Calculation of estimated value

Based on the estimated value, the contracting authority determines how he will manage the entire process of awarding the public contract. The method of calculating the estimated value of the public contract, including all quantitative and price parameters, must be evident from the documentation kept by the contracting authority.

Before even starting the public procurement process, the contracting authority must carry out a short market analysis based on the analysis of costs from other contracting authorities for similar orders, by analyzing costs based on past similar procurements by the contracting authority, by obtaining informative offers, by carrying out an expert dialogue (second paragraph of Article 64 ZJN-3) and with the assessment of an expert in the field. In addition to market analysis, we can also help you calculate the estimated value with a business analysis. It is necessary to prepare an appropriate basis that will determine the needs, requirements and scope of the solution (also as a basis for the later scope of the project), otherwise an unrealistic calculation of the estimated value may occur. In doing so, the costs associated with analysis, specification, integration with external systems, testing, guaranteeing or correcting errors, coordination (management/management) of projects, ensuring the availability of resources (personnel, equipment, licenses) are often neglected or underestimated.

To determine the estimated value, the day when the client sends a public announcement about the start of the procedure is taken into account, but if we do not have this, the day when the client starts the public procurement procedure (for example; establishing business contacts) is taken into account. When evaluating the public contract, the client must take into account all the costs that he will have to pay, or the costs related to the contractual object, and record the entire process. It must also take into account the possibility of increasing the scope of the public contract, especially through contractual clauses on changes to the contract and price. When goods or services are regularly repeated or are expected to be extended over a certain period, the estimated value of the public procurement is calculated on the basis of the total actual value of consecutive public procurements of the same type awarded in the last 12 months or in the fiscal year, taking into account changes in quantity or value that would be incurred within 12 months after the original order, or the total estimated value of successive public orders awarded within 12 months after the first delivery or execution or during the financial year, if this is longer than 12 months.

According to the provisions of ZJN-3, the orders of the client's organizational units are considered to be added together, which means that the obligations of the client and individual organizational units are determined based on the sum of the estimated values of the order. If the organizational unit awards a public procurement below the EU value threshold, but the sum of the same type of procurement exceeds the threshold, only it must comply with the obligations of public procurement above the EU value threshold, unless the organizational unit of the client is independently responsible for the public procurement, which means that it independently assumes the rights and obligations in its own name and on its own account.

Calculation of the estimated value of the order - an example of a circular public procurement of hygienic paper.