Ref. No.: 1400
Athens, 22 April 2016
SUMMARY
CALL FOR PUBLIC INTERNATIONAL TENDER
FOR THE SELECTION OF CONTRACTOR FOR THE PROJECT ENTITLED
“PROCUREMENT OF MEDALS FOR THE MASS ROAD RACES ORGANIZED BY SEGAS IN THE YEARS 2016 – 2018”
(The text below contains translated parts of the complete Call for Tender. Parties interested in submitting a bid must take note of the entire tender documentation, which is drafted in Greek. In the event of interpretation or clarification of any term hereof, the original Greek version shall prevail.)
The Hellenic Athletics Federation (SEGAS)
LAUNCHES
A Public International Tender for the selection of contractor for the project entitled “Procurement of medals for the mass road races organized by SEGAS
in the years 2016 – 2018”,
which will be carried out pursuant to the provisions of this Call, the Procurement Regulation of SEGAS and the legislation in force, and invites all parties interested to submit a bid in relation thereto.
PART A: General
Article 1
Tender Details – Contracting Authority – Definitions – Publication
1.1. Tender Details – SEGAS Details:
Contracting Authority: / Hellenic Athletics Association (SEGAS)Project Title: / Procurement of medals for the mass road races organized by SEGAS in the years 2016 – 2018
Date of Tender: / June 23rd, 2016, day of the week: Thursday
Time of Tender: / 13:00 p.m.
Deadline for submission of bids: / June 22nd, 2016, day of the week: Wednesday
Time: 13:00 p.m.
Tender Location: / Registered Office of SEGAS,
137, Syggrou Avenue, Nea Smyrni
Project Budget: / Four hundred and fifty thousand euro (€ 450,000) plus VAT as applicable
Project Financing: / Sponsor and commercial revenues, as well as revenues from participation in the “Athens Marathon. The Authentic”, in the Athens Half Marathon and in the Run Greece races.
Award Criteria: / Lowest bid
1.2. Registered office/Contact details of SEGAS:
Contact Person: / Anastasios KasiolasAddress: / 137, Syggrou Avenue, Nea Smyrni, 3rd floor
Tel.: / 210 – 9359334
Fax: / 210 – 9359334
E-mail address: /
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Article 2
Scope of Tender
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2.1. SEGAS is responsible for the organization of races/outdoor and indoor track and field events in Greece, among which the following on an annual basis:
2.1.1. The AMA, which includes:
2.1.1.1. The road race of 42,195 meters on the classic route from Marathon to the Panathinaikon Stadium,
2.1.1.2. The 10 km road race, starting and finishing in the Panathinaikon Stadium,
2.1.1.3. The 5 km road race, starting and finishing in the Panathinaikon Stadium,
2.1.1.4. The 1 km kids’ race finishing in the Panathinaikon Stadium,
2.1.1.5. The 1 km road race for Special Olympics athletes, and
2.1.2. The Athens Half Marathon, which is held in the centre of Athens, jointly organized by SEGAS and the City of Athens, and including:
2.1.2.1. The Half Marathon (21.1 km.),
2.1.2.2. The 5 km road race,
2.1.2.3. The 3 km road race, and
2.1.2.4. The 1 km road race for People with Disability and Special Olympics athletes.
2.1.3. The series of mass road races with the distinctive title “Run Greece” (10 km, 5 km, kids’ race etc.) organized in various cities in Greece, e.g. in Kastoria, Heraklion – Crete, Patras, Larissa, Alexandroupoli, Ioannina etc., in cooperation with the local Self-Government Organizations.
2.2. The scope of the Tender is the Procurement of medals for all participants in the aforementioned races and for the winners of each race and category.
2.3. The detailed dimensions, material and quantities of the medals and ribbons per race and year are included in “Appendix A”, attached herewith.
2.4. The artwork and photographs of the medals from previous races are included in “Appendix B”, attached herewith. It is clarified that following the completion of the events organized in 2016, SEGAS reserves the right to change the artwork of the medals and by extension their shape, without however changing the material or weight of each medal. In this case, the price of the contractor’ economic bid for the project will not change.
