Tender Document Location: Ioannina - Greece Tender №: GR_002_2020 PR GR-IOA-002-2020 Project theme: Epirus Transportation services Date: 25/12/2019 Fund Code: GRC 2002 DG HOME Project is subject to funds Bid Folder Tender №: GR-IOA-002-2020 Epirus Transportation services Contents Exhibit 1: SoW, SELECTION CRITERIA AND ESSENTIAL QUALIFICATIONS ........................................... 1-5 Exhibit 2: INVITATION TO TENDER ..................................................................................................... 5-7 Exhibit 3: BID FORM ......................................................................................................................... 7-14 Exhibit 4: DECLARATION OF ELIGIBILITY.............................................................................................. 15 Exhibit 5: ASB CODE OF CONDUCT ................................................................................................ 16-17 Exhibit 6: PRIVATE STATE OF PROCUREMENT ............................................................................... 18-20 Exhibit 1: SoW, Selection Criteria and Essential Qualifications Exhibit 1: Scope of Work-Service Analysis Overview: Scope: Α week urban transportation services from Epirus sites to Ioannina urban center; local Public Hospitals and RAO Perama. Location/s: Doliana; Filippiada; Katsikas Region: Epirus Duration: Feb 2020-Dec 2020 We acknowledge all terms and conditions of Tender №: GR-IOA-002-2020 1 Duly authorized to sign the Quotation for and on behalf of (Stamp) (Name, position) (Location, date) (Signature) Legal framework: 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 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 The need to support third party nationals hosted in state-run Long-Term Open Accommodation Facilities with routine and emergency transportation services. 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. Schedule/Routes: Doliana-Ioannina city center and back Filippiada-Ioannina city center, Hospital, Regional Asylum office and back Filippiada-Arta city center Hospital and back Katsikas-Ioannina city center and back Katsikas-Haji Kosta Hospital and back Katsikas-University hospital and back Katsikas-Regional Asylum office Ioannina and back 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 We acknowledge all terms and conditions of Tender №: GR-IOA-002-2020 2 Duly authorized to sign the Quotation for and on behalf of (Stamp) (Name, position) (Location, date) (Signature) The drivers must not accommodate requests/demands of the users for additional stops or waiting time to the 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 a 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: Feb 2020- Dec 2020 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. We acknowledge all terms and conditions of Tender №: GR-IOA-002-2020 3 Duly authorized to sign the Quotation for and on behalf of (Stamp) (Name, position) (Location, date) (Signature) 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 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 the driver, start-stops-final destinations, kilometers of the 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 busservice 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 We acknowledge all terms and conditions of Tender №: GR-IOA-002-2020 4 Duly authorized to sign the Quotation for and on behalf of (Stamp) (Name, position) (Location, date) (Signature) requested service 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 United States Government, United Nations and European Union. To offer our mentioned prices, we acknowledge that we have taken into consideration