Projet d Appui au Développement local dans le Nord du Liban (ADELNORD)

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1 Conseil du Développement et de la Reconstruction (CDR) Coopération République Libanaise Union Européenne Projet d Appui au Développement local dans le Nord du Liban (ADELNORD) Clarification meeting for tenderers

2 CALL FOR PROPOSALS Works Project Agricultural Infrastructures in the Joumé, Dreib and Wadi Khaled Regions North Lebanon (Lot 4) ADELNORD, Réunion d information aux soumissionnaires

3 Outline of presentation Tendering process / Content of Proposal Evaluation procedure Award procedure ADELNORD, Réunion d information aux soumissionnaires 3

4 Tendering process - Planning DATE TIME Local Advertisement (Lebanese newspapers) xx.xx.2012 Procurement notice ( Clarification meeting H Site visit Deadline for request for any additional information from the Contracting Authority N/A (but recommended on individual initiative) 21 days before deadline for tenders ( ) 12.00H Last date on which additional information are issued by the Contracting Authority ( 11 days before deadline for tenders ( ) Deadline for submission of tenders H Tender opening session H Notification of award to the successful tenderer Signature of the contract ADELNORD, Réunion d information aux soumissionnaires 4

5 Importance of ITT Instructions to Tenderers (ITT) contain all important information about how to set up the tender documents (to what concerns their form and their content) The ITT has to be carefully read and applied! Uncomplete tenders will have to be rejected ADELNORD, Réunion d information aux soumissionnaires 5

6 Importance of ITT The complete tender must be submitted in one original, clearly marked "original" and 3 copies, also clearly marked "copy". In the event of any discrepancy between them the original will prevail. The technical and financial offers must be placed together in a sealed envelope. These envelopes (1 original + 3 copies) should then be placed in another sealed package ADELNORD, Réunion d information aux soumissionnaires 6

7 Importance of ITT 17.4 Tenders, including annexes and all supporting documents, must be submitted in a sealed envelope bearing only: (a) the above address; (b) the reference code of this tender procedure, (EuropeAid/ /M/WKS/LB); (c) where applicable, the number of the lot(s) tendered for; (d) the words Not to be opened before the tender opening session in the language of the يمنع فتح هذا المغلف قبل جلسة فض العروض tender dossier and (e) the name of the tenderer. ADELNORD, Réunion d information aux soumissionnaires

8 What docs to be provided in the tender? Tender form and appendix to the tender (duly signed) (Volume 1, Section2) Tender guarantee (Volume 1, Section 3) Copy of recent (<1 year old) documents showing: (Volume 1, Section 4) legal status and certificate of place of registration (Volume 1, Section 4.1), organisation chart (Volume 1, Section 4.2), power of attorney for representative (Volume 1, Section 4.3), Copies of previous 3 years certified statements of account (Volume 1, Section 4.4), Evidence (certificate) on credit facilities, company s financial situation, cashflow (Volume 1, Section 4.4), Financial situation projected forward for the next two years (Volume 1, Section 4.4), Financial identification form, Legal entity file (see Volume 1, Section 4.5) ADELNORD, Réunion d information aux soumissionnaires 8

9 What docs to be provided in the tender? Personnel, CVs, equipment (Volume 1, Section and 4.6.2), Workplan (see Volume 1, Section 4.6.3), Experience as contractor (Volume 1, Section 4.6.4), Information about joint venture/consortium partners, copy of agreement (Volume 1, Section 4.6.5), Details of litigation history (see Volume 1, Section 4.6.6), Financial offer (see Volume 4.3) Undertaking certifying compliance with rule of origin ADELNORD, Réunion d information aux soumissionnaires 9

10 Tender form and appendix (Volume 1, Section2) To be established on letter head of the tenderer One tender form to be filled by each consortium member: ADELNORD, Réunion d information aux soumissionnaires 10

11 Appendix to tender form (Volume 1, Section2) ADELNORD, Réunion d information aux soumissionnaires 11

12 Other docs according to Volume 1, Section 3 Tender guarantee (form in volume 1, section 3) To be completed on paper bearing the letterhead of the financial institution. The text should be 100% identical to the form!!!! (risk of exclusion!) ADELNORD, Réunion d information aux soumissionnaires 12

13 Other docs according to Volume 1, Section 4 FORM 4.1 GENERAL INFORMATION ABOUT THE TENDERER (form to be filled and signed) FORM 4.2 ORGANISATION CHART (no specific form, but to be signed) FORM 4.3 POWER OF ATTORNEY (cover page to be signed, PoA to be attached) to be continued -> ADELNORD, Réunion d information aux soumissionnaires 13

14 Other docs according to Volume 1, Section 4 attach copies of the company's previous 3 years certified statements of account.. Attach copies of certificate about financial situation and credit facilities ADELNORD, Réunion d information aux soumissionnaires 14

15 Other docs according to Volume 1, Section 4 FORM 4.5 a) FINANCIAL IDENTIFICATION FORM b) LEGAL ENTITY FILES (company or individual) ADELNORD, Réunion d information aux soumissionnaires 15

16 Other docs according to Volume 1, Section 4 FORM 4.6 TECHNICAL QUALIFICATIONS PERSONNEL PLANT WORKPLAN AND PROGRAMME EXPERIENCE AS CONTRACTOR INFORMATION ON JOINT VENTURES LITIGATION HISTORY QUALITY ASSURANCE SYSTEM(S) ACCOMMODATION FOR THE SUPERVISOR FURTHER INFORMATION all these forms to be duly filled and signed ADELNORD, Réunion d information aux soumissionnaires 16

