Participation in an Open Procedure for Assignment of Public Procurement Contract with Subject

Participation in an Open Procedure for Assignment of Public Procurement Contract with Subject

APPROVED:

ATANASKA NIKOLOVA

Deputy Mayor

„European Integration and Ecology”

TERMS OF REFERENCE

FOR

PARTICIPATION IN AN OPEN PROCEDURE FOR ASSIGNMENT OF PUBLIC PROCUREMENT CONTRACT WITH SUBJECT:

Supply of mobile station for control of the air quality in Burgas Municipality

under Project: BG0030 Mobile laboratory for integrated management and monitoring of the air quality in Burgas, financed from the Financing Mechanism of the EEA

Burgas, 2010

T A B L E O F C O N T E N T S

I.DOCUMENTATION FOR PARTICIPATION IN OPEN PROCEDURE FOR ASSIGNMENT OF PUBLIC PROCUREMENT WITH SUBJECT: SUPPLY OF MOBILE STATION FOR CONTROL OF THE AIR QUALITY IN BURGAS MUNICIPALITY

II.FULL DESCRIPTION OF THE SUBJECT OF THE PROCUREMENT

2.1.General information

2.2.Subject of the public procurement

2.3.Expected results

III.DEADLINE FOR IMPLEMENTATION OF THE PROCUREMENT

IV.TECHNICAL SPECIFICATIONS

4.1.General requirements

4.1.1.Guidelines

4.1.2.Accessories and spare parts

4.1.3.Packaging and delivery

4.1.4.Installation

4.1.5.Service stations and maintenance in case of breakdown

4.1.6.Warranty period and maintenance

4.2.Specific parameters of the mobile station

4.2.1.Carriage of the mobile station for control of the air quality

4.2.2.Qualification requirements

4.2.3.Choking device and air pipeline

4.2.4.Two-point calibration device

4.2.5.Measuring devices for tracking the levels of NO, NOx, NO2 in the atmosphere

4.2.6.SO2 measuring device

4.2.7.H2S measuring device

4.2.8.O3 measuring device

4.2.9.ВТХ analyzer

4.2.10.PM10 /PM2.5 particles measuring device

4.2.11.Meteorological sensors

4.2.12.Data extraction system in the mobile station

4.2.13.Tool kit for repair and maintenance

4.3.Requirements for testing and setting into operation

4.4.Training requirements

4.4.1.Training for operating the various measuring devices

V.REPORTING OF THE PERFORMED ACTIVITY

VI.INSTRUCTIONS TO TENDERERS REGARDING THE TERMS AND CONDITIONS FOR THE CONDUCTION OF THE OPEN PROCEDURE FOR ASSIGNMENT OF THE PUBLIC PROCUREMENT

6.1.Requirements for participation in the procedure

6.2.Requirements to tenderers

6.3.Instructions for preparation and submissions of offers

6.4.Content of the offer

6.5.Method of submission of offers

6.6.Guarantees

6.7.Communication between the Assignor and the tenderers

6.8.Screening, evaluation and ranking of the offers

  1. DOCUMENTATION FOR PARTICIPATION IN OPEN PROCEDURE FOR ASSIGNMENT OF PUBLIC PROCUREMENT CONTRACT WITH SUBJECT: SUPPLY OF MOBILE STATION FOR CONTROL OF THE AIR QUALITY IN BURGAS MUNICIPALITY

Decision for opening of the public procurement procedure.

Public procurement notice.

Annex 1. Terms of reference for participation in an open procedure for the assignment of a public procurement contract.

Annex 2. Methodology for the determination of the complex score of the offer.

Annex 3. Declaration in accordance with art.47, para.1 of the PPL.

Annex 4. Declaration in accordance with art.47, para.2 of the PPL.

Annex 5. Declaration in accordance with art.47, para.5 of the PPL.

Annex 6. Bank guarantee for the implementation of the supply contract.

Annex 6.1. Bank guarantee for participation in the procedure.

Annex 7. Turnover information sheet.

Annex 8. Declaration containing the main contracts of the tenderer.

Annex 9. Declaration in accordance with art.56, para.1, item7of the PPL.

Annex 9.1. Declaration of agreement for participation as subcontractor.

Annex 10. Technical offer template.

Annex 11. Financial offer template.

Annex 12. Draft supply contract.

