Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Bid Folder Tender №: GR-IOA-002-2021 Buses for all Epirus sites Contents Exhibit 1: SoW, Selection Criteria and Essential Qualifications ...... 1-9 Exhibit 2: INVITATION TO TENDER ...... 10-12 Exhibit 3: BID FORM ...... 13-20 Exhibit 4: DECLARATION OF ELIGIBILITY ...... 22 ASB CODE OF CONDUCT ...... 23-25
Exhibit 1: SoW, Selection Criteria and Essential Qualifications
Exhibit 1A: Scope of Work-Service Analysis
Theme: Buses for all Epirus Sites : Urban and Emergency transportation services in Epirus sites (Doliana, Filippiada, Katsikas)
Overview
Scope: Weekly urban transportation services from Epirus sites to Ioannina urban center; local Public Hospitals, court, police station, EASO Katsikas and RAO Perama. Location/s: Doliana; Filippiada; Katsikas Region: Epirus Duration: Jan 2021-Dec 2021
Legal framework: 1. Law 4412/2016 (Government Gazette 147/A/08.08.2016 on “Public Contracts of Projects, Supplies and Services”- adaptation of Greek legislation to the provisions of Directives 2014/24/EE and 2014/25/EE) - CPV 60100000-9 Transportation Services, CPV 63510000-7 Travel agencies services 2. Law 4636/2019 (Government Gazette 169/A/01.11.2019 on “International Protection”- adaptation of Greek legislation to the provisions of Directive 2013/33/EE 3.The need to support third party nationals hosted in state-run Long-Term Open Accommodation Facilities with routine and emergency transportation services. We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 1 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Schedule/ Routes
• Transportation services with buses of 50 seat from Filippiada to Ioannina city center, Hospitals, RAO, Police Station, Court, Katsikas-EASO and back same way, 5 routes per week (Monday; Wednesday; Friday;) departure from Filippiada time 7:00 and departure from the last stop of Ioannina (Katsikas-EASO) 16:20, from the date signing of the contract till 31/12/2021. • Transportation services with 20seater or plus buses from Filippiada to Ioannina city center, Hospitals, RAO, Police Station, Court, Katsikas-EASO and back same way, 2 routes per week (Tuesday, Thursday) departure time 7:00 and derarture from the last stop of Ionnina (Katsikas-EASO) 16:20, from the date signing of the contract till 31/12/2021. • Transportation services with 50seater or plus buses from Filippiada to Filippiada-center, Arta city center, Hospital , Court and back same way, 5 routes per week (Monday; Wednesday; Friday) departure from Filippiada time 7:30 and departure from Arta 15:15 (Hospital of Arta), from the date signing of the contract till 31/12/2021. • Transportation services with 20seater or plus buses from Filippiada to Filippiada-center, Arta city center, Hospital, Court and back, 2 routes per week (Tuesday, Thursday) departure time 7:30 and departure from Arta 15:15, from the date signing of the contract till 31/12/2021. • Transportation services with 20seater or plus buses from Filippiada to Preveza city center, Hospital, Psychiatric clinic, Police Station and back same way, 3 routes per week during working days Monday-Friday, departure time 7:00 and 15:00, from the date signing of the contract till 31/12/2021. • Transportation services with 50seater buses from Doliana to Hatzikosta hospital, Ioannina city center, University Hospital and back same way (On Tuesdays and/or any another additional week day an additional stop to KATSIKA for EASO interviews, and additional stop to RAO in Perama every Friday or any another week day requested), 6 routes per week (Monday; Tuesday; Wednesday; Friday; Saturday and a second route on need during given days). Departure time from Doliana 7:20 am, departure time from Ioannina Katsikas-EASO 16:20, from the date signing of the contract till 31/12/2021. • Transportation services with 20seater or plus buses from Doliana to Ioannina city center (Police Station and/or court), Hatzikosta Hospital, University Hospital Katsikas-EASO and back same way, TWICE per week (during the working days* On demand/on call) from the date signing of the contract till 31/12/2021. • Transportation services with 50seater or plus buses from Katsikas to Ioannina city center and back same way, 20 routes per week (Monday*3; Tuesday*3; Wednesday*3; Thursday*3; Friday*3; Saturday*5). At working days Mo-Fri from approximately 9 am to 16:15 and 16:45, on Saturday departure from Katsikas 9am and every 15 minutes. Departure time from Ioannina from 14:00 and every 30 minutes until 16:00, from 2/1/2021-31/12/2021 • Transportation services with 50seater or plus buses from Katsikas to University Hospital and back same way, 5 routes per week (Mon/Tue/Wed/Thu/Fri*1), between 8:15 am (departure from Katsikas) and 15:00 (departure time from University Hospital), from 2/1/2021-31/12/2021
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 2 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
• Transportation services with 50seater or plus buses from Katsikas to Hatzikosta hospital and back same way, 5 routes per week (Mon/Tue/Wed/Thu/Fri - an additional stop at RAO in Perama on one of the working days determined in advance by the Asylum service), between 8:00 am (departure time from Katsikas) and 15:00 (departure time from Asylum Office or Hatzikosta hospital), from 2/1/2021-31/12/2021
Note: The amounts of routes have been calculated with a multiplier of 52 (number of weeks / year)
COVID-19 and other parameters considered Obviously, we cannot predict the course of the health crisis in 2021. In case the Covid 19 measures are moved, all the necessary adjustments must be done into the schedule, regarding the number of passengers, buses, itineraries. In some cases, there will be decrease or increase of these numbers due to measures. Before making clarifications per camp, it is worth adding two more variables that affect our plans. The first is that the site of Doliana has increased the population of its guests from around 120 to 160, that is the 1/3 of the population last year. During the current year (2020), EASO services were added to support the Asylum process through interviews. Facilitating the movement of beneficiaries from Filippiada and Doliana is an additional parameter in the planning of the service provided for the year 2021. Finally, it should be noted that in order to cover emergencies, the provision of a small bus on demand is coming in for the next year, which will absorb part of our response to these needs that until recently was done exclusively by taxi.
