPES, the International Affairs Officer of CEPES and the Internal Communications Officer of CEPES may take part in the process depending on the characteristics of the service to be contracted.

     b)   Functions: the panel will assess the bids presented according to the evaluation criteria established in the bid specifications, and will prepare a document with their proposal for awarding the contract.

Award: the contract will be awarded to the best bid in accordance with the evaluation criteria established in the bid specifications (economic and/or technical). The result will be notified to all institutions involved.

Announcement of the award: the contract award will be published on the CEPES website and, given the case, in the press (when announcement of the tender was required due to the amount of the contract.)

 

1 When the contract amount is more than 207,000.00 Euros (VAT excluded.)

 

We use our own and third party cookies. By using our services, you agree to our use cookies. To learn more click MORE INFO.

More info Understood