Write Deal Association VO/0695
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1 Write Deal Association VO/0695 Project Reference VOPS 02/2017 Publication of 4 High-Quality Magazines Tender for the Printing of high-quality publications Date Published 11th May Deadline for Submission 26th May hrs Tender Opening 30th May hrs Right to Appeal Write Deal Association shall publish a notification on its website indicating the awarded contract and shall, by electronic means inform the tenderers concerned of the publication of the award. Any tenderer who feels aggrieved by the award indicated by Write Deal Association, may within 5 calendar days from the publication of the notice, file an objection with Write Deal Association, clearly setting forth any reason for the complaint. 1
2 SECTION 1 PROJECT BACKGROUND The project will be the development, creation & publication of 4 professional magazines (printed & e-publications) in Maltese called KARAVAN, by publication professionals who will be shadowed by 60 youths (aged yrs) who hail from socially disadvantaged backgrounds, have institutionalized parents, have problems in the social, emotional & behavioural areas &/or have physical disabilities. This means that the Applicant will be collaborating with 4 Youth Clubs (YCs) that cater for youngsters who are amongst the most vulnerable & disabled young people on the island. These YCs are: Friendz 4 Friendz (part of St Clare College); SCPC Youth Club (part of Gorg Preca College); Maria Regina Youth Club (part of Maria Regina College) & STC Youth Club (part of St Therese College). Whilst these YCs are not registered VOs, they form 4 groups (1 group per YC) of psycho-social teams. These teams are made up of social workers, support workers, counselors, trainee counselors, career guidance practitioners, trainee career guidance practitioners, prefects of Discipline, psychologists & youth workers. It is important to add that members from these teams will be handling the youths during the workshops & jobshadowing (This service will be provided free-of-charge). The magazine will the aimed at youths. KARAVAN will be tackling a variety of subjects; with a special emphasis on the voluntary sector in Malta. The 60 youths will be mentored by media professionals & will be trained to carry out the work of editors, researchers, writers, interviewers, photographers & designers. Thus, KARAVAN aims to reduce the rates of early school leaving by aiding 60 youths to explore/develop/train in new skills that they can pursue further, whilst allowing them to express themselves artistically. Thus, the project strives for the educational, social, personal & emotional development as well as enhancing the education, employability, well-being & health of young people within the community. Key Activities: 1. Training/Mentoring of students and job-shadowing 2. Development of the publication 3. Printing of publication 4. Promotion and distribution of publication and via internet 5. These activities will be carried out for a total of four times. Project ends on 31st March This tender relates to Activity 3. 2
3 SECTION 2 INSTRUCTIONS FOR TENDERERS 2.1 General Instructions In submitting a tender, the tenderer accepts in full and in its entirety, the content of this tender document, including subsequent clarifications issued by Write Deal Association, whatever his own corresponding conditions may be, which he hereby waives. Tenderers are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this tender document. No account can be taken of any reservation in the tender as regards the tender document; any disagreement, contradiction, alteration or deviation shall lead to the tender offer not being considered any further The subject of this tender is as above-mentioned and is called Karavan, VOPS 02/2012. This project is implemented by Write Deal Association and is funded through the Voluntary Organizations Project Scheme managed by the Malta Council for the Voluntary Sector on behalf of the Ministry for Social Dialogue, Consumer Affairs and Civil Liberties The item/services required shall be delivered between MAY 2017 and MARCH There will be four payments in all; that is a payment will be carried out after the delivery of each of the four batches of publications This call for tenders is being issued under an open procedure The tenderer will bear all costs associated with the preparation and submission of the tender. Write Deal Association will in no case be responsible or liable for such costs, whatever the conduct or outcome of the procedure 2.2 Time-table Deadline for request for additional information from Write Deal Association 15th May 2017 Deadline for submission of tenders 26th May 2017 Tender opening 30th May 2017 All times Central European Summer Time (CEST) 3
4 2.3 Lots This tender is not divided into lots, and tenders must be for the whole project. 2.4 Variant Solutions No variant solutions will be accepted. Tenderers must submit a tender in accordance with the requirements of the tender document. 2.5 Financing This project has been funded through the Voluntary Organizations Project Scheme managed by the Malta Council for the Voluntary Sector on behalf of the The beneficiary of the financing is Write Deal Association and all fiscal receipts shall be addressed to the same organization The budget allocated for this procurement must not exceed twelve thousand euro ( 12,000) inclusive of VAT and any other applicable taxes and charges. 2.6 Selection Criteria In order to be considered eligible for the award of the contract, tenderers must provide evidence that they are a reputable advertising/marketing entity in a position to place media bookings, on behalf of this project. 