ITER Organization
ITER Headquarters
CS 90 046 Route de Vinon
13067 Saint Paul Lez Durance Cedex
FRANCE
www.iter.org
Instructions to Tenderers
PROVISION OF TAXIS SERVICES FOR THE ITER ORGANIZATION
ITER/C4T/09/75/JBT
Abstract
This document outlines the requirements for presentation of a Tender to be
considered by the ITER Organization.
Tender Presentation Requirements ITER/C4T/09/75/JBT
Page 1 of 16
Contents
1
Background ...................................................................................................................... 4
2
Acknowledgement of Receipt........................................................................................... 4
3
Conditions of Tendering .................................................................................................. 4
3.1 Number of Copies ................................................................................................... 4
3.2 Submission ............................................................................................................... 4
3.3 Signature ................................................................................................................... 5
3.4 Official Language .................................................................................................... 5
3.5 Correspondence...................................................................................................... 5
3.6 No Consultation....................................................................................................... 5
3.7 Guarantee.................................................................................................................. 5
3.8 No Obligation to Accept Tender.......................................................................... 5
3.9 Tender Scope and Objectives.............................................................................. 6
3.10 Contract Conditions ............................................................................................... 6
3.11 Obligation to Award the Contract ....................................................................... 6
3.12 Expenses ................................................................................................................... 6
3.13 Liability for Compensation ................................................................................... 6
3.14 Documents Submitted by the Tenderer ............................................................ 6
3.15 Submission of Alternative Offer.......................................................................... 6
3.16 Incomplete Tenders................................................................................................ 6
3.17 Changes to Tenders ............................................................................................... 7
3.18 No Material Change in Circumstances.............................................................. 7
3.19 Alteration of Prices, etc......................................................................................... 7
3.20 Specifications, Drawings, etc. ............................................................................. 7
3.21 Return of Tender Documents............................................................................... 7
3.22 Tender Validity ......................................................................................................... 8
3.23 Notification of Tender Evaluation ....................................................................... 8
3.24 Publicity ..................................................................................................................... 8
3.25 Eligibility.................................................................................................................... 8
4
Information to be submitted with the Offer .................................................................... 8
5
Information for Technical Assessment of the Offer....................................................... 9
6
Tender Financial Offer.................................................................................................. 10
7
Selection Process and Criteria....................................................................................... 10
8
Consortia ........................................................................................................................ 11
Tender Presentation Requirements
Page 2 of 16
9
Template Forms ............................................................................................................. 11
Acknowledgement of Receipt Form ............................................................................... 12
Declaration on Honour....................................................................................................... 13
Tenderer Information Form............................................................................................... 15
Tender Presentation Requirements
Page 3 of 16
1 Background
This document outlines the requirements for presentation of a Tender to be
considered by the ITER Organization.
2 Acknowledgement of Receipt
The Tenderer shall return the Acknowledgement of Receipt form (see the
template in Section 9 of this document) duly completed and signed.
3 Conditions of Tendering
3.1
Number of Copies
One original with four identical copies of Tenders are required and must be
submitted. In addition, Tenderers shall provide an electronic copy of their tender
on a CD ROM.
3.2
Submission
Tenders will be received until the closing time and date as stated in the letter of
Invitation to Tender (ITT).
The inner package shall be sealed without identification of its origin and shall be
marked with the definition of the goods and/or services and reference number
of the Call for Tender (CFT) therein, as follows:
Service Contract for the provision of taxis service to the ITER
organization
Reference number ITER/C4T/09/75/JBT
in addition, on both sides of the envelope:
CONFIDENTIAL. To be opened by the Tender Evaluation Committee only
The outer package, carrying the sender’s name and address, shall be
addressed to:
ITER Organization
ITER Headquarters
Contracts and Procurement Division
Jeremy Begot Office 141
CS 90046 Route de Vinon
13067 Saint Paul Lez Durance Cedex
France
Tender Presentation Requirements
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Any Tender document submitted in a non-sealed envelope must be
automatically disregarded.
3.3
Signature
Every offer shall be dated and signed by the Tenderer or its duly authorised
representative.