DEAR SIR/MADAM

Burgas Municipality, whose address is at 26 Alexandrovska str., 8000 Burgas, on the basis off the Decision for opening of public procurement procedure N ...... of ...... would like to extend an invitation to all interested persons for participation in open procedure for assignment of a public procurement contract with subject:

“Supply of mobile station for control of the air quality in Burgas Municipality”

These Terms of reference (ToR) will assist you to familiarise yourselves with the terms and conditions for the preparation of offers for participation in the present procedure – open procedure in accordance with art. 16, para. 8 and ch. 5 of the Public Procurement Law (PPL).

The tenderers must familiarise themselves with all instructions, templates, terms and requirements specified in the dossier.

The tender documentation must be purchased for the purpose of participation. The purchase and payment terms in accordance with the Public Procurement Notice are as follows:payment of 24 leva at the cashier till in the Centre for Information Services to Citizens located in the Burgas Municipal House Building at 26 Aleksandrovska str., or by bank transfer into account BG 08 SOMB 9130 84 24151744, BIC code: SOMBBGSF, payment type code: 444 000. The full set of documents for participation has been published at the following website: section Public Procurement, and may be downloaded from there.

The tenderers’ offers shall be accepted in the municipal house building – 8000 Burgas, 26 Alexandrovska str., Bookkeeping Department, each working day from 8.30 to 12.30 and from 13.30 to 16.00 by 5 August 2010 inclusive.Variants may be submitted in accordance with item II.1.9 of the Tender Notice and section II, item 2.2 “Subject of the public procurement contract”of this document.

The offers shall be screened, evaluated and ranked by a committee, which shall commence its work at 10.00 hrs. on 6 August 2010 in the municipal house buildingat 26 Alexandrovska str. In accordance with art. 68, para. 4 of the PPL,the tenderers or their authorised representatives, as well as media represenatives and representatives of non-profit legal entities may attend the opening of the offers.

Requests for additional information and quiries must be addressed to Velichka Velikova, tel.: +35956 84 11 93.

Up to 10 days before the expiration of the deadline for the submission of offers,the tenderers may send written requests for clarificationrelated to the participation documentation to the Assignor. The Assignor shall reply within 3 (three) days of the request’s receipt. The Assignor shall send the clarifications to all tenderers who have purchased the documentation by that date and have provided a correspondence address. The clarifications shall be attached to the documentation which may be purchased by other tenderers.

  1. FULL DESCRIPTION OF THE SUBJECT OF THE PROCUREMENT
  2. General information

On the territory of Burgas Municipality are gathered a large number of industrial activities and intense traffic, which have a significant impact on the air quality and thus affect the public health.

The air pollution sources in Burgas Municipality may be classified and grouped into three areas as follows:

  • Public and domestic sector (home fuel devices);
  • Industry, based on the territory of Burgas Municipality;
  • Autotraffic (transport scheme of the city of Burgas);

For the purpose of the twenty-four-hour observation of the ambient air quality, as well as the timelynotification of citizens in case of exceeding the established alarm thresholds and indicators, 5 measurement and control stations, included in the National System for Monitoring of the Quality of Ambient Air of the Ministry of Environment and Waters are located on the municipal territory. However they cannot cover the entire urban territory of Burgas and the constituent populated areas, nor are they sufficient for the observation of the air pollution of the entire region, which leads to the supply of incomplete information regarding the air status in the region and lack of reliable data for the quality of the ambient air on the entire municipal territory. It is therefore necessary to purchase amobile automatic measuring station, which can be easily transported to the residential districts of Burgas and some of the constituent populated areas thus providing a comprehensive picture of the background air pollution on the territory of the entire region.

2.2.Subject of the public procurement

Supply of 1 mobile station for control of the quality of the ambient air in Burgas Municipality, carrying outQAA monitoring by means of pollutant analysers –sulphur dioxide, nitrogen diozide, ozone, hydrogen sulphide, airborne dust РМ10, benzene and styrene. The mobile station for QAA monitoring must also comply with the EU legislation in the field of the control of the ambient air quality.

The procurement includes supply of full equipment for the mobile station (vehicle – automobile or container on wheels, cabinet/lab cabin, where the equipment is located, data collection and transfer system, including certified standard samples for calibration of the equipment), calibration of the mobile station, staff training for operation of the mobile station and warranty service. The mobile station must be delivered with the full equipment and submitted in operational condition.

