This Programme is funded by CFCU is the Contracting Authority the European Union of this programme
CIVIL SOCIETY DIALOGUE – EU-TURKISH CHAMBERS FORUM
EU-TURKEYEU-TURKEY CHAMBERSCHAMBERS PARTNERSHIPPARTNERSHIP GRANTGRANT SCHEMESCHEME PROGRAMMEPROGRAMME
SimplifiedSimplified TenderTender DossiersDossiers forfor Services,Services, SuppliesSupplies andand WorksWorks underunder thethe NegotiatedNegotiated ProcedureProcedure
CFCU-2009 Simplified Tender Dossiers for Services, Supplies and Works under the negotiated procedure
This document has been prepared in Turkish and English. In the event of any contentious issues arising, the English version will be binding.
CFCU-2009 2/52 Simplified Tender Dossiers for Services, Supplies and Works under the negotiated procedure
Table of Contents
I. Simplified Tender Dossier Services under the negotiated procedure: > €10.000 and < €50.000 Letter of Invitation to Tender Annex 1: Simplified Terms of Reference Annex 2: Simplified contract for Services below €50.000 Annex 3: Simplified Service Tender Submission Form Annex 4: Bank account notification form Annex 5: Legal Entity File Annex 6: Simplified Evaluation Grids for Services Tender Annex 7: Grant of Facilities
II. Simplified Tender Dossier Supplies under the negotiated procedure: > €10.000 and < €60.000 Letter of Invitation to Tender Annex 1: Technical Specifications and Requirements Annex 2: Simplified contract for Supplies between €10.000 and €60.000 Annex 3: Simplified Supply Tender Submission Form Annex 4: Financial Identification Form Annex 5: Legal Entity File Annex 6: Financial Offer / Blank Price Breakdown (Sample) Annex 7: Simplified Evaluation Grid for supplies tender Annex 8: Grant of Facilities
III. Simplified Tender Dossier Works under the negotiated procedure: > €10.000 and < €50.000 Letter of Invitation to Tender Annex 1: Simplified Technical Specifications for Works Annex 2: Simplified contract for Works < €50.000 Annex 3: Simplified Works Tender Submission Form Annex 4: Financial Identification Form Annex 5: Legal Entity File Annex 6: Simplified Evaluation Grid for Works tender Annex 7: Grant of Facilities
IV. Standard Forms for the Evaluation Committee Nomination of an Evaluation Committee Declaration of impartiality and confidentiality Simplified Evaluation Report (works / supplies) Simplified Evaluation Report (services)
IV. Other Letter to unsuccessful tenderers
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Simplified Tender Dossier Services Negotiated Procedure: > €10.000 and < €50.000
LETTER OF INVITATION TO TENDER
Project Title and Contract Number: ______
INVITATION TO TENDER
To: ______
Contract Title:
Dear
1. You are invited to submit your technical offer and price quotation(s) for the provision of the following services: (i) ______(ii) ______(iii) ______
2. Information on the required services is contained in Annex 1: Terms of Reference
3. You have to quote for all the listed services in this invitation. The contract shall be awarded as a whole.
4. Your quotation(s) in the required format should be addressed to [Address]
Telephone: Fax:
5. The financial offer should be accompanied by a technical offer i.e. adequate documentation and CVs and other printed material or pertinent information for each of the requested services, e.g. an outline of the approach proposed, a timing, sequence and duration of the proposed activities, taking into account mobilisation time, etc. Technical offer and financial offer –should be put into separate sealed envelopes.
6. The price should be without VAT (KDV) because our project has been exempted from the payment of this tax with resolution N. [Note here your KDV exemption data] from the Ministry of Finance.
7. The deadline for receipt of your offer (technical and financial) in is …./…./….. and ……..hrs. Quotations should be delivered by courier, hand delivery or by registered mail.
8. Other Conditions of contract are as follows:
(i) PRICES: payments shall be made in EURO or TRY as an equivalent to the EURO value of the contract calculated at the exchange rate of the bank from which payments are made.
(ii) PAYMENT for your invoice will be made on completion of the contract.
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(iii) BUDGET: the maximum budget available for this contract is set at …. EURO.
(iv) EVALUATION: the most economically advantageous tender will be selected by weighing technical quality against price on a 80/20 basis 1
(v) VALIDITY: your quotation should be valid for a period of …… days from the date of your quotation.
9. Further information can be obtained from: [The person in charge in your project] [Address]
Telephone: Fax:
10. Please confirm by fax or e-mail the receipt of this invitation and whether or not you will submit an offer.
Yours sincerely,
[Signature]
1 More information on the evaluation process can be found in the “Procurement Manual for Services”,
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Annex 1
SIMPLIFIED TERMS OF REFERENCE
TERMS OF REFERENCE
Contract Name: ______
The Terms of Reference (ToR) should describe the following where the headings are appropriate 1. BACKGROUND INFORMATION 1.1. General information about your project 1.2. Contracting Authority (state the legal name of your organisation responsible for managing the contract)
2. CONTRACT OBJECTIVES 2.1 Results to be achieved by the service provider (The ToR should describe in detail the nature and quantity of the outputs of the services to be provided).
3. SCOPE OF THE WORK 3.1. General 3.2. Specific list of activities A clear and detailed list of tasks to be undertaken in order to achieve the contract objectives. 3.3 Outputs Outputs of the specific activities should be specified
4. LOGISTICS AND TIMING 4.1. Location where the service should be provided Identify the location (i.e, city/town) for the provision of the services 4.2. Commencement date & Period of execution The intended commencement date is
5. REQUIREMENTS 5.1. Personnel (State requirements to all the experts (education, skills, experience, etc.) who you assume to have a role in implementing the contract. They are referred to as key experts. 5.2. Facilities and own equipment to be provided by the Service provider. No equipment is allowed to be procured.. (State if the Service provider should assure own equipment - office computer, training equipment or any other equipment you deem appropriate.
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6. MANAGEMENT / SUPERVISION AND FINAL APPROVAL 6.1. Supervisor The person in charge inside your organisation to supervise the execution of the services. 6.2. Definition of performance indicators State criteria the supervisor will use to evaluate the performance of the service provider and to access whether the services achieved the desired results. 6.3. Special requirements or conditions (State additional requirements, if any – i.e. respect of EU Visibility, etc).
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Simplified contract for Services below €50.000 Annex 2
Contract for Service
[Title of the Contract]
To: [Name of the Legal representative of the entity which has won the service contract] Address: [Address of the firm]
Dear Sirs,
The [Name of Grant Beneficiary] would like to place an order for the service mentioned in Article 1 below to tender including the Terms of Reference and Invitation to Tender (annexed to this contract), on the basis of your offer and prices in your quotation.
