Purchase of System for Processing Audio in Sinhro Studio 3

Procurement documents JN-B0778

PROCUREMENT DOCUMENTS

PUBLIC TENDER

IN ACCORDANCE WITH THE LOW-VALUE PROCEDURE

No. JN-B0778

PURCHASE OF SYSTEM FOR PROCESSING AUDIO IN SINHRO STUDIO 3

Procurement documents JN-B0778

CONTENTS

1INVITATION TO SUBMIT BIDS FOR THE PUBLIC TENDER

2INSTRUCTIONS FOR MAKING BIDS

2.1CONTRACTING AUTHORITY OF THE PUBLIC TENDER

2.2LEGAL GROUND

2.3BASIC RULES OF OPERATION

3SUBJECT OF THE PUBLIC PROCUREMENT

3.1GENERAL DESCRIPTION

3.2TECHNICAL REQUIREMENTS

3.3GENERAL REQUIREMENTS

3.3.1Delivery time

3.3.2Quantitative acceptance

3.3.3System start–up and acceptance

3.3.4Integration of the system into the working environment:

3.3.5Installation of new technology

3.3.6Education

3.3.7Warranty period

3.3.8Spare parts

3.3.9Required documentation and instructions

4BID DOCUMENTATION

4.1GENERAL CONDITIONS FOR MAKING BID DOCUMENTATION

4.1.1Clarification to the procurement documents

4.1.2Language

4.1.3Marking

4.1.4Contents of a bid

4.1.5Alternative bids and variant bids

4.1.6Form of a bid

4.1.7Validity of the bids

4.2DOCUMENTS IN THE BIDS

4.2.1Data on bidder and bid

4.2.2Contents of the bid documentation

4.2.3.Form »declaration on acceptance of the public tender conditions«

4.2.4Form of an offer that has to contain:

4.2.5Pro forma invoice

4.2.6Statement of capability and eligibility for participation

4.2.7Bank certificate of solvency

4.2.8Warranty and after-warranty support and servicing

4.2.9Statement of the manufacturer or principal

4.2.10Declaration of the bidder regarding the spare parts

4.2.11Declaration of the bidder - all the offered equipment is factory-new

4.2.12Sample of the contract

4.2.13Declaration, stating the bidder shall provide a performance guarantee

4.2.14Statement on the forwarding of data in the disclosure of the bidder's ownership

4.2.15Technical documentation

5CONTRACT AWARD CRITERIA

5.1TWO BIDS WITH EQUAL BEST EVALUATION RESULT

6REVIEW CLAIM

6.1LEGAL BASE AND TERMS FOR SUBMISSION

6.2METHOD OF SUBMITTING THE REVIEW CLAIM

7FORMS

DATA ON BIDDER AND BID

DECLARATION OF BIDDER’S ACCEPTANCE OF PUBLIC PROCUREMENT CONDITIONS

FORM OFFER

PROFORMA INVOICE

STATEMENT OF CAPABILITY AND ELIGIBILITY FOR PARTICIPATION

DECLARATION OF THE BIDDER – ALL THE OFFERED EQUIPMENT IS FACTORY NEW

DECLARATION OF THE BIDDER REGARDING THE SPARE PARTS

STATEMENT OF THE MANUFACTURER

STATEMENT OF THE PRINCIPAL

SAMPLE CONTRACT

STATEMENT REGARDING THE PERFORMANCE GUARANTEE

STATEMENT ON THE FORWARDING OF DATA IN THE DISCLOSUREOF THE BIDDER'S OWNERSHIP

STATEMENT ON THE PARTICIPATION OF NATURAL AND LEGAL PERSONS IN THE BIDDER'S OWNERSHIP

EXPLANATION OF THE PROCUREMENT DOCUMENTS NO. JN-B0778

1INVITATION TO SUBMIT BIDS FOR THE PUBLIC TENDER

Pursuant to Item g) of the first paragraph of Article 39 of the Public Procurement Act (Official Gazette of the Republic of Slovenia no. 91/2015, hereinafter: the ZJN-3), Radiotelevizija Slovenija, Public Institution, publishes the public tender in accordance with the low-value procedure for:

Purchase of system for processing audio in Sinhro Studio 3.

Bids in three copies (one original and two copys) must be sent in sealed envelopes to the address:

“Javnizavod RTV SLOVENIJA, KOLODVORSKA 2,VLOŽIŠČE, 1550 LJUBLJANA, SLOVENIA”, with the postscript: "DO NOT OPEN - FOR TENDER - BID FOR TENDER NO. JN-B0778– Purchase of system for processing audio in Sinhro Studio 3. “. The full address of the Bidder is to be written on the envelope.

