Procurement process

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The Procurement Office (IKS) advises and assists buyers in procurement matters and public procurement but does not carry out procurement. The Procurement Office conducts all types of procurement procedures on behalf of the CoR and ensures that the CoR's procurement procedures comply with the laws and regulations governing procurement and procurement procedures.

General Procurement Process Information

1. Hlutverk og ábyrgð

  • Purchasers and IKS have certain roles and responsibilities and it is important that the purchaser is aware of and can make a distinction between his own roles and responsibilities on the one hand, and those of weigh and IKS on the other.
  • It is important to understand the difference between a procurement process and preparing for a procurement process.

Buyer's Roles and Responsibilities

  • The creation and completion of pre-selection and tender specifications is the responsibility of those who purchase goods, services or works on behalf of the City of Reykjavik.
  • Responsibility for compliance with the City of Reykjavik rules and the provisions of the Public Procurement Law rests with the purchaser concerned at the City of Reykjavik.
  • The managers and employees of the areas, offices, agencies and other business units dealing with procurement on behalf of the City of Reykjavik, hereinafter referred to as purchasers, shall ensure that procurement complies with the procurement policy and procurement rules of the city, as well as with public procurement laws.
  • The purchaser is responsible, inter alia, for project management, the preparation of the needs analysis, the cost estimate and the tender documents.
  • The Purchaser shall carry out procurement in as responsible and environmentally friendly a manner as possible from time to time. The feasibility of implementing the planned procurement in accordance with the City of Reykjavik's existing policies, such as the City of Reykjavik's Environment and Resources Policy, the City of Reykjavik's Human Rights Policy and other policies of the City of Reykjavik's individual sectors and offices, should be assessed.
  • The buyer is responsible for ensuring that an assessment of how the proposed procurement complies with the City of Reykjavik's procurement policies is carried out. This assessment shall take place prior to the commencement of the procurement process.
  • The Purchaser is responsible for the execution of the Contract and the monitoring of its compliance with its content.
  • The purchaser is not allowed to carry out the formal procurement processes dealt with by the City of Reykjavik's procurement rules himself.
  • The Buyer shall take the initiative to communicate with IKS in all respects. The buyer requests meetings and requests IKS review in all cases of previous taste.

Roles and Responsibilities of the Procurement Office

  • The City of Reykjavik Procurement Office advises and oversees the City of Reykjavik Procurement Service and the City of Reykjavik Procurement Office, hereinafter referred to as IKS, is responsible for advice in the area of procurement and servicing the Procurement Council.
  • The Procurement Office provides procurement services and support to those who, on the part of the City of Reykjavik, purchase works, goods and services.
  • The Procurement Office, in cooperation with the purchaser, carries out all procurement processes covered by the City of Reykjavik Procurement Code and the Public Procurement Law.
  • In this case, the Procurement Office is responsible for coordinating and standardising the general provisions of the procurement documents used for the City of Reykjavik tenders.
  • In addition, the Procurement Office is in charge of monitoring compliance with the City of Reykjavik's procurement rules.
  • The Purchaser may request advice from IKS in respect of any item of this Guidance Document. Therefore, it is not expressly specified in each item of this instruction document that the Buyer may request the advice of IKS, this always applies.

Roles and Responsibilities of the Office of the City Attorney

  • A city attorney provides legal advice on procurement matters to the procurement office and purchasers and shall be available for advice to the Procurement Council.

Laws and Regulations

Different laws and regulations apply for each form of procurement process. The main laws and regulations to which the City of Reykjavik's procurement may be subject are as follows:

Reference amounts

  • Procurement reference amounts dictate which procurement process will be applied.
  • The reference amounts are based on the buyer's final cost estimate (see point 8 of this guidance document).
  • Reference amounts affect whether an ESS, domestic tender, price inquiry or price survey will be undertaken.
  • Procurement reference amounts
  • For purchases below the above-mentioned reference amounts, the buyer may carry out a price survey. In this case, the following applies:
    • For purchases below the above-mentioned reference amounts, the purchaser must always take care of profitability and make comparisons among the largest possible number of companies. Such comparisons shall be made equally in writing or by electronic method. For this procurement, the principle of equivalence of paragraph 3 shall be respected. Article 1 of the Data Protection Act. The Procurement Division may be consulted for services and advice even if the procurement amount is below the above-mentioned threshold. If it is found during the comparison among companies that the planned procurement is above the cost estimate and/or reference amounts, the purchaser shall seek the advice of the purchasing department before entering into a contract. The purchaser must obtain confirmation from his beneficiary that he is in receipt of the return with the government fees and pension fund premiums.