1. REQUESTED SERVICES [List of services requested, stated as an attachment 1 to this contract)]
2. AMOUNT OF THE CONTRACT The amount of the order is fixed at ...... Euro/TRY and is not subject to revision.
3. TIME DURATION AND PROJECT LOCATION The time limit for the service contract is set for ...... (days, weeks or months) from the date of the signature of this contract by both parties. The service contract will be started on ……….. and completed on ……………………………….
4. PAYMENT Payment for your invoice will be made 100% against the acceptance procedure. Payments shall be made to the bank account declared by the Contractor.
For the Company For the Grant Beneficiary Name: Name: Function: Function: Signature: Signature: Date: Date:
Attachment A. Terms of Reference (Annex 1) B. Technical Offer, incl. CVs of key staff (Annex 4)
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Simplified Service Tender Submission Form Annex 3
Negotiated procedure below €50.000 (minimum 3 compliant offers) Ref: < as per letter of invitation to tender > Contract title: < Contract title >
One signed tender submission form must be supplied.
1 SUBMITTED by (i.e, the identity of the Tenderer) Name(s) and address(es) of legal entity
2 CONTACT PERSON (for this tender) Name Organisation Address Telephone Fax e-mail
3 DECLARATION(S) As part of their tender, the legal entity identified under point 1 of this form, must submit a signed declaration using the attached format.
4 STATEMENT I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we have examined and accept the entire contents of the tender dossier for the tender procedure referred to above. We offer to provide the services requested in the tender dossier on the basis of the following documents, which comprise our Technical and Financial offer presented in two separate sealed envelopes:
Technical Proposal
Key expert(s) and their CVs
Tenderer's declaration
Completed financial identification form providing details of the bank account into which payments under the proposed contract should be made in the event that we are awarded the contract
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 EC.
Signed on behalf of the tenderer
Name Signature Date
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FORMAT OF THE 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)
Dear Sir/Madam
TENDERER'S DECLARATION
In response to your letter of invitation to tender for the above contract, we
Yours faithfully
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Bank account notification form Annex 4 FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY POSTCODE
COUNTRY VAT NUMBER
CONTACT PERSON
TELEPHONE FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE DATE + SIGNATURE of ACCOUNT HOLDER : (Both Obligatory) (Obligatory)
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LEGAL ENTITY FILE Annex 5
LEGAL ENTITIES PRIVACY STATEMENT http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm PRIVATE COMPANIES
TYPE OF COMPANY
NGO YES NO (Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF THE HEAD OFFICE
POSTAL CODE P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION D D M M Y Y Y Y
REGISTRATION NR
PHONE FAX
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES; * A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
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Simplified Evaluation Grids for Services Tender 2 Annex 6
(negotiated procedure without publication (Your Project Title)
Tender Nr. ______Title: ______
1. ADMINISTRATIVE COMPLIANCE GRID r ) ) ? n ? ? ? t
e o s n o d c t i d b N e o e s s / i t e j i m s s s d e x i e i l u e u e c p l R n m
Y e c / y b ( m
d e n t g u i o l p
) l p s o d c l
s o
o a e l e o r e y V c e l n N d h e / c v t C u g o v
i s n A d s h e s ( e O e t t r
r Y e n r o m ( f e r
o e i m e p o t ?
d f
Tenderer x b
a n
& e r e
n
e d n name a n o i l y ) T e i l o c e o v i s d i t e s K a N i e a ) / d e c s s o i m s d e ' e n b r N r
/ l u Y a e s ( r s a g
r e e s r Y d o O e ( ) n p d o e o n r N T e / P T s e Y ( 1 2 3 4 5
Chairperson's name Chairperson's signature Date
2. Specimen Technical Evaluation grid Proposed criteria and their weights are given below. Depending on the specifications of the project, these criteria and the weights can be modified.
Maximum Tender 1 Tender 2 Tender 3 Organisation and methodology Rationale 15 Strategy 15 Timetable of activities 10
2 The Evaluation Process is explained in detail in the “Regional Development Programme in TR90 NUTS 2 Region Procurement Manual for Services”, and can be downloaded from the following website: www.dokap.org.tr
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Total score for Organisation and 40 methodology Key expert Qualifications and skills 15 General professional experience 15 Specific professional experience 30 Total score for Key expert 60 Overall total score 100
Each voting member of the Evaluation Committee completes individually the table above.
3. SAMPLE Tender Evaluation Summary
[ The table below is an explanatory sample where the offers are evaluated by three voting members of the evaluation committee ]
Maximum Tender 1 Tender 2 Tender 3 possible Part 1: Technical Evaluation Evaluator A 100 55 88 84 Evaluator B 100 60 84 82 Evaluator C 100 59 82 90 Total 300 174 254 256 Average score 174/3= 254/3= 256/3= (mathematical average) 58.00 84.67 85.33 Technical score (actual 84.67/85.33= final score/highest final Eliminated* 99.22 100.00 score) Part 2: Financial Evaluation Total fees € 27 000 € 28 500 Eliminated Financial score following 27 000 / technical 28 500 (lowest total fees / actual evaluation x 100 = total fees x 100) 100 94.74 Part 3: Composite Evaluation 99,22 x 0.80 = 100.00 x 0.80 = Technical score x 0.80 79.38 80.00 100.00 x 0.20= 94,74 x 0.20= Financial score x 0.20 Eliminated following 20.00 18.95 79.38 + 20.00= 80.00 + 18.95= Overall score technical evaluation 99.38 98.95 Final ranking 1 2
* Only tenders with average score of at least 80 points qualify for the financial evaluation
Date
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Signatures of the Evaluation Committee:
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TECHNICAL OFFER Please submit your technical offer in free format covering the following information:
Main aspects of the strategy for the services proposed
Activities, including the preparatory phase
Activity Schedule
Information on the services provided by the tenderer, certificates, brochures, etc.
CV’s of the experts proposed
The Financial offer should be put in a separate envelope and submitted together with the Technical Offer.
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GRANT OF FACILITIES3 Annex 7
The contract is, as a rule, exempt from all taxes and duties, including value added tax (VAT) and Special Consumption Tax, pursuant to the provisions of Articles set out in the Framework Agreement 4 signed between Turkey and the EC in 2004, extract of Article 5-8 of Annex A of which are provided below. The Contractor shall accordingly complete the necessary formalities with the relevant authorities to ensure that the goods and services required for performance of the Contract are exempt from taxes and duties, including VAT and Special Consumption Tax.
