By the Tender Committee
SJSC „Latvijas gaisa satiksme”
Minutes of the Meeting Nr.1
(with amendments 16.03.2015.)
RULES OF TENDER
“Airport blind spot zones monitoring and control system”
(identification No.LGS 2014/90)
- General information
1.1. The public tender “Airport blind spot zones monitoring and control system”,identification No.LGS 2014/90 (hereinafter referred to as Public Tender) is held by SJSC “Latvijas gaisa satiksme” (further referred to as Customer), registration No: 40003038621, address: International Airport “Rīga” KDP ēka, Mārupes novads, LV-1053, Latvia, phone:+371 67300950, fax: +37167300803, e-mail: .
1.2.Customer’s contact person: Evita Morkūna, phone: +37167300840, e-mail: . During the tendering the contact person will provide only organizational information.
1.3.Receipt of Rules of Tender is free of charge. Rules of Tender may be received in several ways:
1.3.1.Rules of Tender are available for download on Customer’s website ( under the title “CORPORATE INFORMATION” in section “PROCUREMENT”;
1.3.2.Tenderers may receive a hard copy of Rules of Tender and their Annexes which are integral parts of the Rules every working day from 830 to 1700 (on Fridays from 830 to 1600) in Customer’s premises in International Airport “Rīga” KDP ēka, Mārupes novads, LV – 1053, Latvia with a prior notice, calling +37167300840 or +371 67300811;
1.3.3.Upon a Tenderer’s request Tender Committee will mail the Rules of Tender within 3 (three) working days after receipt of such request provided it has been communicated in a due time before the expiry of the submission date;
1.3.4.By downloading the Rules of Tender or receiving their printouts, Tenderers assume responsibility for checking for any further updates or amendments provided by the Tender Committee on the above said website.
1.4.Tenderer may request a written explanation of the Rules of Tender, sending their request to the Tender Committee, SJSC “Latvijas gaisa satiksme”, International Airport “Rīga” KDP ēka, Mārupes novads, LV-1053, Latvia, by fax: +37167300803, or by e-mail . Tender Committee will send a written answer to the inquirer and post it on the Customer’s website under the section “PROCUREMENT”.
1.5.Tenderers shall undertake all expenses incurred due to preparation and submission of their proposals. Customer shall not have any obligations regarding all these expenses.
- Subject of the Tender and Terms of Reference
2.1.Subject of the Tender is supply and implementation system of airport blind spot zones monitoring and control for SJSC “Latvijas gaisa satiksme” in compliance with the Technical Specification (Annex 6), Draft Contract (Annex 5) and other requirements of the Rules of Tender:
2.2.Tenderer’s proposal shall cover the full scope of the Tender subject. Only one version shall be proposed.
2.3.Place and duration of the contract: Latvia, Riga International Airport in accordance with Draft Contract (Annex 5).
2.4.A Site Survey will be held during week 08 (16.Feb.2015.-20.Feb.2015.) at Customer’s premises in International Airport “Rīga” KDP ēka, Mārupes novads, LV-1053, Latvia. Dates and times should be coordinated by Customer and Tenderer in beforehand upon Tenderer’s written request, but, preliminary, the planned date is
February 16th, 2015 at 10:00 AM Riga time. Participation in Site Survey is voluntary and Tenderer’s absence will in no way affect the Tendering.
- Format of proposals, requirements for submission and order of proposal opening
3.1.Tenderers shall submit their proposals every working day from 830 till 1700 (Fridays from 830 till 1600) either personally or by post to Tender Committee, SJSC “Latvijasgaisa satiksme”, International Airport “Rīga” KDP ēka, Mārupes novads, LV-1053, Latvia, starting from the date when the respective Tender has been announced on the Procurement Monitoring Bureau website www.iub.gov.lvuntil 12:00 p.m. (local time) on the5th of May 2015. Proposals shall be delivered to the given address until the abovementioned due date. Proposal submitted after the due date will be returned back unopened.
3.2.Tender Committee will register proposals in the order of their submission in the Tenderers List. Customer will ensure that the list of Tenderers is not made public until the proposal opening date and time.
