CONTRACTING AUTHORITY: National and University Library

Date: 07.09.2016

Num.: 430-/2016

CONTRACTING AUTHORITY: National and University Library

Turjaška 1, Ljubljana, Slovenia

TENDER DOCUMENTS

SUPPLY OF FOREIGN SERIAL PUBLICATIONS IN 2017

Low-Value Contract

Article 47 of the the Public Procurement Act, ZJN-3 (Official Gazette of the Republic of Slovenia, Nom.: 91/15)

Contents of tender dossier

1.  Invitation to submit a tender

2.  Instructions for tendering

3.  Tender

4.  Pro forma invoice

5.  References

6.  Certificate of a reference contracting authority

7.  Contract sample

National and University Library

Martina Rozman Salobir

Director

INVITATION TO SUBMIT A TENDER

In accordance with the Article 47 ZJN-3 of the Law on Public Procurement, the Contracting Authority has published a Low Value Contract Notice for »Supply of Foreign Serial Publications in 2017« on the Public Procurement Portal.

We invite you to submit your tender in accordance with this tender documentation.

Tenders must be submitted no later than 17. 11. 2016.

The public tender-opening session will be held on 18. 11. 2016 at 11.00 in the National and University Library, Turjaška 1, Ljubljana, room 102.

The contact person of the contracting authority is Irena Sešek, elektronska pošta: .

National and University Library

Martina Rozman Salobir

Director

INSTRUCTIONS TO TENDERERS

I. SUBJECT OF THE PUBLIC PROCUREMENT:

Supply of foreign Serial Publications in 2017
Low-value contract procedure (Article 47, of the Public Procurement Act (ZJN-3)
The order is not split into sets. Variants are not permitted.
Tenderers must offer implementation of the tendered material in full – they cannot apply for supplying individual publication titles.
Tenders must meet the requirements of the tender documents and fulfil all requirements to tender.
The tenderer undertakes to supply the Contracting Authority with foreign periodicals promptly, and in accordance with the dates of publishing.

2. DURATION OF CONTRACT

The Contracting Authority shall award contract for the period from 01.01.2017 to 31.12.2017.

3. TIMETABLE OF AWARDING THE CONTRACT

Deadline for questions / Until 10.11.2016 till 12.00
Deadline for submission of tenders / Until 17.11.2016
Opening of tenders / On 18.11.2016 at 11.00

II. INSTRUCTIONS TO TENDERERS

Any economic operator - a legal or natural person – can be a tenderer if registered for the activity that is subject of this public procurement, and possesing all required licenses and holding authorisation to perform activities of this procurement, and meeting its conditions.
The tender documents are available on the website of the Contracting Authority: http://www.nuk.uni-lj.si/nuk4.asp?id=490412538

1.  LANGUAGE USED IN THE PROCUREMENT PROCEDURE AND TENDER FORM

The tender should be drawn up in accordance with these instructions, in Slovenian or English.

All tender documents must be completed and printed, typed or written in indelible writing and folded in the order as it ensues from the tender documentation.

The tenderer must submit statements and pro forma (Annex to tender documentation) on the prescribed forms of the Contracting Authority with no additional conditions; annotations and additional conditions of a tenderer shall not be taken into account.

The offer may not contain any changes and additions which do not comply with the tender documentation. Corrections must be marked with the initials of the person signing the offer.

All forms must be completed, signed and stamped by the tenderer.

2.  CONDITIONS RELATING TO THE SUBJECT MATTER OF THE CONTRACT AND OTHER REQUIREMENTS OF THE CONTRACTING AUTHORITY SATISFYING THE SELECTION CRITERIA

For demonstrating the conformity to the conditions and other requirements of the contracting authority, tenderers are to fill in and validate specific forms of the tender documents, and to provide the required proof, or requested annexes. Tenderers not established in the territory of the Republic of Slovenia, must demonstrate compliance with the conditions in accordance with the regulations in their own country.

Tenderers must submit all required statements on the forms to be used without additional conditions.

Annotations and additional conditions shall not be taken into account.

The Contracting Authority may require documents to prove fulfilment of conditions ex post (after the opening and examination of tenders).

In this case, the Contracting Authority will demand the tenderer to present certain documents within definite time to demonstrate compliance with conditions.