The relevant provisons of the Framework Agreement are as follows:
Establishment, Installation, Entry And Residence Facilities 1. In the case of works, supply, service and grant contracts, natural or legal persons eligible to participate in tendering procedures shall be entitled to temporary installation and residence where the needs of the contract so require. This right shall be acquired only after the invitation to tender has been issued and shall be enjoyed by the technical staff needed to carry out studies preparatory to the drawing up of tenders; it shall elapse one month after the contractor is designed.
2. The Government of Turkey shall permit personnel taking part in works, supplies, services and/or grant contracts financed by the Community, and members of their immediate family, to enter Turkey, to establish themselves in the State, to work there and to leave the said State, as the nature of the contract so justifies.
Import and re-export of Equipment 1. The Government of Turkey shall grant the permits necessary for the importation of professional equipment including motor vehicles required to execute the Project, subject to existing laws, rules and regulations of Turkey.
2. The Government of Turkey shall further grant natural and legal persons who have executed works, supplies, services and/or grant contracts the permits required to re-export the said equipment.
Imports and Exchange Control 1. For the execution of Project, the Government of Turkey undertakes to grant import authorizations and authorizations for the acquisition of the foreign exchange without discrimination between:
3 The Evaluation Process is explained in detail in the “Regional Development Programme in TR90 NUTS 2 Region Procurement Manual for Services”, and can be downloaded from the following website: www.dokap.org.tr
4 This is an extract of Article 5-8 of Annex A of the Framework Agreement signed between Turkey and the EC in 14.05.2004, and adopted as law by Turkish Parliament (no: 5303) on 22 February 2005 and which was published in the Turkish Official Gazette on 26 March 2005, no: 25739. The Agreement was published in Official Gazette no:25787, dated 15 April 2005 following the Government Decision, no 2005/8636 on putting it into force.
Please, also refer to the Framework Agreement, the Communiqués issued by the Ministry of Finance (the MoF) thereto for further information, especially for exemption scope and implementation procedure, which are also available at the MoF’s website at: http://www.gib.gov.tr/index.php?id=743 .
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- for Project approved under the Meda Regulation, the countries of the European Union, and the MEDA partner territories and countries eligible under the Meda Regulation. - for Project approved under the Pre-accession Regulation, the countries of the European Union, the MEDA partner territories and countries eligible under the Meda Regulation, the countries of Central and Eastern Europe eligible under the PHARE Regulation5 and the countries eligible under the CARDS Regulation6.
2. The Government of Turkey shall grant the permits necessary to repatriate funds received in respect of The Project in accordance with the foreign exchange control regulations in force in Turkey. 3. The Government of Turkey shall exempt EC financed projects from procedures requiring the transfer of the price of goods and/or services to EC contractors abroad through banks or financial institutions operating in Turkey.
Taxation and Customs
1. Taxes, customs and import duties and levies and/or taxes of equivalent effect shall be charged neither to the grant nor to the co-financing contribution provided by Turkey.
2. All imports by EC contractors shall be allowed to enter Turkey without being subject to customs or import duties, charges, VAT and the Special Consumption Tax or to any other similar tax, duties or charges. Such exemption shall only be applied to the imports in connection with the goods supplied and/or services rendered and/or works executed by the EC contractor under the EC contract. Turkey shall ensure that the imports concerned will be released from the point of entry for delivery to the EC contractors as required by the provisions of the contract and for immediate use as required for the normal implementation of the contract, without regard to any delays or disputes over the settlement of the above-mentioned duties, taxes or charges.
3. EC contractors shall be exempted from VAT for any service rendered or goods supplied or works executed under the EC contract. Goods supplied or services rendered or works executed by a contractor to the EC contractor shall also be exempted from VAT. Such exemption shall only be applied to the goods supplied or services rendered or works executed which are connected with the goods supplied or services rendered or works executed by the EC contractor under the EC contract.
Any EC contractor or contractor supplying goods and/or rendering services and/or executing works for an EC contractor who is entitled to the exemption, as provided in this Agreement, shall be entitled to offset or deduct any VAT paid in connection with the goods supplied and/or services rendered and/or works executed which are exempted from VAT, as provided in this Agreement, against any VAT collected by them for any of their other transactions. Should the EC contractor or contractor not be able to make use of this possibility, they shall be able to obtain a VAT refund directly from the tax administration in a maximum period of ten (10) days upon submission of a written request to the tax administration attaching the necessary documentation required under Turkish law for the refund of VAT. Exemption from VAT shall also apply to any similar tax which may be instituted after the date of signature of this Agreement in addition to, or in replacement of, existing VAT.
The relevant tax authority shall provide EC contractors who are entitled to the exemption within this Agreement with a certificate confirming such exemption upon submission by the relevant EC contractor of a written request; the request should include documentation to confirm the identity and status of the requesting EC contractor. The tax authority shall deliver the certificate or refuse it upon justification within 30 calendar days maximum.
5 Council Regulation (EC) No 3906/1989 of 18 December 1989 on economic aid for certain countries of central and Eastern Europe. OJ L 375, 23.12.1989, p. 11.
6 Council Regulation (EC) No 2666/2000 of 5 December 2000. OJ L 306, 7.12.2000, p. 1.
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4. EC contracts shall not be subject in Turkey to stamp or registration duties, or to any other charge having an equivalent effect thereto, whether such charges exist or are to be instituted.
5. Expenditures of EC contractors shall be relieved from the Special Consumption Tax. This relief shall only be applied to the expenditure in connection with the goods supplied and/or services rendered and/or works executed by that EC contractor under the EC contract.
6. Natural persons not nationals and not residents of Turkey carrying out service and/or works and/or grant and/or twinning contracts financed by the Community and the eventual co-financing contribution provided by Turkey shall not be subject to income tax in Turkey for the income generated by this type of contract.
Legal persons will be subject to the same above provision provided that they do not have their permanent establishment or fixed base in Turkey.
Profit and/or income arising from EC contracts shall be taxable in Turkey in accordance with its tax system if the natural and/or legal persons making such profit and/or income have their permanent establishment or fixed base in Turkey according to the provisions of the applicable double taxation agreements as ratified by Turkey.
7. Personal and household effects imported for personal use by natural persons (and members of their immediate families) other than those recruited locally, carrying out tasks defined in service and/or works and/or grant contracts and/or twinning contracts or covenants shall be exempted from customs duties, import duties, taxes and other fiscal charges having equivalent effect, the said personal and household effects being either re-exported or disposed of in the state in accordance with the regulations in force in Turkey after termination of the contract.
8. Natural and legal persons importing professional equipment shall, if they so request, benefit from the system of temporary importation as defined by the national legislation of Turkey in respect of the said equipment.
