Supply and installation of a voting and conference system to the House of Representatives of the Hashemite Kingdom of Jordan

Transcription

1 EU Support to Jordanian Democratic Institutions & Development - JDID Supply and installation of a voting and conference system to the House of Representatives of the Hashemite Kingdom of Jordan Location Amman - Hashemite Kingdom of Jordan Publication Ref.: ECES/JOR01/FO/AO003 Minutes of Mandatory Clarification Session and Site Visit, 7 th December 2017 AGENDA TOPICS Registration and security verification 1. Introduction 2. Indicative Timetable of the tender process and implementation 3. Content of Submissions 4. Questions & Answers Transfer to the site of installation of the voting and conference system Security verification 5. Introduction to the technical specifications 6. Visit of the site of implementation 7. Questions & Answers 1. Introduction Considering that the Clarification Session and Site Visit are mandatory, original certificates (signed and numbered) were provided to entities attending the mandatory meeting and site visit. Tenders were informed of the need to include in the tender to be submitted the original certificate of attendance to the mandatory clarification meeting / site visit. Tenderers are to be informed, by these means, that in case of a tender submitted by a consortium, at least one of its members (as stated in point 1 of the Tender Form For a Supply Contract ) have to have been present in the mandatory clarification meeting / site visit of the 7 th December European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 1 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

2 During the session, a brief description of the tender, along with an overview of the structure of the tender file was provided to entities attending the mandatory clarification session and site visit (list of entities in Annex 1 to this document). During the session, attention was given to Annexes II + III and Annex IV of the section B - draft Contract of the tender file. The above-mentioned annexes refer to: The Annex called Annex II + III: technical specifications + technical offer. This annex is to be used by the tenderer for the submission. The Appendix to Annex II + III: technical specifications + technical offer Appendix 1 to annex II + III - Organisation & Methodology. This annex is to be used by the tenderer for the submission. Annex IV: budget breakdown This annex is to be used by the tenderer for the submission. The additional need to include in the proposal a Technical Project of the System Proposed (document mostly referring to how the system is created, the component of the systems and diagram), in complement to the Organisation and Methodology, was mentioned during the session. It was clearly explained that the Tender form for a supply contract (section D of the tender file) must be filled out by the tenderer for the submission. 2. Timetable During the session, the main dates contained in the table presented in section 2 Timetable of the Instructions to Tenderers, were discussed. It was highlighted that supplies should be delivered installed and tested by the awarded supplier by the 8 th of August Additional information was provided that the window for the installation and testing of the supplies on the site is from mid-may 2018 to the 8 th of August It was duly mentioned that tenderers have the possibility to submit their requests for clarification the latest by the 18 th of December 2017 at 17:00, and that a dedicated address is created for this purpose (tenders_jor01@eces.eu). Clarifications, including minutes of the clarification session and site visit would be available on the dedicated webpage for this tender ( by the 28 th December 2017 the latest. Tenderers should submit their offer (technical, financial and administrative documents) in a sealed envelope by the 8 th of January 2017 at 14:30 local time in Amman, at the address referred to in the tender file. 3. Content of Submissions During the clarification session, the main documents to be submitted for the tender (which should be submitted the latest by the 8 th of January 2017 at 14:30 local time in Amman) were reviewed. These documents are: Part 1: Technical offer:! A detailed description of the supplies tendered in conformity with the technical specifications and the Organisation and Methodology foreseen for the implementation of the project. European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 2 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

3 The technical offer should be presented as per template (Annex II + III: technical specifications + technical offer including its Appendix I Organisation & Methodology) adding separate sheets for details, if necessary. For the table of Annex II + III, tenderers must fill column number 3, 4 and 5 of the referred table. In order to be taken into consideration, the tenderer s offer should match all the minimum technical specifications.! A Technical Project of the System Proposed (document mostly referring to how the system is created, the component of the systems and diagram) The submission of a Technical Project of the System Proposed was not specifically foreseen in the initial tender file requirements and is to be considered as an additional requirement. Part 2: Financial offer:! A financial offer calculated on a DDP (Delivered Duty Paid) basis for the supplies tendered. The financial offer should be presented following the template in EURO (Annex IV: budget breakdown). Tenderers are requested to present the financial proposal DDP excluding VAT and the financial proposal DDP including VAT. Part 3: Documentation:! The tender guarantee, for an amount of 17,500 EUR;! A duly filled in Tender Form for a Supply Contract. It should be noted that in case of a consortium, the document is to be adapted following the instructions contained in the document.! A duly filled in Declaration of honour on exclusion criteria and selection criteria It should be noted that in case of a consortium, one form for each member of the consortium is required.! The legal entity file and the supporting documents! A description of the warranty conditions, in free-text format, which must be in accordance with the conditions laid down in Article 32 of the General Conditions.! A statement by the tenderer attesting the origin of the supplies tendered (or other proofs of origin).! Duly authorised signature: an official document (copy of statutes, power of attorney, notary statement, etc.) proving that the person who signs on behalf of the company, joint venture or consortium is duly authorised to do so. European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 3 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

