ANNEX 1
TENDER SPECIFICATIONS
DELZAF/ADMIN/SUPPLY/FWC/2016-029/Network Laser Printers (B/W) & UPS
1. Introduction and subject of the contract
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.
The EEAS plans to conclude a framework contract for the supply Network Laser Printers (B/W) & UPS's to the Delegation of the European Union to South Africa.
The tender procedure will be concluded with the signing of a framework contract, the framework contract will be implemented through order forms. 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 framework contract, which specify the rights and obligations of the contractor, particularly those on payments, performance of the contract, confidentiality, checks and audits.
The model framework contract that will be used for this contract is attached to the letter of invitation as Annex 2. These 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 implementation of the contract.
2. Place of delivery
The supplies will have to be delivered to the premises of the EU Delegation, Building 1, 27 George Storrar Drive, Groenkloof.
All contracted supplies are to be provided in a flexible manner according to the Delegation's requirements. This means that during the duration of the contract the list of supplies and the quantities may increase or decrease
3. Technical specifications and standards
The tender is divided in 2 different lots :
- Lot 1: Supply of network laser printers;
- Lot 2: Supply of UPS's.
The tenderer may submit a tender for one lot or for both lots.
3.1 Lot 1: Supply of Network Printers (B/W)
No / Features / Specifications1. / Printer Speed : normal A4 / minimum 40 ppm – maximum 70 ppm
2. / First page out : / as fast as 5 – 7 sec from ready mode
3. / Resolution : / minimum value 1000 dpi – maximum 1200dpi
4. / Processor speed : / minimum 1.2 GHz – maximum 2 GHz
5. / Internal Memory : / minimum 128 MB – maximum 256 MB
6. / Paper tray input capacity : / minimum 600 A4 sheets – maximum 1200 A4 sheets
7. / Monthly print volume : / minimum 65 000 pages – maximum 80 000 pages
8. / Connectivity standards : / Hi-speed USB 2.0 ports (host and device)
Gigabit Ethernet 10/100/1000T network port
9. / Compatible operating systems : / Windows 7 or higher
10. / Power requirements : / Voltage: 220 to 240 VAC (+/-10%), 50/60 HZ
11. / Control Panel / LED indicator lights (go, ready, attention, toner low), 2 buttons (go, job cancel)
12. / Warranty : / minimum 1 year onsite (next business day)
Specify waiting period / turnaround time for the supply of network laser printers.
3.2 Lot 2 : Supply of UPS's
No. / Features / Specifications1. / Output power capacity : / Approximate 900 Watts / 1.5kVA
2. / Max Configurable Power (Watts) : / Approximate 900 Watts / 1.5kVA
3. / Nominal Output Voltage : / Approximate 230V
4. / Output Voltage Distortion : / Less than 5% at full load
5. / Output Frequency (sync to mains) : / 47 – 53 Hz for 50 Hz nominal
57 – 63 Hz for 60 Hz nominal
6. / Nominal Input Voltage : / 230V
7. / Input frequency : / 50/60 Hz +/- 3 Hz (auto sensing)
8. / Battery type : / Maintenance free sealed lead-acid battery with suspended electrolyte : leakproof
9. / Typical recharge time : / Approx. 3 hours
10. / Expected battery life (years) / Minimum 3 years
11. / Battery Volt-Amp-Hour Capacity : / 220
12. / Filtering / Full time multi-pole noise filtering
13. / Operating Environment : / 0 – 40oC
14. / Operating Relative Humidity : / 0 – 95%
15. / Warranty / Min 2 years repair or replace
Specify waiting period / turnaround time for the supply of UPS's.
4. Presentation of tenders:
Tenders must be submitted in duplicate using the tender forms attached, taking into account the following :
4.1. Prices must be:
- denominated in South African Rands (ZAR) and be firm and not subject to revision during the first year of performance of the contract;
- offered according to the indications mentioned in the Financial Offer Submission Forms (Annex 5a & 5b);
- 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 supplies, administrative and logistical costs.
4.2. The tender must clearly indicate:
- the cost per item listed in the Financial Submission Forms.
- the deadline for delivery of the goods;
- the warranty period for each item of equipment.
4.3. The tender must be signed and dated.
4.4. 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 contract in Annex to this specification;
- waives its own terms and conditions.
Period of validity of the tender: at least 3 months from the 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 specification (Annex 5a & 5b);
b) Documents constituting the technical bid (to be placed in the 'technical bid' envelope) :
Tenderers must duly complete the Technical Questionnaire Submission form attached to the tender specification (Annex 6a & 6b).
If any of the documents listed in point a) or b) are missing or incomplete, the tender will
be judged to not conform to the requirements and will be rejected, subject to the
application of Article148(3) of the implementing rules of the Financial Regulation
applicable to the general budget of the European Union.
5. Award criteria and non-compliance of tenders
The contract will be awarded to the economically most advantageous tender.
5.1 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 4).
5.2 Selection Criteria
The tenders must include the following documents for the appraisal of tenderers' financial and economic standing, technical and professional competencies :
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.
5.3 Award Criteria
The contract will be awarded to the most economic offer satisfying the minimum technical requirements as described above (point 3.1 & 3.2). The tender that offers the best price (total sum of all the unit prices) will receive the maximum of 100 points. The points awarded to the other offers will be calculated as follows :
X * 100/Y, where X is the best price and Y is the price of the offer being assessed.
6. Specific contract implementation procedures
6.1 Implementation and duration of the contract
- The evaluation of the offers is scheduled for the afternoon of the 2 December 2016.
- The signature of the contract is foreseen second week of December 2016.
- The tender will be concluded with the signature of a one-year contract, renewable three (3) times. The total duration of the contract is limited to a maximum of four (4) years.
- The Delegation of the European Union to the Republic of South Africa reserves the right to end the contract at any time, without obligation to invoke the reason for it, at a one months' notice.
7. Prices
· Prices must be indicated in ZAR.
· Prices must be firm and not subject to revision during the first year of performance of the contract.
7.1 Price Revision
· At the beginning of the second year of the contract and each subsequent year, each price may be revised upwards or downwards, as laid down in Article I.5.2 of the Special Conditions and Articles II.19 of the General Conditions of the framework supply contract.
8. Terms of payment
The invoice will be paid, in South African Rands (ZAR), by transfer to the bank account designated by the company in the contract. The final payment will be executed within 30 days after reception of the invoice.
The final invoices 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
or
Delegation of the European Union to the Republic of South Africa,
P.O Box 945
Groenkloof
0027
9. Costs for the tender
Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed by the Delegation.
10. Time schedule and procedure of the tender procedure.
The deadline for sending the offers to the Delegation is 02 December 2016 by 12:00 at the latest.
The companies interested in this tender will have to send their offers to
Delegation of the European Union to the Republic of South Africa
Mr Noël Hendrickx
Head of Administration
Building 1, Greenpark Estates
27 George Storrar Drive
Groenkloof
The evaluation of the offer will be done during the afternoon of 02 December 2016.
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Tender Specifications