Simplified tender dossier for Supplies > €20.000 and < €100.000 GIM / ANNEX-3d

ANNEX-3d PROCUREMENT OF SUPPLIES

  • Annex-3d1: Letter of Invitation to Tender
  • Annex-3d2: Simplified Tender Dossier for Supplies

Annex-3d2-i: Technical Specifications and Requirements

Annex 3d2-ii: Supply Tender Submission Form

Annex 3d2-iii: Financial Offer

Annex 3d2-iv: Legal Entity File

Annex 3d2-v: Evaluation Grids for Supply Tender

Annex 3d2-vi:Draft Contract

Annex 3d2-vii: Financial Identification Form

  • Annex-3d3: Simplified Evaluation Report
  • Annex-3d4: Letter to successful tenderer
  • Annex-3d5: Letter to unsuccessful tenderer(s)

How to adapt this standard Guideline for grant beneficiaries:
Yellow marked sections are only guidance to the Grant Beneficiary and should be deleted.
Where you see < ... >and shaded grey, enter the information relevant to the tender or revise the example given.
Please remember to delete this paragraph, any other text with yellow highlighting and all such brackets in the final version
This Guideline is prepared as an example for the Grant Beneficiaries. Depending on the contentof the tender, the documents, especially, “Invitation to Tender”, “Technical Specifications” and “Contract” can be modified.

<Grant Beneficiary’s letterhead>

ANNEX-3d1: LETTER OF INVITATION TO TENDER

INVITATION TO TENDER

XX.XX.201X

To: All the firms of your choice

Contract Number:TR2013/0119.03.01-02/XX

Tender Title:Purchasing of equipment for the office project

Tender Number:TR2013/0119.03.01-02/XX-AA[Please give a progressive number for each tender]

Dear <Contact name

  1. You are invited to submit your best price quotation(s) for the supply, delivery, installation, configuration, putting into operation, inspection, testing, training, and warranty services of the following items:

Lot 1: IT and Office Equipment

Item / Description / Quantity / Budget Line
1.1 / Personal computer / 3 / XXX
1.2 / Notebook PC / 3 / XXX
1.3 / Digital photo camera / 1 / XXX

Lot 2: Office Furniture

Item / Description / Quantity / Budget Line
2.1 / Office chair / 25 / XXX
2.2 / Office table / 2 / XXX
2.3 / Portable white board / 2 / XXX

[Example-please do not specify the brand names such as Airties, IBM, Intel etc.]

  1. Information on technical specifications and additional requirements are given in the attachedTechnical Specifications and Requirements.
  2. You have to quote for all items in this invitation. The contract shall be evaluated and awarded as a whole.
  3. The sole award criterion will be the price. The contract will be awarded to the lowest compliant tender.
  4. Your quotation(s) in the required format should be addressed to

The person in charge in your project-your legal representative(s)

Address

Telephone:+90--XXX-XXX XX XX

Fax:+90--XXX-XXX XX XX

  1. The offer should be accompanied by adequate technical documentation and catalogue(s) and other printed material or pertinent information for each item quoted.
  2. Technical and financial offers should be put into one sealed envelope together.
  3. The price should be without VAT (KDV) because our project has been exempted from the payment of this tax with resolution N. [state here your VAT (KDV) exemption data]from the Ministry of Finance.
  4. The deadline for receipt of your offer (technical and financial) in is …./…./….. and ……..hrs. Offers should be delivered by courier, hand delivery or by registered mail.
  5. Other conditions of the tender are as follows:
  1. PRICES: payments shall be made in EURO or TL as an equivalent to the EURO value of the contract calculated at the exchange rate of the bank from which payments are made
  2. PAYMENT: for your invoice will be made 100% against delivery documents following acceptance of the supplies in the place of delivery.
  3. WARRANTY: goods offered should be covered by manufacturer’s warranty for at least 24 months from the date of invoice.
  4. ORIGIN:Unless otherwise provided in the contract, supplies must originate in a Member State of the European Union or a country covered by the Instrument for Pre-Accession Assistance (IPA) Programme.

When submitting its tender, the tenderer must state expressly that all the goods meet the requirements concerning origin and must state the countries of origin. To prove origin, the supplier must provide a Certificate of origin[1] when acceptance of the supplies takes place or when the first invoice is presented.

For locally produced goods a “local manufacture certificate” obtainable from the relevant chamber of commerce & industry must be presented.

The rule of origin applies to all items regardless of their value. However, for items with a unit price less than 5.000 EURO, a document (certificate of origin or made in Turkey certificate) may not be requested.

