ANNEX 1
TENDERSPECIFICATION
DELZAF/ADMIN/SUPPLY/2017-008/SUV TYPE SERVICE VEHICLE
for the Delegation of the European Union to the Republic of South Africa
- Introduction
The contracting authority is the European External Action Service (herein after referred to as the "EEAS"), represented by the Head of Delegation of the European Union to the Republic of South Africa, located in Pretoria or its duly authorised representative has the intention to conclude a supply contract for the purchaseof a new service vehicle, type Sports Utility Vehicle (SUV).
The tender procedure will be concluded with the signing of a purchase order. The order form creates a direct obligation on the contracting authority at the time of its signature.
When drawing up their tenders, tenderers shall take into account the provisions in the tender specifications; in the letter of invitation to tender as well as in the supply contract (purchase order), which specify the rights and obligations of the contractor, particularly those on payments, performance of the contract, confidentiality, checks and audits. This information can be consulted on the following webpage:
The model of the order form that will be used for this contract is attached to the letter of invitation as Annex 2. The tender specifications and the tender submitted by the awardee of the contract will be annexed to the contract and therefore be binding on the contracting parties during the implementation of the contract.
- Subject of the Contract
The objective of the tender is to conclude a supply contract for the purchase of a new service vehicle type SUV through a negotiated procedure with the following characteristics indicated below in point 4.
- Place of delivery
The service vehicle should be delivered to the premises of the EU Delegation located at Building 1, Greenpark Estates, 27 George Storrar Drive, Groenkloof, Pretoria.
- Technical Specifications and Standards :
The technical specifications described hereunder are considered as the minimum technical specifications of the vehicle required. If these minimum criteria are not met the offer will have to be disqualified.
The tenderer has the obligation to guarantee that he has the necessary infrastructure and technical capacity to maintain and repair the vehicle after the sale.
A high quality after-sales service must be guaranteed at competitive prices. Maintenance and repair should be carried out by using exclusively original factory spare parts and following the technical instructions of the car producer. A very good supply and stock of spare parts must be guaranteed at all times.
The tenderer commits to ensure that the vehicle will be immediately available once it is serviced or repaired and will allow payment (if relevant) to be settled within 30 days of invoicing without retaining the vehicle.
The official factory warranty period (minimum 2 years on parts and labor) must be mentioned in the offer. Any extension of this warranty period, offered by the tenderer free of any costs for the EU Delegation, may be indicated and will be taken into consideration for the technical evaluation of the offer.
4.1Technical features and other conditions
- Vehicle type and specifications
SUV type vehicle(Sports Utility Vehicle).
Right Hand Drive model (RHD).
Minimum of 5 seats (driver + 4 passengers);
Adequate luggage space to store 3 large size suitcases when all seats are occupied by passengers. The volume of the luggage space with all seats uphas to be specified in the tender.
Minimum overall height of the vehicle: 1600 mm.
Minimum ground clearance of the vehicle: 165 mm.
Two front and 2 rear doors for easy passenger access.
Minimum 17'' alloy wheels with high quality type of tires.
Fuel deposit between 55 and 80 liters.Number of liters to be indicated.
Color: dark blue or silver metallic.
4.1.2.Engine and transmission
Diesel powered engine (low Sulphur diesel or compatible with low Sulphur diesel) with the following specifications:
- Engine capacity between minimum 1900cc and maximum2500cc;
- Engine power output between 90 – 165 kW;
- Engine should be energy efficient (evaluation based on the average combined fuel consumption per L/100 km);
- Environmentally friendly (based on the CO2 emissions perg/km).
All Wheel Drive (AWD).
The tenderer may propose a manual transmission or an automatic one. To be specified in the tender.
4.1.3.Safety and security
ABS System (Anti-lock braking system).
Ventilated brakesystem.
ESP – Electronic Stability Program System.
SRS airbag system for driver and front passenger.
All seats must be fitted with seat-belts.
