Recovery projects and opportunities for suppliers

Selection begins with the sector, regions and the supplier's actual capabilities. Projects in DREAM are assessed together with programmes of international organisations, contracting authorities' plans and open consultations. The project record is reviewed for the initiator, stage of readiness, funding sources, expected procurements and technical parameters. This allows documents to be prepared in advance and a partner to be identified for joint performance.

The commercial filter considers lot size, deadlines, geography, advance payments, currency and working-capital requirements. For works, licences, certified specialists, equipment and verified experience are assessed. For goods, production, origin, standards, service and warranty are considered. The owner can then focus on projects the business is capable of performing and financing.

The rules for a particular procurement are determined by the contracting authority and the funding source: Ukrainian rules, the procedures of a development bank or those of an international organisation may apply. The applicable procedure, language, eligibility criteria, environmental and social requirements, integrity policy and beneficial-ownership disclosure rules are identified for each procurement. Every requirement is linked to a document or action and a named person responsible for it.

Partner arrangements are documented before submission. The parties agree the lead participant, allocation of work, exchange of technical data, price, liability, guarantees and payment arrangements. Where manufacturers or subcontractors are involved, their documents and ability to substantiate the stated characteristics are reviewed. All participants work from one version of the bid and one preparation timetable.

The project price covers the supply or works as well as design, logistics, insurance, supervision, testing, training, warranty service and reporting. The cost estimate is linked to the timetable and technical specification; acceptance dates and the documents that trigger entitlement to payment are identified.

After award, the manager coordinates the contract, securities, advance-payment terms and price-adjustment provisions; correspondence and reports are retained in the archive. Management can see the cash-flow calendar, responsible persons and evidence for each stage. This approach helps the company perform its first recovery contract and reuse an established qualification file for subsequent projects.

To assess a recovery project, information is needed about the goods, works or professional services, the regions of performance, available experience, personnel, equipment and financial capacity. If a DREAM project record or procurement documentation is already available, it is used as the basis for identifying the requirements of that particular project.

• description of goods, works or professional services
• regions and contract size acceptable to the supplier
• licences, certificates, personnel and equipment
• completed contracts, acceptance certificates and references
• performance financing and information about partners or subcontractors

Contracting authority requirements, partners and documents

An application for a recovery project is built around a specific scope of works or supply. Requirements of the contracting authority, donor or development bank are converted into documents covering experience, personnel, equipment, origin of goods, integrity, and environmental and social conditions.

If the project is performed with a partner, the allocation of work, technical data, price, liability, guarantees and payment arrangements are agreed before submission. Documents of a manufacturer, subcontractor or local contractor must substantiate the specific part of the contract for which that participant is responsible.

• eligibility criteria are linked to the documents of the relevant participant
• the technical proposal is aligned with personnel, equipment and the timetable
• the cost estimate covers supply, works, logistics, insurance and service
• partner documents define liability and the allocation of payments
• expenditure reporting is prepared in the format required by the project

A project should be assessed before the price is submitted and the final allocation of work between partners is agreed. At this stage the owner can compare deadlines, advance payments, currency, working-capital requirements, technical resources and conditions for acceptance of the result.

For an already announced procurement, the submission deadline, bid security, evidence of experience and technical confirmations are identified first. Company information and completed-contract evidence are kept separately from the cost estimate and technical section of the particular project so that they can be reused in subsequent procurements.

Management can see the contract value, financing requirement, performance period and the documents that trigger entitlement to payment. The manager works with the contracting authority's requirements, the accountant with the estimate and payments, and the technical specialist with specifications, the timetable and acceptance of the works.

After the decision, the final application, contract, correspondence, acceptance certificates and reports are retained. Verified performance of the first project becomes a qualification base for later recovery procurements where the contracting authority requires comparable experience.

Before the contract is signed, the terms for advance payments, interim acceptance, price changes and expenditure reporting are identified separately. Management can see which documents evidence performance of each part of the contract and when entitlement to payment arises under the procurement terms.

The scope of preparation depends on the type of project, number of partners, state of the cost estimate, technical documentation and requirements of the funding source. Construction works may require more evidence concerning personnel and equipment; a supply contract may require more information about the manufacturer, origin, logistics, warranty and service.

After the documentation is assessed, the scope of work, timetable and basis for calculating the fee are defined. Participant documents, the cost estimate, partner materials or a draft contract can be prepared separately; comprehensive support covers the application, submission and contract documentation required for performance.

Price, submission and contract performance

An application for a recovery project should show the resources with which the company will perform the contract if selected. The technical proposal is linked to personnel, equipment, suppliers, permits, the timetable and the price calculation. Each criterion is assigned a supporting document, a responsible person and a completion date before submission.

The package includes the requirements of the contracting authority and donor, the draft contract and expenditure-reporting conditions. If part of the work will be performed by a partner, its role, documents and price are agreed in advance. Management receives both a participation package and a working performance plan that can be used immediately after the procurement decision.

Completed acceptance certificates, reports and references are retained as evidence of experience for subsequent recovery projects.

A company can participate in recovery projects with verified qualifications, agreed partner arrangements and a calculated performance budget. A UBC specialist will explain the terms of the particular procurement and assist with documents and bid preparation. We will be pleased to answer additional questions and help you secure reliable projects. We wish you success in construction and supply.