Experts engaged by eligible tenderers may be of any nationality.

  1. VALIDITY: your quotation should be valid for a period of 30 days from the date of your quotation.[If it is envisaged that the evaluation could not be completed within 30 days, then you may request more than 30 days.]
  1. Further information can be obtained from:

[Person in your organisation in charge of giving information-this can be your Project Coordinator etc.

Address

Telephone:+90-XXX-XXX XX XX

Fax:+90-XXX-XXX XX XX]

  1. If your entity awarded the tender, you will be requested to submit,

-financial identification form

-copy of official document (e.g. official gazette, register of companies etc.) showing the contractor’s name and address and the registration number given by the national authorities

-copy of tax registration document

  1. Please confirm by fax or e-mail the receipt of this invitation and whether or not you will submit an offer.

Yours sincerely,

Name of the legal representative(s)

Address

Signature

Enc: Tender dossier including:

  • Annex-3d2-i: Technical Specifications and Requirements
  • Annex 3d2-ii: Supply Tender Submission Form
  • Annex 3d2-iii: Financial Offer
  • Annex 3d2-iv: Legal Entity File
  • Annex 3d2-v: Evaluation Grids for Supply Tender
  • Annex 3d2-vi: Draft Contract
  • Annex 3d2-vii: Financial Identification Form

ANNEX-3d2: SIMPLIFIED TENDER DOSSIER FOR SUPPLIES

Following documents should be submitted to the tenderers enclosed to the letter of “Invitation to Tender” in the following format:

  • Annex-3d2-i: Technical Specifications and Requirements (should be filled by the Grant Beneficiary, specifying the technical specifications of the supplies, quantity, warranty conditions etc. in detail)
  • Annex-3d2-ii: Supply Tender Submission Form (to be filled by the Tenderer in line with the template)
  • Annex-3d2-iii: Financial Offer (to be filled by the Tenderer in line with the template)
  • Annex-3d2-iv: Legal Entity File (to be filled by the Tenderer in line with the template)
  • Annex-3d2-v: Evaluation Grids for Supply Tender (evaluation grid is enclosed to the tender dossier to show the tenderers how their offers will be evaluated. It should not be filled in)
  • Annex-3d2-vi: Draft Contract (contract is enclosed to the tender dossier to show the contractual obligations and details. It should not be signed by any of the parties prior to the conclusion of evaluation)
  • Annex-3d2-vii: Financial Identification Form (form is enclosed to the tender dossier for information. The tenderer, if awarded tender, will be requested to submit it before the contract signature)

ANNEX 3d2-i: TECHNICAL SPECIFICATIONS AND REQUIREMENTS

TECHNICAL SPECIFICATIONS/ TECHNICAL OFFER

Contract Number: <TR2013/0119.03.01-02/XX

Tender Title: < Purchasing of equipment for the office project

Tender Number : <TR2013/0119.03.01-02/XX-AA[Please give a progressive number for each tender]

The tenderers are requested to complete the template on the next pages:

  • Column 2 is completed by the Grant Beneficiary shows the required specifications (not to be modified by the tenderer),
  • Column 3 is to be filled in by the tenderer and must detail what is offered (for example the words “compliant” or “yes” are not sufficient)
  • Column 4 is to be filled in by the tenderer and origin countries of the equipments must be indicated.
  • Column 5 is completed by the Evaluation Committee shows the required specifications are fulfilled or not.

The offer must be clear enough to allow the evaluators to make an easy comparison between the requested specifications and the offeredspecifications.

Lot 1: IT and Office Equipment

1.Item Number / 2.Specifications Required (for 1 quantity) / 3.Specifications Offered / 4.Country of Origin / 5.Evaluation Committee’s notes
1.1 / Desktop Computer
Case:
Mini Tower
Memory:
2GB PC5400 RAM (2x 1GB Modules);
2 memory banks free after installing the above memory modules;
Monitor:
TFT 19”, 1600x1400 @75Hz
Response Typical Time <5ms;
Contrast ratio >= 500:1
1.2 / Laptop
Memory:
  1. 2GB PC5400 RAM (2x 1GB Module)
Screen:
  1. 15.4” TFT, WXGA
Weight:
  1. 3.5 Kg maximum

PLEASE INCLUDE ONLY THE RELEVANT ITEMS OR ADD ADDITIONAL REQUIREMENTS

[1.1. Technical Requirements

1.1.1All the equipment shall be provided complete with the necessary accessories and/or parts such as to ensure that the unit is capable of operating to the required technical and quality specifications.