The term for acceptance of bids is until 9.00 a.m. on 6thJune, 2017. Bids received after that time limit will not be counted and will be returned unopened to the Bidders.

Public opening of bids will be on 6thJune, 2017at 10.00 a.m. on the premises of JavniZavodRTV Slovenija at Komenskega Street 7 in Ljubljana.

Before the public opening of the bids the present participants of the Bidders have to hand over written authorizations for participation on the public opening.

Ljubljana, 19th May, 2017 Commercial Department of

RTV Slovenija

2INSTRUCTIONS FOR MAKING BIDS

2.1CONTRACTING AUTHORITY OF THE PUBLIC TENDER

Radiotelevizija Slovenija, Javnizavod, Kolodvorska 2, SI - 1550 Ljubljana

VAT No.: SI29865174; Corporate registry No.: 5056497

Bids will be appraised by the General Manager appointed professional commission. The Decision on the award of a Contract will be issued by the General Manager of JavniZavod RTV Slovenija. In the evaluation of the tender the commission will take account of the criteria that are the constituent part of the procurement documents.

The chosen Bidder must enter into a signed Contract within 8 days after receiving the “Decision on the Award of a Contract”. In the case of a Bidder not entering into a signed Contract, the Contracting Authority will validate the guarantee on the seriousness of the bid.

The Contracting Authority reserves the right to vary from the published values and quantities when selecting bids, subject to available financial resources and actual needs.

In case of receiving inadmissible bids, the Contracting Authority shall annul the tender. The Contracting Authority reserves the right not to choose any of the bids (according to Art. 90 of ZJN-3).

2.2LEGAL GROUND

The Public Procurement of JavniZavod RTV Slovenija (hereinafter referred to as: Contracting Authority) is carried out in accordance with the valid Public Procurement Act (ZJN-3) and by-laws applicable, Public Integrity and Corruption Prevention Act (ZIntPK-UPB2) and in accordance with the legislation being valid on the field of public finances and on the field that is the subject of this public tender.

2.3BASIC RULES OF OPERATION

Every Bidder’s attempt to affect the treatment of the Contracting Authority or decision on the selection shall result in rejection of his Tender. The same applies to all attempts related to the work and decision of the Evaluation Committee.

In the period from the publication until the conclusion of the Contract the Bidder shall be not allowed to commence and perform any actions, which might prior determine the selection of a defined bid. In the period from the selection of a Bid until the Contract comes into force the Bidder shall be not allowed to commence any actions, which might cause the Contract to become void and unfulfilled. In case the procedure is stayed the Bidder shall not commence or perform any procedures, which might aggravate the invalidation or objectivity of the Review Commission.

3.1SUBJECT OF THE PUBLIC PROCUREMENT

3SUBJECT OF THE PUBLIC PROCUREMENT

3.1GENERAL DESCRIPTION

The subject of public procurement (tender) is purchase of equipment to upgrade existing systems of processing audio Pro Tools and control system, which is already being used by contracting authority in their recording studios for the processing of sound.

3.2TECHNICAL REQUIREMENTS

The Contracting Authority buyscomponents and software Pro Tools and control system for the needs of Synchro Studio-3.

Zap.št. / Description / Kos
1 / Pro Tools HDX Core with Pro Tools HD/Software / 1
2 / HD OMNI interface / 1
3 / BMD DeckLink 4 k Pro video card / 1
4 / Keyboard Pro Tools Windows / 1
5 / Izotope RX. Post Production Suite / 1
6 / TC Electronic Clarity M Desktop Audio meter + Break out cable / 1
7 / Synchroarts VocALing Project 3 / 1
8 / Celemony Melodyne 4 Essential / 1
9 / Audio Ease Speakerphone 2 / 1
10 / Audio Ease Altiverb 7 XL / 1
11 / Audio Ease Indoor / 1
12 / Lexicon PCM Total Bundle / 1
13 / Audio control system for the configuration of the subscriber S6 M10 16 Faders: / 1
- Master Touch Module m10 / 1
- Automation Module / 1
- Fader Modules / 2
- Process Modules / 2
- Knob Modules / 2
- Network switch Medium / 1
- Fram, Ethernet Cable Set Medium / 2
- Frame Chassis, small / 3
- Accessory, Empty Chassis Small w/blanks / 2
- Bolster-5ft wide / 1
- Frame Side Covers small / 1
- power supply / 3

3.3GENERAL REQUIREMENTS

3.3.1Delivery time

The Contracting Authority requires delivery of the equipment within 30 days after the beginning of the contract validity.

