1. Who is eligible to apply for calls for procurement of consulting services?

Applications may be submitted by:

• Individual consultants
• Consortia of individual consultants
• Consulting companies as specified in the relevant Call for Consulting Services -Terms of Reference (ToR).

Eligibility conditions, selection requirements, and the permitted form of participation are defined in each individual procurement procedure and represent standard provisions commonly applied in competitive procurement processes.

2. Submission of Applications

2.1 How should applications be submitted?

Applications must be submitted electronically via the designated electronic Apply link indicated in the relevant Call for Consulting Services.

As is standard practice in competitive procurement procedures, applicants are responsible for ensuring that:

• all required documentation is submitted;
• all information provided is complete, accurate, and clear; and
• documents are submitted before the stated deadline.

Applications submitted through channels other than the designated submission system may not be considered, as equal treatment of applicants and integrity of the procurement process require that all submissions are received through the same official channel.

Applicants are encouraged to submit their applications sufficiently in advance of the deadline in order to avoid potential technical or connectivity issues.

2.2 What documents must be submitted?

Applicants are required to submit all documentation specified in the relevant Call for Consulting Services – Terms of Reference (ToR).

The required documentation typically reflects the nature, scope, and complexity of the assignment and may include, where relevant:

• technical proposal;
• financial proposal;
• CVs of proposed experts;
• references or evidence of previous experience;
• company registration documents; and/or
• declarations required under the applicable procurement rules.

Only documentation explicitly requested in the relevant procurement procedure should be submitted.

2.3 Will late submissions be accepted?

No. Applications cannot be submitted after the specified submission deadline, as the proposal submission process is conducted exclusively through the online submission system.
This represents a standard procurement requirement intended to ensure equal treatment, transparency, and fairness among all applicants. Deadlines are applied uniformly to all participants.

Applicants are therefore strongly encouraged to complete their submission well before the deadline.

2.4 Is there a size limit for submitted documentation?

Yes. Applicants should ensure that the total size of submitted documentation complies with the maximum permitted file size of 15 MB.

File-size limitations are standard operational requirements in electronic procurement systems and are intended to facilitate secure and efficient submission handling.

Where appropriate, applicants are encouraged to:

• compress files;
• optimise scanned documents; and
• avoid unnecessary high-resolution graphics or duplicated materials.

2.5 Can documents be amended after submission?

No.
Following the submission deadline, applicants may not modify, replace, or amend submitted proposals unless clarification is specifically requested by RCC during the evaluation process.
Such restrictions are standard in competitive procurement procedures and are intended to preserve equal treatment of applicants and the integrity of the evaluation process.
Any clarifications requested by RCC shall not result in substantial modification of the original proposal.

3. Technical and Financial Proposals

3.1 Is there a page limit for technical proposals?
No specific page limit applies unless otherwise stated in the Terms of Reference.

However, applicants are encouraged to ensure that proposals remain concise, relevant, and proportionate to the assignment while remaining within any applicable file-size limitations.

3.2 What should be included in the financial proposal?

Financial proposals should be submitted in EUR and clearly indicate:

• Professional fees/rates;
• Applicable VAT status; and
• Any other relevant costs, if requested.

Applicants registered in Bosnia and Herzegovina are required to provide:

• the price excluding VAT,
• the VAT amount, and
• the total price including VAT.

According to the Indirect Taxation Authority Instruction and its status of an international organisation, the Regional Cooperation Council (RCC) Secretariat is entitled to VAT refund and is exempted from customs duties in Bosnia and Herzegovina.

4. Evaluation and Selection Process

4.1 What are the evaluation criteria?

Applications are evaluated based on the criteria specified in the relevant Call for Consulting Services-Terms of Reference.

The award criteria are based on the Best Value for Money (BVM) principle, using an 80/20 weighting between technical quality and price.

The final score is calculated as follows:

• the score awarded to the technical offer is multiplied by 0.80; and
• the score awarded to the financial offer is multiplied by 0.20.

The technical offers are first evaluated according to the evaluation grid and then converted to a score out of 100 for the purpose of applying the weighting.

The financial offer with the lowest price receives a score of 100. The scores of the other financial offers are calculated proportionally.