1.1.2The tenderer should submit equipment brochures or catalogues showing the specifications of the equipment.

1.1.3All items supplied conforming to the necessary CE regulation / norm must carry a suitable CE badge of conformity, permanently fixed to the machine where applicable.

1.1.4The Tenderer shall prove that the equipment proposed is produced by a manufacturer who is accredited by ISO 9001:2000 or later or an equivalent European quality mark.

1.2. General Software Specifications

1.2.1All software versions should be Turkish/English.

1.2.2Beta Software is not an option under any circumstances for any of the software in this tender.

1.2.3All proposed software licenses must have at least 3 year upgrade without any additional costs.

1.3. Technical Documents to be included

1.3.1The hardware and software manuals should also be supplied in English and/or in Turkish (if commercially available) as electronic copy.

1.4. Warranty and Product Support Services

1.4.1The Supplier will be expected to provide the warranty services for all equipment for two (2) years after the acceptance.

1.4.2The Supplier is responsible for the provision of “maintenance” and “repair” of the supplies within the warranty period without any charge. The warranty services shall include maintenance, troubleshooting, and spare parts backed up with technical hardware and software support.

1.4.3All repairs and maintenance conducted under the warranty period must be undertaken by service personnel authorised by the relevant manufacturer for these tasks.

1.5. Delivery and installation of the equipment

1.5.1The Supplier shall transport, unload, unpack, assemble, install, start-up, and configure the equipment, and also install the necessary data and electrical cabling in order to deliver the equipment in fully operational condition.

1.6.Training Requirements

1.6.1The Supplier shall provide adequate training programme for the Grant Beneficiary.

1.6.2The Supplier shall provide training materials.The language of the training and the training documents will be Turkish.

1.7.Visibility

1.7.1The Supplier shall take the necessary measures to ensure the visibility of the European Union financing and co-financing. These measures must comply with the rules laid down and published by the Commission on the visibility of external operations.

1.7.2All equipment shall have a solidly fixed metallic type or similar approved durable label, size 75 mm x 35 mm, as appropriate for each piece of equipment, with the EU logo and written:

TR0803.02-XX/XXX

Bu sözleşme Avrupa Birliği ve Türkiye Cumhuriyeti tarafından ortaklaşa finanse edilmektedir.

This project is co-financed by the European Union and the Republic of Turkey.

[Measures to ensure visibility of the European Union financing and co-financing can be provided by the Grant Beneficiary herself. If this is case, section 1.7 about visibility measures can be removed from the Technical Specifications.]

ANNEX 3d2-ii: SUPPLY TENDER SUBMISSION FORM

SUPPLY TENDER SUBMISSION FORM

Contract Number: <TR2013/0119.03.01-02/XX

Tender Title: < Purchasing of equipment for the office project

Tender Number : <TR2013/0119.03.01-02/XX-AA[Please give a progressive number for each tender]

  1. SUBMITTED by (the identity of the Tenderer)

Name and address of legal entity submitting this tender
  1. CONTACT PERSON (for this tender)

Name
Organisation
Address
Telephone
Fax
e-mail
  1. DECLARATION

As part of their tender, the legal entity identified under point 1 of this form, must submit a signed declaration using the attached format.

  1. STATEMENT

I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we have examined and accept without reserve or restriction the entire contents of the tender dossier for the tender procedure referred to above. We offer to provide the supplies requested in the tender dossier on the basis of the following documents, which comprise our Technical and Financial offer presented in one sealed envelopes:

  • Technical Offer + Financial Offer
  • Tenderer's Declaration
  • Completed Legal Entity File

We recognise that our tender will be excluded if we propose key experts who have been involved in preparing this project or engage such personnel as advisers in the preparation of our tender and that we may also be subject to exclusion from other tender procedures and contracts funded by the EU.

Signed on behalf of the tenderer

Name[2]
Signature
Date / XX.XX.201X

DECLARATION REFERRED TO IN POINT 3 OF THE TENDER SUBMISSION FORM

(To be submitted on the headed notepaper of the legal entity that is tendering)

XX.XX.201X

Name and address of the Contracting Authority

Tender Title:< Purchasing of equipment for the office project

Tender Number: <TR2013/0119.03.01-02/XX-AA[Please give a progressive number for each tender]

TENDERER'S DECLARATION

Dear Sir/Madam,

In response to your letter of invitation to the tender for the above contract, we, <Name of legal entity>, confirm that are submitting this tender for the contract for [Lot number <number> of] the above if we are invited to do so.