The Contracting Authority will eliminate offers that do not include all the above mentioned and/or defined minimal stages of levels of ability of tenderers and other requirements imposed by the Contracting authority, or will not submit the following relevant supporting documents:

1. OFFER (FORM 1)

2. PRO FORMA INVOICE (FORM 2)

3. REFERENCES (Form 3)

4. CERTIFICATE OF REFERENCE CONTRACTING AUTHORITY (Form 4)

5. CONTRACT SAMPLE (Form 5)

1) PERFORMANCE OF ECONOMIC AND FINANCIAL FITNESS (Form 3: “Reference” and Form 4:” Certificate of reference contracting authority):

- CONDITION :

The tenderer has each year in the last three years (in 2013, 2014 and 2015) accomplished at least 1 (one) supply of foreign serials of the annual value of € 100.000,00 (hundred thousand) at least, excluding VAT for another contracting authority, and fulfilled contractual obligations professionally and of high quality.

2) TECHNICAL ELIGIBILITY REQUIREMENTS (Form 1:”Offer”):

- Tenderers must be able to supply all serial publications as listed;

- The tenderer must ensure the delivery of foreign printed serials immediately after the publication with records of issues from the tenderer (consolidated service);

- The tenderer shall be able to provide to the Contracting Authority all serial publications promptly and in accordance with the dates of publishing;

- The tenderer must be responsive to a possible claim within 2 (two) working days from submission of the written claim from the contracting authority.

- CONDITION:

Regular supply of foreign printed serial publications immediately after the publication with records of issues from the tenderer (consolidated service).

Maintenance of the tender must be at least 90 days from the day from the date determined for the submission of tenders.

3.  PLACE OF DELIVERY:

Place of delivery: NUK, Leskoškova 12, Ljubljana.

4.  CRITERIA FOR SELECTION OF TENDERER:

The criterion for the selection is the lowest tender price, excluding VAT, according to the pro forma invoice.

If two or more tenderers offer the same low price, the Contracting Authority would award the contract to the tenderer who has earlier submitted the offer.

5.  SETTLEMENT OF ACCOUNT AND TIME FOR PAYMENT:

30 (thirty)-day payment after the date of receipt of the invoice.

6. STRUCTURE AND SUBMISSION OF TENDER

The offer consists of completed forms of: "Tender", "Tender offer price", »References«, »Certificate of a reference Contracting Authority« and initialed contract sample.

The tender must reach the Contracting Authority on or before 17.11.2016 , to the address: NARODNA IN UNIVERZITETNA KNJIŽNICA, Turjaška 1, Ljubljana. It should be marked: »Ponudba –tuje serijske publikacije– ne odpiraj«, the name and address of consignor should be added.

Belated offers will be send unopened to the sender, without being considered.

7. OTHER PROVISIONS

The Contracting Authority is not bound to order all publications listed on pro forma invoice but will submit the final list of publications to the successful tenderer within 15 days following the conclusion of the contract.

The Contracting Authority may order more copies of a publication, as provided for in the pro forma invoice on the understanding that the unit price of additional order is the same as in the pro forma invoice.

The Contracting Authority reserves the right, without the obligation to tenderer, to award the contract at a reduced level, if the value of the offer exceeds available resources for this order, or will not be able to provide sufficient financial resources for fully carrying out the order.

If no funds are provided, the Contracting Authority is not obliged to conclude contract and the tenderer is not entitled to damages for the reason that the contract was not concluded.

Interested parties shall reply to the invitation to tender at their own expense and risk. The Contracting Authority shall not be liable for damage resulting from termination of the proceeding or for not concluding the contract.

8. LEGAL PROTECTION

Request for a revision which relates to the content of the publication and / or tender documentation, may be - except in the case of paragraph 4 of Article 25 of The Act on Legal Protection in Public Procurement Procedures - lodged within eight working days from the date of publication of the contract notice, or notice of the additional information, information on uncompleted procedure or correction, provided this notice amends or supplements the requirements or criteria for selecting the most favourable tenderer conforming to the requirements of the tender dossier, or previously published in the contract notice.

Applicant should pay a fee for pre-audit and audit procedure in the amount of € 1,500.00 (the first indent of the first paragraph of Article 71 of Law on Legal Protection in Public Procurement Procedures),

to the Banka Slovenija current account num.: SI56 0110 0100 0358 802, ref.:11 16110-7111290- XXXXXXLL, in which the first six digits (XXXXXX) are replaced by the number of publication of the public procurement while the last two digits (LL) are to indicate the date of publication on the Public Procurement Portal.

