Open tendering for the delivery of the integrated system for the purpose of the spatial inventory of the physical characteristics of the forest stands (ZP IBS PAN 08/2013)

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Reference number: ZP IBS PAN/08/2013

SPECIFICATION OF ESSENTIAL TERMS OF THE CONTRACT

INFORMATION FOR TENDERERS

AWARDING ENTITY:

MAMMAL RESEARCH INSTITUTEPOLISH ACADEMY OF SCIENCES

17-230 BIAŁOWIEŻA, UL. GEN. WASZKIEWICZA 1, POLAND

Tel. +48 85 6827750; fax. +48 856827752, e-mail:

VAT NR PL 5431225396

Contact person for tenderers: Joanna Łapińska, email:

  1. PROCEDURE FOR AWARDING THE CONTRACT

Procedure is held as an open tendering according to the bill from 29 January 2004 r. Prawo zamówień publicznych (Dziennik Ustaw z 2013 r. poz. 907, z późn. zm.) / Act of 29 January 2004 - Public Procurement Law (Journal of Laws of 2013, item 907, 984, 1047)

The English translation of the Act of 29 January 2004 – Public Procurement Law isprovided at for information purposes. The Polish language version published in the Journal of Laws (Dziennik Ustaw) should be considered the only authentic text of the Act.

Please note that this procedure is held in Polish language only, given English documents are only for information purposes.

  1. OBJECT OF THE CONTRACT

The object of the contract is a delivery of the integrated system (hardware & software) for the purposes of forest inventory, mapping and dendrometric measurements to the Mammal Research Institute, PAS in Białowieża, Poland.

The system must combine real-time, highly precised GPS-based mapping functionality with electronic equipment for detailed dendrometric measurements for effective/efficient forest inventory at research plots. Next to the data collection tasks and mapping functionality the integrated software must include specifically designed modules for project and data management, processing and analysis.

CPV codes:

38 11 11 00 7 – compass

38 11 21 00 4 – GPS devices

38 60 00 00 1 – optical devices

Detailed description of the object of the contract: attachment 5

Tenders of a lot will not be considered

Alternative tenders will not be considered

The awaring entity does not envisage supplementary contracts.

Award procedure is conducted in Polish.

The contract will be settled in Polish currency, the awarding entity doesn’t envisage to settle contracts in foreign currencies

The awarding entity will not provide the advance payment for performance of contract

  1. TIME LIMIT FOR CONTRACT PERFORMANCE

Delivery shall be executed within 14 days from he contract signature – this date applies to equipment and software delivery.

Training term shall be fixed between the tenderer and the awarding entity with minimum 14 days of advance and will not be fixed for the term before 14 days after agreement signature.

  1. DATE AND PLACE OF THE SUBMISSION AND OF THE OPENING OF TENDERS

Tender shall be submitted to the seat of the awarding entity or sent by registered mail to:

MAMMAL RESEARCH INSTITUTE, POLISH ACADEMY OF SCIENCES

UL. GEN. WASZKIEWICZA 1, 17-230 BIAŁOWIEŻA, POLAND

  1. Submition deadline: 12.11.2013., 12:00 Central European Time (room No 2)
  2. Tenders shall be opened on 12.11.2013., 12:15 Central European Time

Directly prior to the opening of tenders the awarding entity shall state the amount they intend to allocate to finance the contract.

During the opening of tenders the names (company names) and addresses of economic operators shall be given as well as information included in the tenders concerning the price, time limit for the completion of the contract, period of guarantee and terms of payment.

The opening of tenders is public. All tenderers can be present during the opening of the tenders. The information from the opening of tenders can be dispatched to economic operators who were absent during the opening of tenders upon their request.

  1. DESCRIPTION OF THE MANNER OF THE TENDER PREPARATION AND SUBMISSION
  1. Tenderers are obliged to submit the offer in accordance with requirements laid down in specification of the essential terms of the contract. Alternative tenders or tenders for a lot shall not be considered.
  2. The offer should be submitted using the form in Attachment No. 1 to the Specification (Polish version should be used, English version is just for information purpose)..
  3. The economic operator shall attach to his tender all declarations and documents that satisfies the conditions for participation in the award procedure mentioned in chapter VI of this SETC.Photocopies ofthe documents attachedto the tender need to be certifiedas a true copyby the authorized person.
  4. Tender shall be placed in a sealed envelope secured against opening till the opening session, and addressed as follows:

Mammal Research Institute, Polish Academy of Sciences

ul. Gen. Waszkiewicza 1, 17-230 Białowieża, Poland

“Open tendering for the delivery of the integrated system for the purpose of the spatial inventory of the physical characteristics of the forest stands (ZP IBS PAN 08/2013)”

„DO NOT OPEN BEFORE THE OPENING SESSION”