Provision of service per camp
Filippiada (lines 1-5) Bus size/type: • There is a need for buses of 50 seats and 20 or plus seats. • Needs in number of buses are going to remain the same regardless Covid or not Covid conditions. In the second case buses could use the 100% of their capacity while a larger number of residents in the camp will be allowed to use the transportation service.
Regarding Routes needed per week: • To Ioannina: There should be 5 routes procured: for Monday, for Wednesday (to asylum if needed), and for Friday, bus of 50 seats. In case needed we can remove a route from one day and place it to another after prior communication with the supplier. Stops at city centre, Police Station, University Hospital, Hatzikosta Hospital, RAO (Regional Asylum Office at Perama), Court, and Katsikas- EASO. The return might include same stops if needed. The departure time from the camp will be at 7:00 eartiest and the return at 16:20 (see below line 1). Transportation services with 20seater or plus buses from Filippiada to loannina city center, Hospitals (University and Hatzikosta), RAO (Perama), Police Station, Court, Katsikas-EASO and back (same stops if needed), not standard. We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 3 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
They will be offered with 2 routes per week (Tuesday, Thursday), for urgent issues for a big family or number of persons more than four. In case needed we can remove a route from one day and place it to another day after prior communication with the supplier. Departure time 7:00 from Filippiada and 16:20 from loannina (Katsikas-EASO). From 2/1/2021 to 31/12/2021. The service is not going to be affected seriously if Covid-19 measures will be removed (see line 2). • To Arta: we will need to have for Monday, Wednesday and Friday a bus of 50 seats. Five routes in total weekly. If needed, we can remove a route from one day and place it to another after prior communication with the supplier. Stops will be in Filippiada 3 city center, in Arta city centre, Arta Hospital, and court. In return same way, same stops if needed. Departure time from Filippiada 7:30 am, departure from Arta 15:15. (see line 3). We will need to have 2 bus routes of 20 seats or plus per week in case needed for hospitals, court or other urgent. This will be for the two days Tuesday and Thursday. If COVID-19 measures and restrictions removed than this specific provision could be reduced or not continue. Stops will be in Filippiada city center, in Arta city centre, Arla Hospital, and court. In return same way, same stops if needed. Departure time from Filippiada 7:30 am, departure from Arla 15:15. (line 4). • To Preveza: 3 buses of 20 seats or plus procured each week for Preveza. It will be only for specific urgent reasons. However, we cannot have specific days for these routes. Stops in Preveza city centre, Hospital, Police station and back same way, same stops if needed. Departure time from Filippiada 7:00 am, departure from Preveza 15:00. It will be Regular and on Demand (line 5). • As mentioned, departures will be 07.00 for loannina and 07.30 for Arta to catch also EODY appointments early the morning.
