Pre-award meeting - minutes of 20 March 2019

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  TenderingTerms  contains an element  RecurringProcurementIndicator  (BT-94) and no dedicated element for a dedicated description.  The  Note  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 ( Free-form text conveying information that is not contained explicitly in other structures. ), therefore the need for a dedicated element.  Suggestion: New element  RecurringProcurementDescription  (BT-95) in  TenderingTerms  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
GuaranteeTypeCode  mandatory in  RequiredFinancialGuarantee  Not expected in our project.  Proposal: Have it optional
Referenced documents have a mandatory  ID  For the elements  CallForTendersDocumentReference ,  ProcurementLegislationDocumentReference ,  FiscalLegislationDocumentReference ,  EnvironmentalLegislationDocumentReference , the element  ID  is mandatory.  Proposal: Have it optional
Best way to handle  Changes  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>