Methodology for the preparation of framework agreements, dynamic systems, and centralized contracts.

The process of preparing framework agreements, dynamic systems, and centralized contracts involves numerous actions, especially when centralized contracting of supplies or services is undertaken for the first time. These actions focus on analyzing demand and supply, as well as the supply or service subject to centralized contracting, as a preliminary phase before drafting the specifications that will govern the contracting.

1. DEMAND ANALYSIS (“Administration's Needs”):

   • Identification of commonly used services and supplies by the Administration.

   • Qualitative and quantitative study of the needs of ministries and agencies, based on the information provided by them, to define the characteristics of the supplies and services to be acquired.

   • Analysis of information related to contracts in force prior to centralization: technical specifications, key aspects of the specific administrative clauses, unit prices, etc.
     

2. SUPPLY ANALYSIS (“Market Study”):

   • Study of applicable sectoral regulations and meetings, where appropriate, with ministries or agencies with regulatory authority over the relevant sector, to ensure that the governing specifications comply with regulations and the interpretative criteria of competent bodies.

   • Analysis of companies in the sector: territorial presence, company types by product, specialization (e.g., manufacturers-distributors), competition aspects, presence of SMEs, subcontracting, among others.

   • Analysis of products on the market and their prices. Cost study (including, where applicable, wage costs).

   • Analysis of legal and technical standards affecting the supplies or services to be contracted.

   • Analysis of the characteristics and technical specifications of the supply or service.

   • Analysis of environmental and social aspects of the supply or service and of public policies related to it.
     

3. DETERMINATION OF THE ESSENTIAL CHARACTERISTICS OF THE CONTRACT AND PREPARATION OF THE BASIC DOCUMENTATION OF THE FILE:

   • Determination of the contracting rationalization technique to be used, as well as its essential characteristics and terms.

   • Preparation of technical specifications and specific administrative clauses. In centralized contracts, this involves a process of service parameterization that sets common criteria for delivery—while respecting the specific needs of each ministry or agency.

   • In procedures where centralized contracting of supplies or services is undertaken for the first time, a report on the specifications is requested from the National Commission on Markets and Competition.