Doliana (lines 6-7) Bus size/type: • There is a need for buses of 50 seats and 20 or plus seats. Regarding Routes needed per week: • Destination loannina: Two hospitals (Hatzikosta and University Hospital), City center, RAO every Friday or any another week day if requested, Katsikas site (for the conduct of EASO interviews on Tuesdays or any another week day if requested) and back same stops if needed. Departure from Doliana earliest 7:20 am. Departure time from Katsikas-EASO 16:20 latest. According to the info provided until now by EASO and RIS the groups for interviews will be scheduled on Tuesdays 08:20 -12:30. They will take 4-5 interviews per week. The beneficiaries will have to go to Katsikas Site 2 times: one to receive the invitation for interview and 2nd for the conduct of the interview. For Doliana Site the number of beneficiaries for whom an interview must be programmed so far is approximately 20 for as long as the measures against spread of Covld-19 continue and until further notice (limitation in population that can be transported for basic needs coverage), we will need 5 routes of 50 seat per week. • Destination loannina: City center, occasionally stop at LIDL (Saturdays). In regular Conditions (non-Corvid measures) we will need one more bus route on Saturday (on Saturdays the request for tickets was increased and there was big pressure for a second bus) or any other week day if needed
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 4 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
and requested. • Additionally and as long as the measures against spread of Covld-19 continue we will need at maximum 2 extra mini bus of 20 seats or plus every week during working days of the week on demand, mainly for cases that have appointments in Passport Office for fingerprints as in these cases whole families must be present and there Is a big delay regarding the accomplishment. That Is out of the bus hours schedule. Should be 4 mentioned that during the lock down in Epirus Region beneficiaries have no other way to return to Doliana Site as KTEL bus routes have been cut out (12:00 o clock in the morning is the last one from loannina to Kakavia). Of course, it could certainly be cases of people that have finished late at hospitals or other important issues. Whenever, Covid- 19 measures removed the routes could be decreased accordingly.
The number of tickets that we distribute for daily transportation is currently 15 (according to the most recent guideline by S.M).
Katsikas (lines 8-10) Bus size/type: • There is a need for buses of 50 seats and 20 or plus seats.
Regarding Routes needed per week:
In regular conditions • Monday – Friday two maximum three bus routes per day, in total 15 bus routes weekly, of 50 seats to Ioannina center and back (from approximately 9 am to 16:15 and 16:45) • Saturday 5 bus routes in different hours leave and return to the center of Ioannina, between 9am (and every 15 minutes after). On return, departing time and arrival time between 14:00 and 16:00 (departure every 30 minutes). This is a day of shopping for the residents of the camp. • Monday – Friday one bus route of 50 seats to University Hospital and back usually between 8:15 am and 15:00 • Transportation services with 50seater or plus bus routes from Katsikas to Hatzikosta hospital and back, 5 routes per week (Mon/Tue/Wed/Thu/Fri - additional stop at RAO, Perama one of the working days determined in advance by the Asylum Service), between 8:00 am and 15:00, from 2/1/2021- 31/12/2021
In Covid-19 conditions there are restrictions and measures which limits significantly the capacity use of the buses affecting the transportation service.
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 5 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Objectives/Aims of the service • Facilitate the smooth function of the state-run Open Facility Accommodation Centers. • Have direct monitoring/control of the urban transportation schedule of the beneficiaries . • Facilitate the bureaucratic/asylum processes of the hosted population. • Contribute to the well-being and welfare of beneficiaries by providing continuous and uninterrupted access to public hospitals. • Tackle the phenomenon of institutionalization and alienation of the refugee population through the facilitation of frequent visits to Ioannina urban area. • Tailor made the service according to the needs provided and ensure the relevancy of the service during its implementation phase. • Ensure through a ticketing system equal and transparent access to all the residents of the sites, facilitate demand projections of transportation services. Description of routine standards • The drivers of the bus must stop only at the designated stop points • The drivers of the bus must not embark/disembark individuals in between the stop points • The drivers must not accommodate requests/demands of users for additional stops or waiting time to stops • The drivers must not allow the embankment of individuals that do not bear a valid ticket • The supplier must communicate and report any security incidents to the LSFP during the whole service. (e.g. act of violence, use of abusive language) • The supplier must communicate and report to the LSFP any anti-social behavior from the side of the users (e.g. throwing garbage) • The supplier must ensure, as possible, the conduct of the routes to take place through stable personnel (drivers) in order to be accustomed to the challenges and issues that periodically occur during the service provision. • The drivers must communicate with the Police force/ Fire Brigade/ EKAV services in case of an emergency during the service process • The drivers must behave, act and address people in a calm and respective way • The drivers must respect the culture of the beneficiaries • The drivers must be informed and conform with the Code of Conduct of ASB
Time Frame: Planned timeline: Jan 2021- Dec 2021 The duration of the signed service contract will be for six (6) months from January 2021 till 30th of June 2021 with the possibility of extension for another six (6) months with the annual offer prices remaining the same. Any extension will be implemented through a written extension agreement, after written communication in advance. We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 6 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Bus Specifications
• Minimum number of 50 seats. • Bus fleet should be maximum 15 years on service, demonstrated by circulation licenses. • Bus should be air-conditioned. • Bus should have seat belts in each seat. • Bus should have full insurance coverage. • Bus should be replaced only for programmatic service and upon three days written notification with same technical standards bus. In case of breakdown, bus must be replaced immediately, until full damage restoration. • Bus should have all the appropriate checks completed from the respective Greek authorities (KTEO) inclusive, emissions card CO2 .
