DELEGATION TO INDIA
TENDER SPECIFICATION
INVITATION TO TENDER
Delind/Admin/Tender/Air Purifiers/2015/001
AIR PURIFIER SUPPLY AND MAINTENANCE
FOR THE EU DELEGATION TO INDIA
Table of Contents
1. INTRODUCTION
2. BACKGROUND
3. SUBJECT OF THE CONTRACT
4. PLACE OF DELIVERY
5. TECHNICAL SPECIFICATIONS AND STANDARDS
5.1 Technical specifications
5.2 Warranty period and maintenance
5.2.1 Warranty period
5.2.2 Maintenance
5.3 Response timing
6. PRICES
7. COMPLIANCE AND EVALUATION OF TENDERS
7.1 Evaluation of the technical compliance criteria
7.2 Evaluation of award criteria
7.3 Evaluation of the financial offer
8. CONTENT AND PRESENTATION OF TENDERS
8.1 Financial envelope
8.2 Technical envelope
1. INTRODUCTION
The European External Action Service, hereby represented by Joao Cravinho, Head of the Delegation of the European Union to India (the Delegation), intends to sign a framework supply and services contract for air purifiers for the Delegation according to the specifications hereafter.
2. BACKGROUND
The Delegation endeavours to reduce the indoor air pollution by placing air purifiers for offices and accommodations taking account of the air pollution in Delhi. The outdoor pollution is mainly particulate matter smaller than 2.5 micrometres stemming from exhaust emission from motor vehicles, coal burning in neighbouring regions, dust storms and construction dust.
The Delegation has decided to equip their offices and their staff rented accommodations with one single model of purifier. The purifier should be suitable for a room area ranging from 20to 25 square meters. In case of larger room areas, several similar purifiers will be combined in order to meet room size requirements. The number of portable air purifiers needed is therefore set at 170 units.
3. SUBJECT OF THE CONTRACT
The tender procedure will conclude with the signature of a framework contract for a period of four years. The framework contract sets out the main elements of the supply and maintenance services but the precise volume and timing of the delivery cannot be defined at its signature. The framework contract imposes no obligation on the contracting authority to purchase. Only performance of the framework contract through order forms or specific contracts is binding on the contracting authority. The order forms or specific contracts state volume, timing and total price. They create a direct obligation on the contracting authority at their signature. The successful tenderer shall provide maintenance services for the air purifiers during a period of four years from the signature of each specific contract or order form.
When drawing up their tenders, tenderers should bear in mind the provisions of the model framework contract, in particular the General Conditions in Annex I, which specifies the rights and obligations of the contractor specially those on payments, performance of the contract, confidentiality and audits.
4. PLACE OF DELIVERY
The place of delivery is the Delegation's premises at the following addresses:
Shanti Niketan 5/5, 110021 New Delhi
5. TECHNICAL SPECIFICATIONS AND STANDARDS
5.1 Technical specifications
The air purifiers shall adopt filter technique/system and shall act as an effective tool to combat indoor air pollution due to particles smaller than 2.5 micrometres stemming from exhaust emission from motor vehicles, coal burning in neighbouring regions, dust storms and construction dust.
The purifiers shall demonstrate high quality standard and long durability. The purifiers shall be in line with international safety standards.
Noise level should be kept lower than 40db at average speed.
The air purifiers shall deliver high clean air flow but not produce any odour or ozone as a by-product which could induce hazards for health.
The minimum air flow at the lowest speed will be 50 m3/h.
No humidifying system is required from the purifier.
The air purifiers must be fitted with true High Efficiency Particulate Air (referred to as "HEPA" hereinafter) filter removing a minimum of 99.97% of particles down to 0.3 microns. The HEPA filter should meet EN 1822:2009, Class 14 Standard. A certificate of conformity issued by an independent body must be provided as evidence of compliance to the required standard. No "HEPA-like" filter, "HEPA-type" filter or the like will be considered in this tender.
The purifier shall be fitted with an additional pre-filter to filter out large particles.