9. Those benefiting from the Project shall be exempted from “Inheritance and Transfer Tax” resulting from goods transferred to them without consideration in any way under the Project.
10. In the implementation of these exemptions, Article 9 about the origin of materials and supplies will be applied.
11. Turkey shall issue the necessary secondary legislation to make the tax provisions established in this Agreement effectively applicable soon after this Agreement comes into force. Tax exemptions to be provided under this Agreement shall be on an ex-ante basis.
12. For the purposes of this Agreement, the term “EC contractors” shall be construed as natural and legal persons, supplying goods and/or rendering service and/or executing works and/or executing a grand contract under EC contract. The term “EC contractor” also covers pre-accession advisors, also known as resident twinning advisers, and experts included in a twinning covenant or contract.
The term “EC contract” means any legally binding instrument financed out of the grant and possible co-financing and signed by the EC or the CFCU or an Implementing Agency or a grant beneficiary.
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Simplified Tender Dossier for Supplies Negotiated Procedure: > €10.000 and < €60.000
LETTER OF INVITATION TO TENDER
Project Title and Contract Number :......
INVITATION TO TENDER
To: [All the firms of your choice]
Contract Name: [Ex. Purchasing of equipment for the office project] Contract Number: [You give a progressive number for each Lot that you will tender, i.e.. TR/0502.02/ LDI/ 021
Dear
In the framework of the execution of the project [The name of your project] co-financed by the European Communities and the Turkish Government
1. You are invited to submit your best price quotation(s) for the supply of the following items: [Example] (i) 3 Desktop computers (ii) 1 Laser printer (iii) 1 Fax machine (iv) etcetera
2. Information on technical specifications and additional requirements are given in attached dossier
3. You have to quote for all items in this invitation. The contract shall be evaluated and awarded as a whole. 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] [Address]
Telephone: Fax:
5. The offer, in one original and one copy, should be accompanied by adequate technical documentation and catalogue(s) and other printed material or pertinent information for each item quoted, including names and addresses of firms providing services facilities in [state the region where the project office for which equipment is supplied will be located, etc].
6. With the technical and financial offers placed together in a sealed envelope you should provide: - a photocopy of the registration of your company to the Chamber of Commerce - a photocopy of your Tax number
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7. The price should be without VAT (KDV) because our project has been exempted from the payment of this tax with resolution N. 5503 dated 22.02.2005 from the Ministry of Finance.
8. The deadline for receipt of your quotation is [Date] at…………. [hours].
9. Quotations will be delivered in a single sealed envelope
10. Other Conditions of Supply are as follows:
(i) PRICES: payments shall be made in EURO or TRY as an equivalent to the EURO value of the contract calculated at the exchange rate of the bank from which payments are made 100% against delivery documents following provisional/formal acceptance of the supplies.
(ii) PAYMENT for your invoice will be made 100% against delivery documents following acceptance of the supplies in the place of delivery.
(iii) WARRANTY: goods offered should be covered by Manufacturer’s warranty for at least 12 months from the date of delivery to us.
(iv) ORIGIN: the supplies must originate in a Member State of the European Union or one of the beneficiary countries of the pre-accession financial assistance programme for Turkey and the countries covered by the Regulations on access to Community external assistance.7. The origin of the goods must be determined according to the Community Customs Code (certificate of origin) or certificate of local production for goods produced in Turkey.
(v) VALIDITY your quotation should be valid for a period of 30 days from the date of your quotation.
11. Further information can be obtained from:
[Person in your organisation in charge of giving information]
Telephone: ______Fax: ______
12. Please confirm by fax or e-mail the receipt of this invitation and whether or not you will submit an offer.
Yours sincerely,
Person in charge of giving information Address [Signature]
Annex 1
Technical Specifications and Requirements
7 Member States of the European Union, Accession States (Crotia, Macedonia, Turkey) MEDA Countries (Algeria, Egypt, Gaza and the West Bank, Israel, Jordan, Lebanon, Malta, Morocco, Syria, Tunisia, Turkey) and Member States of the European Economic Area (Iceland, Liechtenstein, Norway).
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TECHNICAL SPECIFICATIONS AND REQUIREMENTS
Contract Name: ______
Contract no.: ______
Name of Item: ______
Quantity: ______
TECHNICAL DETAILS
1. General Description
2. Technical Specifications
3. Accessories and Attachments
4. Tools or Other Required Items
5. Maintenance Requirements
6. Spare Parts Required
7. Manuals
8. Required Performance
9. Warranty Specifications
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Simplified Contract for Supplies Between €10.000 and €60.000 Annex 2
Contract for Supply of Goods
[The name of Grant Beneficiery organisation] represented by Mrs./Mr. [the person authorised to sign a contract] from now on called “The Contracting Authority” of the one part, and [the firm which has won the supply contract] represented by Mrs./Mr. [the legal representative of the firm] from now on called “The Supplier”
of the other part, have agreed as follows:
Subject of the contract is: the supply and Installation of [list and number of the items. You can use a table if it is long] together with [manuals, spare parts, others] and [if it is the case: the training to be delivered for the correct use etc]
1. DESCRIPTIONS OF GOODS The description of the goods is given in the Annex 1 “Technical Specifications and requirements” (Use the document used to ask for quotation) amended by the offer provided by “the Supplier” (attach the technical offer of the supplier)
2. AMOUNT OF THE CONTRACT The amount of the contract is fixed at ...... Euro/ (or TRY) excluding VAT (KDV) from which “the Contracting Authority” is exempted and is not subject to revision.
3. TIME LIMIT AND PLACE OF DELIVERY The time limit for the delivery of goods is set for ...... (days, weeks or months) from the date of the signature of this contract by both parties. The goods will be delivered at [put the exact address where the goods should be delivered].
4. ORIGIN The supplies must originate in a country which is a member of European Community, Accession State, MEDA or Member States of the European Economic Area. For products locally produced in Turkey, this may be a “Certificate of a locally manufactured good” provided by the local Chamber of Commerce and Industry.
Suppliers must present a certificate of origin to the Contracting Authority at the latest before the issuing the Provisional Acceptance of the supplies on purchase of more than €5.000 of unit price. No acceptance can be made without such certificate. For those under €5.000, rule of origin still applies although certificate of origin is not obligatory.
5. PROVISIONAL ACCEPTANCE Provisional Acceptance will be issued upon delivery, installation, putting into operation, inspection and testing and training are completed by the supplier for all the goods under this contract. Provisional acceptance procedure is completed by three members of the acceptance committee appointed by the Contracting Authority upon request of the Contractor. Validity date of acceptance is the date of the Acceptance Certificate. Acceptance procedures shall be completed within one month from the request of the contractor.