Responsible procurement

  • The Purchaser shall carry out procurement in as responsible and environmentally friendly a manner as possible from time to time. The feasibility of implementing the planned procurement in accordance with the City of Reykjavik's existing policies, such as the City of Reykjavik's Environment and Resources Policy, the City of Reykjavik's Human Rights Policy and other policies of the City of Reykjavik's individual sectors and offices, should be assessed.
  • Equally, the Purchaser shall record the results of such assessment and IKS may, on behalf of the Procurement Council, request the Purchaser to demonstrate that this has been done.

2. Skjölun gagna

It is important that all documents related to tenders are stored in the City of Reykjavik's documentation system and printed.
Preservation of documents of public bodies is legal and their destruction is prohibited unless expressly authorized therein (cf. law no. 77/2014

Buyer's Roles and Responsibilities

  • The Buyer is entitled to save all documents related to tenders in the City of Reykjavik documentation system and to print them out.

Roles and Responsibilities of IKS

  • IKS saves all documents related to tenders in the City of Reykjavik's archiving system and prints them for archiving.

Other

Instructions relating to documentation:

Preparation of procurement process

3. Upphaf innkaupa / þarfagreining

  • Prior to the establishment of a procurement process, there must be a need for goods, services or actual operations. It is important to define whether that product, service or actual operations require a procurement process.
  • The aim and purpose of the procurement process is to promote sophisticated, economical and responsible procurement in the City of Reykjavik and to ensure the quality of products, services and works purchased by the City of Reykjavik.
  • At the beginning of the procurement, the buyer must clarify the need in a needs description. It is important to define the need based on the need itself, not the projected procurement process.
  • A needs analysis should identify the needs for a product, work, or service.
  • A needs analysis should not describe a specific product, work, or service. Describe the need for the product, work or service.
  • What is sufficient to meet the need / what is desirable
  • It can be good to ask yourself several times why there is a need for the product, service or work, e.g. 5 times.
  • IKS will find it easier to give advice regarding procurement processes and the approach to the form of contract if the need is well defined.

4. Drög að kostnaðaráætlun

  • A cost estimate in a tender is an estimate of the total value of a contract.
  • The calculation of the estimated value of a contract shall be based on the total amount that the purchaser will pay for procurement, exclusive of VAT.
  • The total amount of the contract shall be taken into account, including any optional clauses and possible renewal of the contract clearly stipulated in the tender documents.
  • Cost planning must be carried out in all tenders (Except in special cases, e.g. in the tender for an interactive procurement system where participants only submit applications for membership).

Buyer's Roles and Responsibilities

  • The purchaser is responsible for the preparation of the cost estimate.
  • The previous cost estimate is drawn up before the processing of the drafting of the tender documents.
  • The previous cost estimate specifies the procurement process to undertake (therefore, it is necessary that it is done before the procurement documents are prepared since the procurement documents are based on the procurement process, i.e. whether to process price inquiry documents, procurement documents, procurement documents in the EEA, etc.).
  • The Buyer is to submit the first cost estimate to IKS by e-mail before the start of the processing of the tender documents.
  • It is sufficient for the buyer to deliver IKS total without VAT. (A disaggregated cost estimate does not have to be delivered, except if specifically requested by IKS).
  • During the procurement preparation stage, the purchaser shall draw up a cost estimate of the planned procurement. For the purpose of calculating the estimated value of a contract, the total amount to be paid by the purchaser for purchases excluding VAT, including inputs provided by the purchaser to the bidder, the transfer of goods and commissions, and any other items proposed by the purchaser that will be valued at equity.
  • This calculation shall include the maximum possible total amount of the proposed contract, including any optional clauses and any possible renewal and/ or extension of the contract. If phased acquisition of a product, service or work is envisaged, the aggregate value of all phases shall be based on the aggregate value of all phases.

Roles and Responsibilities of IKS

  • IKS advises if requested by the buyer, how the value of works contracts should be calculated (cf. Article 26 OIL for product purchase agreements, cf. Article 27 OIL and service contracts cf. Article 28 OIL.