Additional features enabling the air purifier to filter out indoor microbes and gaseous pollutants will be considered an advantage.
The air purifiers subject of this contract are intended to be used only in India. Thus, the electrical features of the products (voltage, frequency, plugs, etc...) must be compatible with those of India.
The Delegation has decided to equip its officesand their staff rented accommodations with one single model of purifier. The purifier should be suitable for a room area ranging from 20 to 25 square meters.
The minimum technical compliance criteria are summarized in Annex 2.
5.2 Warranty period and maintenance
The tenderer shall provide and secure the provision of a local reliable and regular maintenance and after-sales service to guarantee maintenance and after-sales service as well as the rapid replenishment of spare parts and consumables. All maintenance and repairs conducted within or outside the warranty period must be undertaken by service personnel authorised by the manufacturer for these tasks.
5.2.1 Warranty period
Regardless the standard warranty from the product, the tenderer shall cover the purifiers with a minimum of three years on-site warranty from the date of installation. Extra warranty period could be an advantage for tender procedure. The warranty duration for all items replaced or repaired during the warranty period shall recommence from the date when the replacement or repair was made to the satisfaction of the Delegation.
The minimum warranty period is summarized in Annex 2.
Within the warranty period, if the purifiers or any parts are found to be faulty, they shall be replaced or repaired free of charge, as soon as possible and at least within 5 working days.
The tenderer shall warrant that the supplies are new, unused, of the most recent models and incorporate all recent improvements in design and materials. The tenderer shall further warrant that none of the supplies have any defect arising from design, materials or workmanship.
5.2.2 Maintenance
The maintenance services include both preventive and corrective maintenance services.
Preventive maintenance services
They shall include the renewing of all the filters and consumables, based on the replacement frequency recommended by the manufacturer for a 10 hours daily use. The tenderers shall describe the filters and the frequency of the preventive maintenance, i.e. how often the filters are to be replaced. Extra free supply of sets of filters could be an advantage for tender procedure.
The duration of the preventive maintenance services is set at 4 years.
The purchase of the services will be implemented via order forms or specific contracts and the payment shall be made upon presentation of invoices and after the delivery and the installation of the supplies, and if applicable, after the delivery of the services.
Corrective maintenance services
Corrective maintenance services shall be carried out after failure detection occurring after the three-year on-site warranty period, or the longer period depending on the offer (see point 5.2.1). The tenderer shall provide in Annex 1 part B a list of prices and a description of the main replacement parts, with delivery, installation and man power cost included.
5.3 Response timing
Delivery of the air purifiers and performance of the preventive maintenance services shall be no longer than 20 working days after the signature of the order forms.
Response time for after-sales services shall be within 24 hours and repair shall be carried out within 5 working days.
In case of failure to perform the tasks above as per the timeframe set out, a penalty of 50 € per day will be charged to the awarded company.
6. PRICES
- Prices in Price Schedule (Annex 1) must be denominated in INR and be fixed and not revisable during the first year of the contract’s implementation;
- The currency of the contract, the invoice and the payment is INR;
7. COMPLIANCE AND EVALUATION OF TENDERS
The contract will be awarded to the economically most advantageous tender of the technically compliant tenders, namely those which:
- satisfy technical compliance criteria, and
- offer the best value for money.
Once the tender’s technical compliance has been verified, its technical quality will be evaluated on the basis of the award criteria below.
The weighting between the score for the technical offer and the score for the financial offer will be 60% for the technical score and 40% for the financial score.
7.1 Evaluation of the technical compliance criteria
The evaluation committee will assess whether each tender has satisfied the technical compliance criteria set out in the tender document on the basis of the documents provided by the tenderers using the table in Annex2.
Only tenders that meet all the technical compliance criteria on the basis of above mentioned table at Annex 2 are deemed to be technically compliant and therefore eligible for the next phase (evaluation of the award criteria).
The evaluation of the technical compliance criteria is done on a binary (YES/NO) basis and thus does not call for the awarding of marks by the evaluation committee.