Article 3
Applicable Legislation
The award and performance of the Contract will be governed by the Procurement Regulation of SEGAS, Law 2725/1999, the Civil Code and any other Greek legislation in force, as applicable each time, to the extent they are not contrary to this Call for Tender and the Contract.
Article 4
Receipt of the Call for Tender -
Provision of Additional Information / Clarifications
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4.1. …………………………
4.2. Provision of Additional Information / Clarifications:
4.2.1. The parties interested may ask for additional information / clarifications in relation to the Call, up to fifteen days (15) prior to the deadline for the submission of the bids, i.e. until Tueday, June 7th of the year 2016, inclusive. The said information / clarifications will be provided in writing at the latest six (6) days prior to the deadline for the submission of the bids, i.e. until Wednesday, June 15th, 2016
4.2.2. The answers provided by SEGAS in writing according to the stipulations of this article will be communicated within the deadlines specified herein to all parties interested who have received the Call for Tender and will be posted on SEGAS’s official website (www.segas.gr).
4.2.3. The receipt of the Call for Tender and the Procurement Regulation of SEGAS and the provision, as per this article, of any additional information / clarifications give rise to an irrefutable presumption that the party interested has taken note of the special characteristics and nature of the Project.
Article 5
Language of Tender Procedure and Contract – Notifications
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5.1. The official language of the tender procedure and the Contract is the Greek language. Any document or decision issued by SEGAS will be drafted in Greek. The Contract will be drafted in Greek only. The call for tender will also be translated in English, but in case of doubt as to the exact wording or interpretation of a term, the Greek version shall prevail.
5.2. Any communication between SEGAS and the Parties Interested, the Tenderers, the Provisional and Final Contractor, as well as the Contracting Party will be in Greek. Any objection or note or document in general of the said persons addressed to SEGAS will be drawn up in the Greek language.
5.3. The Parties Interested, the Tenderers, the Provisional and Final Contractor, as well as the Contracting Party are obliged to facilitate the communication of any non-Greek employees thereof with SEGAS, through the appointment and presence of interpreters, while the cost of such services will be borne exclusively by them.
5.4. SEGAS and any agency or body thereof will communicate with the Parties Interested, the Tenderers, the Provisional and Final Contractor, and the Contracting Party by any appropriate means. The relevant notifications will be made using all means appropriate, e.g. bailiff, ordinary mail or registered mail, facsimile, e-mail etc.
Article 6
Presumption from participation in the Tender
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Participation in the Tender is an irrefutable presumption that the Tenderer, and any member thereof, in the event of a consortium or association of any kind taking part in the Tender, has taken full note of the Call for Tender, the Procurement Regulation of SEGAS and the legislation in force, which is referred to in article 3 of this Call, on the one hand, and, on the other hand, that they accept all terms of this Call without reservation.
PART B: QUALIFICATIONS FOR PARTICIPATING IN THE TENDER
Article 7
General requirements regarding participation
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7.1. The following are entitled to participate in the Tender:
7.1.1. Natural persons.
7.1.2. Legal persons, established according to the legislation of an EU member state and having their registered office, headquarters or principal establishment within the European Union.
7.1.3. Consortiums or associations of any kind, having as members thereof the natural or legal persons referred to in this article.
7.2. In case of associations, it is not necessary for the Parties Interested to have obtained a specific legal form in order to submit their bid, but they are obliged to assume the legal form of a consortium if they are proclaimed Final Contractors. The members of such consortiums or associations are liable, each, towards the contracting authority, jointly, ab indiviso and severally for anything that may arise during the Tender or the performance of the Contract. In the event of disablement for any reason whatsoever or as a result of force majeure, due to which a consortium or association member cannot fulfil the obligations thereof, at the time of evaluation of the bids, the remaining members shall continue to be liable for the entire bid jointly submitted, with the same price. If the said disablement arises during the performance of the Contract, the remaining members shall continue to be liable for the entire joint bid, with the same price and under the same terms.
7.3. All natural or legal persons can only participate in one tender scheme, i.e. either individually or as members of a consortium or association, otherwise they will be disqualified from the Tender, such disqualification applying to the pertinent natural or legal person and to all tender schemes in which the said natural or legal person participates.