5. Tímarammar innkaupaferla

  • The timeframe for procurement processes varies on a case-by-case basis.
  • There shall be a minimum time limit for the submission of tenders (the time between the date of delivery of documents on the tender website and the date of opening tenders) in the general tendering procedure.
  • In domestic public tendering procedures, the period for submission of tenders shall be at least 10 days, while the period for submission of tenders shall be at least 30 days in the EEA public tendering procedure.
  • The time between the start of the review and evaluation of bids and the decision of the purchaser to select a bid is generally one day to six weeks.
  • The time between the submission of a case to the Procurement Council and the conclusion of a contract is generally 14 to 20 days.
  • Therefore, as a criterion, it can be assumed that the procurement process in the domestic public procurement procedure takes about 25-83 days, while in the EEA public procurement procedure it takes about 47-97 days.
  • For price inquiries, the timeframe is much shorter and can range from a few days to several weeks.

6. Fyrsti fundur með IKS

Request to IKS

  • All projects start with a request to IKS by the buyer on the City of Reykjavik's internal website. See https://innri.reykjavik.is/is/beidni-to-purchasing office.

Kick-off meeting

  • The Buyer invites all IKS experts to the kick-off meeting after the request has been sent to IKS.
  • The buyer clarifies and discusses the project with IKS.
  • The buyer will decide on the next steps at the end of the kick-off meeting.
  • For a kick-off meeting to be most effective, it is desirable that the buyer has completed a needs analysis and a simple draft cost estimate.

Roles and Responsibilities of IKS

  • IKS decides which specialist (s) will attend the kick-off meeting.
  • IKS takes a Power point presentation for buyers that generally reviews the purchasing history.

7. Innkaupaferli ákveðið

A procurement process is one that is defined according to the law or the Procurement Code of the City of Reykjavik.

  • It is important to choose the appropriate procurement process according to the reference amounts.
  • The procurement process undertaken is based on the final costing.
  • If the final costing implies that a different procurement process should be undertaken than assumed from the previous costing, documentation must be redrafted to conform to the new procurement process.

Buyer's Roles and Responsibilities

  • The purchaser is responsible for what procurement process is being undertaken.

Roles and Responsibilities of IKS

  • IKS can assess and advise the purchaser which procurement process it is desirable to go through. If several possible processes are available, IKS explains the differences between those processes.

Other

  • It is desirable that the Procurement Office should always be included in the means when a procurement process is to be determined.
  • The Procurement Office should always obtain approval for the choice of the procurement procedure, whether to use a procurement procedure other than a general tender or a price inquiry.
  • Whether it is a purchase of goods, a purchase of services or a practical implementation must be defined. That definition may have an impact on the procurement process being undertaken.
  • Before a procurement process, it is possible to conduct a market survey, both for the purpose of preparing a procurement, but also to inform companies about planned procurement and their requirements.

Amounts are as follows:

Purchases under price inquiry obligation:

  • There is no requirement to apply specific procurement procedures. Price surveys can be carried out (See lines 36 and 37 in point 2 - Roles and responsibilities according to the purchasing rules in this guidance document).

Inquiry Obligation:

  • Price inquiry

Procurement Compulsory pursuant to the Public Procurement Law:

  • General tendering procedure

Under predetermined conditions, the following procurement procedures are allowed:

  • Closed Call for Tenders
  • Competitive bidding
  • Competitive Talks
  • Innovation Partnerships
  • Direct Contract Purchase
  • Microprocurement

Then the product of procurement processes can end up with:

  • Contract
  • Interactive Procurement System (Open Framework Agreement acc. to the Procurement Rules)
  • Framework Agreement

Within the scope of certain tenders, the following can be upheld:

  • Electronic auction
  • Electronic catalogues of products
  • Design Competition

Other procurement processes according to the law or procurement rules:

  • Continuation Purchase and Contract Annexes
  • Contracts concluded on the basis of an exclusive right granted without a concession
  • Contract purchase without prior tender advertisement

Any additional requirements other than those suggested by law or the Procurement Code are always permitted, but they must never be more relaxed. (e.g., it is allowed to go to a general tender although the cost estimate is below the reference amount for a general tender, but it is not allowed to go to a price inquiry if the cost estimate without VAT is above the reference amount for a general tender).