4.2 Will interviews be conducted?

If deemed necessary during the evaluation process, RCC reserves the right to conduct interviews, clarification meetings, or additional assessment procedures with shortlisted applicants.

Such measures may be used where additional clarification is required regarding the proposed methodology, qualifications, availability of experts, or other elements relevant to the evaluation.

4.3 When will applicants be informed of the results?

The RCC Secretariat informs applicants of decisions concerning the award of the contract as soon as reasonably practicable following completion of the evaluation and internal approval procedures.

As is common practice in procurement procedures, notification timelines may vary depending on the complexity of the procurement, the number of applications received, the need for clarifications, and completion of any internal review or approval steps.

A standard letter of appreciation for participation is generally sent to unsuccessful applicants within 15 days following the signing of the contract with the successful bidder.

4.4 Will unsuccessful applicants receive feedback?

Yes. Upon request, unsuccessful applicants may receive feedback in accordance with RCC procurement procedures and applicable confidentiality requirements.

As is standard in procurement procedures, feedback is generally limited to information relevant to the applicant’s proposal and the applicable evaluation criteria, while protecting:

• confidential information;
• commercially sensitive information;
• personal data; and
• the integrity of the evaluation process.

RCC does not disclose information that could compromise fair competition or confidentiality obligations towards other applicants.

5. Confidentiality and Intellectual Property

5.1 Who owns the intellectual property rights related to submitted and produced documentation?

All documentation, reports, analyses, deliverables, and other materials produced within the scope of the assignment are subject to applicable confidentiality and intellectual property provisions in accordance with RCC policies, contractual arrangements, and procurement procedures.

As is commonly provided in consulting service contracts, intellectual property rights related to outputs produced under the assignment are typically regulated through the contract concluded with the selected consultant.

The applicable contractual provisions may define, among other matters:0

• ownership and usage rights;
• confidentiality obligations;
• permitted use of deliverables;
• publication restrictions; and
• rights related to pre-existing intellectual property.

5.2 Are consultants bound by confidentiality obligations?

Yes. Consultants are required to maintain strict confidentiality regarding all non-public information obtained during the assignment and to comply with RCC confidentiality, security, and data-protection requirements.

Such confidentiality obligations represent standard contractual and procurement requirements and generally continue to apply even after completion of the assignment, where relevant.
Consultants may also be required to ensure that any personnel, subcontractors, or affiliated experts engaged in the assignment comply with the same confidentiality standards.

6. Does the RCC procurement procedures protect personal data and follow applicable data-protection rules, especially when handling bidder information, employee CVs, financial documents, and contact details?

Yes. Personal data (such as names, addresses, CVs, contact details, and financial information) are processed in accordance with applicable data-protection rules, including GDPR principles where applicable, as well as RCC internal policies and procedures.

As is standard practice in procurement procedures, personal data submitted within procurement applications are processed solely for purposes related to:

• administration of the procurement procedure;
• evaluation of applications;
• contract management;
• audit and compliance requirements; and
• related institutional obligations.

RCC implements appropriate technical and organisational measures designed to ensure confidentiality, integrity, and protection of personal data against unauthorised access, disclosure, loss, or misuse.

7. Additional Information

7.1 Where can applicants submit specific procurement-related questions?

All procurement-related questions should be submitted in writing to: procurementforrcc@rcc.int.

As is standard practice in procurement procedures, applicants are encouraged to submit questions sufficiently in advance of the submission deadline in order to allow adequate time for clarification.

Where considered relevant for equal treatment and transparency purposes, clarifications provided in response to applicant questions may also be shared with other potential applicants in anonymised form.

8. Does RCC reserve the right to cancel the procurement process?

Yes. RCC reserves the right to amend, suspend, cancel, or recommence the procurement process at any stage in accordance with its applicable procurement procedures and without obligation to award a contract.

Such provisions represent standard safeguards in procurement procedures and may apply, for example, where:

• the procurement procedure no longer meets operational requirements;
• insufficient competition is received;
• significant procedural issues are identified; or
• budgetary, organisational, or strategic circumstances change.

Participation in a procurement procedure does not create any entitlement to contract award or compensation for costs incurred in preparing an application or proposal.