  1. Any tender received after the stipulated deadline will not be considered and shall be returned to the tenderer without opening.
  2. The offer shall be written, legibly, in Polish (computer printout or typing writer is suggested).
  3. The offer must be duly signed by the person authorised to represent a company.
  4. If the person / persons signing the tender operate under a power of attorney, the power of attorney must clearly indicate the authorization to sign the tender. The power of attorney must be attached to the tender in original or must be a certified copy of the original document.
  5. Tenderer may submit only one tender
  6. Tenderer may make changes, corrections, modifications and supplementation in the submitted offers, if awarding entity is given a written notification before the deadline for the tender’s submission. Above-mentioned notification shall be submitted according to the same conditions referred to the offer, i.e. in sealed envelope with the inscription and “CHANGE” as a foot-note.

Tenderer has the right of withdrawal from the procurement procedure before the deadline for the offer submission by lodging the written notice with an inscription „WITHDRAWAL”, on the same conditions as given above.

Envelopes signed with an inscription „CHANGE” shall be opened together with the opening of the original offer of the tenderer introducing changes, and, after confirmation of procedural correctness, they shall be enclosed with the offer

Envelopes signed with an inscription „WITHDRAWAL” shall be opened first, if the tenderer’s procedure is stated as correct and compliant with the submitted offers, and inner envelopes with the withdrawn offers shall not be opened.

  1. All corrections or changes in the offer content must be initialed and dated in handwriting by the person authorised to sign the offer.
  2. All pages of the offer should be stapled together to prevent the possibility of confusion, and each page shall be subsequently numbered and initialed.
  3. Tenderers shall cover any expenses concerning the offer preparation and submission.
  1. CONDITIONS FOR PARTICIPATION IN THE PROCEDURE AND DESCRIPTION OF THE METHOD USED FOR THE EVALUATION OF THE FULFILLMENT OF THOSE CONDITIONS;

Participation is open for tenderers who meet the conditions related to:

  1. authorisations to perform specific activities or actions, if such authorisations are required by the law;
  2. knowledge and experience and appropriate technical potential and personnel capable of performing a contract;
  3. economic and financial standing.
  4. Are not excluded from the procurement procedure on grounds of the Public Procurement Act of 29 January, 2004, Article 24.

Evaluation of the fulfilment of those conditions will be based on declaration made by tenderer.

  1. REQUIRED DOCUMENTS FOR THE CONFIRMATION OF THE FULFILMENT OF THE CONDITIONS FOR PARTICIPATION IN THE PROCEDURE

Tenderers applying for public procurement No ZP IBS PAN/08/2013, must submit the following documents (original documentsorcertifiedtruecopiesor extractsthereof):

  1. completed and duly signed OFFER FORM (attachment No 1) (use Polish version); including all the declarations and the list of offered products.
  2. DECLARATION BY THE TENDERER concerning the requirements specified in the Article 22, Section 1, of the Public Procurement Act and the declaration concerning exclusion from the procurement procedure on grounds of the Public Procurement Act of 29 January, 2004, Article 2 (attachment No 2) (use Polish version);
  3. current copy from the appropriate register of commercial registration (if distinct regulations demand notification to the record) with the current factual and legal state of the tenderer, issued not earlier than 6 months prior to the deadline for tender submission;
  4. If the contractor’s is based outside of Poland, to prove that the contractor should not be excluded from the procedure based on the art. 24 item 1 point 2 of the Procurement Act, instead of a copy of an appropriate business register entry, the contractor submits document(s) stating that the contractor is not in liquidation and not declared bankrupt. The document(s) should be issued within 6 months from the deadline for the submission of offersin the country of where the contractor is based.
  5. If in the country of contractor’s residence, document(s) described in point 4 are not issued, they can be replaced by a formal declaration enlisting people authorised to represent the contractor.
  6. In case of doubts concerning the content of the document(s) submitted by the contractor based outside of Poland, the ordering entity can approach appropriate authorities in the country where the contractor is based and seek information regarding the submitted document(s).
  7. The documents can be submitted either Polish or in English or in another foreign language with a Polish translation enclosed.
  8. According to Article 26 paragraph 2d of the Public Procurement Law and of the Act of 16 February 2007 on competition and consumer protection (Journal of Laws No. 50, item 331 as amended) tenderer shall submit a list of entities belonging to the same capital group or declaration on lack of membership in any capital group. (definition of the „capital group” as indicated in Article 24 paragraph 2 item 5, Public Procurement Law). Attachment no4.
  1. DESCRIPTION OF THE METHOD OF THE PRICE CALCULATION
  1. Declared price must take into account all the requirements described by the awarding entity in SETC. The price must include the delivery cost.
  2. Tender price must be declared in Polish currency and must include VAT tax.
  3. Attributing a correct VAT rate rests on the tenderer.
  1. DESCRIPTION OF CRITERIA WHICH THE AWARDING ENTITY WILL APPLY IN SELECTING A TENDER
  1. The awarding entity shall select the best tender on the basis of the price ;

