Background
In the frame of the TACIS nuclear safety 1997 programme, two projects on off-site emergency preparedness (OSEP) were approved. These projects were selected following an assessment study on the assistance needs in all the NIS and CEEC organized by an interservice group of the Commission.
These projects were:
- Development of an early warning system for off-site emergency in Ukraine and Belarus (Gamma-3) - TA REG 7.01/97
- Off-site monitoring and early capability for radiological emergencies in Kazakhstan - TA REG 7.02/97
The beneficiary countries for these projects were Ukraine, Belarus and Kazakhstan.
The Commission Services (DGIA/C5) elaborated the Technical Specifications for these projects. These Technical Specifications form the basis of a procurement procedure which resulted in the purchase and delivery of equipment and related services.
Project Aims
The Procurement Agent (PA) had the objective to manage the entire procurement procedure and carry out the activities described below to ensure the necessary transparency of the procurement process. The equipment had to be purchased according to the standard rules of the EC.
The PA had to organise the supply contract on the basis of:
- An Operational Plan provided by EC
- An ensuing Procurement Plan to be prepared by the PA
The Procurement Plan had to include:
- Work-plan and organisational arrangements
- Milestones complying with objectives and deadlines set out in the operational plan.
- Cash flow projection
Throughout the entire procedure, the PA had to be primarily responsible for informing the EC of any changes in the procurement plans, and of decisions and/or actions to be taken. It had to keep all parties involved informed of deadlines, of decisions to be taken, and it had to ensure that the process continued as rapidly as possible through interaction with the other parties involved. The PA had to ensure that the procurement deadlines were met.
The PA needed to meet the EC representatives as well as representatives of the supply contractor. The meetings were held in Brussels. The PA had, throughout the procedure, to ensure the efficient distribution of documents.

Project Results
The project was carried out according to the specifications. The activities of the PA were concentrated in the following tasks:
1- PREPARATION OF THE TENDER OF THE SUPPLY CONTRACTS
For each supply contract, the PA obtained from EC:
- The draft of the technical specifications
- The Statement of Endorsement
- The proposed short list of supplier contractors, if relevant.
Check of technical specifications
The PA verified the technical specifications for, inter alia, commercial neutrality and completeness. This verification required in many cases technical expertise and knowledge of the market. The PA verified the specifications rapidly and reported to the EC on their neutrality and completeness
Proposal and preparation of procurement procedure
Based on the Procurement Plan, the technical specifications and EC regulations, the PA selected one of the standard procurement procedures for proposal to the EC:
The PA prepared a tender dossier which defined the commercial terms of the purchasing, the payment and shipping conditions, etc.
The PA made all necessary arrangements for publication of the Notice of Invitation to Tender according with EC rules (open tender) and ensured the distribution of tender documents to the appropriate offices.
2- EVALUATION OF SUPPLIER TENDERS
The PA took the responsibility for the preparation and working out of the evaluation procedure. Specifically the PA:
- prepared and organized the first session and the technical/financial evaluation session of the Evaluation Committee, according to the TACIS rules for the supply contracts. In particular, it acted as secretary of the Committee.
- awarded the contracts of the external technical evaluators (experts)
For doing this, the PA received from EC:
- the names of the Chairman of the Committee and of the technical evaluators
- the proposed evaluation criteria
- the name of the beneficiary(ies) representative
- prepared the final report of the Evaluation Committee to be signed by the Chariman including the evaluation sheets and the recommendation of the Committee on the contractor to be chosen.
3- SIGNATURE OF SUPPLY CONTRACT
The PA:
- conducted negotiations according to the recommendations of the Evaluation Committee and based on the technical advice of EC;
- prepared contracts using standard EC documents and submitted an appropriate contract dossier to the EC with all appropriate records to ensure the signature of these contracts within the projected time schedule;
- ensured that all parties, including the beneficiaries, were informed of the signature procedure and received appropriate documentation in advance.
The contract was endorsed by the EC for payment, signed by the Beneficiary and by the supplier for approval.
In some cases the PA was required to facilitate contract signature through discussions with beneficiary institutions on the contractual conditions.
4- MANAGEMENT AND CONTROL OF THE IMPLEMENTATION
After signature of the supplier contract the PA:
- Exerted a general control over the corrected and timely compliance with term- and conditions of the contract;
- supervised the delivery of the equipment;
- assisted the EC in the technical supervision and control of the work;
- ensured the appropriate coordination on the delivery of the equipment;
- kept the contractual parties informed about any events that might affect the implementation of the Contract, including contractual disputes;
- provided public relations assistance.
5- MANAGEMENT OF PAYMENTS
The PA acted as a paying agent for the EC by paying, from the account (Special Fund) opened for this purpose according to the terms and conditions of the relevant supply contract.
Notably, the PA:
- obtained invoices and other documents from the suppliers proving origin, quantity, quality and safe delivery in satisfactory condition of the equipment to its final destination;
- checked documents and solved all issues concerning improper preparation and/or submission of invoices and/or documents;
- forwarded to EC all relevant information concerning project implementation;
- provided the required certification for interim and final payments according to the milestones of the operational plan of the supply contract which was made by EC and by the Beneficiary.
The PA maintained an accurate and reliable accounting system to record project financial information and ensured that the receipt and disbursement of funds was properly identified.
The PA submitted quarterly reports about the implementation of the project to the EC and (as appropriate) involved parties. These reports contained a description of all activities performed by the PA as well as an evaluation and recommendations about the development of the project; a report on the expenditure incurred, an updated cash flow projection together with evidence to support the need for payments.