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6. DURATION OF COMMERCIAL WARRANTY AND AFTER-SALES SERVICE The deadline for the warranty period is set for (X) months/years from the issuance of Provisional Acceptance. During the warranty period, excluding the current maintenance, all the repairs resulting from faulty equipment will be at the supplier’s cost, including the supply of replacement parts and the overhead costs. The supplier is to guarantee an after-sales service to ensure the maintenance service as well as the fast and regular supply of spare parts.
7. FINAL ACCEPTANCE The Final Acceptance will be issued at the end of the warranty period.
8. PENALTIES FOR DELAYS In case of delay within the period specified in the contract, the supplier is subject to a penalty of 1/1000 of the price of the goods ordered per calendar day of delay. However, the ceiling of these penalties is 10 percent of the total amount of the order.
In case the 10 percent ceiling is exceeded, “the Contracting Authority” reserves the right to terminate this contract.
9. SCHEDULE OF PAYMENT Payment for your invoice will be made 100% against delivery documents following provisional/formal acceptance of the supplies.
10. PAYMENT Payments shall be authorized and made by “the Contracting Authority” representative.
For the Supplier For the Contracting Authority Name: Name:
Function: Function: Signature: Signature:
Date: Date:
Attachment: 1. Technical specification of Grant Beneficiary (Annex 1) 2. Tenderers offer
[This is only an example and you can use your own templates if you wish.]
24/52 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
Simplified Supply Tender Submission Form Annex 3
This template will be completed by the tenderer providing information on his/her organisation. General expressions non specific to the organisation or the contract can not be altered. Contracting Authority may alter the criteria or delete them altogether.
Ref: < as per letter of invitation to tender > Contract title: < Contract title > Place and Date
One signed tender submission form must be supplied for each Lot.
1 SUBMITTED by (i.e, the identity of the Tenderer) Name(s) and address(es) of legal entity
2 CONTACT PERSON (for this tender) Name Organisation Address Telephone Fax e-mail
3 DECLARATION(S)
As part of their tender, the legal entity identified under point 1 of this form, must submit a signed declaration using the attached format.
4. 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 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 EC.
Signed on behalf of the tenderer
Name Signature Date
25 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
FORMAT OF THE 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)
Dear Sir/Madam
TENDERER'S DECLARATION In response to your letter of invitation to tender for the above contract, we
26 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
We are aware that the contract decision will be void if we can not provide the evidence documents within 15 calender days of the notification of contract or provide incomplete or false information.
Yours faithfully
27 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
Financial Identification Form Annex 4 FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY POSTCODE
COUNTRY VAT NUMBER
CONTACT PERSON
TELEPHONE FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE DATE + SIGNATURE of ACCOUNT HOLDER : (Both Obligatory) (Obligatory)
28 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
Legal Entity File Annex 5
LEGAL ENTITIES PRIVACY STATEMENT http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm PRIVATE COMPANIES
TYPE OF COMPANY
NGO YES NO (Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF THE HEAD OFFICE
POSTAL CODE P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION D D M M Y Y Y Y
REGISTRATION NR
PHONE FAX
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES; * A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
29 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
Annex 6
Financial Offer/Blank Price Breakdown
[SAMPLE]
UNIT COSTS WITH DELIVERY [DDP] INSTALLATION, AND TOTAL DESCRIPTION OF ARTICLE QUANTITY WARRANTY AT EURO DELIVERY PLACE (EURO) PCs Unit price 24 Notebook Unit price 4 Colour Network Laser Printer Unit price 4 Scanner Unit price 4 Wireless ADSL Access Point Unit price 4 ADSL Modem Unit price 4 USB Flash Drive Unit price 4 Training Lump Sum 8 TOTAL
NOTE: The financial offer must give prices for the supplies, incl. 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).
30 Regional Development Programme in TR90 NUTS II Region Simplified tender dossier for services, supply and works
Annex 7
Simplified evaluation grid for supplies tender (negotiated procedure without publication)
(Your Project Title)
Tender Nr. …………………………………….. Title: ……………………………………..
Administrative Technical Evaluation Financial Evaluation Evaluation Name of the Cert. Technical Terms of Terms of Post Nr. Signature of Origin Validity of Price bidder Chamber of specifications delivery guarantee delivery legal repres. compliant the offer without VAT Rank Commerce compliant compliant compliant services (yes/no) (yes/no) (yes/no) (KDV) (yes/no) (yes/no) (yes/no) (yes/no) (yes/no) 1
2
3
4
5
Date
Signatures of the Evaluation Committee:
31 Simplified tender dossier for services, supply and works
Simplified tender dossier Works Negotiated Procedure: > €10.000 and < €50.000
The “Procurement Manual for Works”, developed under this grant scheme, foresees for the procurement of works between €10.000 and €300.000 the use of the negotiated procedure without publication. Within this procedure, for simple works – up to €50.000 - it may be more appropriate to use a simplified tender dossier.
LETTER OF INVITATION TO TENDER
INVITATION TO TENDER
Project Title and Contract Number :......
To: [All the firms of your choice]
Contract Name: [Construction, refurbishment of………] Contract Number: [You give a progressive number for each tender, i.e. TR/0502.02/ TEI/014 ] Dear
INVITATION TO TENDER FOR < Contract title >, < Location > I am pleased to inform you that your firm is invited to take part in the negotiated tender procedure for the above contract. The complete tender dossier is attached as Annex 1 to his letter. This provides you information on the following items to allow you to submit you a tender. 1. General Description 2. Technical Specifications A- Civil B- Mechanical C- Electrical 3. Accessories 4. Tools or Other Required Items 5. Maintenance Requirements 6. Environmental Requirements 7. Labour Law 8. Law 9. Visibility Requirements 10. Origin of Goods and Supplies 11. Eligibility of the Tenderer You must tender for the whole of the works required by the dossier. Tenders will not be accepted for incomplete offers.
32 Simplified tender dossier for services, supply and works
With the technical and financial offers you should provide: - a photocopy of the registration of your company - a photocopy of your Tax number
Payments shall be made in EURO or TRY as an equivalent to the EURO calculated at the exchange rate of the bank from which payments are made to the amount value of the works accomplished.
Further information can be obtained from: [The person in charge in your project] [Address]
Telephone: Fax:
We look forward to receiving your offer, in one original and one copy at the address < specify address> before < date & time of deadline >.
Your quotation should be valid for a period of 30 days from the date of your quotation submission.
If you decide not to submit a tender, we would be grateful if you could inform us in writing, indicating the reasons for your decision.