3.3.The proposal opening meeting will be held at 12:00 p.m. (local time) on the 5th of May 2015.in Customer’s premises in International Airport “Rīga” KDP ēka, Mārupes novads, LV-1053, Latvia, in line with the Public Procurement Law of Latvia:
3.3.1.Proposal opening meeting is held public;
3.3.2.Tenderers’ representatives shall timelyapply forparticipation inthe openingmeeting, giving a prior notice to Tender Committee’s designated contact person (see paragraph 1.2);
3.3.3.Participants of the opening meeting will be registered in the Participants’ List providing the following information: Tenderer’s firm, address, authorized person’s name, family name, business title and signature;
3.3.4.Tender Committee will open proposals in the order of their submission announcing the Tenderer’s firm, submission date and time and the total price of the Financial proposal. Proposal opening procedure as well as the reported information will be registered in the Minutes of the Meeting;
3.3.5.If Tenderer requests a copy of the Minutes of the opening meeting, Tender Committee shall provide it within 3 (three) working days after receipt of such request.
3.4.Proposal shall be submitted in one sealed envelope clearly marked as follows:
3.4.1.Customer’s name and address;
3.4.2.Tenderer’s company, address, email, telephone and fax number;
3.4.3.Title and identification number of the Tender: Airport blind spot zones monitoring and control system (Identification No. LGS 2014/90)
3.4.4.note: NOT TO BE OPENED UNTIL 12:00 p.m. (local time) on the5th ofMAY 2015.
3.5.The following sections and content are required for each proposal:
- Cover/Title Page;
- Table of Contents;
- Company Information;
- Completed Application Form (Annex 1) signed by the Tenderer’s executive with the rights of representation or by its authorized person;
- Selection documents as listed in Section 5;
- A completed Experience Confirmation Form (Annex 2)
- Technical Proposal in line with Technical specification (Annex 6);
- Financial Proposal in EUR and Costs Break Down Structure (Annex 4);
3.6.All above mentioned documents and information contained herein must fully correspond to requirements of Rules of Tender.
3.7.Proposal must be signed by the Tenderer’s official with signature rights or by their authorized person.
3.8.Proposal documents shall be prepared simply and economically, providing a comprehensive and concise description of the Tenderer’s capabilities to satisfy the requirements of the Rules of Tender.
3.9.There is no necessity for expensive bindings or other promotional material unless such material is absolutely pertinent to the proposal. Emphasis should be placed on completeness and clarity of content, and on its compliance with the Rules of Tender.
3.10.Proposal shall have its pages numbered and bound together to avoid their separation.
3.11.Proposal documents must be clear and legible to avoid any misunderstanding as to the words and figures with no insertions, corrections, erasures or arithmetic mistakes.
3.12.The language of the proposal and all documents contained herein shall be English or Latvian. Proposal and/or documents in any other language shall be translated into English or Latvian.
3.13.Proposals shall be submitted in computer printouts with a table of contents (one original). The back page shall be marked as follows:
3.8.1.Number of pages bound together;
3.8.2.Signature of the Tenderer’s executive with the rights of representation or of their authorized person;
3.14.All proposal documents shall be prepared in line with these Rules of Tender. If document copies are submitted, they shall be approved by the Tenderer’s executive with the rights of representation (signature, date, name, family name, stamp).
3.15.Tenderer shall clearly refer to a part or parts in their proposal that are classified as a commercial in secret (if any).
3.16.If the envelope has not been formatted in line with the paragraph 3.4, Tender Committee issues a written statement stating the inconsistencies of the format and time and conditions of its reception.
3.12.Modification or withdrawals of the proposal:
3.12.1.Tenderers may modify or withdraw the submitted proposal upon a written notice to the Tender Committee prior to the due date set out in the paragraph 3.1. of these Rules.
3.12.2.Such modifications or withdrawals shall be prepared and submitted in a sealed envelope clearly marked as the “AMENDMENT TO THE PROPOSAL” or “WITHDRAWAL OF THE PROPOSAL”. Withdrawal is of an unconditional nature and it terminates further participation in the Tender.
3.12.3Modifications or withdrawals submitted beyond the due date will not be accepted.
- Tenderers’ qualification (selection) requirements
4.1.Tenderer shall be registered in compliance with the legal acts and wherever stated by the law.
