FAQ

The time allocated between the Selection phase and the Tender phase will depend on the specific timeline of the chosen procurement procedure. Generally, this period will be communicated in the procurement documentation and should allow sufficient time for partners to prepare their Selection document pack in compliance with the requirements. Detailed timelines and deadlines will be included in the official tender announcement or consultation documents. 

To limit the risk of a supplier missing a tender, we ensure a clear and transparent information flow in line with public procurement principles of equal treatment and transparency. All tenders are published on the European centralized tender portal. Suppliers can subscribe to this portal to receive notifications whenever new tenders are published. All relevant tender details, updates, and clarifications are made available to all registered suppliers at the same time through the portal. This ensures equal treatment and transparency throughout the process. While we provide notifications, it remains the supplier's responsibility to monitor the portal regularly and stay informed about ongoing and upcoming tenders. 

By adhering to these principles, we ensure that all suppliers have equal opportunities to participate and access information about tenders in a timely and transparent manner. 

The procurement will be carried out by either IMEC VZW or imec EU pilot line NV. These entities are responsible for managing the tendering process, ensuring compliance with public procurement regulations, and overseeing the acquisition of the required equipment. 

Yes, goods and services are not procured by IMEC VZW but by imec pilot line NV.  This entity needs to be registered in the systems of the potential bidders. See previous question for company details.

Tenders will be published in both Dutch and English. Dutch will be the main language. However, an English translation of the tender documents will be provided to ensure accessibility for international suppliers. In case of discrepancies between the two versions, the Dutch version will take precedence.

Suppliers can gain better visibility on new tenders through the following two sources: 

• TED (Tenders Electronic Daily): TED is the official online platform where public procurement notices across the EU are published. Suppliers can find tender announcements related to our projects and subscribe for updates. 
• NanoIC pilot line website: This website will also feature new tender opportunities. Suppliers can check the NanoIC project website regularly for updates and detailed information on upcoming tenders. 

By monitoring both TED and NanoIC websites, suppliers can stay informed about the latest opportunities and ensure they don't miss any relevant tenders. 

The scoring criteria for each tender will vary case by case but generally will consist of a mix of the following key factors (not exhaustive): 

• Price: The overall cost of the offer, with consideration for value for money, including any additional costs related to maintenance, support, or other factors. 
• Quality: The quality of the proposed solution or equipment, including its ability to meet performance standards and specifications. 
• Compliance with Requirements: How well the offer meets the technical and operational requirements specified in the tender. 
• Delivery and Timeline: The proposed delivery schedule and the supplier's ability to meet the project timeline. 
• Sustainability and Innovation: Any additional value offered, such as innovative approaches, sustainability practices, or added value that goes beyond the minimum requirements. 

The weight of each criterion and any additional factors will be specified in the tender documents for each specific tender. 

Maintenance and warranty terms will be considered as part of the tender requirements and will be evaluated accordingly. These aspects will be explicitly outlined in the tender documentation, and suppliers will be required to submit their proposed maintenance and warranty terms. Both maintenance services and warranty coverage will be scored based on how well they meet the specified requirements, ensuring that the selected offer provides adequate support and reliability for the equipment or services provided.

In the awarding documents, imec will provide the information that is legally required. This will include details about the evaluation process, the award criteria, and the selection of the winning supplier. All information shared will comply with the relevant public procurement regulations to ensure transparency and fairness while respecting confidentiality where necessary.