Kort beskrivning
1.Procurement Authority makes a proposal to submit tenders pursuant to the conditions presented in the contract notice (hereinafter CN) and other procurement documents (hereinafter PD).
2.General information
2.1.Object of procurement: delivery of 19 sets of railway switch rollers. The switch rollers must comply with technical description described in Annex 1 of the TD.
2.2.Common Procurement Vocabulary (CPV) code: 34946000-0 railway materials and equipment.
2.3.The object of the technical specification provided in PD Annex 1.
2.4.Deadline for the delivery of goods is 6 weeks from concluding of contract
2.5.Delivery terms: DDP (Incoterms 2016) Estonian Railway Supplying department, Betooni põik 12, Tallinn.
2.6.Alternative tenders are not permitted.
2.7. The procurement contract(s) is/are awarded on the terms and conditions set out in PD Annex 4 with the successful tenderer.
2.8.The tenderer indicates in the tender what information is the tenderer’s trade secret and justifies the designation of the information as a trade secret. The tenderer cannot designate the following as a trade secret:
1) the value of the tender or a part thereof;
2) in the case of a public service contract, other numerical indicators characterising a tender meeting the qualification conditions, in addition to those specified in clause 1;
3) in the case of a public supply contract and a public works contract, other indicators characterising a tender meeting the qualification conditions, in addition to those specified in clause 1.
3.Submitting and opening of tenders
3.1.The place for the submission of tenders: Via Mercell procurement register
3.2.Closing date: 24th of January, 2018 at 10:00.
3.3.Place and time of opening the tenders: since this is an e-procurement procedure, the tenders are opened via the Mercell procurement register and no opening session is organised at the procurement authority’s office. The minutes of the opening of tenders generated in the register shall be made available to the tenderers immediately after opening of the tenders.
3.4.Since this is a simple procedure, an opening session shall not be organised at the office of the tenderer. The minutes of opening the tenders shall be sent to the participants of the procurement within three working days through Mercell procurement register.
4.Requirements to the tender
4.1.The tender shall be prepared in the Estonian, Russian or English language. If the tender contains documents, the language of which differs from the language in which the tender is submitted, the tender shall include the translation to Estonian, Russian or English language.
4.2.The tender must be valid for at least 90 days from the closing date for the submission of tenders.
4.3.The value of the tender must be expressed in the Mercell procurement register form without VAT.
4.4.When submitting the tender via the Mercell procurement register, please note that the files must be in well-known formats (.txt, .doc, .rtf., pdf, .xls).
4.5.The tender price shall be given in euros.
4.6.The tender shall be signed by the legal representative of the tenderer or its authorised person.
4.7.Any expenses related to the preparation and submission of a tender shall be borne by the tenderer.
4.8.The signed tender shall be final and may not contain corrections or additions.
4.9.The tender may not include documents or various printed matters that are irrelevant to the procurement.
4.10.The tender shall be submitted via the Mercell procurement register.
4.11.If there is a difference between the unit price and the total amount of the value of tender, calculated by multiplying the unit price by the quantity, the unit price shall be deemed correct.
4.12.If an interested person discovers mistakes in the PD or CN or something remains unclear, they shall be entitled to contact the contracting authority to obtain explanations via the Mercell procurement register, whereas the contracting authority shall answer via the Mercell procurement register and the questions/answers shall be visible to all persons registered with the procurement.
5.Structure of the tender
5.1.Valid certificate of registration from the commercial register or a valid copy of the respective certificate of registration (if applicable).
5.2.A power of attorney for signing the documents on the form of PD Annex 2 (if applicable)
5.3.A power of attorney for representing a joint tenderer on the form of PD Annex 3 (if applicable).
5.4.Letter of confirmation on the form of PD Annex 5.
5.5.Information on the net turnover of the tenderer on the form of PD Annex 6.
5.6.Relying on another person on the form of PD Annex 7 (if applicable)
5.7.Descrition of materials.
5.8.Specifications
5.9.Manufacturer of switch rollers must provide a confirmation letter that the manufactured roller system is suitable for use on main public railways.
5.10.The tenderer shall submit a certificate on the conformity of quality concerning the delivery of materials corresponding to the conditions set out in PD Annex 1.
5.11.The tenderer shall submit a letter of guarantee of the manufacturer, in which the manufacturer guarantees the delivery of materials corresponding to the conditions provided in PD Annex 1.
5.12.List of performed works on the form in PD Annex 8.
5.13.Document certifying the availability of guarantee – either the bank’s letter of guarantee on the form of PD Annex 9 or a copy of the payment order.
5.14.Request to participate in the procurement procedure on the form of PD Annex 10.
5.15.Railway switch rollers’ drawings, also installation, assembly and maintenance instructions’ documents in accordance to the terms and conditions set out in Annex 1 as well as the Goods’ guarantee conditions.
5.16.User manual
5.17.A certificate proving the existence of an ISO 9001 quality management system.
6.Declaration on the suitability of or rejection of tenders
6.1. The contracting authority may declare a tender as suitable if it does not contain any substantive deviations from the terms and conditions specified in the CN or PD and the annexes thereto.
6.2.The contracting authority shall not accept tenders and/or components of the qualification conditions with the value of 0.00% / EUR 0.000 and/or with a negative value. Upon submitting indicators with a negative value, the tender shall be deemed unsuitable and shall be rejected.
6.3.The contracting authority shall reject a tender, if the tender does not correspond to the conditions established in the CN or PD and its annexes.
6.4.The contracting authority may reject all tenders in the following cases:
6.4.1.the values of all submitted tenders exceed the funds planned by the contracting authority for it;
6.4.2.the tenderer who submitted a successful tender refuses to enter into the contract and the values of other tenders exceed the funds planned for it by the Contracting Authority;
6.4.3.the contracting authority has learnt during the procurement procedure about details, which preclude or render it impractical for the contracting authority to complete the procurement procedure on conditions established in the PD or awarding a public contract on the prescribed conditions and on conditions ascertained during the procurement procedure would no longer correspond to the previous needs or expectations of the contracting authority due to changed circumstances;
6.4.4.the need for carrying out the procurement ceased to exist for a reason, which does not depend on the contracting authority, which depends on or arises from the changes in legislation, administrative acts or activities of superior bodies or changes in the development plan or directions in the economic activity by the supervisory board of AS Eesti Raudtee;
6.4.5.if only one tender is submitted;
6.4.6.if after qualifying and/or declaring suitability, only one tender is left to be assessed;
6.5.A notice on rejecting all tenders shall be issued to all tenderers without delay, however no later than within three working days as of making the decision.
6.6.For a procurement divided into lots, each lot shall be treated as a separate procurement and if the estimated value is exceeded, the tender may be rejected separately for each lot.
7.Negotiations and determining the successful tender
7.1.The contracting authority shall have the right to hold negotiations with the tenderers by notifying the tenderers of the time and terms of holding the negotiations. Negotiations may be held after the tenders have been submitted. The need for negotiations shall be determined by the contracting authority.
7.2.The contracting authority retains the right to negotiate the draft procurement contract, value and terms.
7.3.Minutes shall be taken of the negotiations and the agreements arrived at during the negotiations shall be binding in the performance of the contract.
7.4.A tender with the lowest price/the most economically advantageous tender, shall be deemed successful.