Pre-award meeting - minutes of 20 March 2019

["Cecile Guasch" <cecilesunsiare.guasch@gmail.com>]

Attendees
Yves,
Erlend, 
Natalie, 
CÃcile

Jira UBL-190 resolved no action
UBL-191 resolved no action

Mail sent by Yves has to be transposed into Jiras.

Yves will create jiras for all his points providing the rationale for the issues mentionned below:

TenderingProcess addition to ProcurementProjectLot
Elements may have different values for different lots. Have it after TenderingTerms.

         (BT-88) Procedure Features

         (BT-105) Procedure Type

         (BT-115) GPA Usage

         (BT-124) Atypical Tool URL

         (BT-131) Deadline Receipt Tenders

         (BT-1311) Deadline Receipt Requests

         (BT-132) Opening Date

         (BT-134) Opening Description

         (BT-133) Opening Place

         (BT-122) Electronic Auction Description

         (BT-123) Electronic Auction URL

         (BT-113) Framework Maximum Tenderers Number

         (BT-109) Framework Duration Justification

RecurringProcurementDescription
ÂTenderingTerms contains an element ÂRecurringProcurementIndicator (BT-94) and no dedicated element for a dedicated description.

The ÂNote element could be used but will not be close to the previous element, it may also be used for any other information according to its definition (ÂFree-form text conveying information that is not contained explicitly in other structures.Â), therefore the need for a dedicated element.

Suggestion: New element ÂRecurringProcurementDescription (BT-95) in ÂTenderingTerms for CN only

 

Need for identification for different linguistic versions
Need to specify the availability of Official and Nonofficial linguistic version for a given document.

This may apply to referenced documents (ex: CallForTendersDocumentReference, ProcurementLegislationDocumentReference, FiscalLegislationDocumentReference, EnvironmentalLegislationDocumentReference) or to the current notice (already discussed earlier).

Proposal of creation of two optional & repeatable elements:

         DocumentOfficialLanguage (BT-702)

         DocumentNonofficialLanguage (for clear identification of available, however nonofficial linguistic version)

Both containing a single element:

         LanguageCode

ÂGuaranteeTypeCode mandatory in ÂRequiredFinancialGuaranteeÂ
Not expected in our project.

Proposal: Have it optional

 

Referenced documents have a mandatory ÂIDÂ
For the elements ÂCallForTendersDocumentReferenceÂ, ÂProcurementLegislationDocumentReferenceÂ, ÂFiscalLegislationDocumentReferenceÂ, ÂEnvironmentalLegislationDocumentReferenceÂ, the element ÂIDÂ is mandatory.

Proposal: Have it optional

 

Best way to handle ÂChanges to notices
1.       Extend all notices with the required elements to cover the information:

         Change Previous Lot Identifier

         Change Description

         Change Procurement Documents

         Change Procurement Documents Date

         Change Reason Code

 

2.       Create a new document type usable as a cover note and that could be used for any other document type

 

3.       Use existing elements:

         NoticeID,

         Notice VersionID, (New element as done for ESPD)

         ReplacedNoticeDocumentReference

Need for some guidance for this last option, however may require provision of more details from my side

 

Need for a Previous Planning Part Identifier (BT-1251)
A part is like a lot, however does not have same constraints applied.

suggestion to be able to use ProcurementProjectLotReference in NoticeDocumentReference (Dfn: A reference to a notice pertaining to this tendering process) itself in

 

 

<cac:NoticeDocumentReference><!-- UBL definition: A reference to a notice pertaining to this tendering process. -->

<cbc:ID>For (BT-125) Previous planning identifier</cbc:ID>

<cac:ProcurementProjectLotReference>

<cbc:ID></cbc:ID>

</cac:ProcurementProjectLotReference>

<cac:ProcurementProjectLotReference>

                                <cbc:ID></cbc:ID>

</cac:ProcurementProjectLotReference>

</cac:NoticeDocumentReference>