Driver Competencies:
• Driver should be professional driver of license D, with approved medical evaluation • Driver should be having at least 5 years of experience bus driving • Driver should be local, with good knowledge of the routing area • Driver should be polite, patient and a good trouble shooter • Driver should maintain the bus clean and tidy, in the interior and exterior.
General Standards:
• The supplier must ensure the safe and secure transportation of all beneficiaries to the given destinations • The supplier must provide quality and uninterrupted transportation services from Epirus sites to Ioannina urban center, local hospitals (outpatient clinics), regional asylum unit (RAO Perama). • The supplier must have the capacity to support the transportation of people with disabilities and people with special needs
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 7 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
• The supplier must appoint a focal person that will accommodate the requests of ASB (consignee) for all the issues and problems that occur during the service provision. • The supplier must ensure that for every vehicle a logbook is updated with the date and number of passengers, plate numbers, full name of driver, start-stops-final destinations, kilometers of route. • Due to the variability and the unpredictability of the refugee-migratory flows for the coverage of additional needs, ASB ( consignee) holds the right to: add more stops in the existing route without that to consist the need for a new contract, to modify the timetable in order to adjust the services according to the needs per location.
Payment schedule: • Payments will be made monthly via web-banking, upon submission of invoices for bus transport, log sheet, completion of service. • Service provider will collaborate openly with Ioannina regional logistics department, on monitoring the contract on support documentation and ensuring quality set criteria of service.
• All running costs of vehicle, fuel, maintenance, driver’s payroll, insurances, and additional costs should be covered by the service provider.
Selection criteria: It is agreed that vendors will be given score for: A) Quoted price B) Experience in cooperation with other NGOs C) Minimum notice time for extra bus service
Every committee member will assign score to each vendor as follows • up to 80% per vendor for Quoted price • up to 15% per vendor for Experience in cooperation with other NGOs • up to 5% per vendor for Minimum notice time for extra bus service
In the occasion of a draw in the total score, then service providers with the same total score will be compared to the partially score. First criterion for quoted price, if there is a draw again will follow comparison to the second criterion for delivery time of the requested items.
The service provider with the highest score should be assigned, through a contract to deliver ASB the requested service.
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 8 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Essential Qualifications • A registered company or companies • Fulfilled obligations related to payment of social security and taxes. • Not bankrupt or in the process of going bankrupt • Not been convicted for an offense concerning professional conduct, • Not been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify), • Not guilty of serious misinterpretation in supplying information, • Not in situation of conflict or potential conflict of interest with ASB Greece, • Not declared at serious fault of implementation owing to a breach of our contractual obligations, • Not employ personnel below the legal working age, Provide basic social rights and fair working conditions to our employees, • Not on any list of sanctioned parties issued by the US, UN and EU. • To offer our mentioned prices, we acknowledge that we have taken into consideration all the documents and instructions provided by ASB Greece. We understand and accept that ASB Greece is not bound to choose the lowest price on any application that may be received, and that any or all responses may be rejected without assigning any reason for such. • Fully harmonized with Greek and European legislation.
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 9 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Exhibit 2: INVITATION TO TENDER
Tender Requested By:
Arbeiter Samariter Bund Deutschland EV. ΥΠΗΡΕΣΙΕΣ ΜΗ ΚΥΒΕΡΝΗΤΙΚΗΣ ΟΡΓΑΝΩΣΗΣ ΓΙΑ ΤΑ ΑΝΘΡΩΠΙΝΑ ΔΙΚΑΙΩΜΑΤΑ ΑΦΜ: 997997802- ΔΟΥ: ΦΑΕ ΘΕΣ/ΝΙΚΗΣ ΕΔΡΑ:ΝΙΚΗΦΟΡΟΥ ΟΥΡΑΝΟΥ 15 Τ.Κ 54627 PORTO CENTER ΘΕΣ/ΝΙΚΗ ΥΠΟΚ/ΜΑ: ΑΡΧΙΕΠΙΣΚΟΠΟΥ ΜΑΚΑΡΙΟΥ 11 Τ.Κ 45221 ΙΩΑΝΝΙΝΑ
Introduction
Arbeiter-Samariter-Bund Deutschland e.V. , (hereinafter called ASB) is a non-political and non- denominational charity and relief organization. We help all people – regardless of their political, ethnic, national and religious affiliation. ASB has been actively involved in the provision of humanitarian aid since the beginning of the refugee crisis through the implementation of humanitarian aid projects in Germany, Slovenia, Serbia, FYRoM and decided to expand its activities to Greece upon the outbreak of the crisis in this country. ASB Greece office has officially been opened in June 2016, Focusing on the provision of Humanitarian Aid to refugees / migrants. In 2017 ASB Greece has built the technical facilities and shelters for the Diavata camp and it is currently operating the Site Management Support (SMS) role at this site. In 2018, ASB Greece took over also 3 camps in Epirus Region (Katsikas, Filippiada and Doliana). In 2019, ASB is continuing funded by the European Union, with the same capacity, yet adding Protection and Non-Formal Education along with the previous activities. In 2020 ASB with the funding of the Directorate - General for Migration and Home Affairs of the European Union (DG HOME) and in coordination with IOM is implementing the Program “Supporting the Greek Authorities in Managing the National Reception System for Asylum Seekers and Vulnerable Migrants (SMS)”. ASB will continue supporting the Greek authorities into 2021 with the funding of DG HOME and in coordination with IOM. ASB country office is based in Thessaloniki, while the Epirus branch office is in Ioannina.
