Documentation on Open RFQ December 6, 2011
Purchasing documentation on
Open Request for Quotations for Contract Awarding to Provide Rack Mount Servers and backup equipment to MobiDram which is the subsidiary company of “K- Telecom” CJSC for the Period of Y2011 - 2012
Yerevan 2011
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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)...... 5 2.3. Payments Terms and Condition...... 5 3.Order of execution of Request for Quotations...... 6 3.1. Preparation of Quotations...... 6 3.2. Requirements to Applicants. Approval of compliance with the presented requirements...... 7 3.3. Submission and acceptance of Quotations...... 7 3.4. Decision-making...... 8 3.5. Agreement conclusion...... 9 3.6. Notification of Applicants about the results of Request for Quotations...... 9 4.Samples of standard forms of documents, included in the Annex...... 10 4.1. Letter about offer submission (Form 1)...... 10 4.2. Applicant’s Questionnaire (Form 2)...... 12 4.3. Applicant’s Work History Reference List (Form 3)...... 14
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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), on behalf of its MobiDram which is the subsidiary company (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 HP partner companies (hereinafter referred to as the Applicants) for submission of Proposals with the right to conclude agreement on HP Rack Mount servers and backup equipment supply to K Telecom Financial Services.
1.1.2. For further information, please apply to the Organizer Contact person: Hmayak Yezekyan Procurement senior Specialist Administration Services Department Purchasing Unit “K-Telecom” CJSC (VivaCell-MTS) 4/1 Argishti Street Yerevan 0015, Armenia Tel.: +374 93 298582 Fax: +374 93 298541 E-mail: [email protected]
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”.
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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.
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2. Subject of RFQ
2.1.The subject of RFQ is as follows: Delivery of HP Rack Mount servers and Backup system
HP DL380G7 SFF CTO Chassis 2 x Intel Xeon L5630 (2.13GHz/4- core/12MB/40W, DDR3-1066, HT, Turbo 1/1/2/2) Processor, 16GB (8 x2GB) PC3-10600 (DDR3-1333) Registered DIMMs , 8 x 146GB 6G SAS 15K SFF (2.5in) DP HDD, HP Smart Array P410i/256 МБ Controller, 2 x 460W CS Gold Hot Plug Power Supply, Two HP NC382i Dual Port Multifunction Gigabit Server Adapters, Rack (2U), DVDrom. HP DL380G7 SFF CTO Chassis 2 x Intel Xeon L5630 (2.13GHz/4- core/12MB/40W, DDR3-1066, HT, Turbo 1/1/2/2) Processor, 16GB (8 x2GB) PC3-10600 (DDR3-1333) Registered DIMMs , 8 x 146GB 6G SAS 15K SFF (2.5in) DP HDD, HP Smart Array P410i/256 МБ Controller, 2 x 460W CS Gold Hot Plug Power Supply, Two HP NC382i Dual Port Multifunction Gigabit Server Adapters, Rack (2U), DVDrom. HP DL380G7 SFF CTO Chassis 2 x Intel Xeon L5630 (2.13GHz/4- core/12MB/40W, DDR3-1066, HT, Turbo 1/1/2/2) Processor, 16GB (8 x2GB) PC3-10600 (DDR3-1333) Registered DIMMs , 4 x 146GB 6G SAS 15K SFF (2.5in) DP HDD, HP Smart Array P410i/256 МБ Controller, 2 x 460W CS Gold Hot Plug Power Supply, Two HP NC382i Dual Port Multifunction Gigabit Server Adapters, Rack (2U), DVDrom. HP DL380G7 SFF CTO Chassis 2 x Intel Xeon L5630 (2.13GHz/4- core/12MB/40W, DDR3-1066, HT, Turbo 1/1/2/2) Processor, 24GB (12 x2GB) PC3-10600 (DDR3-1333) Registered DIMMs , 8 x 300GB 6G SAS 10K SFF (2.5in) DP HDD, HP Smart Array P410i/256 MB Controller, 2 x 460W CS Gold Hot Plug Power Supply, Two HP NC382i Dual Port Multifunction Gigabit Server Adapters, Rack (2U), DVDrom. HP MSL2024 1 LTO-5 Ultrium 3000 SAS Tape Library Connection to Proliant 380 G7 (583914-B21) server it means SAS HBA, SAS cable and etc. 10x HP LTO-5 Ultrium 3TB RW Data Cartridge (1 pack) C7975A
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1x HP Ultrium Universal Cleaning Cartridge (1 pack) C7978A Possibility for backup MS Exchange 2010 database HP TFT7600 G2 KVM Console Rack mount Keyboard Intl Monitor, HP Server Console Switch 0x2x8 KVM switch - 8 ports - PS/2 - CAT5 – stackable HP Server KVM console switch 0x2x8, Keyboard / Mouse Interface - PS/2, HP 1U RackMount Display/Keyboard/Mouse - 15" TFT active matrix KVM console HP KVM CAT5 8-pack PS/2 Interface Adapter 262587-B21 APC Rack NetShelter SX 42U 600mm Wide x 1070mm Deep Enclosure P/N AR3100 3 year warranty + support after warranty;