2.7 Explanations/Clarification Notes Concerning the Tender Tenderers may submit questions strictly in writing to Write Deal Association by sending an to protelevision@gmail.com until the 15th May Write Deal Association shall reply to all tenderers' questions, and publish on 30th May 2017, clarification notes, up to at least 3 calendar days before the deadline for submission of tenders Questions and answers, and alterations related to the tender document will be sent to all prospective bidders by . It is the responsibility of tenderers to check their respective account in order to obtain the latest information published prior to submitting their Tender Prospective tenderers are required to register their respective contact details at protelevision@gmail.com so that any clarifications/communications pertaining to this tender procedure will be communicated to them in due time as per tender document. Write Deal Association shall not be held responsible for any misdemeanor if this condition is not adhered to Write Deal Association may, at its own discretion, as necessary, extend the deadline for submission of tenders to give tenderers sufficient time to take clarification notes into account when preparing their tenders. 4
5 2.8 Currencies of Tender and Payments The currency of the tender is the Euro ( ). The bids must be expressed in Euro ( ) Payments will be made upon certification of works by Write Deal Association, based on the invoices issued by the successful tenderer, in accordance with the timeframes, terms and conditions of the contract. 2.9 Presentation & Submission of Tenders The tender must comprise the following duly completed documents, inserted in a single, sealed envelope marked as Tender,VOPS 02/2017 : (i) Tender Form (refer to Section 4). (ii) Tenderer s technical offer in response to specifications outlined in Section 3. Include all relevant literature. (iii) A financial bid (refer to Section 5) The tenderers submission must be typed in, or handwritten in indelible ink. Any pages on which entries or corrections to his submission have been made must be initialed by the person or persons signing the tender. All pages must be numbered consecutively by hand, machine or in any other way acceptable to Write Deal Association All tenders must be received by normal mail by not later than 26th May 2017 at 1700hrs and sent by mail (mail stamp not to be later than 25th May 2017) to: Write Deal Association 67 Pisa Carmel Street Birkirkara. The tenders should have the stamp marked by not later than 25th May Tenders submitted by any other means (e.g. ) will not be considered No liability can be accepted for late delivery of tenders. Late tenders will be rejected and will not be evaluated Alterations and Withdrawal of Tenders Tenderers may alter or withdraw their tenders by written prior notification to Write Deal Association. No tender may be altered after the deadline for submission Any notification of alteration or withdrawal must be prepared, sealed, marked and submitted in accordance with Clause 2.9, and the envelope must also be marked with alteration or withdrawal. 5
6 2.11 Opening of Tenders Tenders will be opened by Write Deal Association on the 30th May A Summary of Tenders Received will be published on the Write Deal Association website: Envelopes marked withdrawal will be returned to the tenderer Reductions or alterations to tender prices made by tenderers after submission will not be taken into consideration during the analysis and evaluation of tenders Secrecy of the Procedure After the opening of the tenders, no information about the examination, clarification, evaluation or comparison of tenders or decisions about the contract award may be disclosed before the notification of award Information concerning checking, explanation, opinions and comparison of tenders and recommendations concerning the award of contract, may not be disclosed to tenderers or any other person not officially involved in the process unless otherwise permitted or required by law Any attempt by a tenderer to approach any member of Write Deal Association directly during the evaluation period will be considered legitimate grounds for disqualifying his tender Tender Evaluation Process Write Deal Association will check the administrative and technical compliance of each tender. Tenders which are administratively and technically complaint will be evaluated financially Criteria for Award The contract will be awarded to the most economically advantageous offer, who is able to comply with all the requested criteria Right of Write Deal Association to Accept or Reject any Tender Write Deal Association reserves the right to accept or reject any tender and/or to cancel the whole tender procedure and reject all tenders. Write Deal Association reserves the right to initiate a new invitation to tender Write Deal Association reserves the right to conclude the contract with the successful tenderer within the limits of the funds available Cancellation may occur where: 6
7 a) the tender procedure has been unsuccessful, namely where no qualitatively or financially worthwhile tender has been received or there has been no response at all; b) the economic or technical parameters of the project have been fundamentally altered; c) exceptional circumstances or force majeure render normal performance of the project impossible; d) all technically compliant tenders exceed the financial resources available; e) there have been irregularities in the procedure, in particular where these have prevented fair competition. In no circumstances will Write Deal Association be liable for damages, whatever their nature (in particular damages for loss of profits) or relationship to the cancellation of a tender, even if Write Deal Association has been advised of the possibility of damages. The publication of a contract notice does not commit Write Deal Association