Yours sincerely,
33 Simplified tender dossier for services, supply and works
Annex 1
Simplified Technical Specifications for Works
TECHNICAL SPECİFİCATİONS
Project Name : ......
Contracting Authority (Legal Name of Grant Beneficiary): ......
1. General Description
a) Scope of the work b) Office building is located at ……………… c) Description of the area to be renovated ……………………………. d) The gross area to be renovated is …….m2 e) Information on renovation works (External and internal) f) Payment conditions
2. Technical Specifications
A- Civil a) Sills, Thresholds and Copings b) Steel, Laminated, aluminium and PVC doors, windows and louvers c) Flue works d) Suspended ceilings e) Partition walls f) Floor covering g) Heating insulation h) Waterproofing i) Painting j) Balustrade k) Stair covering l) Levelling m) Demolition work n) Walls o) Roofing p) Building pavements q) Shutters r) Auto sliding door s) Fire resistant door t) Marble threshold u) Door handle v) Granite Works w) Fence x) Cubicle (Toilet Partition) y) Pillar Covering z) Ceramic Wall tiles
B- Mechanical a) Sanitary Installations b) Heating Installations c) Piping Installations d) HVAC Installations
34 Simplified tender dossier for services, supply and works
C- Electrical a) Cabling infrastructure b) Cabling c) Lighting system d) Grounding and lightning protection system e) Power sockets/switches f) Uninterruptible power supply g) Data and telephone distribution system h) CCTV Security system i) TV distribution system
3. Accessories and Attachment
The design documentation (drawings)
4. Tools or Other Required Items
a) Work Plan and Programme b) Quality Assurance System c) Design Revisions
5. Maintenance Requirements
I. The Contractor shall be responsible for making good any defect in, or damage to, any part of the works which may appear or occur during the maintenance period and which arises either from:
a) The use of defective plant or materials or faulty workmanship or design of the Contractor; and/or
b) Any act or omission of the Contractor during the maintenance period;
c) In the course of an inspection made by, or on behalf of, the Contracting Authority.
II. The Contractor shall at his own cost make good the defect or damage as soon as practicable. The maintenance period for all items replaced or renewed shall recommence from the date on which the replacement or renewal was made to the satisfaction of the Supervisor. If the contract provides for partial acceptance, the maintenance period shall be extended only for the part of the works affected by the replacement or renewal.
III. If any such defect appears or such damage occurs, during the maintenance period, the Contracting Authority or the Supervisor shall notify the Contractor. If the Contractor fails to remedy a defect or damage within the time limit stipulated in the notification, the Contracting Authority may:
a. Carry out the works itself or employ someone else to carry them out at the Contractor's risk and cost, in which case the costs incurred by the Contracting Authority will be deducted from monies due to, or from guarantees held against, the Contractor, or from both; or
b. Terminate the contract.
IV. If the defect or damage is such that the Contracting Authority has been deprived substantially of the whole or a part of the benefit of the works, the
Contracting Authority shall, without prejudice to any other remedy, be entitled to recover all sums paid in respect of the parts of the works concerned together with the cost of dismantling such parts and clearing the site.
35 Simplified tender dossier for services, supply and works
V. In emergencies, where the Contractor cannot be reached immediately or, having been reached, is unable to take the measures required, the Contracting Authority or the Supervisor may have the work carried out at the expense of the Contractor. The Contracting Authority or the Supervisor shall as soon as practicable inform the Contractor of the action taken.
VI. If any unplanned remedy or maintenance works should be required due to normal wear and tear during the maintenance period it shall be deemed to be due to defective work, such work shall be paid for from a provisional sum. Deterioration resulting from the circumstances provided for from abnormal use shall be excluded from this obligation unless it reveals a fault or defect justifying the request for repair.
VII. The maintenance obligations shall be stipulated in the Special Conditions and technical specifications. If the duration of the maintenance period is not specified, it shall be 365 days. The maintenance period shall commence on the date of provisional acceptance
VIII. After provisional acceptance the Contractor shall no longer be responsible for risks which may affect the works and which result from causes not attributable to him. However, the Contractor shall be responsible from the date of provisional acceptance for the soundness of the construction, as laid down in the Special Conditions. The Contractor shall be responsible in accordance with Turkish law.
6. Environmental Requirements
The construction works shall be carried out with a view to minimize the likely adverse impacts on both the physical environment and the nearby settlement areas. The current environmental regulations shall be obeyed by the Contractor.
During the construction activities the following mitigation measures shall be taken for the main issues specified below. However, if required, these measures might be subject to revision/ modification. No payment shall be made to the Contractor for the mitigation measures to be taken on site since it is deemed to be included in the overheads of the Contractor. Dust To prevent the dust raised from the roads in the construction sites, the roads shall be sprinkled with water during dry periods.
The material transporting trucks shall be covered with nylon blankets or with the material with mesh size greater than 10 mm in accordance with the Regulation on Air Quality Control.
Noise The noise levels specified in the Noise Control Regulation shall not be exceeded, and the working hours shall be in accordance with the above stated regulation unless special permission is obtained from the municipalities.
Protective equipment shall be provided for the workers in accordance with the Labour Law.
Waste water For the collection of waste water from the construction sites, septic tanks shall be constructed in sufficient capacity, and periodically evacuated.
The necessary precautions shall be taken to prevent the pollution of the nearby water courses by the waste water resulting from construction activities.
36 Simplified tender dossier for services, supply and works
Traffic disruption The designated traffic routes shall be used to prevent overloading of the existing roads, and appropriate signs, such as "Danger", "Entrance Prohibited", etc. shall be placed.
7. Labour Law Particular attention is drawn to the conditions concerning the employment of labour in Turkey and the obligation to comply with all regulations, rules or instructions concerning the conditions of employment of any class of employee.
8. Law By submitting their tenders, tenderers are deemed to know all relevant laws, acts and regulations of Turkey that may in any way affect or govern the operations and activities covered by the tender and the resulting contract.
9. Visibility Requirements
Infrastructure-related projects co-funded by the EU and the Turkish Government must be clearly identified as such by means of display panels describing the project. The number and size of display panels must be commensurate with the scale of operation and must be clearly visible so that those passing are able to read and understand the nature of the project. Display panels must visibly carry the EU and DPT logos and the mention “This project is co-funded by the European Union and the Government of Republic of Turkey, and DOKAP Programme is implemented under the coordination of DPT”
10. Origin of Goods and Supplies
The tender is equally open to all legal and real persons from EU member states and countries and regions covered by the Regulations on access to Community external assistance. All supplies must originate from one of the following countries or territories: Member States of the European Union and Accession Countries (Croatia, Macedonia, Turkey), MEDA Countries (Algeria, Egypt, Gaza and the West Bank, Israel, Jordan, Lebanon, Malta, Morocco, Syria, Tunisia, Turkey) and Member States of the European Economic Area (Iceland, Liechtenstein, Norway).