Goal and Strategic Objectives
The overall goal of the proposed activities is to ensure beneficiaries’ access to the local market and We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 10 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
public service. To this regard, bus transportation was elected as the optimal method to fulfil the goal above based on projects subject to funds. Subject of the tender Between January 2021 to December 2021 ASB will provide transport for beneficiaries who reside in Filippiada, Katsikas, and Doliana Open Facility Accommodation Centers, to Ioannina and Arta urban centers, in order to support their access to the market and public services; inclusive medical access to services. With this regard, the beneficiaries shall enjoy free, easy and secure access to the main metropolitan area.
General Information: ASB invites for open national tender with sealed bids from eligible applicants for the above services, which are funded through institutional and private funding sources.
Tender Documents: Tender documents with all details on the conditions and specifications of services will be advertised online in www.asb.gr and in press.
The working language of this tender is: English
Submission: Please use the attached forms to submit your bid: Offers should be delivered by hand or through mail courier in hardcopies, in sealed envelopes at ASB regional Office, located at Archiepiskopou Makariou 11, 45221 Ioannina, by 31 Dec. 20 (by 12:00).
DO NOT USE YOUR OWN INDIVIDUAL FORMS.
Offers: submission Title : “Tender_GR_GR_002_2021_ Buses for all Epirus Sites’’ , following by your company official name.
Required Documentation: These documents must be completed in full and in English. In addition to these, offers must also include: Up to date documents. Photocopies of the original signed and stamped are acceptable. • Τhe officially issued legal documents : A. Licenses: Business certificate/ Ισχύον ΚΑΔ, B. Bus/Buses valid license/ Άδεια προτεινόμενων λεωφορείων, C. Bus/Buses valid insurance / Ασφάλεια προτεινόμενων λεωφορείων D. Drivers valid driving license/ Δίπλωμα προτεινόμενων οδηγών, E. Bus/buses valid technical control certificate/ Ισχύον ΚΤΕΟ We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 11 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
• Invoice sample. • Legal representation, minimum one of the following: A. Certificate from chambers of commerce activities registration / Πιστοποιητικό νόμιμου εκπροσώπου Γ.Ε.ΜΗ.
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 12 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
B. Board of directors’ declaration along with mission statement / Απόφαση διοικητικού συμβουλίου και καταστατικό.
• Bid Folder, Signed and Stamped on every page. • Signed and Stamped Bid Form, page 13. • Updated tax-free certificate/ Φορολογική Ενημερότητα σε ισχύ. • Updated social contribution free certificate/ Ασφαλιστική ενημερότητα σε ισχύ. • Signed and Stamped Declaration of Eligibility, page 20. • Signed and Stamped in ASB Code of Conduct, page 21.
All bids must be submitted at the latest 31 Dec 2020 (by 12:00). Bid Opening: Bids will be opened on 05 Jan 2021 in the presence of the ASB tender committee.
Questions to be submitted via email at the latest 17 Dec 2020: [email protected] Questions Title ‘’ Tender_GR_GR_002_2020_Urban Transportation Services Epirus Sites’’, following by your company official name.
Notes: Offers submitted past the deadline will not be considered. Incomplete offers will not be considered. Offers submitted through email will not be considered. Only legally registered companies are eligible.
Payment Terms:
ASB intends to award a firm fixed-price contract as a result of this ITQ with payment terms being 10 working days after the receipt of invoice and signing the service completion note. If this is not possible, please quote your best payment terms.
Invoicing: Invoices supplied to ASB should clearly indicate: Purchase Order/ Contract/ Work Order number
Offer validity period: 12 months.
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 13 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Exhibit 3: BID FORM
Date:
Vendor:
Address:
Tell. No.: E-mail:
Contact Person: Title:
Dear Sir or Madam,
Having examined the required bidding documents for the above-mentioned tender, we offer to execute the works described on the Scope of Works and Selection criteria of Tender with the following terms: Partial quotation: Partial offers in terms of selected routes will be considered.
