4. Tender specification

Transcription

1 4. Tender specification

2 1. Introduction TENDER SPECIFICATION INVITATION TO TENDER No 004/2013 Supply of 30KVA, 40KVA and 100KVAGenerators. The European Union, represented by the European External Action Service EEAS here represented by Mrs. Agnès Guillaud, Chargée d'affaires a.i. at the Delegation of the European Union to the Republic of The Gambia, 74 Atlantic Road, Fajara, The Gambia. 2. Background The attribution of the contract will be made through a negotiated procedure. The invited candidates to whom the tender documents are sent may submit a tender as well as others who might want to apply as the tender will also be published in the internet page of the Delegation. Instructions for participation and submission are informed here under and in the invitation letter. 3. Subject of the contract The EEAS/Delegation of the European Union to the Republic of The Gambia intends to conclude a procurement contract with a company specialized in the sales and maintenance of generators, to the European Union Delegation Office. 4. PLACE OF PERFORMANCE The place of performance is 74, Atlantic Road, Fajara, The Gambia. 5. TECHNICAL SPECIFICATIONS AND STANDARDS 5.1 Type: 100KVA, 30KVA and 40KVA. We highly recommend generators with easy availability of spares and engine efficiency and reliability. 5.2 Fuel Type: Diesel 5.3 Other Requirements: Low Noise Exhaust Silencers ENGINE PROTECTION Under speed / sensor warning / shutdown Low coolant sensor High engine temperature Warning / shutdown Controlled Generator Set

3 5.3.3 For use with a three (3) phase meter 5.4 CANOPY The Generator sets should be enclosed within a base-mounted sheet steel acoustic and weather protecting Canopy to reduce noise breakout to no greater than 85 1 Meters. The canopy should be constructed from folded steel with end mounted Air inlet and discharge louvers / attenuators / baffle plate. It should be lined with sound absorbing acoustic materials with Lockable side doors with a panel viewing window in one door. And should be fitted with Residential grade internal/external Silencing system. All internal pipework should be lagged and a sump pumps to assist with oil drain during service. 5.5 AUTO START/STOP WITH AUTOMATIC CHANGE OVER SWITCH 5.6 WARRANTY At least two years warranty guaranteed The tenderer should attach a description of their warranty terms; The availability of all spare parts must be guaranteed and a price list is to be provided for spare parts and maintenance costs. 6. PRESENTATION OF TENDERS Tenders must be submitted in triplicate using the tender forms attached, taking account of the following: a) Prices must be: denominated in local currency (GMD) and be firm and not subject to revision during the period of performance of the contract; calculated free of all duties, tax and dues (the European Union is exempt from all taxes and dues, including value added tax (VAT), pursuant to the provisions of Articles 3 and 4 of the Protocol on the privileges and immunities of the European Union); b) The tender must indicate: the deadline for delivery and performance; The daily rates charged for the different categories of staff (administrative staff, engineers, technical specialists, etc.) required for the installation and maintenance contracts, and cost of emergency call-outs;

4 A list of prices for equipment (e.g. batteries, chargers, nylon cases, cables, etc.,) required for maintenance/repairs (not specified in the tender) and the hourly/flat-rate price for maintenance/repairs. c) Tenders must be accompanied by: the technical specifications of the equipments, proposed; the certificates delivered by the manufacturers (conformity certification) attesting that the proposed equipment conforms to the European and international standards applicable in the sector covered by this invitation to tender; d) The tender must be signed and dated. e) The forms to be filled in by the tenderer may not be altered in any way. Submission of a tender implies that the tenderer accepts all the terms and conditions governing the contract at Annex II to this specification; waives its own terms and conditions. Period of validity of the tender: Three months from the deadline for the submission of tenders. Documents to be submitted 6.1 Documents constituting the financial bid (to be placed in the financial bid envelope): i) The price schedule, duly completed; ii) Terms and conditions of sale, including warranties. 6.2 Documents constituting the technical bid (to be placed in the technical bid envelope) i) A technical description of the generators detailing the performance level of the equipments that the tenderer intends to supply in order to meet the specifications. This description should be accompanied by any necessary graphic documentation (drawings, brochures, etc.); ii) A description of the planned maintenance schedule; iii)a description of the service arrangements offered under the guarantee (parts and labour,) to ensure the smooth working of systems and equipment during the guarantee period from the date of provisional acceptance of the generators in question; iv)the period for completion calculated in calendar days from the date of the specific contract s entry into force. This period may not exceed forty five (45) calendar days