11. Eligibility of the Tenderer
Your tender should include: - a photocopy of the registration of your company to the Chamber of Commerce (or another official document showing the tenderer’s name and address and the registration number given to it by the national authorities - a photocopy of your Tax number
37 Simplified tender dossier for services, supply and works
Bill of Quantities
This should be drawn up by the Contracting Authority
Example: An example is shown below for your guidance. The column “Rate (EURO)” should be completed by the company tendering for the works contract.
No Item No DESCRIPTION Unit Quantity Rate (EURO)
1 DEMOLITION 1 Specif. 20 Removing existing plaster (interior) m2. 1500 2 Specif. 20 Removing existing plaster (exterior) m2. 1000 3 Specif. 20 Removing existing walls and floors m2. 2000 4 Specif. 20 Removing windows. doors & doors frame no 193
2 EARTHWORK 5 14.012/1 Manual Excavation m3 200 6 15.140/2 Manual Sand Laying (thickness=15cm) m3 41 7 17,136 Hardcore (thickness=15 cm) m3 41
3 INFRASTRUCTURAL WORK 8 18.460/1 150 mm diameter PVC pipe m 74
4 INSULATION WORK 9 18.466/3 2 layers of bituminous membrane water m2 190 insulation.1st layer 3mm glass fiber, 2nd layer polyester reinforced 10 19.050/3 Heat insulation on the roof slab 10 cm (fixing m2 395 wooden lathes and nails are included Total
38 Simplified tender dossier for services, supply and works
Simplified Contract for Works < €50.000 Annex 2
< Grant beneficiary’s letterhead>
Contract for Works
[Contract Title]
[The name of Grant Beneficiary organisation] represented by Mrs./Mr. [the person authorised to sign a contract] from now on called “The Contracting Authority” of the one part, and [the firm which has won the supply contract] represented by Mrs./Mr. [the legal representative of the firm] from now on called “The Contractor”
of the other part, have agreed on the conditions stipulated below.
Subject of the Contract: Works and installation of the equipment (if any) mentioned in Article 1 below in conformity with technical specifications, (annexed to this contract) art. 1 a),and on the basis of the prices of the Contractors quotation.
1. REQUESTED WORKS Information of the technical requirements for the requested works and goods (if any) is contained in Annex 1 -Technical Specifications
2. AMOUNT OF THE CONTRACT The amount of the contract is fixed at ...... Euro/ TRY) and will be finalised based on the unit prices and amount delivered at the conclusion of the contract.
3. TIME LIMIT AND PLACE OF DELIVERY The time limit for the delivery of works and goods (if any) is set for ...... (days, weeks or months) from the date of the signature of this contract by both parties. The works will be delivered at [destination].
4. PROVISIONAL ACCEPTANCE Provisional Acceptance will be issued upon completion of all works requested and upon delivery, installation, putting into operation, inspection, testing, of all the equipment to be supplied (if any) and if required, training of operators.
5. MAINTENANCE PERIOD AND MAINTENANCE OBLIGATIONS The deadline for the warranty period is set for (12) months from the issuance of provisional acceptance certificate. The Contractor shall be responsible for making good any defect in, or damage to any part of the works which may appear or occur during the maintenance period and which arises either from: a) the use of defective plant or materials or faulty workmanship or design of the Contractor; and/or b) any act or mission of the Contractor during the maintenance period; c) in the course of an inspection made by, or on behalf of, the Contracting Authority.
6. FINAL ACCEPTANCE The final acceptance will be issued at the end of the maintenance period.
39 Simplified tender dossier for services, supply and works
7. LIQUIDATED DAMAGES In case of delay during the performance of contract within the period specified in the contract, the contractor is subject to a penalty of (0.1%) of the contract price of per calendar day of delay. However, the ceiling of these penalties is 10 % of the total amount of this contract.
In case the 10 percent ceiling is exceeded, the contracting authority reserves the right to terminate this order/contract.
8. SCHEDULE OF PAYMENT Payment for the contract value will be made 100% to the contractor’s account within 30 days from the provisional acceptance.
9. PAYMENT Payments shall be authorized and made by the Contracting Authority in EURO or TRY as an equivalent to the EURO calculated at the exchange rate of the bank from which payments are made to the amount value of the works accomplished at the Contractor's request .
For the Contractor For the Contracting Authority
Name: Name:
Function: Function:
Signature: Signature:
Date: Date:
40 Simplified tender dossier for services, supply and works
Simplified Works Tender Submission Form Annex 3
This template will be completed by the tenderer providing information on his/her organisation. General expressions non specific to the organisation or the contract cannot be altered. Contracting Authority may alter the criteria or delete them altogether.
Ref: < as per letter of invitation to tender > Contract title: < Contract title >
One signed tender submission form must be supplied for each Lot.
SUBMITTED by (i.e, the identity of the Tenderer) Name(s) and address(es) of legal entity
2 CONTACT PERSON (for this tender) Name Organisation Address Telephone Fax e-mail
3 DECLARATION(S)
As part of their tender, the legal entity identified under point 1 of this form, must submit a signed declaration using the attached format.
4. STATEMENT
To be completed and signed by the tenderer(s)
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 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 EC.
Signed on behalf of the tenderer
Name Signature Date
41 Simplified tender dossier for services, supply and works
FORMAT OF THE 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)
Dear Sir/Madam
TENDERER'S DECLARATION In response to your letter of invitation to tender for the above contract, we
42 Simplified tender dossier for services, supply and works
We are aware that the contract decision will be void if we cannot provide the evidence documents within 15 calender days of the notification of contract or provide incomplete or false information.
