January 27, 2012
Purchasing documentation on
Open Request for Quotations for Contract Awarding to Supply of the Free Cooling Units, respective auxiliary accessories and spare parts to “K-Telecom” CJSC
Yerevan
2012
Contents
1. General Provisions 3
1.1. General information on Request for Quotations 3
1.2. Legal status of procedures and documents 3
1.3. Other provisions 4
2. Subject of RFQ 5
2.1. The subject of RFQ is as follows: 5
2.2. Additional requirements to the goods (if there are additional supplementary works need to be done, or there are additional requirements, or compliance documents are necessary) 6
2.3. Payments Terms and Condition 7
3. Order of execution of Request for Quotations 8
3.1. Preparation of Quotations 8
3.2. Requirements to Applicants. Approval of compliance with the presented requirements 9
3.3. Submission and acceptance of Quotations 9
3.4. Decision-making 10
3.5. Agreement conclusion 11
3.6. Notification of Applicants about the results of Request for Quotations 11
4. Samples of standard forms of documents, included in the Annex 12
4.1. Letter about offer submission (Form 1) 12
4.2. Applicant’s Questionnaire (Form 2) 14
4.3. Applicant’s Work History Reference List (Form 3) 16
1. General Provisions
1.1. General information on Request for Quotations
1.1.1. ““K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia), (hereinafter referred to as the Organizer), with the public notification posted on its website at www.mts.am/procurement on conducting Open Request for Quotations, has invited legal entities specialized in the field of supply and maintenance of air conditioning systems (hereinafter referred to as the Applicants) for submission of Quotations with the right to conclude framework agreement on supply of the free cooling units, respective auxiliary accessories and spare parts with “K-Telecom” CJSC.
1.1.2. For further information, please apply to the Organizer
Contact person: Arthur Gasparian
Analytical Section Officer
Administration Services Department
Purchasing Unit
“K-Telecom” CJSC (VivaCell-MTS)
4/1 Argishti Street
Yerevan 0015, Armenia
Tel.: +374 93 298505
Fax: +374 93 298541
E-mail:
1.1.3. No fee is foreseen for provision of RFQ Documentation.
1.2. Legal status of procedures and documents
1.2.1. The Open Request for Quotations (RFQ) is not a tender and the given procedure of Open RFQ is also not considered as a public tender. It is a collection of respective offers available in the market, as a result of which the best offer might be accepted. The process of the Request for Quotations is not regulated by the Articles 463-465, 1043-1044 of RA Civil Code and Law “On Public Auctions”.
1.3. Other provisions
1.3.1. The Applicants independently incur the expenses with regard to the preparation and submission of the Quotation, whereas the Organizer is not responsible for those expenses and has no obligations regardless of the course and results of the purchasing process.
1.3.2. The Organizer reserves the right to reject the Quotation if he/she ascertains that the Applicant expressly or by implication gave, agreed to give or offered the Organizer’s employee reward in any form: job, service, any value as a stimulus that can influence the decision-making to define the best offer.
1.3.3. The Organizer reserves the right to cancel the purchasing process on conducting an Open RFQ at least 3 days prior to the closing date of this Open RFQ (as specified in item 3.3.3.), respectively notifying about it the Applicants via posting of this information on www.mts.am/procurement webpage. The Organizer bears no responsibility for the expenses incurred by the Applicants or Third Parties as a result of such cancellation.
2. Subject of RFQ
2.1. The subject of RFQ is as follows:
Delivery of DeltaMaster 4 48EC/ DeltaManager-48V free cooling device for ambient working temperature control at the device rooms of the Mobile Stations, as well as auxiliary accessories to the device and spare parts.
The Applicant shall submit
- Quotation according to the attached Annex1
- General Pricelist for other spare parts not included in the list of the Annex1.
(The best offer will be determined taking into consideration the Quotations as per Annex 1 and General Pricelist).
· Applicant shall include in its proposal detailed information about proposed goods (equipment, devices, materials, etc.), including the information about the country of origin. The offered goods should be produced in one of the following regions or countries: America; Oceania; Africa; Asia (Central, Eastern, Southern and Southeastern Asia); Arab League Countries, Iran and Israel; EU Countries; Albania, Andorra, Armenia, Belorussia, Bosnia and Herzegovina, Croatia, Georgia, Iceland, Liechtenstein, Moldova, Monaco, Montenegro, Macedonia, Norway, Russia, San Marino, Serbia, Switzerland, or Ukraine. (The regions are defined according to the United Nation’s Geoscheme).