Head supports for all seats (front and rear).
Smash and Grab Safety film on all windows.
High mounted stop lights.
Remote central locking system.
Anti-theft system (alarm system and/or key immobilizer).Type to be specified in the tender.
Tool kit with jack and crank handle.
Compliance to South African National Standards (SANS) on passenger safety and the environment.
The vehicle must be in accordance with the national civil/road transport regulations applied in the Republic of South Africa.
4.1.4.Interior comfort specifications
Automatic air-conditioning / climate control (non-CFC).
Rear parking sensors with acoustic warning.
Minimum over 950 mm head room from seated position in 2nd row.To be specified in the tender.
Two individual front seats with central arm rest between the seats.
Rear seat back with central arm rest.
Upholstery on seats to be indicated (fabric or leather).
Electric powered windows front and rear.
Electrically powered adjustable exterior mirrors.
Power assisted steering wheel with tilt and collapsible steering column.
Overhead front and rear reading lights.
Audio system (radio, CD, etc.)including front and rear music speakers plus antenna.
A dark colored floor mat set for front and rear foot space (standard or as extra).
Rear privacy tainted windows (but not totally black).
4.1.5.Other requirements
Owner's manual in English.
Service logbook.
Detailed service plan.
Delivery time of the vehicle maximum 6 months from receipt of order.
4.1.6.Warranty and service plan
Minimum factory warranty of minimum 2 years / 100.000 km on parts and labour. The tenderer may offer a longer warrantee period but at no extra cost for the EU Delegation.
Service plan of minimum 3 years. The tenderer may offer a longer service plan but at no extra cost to the EU Delegation.
4.1.7.Conformity certificates (to be provided upon delivery of the vehicle)
All the certificates delivered by the manufacturer (conformity certification) attesting that the proposed equipment conforms to the South African National Standards (SANS) and international standards applicable in the sector covered by this tender should be provided to the contracting authority together with the vehicle upon delivery.
- Payments and standard contract
- Payments
The purchase of the vehicle will be paid in South African Rand, by bank transfer to the bank account designated in the contract. The final payment will be executed within 30 days after acceptance of the goods and reception of the invoice.
The final invoice must be sent or delivered to the Delegation of the European Union to the Republic of South Africa, Greenpark Estates, Building 1, 27 George Storrar Drive, Groenkloof, Pretoria.
5.2.Contract
The tender will be concluded with the signature of a purchase order (annex 3) duly signed and dated by both parties.
- Costs for the tender
Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed by the Delegation.
- Presentation of tenders:
Tenderers are free to offer different vehicle models (up to maximum 5) as long as the offered models are in compliance with the minimum criteria stated above. Tenderers are not allowed to submit more than one offer per vehicle model.
Catalogue offers only cannot be accepted.
Tenders must be submitted in duplicate, using the tender forms attached, taking into account the following:
7.1.Prices must be:
denominated in South African Rand (ZAR) and be firm and not subject to revision during the duration of the contract;
offered according to the indications mentioned in the Financial Offer Submission forms (Annex4);
in case of several models being offered the tenderer should provide separate financial offers (one Financial Offer Submission form per model);
calculated free of all duties, tax and dues (the European Union is exempt from all taxes and dues, including value added tax (VAT), as being a diplomatic mission the EU Delegation is exempted of them).
should include all costs (customs, temporary storage, preparation, pre-delivery inspection costs, delivery charges, Certificate of Conformity, manual and service log-book, installation of any equipment and all other charges).
7.2.The tender must clearly indicate:
the deadline for delivery of the vehicle, delivery terms shall not be negotiable at this stage and must be indicated for each separate model offered;
the service plan period and modalities for the vehicle;
the factory warranty and modalities for the vehicle.
7.3.Tenders must be accompanied by:
the technical specifications of the proposed vehicle(s);
an original factory commercial brochure, including pictures and technical specifications for each proposed model.