Yours faithfully
43 Simplified tender dossier for services, supply and works
Financial Identification Form Annex 4 FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY POSTCODE
COUNTRY VAT NUMBER
CONTACT PERSON
TELEPHONE FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE DATE + SIGNATURE of ACCOUNT HOLDER : (Both Obligatory) (Obligatory)
44 Simplified tender dossier for services, supply and works
Legal Entity File Annex 5 LEGAL ENTITIES PRIVACY STATEMENT http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm PRIVATE COMPANIES
TYPE OF COMPANY
NGO YES NO (Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF THE HEAD OFFICE
POSTAL CODE P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION D D M M Y Y Y Y
REGISTRATION NR
PHONE FAX
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES; * A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
45 Simplified tender dossier for services, supply and works
Simplified evaluation grid for Works tender Annex 6 (negotiated procedure without publication)
(Your Project Title)
Tender Nr. ______Title: ______
Administrative Technical Evaluation Financial Evaluation Evaluation Name of the Cert. Technical Completion Nr. Signature of Origin BoQ Validity of bidder Chamber of specifications requirements Price legal repres. compliant complete the offer Rank Commerce compliant compliant without KDV (yes/no) (yes/no) (yes/no) (yes/no) (yes/no) (yes/no) (yes/no) 1
2
3
4
5
Date
Signatures of the Evaluation Committee:
46 Simplified tender dossier for services, supply and works
STANDARD FORMS FOR THE EVALUATION COMMITTEE (COMMON FOR SERVICES, SUPPLIES AND WORKS)
47 Simplified tender dossier for services, supply and works
Nomination of an Evaluation Committee
(Title of your Project) Nomination of Evaluation Committee
TENDER nr. ______LAUNCHED ON: _____(date)___ FOR: (Contracting
For the above mentioned tender the Evaluation Committee will be composed as follow:
Chairperson: Mr./Mrs.______(non voting member)
First member: Mr./Mrs.______(voting member)
Second member: Mr./Mrs.______(voting member)
Third member: Mr./Mrs.______(voting member)
Secretary: Mr./Mrs.______(non voting member)
(If desired) Invitation to participate as an observer was sent to (the PIU, the TAT, CFCU, other..)
Date:______
The Project Coordinator
______Signature
48 Simplified tender dossier for services, supply and works
Declaration of impartiality and confidentiality To be completed by all persons involved in an evaluation process (including members of the Evaluation Committee, whether voting or not-voting and any observers)
Publication ref:______
I, the undersigned, hereby declare that I agree to participate in the evaluation of the above-mentioned tender procedure. By making this declaration, I confirm that I have familiarised myself with the information available to date concerning this [tender procedure / call for proposals]* including the provisions of the Practical Guide to contract procedures for external actions relating to the evaluation process. I shall execute my responsibilities impartially and objectively. I hereby declare that I am independent8 of all parties which stand to gain from the outcome of the evaluation process9. To the best of my knowledge and belief, there are no facts or circumstances, past or present, or that could arise in the foreseeable future, which might call into question my independence in the eyes of any party; and, if I discover or should it become apparent during the course of the evaluation process that such a relationship exists or has been established, I will declare it immediately and cease to participate in the evaluation process. I declare that I have not been employed by any of the tenderer, their consortium members or subcontractors within the previous 3 years.10 I further declare that to the best of my knowledge, I am not in a situation that could cast doubt on my ability to evaluate the tenderer(s). I agree to hold in trust and confidence any information or documents ("confidential information") disclosed to me or discovered by me or prepared by me in the course of or as a result of the evaluation and agree that it shall be used only for the purposes of this evaluation and shall not be disclosed to any third party. I also agree not to retain copies of any written information or prototypes supplied. Confidential information shall not be disclosed to any employee or expert unless they agree to execute and be bound by the terms of this Declaration.
Name Signed Date
8 Taking into consideration whether there exists any past or present relationship, direct or indirect, whether financial, professional or of another kind.
9 ie, all [candidates/applicants/tenderers]* who are participating in the [tender/call for proposals]*, whether individuals or members of a consortium, or any of the partners or subcontractors proposed by them.
10 if you cannot declare this, please indicate the name of the employer, the duration and your position
49 Simplified tender dossier for services, supply and works
Simplified Evaluation Report (negotiated procedure without publication) SIMPLIFIED EVALUATION REPORT TENDER Nr. : ………………………………..
TENDER TITLE : ………………………………..
Procedure: Negotiated Procedure without publication - < Works / Supplies > Value of the tender: ………………………………..
For the above mentioned tender, the following firms were invited to tender: Nr. Name of the firm Town 1 2 3 4 5
The following firms presented offers that were delivered to us in duly time: Nr. Name of the firm Town 1 2 3 4 5
The Evaluation Committee examined all the offers using the “Simplified evaluation grid for < works / supplies > tender” annexed to this document.
The following offers were disqualified for being not compliant with the requirements: Nr. Name of the firm Reason
The final ranking of the tenders which were not excluded during the evaluation is as follows, in order of the arithmetically corrected financial offers: Nr. Firm Price offered
Consequently, the Evaluation Committee recommends that the contract is awarded as follows:
Signatures of the Evaluation Committee members:
50 Simplified tender dossier for services, supply and works
Letter to unsuccessful tenderers (for service tenders)
< Letterhead of Contracting Authority > < Contract title >, < Location >
< Date > < Address of tenderer > Our ref: < Publication reference > / < Letter number >
Dear < Contact name > Thank you for participating in the above-mentioned tender procedure. I regret to inform you, however, that the tender submitted by you was not successful for the following reason: [Delete rows not applicable] your tender did not arrive before the deadline your tender was not administratively compliant The technical offer was not considered to meet the award criteria sufficiently closely (see table below) The financial offer exceeded the maximum budget available for the contract your tender was not the most economically advantageous of those tenders which were technically compliant (see table below) < to be specified >
For your information, the Evaluation Committee recommended that the contract should be awarded to
Org & Key Key Key … Technic Financial Overall score metho- exp 1 exp 2 exp 3 al score score x doly x 0.80 0.20 Your tender Selected tender
Although we have not been able to make use of your services on this occasion, I trust that you will continue to take an active interest in our initiatives. Yours sincerely < Name >
Letter to unsuccessful tenderer (for supply tenders) < Letterhead of Contracting Authority > < Date > < Address of tenderer > Our ref: < Publication reference > / < Letter number >
51 Simplified tender dossier for services, supply and works
Dear
your tender did not arrive before the deadline
your tender was not properly sealed the declarations required with your tender form for a supply contract were altered or were missing your tender included a firm whose nationality is not that of one of the EU Member States or the countries and territories of the regions covered and/or authorised by the Regulation or other specific instruments applicable to the programme under which the contract is to be financed no tender guarantee was provided with your tender the proportion of sub-contracting foreseen in your tender exceeded the maximum allowed in the tender dossier your (consortium's) economic and financial standing was not considered to satisfy criterion specified in the tender dossier your (consortium's) professional capacity was not considered to satisfy criterion specified in the tender dossier your (consortium's) technical capacity was not considered to satisfy criterion specified in the tender dossier your technical offer was not considered to respect the rules of origin specified in the tender dossier your technical offer was not considered compliant on the following aspects of the technical specifications: your financial offer exceeded the maximum budget available for the contract your tender was not the least expensive of those tenders which were technically compliant For your information, the contract has been awarded to
< Name >
52