7.2 Evaluation of award criteria
The award criteria are set out in the table below. They will be evaluated on the basis of documents provided in the technical offer and each is assigned a mark by the evaluation committee on the basis of the scale in the table.
Award Criteria
No / Criteria / Max. er Points / Description1 /
- Is the air purifier equipped with additional filters, eg carbon filter?
- Is the air purifier equipped with additional automation features, eg air quality sensors, sensors indicating it is time to change filters, ability of the device to automatically adjust the speed depending on room air quality, timer, etc
- Is the air purifier supplied with an additional set of consumables (filters,…)
The tenderer shall inform whether the air purifier proposed has additional filters than those set out in the tender specifications. The tenderer shall provide filters specifications, certificates of conformity and information on pollutants removed by it.
The tenderer shall inform the additional automation features provided by the purifier, along with technical slips.
The tenderer shall shortlist the additional consumables supplied with the purifier.
2 /
- Describe all the consumables that are to be replaced on a regular basis.
- How often are the sets of consumable to be replaced?
The tenderer shall break down the consumables that need regular replacement.
The tenderer will precise the frequency of the preventive maintenance, based on a 10 hours daily use.
3 /
- What is the warranty period for the purifier model proposed?
- What is the warranty condition?
The duration could be improved by the tenderer in addition to the minimum warranty period requested in point 5.2.1 of the Tender Specification.
The tenderer will develop in detail a description of the warranty offered, indicating how long the warranty lasts, who the Delegation shall contact to get warranty service (name and address), what the tenderer will do if the product fails, what parts and repair problems are covered, whether there are any conditions or limitations on the warranty.
4 /
- How much filtered air is delivered by the air purifier model?
The tenderer shall provide the cubic feet per minute of air that has had all particles removed from a room of 20 square meters.
5 /
- What is the energy consumption of the air purifier model?
The tenderer shall provide information on the energy consumption of the air purifier measured in watts per hour.
6 /
- What are the external features of the air purifier model?
The tenderer shall describe the external features of the model, such as the size and weight, the material of its body (plastic - steel), and the presence of wheels.
TOTAL / 100
Any tender not scoring the minimum quality threshold of 50% of the points for each criterion and 60 points for all the criteria combined will be eliminated.
The technical score for each tender will be calculated as follows:
Ti = score for offer under consideration/score for best technical offer *100
The best technical offer will thus score 100.
7.3 Evaluation of the financial offer
The financial offers are compared on the basis of the total price of each tender as calculated using the table in part C of Annex 1, i.e. the purchase cost plus the estimated running cost for the whole duration of the contract.
The financial offers of tenderers who have obtained an overall technical score of 60 points or more and at least 50% of the maximum score indicated for each individual criterion will be opened.
They will be checked for arithmetical accuracy and corrections will be made where necessary.
Amendment of the tender form by the tenderer will lead to rejection of the offer. The same holds for incomplete financial offers.
The financial score for each offer will be calculated as follows:
Fi = price of the best financial offer (lowest price)/price of the offer under consideration * 100
The best financial offer will thus score 100.
7.4 Calculation of the overall score
The offer chosen will be that which offers the best value for money among the compliant offers, namely the offer obtaining the best overall score Pi calculated as follows:
Pi = 0.6*Ti + 0.4*Fi
where
Pi is the total score for the tender in question (out of 100)
Ti is the number of points (between 0 and 100) obtained in the technical evaluation
Fi is the number of points (between 0 and 100) obtained in the financial evaluation.
