Portugal, a glossary for government procurement

Glossary of Public Procurement Terms in Portugal

Procedures

• Procedimento Aberto: Open Procedure: A procurement process where any interested supplier may submit a bid. This process is fully open to all potential suppliers to encourage wide competition.
• Procedimento Restrito: Restricted Procedure: A two-stage process where suppliers first submit applications demonstrating their capacity. Only selected suppliers are then invited to submit tenders.
• Diálogo Concorrencial: Competitive Dialogue: A procedure for complex contracts where the contracting authority discusses all aspects of the contract with suppliers before final bids are submitted.
• Procedimento por Negociação: Negotiated Procedure: A process where the contracting authority negotiates directly with one or more suppliers without a fully open competition. Used in specific circumstances.
• Acordo Quadro: Framework Agreement: An agreement with one or more suppliers that sets out terms and conditions under which specific purchases (call-offs) can be made throughout the term of the agreement. Frameworks do not guarantee any volume of orders.
• Sistema de Aquisição Dinâmico (SAD): Dynamic Purchasing System (DPS): An electronic procurement process for commonly used goods, works, or services. It remains open throughout its duration for new suppliers to join if they meet the specified criteria.

Key Documents

• Anúncio de Concurso: Contract Notice: A public announcement inviting suppliers to express interest and bid for a contract. It includes essential details about the procurement, such as scope, eligibility criteria, deadlines, and submission procedures.
• Anúncio de Adjudicação: Contract Award Notice: A public announcement informing stakeholders of the successful supplier(s) chosen following a procurement process, along with key details of the awarded contract.
• Caderno de Encargos: Tender Documents: A set of documents provided to potential suppliers detailing the specifications, requirements, and conditions of the contract.
• Convite à Manifestação de Interesse: Call for Expressions of Interest: A preliminary step inviting suppliers to express interest in a potential procurement project, often used to gauge market interest and capability.
• Convite para Apresentação de Propostas (CPP): Invitation to Tender (ITT): A document issued to shortlisted suppliers inviting them to submit detailed proposals or bids for a specific contract.
• Questionário de Pré-Qualificação: Pre-Qualification Questionnaire (PQQ): A document used to shortlist suppliers based on their capacity, financial standing, and experience before inviting them to tender.

Key Roles

• Comprador: Buyer: The contracting authority or entity responsible for procuring goods, services, or works. This term can refer to individuals or departments within public sector organizations.
• Fornecedor: Supplier: Any individual or organization that provides goods, services, or works in response to procurement opportunities.
• Entidade Adjudicante: Contracting Authority: Any public sector organization that has the legal authority to enter into contracts for goods, services, or works.
• Responsável pela Contratação Pública: Procurement Officer: An individual responsible for managing the procurement process, from planning and sourcing to contract management.
• Comissão de Avaliação: Evaluation Panel: A group of individuals responsible for assessing and scoring tender submissions against the evaluation criteria set out in the tender documents.

Evaluation Procedures

• Proposta Economicamente Mais Vantajosa (MEAT): Most Economically Advantageous Tender: An evaluation method used to determine the best value for money by considering various criteria such as price, quality, technical merit, and sustainability.
• Critérios de Adjudicação: Award Criteria: The specific factors and metrics against which tender submissions are assessed. These can include price, quality, delivery time, and after-sales service.
• Sistema de Avaliação: Evaluation System: A tool used to systematically score and compare tender submissions against the award criteria.
• Matriz de Avaliação: Evaluation Matrix: A document or tool used to record and compare the scores of different tender submissions.
• Perguntas de Esclarecimento: Clarification Questions: Questions posed by the procurement team to suppliers during the evaluation process to clarify aspects of their tender submissions.
• Período de Standstill: Standstill Period: A mandatory pause period between the notification of the contract award decision and the signing of the contract, allowing unsuccessful suppliers to challenge the decision if necessary.

References

• Código dos Contratos Públicos (CCP): The legal framework governing public procurement in Portugal.
• Instituto dos Mercados Públicos, do Imobiliário e da Construção (IMPIC): The public institute providing guidance and policies on public procurement.
• Base.gov.pt: The central platform for public procurement opportunities in Portugal.

This glossary provides a comprehensive overview of the key terms and procedures in the public procurement landscape in Portugal, with English descriptions to facilitate understanding.