7.4. The aforementioned Greek natural or legal persons must be registered in the registries of the local Chamber, while the aforementioned foreign (i.e. non-Greek) natural or legal persons must be registered in the registries of the local Chamber of the state of establishment thereof or in equivalent professional organizations.
7.5. The Tenderers must have special technical and professional competence related to the object of the Tender, pursuant to the stipulations of article 9 hereof.
Article 8
Personal situation of Tenderers
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8.1. Tenderers will be disqualified from the Tender if at least one of the following properties applies to them (in case of an individual natural or legal person) or to at least one of the members thereof (in case of a consortium or association of natural or legal persons):
…………………………………………………………..
Article 9
Special Technical and Professional Competence
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Each Tenderer must have made and disposed in the course of the past five years respective medals with embossed patterns, being of similar dimensions, weight and material to the ones requested herein. The same stands for the ribbons of the medals. To this aim, each Tenderer must adduce at least three samples of the said medals and another three samples of the said ribbons, which will be accompanied by a letter stating for which event and on what date they were made.
PART C: BID CONTENTS – TENDER PROCEDURE
Article 10
Participation Supporting Documents
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10.1. Tenderers must submit an envelope named “SUPPORTING DOCUMENTS” in which they will enclose the following supporting documents, as the case may be:
10.1.1. Natural Persons
……………………………………………………………………
10.1.2. Greek and Foreign Legal Persons
10.1.2.1. Participation Letter of Guarantee
10.1.2.2. The codified articles of association in force accompanied by a certificate on any amendments to the articles of association issued by the competent administrative or judicial authority, as the case may be, or the respective documents pursuant to the law of the state of establishment.
10.1.2.3. The Government Gazette containing the formation of the current board of directors into a body corporate in case of a Greek S.A., or the Government Gazette with the appointment of the current administrator in case of a Greek Ltd., or the decision on the appointment of a current administration in case of a Greek Private Company, or the respective documents pursuant to the law of the state of establishment.
10.1.2.4. The minutes of a board resolution in case of a S.A., or a decision of the administrators in case of a Ltd. or Private Company or Partnership Company or Limited Partnership Company, thereby: a) approving the submission of a bid to the Tender, b) accepting all liabilities and obligations in terms of all issues relating to this Call, and c) stating that the Tenderer has taken note and accepts unreservedly the terms of the Call for Tender and the Procurement Regulation of SEGAS, and d) appointing (a) specific person(s) (legal representative or legally authorized representative) and authorizing such person(s) to sign all necessary supporting documents, including the bid, and to submit the bid and attend the opening of the bids at all stages of the Tender and to sign any related document required.
10.1.2.5. Registration certificate with the local chamber.
10.1.2.6. Excerpt of the criminal record, from which it results that the administrators of Partnership Companies, Limited Partnership Companies and Private Companies, the administrators of Ltd. Companies, the Chairman and the CEO of S.A., the legal representatives of any other legal person, as the case may be, have not been sentenced by means of an irrevocable decision for any of the offenses of article 8 hereof.
10.1.2.7. Certificate issued by the competent judicial or administrative authority that they do not come under the situations provided for in article 8 hereof.
10.1.2.8. Certificate issued by the competent judicial or administrative authority that no proceedings have been instigated against them, declaring they come under the situations provided for in article 8 hereof.
10.1.2.9. Tax clearance certificate.
10.1.2.10. Social security clearance certificate and solemn declaration, in which the legal representative will state all social security bodies the legal person is obliged to pay, for any reason whatsoever, contributions, fees or any other resources.
10.1.2.11. For Greek legal persons, listed in the Athens Stock Exchange (ASE), a certificate by the ASE or a solemn declaration in which the legal representative of the Greek legal person will state that the legal person is listed in the Stock Exchange.
10.1.2.12. For non-Greek legal persons listed in the Stock Exchange, a sworn statement before a competent authority or a notary public or, if in the country of origin of the foreign legal person no sworn statement is provided for, a solemn declaration before a judicial or administrative authority, notary public or competent professional organization in which the legal presentative of the foreign legal person will state that the latter is listed in the Stock Exchange, as well as the principal establishment of such person.