8. CONTENT AND PRESENTATION OF TENDERS
8.1 Financial envelope
To be supplied following templates in annex:
- The price schedule, duly completed and signed (Annex 1):
- A – Unit price quotation form
- B – Price schedule for corrective maintenance service
- C – Hypothetical scenario (for 4 years of supply and 4 years of maintenance service)
8.2 Technical envelope
- Checklist for technical compliance, duly completed; supporting documents for each criterion shall be enclosed (Annex 2);
- Award criteria n° 1: Additional features (Annex 3);
- Award criteria n° 2: Maintenance (Annex 4);
- Award criteria n° 3: Warranty period and condition (Annex 5);
- Award criteria n°4: Efficiency of the air purifier (Annex 6);
- Award criteria n°5: Energy consumption (Annex 7);
- Award criteria n°6: External features (Annex 8);
- Filter replacement frequency and technology"
- Legal Entity File (LEF) duly completed and signed by the contractor's legal representative; Financial Identification File (BAF) duly completed and signed by the tenderer’s bank (Annex 9)
Remarks:
- Tenderers are requested to follow this order of presentation.
- For documents in languages other than Official European languages, a translation in an Official European language shall be attached.
If any of the documents listed in points 8.1 and 8.2 are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 160(3) of the rules of application of the Financial Regulation applicable to the general budget of the European Union.
1
Annex 1 – financial tender
Price Schedule
A – UNIT PRICE QUOTATION FORM
Air purifier / Air purifier unit price (INR)*(incl. purchase, delivery and installation)
(to be completed by the tenderer) / Additional set of consumables unit price (INR)
(incl. purchase, delivery and installation)
(to be completed by the tenderer)
Brand/model
(to be completed by the tenderer) / Room size (square meters) / All inclusive[1] / All inclusive
20-25
*The unit price of a purifier shall include one initial set of filters inside it when delivered to the Delegation.
Name of the legal representative:Done at [Place], [Date]
Signature:
1
B – PRICE SCHEDULE FOR CORRECTIVE MAINTENANCE SERVICE
Item number / Name of the replacement parts(to be completed by the tenderer) / Description
(to be completed by the tenderer) / Unit price (INR)
(incl. purchase, delivery and installation)
(to be completed by the tenderer)
All inclusive / Per intervention or per hour? / VAT exempted
(if applicable)
1
2
3
4
5
Etc … [2]
Name of the legal representative:
Done at [Place], [Date]
Signature:
C - HYPOTHETICAL SCENARIO
A / B / C / D / E / F / G / HAir purifier
(incl. brand/model)
(to be completed by the tenderer) / Quantity
of the air purifiers / Unit price of the purifier (INR)
- All inclusive -
(to be completed by the tenderer) / Estimated quantity of the sets of filters per purifier in a period of 4 years[3]
(to be completed by the tenderer) / Maintenance / Total[4] (INR)
- All inclusive -
(to be completed by the tenderer) / Total(INR)
- VAT exempted -
(to be completed by the tenderer)
- Preventive[5]-
Unit price of the sets of filters
(INR)
- All inclusive -
(to be completed by the tenderer) / - Corrective -
Realistic estimation of replacement parts price per unit after warranty period (INR)
- All inclusive -
(to be completed by the tenderer)
170
(FOR 4 YEARS OF SUPPLY AND 4 YEARS OF MAINTENANCE SERVICE)
Name of the legal representative:Done at [Place], [Date]
Signature:
Annex 2 – technical tender
Checklist for evaluation of technical compliance
No / Criteria / Minimum specifications required / Please specify the technical offer[6](to be completed by the tenderer) / Compliant
YES/NO
(to be completed by the evaluation committee)
1 / HEPA filter / Removing of a min of 99.97% of particles down to 0.3microns.
Should meet EN 1822:2009, class 4 standard
2 / Pre-filter / Light fiber padding type
3 / The minimum air flow at the lowest speed (m3/h) / ≥50m3/h
4 / Maximum noise level (db) / ≤40db
5 / Ozone free (Yes/No) / No ozone emission
6 / In line with international safety standard (Yes/No) / CE (ConformitéEuropéenne) marking, or equivalent
7 / Power supply compatible in India
(Volt and hertz) / voltage and frequency
(220 V / 50 Hz)
8 / Warranty period
(year) / ≥three years
9 / Customer service
(Yes/No) / Available in Delhi
The evaluation of the technical compliance criteria is done on a binary (YES/NO) basis and thus does not call for the awarding of marks by the evaluation committee.