8. Forvinna vegna útboðsgagna

  • The pre-work for the preparation of the tender documents includes the number of items specified below.
  • The Purchaser is entitled to conduct market surveys to prepare purchases and inform companies of planned purchases and requirements regarding them. For this purpose, the Buyer may obtain advice from companies, independent experts and/or other public bodies.
  • When conducting market surveys, Articles 45 and 46 of Public Procurement Law No. 120/2016.

Buyer's Roles and Responsibilities

Technical specification

  • The need for technology must be described here. A well-constructed needs analysis should be able to be used in the technical description of the tender documentation structure.

List of Requirements

  • Requirements need to be set based on whether they are eligibility requirements, minimum requirements, or assessment factors.
  • Eligibility requirements are established to assess qualified persons or companies. Eligibility requirements do not apply to products.
  • The minimum requirements are all requirements that the offered product or service must meet at a minimum SHOULD be met.

Evaluation Factors

  • Evaluation factors are used if the prerequisites for selecting an offer are based on the best price-quality ratio.
  • Assessment aspects then concern certain quality over or other than minimum requirements.
  • Evaluation elements are configured to allow evaluation and provide scores for each evaluation element.
  • Evaluation aspects should preferably be objective, not intellectual.
  • If the bid selection criteria are based only on price, evaluation factors are not used.

Quote Selection Prerequisites/ Evaluation Model

  • The prerequisites for the selection of a bid in the tender documents are based on an evaluation model that can be implemented in the following three ways:
  1. the lowest price calculation,
  2. the smallest amount of cost or
  3. the best ratio between price and quality.
  • In the case of an evaluation model in which the best price-quality ratio is a prerequisite for the selection of an offer, the choice must be made of what the best price-quality ratio should be.

Processing of Personal Data

  • It needs to be assessed on a case-by-case basis whether any processing of personal data will take place as a result of a tender.
  • If it is clear that personal data is being processed, then an expert in privacy must be involved from the outset.

Payment and Delivery Terms

  • The terms of payment and delivery that apply must be defined.

9. Gerð og frágangur útboðsgagna

  • Tender documents are all the documents supplied to tenderers in a tender on the City of Reykjavik's tender website. (i.e. tender specification, bid book, supporting documents, etc.).
  • Tender documents, for example, also include the annexes delivered to bidders after the tender documents are delivered.
  • The procurement documents will be drawn up after the completion of the procurement process and the contract will be concluded between the parties (buyer and sellers). Upon completion of the procurement process, no other contract or other requirements are to be considered. All requirements should be included in the tender documents.

Buyer's Roles and Responsibilities

Roles and Responsibilities of IKS

  • IKS assists the buyer on request in setting up the text, consistency and structure of the requirements of the tender documents.
  • IKS guides the buyer with how the procurement process is conducted so that it complies with the laws and regulations.
  • If IKS comments and proposes amendments to the tender documents, the purchaser requests a review.
  • IKS may provide the purchaser with older tender documents for reference, which are appropriate for the tender in which the tender is to be conducted.

Other

  • There is considerable uncertainty with regard to the time taken by this item in the procurement process. The item can be a weak factor in the timetable of a procurement process and is often by far the most time-consuming.
  • The general IKS delivery time for each review is 1-2 weeks. However, that time may be less or more.
  • Items affecting the time of the IKS review are, for example, the scope and quality of the tender documents, as well as other matters.
  • IKS is experienced in solving problems, and bringing the buyer's thoughts down to sheet. If there are any issues and it is not clear how to implement or if it is permissible, do not hesitate to invite a meeting.
  • IKS templates are harmonised templates for the City of Reykjavik.
  • The templates are available on the City of Reykjavik's internal website and are updated each time there are changes to the templates.
  • In IKS templates, it is important that the buyer is familiar with the entire content of the template.
  • What is not yellow marked in a template is a general consistent text that requires the purchaser to change the template only by contacting IKS, e.g. via email or a change proposal in the tender documents.
  • What is yellowmarked in a template where the buyer must examine in detail and, if applicable, define in detail. The buyer is recommended to take advantage of comments in the IKS template.
  • It may be good to use comparable older tender documents for reference.
  • It is good that the buyer's draft tender documents are as advanced as possible when they are available for IKS review.

10. Staðfest kostnaðaráætlun

The calculation of the final cost estimate shall be based on the time when an advertisement for the procurement is submitted for public display.