· The Selected Vender should provide Certificate of Origin for each batch of the imported goods for the whole order. Certificate(s) should be submitted with corresponding invoice(s) and other requested technical document(s).
· The Applicant should clearly present the applied discounts.
· The Agreement with the selected vendor will be concluded for the one year, with the renewal possibility.
2.2. Additional requirements to the goods
· The Applicants shall submit documentation justifying the authenticity of the devices and spare parts;
· The Applicant shall include in its proposal specifications and technical information on all devices and auxiliary accessories offered;
· If the Applicants are the representatives or dealers of the manufacturing company, then they have to submit respective documentation;
· It is recommended to provide long-term warranty period, since under equal conditions the preference will be given to the Applicant offering the longest warranty period;
· It is recommended to provide affordable post-warranty conditions, since under equal conditions the preference will be given to the Applicant offering the most affordable conditions;
· If required, the Applicants shall perform activities related to the installation and commissioning of the devices;
· It is preferable to have the Applicants doing the commissioning by their own consumables (Turn Key Project):
2.3. Payments Terms and Condition
· The delivery of DeltaMaster 4 48EC/DeltaManager-48V, auxiliary accessories and spare parts shall be made by the Applicants;
· Payment conditions: payment of 100% of the amount within 10 banking days after receipt of the final invoice and signature of the delivery and acceptance act. Still , the payment may be made in parts, based on the actual delivery of goods, progress of works or services provided;
· For the Applicants registered in the RA they should submit their proposals in AMD, without VAT, the organizations registered outside of the RA should submit their bids in USD – DAT, Zvartnots Airport, Yerevan;
The installation and commissioning prices shall be quoted separately from the device and spare part prices.
3. Order of execution of Request for Quotations
3.1. Preparation of Quotations
3.1.1. General requirements to Quotation
The Applicant who wishes to respond to the RFQ must prepare a Quotation, which shall include:
3.1.1.1. Letter about offer submission in the form and according to instructions, stipulated in this Documentation (Form № 1 );
3.1.1.2. Price Quotation in accordance with instructions indicated in this RFQ;
3.1.1.3. Documents, which prove the Applicant’s compliance with requirements of this RFQ (sub-point 3.2.).
3.1.1.4. Applicant’s Work History Reference List - the list of companies and contact persons that can provide information/reference (Form № 3).
3.1.1.5. The CSR (Corporative Social Responsibility) policy of the applicant and the list of the CSR activities realized during the last two year.
3.1.2. The Applicant shall submit all documents in hard copies. The Applicant shall also submit electronic version of the Quotation to e-mail address after the submission deadline if so requested.
3.1.3. The Applicant is entitled to submit only one Quotation. In case of violation of this rule, all Quotations of this Applicant are rejected without consideration of their merits.
3.1.4. If there are multiple lots, the Participant prepares an individual Quotation for each lot applied. All Quotations shall be filled in according to this purchasing Documentation and have to be placed in different envelopes and shall be sealed with the stamp of the Applicant. The lot numbers have to be specified on the envelopes. Afterwards the envelopes have to be inserted into the envelope of the Applicant.
3.1.5. Each document, enclosed in Applicant’s Quotation, must be sealed with Applicant’s seal and signed by the duly authorized person.
3.1.6. Documents (sheets or informational envelopes), included in Quotation, should be fixed or packed in a way that would prevent documents or informational envelopes from accidental loss or replacement.
3.1.7. Applicant shall provide one original Quotation in Armenian and/or English.
3.2. Requirements to Applicants. Approval of compliance with the presented requirements
3.2.1. Requirements to Applicants
3.2.1.1. Any legal entity has the right to submit Quotations in accordance with the rules and procedures prescribed in this Documentation. In order to qualify for the best offer and for the right to conclude Agreement, Applicant should comply with the following requirements at the moment of the Quotation submission in compliance with this Documentation on Request for Quotations:
a) Work experience in the market not less than 3 years;
b) Ability to implement cargo handling activities (including, using special machinery);
c) Organization should not be filed for bankruptcy, liquidation or reorganization; its property should not be arrested;
3.2.1.2. Applicant should include in the Quotation Documentation the copies of state and tax registration and certificates;
3.3. Submission and acceptance of Quotations
3.3.1. Prior to submission, the Quotation should be properly sealed in the envelopes (packages, boxes, etc.). The following information should be indicated on the envelope:
“K-Telecom” CJSC4/1 Argishti str., Yerevan, Armenia / Original/Copy of the Quotation
Do not open before 16:00 o’clock (Yerevan time) 17/02/2012. It can be opened only at the Purchasing Committee meeting.