5 (save in exceptional cases and after written agreement from the EEAS/Delegation), including production, transport, delivery to the site of the equipment to be installed and customs clearance; v) Any Certificates required. If any of the documents listed in points 6.1 and 6.2 are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 148(3), of the implementing rules of the Financial Regulation applicable to the general budget of the European Union; 7. Award criteria and non-compliance of tenders A. EXCLUSION CRITERIA Candidates or tenderers shall be excluded from participation in a procurement procedure if: They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; They have been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata; They have been guilty of grave professional misconduct proven by any means which the contracting authority can justify; They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed. They have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the EEAS financial interests; Following another procurement procedure or grant award procedure financed by the EEAS budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations. Contracts may not be awarded to tenderers who during the procurement procedure: are subject to a conflict of interest Are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply this information. B. Selection Criteria Tenderers should have the necessary financial, economic, technical and professional capacity to perform its obligations under the contract. In particular, the tenderer must: o provide the latest two available balance sheets or in case this is not available copies of the bank statements for the period from 1/1/2013 till 30/6/2013 o have appropriate experience: executed at least 2 similar contracts with international organisations or diplomatic missions

6 o 2 year warranty with extension to h for major parts o Service provisions/dealer for maintenance in Banjul, The Gambia o Availability of all spare parts and a price list for spare parts and maintenance costs o Delivery time of maximum 6 weeks C. Award Criteria The contract will be awarded to the best value for money. Technical evaluation of the offers: The maximum technical value of an offer (corresponding to the criteria as stated in point 5 of the present Tender Specifications) can equal 100 points. Technical evaluation of the offers will be made on the basis of: (1) Compliance with technical specifications (max 60 points), (2) Delivery time, duration and extent of the warranty, proximity of services points to the Delegation office for maintenance and cost of maintenance (max 40 points). Tenders which scores below 60 points in total and less than 50% on each part (1) and (2) will not be considered. The addition of the points will give the technical value stated in Technical Points (Tp). Financial evaluation of the tenders: The financial value of each model/version given will be defined by granting the index of 100 to the model/version, which is the least expensive, among the offers, which have not been rejected as a result of technical evaluation ("Technical evaluation of the tender"). The prices index will be calculated as follows: where; Price Fp = Cprice x 100 Award of the contract: Fp = Financial points Price = Price offered by each tenderer Cprice = Cheapest price offered. The tender obtaining the highest "Best-value-for-money" ratio will be awarded the contract, using the formula BVM = Tp/Fp x 100 Where: BVM = Best value for money ratio

7 Tp Fp = Technical points = Financial points 8. Specific contract implementation procedures 8.1 Implementation reports 8.2 Price Documents, brochures and certificates of conformity shall accompany the supply of the generators. The price offer shall be fixed and non-negotiable, unconditional, all-inclusive, and in local currency (GMD). Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed Place and Time of Delivery Delivery and putting into service will be at the office of the Delegation of the European Union to The Republic of The Gambia, in Fajara, the EU Residence in Fajara and an EU Accommodation in Bakau. For avoidance of doubt the supplier shall be responsible for the cost of customs clearance. The Delegation is exempt from the payment of duty and taxes (VAT) on imports. The generators must be delivered within six (6) weeks of the effective date of the purchase order. 8.4 Maintenance The purchase price must always include a warranty. The candidates should attach a description of their warranty terms. The availability of all spare parts must be guaranteed and a price list is to be provided for spare parts and maintenance costs 9. Other information The language shall be English. 10. Terms of Payment The Delegation shall pay for the goods as follows: One hundred (100%) per cent of the price shall be paid within thirty (30) days of the goods acceptance date. Payments shall be made in local currency (GMD) as specified in the Special Conditions.