3.3.2Quantitative acceptance

The quantitative acceptance will be done in the warehouse of the RTV Slovenija, Čufarjeva 6, 1000 Ljubljana. During this acceptance a representative of the Bidder may be present. The Contracting Authority will notify the Bidder about the date of the quantitative acceptance. The quantitative acceptance must be completed within seven (7) days after the equipment is delivered to the specified location.

All eventual incorrectness, ascertained at quantitative acceptance procedure, are to be eliminated by the Bidder within 14 days.

After the quantitative acceptance is successfully carried out, the protocol will be issued. It is understood that the quantitative acceptance will be completed when all eventual incorrectness are eliminated. The incorrectness are to be specified in writing by the Contracting Authority.

3.3.3System start–up and acceptance

The final acceptance for the complete system of Pro Tools and control system ( including software installation ) will be done by the Contracting Authority and by the Bidder of the equipment. The Bidder must have technically qualified staff.

At the final acceptance and start-up, the following characteristics will be observed:

the quality of the supplied and installed parts

the applicability of the system

how stable the system is when operational

the abolishment of eventual system errors

The final acceptance of the equipment must be completed within 60 days after the quantitative acceptance date.

3.3.4Integration of the system into the working environment:

Installation of components

Installation of computer operation system

Installation of complete Pro Tools software and kontrol system with all set up adjustments

Testing and commissioning

All eventual incorrectnesses, ascertained at final acceptance procedure, are to be eliminated by the Bidder within 14 (fourteen) days, after this time limit the Contracting Authority may cash-in a performance guarantee. It is understood that the final acceptance will be carried out when all eventual incorrectnesses are eliminated. The incorrectnesses are to be specified in writing by the Contracting Authority.

3.3.5Installation of new technology

The system installation and installation of the cables which connects inputs/outputs are the responsibility of the buyer.

3.3.6Education

After the delivery of the equipment and upon agreement with the Contracting Authority, the Bidder must provide operational and maintenance course and equipment start-up, accordance with OFFER.

3.3.7Warranty period

The minimum warranty period shall be 24 months from the date of successful completion of the final acceptance of the equipment for Pro Tools and control system.

The Bidder will be in time for the equipment offered free of charge to supply customer with software upgrades, which eliminate the eventual errors in the software or upgrades, which do not constitute a high expansion functionality.

Repair and upgrade of the software must be enabled via a network connection to the Internet.

The Bidder must enclose his own Statement with detailed information on warranty and after-warranty maintenance of the equipment and technical support. The information must include address of the service for offered equipment, contact person, phone and fax number, time of response, max. repair time and time in which the Bidder will ensure substitutive equipment.

3.3.8Spare parts

The bidder has to guaranties the availability of the spare parts for the bidden equipment for the period of at least five (5) years after the final acceptance of the equipment, according to the official spare parts price list.

3.3.9Required documentation and instructions

Upon delivery of the equipment, the chosen Bidder must to apply:

operating manual

service manual

in the electronic version on CD or USB key.

4BID DOCUMENTATION

4.1GENERAL CONDITIONS FOR MAKING BID DOCUMENTATION

4.1.1Clarification to the procurement documents

The Bidder can demand clarifications to procurement documents in electronic form only - using the formthat is the part of this documentation and send it to the e-mail address: , or the Bidder can demand clarificationsthrough the Public Procurement Portal at the publication of the subject public tender; at the latest 6 days prior to the term for acceptance of bids (i.e.till 10.00 a.m. on 31May, 2017). Questions, not asked in the prescribed manner, will not be answered.

Questions and answers shall be published on web side: on sub-page JAVNA NAROČILA - PUBLIC PROCUREMENT under the mark Javnonaročilo JN-B0778.

4.1.2Language

Bids have to be made in the Slovenian or English language

4.1.3Marking

Pages of bid documentation must be numbered and bound with string so it is not possible to add pages.

Data which will be righteously marked as confidential by the Bidder, will be used only for the purposes of this public tender and will not be accessible to anyone except persons which are included in this public tender. These data will not be read on public opening of the Bids nor will they be read afterwards. Persons, included in this public tender as well as the Contracting Authority will be responsible for protection of these data.

The Bidder can mark data as confidential only if they include personal data which are not included in other public register nor otherwise acceptable to public. The Bidder can also mark as confidential business information which are marked as confidential either with regulations or internal acts of the Bidder.