The Applicant shall submit - Quotation according to the attached Annex1 - General Pricelist for other goods 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). The Applicant should clearly present the applied discounts. Below two points should be filled for supplying goods Applicant shall include in its proposal detailed information about proposed goods (equipment, devices, materials, etc.), including the information about the country of origin. 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 Agreement with the selected vendor will be concluded for the one year, with the renewal possibility.
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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)
2.3. Payments Terms and Condition
The payment terms are as follows: the 100% of the cost of the contract is paid within 10 banking days after supply, receipt of the final invoice and signing of the delivery and acceptance act but any other terms of payment shall be discussed and upon other equal conditions the preference shall be give to the Applicant suggesting the best payment terms;
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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 [email protected] 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.
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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 Armenian market not less than 3 year(s); 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” CJSC Original/Copy of the Quotation 4/1 Argishti str., Yerevan, Armenia
Do not open before 17:00 o’clock (Yerevan time) 19/12/2011.
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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 17:00 o’clock (Yerevan time) 19/12/2011. 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
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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.
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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 B e g i n n i n g o f f o r m
«_____»______№______
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 dd/mm/yyyy and Documentation on the Request for Quotations on (Subject of RFP)______, and accepting the requirements of the Request for Quotations ls 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. on ____ sheets; 2. Documents, which prove Applicant’s compliance with the established requirements - on____ sheets;
______(Signature, stamp) ______(Full name and position of the Signatory)
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E n d o f f o r m
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 exclusive, (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.
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4.2. Applicant’s Questionnaire (Form 2)
4.2.1. Applicant’s Questionnaire form B e g i n n i n g o f f o r m
Attachment 1 to the letter about offer submission dated “____”______city, №______
Questionnaire for Applicants
Applicant’s title and address ______
№ Title Applicant information 1. Applicant’s organizational-legal form and business name 2. Certificate of registration in the Uniform State Register of Legal Entities (date and number, issued by) 3. Applicant’s tax code 4. Legal address 5. Postal address 6. Bank details (name and address of the bank, number of the Applicant’s bank account, bank telephones, other bank details) 7. Applicant’s phone numbers (with the indication of the city code) 8. Applicant’s fax number (with the indication of the city code) 9. Applicant’s e-mail address 10. Full name of the Applicant’s head who is entitled to sign pursuant to the Applicant’s constituent document, with the indication of the position and contact telephone
______(Signature, stamp) ______
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(Full name, position of the signatory)
E n d o f f o r m
4.2.2. Instructions for filling in the form:
Date and number of Quotation are indicated by the Applicant in accordance with the letter about offer submission.
Applicant indicates its business name (including its organizational-legal form) and address.
Applicants must fill in the above mentioned table in all positions. In case of absence of any data, indicate the word “none”.
In row 6 “Bank details…” are indicated the details, which will be used during Agreement conclusion.
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4.3. Applicant’s Work History Reference List (Form 3)
Applicant’s Work History Reference List B e g i n n i n g o f f o r m
Attachment 2 to the letter about offer submission dated “____”______city, №______
Reference List
Applicant’s title and address ______
Work History Reference Table Contact Company Project Project Project End Person Name N Name Name/Type Start Date Date & Phone Number 1 2 3 4 5 6 7 8 9
______(Signature, stamp) ______(Full name, position of the signatory)
E n d o f f o r m
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