1. Mandatory Legal Documents List (Please Check if you have included)- Non inclusion will lead disqualification. Please keep the following order and Numbering when submitting/ Υποχρεωτικά Νομικά Έγγραφα, (παρακαλώ σημειώστε εάν τα έχετε συμπεριλάβει)- Εάν δεν συμπεριλάβετε τα παρακάτω η προσφορά σας θα αποκλειστεί. Κατά την υποβολή διατηρείστε την παρακάτω σειρά και αρίθμηση.
1. Business certificate/ Ισχύον ΚΑΔ
2. Updated tax-free certificate/ Φορολογική Ενημερότητα
3. Updated social contribution free certificate/ Ασφαλιστική ενημερότητα
4. Bus/Buses valid license/ Άδεια προτεινόμενων λεωφορείων
5. Bus/Buses valid insurance / Ασφάλεια προτεινόμενων λεωφορείων
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 14 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
6. Drivers valid driving license/ Δίπλωμα προτεινόμενων οδηγών
7. Bus/buses valid technical control certificate/ Ισχύον ΚΤΕΟ
8. Declaration of non-existing criminal or administrative convictions or penalties
Total Units Unit Price Total Price, No. (Routes) per route in € without Description & Unit in € VAT Specifications without VAT Transportation services with buses of 50 seat from Filippiada to Ioannina city center, Hospitals, RAO, Police 1 Station, Court, Katsikas-EASO and back same way, 5 routes route per week (Monday; Wednesday; Friday;) departure from 260 Filippiada time 7:00 and departure from the last stop of Ioannina (Katsikas-EASO) 16:20, from 2/1/2021-31/12/2021
Transportation services with 20seater or plus buses from 2 Filippiada to Ioannina city center, Hospitals, RAO, Police Station, Court, Katsikas-EASO and back same way, 2 routes route per week (Tuesday, Thursday) departure time 7:00 and 104 derarture from the last stop of Ionnina (Katsikas-EASO) 16:20, from 2/1/2021-31/12/2021
Transportation services with 50seater or plus buses from 3 Filippiada to Filippiada-center, Arta city center, Hospital , Court and back same way, 5 routes per week (Monday; route Wednesday; Friday) departure from Filippiada time 7:30 and 260 departure from Arta 15:15 (Hospital of Arta), from 2/1/2021- 31/12/2021
Transportation services with 20seater or plus buses from Filippiada to Filippiada-center, Arta city center, Hospital, 4 route Court and back, 2 routes per week (Tuesday, Thursday) 104 departure time 7:30 and departure from Arta 15:15, from 2/1/2021-31/12/2021
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 15 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
5 Transportation services with 20seater or plus buses from Filippiada to Preveza city center, Hospital, Psychiatric clinic, route Police Station and back same way, 3 routes per week during 156 working days Monday-Friday, departure time 7:00 and 15:00, from 2/1/2021-31/12/2021
Transportation services with 50seater buses from Doliana to 6 Hatzikosta hospital, Ioannina city center, University Hospital and back same way (On Tuesdays and/or any another route additional week day an additional stop to KATSIKA for EASO interviews, and additional stop to RAO in Perama every Friday or any another week day requested), 6 routes per week 312 (Monday; Tuesday; Wednesday; Friday; Saturday and a second route on need during given days). Departure time from Doliana 7:20 am, departure time from Ioannina Katsikas- EASO 16:20, from 2/1/2021-31/12/2021
Transportation services with 20seater or plus buses from 7 Doliana to Ioannina city center (Police Station and/or court), Hatzikosta Hospital, University Hospital Katsikas-EASO and route 104 back same way, TWICE per week (during the working days* On demand/on call) from 2/1/2021-31/12/2021
8 Transportation services with 50seater or plus buses from Katsikas to Ioannina city center and back same way, 20 routes per week (Monday*3; Tuesday*3; Wednesday*3; Thursday*3; Friday*3; Saturday*5). At working days Mo-Fri 1040 from approximately 9 am to 16:15 and 16:45, on Saturday departure from Katsikas 9am and every 15 minutes. Departure time from Ioannina from 14:00 and every 30 minutes until 16:00, from 2/1/2021-31/12/2021 9 Transportation services with 50seater or plus buses from Katsikas to University Hospital and back same way, 5 routes per week (Mon/Tue/Wed/Thu/Fri*1), between 8:15 am 260 (departure from Katsikas) and 15:00 (departure time from University Hospital), from 2/1/2021-31/12/2021 10 Transportation services with 50seater or plus buses from Katsikas to Hatzikosta hospital and back same way, 5 routes per week (Mon/Tue/Wed/Thu/Fri - an additional stop at RAO in Perama on one of the working days determined in advance 260 by the Asylum service), between 8:00 am (departure time from Katsikas) and 15:00 (departure time from Asylum Office or Hatzikosta hospital), from 2/1/2021-31/12/2021
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 16 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
The documents above should be photocopies of the originals. No validation from Greek authorities is required. ASB holds the right to request official validated documents from the selected bidder/ Τα παραπάνω έγγραφα πρέπει να είναι φωτοαντίγραφα των γνησίων. Δεν απαιτείται σε αυτό το στάδιο επικύρωση από τις Ελληνικές Αρχές. Η ASB διατηρεί το δικαίωμα να ζητήσει επικυρωμένα έγγραφα από τον επιλεγμένο προμηθευτή.