7.4.The tender documents must be signed and dated.
7.5.The forms to be filled in by the tenderer may not be altered in any way.
Submission of a tender implies that the tenderer:
accepts all the terms and conditions governing the purchase order in Annex 2;
and waives its own terms and conditions.
Period of validity of the tender: 3 months from deadline for the submission of tenders.
Documents to be submitted:
a)Documents constituting the financial bid (to be placed in the 'financial bid' envelope: tenderers must duly complete the Financial Offer Submission forms attached to the tender specifications (Annex 4); no modification of the Financial Offer submission forms is permitted;
b)Documents constituting the technical bid (to be placed in the 'technical bid' envelope): tenderers must duly complete the Technical Offer Submission forms attached to the tender specifications (Annex 5).
If any documents listed in points a) and b) above are missing or incomplete, the tender will be judged to not conform to the requirements and will be rejected, subject to the application of Article 148(3), of the implement rules of the Financial Regulation applicable to the general budget of the European Union.
- Award Criteria and Evaluation of the Tenders
- Exclusion Criteria
Tenderers are requested to fill in and sign the Declaration of Honour with respect to the Exclusion Criteria and Absence of Conflict of Interest (Annex 3).
8.2.Selection Criteria
The tenders must include the following documents for the appraisal of tenderers' financial and economic standing, technical and professional competences:
a)Tenderers' information: name of the service provider, legal status, official address, telephone number, telex and fax numbers, names and functions of the members of the management or the person authorised to sign and to represent the service provider.
b)Certificates proving legal constitution and registration of the company in South Africa.
c)Certificates issued by the authorised bodies or declarations certifying the payment of taxes and social security contributions.
8.3.Award Criteria
The contract will be awarded to the tenderer offering the best value for money in terms of the following criteria:
Technical Evaluation Criteria(40%)
The lowest fuel consumption scores the highest number of points. / 20 points
CO2 emissions (in CO2g/km).
The lowest CO2 emission scores the highest number of points. / 20 points
Warranty period (warranty above the required
2 years /100.000 km).
The longest warranty period scores the highest number of points. / 20 points
Minimum service plan of 3 years. The tenderer may offer a longer service plan but without any extra cost to the EU Delegation.
The longest service plan included in the price offer scores the highest number of points. / 20 points
Delivery period (maximum 6 months).
The shortest delivery period scores the highest number of points. / 20 points
Total Points / 100 points
Price Evaluation (60%)
The most economical offer receives the highest score (100 points)
Formula to be used for best value for money calculation :
Tx = 60% Px + 40% Qx
Where Px = cheapest price / price of x and Qx = Quality score of x / best quality score.
9. Time schedule and procedure of the tender procedure
The deadline for sending the offers to the EU Delegation is 04 May 2017 by 17h00 at the latest. Please note that the time is of essence. Tenders received after this deadline will not be opened.
Companies interested in this tender should submit their offers in English to the following address:
By hand:
Delegation of the European Union to the Republic of South Africa
Mr. Noël Hendrickx, Head of Administration
Greenpark Estates, Building 1
27 George Storrar Drive
Groenkloof 0181, Pretoria
By post:
Delegation of the European Union to South Africa
Mr. Noël Hendrickx, Head of Administration
P.O Box 945
Groenkloof, 002, Pretoria
Tenderers who submit their tender either by delivery in person or courier, a receipt must be obtained as proof of submission, signed and dated by the Delegations Receptionist.
Tenders must be placed inside two sealed envelopes, addressed as indicated above and marked should be marked as follows:
"INVITATION TO TENDER – DELZAF/ADMIN/SUPPLY/2017-008/SUV Type SERVICE VEHICLENOT TO BE OPENED BY THE INTERNAL MAIL DEPARTMENT''
The evaluation of the offers is scheduled forthe second week of May 2017.
Tenderers will be informed in writing via email of the outcome of the evaluation of the offers.
1
Tender Specifications