The procurement scope allows for submission of variants:

Variant 1 – the vehicle is a freight “minivan”

Variant 2 – the vehicle is a container on wheels

The mobile station, guiaranteeing the measurement quality,must comply with all current safety requirements and regulations of the Republic of Bulgaria, and possess the complete set of documents for a follow-up registration with the Traffic Police sector of the Regional Directorate of the Ministry of the Interior Burgas.

Detailed information regarding the parameters and requirements, which the mobile station must meet, is provided under Section IV. TECHNICAL SPECIFICATIONS of this documentation.

2.3.Expected results

As a result of the procurement tender implementation, the following must be achieved:

  • delivery of one mobile station for control of the quality of the ambient air in Burgas Municipality, performing QAA monitoring by means of pollutant analysers – sulphur dioxide, nitrogen diozide, ozone, hydrogen sulphide, airborne dust РМ10, benzene and styrene and fully compliant with the EU legislation in the field of control of the ambient air quality;
  • calibration of the mobile station for control of the quality of the ambient air in Burgas Municipality;
  • delivery of staff training on operation of the mobile station.
  1. PERIOD OF IMPLEMENTATION OF THE PROCUREMENT CONTRACT

The implementation period of the procurement contract shall be in accordance with the tenderer’s offer but no longer than 84 (eighty four) working days or 4 (four) months of the date of signing of the public procurement contract.

  1. TECHNICAL SPECIFICATIONS

The mobile station, subject to the present procurement procedure, must correspond to the requirements and parameters outlined below.

4.1.General requirements

The mobile station must consist of:

  • vehicle – automobile or container on wheels
  • cabinet/lab cabin, where the equipment will be located
  • system for data collection and transmission, including certified standard samples for calibration of the equipment

The mobile station, where the equipment is located, must allow for regulation of the internal air temperature in the range 20 – 25оС.

The data collection and transmission system, integrated in the mobile station, must comply with the basic regulations for real time storage and processing of measured data as defined in the National Monitoring System of the Ambient Air Quality of the MOEW, as well as allow for real time data transfer to the control centre in Burgas Municipality.

The selected procurement contractor must deliver staff training for operation of the mobile station.

The general requirements apply to the complete equipment as detailed in the Technical Specifications.

4.1.1.Guidelines

The contractor must provide a concise and clearly written documentation in English and Bulgarian containing the following information:

a. clearly written instructions for daily operation and maintenance;

b. specifications of the operational parameters and capacity of the equipment;

c. full operational health and safety information;

d. evidence of electromagnetic compatibility, issued by the producer of the equipment in accordance with EN 61326 Standards and Directive 89/336/EU or equivalent;

e. ISO 9001:2000/2008 quality certificate, issued by the producer of the equipment.

The full supplementary documentation, as well as the guidelines for operation of both the mobile station and its components, must be provided in Bulgarian in order to assure its installation and putting into operation by a person with a technical degree.

4.1.2.Accessories and spare parts

The delivery of the mobile station must include spare parts and consumables for operation for a period of minimum three years. The offer must also contain a budget for spare parts and consumables on an annual basis.

A second pipe for infiltration of H2S must be supplied one and a half years after the initial installation.

4.1.3.Packaging and delivery

The contractor must procure the delivery of the equipment to the town of Burgas, including packaging, transportation and insurance.

4.1.4.Installation

The mobile station must be delivered in the form of a fully complete system, while the full equipment must be integrated and installed within it. The whole system must be tested and put into operation in Burgas in accordance with the procedure for spot testing and acceptance, proposed by the contractor.

The contractor must also provide a certificate for initial calibration of the equipment, issued by the producer.

4.1.5.Service stations and maintenance in case of breakdown

The contractor must provide the name and location of the closest company/dealer for maintenance of the mobile station in case of failure.

4.1.6.Warranty period and maintenance

The minimum required warranty period for the mobile station is 1 (one) year. The period must be stated clearly. The reaction time in case of technical failure may not exceed 48 hours and the repair time - 72 hours, where only weekdays are counted.

All spare parts, used and installed for the repair of occurring failures during the warranty period, must be new, unused, and produced by producer(s) holding a certificate for existing quality management systems in accordance with ISO 9001:2000/2008 standards.

