Annex 8 to ICCO Procurement manual
Invitation to Tender (supplies)
How to complete this request to tender:
Where you see: (Note:….) this is just a guidance for you and you shall delete these notes from the document.
All notes are in red.
Where you see <…> you shall enter information.
In some articles you will have more than one option – choose the option you find best and delete the others – there is always a note to these options.
Options are marked (…)
Where it appears [insert] it is the supplier who shall insert information –
****DELETE This table prior to submitting the Invitation to tender. ****
TO:
Tender no.: / <insert tender no.>
Contract title: / <insert contract title>
Closing date: / <insert date and time>
Tender opening: / <insert date and time>
Contracting Authority: / <insert name of organisation>
Contact person: <insert name>
Tel:<insert no>
Fax: <insert no>
E-mail: <insert address>
INVITATION TO TENDER
FOR SUPPLY AND DELIVERY OF <insert title / product>
Dear Sir/Madam,
Further to your enquiry regarding the publication of the above-mentioned invitation to tender, please find enclosed the following documents, which constitute the tender dossier:
A – Instructions to tenderers
B – Draft Contract (special conditions) including Annexes:
Annex 2 to ICCO Procurement Manual: Declaration for Candidates & Tenderers
Annex 9 to ICCO Procurement Manual: General Terms and Conditions (Supply contracts)
When submitting a tender, a signed Declaration for Candidates & Tenderers is mandatory, in order to confirm strict application of ethical conduct. By submitting a tender, the tenderer accepts the special and general conditions of the contract.
In order to enable the tenderer to complete the forms (Tender submission form and Technical data form) electronically, a copy of these documents can be forwarded in a word format upon request. It is strictly forbidden to make alterations in the text. The tenderer will be bound to the original text in accordance with the document forwarded in PDF format or by letter.
A. Instructions to tenderERs
In submitting a tender, the tenderer accepts in full and without restriction the special and general conditions governing this contract as the sole basis of this tender procedure, whatever its own conditions of sale may be, which the tenderer hereby waives. Tenderers are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this tender dossier. Failure to submit a tender containing all the required information and documentation within the deadline specified will lead to the rejection of the tender. No account can be taken of any reservation in the tender as regards the tender dossier; any reservation will result in the immediate rejection of the tender without further evaluation.
A.1. Scope of supplies and related services
The subject of the contract are the following supplies, <delivery>, <installation>, <commissioning>, <training>, <after-sales service>:
Lot no. / Description / Quantity / Required delivery date1
2
3
a) Delivery
The above supplies shall be delivered to <insert incoterm insert destination/place of delivery>, before <insert latest date for delivery>.
b) Specifications
The supplies must comply fully with the technical specifications set out in the tender dossier and conform in all respects with the drawings, quantities, models, samples, measurements and other instructions. Deviations from the specifications may be considered only if deemed to be in the best interest of the Contracting Authority.
Manufacturers’ names, catalogue numbers and model designations appearing in the list are for reference only. Tenders for other equipment that is equal in function, quality and performance to that listed will be given full consideration.
c) Origin
The supplies shall originate from <specify eligible countries as per the donor’s contract conditions>. In the Tender Submission Form, the Tenderer shall attest the origin of the supplies tendered.
(Note: delete this article if there are no requirements from the donor).
d) Spare parts
The supplies described under lot(s) <insert no.> must be accompanied by a “lot” of spare parts and/or of consumables. Neither the unit price nor the overall price of the spare parts will figure in the evaluation of the tender, except where the unit price or the number of parts varies substantially between the tenders received. The list of spare parts must be drawn up by the tenderer in the light of his professional experience and taking account of the places of use; it must show the unit prices of the parts. Nevertheless, the Contracting Authority reserves the right to alter the list of spare parts; any changes will appear in the contract.
The tenderer shall certify availability of spare parts for a period of minimum 5 years from date of delivery.
(Note: delete this article if spare parts are not required)
e) Installation & commissioning
The tenderer shall include in the tender a complete and detailed plan for start-up and commissioning of the equipment at the project site and shall clearly state what is included in the price and what costs are not included.
(Note: delete this article if not required)
f) Training
The tenderer shall include in the tender a complete and detailed training programme for the operation and maintenance of the equipment at the project site and shall clearly state what is included in the price and what costs are not included.
(Note: delete this article if not required)
g) After sales service
The tenderer shall ensure availability of local after sales service and warranty service in <write country and location> and must provide contact details and a description of the local representative responsible for providing after sales service.
(Note: delete this article if after sales service is not required)
A.2. General
The supplies to be purchased are for use by the Contracting Authority in its <insert name of programme> Program in <insert country>. The tenderer can submit a tender for one, several or all lots.
(Note: if you require the tenderer to submit a tender for all lots then correct this wording)
A.3. Cost of Tender
The tenderer shall bear all costs associated with the preparation and submission of the tender and the Contracting Authority will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the tender process.
A.4. Clarification of tender documents and additional information
Tenderers may submit questions in writing at the latest on the date specified in the time table in article A.5., specifying the tender no. and the contract title. Information regarding interpretation of this Invitation to tender must be requested in writing to the Contracting Authority’s contact person.
Tenderers are not allowed to approach the Contracting Authority for oral clarification.
Any clarification of the tender dossier given by the Contracting Authority will be submitted to all tenderers at the latest on the date specified in the time table. If the Contracting Authority provides additional information on the tender dossier, such information will be sent in writing to all other prospective tenderers at the same time.
Any prospective tenderer seeking to arrange individual meetings during the tender period with either the Contracting Authority and/or any other organisation with which the Contracting Authority is associated or linked may be excluded from the tender procedure.