4.2.The Tenderer shall also prove that they are not subject to any of the exclusion grounds listed in paragraphs 1, 2, 3, 4, 5 and 6 of Article 391 of the Latvian Public Procurement Act for the Classic Sector. Resultant hereof, Tenderer shall prove that:
4.2.1.Tenderer’s insolvency process has not declared, its economic activity has not been suspended or stopped, no legal proceedings have been started in regard to tenderer’s bankruptcy or it is not being liquidated;
4.2.2.Tenderer has no tax debts in any of the countries - in Latvia or tenderer’s country of registration or permanent residency (including debts of compulsory state social insurance contributions) that in total exceed 150 EUR (one hundred fifty euros);
4.2.3.Tenderer or the person who is a member of the tenderer’s board or council or a procurator, or a person who is authorized to represent the tenderer in actions related to a subsidiary, has not be found guilty by a decision of a court judgement or a public prosecutor’s injunction regarding the punishment that has come into force and has become indisputable within the last 3 (three) years since the day the offers have been submitted to Customer of any of the following crimes:
188.8.131.52.Taking of bribes, bribery, bribe embezzlement, mediation for bribery, acceptance of unauthorized benefit or commercial bribery;
184.108.40.206.Fraud, embezzlement or money laundering;
220.127.116.11.Evasion of taxes and equivalent payments;
18.104.22.168.Terrorism, financing of terrorism, invitation to terrorism, threats of terrorism or recruitment and training of a person for execution of an act of terrorism.
4.2.4.Tenderer has not be found guilty by a decision of a competent institution or a court judgement, that has come into force and has become indisputable and unappealable within last 3 (three) years since the day the offers have been submitted to Customer, of crimes that constitute as: employment of one or more citizens or nationals of the countries that are not members of the European Union if they reside in the territory of the European Union country illegally employment of one or more citizens or nationals of the countries that are not members of the European Union if they reside in the territory of the European Union country illegally:
4.2.5.Tenderer has not been found guilty by a decision of a competent institution or a court judgement, that has come into force and has become undisputable andunappealable within the last 12 (twelve) months since the day the offers have submitted to customer, of fraudulent competition in a form of vertical agreement with a purpose to impair customer’s freedom to define the resale price or horizontal cartel agreements, except when the respective institution at the moment of identification of the breach of competition rights has released the candidate or tenderer from the penalty or has decreased the penalty for cooperation within the framework of the leniency program;
4.2.6.The Tenderer has provided true and complete information for evaluation of their qualification.
4.3.The above said clauses also apply to subcontractors that are contracted for services exceeding 20 % of the total contract value, member of a partnership, or the Tenderer’s designated person on whom the Tenderer relies to demonstrate its ability to meet the qualification requirements outlined herein.
4.4.Tenderer shall comply with requirements of the Technical Specification (Requirements and Specifications) (Annex 6);
4.5.Tenderer shall be ISO 9000certified or shall have an internal quality control system covering the scope of system implementation,integration, maintenance and support.
4.6.Tenderer shall havewithin last 3 (three) years successfully implemented at least two systemsof the same technical scope as per this Tender, developed within the above said period for the Tower Control at the airports for: 1) monitoring and control of the selected area at the aerodrome using video surveillance for the civil or military ATC purposes, and/or 2) target tracking at the aerodromeusing video surveillance for the civil or military ATC purposes.
- Tenderers’ qualification (selection) documents
5.1.To demonstrate their compliance with the qualification requirements set out in the Rules of Tender, the Tenderer shall submit the following documents:
5.1.1.Application Form in line with Annex 1 signed by the Tenderer’s executive with the right of representation or by Tenderer’s authorized person. If Tenderer is a partnership and no rights of representation have been assigned in the contract, then every member of a partnership shall sign original Application Form (Annex 1);
5.1.2.A copy of Certificate of Incorporation;
5.1.3.A document (the original or a copy approved by the Tenderer) certifying the rights to sign the Tender documentation on behalf of the Tenderer (e.g. a reference issued by the Latvian Company Register or a respective foreign register (for non-domestic Tenderers) - original or a copy approved by the Tenderer’s executive listing the names of the Company executives with the right of representation. Such reference shall be issued not earlier than a month prior to the submission date). If proposal is signed by another person, then a respective warranty shall be enclosed (the original or a copy approved by the Tenderer).