4.2.Specific parameters of the mobile station

4.2.1.Carriage of the mobile station for control of the air quality

The carriage may be of the following types:

Variant 1 – the vehicle is a freight “minivan”

Variant 2 – the vehicle is a container on wheels

And will be necessary for the instalment and installation of the specialised gas-analyzing equipment and the rest of the supplementary equipment.

Under Variant 1 the vehicle must be equipped with a carriage permitting the installation of specialised gas-analyzing equipment, be a freight “minivan”, recent year of production – post 2007, with petrol/diesel engine, with a three-seater cabin (including the driver’s seat).

Under Variant 2 all materials, used for the construction of the vehicle, must be new and of high quality, be damp-, dust-, and wear-proof to ultraviolet radiation and corrosive media, in addition to which, they must be of fire-proof material or have fire-proof coating.

4.2.2.Qualification requirements

  1. The mobile station must comply with all applicable security and safety requirements and regulations in Bulgaria as well as possess the complete set of documents for a follow-up registration with the Traffic Police sector of the Regional Directorate of the Ministry of the Interior Burgas.
  2. Under Variant 2 – the vehicle (container on wheels) must be equipped with a jack device at the wheel base to enable levelling during operation.
  3. The size of the “lab cabin” under both variants must be sufficient to store the equipment, listed in the specifications, as well as provide for the installation of two extra measuring tools later on. The design must allow for the simultaneous measuring of the level of PM10 и PM2.5 particles in the ambient air.
  4. The outdoor part must be coated in steel and painted white, have no windows but one door with a locker.
  5. Gas cylinders must be placed in a separate compartment, equipped with a separate external door. Further access to the gas-cylinder compartment must be available from the interior of the “lab cabin” through a small closable window. This will serve the purpose of opening and closing the gas-cylinder regulators.
  6. Teflon pipes, connecting the gas-cylinder compartment to the rear part of the panels with the measuring tools, must be placed along the walls.
  7. In addition to a meteorological tower, the mobile station must be equipped with 2 (two) air conditioners, telecommunication equipment, monitors and data extraction system. The mobile station must maintain direct contact with the data transfer centre of Burgas Municipality and online control.
  8. The walls, roof, and doors must be sufficiently climate-proof to maintain the required degree of indoor temperature in view of the climate in Burgas. The indoor temperature must be adjustable and stable within a range of 20 - 25°C with admissible fluctuation of ±2°C. The insulation must guarantee the maintenance of the required temperature level without the need for overworking of the air conditioners.
  9. The required cooling must be provided by means of two air conditioners installed on the wall, which will work alternately, usually at two-hour intervals. The switch time must be adjustable. The conditioners must maintain the indoor temperature within a range of within a range of 20 - 25°C with admissible fluctuation of ±2°C. The minimum overload must be 2.0 kWh.
  10. The air conditioners must reboot automatically in the case of electricity cut.
  11. The roof of the mobile station must sustain weights of minimum 400 kg.; the outer wall must be equipped with a removable ladder to allow access to the roof.
  12. The mobile station must be equipped with a first-aid kit.

Sketches and diagrams

The contractor must submit a diagram of the “lab cabin” and meteorological tower as part of their offer.

Location of the technical equipment:

  1. The technical equipment (air pollutants analyzers) must be placed and firmly set on an aluminium stand for installation of 19” analyzers, fixed on special shock absorbers to guarantee the safe transportation of the technical equipment.
  2. The instruments must be easy to remove from and replace on the racks, as well as disassemble for routine maintenance, by means of a sliding mechanism.

Power supply requirements:

  1. Outdoor power supply switchboard connected to outdoor energy sources.
  2. All electric installations must correspond to the Bulgarian regulations for electrical safety at work.
  3. The power supply cables must be placed inside special channels.
  4. Each wall of the electric installation must have minimum 5 plugs.
  5. There must be minimum 2 luminescent lamps.
  6. All instruments must operate with 220 V power supply.
  7. Each electric circuit must have a separate safety fuse (switch). The minimum number of electric circuits is 3, namely:
  • for the air conditioners;
  • for the monitors;
  • spare circuit;
  1. One UPS device must be installed in the caravan “lab cabin”, capable of supplying all instruments, as well as the automatic data registration devices and computers for a period of 5 minutes, followed by a controlled automatic switch-off.
  2. The UPS device must be controllable from an external signal so that the switch-off procedure will also be activated in the case of high temperatures inside the caravan “lab cabin”.

Fire protection

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