APPROVED by the
Procurement Commission of the
State Environmental Services within its
meeting on ______2014
Minutes No. ___
regulation of the
procurement procedure
„Document management services for transboundary waste shipments within the framework of the project “Historically contaminated sites "Inčukalns acid tar ponds" remediation works”
(id. No. VVD/2014/29/CS/ERAF)
In compliance with Annex 2 Part B of the Public Procurement Law
Riga, 2014
„Document management services for transboundary waste shipments within the framework of the project “Historically contaminated sites "Inčukalns acid tar ponds" remediation works” (id. No. VVD/2014/29/CS/ERAF)
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Table of Contents
1. Contracting Authority and the contact person of the Contracting Authority 3
2. Supplier, Tenderer (including, subcontractors) 3
3. Communication 3
4. Procurement subject 4
5. Offer 5
6. Requirements for participation in the procurement procedure 7
7. Qualification requirements applicable to the Tenderer: 9
8. Documents to be submitted 10
9. Technical Offer 11
10. Financial Offer 11
11. Rejection of the Offer 12
12. Evaluation of the Offer: 12
13. Check of the compliance with the terms of participation in the procurement procedure 12
14. Procurement Contract 13
Annex No. 1. Technical Specification 14
1. Contracting Authority and the contact person of the Contracting Authority
State Environmental Services
Reg. No. 90000017078
Riga, Rūpniecības street 23, LV-1045
Telephone: 67084200
Fax: 67084212
e-mail:
Contact person:
Inga Selecka
Project manager of the Administrative Department of the
State Environmental Services
Telephone: 67084233
Fax: 67084212
e-mail:
2. Supplier, Tenderer
2.1. The Supplier shall be an individual person, a legal person, or an association of such persons in any combination that offers to supply goods or to deliver services in the market.
2.2. The Tenderer shall be an individual person, a legal person, a limited partnership or an association of persons which has submitted an offer.
2.3. Within the framework of the procurement procedure, the Tenderer shall be represented by:
2.3.1. the Tenderer (if the Tenderer is an individual person);
2.3.2. the official of the Tenderer having the right of signature (in case the Tenderer is a legal person);
2.3.3. the member of a limited partnership having the right of representation in line with the terms stipulated by sub-paragraphs 2.3.1. and 2.3.2. (in case the Tenderer is a limited partnership);
2.3.4. all members of an association of persons representation in line with the terms stipulated by sub-paragraphs 2.3.1. and 2.3.2. (in case the Tenderer is an association of persons) or an authorized person of the Tenderer.
3. Communication
3.1. Communication between the Contracting Authority (Procurement Commission) and interested suppliers within the framework of the procurement procedure shall be conducted in Latvian language, electronically by email, by post or by fax.
3.2. The document of communication sent by fax shall be considered as received at the moment when the fax-machine of the sender has received a notification on the receipt of the fax message transmitted.
3.3. The document of communication shall include the name and the identification number of the procurement procedure.
3.4. The interested supplier shall send the document of communication to Contracting Authority’s email or postal address, or the fax number of the contact person of the Contracting Authority, that are indicated in this Regulation.
3.5. The Contracting Authority (Procurement Commission) shall send the document of communication by email, or by post, or by fax to the email or postal address or to the fax number of the interested supplier.
3.6. If the interested supplier has requested in due time additional information about the requirements to be included in the documents of the procurement procedure with regard to the preparation and submission of the offer or to the selection of the candidates, the Contracting Authority shall provide the answer within five days but not later than 6 (six) days before the deadline for submitting an offer.
3.7. The Contracting Authority shall send additional information to the interested supplier, which has inquired it, as well as place this information in the internet website where the Regulation is available by indicating also the question that has been asked.
4. Procurement subject
In accordance with the technical specification enclosed as Annex 1 to the Regulation (hereinafter referred to as the Technical Specification) the subject of procurement shall be providing document management services for transboundary waste shipments within the framework of the project “Historically contaminated sites "Inčukalns acid tar ponds" remediation works” in the Republic of Latvia and abroad (hereinafter referred to as the Services) with the aim to ensure achievement of targets of the project “Historically contaminated sites "Inčukalns acid tar ponds" remediation works” (identification No. 3DP/3.4.1.4.0/09/IPIA/VIDM/002) implemented by the State Environmental Services (hereinafter referred to as the SES).