Example:

Notice number: JN 10321/2011

Reference: 16110-7111290-01032111

The request for review must be lodged with the adjudicating entity National and University Library, Turjaška 1, 1000 Ljubljana, directly at this address, by a registered mail or registered mail with return notice of receipt. Applicant shall forward a copy of the request for review simultaneously to the Ministry responsible for finance.

9. ANNEXES THE INVITATION TO TENDER:

- Form 1 »Offer«

- Form 2 »Pro forma invoice«

- Form 3 »References«

- Form 4 »Certificate of a reference contracting authority«

- Form 5 »Contract sample«

Martina Rozman Salobir

Director

Form 1

T E N D E R

INFORMATION ON TENDERER

Contracting Authority: NARODNA IN UNIVERZITETNA KNJIŽNICA, Turjaška 1, Ljubljana

Subject-matter of the contract: FOREIGN SERIAL PUBLICATIONS in 2017

TENDERER
Address
E-mail
Phone
Authorised person
ID number
VAT number / Registered for VAT / YES / NO
Current account number
Name of the bank

Under criminal and material liability

WE HEREBY STATE

Ø  that we fully and unreservedly accept all the conditions set out in the tender documents;

Ø  that we guarantee the accuracy, truthfulness and veracity of all statements, information and documents in the tender, which will be shown with the corresponding authentic acts whenever the Contracting Authority requests them;

Ø  that we are aware that the Contracting Authority may exclude us from the proceeding if data in our application are false or misleading;

Ø  that we are not in the criminal proceedings on suspicion of committing an offense of bribery;

Ø  that a law or any other regulation does not prohibit us to conclude the contract that is subject of this tender;

Ø  that in the last five years before publishing the tender, no final decision of an offense that is related to our business was issued against us, or an administrative decision which prohibits to perform activity which is the subject of this tender;

Ø  that we have a valid registration and the necessary permissions from the competent authorities to carry out the activity which is the subject of this tender;

Ø  that we have settled all taxes due, contributions and other compulsory charges;

Ø  that against us no proceeding has been published or receivership initiated, bankrupt or winding-up proceedings, and that our business for other reasons is not administered by the court, and that we have not suspended business activities;

Ø  that we have settled all obligations due to all producers in previous tenders;

Ø  that in the last year before the publication of this tender we did not have any blocked current account at any of the banks;

Ø  that we meet the formal, working, professional and technical requirements, and have all necessary authorizations, professional and technical capacities, financial resources, equipment and other assets and facilities, management capacity, reliability, experience, reputation and employees, and that we are able to carry out the object of the contract;

Ø  that we have not been convicted by a final judgment in any country for any offense concerning professional conduct;

Ø  that we have not done any major professional error from the scope of this public procurement, that could be proven by any means of the Contracting Authority;

Ø  that we have fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which we are established, or those of the country of the Contracting Authority;

Ø  that we are not in the register of entities provided for in Article 35 of the Law on Integrity and Prevention of Corruption (Official Gazette of RS, no. 69/11-UPB2);

Ø  that on the day of the deadline for submission of tenders, we are not in the register of tenderers with negative references of paragraph 4, Article 75 of the Public Procurement Act ZJN-3;

Ø  that no member of management or supervisory body or agent, as determined by the law regulating financial operations, insolvency proceedings or compulsory winding-up, at any time within two years prior to the deadline for submission of tenders, was not a partner with ownership interest of more than 25 percent, or a shareholder with more than 25% of ownership share, or a member of management or of supervisory body, or agent of entity undergoing insolvency or receivership proceedings, or proceeding of compulsory liquidation.

Ø  that as as a legal entity and legal representative we have not been convicted by a final judgment for criminal offenses defined in paragraph 1, Article 75 of the Public Procurement Act ZJN-3;

Ø  that the awarded public procurement will not be transferred to another service provider;

Ø  that as provider we have qualitatively executed and professionally completed contractual obligations;

Ø  that as supplier, we have of a high-quality and professionally fulfilled contractual obligations during the last three years;

Ø  that no official coomplaint regarding the quality of goods and failure to comply with other provisions of the contract has been lodged against us by any of the contracting authorities. The Contracting Authority may exclude us from the present proceeding should there be evidences of any failure to comply with contractual obligations;