2. Unit Rates:
*Price per route. 50 seater bus per route /Τιμή ανά δρομολόγιο - Ένα λεωφορείο 50 θέσεων ανά διαδρομή .
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 17 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Exhibit 3A: Bid form analysis
Every committee member will assign score to each vendor as follows
1. a. up to 80% per vendor for Quoted price 1. b. up to 15% per vendor for Experience in cooperation with other NGOs 1. c. up to 5% per vendor for Minimum notice time for extra bus service
3. Payment Terms:
Payment terms apply to this offer: Payments will be made monthly via web-banking, upon submission of invoices for bus transport, log sheet, completion of service. I hereby declare that I accept Payment terms that ASB Greece has issued.
Yes No / If so, please state your payment terms ………………………………
4. Company Presentation Card
4. a. Please indicate the languages available in your company/organization in which your firm services can communicate
English Other………………………………
4. b. Profile of Company or CVs of the senior management of your agency are included with this submission, and contact details:
Yes No
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 18 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
4. c. Is your firm able to be contacted on non-working hours* * Working hours are 09:00 to 17.00. Non-Working 19.00 to 09.00, Saturdays, Sundays, official public holiday
Yes No If so, please indicate any time schedule. …………………………
4.d. Details of Contact person: Name: Position: Phone number: Email:
5. Company activities and capacity
5. a. A List of previous and similar services with other, NGOs is included with this submission. Including name of the organization, country and brief description of collaboration performed.
Yes No ……...…………………………………………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………...... …………………………………………………………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………......
5. b. Cooperation Certificate, a sample of a contract that you have signed with another actor, or reference list, that will prove the statement above.
Yes No ………………………………………………………………………………………………………………………..
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 19 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
5.c Bus Specifications
• Minimum number of 50 seats (Please include bus license)
Yes No • Bus is air-conditioned
Yes No • Bus fleet should be maximum 15 years on service.
Yes No • Bus has seat belts in each seat
Yes No • Bus is full insurance covered (Please provide with insurance papers)
Yes No • Bus has the appropriate checks completed from the respective Greek authorities (KTEO) (please provide with valid KTEO control documents)
Yes No
5.d Driver Competencies
• Driver is a professional driver of license D, with passed medical evaluation (Please provide drive’s driving license)
Yes No
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 20 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
• Driver is at least 5 years of experienced in bus driving (Please provide drive’s driving license)
Yes No • Driver is local, with good knowledge of the routing area
Yes No • Driver is polite, patient and a good trouble shooter
Yes No ……...………………………………………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………......
6. Other:
List any other document included in the submission of this tender.
Please attach the relevant proofs for all the above statements, if applicable
Submission:
We understand and accept that ASB Greece is not bound to choose the lowest price on any bid that may be received, and that any or all bids may be rejected without assigning any reason for such rejection.
By, duly authorized to sign tenders for and on behalf of our firm:
Name: Position: Contact details: Date:
Signature and Stamp
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 21 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
Exhibit 4: DECLERATION OF ELIGIBILITY
I, the undersigned …………………………………………………………………………………..
(Name and address of representative)
Representative of ……………………………………………………………………………………..
(Name and address of company)
Declare that the following conditions are applicable to us;
• We are a registered company or companies, • We are not bankrupt or in the process of going bankrupt, • We have not been convicted for an offense concerning professional conduct, • We have not been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify), • We have fulfilled obligations related to payment of social security and taxes, • We are not guilty of serious misinterpretation in supplying information, • We are not in situation of conflict or potential conflict of interest with ASB Greece • We were not declared at serious fault of implementation owing to a breach of our contractual obligations, • We do not employ personnel below the legal working age, • We provide basic social rights and fair working conditions to our employees, • We are not on any list of sanctioned parties issued by the United States Government, United Nations and European Union. • To offer our mentioned prices, we acknowledge that we have taken into consideration all the documents and instructions provided by ASB Greece. We understand and accept that ASB Greece is not bound to choose the lowest price on any application that may be received, and that any or all responses may be rejected without assigning any reason for such rejection
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 22 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
ASB CODE OF CONDUCT
In accordance with the mission and practice of ASB and principles of international law and codes of conduct, all ASB humanitarian staff, including both international and national, regular full- and part time staff, interns, contractors and volunteers are responsible for promoting respect of fundamental human rights, social justice, human dignity and respect for the equal rights of men, women and children. While respecting the dignity and worth of every individual, the ASB humanitarian worker will treat all persons equally without distinction whatsoever of race, religion, gender, colour, national or ethnic origin, language, sexual orientation, age, socio- economic status, disability, political conviction or any other distinguishing feature.
