Engaging a contractor directly is not a competitive procurement process. This procurement process requires a strong defensible justification which clearly states the reasons for not undertaking an open tendering process. If the Secretariat considers the explanation unsatisfactory, the request will be submitted to BMC for consideration. The Secretariat will provide BMC members with a detailed list of waivers for all open tendering processes approved in each project approval session. This list will be provided for members’ consideration at the conclusion of each project approval session, and will be done either at the BMC meetings or intersessionally. Criteria for Approving Waivers for Open Tendering Processes Criteria for approving waivers for open tendering processes by the Secretariat may include the following: The absence of responses to an open tender that has been conducted; Non-conformance of bids received with the essential requirements of the tender evaluation criteria; Where there is only one supplier or expert capable of fulfilling the requirements of the RFP. In this case, the PO needs to demonstrate to the Secretariat that he/she has considered the market beyond his/her own economy; The need for continuity with existing services to achieve the required outcome of the APEC activity. The PO’s justification would need to clearly state that an alternative contractor would be unable to provide the continuity required; or For reasons of extreme urgency as a result of unforeseen or urgent events. This should not be the result of a lack of planning. In approving the request, the Secretariat and BMC need to be fully satisfied that the urgency is genuine and not unforeseen. Bids from Non-APEC Members Bids from contractors in non-member economies and bids from international organizations may be considered. However, priority is given to suitably qualified tenders from member economies. If the preferred contractor resides outside the APEC region, additional justification is required prior to contract approval. It is necessary to explain the preferred contractor’s particular expertise and detail efforts to source a suitably qualified contractor from within APEC. Travel Costs for Contractors Contractors undertaking travel to complete their agreed task(s) in accordance with the RFP are reimbursed for travel costs from one locality to another. Contractors are also entitled to a per diem payment, if included in their contract in addition to their hourly or daily payment. Business class travel may be approved for contractors, but only when travel exceeds 12 hours from airport to airport and there are sufficient funds available.
Engaging a contractor directly is not a competitive procurement process. This procurement process requires a strong defensible justification which clearly states the reasons for not undertaking an open tendering process. If the Secretariat considers the explanation unsatisfactory, the request will be submitted to BMC for consideration. The Secretariat will provide BMC members with a detailed list of waivers for all open tendering processes approved in each project approval session. This list will be provided for members’ consideration at the conclusion of each project approval session, and will be done either at the BMC meetings or intersessionally. Criteria for Approving Waivers for Open Tendering Processes Criteria for approving waivers for open tendering processes by the Secretariat may include the following: The absence of responses to an open tender that has been conducted; Non-conformance of bids received with the essential requirements of the tender evaluation criteria; Where there is only one supplier or expert capable of fulfilling the requirements of the RFP. In this case, the PO needs to demonstrate to the Secretariat that he/she has considered the market beyond his/her own economy; The need for continuity with existing services to achieve the required outcome of the APEC activity. The PO’s justification would need to clearly state that an alternative contractor would be unable to provide the continuity required; or For reasons of extreme urgency as a result of unforeseen or urgent events. This should not be the result of a lack of planning. In approving the request, the Secretariat and BMC need to be fully satisfied that the urgency is genuine and not unforeseen. Bids from Non-APEC Members Bids from contractors in non-member economies and bids from international organizations may be considered. However, priority is given to suitably qualified tenders from member economies. If the preferred contractor resides outside the APEC region, additional justification is required prior to contract approval. It is necessary to explain the preferred contractor’s particular expertise and detail efforts to source a suitably qualified contractor from within APEC. Travel Costs for Contractors Contractors undertaking travel to complete their agreed task(s) in accordance with the RFP are reimbursed for travel costs from one locality to another. Contractors are also entitled to a per diem payment, if included in their contract in addition to their hourly or daily payment. Business class travel may be approved for contractors, but only when travel exceeds 12 hours from airport to airport and there are sufficient funds available.
201402_APECProjectsGuidebook_9thEd.docx