We hereby declare that we:

  • are making this offer on an individual basis for this contract. We confirm that we are not participating in any other tender for the same contract, whatever the form of the application;
  • are not in any of the situations excluding us from participating in contracts which are listed in Section 2.3.3 of the Practical Guide to contract procedures for EU external actions (available from the following Internet address:
  • agree to abide by the ethics clauses in Section 2.4.14 of the Practical Guide to contract procedures for EU external actions, have not been involved in the preparation of the project which is the subject of this tender procedure unless we prove that the involvement in previous stages of the project does not constitute unfair competition, and, in particular, have no conflict of interests or any equivalent relation in that respect with other Candidates or other parties in the tender procedure at the time of the submission of this offer;
  • have only included data in the application form concerning the resources and experience of our legal entity;
  • will inform the Contracting Authority immediately if there is any change in the above circumstances at any stage during the tender procedure or during the implementation of the tasks; and
  • fully recognise and accept that if we provide false declarations, make substantial errors or commit irregularities and fraud we may be excluded from this tender.

In the event that our tender is successful, we undertake, if required, to provide the proof usual under the law of the country in which we are established that we do not fall into the exclusion situations listed in section 2.3.3 of the Practical Guide to contract procedures for EU external actions. The date on the evidence or documents provided will be no earlier than 1 year before the deadline for submission of tenders and, in addition, we will provide a sworn statement that our situation has not altered in the period which has elapsed since the evidence in question was drawn up.

Yours faithfully,

Signature of authorised representative of the legal entity

Name and position of authorised representative of the legal entity

ANNEX 3d2-iii: FINANCIAL OFFER

FINANCIAL OFFER

Description of Item[3] / Budget line stated in the grant contract / Quantity / Unit costs with delivery, installation, and warranty at delivery place
(Euro) / TOTAL COST
(Euro)
PCs / 24
Notebook / 4
Colour Network Laser Printer / 4
Scanner / 4
USB Flash Drive / 4
Training / 1 / Lump Sum
TOTAL

XX.XX.201X

<Signature of authorised representative of the legal entity>

Name and position of authorised representative of the tenderer

NOTE: Prices should include also after-sales service (if requested in tender), transportation and training (if any). Prices should be quoted DDP (Delivery Duty Paid) without duties and VAT (KDV).

ANNEX 3d2-iv: LEGAL ENTITY FILE[4]

PRIVACY STATEMENT

PRIVATE COMPANIES

ANNEX 3d2-v: EVALUATION GRIDS FOR SUPPLY TENDER

EVALUATION GRIDS FOR SUPPLIES TENDER

Contract Number: <TR2013/0119.03.01-02/XX

Tender Title :< Purchasing of equipment for the office project

Tender Number: <TR2013/0119.03.01-02/XX-AA[Please give a progressive number for each tender]

  1. Opening and Administrative Compliance Grid

Tender envelope number / Tenderer name / Proposal submission date and time / Proposal received before the submission deadline? (Yes/No) / Tender package(s) duly sealed? (Yes/No) / Tender submission form duly completed? (Yes/No) / Tenderer's declaration signed?(Yes/No) / Technical Offer exists? (Yes/No) / Financial offer exists? (Yes/No) / Price provided in Euro or TL? (Yes/No) / Duly completed legal entity file? (Yes/No) / Insert any additional documents requested / Overall decision?
(Accept / Reject)
1 / XX.XX.201X XX:XX
2
3
4
Chairperson's name
Chairperson's signature
Date / XX.XX.201X
  1. Technical/Financial Evaluation Grid(provided as an example, please modify according to the needs)

Tender envelope number / Technical Evaluation / Financial Evaluation
Rules of origin respected?
(Y/N) / Compliance with[5]technical specifications? (Yes/No) / Terms of delivery compliant (Yes/No) / Terms of guarantee compliant (Yes/No) / Post delivery services (Yes/No) / Validity of the offer (Yes/No) / Price without VAT (KDV)
(Yes/No) / Rank
1
2
3
4
Name / Signature
Chairperson
Secretary
Evaluator-1
Evaluator-2
Evaluator-3
Date / XX.XX.201X

1/20

This Supporting Document has been prepared by the CFCU andadopted for the “Improving Social Dialogue in Working Life Grant Scheme”.

Simplified tender dossier for Supplies > €20.000 and < €100.000 GIM / ANNEX-3d

ANNEX 3d2-vi: DRAFT CONTRACT

<Grant Beneficiary’s letterhead

Contract for Supply of Goods

Tender Title :< Purchasing of equipment for the office project

Tender Number :TR2013/0119.03.01-02/XX-AA[Please give a progressive number for each tender]