17 Financial offer (Volume 4.3) Following forms to be filled, signed and stamped: Bill of Quantity Detailed breakdown of prices: Breakdown of the basic prices for labour Breakdown of basic supply prices for materials and consumables Breakdown of basic hourly prices for equipment Breakdown of unit prices in the price schedule Detailed breakdown of site costs Detailed breakdown of the general costs ADELNORD, Réunion d information aux soumissionnaires 17

18 Undertaking certifying compliance with rule of origin Note that : all goods purchased under the contract must originate in a Member State of the European Union or in a country or territory of the regions covered and/or authorised by the specific instruments applicable to the programme (ITT, article ). On paper bearing the letterhead of the tenderer Example: We, the undersigned, certify to comply with the rules specified in section of the Practical Guide to Contract Procedures for EU External Action (PRAG) with respect to the origin of all goods purchased under this contract ADELNORD, Réunion d information aux soumissionnaires 18

19 Administrative evaluation Lot 6 Section Comments Volume 1 Tender Form Tender form to be filled and signed Volume 1 - Questionnaire 4.4. Financial statement: EU template to be used 4.5 a) Financial identification format to be used, filled and signed with stamp (for both the bank and the signatory) 4.5 b) Legal Entity Form to be filled and signed 4.5 b) VAT registration document missing Template for the personnel to be filled and signed EU Key expert CV template to be used with the expert s signature Plant: to be filled and signed Work Plan to be filled and signed with indication of timeframe in months Litigation History to be filled or with No Litigation and signed Quality Assurance System to be filled and signed with clarification on the type of quality control in use Supervisor accommodation template to be filled and signed Volume Breakdown of prices : EU format to be used Letter of undertaking for the Rule of origin to be written and signed (see example in annex) ADELNORD, Réunion d information aux soumissionnaires 19

20 Tender opening session Public tender opening session : Checking whether : the tenders are complete, the requisite tender guarantees have been furnished, the tenders are generally in order. Public announcement of: tenderers' names, the tender prices offered, any discounts offered, ADELNORD, Réunion d information aux soumissionnaires 20

21 Tender opening session Works Tender Opening Checklist 1. For each tender envelope, the Chairperson & Secretary announce and check that the summary of tenders received correctly records: the registration number on the envelope, the name of the tenderer, the date (and time, for those received on the last date for submission of tenders) of receipt, the condition of the outer envelope, whether or not the tenderer has included a tender form for a works contract, the total financial offer and any discounts applicable (exact wording as in the tender form), whether or not a tender guarantee has been provided, if required, overall decision regarding suitability of tenders for further evaluation ADELNORD, Réunion d information aux soumissionnaires 21

22 Tender opening session Findings recorded in a Summary of Tenders Received Tender envelope number (Lead) tenderer name When received Received by (Initials) Number of packages Within deadline? (Yes/No) Tender package(s) duly sealed? (Yes/No) Tender submission form included? (Yes/No) Other consortium partners Declaration(s) included? (Yes/No) Tender guarantee included? (Yes/No) Overall decision (Accept / Reject) ADELNORD, Réunion d information aux soumissionnaires 22

23 Evaluation procedure (1) Examination of the administrative conformity of tenders: All forms have been properly signed; tender guarantee is correct (amount, wording); all the elements in the administrative compliance grid are acceptable; Tender has complete documentation and information; Tender substantially complies with the requirements of the tender documents. Tender envelop e number Tender er's name Nationali ty of tenderer (consorti um) eligible? (Yes/No) Documenta tion complete? (Yes/No) Language as required? (Yes/No) Tender submission form duly completed, including signed declarations? (Yes/No) Consortium agreement signed by all partners? (Yes/No/No t applicable) Subcontractin g statemen t acceptabl e? (Yes/No/ Not applicabl e) Other administ rative require ments in tender dossier? (Yes/No /Not applicab le) Overall decisio n? (Accept / Reject) ADELNORD, Réunion d information aux soumissionnaires 23

24 Evaluation procedure (2) Technical evaluation: The purpose of the evaluation process is to identify the tenderer which for the lowest cost is most likely to enable the Contracting Authority to achieve its objectives of having a facility that is completed on time, meets the published criteria and is within the budget available (ITT, article 22.2) Tender envelope N Tenderer's name Rules of origin respected? (Yes/No) Economic and financial capacity? (OK/a/b/ ) Professional capacity? (OK/a/b/ ) Technical capacity? (OK/a/b/ ) Compliance with technical specifications? (OK/a/b/ ) Ancillary services as required? (OK/ /b/ /NA) Nationalitie s of subcontrac tors eligible? (Yes/No) Other technical requirements in tender dossier? (Yes/No/Not applicable) Technical compliance? (Yes/No) Observati ons ADELNORD, Réunion d information aux soumissionnaires 24

25 Evaluation procedure (3) Financial evaluation Once the technical evaluation has been completed the evaluation committee checks that the financial offers contain no arithmetical errors and corrects arithmetical errors if necessary Conclusion : award to the least expensive tender classified as «technically compliant» ADELNORD, Réunion d information aux soumissionnaires 25

26 Award procedure Notification to preliminary awarded tenderer asking to submit documentary proof (15 days). If not submitted within 15 days, or if documentary proof not correct, invitation of second placed to submit documentary proof. Signature of contract ADELNORD, Réunion d information aux soumissionnaires 26

27 ADELNORD, Réunion d information aux soumissionnaires

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