Buyer's Roles and Responsibilities

  • The buyer revises the previous cost estimate (see point 4 of this guidance document) and draws up a final cost estimate.
  • The buyer must submit the final cost estimate without VAT to ISK before the procurement process is announced or price inquiry data is sent out.
  • It is sufficient for the buyer to return to the Purchasing Office the total of the total price without VAT. (i.e. a disaggregated cost estimate does not have to be submitted unless specifically requested by IKS).

Other

  • The revised cost estimate confirms that the procurement process initially selected is still applicable or shows that a different procurement process is required.
  • It may be necessary to consider defining the part of the cost estimate read out at the opening of bids. In that case, that part must comply with the presentation as set out in the offer form.
  • Examples: Rental of 2 cars per operating lease for 3 months. The cost estimate of the total contract value for the Seller is: 360,000 kr. But on the offer sheet to give the price of one car for one month, that estimate would be 60,000 ISK.

11. Auglýsingar ákveðnar og birting auglýsinga

  • Advertising should be prepared for tenders. The advertisements will appear internally and in the EEA region, if applicable.
  • Advertising is always posted on Reykvik.is/utbod and utbodvef.is.
  • Advertisements are displayed in the EEA region, when appropriate.
  • The buyer will decide whether to advertise in newspapers.
  • The statutory advertising to be made will depend on the procurement process to be undertaken.

Buyer's Roles and Responsibilities

  • The buyer is responsible for ensuring that the correct advertisements will be displayed.
  • The buyer decides whether to advertise in magazines.

Roles and Responsibilities of IKS

  • IKS implements statutory advertising and other advertising, if applicable, according to the Buyer's request.
  • IKS sends advertisements to the persons who display the advertisements.
  • IKS sends advertisements for publication on the website and, if applicable, in newspapers and in the EEA. IKS publishes an advertisement on Reykvik.is/utbod.

Other

In EEA tenders, an advertisement must be published in the EEA territory. It takes a few days from the date of the request to serve an advertisement to the relevant publisher and until the advertisement is published in the EEA region.

12. Afhending endanlegra útboðsgagna til IKS

Buyer's Roles and Responsibilities

  • The Purchaser will provide IKS with the final tender documents once the Purchaser has made them final.
  • The Purchaser clearly specifies to IKS that it is a final tender document.
  • The final tender documents must be qualified for publication. This means that there should be no change suggestions or comments in the documentation.

Purchasing process starts

13. Afhending útboðsgagna á útboðsvef

The buyer's final tender documents are published on the City of Reykjavik's tender website.

Buyer's Roles and Responsibilities

  • The buyer is entitled to inform prospective bidders of the tender, but is not obliged to do so.

Roles and Responsibilities of IKS

  • IKS will provide the tenderers with the tender documents on the tender website.

14. Fyrirspurnafrestur bjóðenda, viðaukar og svarfrestur kaupanda

  • Bidders may submit enquiries on the City of Reykjavik's tender website before the enquiry deadline.
  • Annexes to the tender documents which may contain replies to enquiries, amendments to the tender documents or other supplementary information will be sent and posted to the holders of the tender documents on the City of Reykjavik's tender website.
  • Appendices may be one or more.
  • IKS will provide the Bidders with the final annex (es) of the Purchaser by the end of the Purchaser's response deadline.

Buyer's Roles and Responsibilities

  • The buyers respond to inquiries, make changes to the tender documents or include other additional information in an appendix if applicable.
  • Appendices do not need to be sent out if no inquiries were received and no changes or additional information need to be made.
  • Purchasers will provide IKS with the final appendix by 12:00 a.m. on the day of expiry of the Purchaser's response period.
  • The buyer is not allowed to respond directly to enquiries from prospective bidders, all enquiries must be made via the procurement website intermediary with IKS.

Roles and Responsibilities of IKS

  • IKS accepts enquiries on the City of Reykjavik's tender website.
  • IKS will provide the Buyer with a draft annex containing the queries.
  • IKS will deliver the final annex to the buyer to the bidders on the bidding web site.

15. Opnun tilboða

  • Bids of bidders will be opened after the bid deadline.
  • The opening of bids will take place at the opening meeting via electronic means on the tender website of the City of Reykjavik.
  • Usually the opening of bids takes place at the Purchasing Office on the 4th floor. In certain cases, the opening of bids takes place in Hrefnakot.