5.1.4.Tenderer shall present evidence of its previous experience maximum within last 3 yearsto justify its ability to perform in line with the requirements and volume of the present Tender by completing the Confirmation of Experience Form (Annex 2) and including therewith:
a) description of at least two successfully implemented systems of the same technical scope as per this Tender,developed within the above said period for the Tower Control at the airports, i.d: 1) monitoring and control of the selected area at the aerodrome using video surveillance for the civil or military ATC purposes, and/or 2) target tracking at the aerodrome using video surveillance for the civil or military ATC purposes;
b)detailed description of these systems;
c) at least two positive customer references (including contact details).
5.1.5.Copy of ISO 9000 certificate or a detailed description of Tenderer’s internal quality system covering the scope of system implementation, integration, maintenance and support.
5.2.Foreign Tenderers are eligible to submit different documents than those set out in paragraphs 5.1.2 and 5.1.3 provided that they are issued by foreign institutions, authorities or persons thus entitled under the applicant’s country of registration and that the respective legal basis is indicated. Where the laws of the Tenderer’s registration country do not provide submission of documents required in paragraphs 5.1.2 and 5.1.3, the Tenderer shall submit acknowledgment or explanation in order to provide the requested information.
5.3.If Tenderer is a partnership, it shall be clearly stated which person has been authorised to represent the partnership for the purposes of the given Tender by completing the 3rd paragraph of the Application Form (Annex 1) and enclosing documents listed in paragraph 5.4. of the Rules of Tender.
5.4.Partnership shall submit the following documents:
5.4.1.A warranty issued by partnership to the person who has been authorised by the rest of the partnership members to act on their behalf by signing and submitting the Tender documents and perform other activities in the given tender, or partnership agreement signed by all members that clearly states the person who has been authorised to act on behalf of a partnership and each member’s scope of responsibility (original documents or their approved copies);
5.4.2.copy of Certificate of Incorporation of legal entities involved in a partnership;
5.4.3.Application Form (Annex 1) signed by the authorised person and clearly stating the following:
a)list of partnership members with name of company, registration number, address and phone for legal entities and name, personal ID, postal address and phone for physical persons;
b)each member’s scope of responsibility in %;
c)description of a part/parts of contract to be performed by each member.
5.4.4.Confirmation signed by the authorised person clearly stating that partnership members comply with the qualification requirements set out herein in paragraph 4.1.
5.4.5.Selection documents listed in Section 5 justifying member’s compliance with qualification requirements and its ability to perform the part of contract as stated in Application Form.
5.5.If Tenderer has subcontractor that is contracted for services exceeding 20 % of the total contract value or regardless of the volume of subcontracted services relies on subcontractor to demonstrate its ability to meet the qualification requirements outlined herein, then Tenderer shall complete the 4th section of Application Form (Annex 1) clearly stating the scope and volume of subcontracted services (% of the total contract value) and providing a detailed description of subcontracted part, and enclosing the following documents:
5.5.1.Subcontractor’s confirmation (original) or cooperation agreement between Tenderer and subcontractor (original or copy approved by the Tenderer) justifying subcontractor’s will to perform the assigned part/parts of the contract.
5.5.2.A copy of subcontractor’s Certificate of Incorporation.
5.5.3.A document (the original or a copy approved by the Tenderer) certifying the rights of a person having signed the confirmation statement or cooperation agreement to act on behalf of the subcontractor (e.g. a reference issued by the Latvian Company Register or a respective foreign register for non-domestic Tenderers (original or a copy) that lists names of the Company executives with the right of representation. Such reference shall be issued not earlier than a month prior to the submission date). If above said documents are signed by another person, then a respective warranty shall be enclosed (original or a copy approved by the Tenderer).
5.5.4.Respective copies of selection documents (Section 5) to justify that subcontractor’s qualification complies with the requirements and is appropriate for performance of the assigned part/parts of the Contract.
5.5.5.subcontractor’s confirmation (original) on compliance with the qualification requirements set out herein in paragraph 4.1. and 4.2..
- Technical proposal
6.1.Technical proposal shall be prepared and submitted in line with the Technical specification (Annex 6).
6.2.Technical Proposal shall comprise at least the following sections:
6.2.1.Compliance Matrix based on requirements of the Technical specification;