The subject of the procurement has not been divided into parts.
The Tenderer shall not have the right to submit different options of the offer.
CPV code:
79131000-1 – Legal documentation services.
63524000-8 – Transport document preparation services.
79560000-7 – Filing services.
The procurement shall be performed in accordance with the Public Procurement Law (hereinafter referred to as the PPL).
The forecasted price of the agreement shall be up to EUR 140 000.00 (one hundred forty thousand Euros and 00 cents).
4.1. The subject of the procurement includes the coordination of the processes of 2 (two) mutually related transboundary waste shipments and management and monitoring of the documentation flow in the Republic of Latvia and abroad:
4.1.1. the transportation (export) of the secondary heating (code in the EC list of waste: 19 02 04*) material obtained in the result of processing of acid tar (hereinafter referred to as the NPS) to “Kraftwerk Schwarze Pumpe” in Germany by road (transit through Poland and Lithuania) or by sea for its final processing (i.e., utilisation);
4.1.2. import of RDF (code in the EC list of waste: 19 12 10) in Latvia from Germany by road (transit through Poland and Lithuania) or by sea.
4.2. The volume of the procurement subject in accordance with the notifications issued by the competent institutions within the procedure of written notification and approval:
4.2.1. 50000 t or 2500 trucks NPS;
4.2.2. 17000 t or 2 500 trucks RDF.
4.3. Procurement Contract
4.3.1. Within the framework of the Procurement Contract, the Tenderer shall provide the service in compliance with the requirements laid down in the Technical Specifications.
4.3.2. The duration of Procurement Contract is from the date of concluding it till final processing of the last transboundary waste shipment sent by the performer of the remediation works (i.e., SIA “Skonto Būve”), but not later than on 31 December 2015.
5. Offer
5.1. Place, date, time and procedure of submitting and opening the offer:
5.1.1. Supplier/ Tenderer can submit only one offer.
5.1.2. The offer can be submitted by 16:00 on 22 December 2014 at the Record Keeping Division of the SES, at 23 Rūpniecības street, in Riga, LV-1045; the offer has to be submitted personally or sent by post. The postal dispatch must be received at the SES address within the deadline indicated above. The submitted offers are property of the Contracting Authority.
5.1.3. The offer shall be opened at the SES, at 23 Rūpniecības street, in Riga, in office No.609 at 16:00 on 22 December 2014. The meeting of opening the offers shall be organised in compliance with the terms of the PPL.
5.1.4. The Contracting Authority shall not open the offers submitted and return/send them back to the Tenders if the offers are submitted after the deadline for submission, or in case the external packaging of the offer is not in compliance with rule that content of offer is available only after opening of offer (does not correspond to the requirements set in of sub-paragraph 5.2.7. of paragraph 5.2. “Design of the Offer”) as well as in cases indicated in the Section 83 paragraph 51 of the PPL.
5.2. Design of the offer
5.2.1. The offer shall consist of the following three parts:
5.2.1.1. Application for taking part in the procurement procedure and the documents confirming the Tenderer’s qualification (one original and one copy);
5.2.1.2. Technical offer (one original and one copy);
5.2.1.3. Financial offer (one original and one copy).
5.2.2. The offer shall be prepared in the Latvian language; it must be computer typed, and it must be clearly legible without any corrections and erasures. A CD shall be enclosed to the offer with electronic copies of all parts of the offer indicated in sub-paragraph 5.2.1. (a CD data carrier; single recording CD) recorded in a way that documents can be opened and read by using MS Office and/ or Adobe Acrobat tools with functionality to find text, copy and print. In case, the Tenderer cannot ensure submission of documents by using MS Office and/or Adobe Acrobat tools, procurement commission will not reject an offer but will request Tenderer to submit an offer in other electronic format agreed by both sides. However, the documents prepared by the Tenderer (technical offer, financial offer and etc.) in electronic form in MS Office format must ensure the functionality of text search. It is not necessary to ensure the legal effect for the documents that are prepared in electronic form, namely, they do not have to contain the signature of the authorized person. The title of Tenderer and the identification number of the procurement must be written on the CD. In case any doubt arises during the evaluation of the offers, the priority shall be given to the hard copies of the originals of documents submitted.