Buyer's Roles and Responsibilities

  • The buyer may attend the opening of bids, but this is not required.

Roles and Responsibilities of IKS

  • IKS is responsible for opening bids.
  • IKS books the opening of bids and invites the buyer's parties to the opening.
  • IKS draws up a meeting minutes containing information from the bidders' bid sheets.
  • IKS publishes the meeting minutes on the Purchasing Office website after opening offers.

Other

  • In the case of the so-called two-envelope system (in which the evaluation model includes both quality and price), there are two bid openings.
  • The subsequent opening in the case of a two-envelope system takes place after the purchaser has carried out a quality assessment.
  • In the case of a two-envelope system, usually only the names of the bidders are read out at the first opening, while the total score at the second opening (i.e. the score of quality and price).

16. Yfirferð og mat tilboða

  • The opening of bids is followed by a review and evaluation of bids.
  • Bids are evaluated based on the evaluation model and the requirements established in the tender documents.
  • IKS will send the Bidder the Bid Documents to the Bidder for review.

Buyer's Roles and Responsibilities

  • The Purchaser examines the eligibility of bidders other than financial eligibility and confirms in writing that the bidder has submitted the documents specified in the terms of reference and passed the requirements of the tender documents.
  • The purchaser must request IKS to examine the financial suitability. He must also request that if other experts are to examine suitability, such as privacy experts, he should not do so himself.

Roles and Responsibilities of IKS

  • The Procurement Office examines the bidders' finances and confirms in writing that the bidder has submitted the documents specified in the terms of reference and passed the financial examination.
  • The purchasing office notifies the purchaser which entities meet the eligibility requirements for the financial position.

17. Ákvörðun kaupanda um val á tilboði

After the review and evaluation of offers, a decision is made on the selection of an offer.

Buyer's Roles and Responsibilities

  • The Purchaser formally notifies IKS which entity to negotiate with, i.e. the entity/entities that have the most economically valid offer according to the detailed specification in the tender documents.

18. Erindi til innkauparáðs

The Procurement Council will decide on the selection of an offer provided that, on a proposal from the purchaser, the estimated contractual amount without VAT is above:

  • 49 million ISK without VAT in case of purchase of real works.
  • 15.5 million ISK without VAT in case of purchase of goods or services.

If amounts are below the above limit, no remedial action is required to be submitted to the Procurement Council.

Buyer's Roles and Responsibilities

  • The Purchaser makes a brief to the Procurement Council, signs and sends the IKS by e-mail.
  • The Buyer may request to receive a template for business purposes from IKS Procurement.
  • A memorandum to the Procurement Council must be sent to IKS no later than 48 hours before the meeting of the Procurement Council in order for it to be considered, i.e. by 2.00 p.m. on Tuesday if the next meeting is on a Thursday thereafter.

Roles and Responsibilities of IKS

  • IKS sends the Buyer's brief to the Procurement Council.

19. Fundur innkauparáðs

The Procurement Council meeting includes members of the Procurement Council, the Procurement Office and buyers.

  • The Procurement Council meeting usually takes place on a weekly basis, on Thursdays.
  • Procurement council meetings can take place less frequently, e.g. around summer break times, Easter and Christmas.
  • The meeting of the Procurement Council does not take place on the Thursdays that are public holidays.
  • The meeting of the Procurement Council may in certain cases take place on days other than Thursdays.

If amounts are below the amounts indicated in paragraph 18 of this document, then the matter is not brought to the attention of the Procurement Council meeting.

Buyer's Roles and Responsibilities

  • The Purchaser attends the Procurement Council meeting, if applicable, and substantiates the selection of the Contracting Party.

Roles and Responsibilities of IKS

  • IKS invites the buyer to the Procurement Council meeting, if applicable.
  • IKS drafts the minutes of the meeting for IKS Funds Procurement.

20. Tilkynning um töku tilboðs

  • Once the buyer has determined and communicated to IKS who is to be negotiated and after approval by the Procurement Council, if applicable, the bidders are notified by e-mail and the result is communicated to IKS who is to be negotiated.
  • There is no agreement with this announcement.
  • The waiting period occurs, i.e. the contract cannot be concluded by e-mail (second e-mail) to the tenderer according to point 22 - Contract concluded in this documentation.
  • The waiting period is 5 days in national tenders and 10 days in EEA tenders.