The Contracting Authority will treat as confidential all data in bid documentation which will be in right upper corner marked as "CONFIDENTIAL" with large capital letters. Under this inscription there should be signature of the Bidder's official representative or authorized person. If only part of the document is confidential, the confidential part should be underlined with red colour and in the same line marked "CONFIDENTIAL" at the right edge.The Contracting Authority will not be responsible for confidentiality of the data if these data are not marked as stated above.

The Contracting Authority will summon the Bidder to withdraw the confidential mark if the data is unjustified marked as confidential. The confidential mark can be withdrawn by the Bidder's official representative or authorized person writing "CANCELLATION" above the confidential mark. He must also write time and date of this cancellation and sign it.

In the case of a Bidder not withdrawing the confidential mark in the time, determined by Contracting Authority, theContracting Authority will reject the complete bid.

4.1.4Contents of a bid

The Bidders have to submit their bids for complete subject of the Public Tender, otherwise the bid is going to be rejected.

4.1.5Alternative bids and variant bids

Alternative bids and variant bids are not allowed.

4.1.6Form of a bid

The Bidder is not allowed to change or correct the text of the forms that represent the constituent part of the procurement documents and had been prepared and already filled in by the Contracting Authority. Valid are the procurement documents and formsas well as eventual answers, changes and amendments, published on the Contracting Authority’s web-site. In case the Contracting Authority establishes the Bidder has changed the text of the forms (or eventual answers, changes and amendments), defined by the Contracting Authority, such bid will be excluded from the further public procurement process.

If from the technical reasons the particular form is made or fulfilled in another way (for example, by computer), the content and meaning of the text must comply with the Contracting Authority’s requirements of this procurement documents.

4.1.7Validity of the bids

Bids must bevalid till 25September, 2017, otherwise they will be rejected. In exceptional circumstances the Contracting Authority can demand from the Bidder to extend the validity of the bid for a certain period of time. The Contracting Authority's demand and the Bidder's replies must be in written form. The Bidder can refuse the Contracting Authority's demand. In case the Bidder complies with the demand, the Contracting Authority shall ask for the bid extension and eventually for the extension of the validity of the Warranty for the seriousness of the bid. All other conditions of the bid shall remain the same.

4.2DOCUMENTS IN THE BIDS

The bid documentation must contain the following documents, sorted in the following order:

4.2.1Data on bidder and bid

4.2.2Contents of the bid documentation

4.2.3.Form »declaration on acceptance of the public tender conditions«

4.2.4Form of an offer that has to contain:

Prices:

Prices must be expressed in EUR, DDP basis, delivered to the location of the Contracting Authority (in accord. with INCOTERMS 2010); without VAT.

The allowed discounts must be shown separately. The prices must be fixed for the period of the Contract duration.

Payment conditions:

80 % - within 30 days after the quantitative acceptance of delivered equipment has been carried out by Contracting Authority and the relevant invoice has been received;

20 % - within 30 days after the final acceptance of delivered equipment has been successfully carried out and the protocol has been signed by the Contracting Authority;

The Contracting Authority shall not present bank guarantee or any other instrument for insurance of the retained payments.

Delivery date within 30 days after the beginning of the Contract validity.

4.2.5Pro forma invoice

4.2.6Statement of capability and eligibility for participation

4.2.7Bank certificate of solvency

The Bidder must enclose Bank Certificate of solvency, showing the Bidder’s accounts have not been blocked (there have been no outstanding due obligations) for more than 5 days in the last 6 months (all accounts together). On the date of opening of the bids, this Certificate must not be older than one month.

If the Bidder has several accounts, he must enclose Bank Certificate of solvency for all accounts.

The document (under item 4.2.7) may also be a photocopy. In such case the Bidder has to inscribe on each photocopied page, that he confirms the truthfulness of the stated data and sign and stamp this statement on each photocopied page. In case the Contracting Authority subsequently requests the original evidence, the Bidder shall present the same for verification.

4.2.8Warranty and after-warranty support and servicing

The minimum warranty period shall be 24 months from the date of successful completion of the final acceptance of the equipment for Pro Tools and control system.

Repair and upgrade of the software must be enabled via a network connection to the Internet.

4.2.9Statement of the manufacturer or principal

In case the Bidder is not also the manufacturer of the equipment, one of the mentioned statements is to be enclosed.

If the Bidder encloses the statement of the principal, he has to enclose also the copy of the Contract between the principal and the manufacturer of the equipment, showing the principal has full access to the spare parts i.e. replacement equipment for all offered equipment.