______
(Complete name of the RFP, which the Quotation is submitted)
______
(Number or Complete name of the Lot, which the Quotation is submitted)
______
______
(Full business name of the Applicant and its mail address)
3.3.2. Applicants should provide the delivery of their Quotations to the Organizer’s location: “K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia). In case of sending the Quotation by courier mail, it is necessary to notify the courier service representative or courier about this order of Quotation delivery.
3.3.3. Organizer stops accepting Quotations at 16:00 o’clock (Yerevan time) 17/02/2012. Quotations, received later than the term indicated above, will be rejected by the Organizer without consideration of their essence.
3.3.4. Organizer submits the reference to the person, who delivers the envelope, about its receipt with indication of receipt time.
3.4. Decision-making
3.4.1. At the closed executive session the Tender Committee established for RFQ processes makes a decision on conducting additional stages, or on determination of the best offer (based on price criteria) and Agreement conclusion, or about closing the given procedure of RFQ without determination of any best offer, if none of the Applicants meets the requirements of this procedure and/or RA legislation.
3.4.2. Under other equal conditions, the preference shall be given to the Applicant presenting the best CSR activities throughout the last two years.
3.5. Agreement conclusion
3.5.1. Agreement between Organizer and Applicant that provided best offer is concluded within 30 days after the end of RFQ procedures and the execution of the Protocol on its results, or within other time limits defined in RFQ or within the period specified by the Organizer.
3.6. Notification of Applicants about the results of Request for Quotations
3.6.1. Organizer within five working days following the determination of the best offer publishes the information about RFQ results on its website which indicates:
a) Title of the Applicant that provided the best offer;
b) Brief description of the subject, place, date and number of protocol of the Tender Committee.
4. Samples of standard forms of documents, included in the Annex
4.1. Letter about offer submission (Form 1)
4.1.1. Form of letter about offer submission
Beginning of form
«_____»______
№______
Dear Sirs!
Having studied the Notification on holding the Request for Quotations processes, which has been published on K-Telecom CJSC website at www.mts.am/procurement on 27/01/2012 and Documentation on the Request for Quotations on Supply of the Free Cooling Units, respective auxiliary accessories and spare parts, and accepting the requirements of the Request for Quotations is stipulated by them,
______,
(Applicant’s full name with indication of organizational-legal form)
Registered at
______,
(Applicant’s legal address)
______is considered as ______,
(Name of Applicant) (Type of Tax, working with VAT or other tax)
Wishes to participate in the RFQ process with a Quotation to conclude an Agreement on provision the following works, goods or services:
______
(Brief description)
This Quotation has legal status of offer and is valid at least 3 months from the date of its submission.
This Quotation is complimented with the following documents, including the integral annexes:
1. Quotation for provision of works, goods and services on ____ sheets;
2. Documents, which prove Applicant’s compliance with the established requirements - on____ sheets;
______
(Signature, stamp)
______
(Full name and position of the Signatory)
End of form
4.1.2. Instructions for filling in the form:
The letter should be executed on Applicant’s official letterhead form. The date and number should be indicated by the Applicant in the letter in accordance with the rules of document flow established in its organization.
Applicant should indicate its full title (with indication of organizational-legal form) and legal address.
Applicant should indicate the cost on provision of the works, goods or services in figures and words, in AMD and/or US dollars, VAT inclusive, (The prices of implementation of works, delivery of goods and provision of services shall be indicated in Annexes without taxes, except for applicants working with simplified tax)
.
The letter should be signed and sealed according to requirements of sub-points 3.1.5.
4.2. Applicant’s Questionnaire (Form 2)
4.2.1. Applicant’s Questionnaire form
Beginning of form