Price = 100 %

  1. Awarding entity shall correct, after the tenderer’s agreement, self-evident errors, referred to in Article 87 of the Public Procurement Law;
  2. If correction according to the procedure results in change of the offered price, the binding price for the tenderer and awarding entity shall be the price after correction.
  3. In the course of the offer’s evaluation, the awarding entity may request the tenderer to explain the content of the submitted offer.
  4. The awarding entity shall award the contract to the tenderer whose tender fulfils all requirements specified in the Public Procurement Act, the specification of essential terms of the contract, and has offered the lowest price.
  5. The awarding entity shall notify all tenderers which submitted valid offers, on the result of public procurement procedure. The successful tenderer shall be additionally notified on the date and place of signing the public procurement contract.
  6. Contract with the awarded tenderer shall be signed as specified in Article 94 of the Public Procurement Act and not later than prior to the expiry of the time limit during which a tenderer must maintain his tender, unless there are circumstances specified in Article 93, item 1, clause 4-7, of the Public Procurement Act.
  7. If the tenderer whose tender has been chosen attempts to avoid signing the public procurement contract, the awarding entity shall chose from the remaining tenders without their reassessment.
  1. EVALUATION AND SELECTION OF THE OFFER

The offer that will receive the highest total number of points awarded for each criteria according to the rules shown below will be chosen as the best offer.

Price = 100%.

The economic offer who submits the offer with the lowest price will be awarded 100 points. Other tenderers will be awarded with less points accorind to the formula below:

Scoring = Lowest pricex 100

Evaluated offer price

  1. INFORMATION ON THE MANNER OF COMMUNICATION BETWEEN THE AWARDING ENTITY AND ECONOMIC OPERATORS AS WELL AS OF DISPATCH OF DECLARATIONS AND DOCUMENTS
  1. The awarding entity and the economic operators shall provide all the statements, requests, notifications and information in writing, by fax or by electronic means. Fax + 48 85682 7752, email: .
  2. If the awarding entity or the economic operator provides statements, requests, notifications and information by fax or by electronic means, either party at the request of the other party shall acknowledge the receipt immediately.
  3. Person authorized by the awarding entity and responsible for contact with tenderers is:

Joanna Łapińska

e-mail:

  1. Explanations to SETC

The economic operator may request the awarding entity to explain the contents of the specification of essential terms of the contract.

The awarding entity shall provide such explanation immediately, but not later than 2 days before the expiry of the time limit for submission of tenders provided that the request for explanation of the contents of specification of essential terms of the contract was received by the awarding entity not later than by the end of the day, on which passes half of the time limit allowed for submission of tenders.

If the request for explanation of the contents of specification of essential terms of contract was received after the end of the time limit for such requests or when the request pertains to clarifications already given, the awarding entity can either give clarifications or disregard the request.

The extension of the time limit for submission of tenders shall not affect the run of the time limit for requests as referred above.

The awarding entity shall provide the text of the queries along with the explanations at the same time to all the economic operators who have received the specification of essential terms of contract, without disclosing the source of the query, and shall post it at

The awarding entity will not arrange a meeting of all the economic operators to dispel any doubts concerning the contents of the specification of essential terms of contract.

  1. Modifications of SETC

In justified cases, the awarding entity may, prior to the expiry of the time limit for the submission of tenders, modify the content of the specification of essential terms of contract. This modification shall be immediately provided to all the economic operators who have received the specification of essential terms of contract, and it shall be posted on the website

If due to the modification of the content of specification of essential terms of contract which does not lead to the modification of the content of the contract notice an additional time is necessary to make changes to the tenders, the awarding entity will extend the time limit for the submission of tenders, and will notify the economic operators who have received the specification of essential terms of contract, and will likewise post this information on website

  1. TIME LIMIT DURING WHICH AN ECONOMIC OPERATOR MUST MAINTAIN ITS TENDER;

The bid shall remain binding upon the tenderer for the period of 30 days from the deadline of the tender’s submission.

  1. DEPOSIT REQUIREMENTS

No deposit requirements.

  1. LEGAL PROTECTION MEASURES

Economic operators are granted with the legal protection measures specified in Title VI if they have or had interest in being awarded the contract and suffered or may suffer a damage as a result of the violation of the provisions of this Act by the awarding entity.

  1. ESSENTIAL TERMS OF THE CONTRACT – attachment No 3

APPROVAL:......

Białowieża, 31October, 2013

Attachments:

Attachment 1 - OFFER FORM

Attachment 2 - DECLARATION BY THE TENDERER

Attachment 3 - CONTRACT FORM

attachment 4 – declaration on belonging to a capital group

attachment 5 – detailed description of the object of the contract