4 Additionally,! it is requested to tenderers to include in their tender the original Certificate of Attendance to the Clarification meeting / Site visit. During the clarification session, the Tender Form for a Supply Contract was explained. Referring to the data for the evaluation of the selection criteria, attention was given to the Supply Contract Notice section 16. During the clarification session and concerning the Tender Form for a Supply Contract, the following points have been addressed: The financial data for the past three years of the tenderer is to be inserted in section 3 Economic and Financial Capacity of the referred standard form. Reference was made to Section 16 1) a) and b) of the Supply Contract Notice. Staff resources of the tenderer should be presented in the table s section 4 Staff resources of the Tender Form for a Supply Contract. Reference was made to Section 16 2) b) and c) of the Supply Contract Notice. Experiences of the tenderer should be presented in section 6 Experience of the Tender Form for a Supply Contract Correction was made on the reference period of reference ( the past 5 years instead of the past 3 years ) Reference was made to Section 16 3) of the Supply Contract Notice To support the presentation made, extracts of the Tender File (including Tender Form for a Supply Contract template and the Supply Contract Notice) were used (Annex 2 to this document). 4. Questions & Answers A) The following questions were raised at the clarification meeting. Clarifications provided are hereafter reported and confirmed upon internal consultation: Question 1: Was requested if during the public opening sessions to this tender the prices are read. Clarification: Tenders are to refer to section 19. Opening of tenders of the Instructions to tenders. It is referred in during the tender opening, the tenderers names, the tender prices, ( ) be announced. Question 2: Was requested clarification on the exchange rate to be used for the preparation of the financial data in the tender submission form and the financial offer Clarification: All data to be presented on the Tender Submission Form are to be presented in EURO. Tenders are requested to refer the exchange rate European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 4 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

5 used so that at the time of evaluation of the conformity of the data presented this exercise will be facilitated Concerning the financial offer to be presented, the template to be used is the one included in the tender file. The offer is to be presented in EURO. The awarded contract will be in EURO using the financial proposal of the winning bid in EURO and payments will be done in EURO. Accordingly, considering that the offer is in EURO there is no associated exchange rate consideration (Offer in EURO, Contract in EURO and payments in EURO). Question 3: For entities presenting their bid as a consortium, should any legal proof be presented. Is there a requirement to proof that the consortium member is building together? Clarification: As stated in the instructions for point 7 of the Tender Form For a Supply Contract to be used for the submission of the tender, specifically in the case of a consortium, each member is to provide a Tenders Declaration duly signed and its annex. Question 4: For the tables of financial capacity, is the data for 2017 to be included if accounts are closed by the date of submission of tenders? Clarification: Tenderers are to use the tables for the Economic and Financial Capacity as they are presented in sections 3, and in section 7 in case of a Consortium, of the Tender Form For a Supply Contract as published. Question 5: Is there going to be any kind of tax exemption? And if there is, is it going to be a zero tax exemption or tax exemption? Clarification: As referred in section 12 of the Instructions to Tenderers, it is foreseen that an exemption from taxes, duties or other charges (including Value Added Tax VAT) or equivalent taxes. This being expected, and so as to be able to compare proposals at a same level of comparison, the standard budget to be presented by tenderers refers the price DDP with and without VAT. Question 6: Under page 5 of the Supply Contract Notice, reference is made to technical consortium and note financial consortium. Is this applicable? Clarification: The conditionalities for relying on the capacities of other entities are duly mentioned in the section 16 of the referred Supply Contract Notice and more specifically on the referred page 5 of the published Supply Contract Notice, for this particular tender process. European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 5 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

6 Question 7: Referring to the Technical Capacity of tenderer, mentioned in section 16. 3) a) it was requested to clarify if tenderers can use references of projects outside Jordan? Clarification: The referred criteria states that the tenderer has successfully delivered and installed AV systems for a minimum of 1,000,000 EUR (one million Euros) through a maximum of 4 contracts which were implemented during the following period: 8 th of January 2013 to 8 th of January There is no reference to the place of implementation of those references. Question 8: It was requested if it was possible to extend the deadline for the submission of tenders as well as for the deadline for clarifications. The requesting party referred that this was in light of the approached of holiday season, that most of the vendors and manufacturers were now closing their year because of Christmas and New Year and that the timetable was tight in this month (oral request followed by a written request). Clarification: Considering that the present tender process has been launched on the 12 th of November 2017, and upon consultation of the beneficiary and technical support to this process, and considering commitments made, at this moment in time no changes are foreseen to the timetable of the present tender process. B) The following questions were raised at the site visit. Clarification provided are hereafter reported and confirmed upon internal consultation: Question 1: Who is responsible for de-installation/dismantling of existing cables? Clarification: As foreseen in the tender file, it is the responsibility of the supplier to de-install and dismantle all wiring and existing systems. Question 2: Will you use the same tables and/or the same furniture? Clarification: The furniture is not to be changed. The suppliers are to integrate the material on the existing furniture. Question 3: The damage for the carpet will be covered by whom? and how? Clarification: All damages occurring during the implementation of the contract and particularly during installation and testing phases of the supplies on site, are of the responsibility of the supplier. Question 4: The size of the screen should be bigger than 3 meters? Or smaller than 3 meters then covered on the left/right margins by us? and how? European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 6 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