5.2.3. Each part of the offer indicated in sub-paragraphs 5.2.1.1., 5.2.1.2. and 5.2.1.3. of sub-paragraph 5.2.1. shall be prepared as a separate volume (package); the table of contents shall be placed at the beginning of each volume. The pages of each volume shall be numbered and sewn together with a string; the ends of a string shall be fixed at the end page; the sewing shall be certified. The certification of the sewing shall include:
5.2.3.1. the indication on the total number of pages sewn together;
5.2.3.2. the signature and deciphering of the signature of the Tenderer (if the Tenderer is an individual person) or its representative;
5.2.3.3. the title of the place and the date of certification.
5.2.4. The qualification documents and technical documentation of the Tenderer can be submitted also in any other language with translation in the Latvian language certified by the Tenderer. The Tenderer shall bear responsibility for any loss caused by incorrectness of the document translation in line with the order prescribed by the regulatory enactments. The certification of the translation shall include:
5.2.4.1. the indication “TRANSLATION IS CORRECT”;
5.2.4.2. the signature of the Tenderer or its representative as well as deciphering of the signature;
5.2.4.3. the title of the place and the date of certification
or
5.2.4.4. Tenderer can prove that translation is correct by 1 (one) confirmation in case if an offer is bounded or sewed.
5.2.5. The Tenderer shall confirm the compliance of the copies to the original document. The certification of a copy shall include:
5.2.5.1. the indication “COPY IS CORRECT”;
5.2.5.2. the signature of the Tenderer or its representative as well as deciphering of the signature;
5.2.5.3. the title of the place and the date of certification
or
5.2.5.4. Tenderer can prove that copy is correct by 1 (one) confirmation in case if an offer is bounded or sewed.
5.2.6. The application of the Tenderer for the participation in the procurement procedure, the technical offer, the financial offer and other documents included in the offer shall be signed, as well as copies, translations and sewing of documents shall be certified by:
5.2.6.1. the Tenderer (in case the Tenderer is an individual person);
5.2.6.2. the official of the Tenderer who has the right of signature (in case the Tenderer is a legal person);
5.2.6.3. a member of a general partnership having the right of representation in line with the terms of sub-paragraphs 5.2.6.1. and 5.2.6.2. (in case the Tenderer is a general partnership);
5.2.6.4. all members of an association of persons in line with the terms of sub-paragraphs 5.2.6.1. and 5.2.6.2. (in case the Tenderer is an association of persons), or
5.2.6.5. a person authorized by the Tenderer.
Documents that refer only to a certain member of a general partnership or an association of persons are signed as well as the copies and translations are certified by the respective member of a general partnership or an association of persons in line with the terms of sub-paragraphs 5.2.6.1., 5.2.6.2. and 5.2.6.5.
5.2.7. The offer shall be submitted in a glued package by indicating the following information on it:
5.2.7.1. the title, registration number and address of the Contracting Authority;
5.2.7.2. the name, surname and telephone number of the contact person of the Contracting Authority;
5.2.7.3. the title and the registration number (in case the Tenderer is a legal person or a general partnership) or personal identification number (in case the Tenderer is an individual person) and the address of the Tenderer;
5.2.7.4. the name, surname, as well as the telephone and fax number of the contact person of the Tenderer;
5.2.7.5. the note “Offer for the Procurement Procedure “Document management services for transboundary waste shipments within the framework of the project “Historically contaminated sites "Inčukalns acid tar ponds" remediation works” (id. No. VVD/2014/29/CS/ERAF)”. Not to open by 16:00 on 22 December 2014”.
5.2.8. The external package of the offer shall contain two glued internal packages; one of them shall contain the original documents of the offer but the other – copies of the offer. The internal package shall contain the respective indications:
5.2.8.1. “ORIGINAL” or “COPIES”;
5.2.8.2. the title and registration number or personal identification number of the Tenderer;
5.2.8.3. the note “Offer for the Procurement Procedure “Document management services for transboundary waste shipments within the framework of the project “Historically contaminated sites "Inčukalns acid tar ponds" remediation works” (id. No. VVD/2014/29/CS/ERAF)”.