Buyer's Roles and Responsibilities

Roles and Responsibilities of IKS

  • Sends the result to the IKS bidders via e-mail (so-called previous e-mail).

21. Kærufrestur

All procurement above the procurement threshold (i.e. excluding price inquiries and price surveys) is subject to the Procurement Complaints Committee. (This also applies, for example, to e.g. micro tenders within a framework contract and closed tenders within an interactive procurement system).

  • A complaint shall be submitted to the Procurement Complaints Committee within 20 days of the date on which the complainant knew or could be known of the decision, act or omission which he considers to be in violation of his rights.
  • If a procurement complaint is filed, this results in a lot of work for buyers and IKS on data collection and presentation, and possible meetings.
  • A complaint may entail costs for the buyer.
  • The City Attorney's Office is responsible for the defense of a complaint on behalf of the buyer.

Upon the claim of the complainant, the Procurement Committee is entitled to suspend the procurement process for an indefinite period of time until the complaint has been finally resolved.

  • The Procurement Complaints Committee may, among other things, overrule the decision of the buyer, in whole or in part, declare a contract invalid or provide for other penalties.
  • The Procurement Complaints Committee may, among other things, propose to the buyer to tender for certain procurements, to advertise the procurement of a new game or to cancel certain unlawful terms in the procurement documents.
  • The Procurement Appeals Tribunal may, inter alia, leave open its opinion on the defence's indemnification obligations to the complainant.
  • The Procurement Appeals Tribunal may decide, inter alia, that the defence should pay the complainant the costs of holding up the complaint.

Buyer's Roles and Responsibilities

  • Respond to a request from IKS and the City Attorney for data collection and related work related to a complaint.

Roles and Responsibilities of IKS

  • IKS will provide the City Attorney's Office with all the documentation requested by the City Attorney's Office.

22. Samningur kemst á

At the end of the 10-day waiting period (provided that a complaint to the Procurement Committee to suspend the procurement process has not been received), a second email is sent to the bidder (s) to be negotiated.

  • The second e-mail notifies that a contract has arrived at the tender stage on the basis of the tender documents and the tenderer's offer.
  • The bidder (s) will be the seller (s) when the contract has arrived at the contract terms.
  • Usually, the form of contract is signed with the seller after the contract is in place, but according to the contract terms and conditions from time to time.

Buyer's Roles and Responsibilities

Admission to the drafting of the form of contract.

Roles and Responsibilities of IKS

  • IKS sends the second email to the bidder (s).
  • IKS is responsible for signing the form of contract with the seller.

Execution of contract

23. Framkvæmd samnings - samningsstjórnun

After the conclusion of a contract, the buyers are in charge of the execution of a contract and the formal involvement of IKS after the conclusion of a contract.

Buyer's Roles and Responsibilities

  • Field officers and heads of individual offices and agencies are responsible for the implementation of agreements established through procurement processes.
  • In the event of defaults and/or disputes between the Buyer and the Seller, the Buyer is entitled to seek the advice of the City Attorney.

Roles and Responsibilities of IKS

  • IKS may give opinions on the interpretation of contractual clauses at the request of the buyer or the city attorney.

Role and Responsibilities of the Civil Lawyer

  • A city attorney assists buyers in the event of a dispute between the buyer and the seller.

24. Eftirlit með skilmálum samnings

Effective monitoring of the implementation of agreements must be ensured after their entry into force.

Buyer's Roles and Responsibilities

  • Field officers and heads of individual offices and agencies should ensure effective monitoring of the implementation of agreements established through procurement processes.

25. Samningsskilmálar

  • It is good practice to disclose the key information of a contract to the parties using the contract.
  • The disclosure of information may be in the Buyer's internal area and, in certain cases, on the City of Reykjavik's internal website.

Buyer's Roles and Responsibilities

  • The Purchaser will disclose information to the persons using the Contract in the form that the Purchaser considers most appropriate.

Roles and Responsibilities of IKS

  • IKS implements and publishes information in certain cases on the City of Reykjavik's internal website.

Instruction

Procurement office instructions on the procurement process.

  • The aim and purpose of these guidelines is to improve the efficiency of the procurement process, yet they are intended to help improve quality and time savings in the procurement process.
  • Guidelines are not exhaustive, they are only for the support of buyers.
  • The Purchaser will familiarize himself with the instructions for the kick-off meeting, after the kick-off meeting and during the procurement process.