The methods used to evaluate tender offers vary. EU procurement rules allow you to evaluate tenders either on the basis of "lowest price" alone, or according to the "most economically advantageous" offer. This second approach allows you to use Fair Trade as one of the evaluation/award criteria.
Often evaluation is done by giving each offer a number of points for different criteria. A certain number of points (say 60 out of 100) may be given for how good the price is for a catering service, for example. Another 30 points may be given for the quality of the service, and a final 10 points could be given for the amount of Fair Trade products to be offered.
The examples below are simply meant as guidance. You will have to decide how many points are offered for the different award criteria.
Example 1 - Direct purchase of coffee
Option A - Preference for Fair Trade products
Subject matter: "Purchase of coffee, with a preference for Fair Trade products"
Award/Evaluation criteria: "The tender will be awarded to the most economically advan tageous offer, and the offers will be evaluated according to the following scheme:
- Fair Trade products: 10 points (out of 100) - 1 point is awarded for every 10% of the coffee offered coming from Fair Trade sources (in volume terms) (E.g. if 30% of the coffee offered is Fair Trade, the offer will be given 3 points. If 100% of the coffee offered is Fair Trade, the offer will be given 10 points.)
- Other (including price): 90 points (out of 100)
All Fair Trade products offered must be produced in compliance with the parameters of the European Parliament Resolution on Fair Trade and Development (A6-0207/2006)"
Verification: Economic operators (suppliers) must provide proof from an independent third party that these criteria are met. Products carrying a Fair Trade label, or imported and distributed by Fair Trade Organisations, will be deemed to comply. Economic operators can prove compliance with the requirements by any other appropriate means
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Example 2 - Catering service (office cafeteria or school canteen)
Option A - Preference for Fair Trade products Subject matter: "Contract for catering services with a preference for the provision of Fair Trade products"
Award/Evaluation criteria: "The tender will be awarded to the most economically advantageous offer, and the offers will be evaluated according to the following scheme:
- Fair Trade products: 10 points (out of 100) - Points awarded for the percentage (in volume terms) of Fair Trade products offered. 3 points for coffee, 3 points for tropical fruit, 2 points for fruit juices, 1 point for chocolate, 1 point for tea
- Other (including price): 90 points (out of 100)
All Fair Trade products offered must be produced in compliance with the parameters of the European Parliament resolution on Fair Trade and Development (A6-0207/2006) "
Verification: (as above)
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