ASB requires that ASB humanitarian workers adhere to the following Code of Conduct:
1. ASB Staff will always treat all persons with respect and courtesy in accordance with applicable international and national conventions and standards of behavior. 2. ASB Staff will at all times respect the ethnic, religious, cultural and gender differences of all workers, beneficiaries and stakeholders. 3. Gender Equality is seen as a basic principle of our work and shall be reflected in both, ASB’s organizational staffing and during all phases of project implementation. 4. Under no circumstances will an ASB Staff engage in any activity deemed to be illegal or inappropriate in the context of the expected norms and values of the organization as an entity. Especially, an ASB Staff will pay regard to the intent and operational processes required by the organizational mandate. 5. ASB adopts a zero-tolerance approach towards bribery and will not, under any circumstances tolerate contractors offering or accepting money. 6. ASB adopts a zero-tolerance approach towards child exploitation and abuse through contractors, ASB Staff or in any relation to the delivery of ASB’s aid. 7. No Staff may abuse their positional power, authority or the name of the organization to obtain outcomes from other staff employed, beneficiaries or stakeholders. 8. ASB Staff must undertake to conduct their work practice paying regard to ethical standards, transparency and accountability at all times being mindful of their responsibilities as per their individual contracts and organizational expectations. 9. ASB Staff are responsible to report any breach of work practice, misconduct or questionable behavior immediately to Senior Management without fear or favor. 10. Sexual based harassment or misconduct of any nature will result in a
written grievance procedure being commenced resulting in charges or termination of the contract.
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 23 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
11. Sexual exploitation and abuse by humanitarian workers constitute acts of gross misconduct and are therefore grounds for termination of employment. 12. Sexual activity with children (persons under the age of 18) is prohibited regardless of the age of majority or age of consent locally. Mistaken belief regarding the age of a child is not a defense. 13. Exchange of money, employment, goods, or services for sex, including sexual favors or other forms of humiliating, degrading or exploitative behavior is prohibited. This includes exchange of assistance that is due to beneficiaries. 14. Sexual relationships between humanitarian workers and beneficiaries are strongly discouraged since they are based on inherently unequal power dynamics. Such relationships undermine the credibility and integrity of humanitarian aid work. 15. Where a humanitarian worker develops concerns or suspicions regarding sexual abuse or exploitation by a fellow worker, whether in the same agency or not, he or she must report such concerns via established agency reporting mechanisms. 16. Humanitarian workers are obliged to create and maintain an environment which prevents sexual exploitation and abuse and promotes the implementation of their code of conduct. Managers
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 24 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)
Tender Document
Location: Ioannina - Greece Tender №: GR_002_2021 PR GR-IOA-002-2021 Project theme: Epirus Transportation services Date: 01/12/2020 Fund Code: GRC 2102 DG HOME Project is subject to funding
17. at all levels have particular responsibilities to support and develop systems which maintain this environment. 18. ASB Staff must at all times be responsible for the care and maintenance of all materials and equipment used. 19. Any sensitive work-related information such as on beneficiaries and ASB staff shall be dealt with in a responsible manner. 20. ASB Staff should not dump, throw or litter garbage, refuse or any form of solid waste in public places and immediate surroundings, including vacant lots, rivers, canals, drainage and other water ways and reuse things instead of throwing them away. 21. In the event of any dispute or conflict with other staff, the ASB Staff will undertake the grievance procedure outlined and detailed in the ASB SOP’s (Standard Operational Procedures). 22. ASB Staff must at all times be mindful that as representatives of the organization, appropriate behavior, language and cultural sensitivities must be observed at all times. 23. Threatening, aggressive or violent behavior or language is not permitted and may lead to dismissal – this applies both during working hours and outside of the work environment. 24. ASB Staff must be familiar with the Standard Operational Procedures (SOP) and Safety and Security Policy as applied and appropriate to the terms of their individual contracts. 25. ASB humanitarian staff must be familiar with the Code of Conduct for the International Red Cross and Red Crescent Movement and Non- Governmental Organizations in Disaster Relief.
I certify that I have read and understood the information above.
Name: Title: Date:
Signature:
We acknowledge all terms and conditions of Tender №: GR-IOA-002-2021 25 Duly authorized to sign the Quotation for and on behalf of
(Stamp) (Name, position) (Location, date) (Signature)