to implement the programme or project announced Notification of Award Write Deal Association shall publish a notification on its website indicating the awarded contract, the financial aspect of the award and the name of the successful tenderer. Write Deal Association shall, by electronic means, inform the tenderers concerned of the publication of the award The Letter of Acceptance Within 7 calendar days of receiving the letter of acceptance (against acknowledgment of receipt) from Write Deal Association, the successful tenderer will sign a copy of the Letter of Acceptance and date the Letter of Acceptance and return it to Write Deal Association If the selected tenderer fails to sign and return the copy of the Letter of Acceptance and other required documentation within the prescribed 7 calendar days, Write Deal Association may consider the acceptance of the tender to be cancelled. The tenderer whose tender has been evaluated as second most economically advantageous may be recommended for award, and so on and so forth Only the signed Letter of Acceptance will constitute an official commitment on the part of Write Deal Association, and activities may not begin until the contract has been signed both by Write Deal Association and the successful tenderer. 7
8 SECTION 3 TECHNICAL SPECIFICATIONS NOTE: Where in this tender document a standard is quoted, it is to be understood that Write Deal Association will accept equivalent standards. However, it will be the responsibility of the respective bidders to prove that the standards they quoted are equivalent to the standards requested by Write Deal Association. 3.1 Contract Objective This tender is for the publication of four high-quality magazines: VOPS 02/2017. This project has been funded through the Voluntary Organizations Project Scheme managed by the Malta Council for the Voluntary Sector on behalf of the Ministry for Social Dialogue, Consumer Affairs and Civil Liberties. 3.2 Delivery Period The delivery Period shall be between MAY 2017 and MARCH Specifications The following are specifications for four high publications to be published throughout May 2017 and March Quantity per publication: 4,000 Number of publications: 4 Total quantity of publications: 16,000 Number of pages per publication: 24 (including self-cover) Size: 32cm x 23cm Thickness of pages: 150g Glossy, colour Artwork to be provided. After the agreement between Write Deal Association and the successful bidder, publications are to be delivered within 5 working days after artwork is sent. 3.5 Budget BUDGET NOT TO EXCEED 12,000 (twelve thousand Euro including all taxes) 8
9 SECTION 4 TENDER FORM VOPS 02/ Tender for the Publication of High-Quality Magazines for Write Deal Association TENDER SUBMITTED BY: Name of Company: Contact Person (Name & Surname): Address: Address of Company: Contact Telephone Number: 9
10 C. TENDERER'S DECLARATION(S) To be completed and signed by the tenderer (including each partner in a consortium). In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby declare that: 1. We have examined, and accept in full and in its entirety, the content of this tender document (including subsequent Clarifications Notes issued by Write Deal Association) for invitation to tender required VOPS 02/2017. We hereby accept the contents thereto in their entirety, without reservation or restriction. We also understand that any disagreement, contradiction, alteration or deviation shall lead to our tender offer not being considered any further. 2. We confirm that the Grand Total Price of our tender (inclusive of duties, other taxes/charges, Eco-Contribution (if any) and any discounts) is according to the Grand Total on page 13 of this document. 3. This tender is valid for a period of 3 weeks from the final date for submission of tenders. 4. We are not bankrupt or under an administration appointed by the Court, or under proceedings leading to a declaration of bankruptcy. We also declare that we have not been convicted criminally, or found guilty of professional misconduct. Furthermore, we are up-to-date in the payment of social security contributions and other taxes. 5. We accept that we shall be excluded from participation in the award of this tender if compliance certificates in respect of declarations made under Clause 4 of this declaration are not submitted by the indicated dates. 6. We will inform Write Deal Association immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognize and accept that any false, inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts funded by the Government of Malta and the European Communities. 7. Our tender submission has been made in conformity with the Instructions to Tenderers, and in this respect we confirm that the following documentation has been included: Tender Form (Section 4) Technical Offer (in response to specifications outlined in Section 3). Financial Bid (Section 5) 8. We note that Write Deal Association is not bound to proceed with this invitation to tender and that it reserves the right to cancel the contract. It will incur no liability towards us should it do so. Na me and Surname : I.D. / Passport Number: Signature of tenderer: Duly authorised to sign this tender on behalf of: Company VAT No: Stamp of the firm/company: Place and date: 10
11 SECTION 4 TENDER FORM VOPS 02/ Tender for the Publication of High-Quality Magazines for Write Deal Association Amount of Euro Cost VAT Total Cost & VAT The budget allocated for this procurement must not exceed twelve thousand Euro ( 12,000) inclusive of all applicable taxes. The successful bidder shall be bound to conform in all respects with VAT legislation and regulations. Signature: (the person or persons authorized to sign on behalf of the tenderer) Date: 11
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