7 Clarification: The height should be 3 meters and the width could be expanded to apply the video aspect ratio explained under item 4 Projection system and video signals of the Annex II + III: technical specifications + technical offer. Changes to the existing framing area will require pre-approval from the beneficiary and related costs are to be covered by the supplier. Question 5: Is it possible to send technicians in a later stage for measurements? Clarification: As stated in the Instructions to tender, in the section 14.2, ( ) other than the established site visit for all prospective tenderers can be organised during the tender period.. Question 6: Is there a wiring map to share? Clarification: Tenderers are to refer to page 75 of the technical specifications document Annex II + III: technical specifications + technical offer. Question 7: The implementation working dates are as of February till August or May till August? Clarification: As per Instructions to Tenderers (Section 1 and 2) the contract is expected to be signed by February Supplies are to be delivered, installed and tested by the 8 he of August Tenderers are to consider as additional information that deployment and access to the site of implementation is authorised as from mid-may Question 8: Is there an approved manufacture(s) that the HoR prefers to work with? Clarification: There is no approved manufacture(s) for this tender process. Question 9: What is the size of the device (panel) installed in the furniture? Clarification: Tenderer are to refer to the technical specifications and site visit occurred in the 7 th of December Question 10: The standing cameras should still be there or not? Are they connected to the system? Clarification: At the time of the site visit, there were three standing cameras belonging to the national broadcast TV. Those standing cameras are not part of HoR network. Nevertheless, connections points are to be foreseen as per technical specifications document Annex II + III: technical specifications + technical offer. European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 7 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

8 Question 11: Will there be integration with the sound system outside this room? Clarification: Tenderers are to refer to the technical specifications documents, Item 23 of the Annex II + III: technical specifications + technical offer. Question 12: Is it possible to do infrastructure modifications inside the server room? Clarification: Infrastructure modifications not respecting the architectural aspects of the building are not allowed. During the implementation, if such work appears fundamental a pre-approval would be needed including competent authorities for classified buildings. Question 13: Will all the questions be published on the website? Clarification: As per Instructions to Tenderers, all questions and answers (including the minutes of the clarification meeting and site visit) will be published on the dedicated webpage before the set date referred to on the instructions to tender. Question 14: Can we have any numbers, quantity or units to measure the cabling structure and to calculate the lengths of the cables etc.? Clarification: Tenderers are to refer to the technical specifications document Annex II + III: technical specifications + technical offer and its drawings. Question 15: Is it possible/needed to have an extension to other private rooms outside the chamber? Clarification: Tenderers are to refer to the technical specifications document, Item 23 of the Annex II + III: technical specifications + technical offer. Annexes: Annex I: Annex II: List of Entities attending the Clarification Meeting / Site visit. Extracts the Tender Form for a Supply Contract template and of the Supply Contract Notice used during the clarification meeting. European Centre for Electoral Support (ECES) Av. Louise 209A, 1050 Brussels Belgium info@eces.eu Page 8 8 Enhanced Support to Democratic Governance in Jordan 3rd Floor - Al-Hijaz Towers, Makkah Street, Office 305 P.O. Box 435, Amman, Jordan

9 ANNEX 1 LIST OF ENTITIES ATTENDING THE MANDATORY CLARIFICATION SESSION AND SITE VISIT - Minutes of Mandatory Clarification Session and Site Visit, 7 th December Supply and installation of a voting and conference system to the House of Representatives of the Hashemite Kingdom of Jordan Location Amman - Hashemite Kingdom of Jordan Publication Ref.: ECES/JOR01/FO/AO003 Advanced Solutions for Information and Communication Technologies LLC Anas Anani and Partners Contracting Co BCI BRÄHLER ICS KONFERENZTECHNIK AG /European Commercial Agencies Company Ideal for Information Systems and Communication Technologies LLC company Multivision Electronic Equipment Trading Optimiza Solutions Smartmatic * The order is in alphabetical order

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