A.5. Planned time table
The Contracting Authority reserves the right to alter the dates and time in the following timetable, in which case all tenderers will be informed in writing and a new timetable will be provided.
Date / TimeDeadline for request for any clarifications from the Contracting Authority / <Insert date (e.g. approx. 21 days before deadline for submission)> / <Insert time>
Last date on which clarifications are issued by the Contracting Authority / <Insert date (e.g. approx. 11 days before deadline for submission)> / <Insert time>
Deadline for submission of tenders (closing date) / <Insert date> / <Insert time>
Tender opening session / <Insert date> / <Insert time>
Contract award / <Insert date> / <Insert time>
Contract start / <Insert date> / <Insert time>
All times are in the time zone of <insert country>.
A.6. Eligibility and qualification requirements
Tenderers are not eligible if they do not sign the Declaration for Candidates & Tenderers (Annex 2 to ICCO Procurement Manual) or if might become clear that the tenderer does not fully apply with what is stated in this declaration.
A.7. Nationality rule & Participation
Participation in the tender procedures is open on equal terms to all natural and legal persons <insert if specific requirements such as; legal persons of the European Union Member states etc.>.
(Note: check for specific requirements in the contract with the donor. If there are specific requirements, a copy of the “Company registration certificate” shall be required under the article: Documents comprising the Tender.)
A.8. Exclusion from award of contracts
Contracts may not be awarded to tenderers who, during the procurement procedure:
a) are subject to conflict of interest;
b) are guilty of misrepresentation in supplying the information required as a condition of participation and eligibility in the tender procedure or fail to supply this information;
c) perform, condone or tolerate corrupt, fraudulent, collusive or coercive practices, regardless of whether such practices can be attributed to this tender procedure;
d) attempt to influence the evaluation committee in the process of examination, clarification, evaluation and comparison of tenders, to obtain information on how the procedure is progressing or to influence the Contracting Authority in its decision concerning the award of the contract.
A.9. Language of Tender
The tenders, all correspondence and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written <in the language of the procedure which is English/other language to be specified>.
Supporting documents and printed literature furnished by the tenderer may be in local language.
A.10. Documents comprising the Tender
The Tenderer shall complete and submit the following documents with the tender:
a) Tender submission
The Contracting Authority may either specify the requested information or develop a form to be completed by the tenderer. The information shall include price(s), delivery dates and conditions, company information, references.
Delete this text after choosing an option
b) Technical data
The Contracting Authority may either specify the requested information or develop a form to be completed by the tenderer.
Delete this text after choosing an option
The following documents shall in addition be submitted with the tender:
c) signed Declaration for Candidates & Tenderers
d) manufacturers technical specifications
e) copies of tenderer’s audited financial statement for the last three years.
f) evidence of any quality accreditation
g) (certificate of origin)
h) (tenderer’s company’s registration certificate)
i) (tender guarantee)
j) (offer for after-sales services)
k) (offer for training)
l) (offer for commissioning and installation)
m) (pricelist of recommended spare parts and consumables)
n) manufacturer’s authorization (if the supplier is not the manufacturer)
o) <insert other relevant documents required>
and other relevant information that should be made known to the Contracting Authority.
(Note: delete the options above, which are not required)
A.11. Tender guarantee
(Note: delete this article if not applicable - remember also to delete the form in Annex 4 if not required)
All tenders must be accompanied by a tender guarantee of minimum <1%> of the total tender amount. The guarantee shall be issued in favour of the Contracting Authority and be valid for 45 days beyond the period of validity of the tender. The tender guarantee shall be issued in the form of a first demand guarantee, by an internationally recognized bank or other financial institution, and shall be in accordance with the text in Annex 4. The tender guarantee may also be issued in the form of a banker’s draft, a certified cheque, a bond provided by an insurance company or an irrevocable letter of credit, as long as it creates under the applicable law the same irrevocable, at-first-demand obligations for the guarantor as expressed in the wording of Annex 4.
A.12. Price
The price quoted by the tenderer shall not be subject to adjustments on any account except as otherwise provided in the conditions of the contract.
The tenderer shall quote its prices both FCA[1] and CIF[2], the Contracting Authority reserving the right to purchase either term, whichever is in its best financial interest. (Note: if relevant – otherwise delete).
(Depending on whether the supplies proposed are manufactured locally or are to be imported into the country of the Beneficiary, Tenderers must quote prices on one of the following bases:
1. for supplies manufactured locally, unit and overall prices must be quoted for delivery to the place of destination and in accordance with the above conditions, excluding all domestic taxation applicable to their manufacture and sale including VAT;
2. for supplies to be imported into the country of the Beneficiary, unit and overall prices must be quoted for delivery to the place of destination and in accordance with the above conditions, excluding all duties and taxes applicable to their importation and VAT[3], from which they are exempt.)
(Note: check if the importing office is tax exempted and adjust this paragraph if necessary – delete this note)
(Option 1:)
Prices shall be quoted in <Insert currency>.
(Option 2:)
Prices shall be quoted in the currency <EURO> or <insert local currency>.
For evaluation purposes – where quotations are given in <insert local currency>, it shall be converted into <EURO> at the rate published in <insert name of local national bank> on day of the closing date.
(Note: select one of the options– delete this note)
A.13. Validity
Tenders shall remain valid and open for acceptance for a period of <30 days> after the closing date for the submission of tenders.
Prior to the expiry of the original tender validity period, the Contracting Authority may ask tenderers in writing to extend this period. Tenderers that agree to do so will not be permitted to modify their tenders. If they refuse, their participation in the tender procedure will be terminated.
A.14. Submission of tenders and closing date