Vanbreda’s policy on public procurement

Public procurement contracts are put out for tender by an authority for the purchase of goods, services or works. Such a contract is also required for the insurance broker’s mandate and for insurance agreements themselves. Public procurement legislation must be complied with to ensure fairness, transparency and competition.

The term ‘contracting authority’ is defined broadly in public procurement legislation. As well as federal, regional, provincial and local authorities, it also includes bodies governed by public law such as police districts, autonomous municipal companies, autonomous agencies with legal personality and public institutions.

A final category of bodies that have to comply with public procurement legislation when arranging an insurance or other agreement consists of subsidised organisations and associations such as intermunicipal bodies, hospitals, educational institutions and cultural institutions.

The choice of procedure should take account of the contracting authority’s wishes and needs, the estimated premiums, the complexity of the risks to be covered and the turnaround time that the contracting authority wants.

The following procedures are possible:

1. Open procedure: Anyone can submit a tender in an open procedure. The contract is awarded in one and the same phase. Vanbreda recommends this procedure if broad competition is desired.
2. Restricted procedure: This procedure consists of two phases: selection and award. Only selected insurance companies are invited to submit a tender. Vanbreda recommends this procedure for insurance agreements that require specific expertise or when the market is limited.
3. Negotiated procedure without prior publication: This procedure is only possible if certain conditions are met (maximum value, urgency, etc.). The negotiations are conducted directly with a number of potentially interested insurers. Vanbreda recommends this procedure for more complex contracts where flexible conditions are required.
4. Competitive procedure with negotiation: This procedure starts with a selection; on the basis of the submitted tenders, negotiations are then conducted with the selected insurers. Vanbreda recommends this procedure if a customised approach is required.
5. Simplified negotiated procedure with prior publication: this procedure can be used if the value of the contract remains below the threshold level set by the legislators. This threshold is revised every two years.
6. Public contracts of limited value – accepted invoice procedure: Public contracts with an estimated value of less than 30,000 euros can be concluded by means of an accepted invoice.

In the case of complex contracts, procedures should be chosen that offer scope for negotiation and flexibility, such as restricted or negotiated procedures. This enables Vanbreda to match the contracting authority’s specific requirements and conditions with the selected insurer.

Vanbreda strives to support public procurement for insurance in a professional and efficient manner, taking account of the applicable laws and regulations. This policy serves as a guide to our approach and the procedures we follow.