3.4
Official Language
The Official working language of the ITER Organization is English.
Tenders must be in English.
3.5
Correspondence
Any communication in connection with a Tender should be addressed to the
contact person stated in the call for tender letter. All correspondence should
quote the reference number of the Invitation to Tender. Any response to
question(s) posed will, together with the question(s), be forwarded to all
Tenderers, if deemed appropriate. Tenderers are requested not to otherwise
contact the ITER Organization after the closing time and date stated in the letter
of Invitation to Tender, i.e. during the Tender assessment period.
3.6
No Consultation
The Tenderer shall not:
•
consult, communicate or agree with any other Tenderer or competitor, with
regard to price or any other matter related to the Tender for the purpose of
restricting competition;
•
disclose the price, directly or indirectly, to any other Tenderer or
competitor, except in the case of standard price lists;
•
make any attempt to induce any other person or organisation to submit or
not to submit a Tender for the purpose of restricting competition.
The above however shall not restrict the right of the Tenderer to form consortia,
joint ventures, partnerships or the like to submit a joint Tender.
3.7
Guarantee
In the case of a Tender received from a subsidiary company, the ITER
Organization reserves the right to request a parent company, to guarantee the
execution of the prospective contractor’s obligations.
3.8
No Obligation to Accept Tender
The ITER Organization shall be under no obligation to accept the lowest or any
Tender.
Tender Presentation Requirements
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3.9
Tender Scope and Objectives
The Tenderer shall submit a Tender for all of the objectives described in the
Contract Technical Specifications. Bidding for only selected objectives is
explicitly disallowed and will lead to the exclusion of the Tender.
3.10 Contract Conditions
Tenders shall comply with the Contract Conditions of the ITER Organization.
Variations are not allowed. Failure to do so may lead to the exclusion of the
Tender.
3.11 Obligation to Award the Contract
Initiation of a Tendering procedure imposes no obligation on the ITER
Organization to award the subject Contract.
3.12 Expenses
Expenses incurred in connection with the preparation and submission of a
Tender will not be reimbursed. However in this particular case, tenderer can
include in their price offer the cost of translation from French to English
language. However these costs will only be paid to the call for tender winner. In
any case the tenderers can ask for a reimbursement of these costs.
3.13 Liability for Compensation
The ITER Organization shall not be liable for any compensation to Tenderers if
Tenders are not accepted by not meeting these conditions of Tendering. Nor is
it so liable if it decides not to award a Contract.
3.14 Documents Submitted by the Tenderer
All documents submitted by a Tenderer shall become the property of the ITER
Organization. These documents will be considered confidential.
3.15 Submission of Alternative Offer
Tenders must comply with the Tender document requirements. If alternatives
are allowed for in the letter of Invitation to Tender then the Tenderer’s proposed
alternative offer(s) should be submitted in a separate letter to accompany the
Tender.
3.16 Incomplete Tenders
It may not be possible to consider a Tender if complete information is not given
at the time of Tendering, or if any particulars and data asked for are not
provided in full.
Tender Presentation Requirements
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3.17 Changes to Tenders
Changes or amendments to Tenders can only be admitted if they arrive before
the closing time and date stated in the letter of ITT.
3.18 No Material Change in Circumstances
It is a condition of this Tender that the ITER Organization be advised of any
material change in the Tenderer’s circumstances during the Tender process
including, but not limited to:
•
a change affecting any declaration, accreditation, licence or approval;
•
major re-organisational changes, company re-structuring, take-over,
buy-out or similar events affecting the operation and/or financing of the
Tenderer or its major sub-contractors;
•
a change to any information on which the ITER Organization may rely in
assessing Tenders.
Failure to so advise the ITER Organization may lead to disqualification.
3.19 Alteration of Prices, etc.
Figures should not be altered or erased; any alteration of prices, etc. should be
effected by striking through the incorrect figures and inserting the correct figures
above the original figures. The Tenderer shall date and initial all such
alterations.
3.20 Specifications, Drawings, etc.
The Tender documents and any specifications, plans, drawings, patterns,
samples or information issued or furnished by, or on behalf of the ITER
Organization in connection therewith, are issued solely for the purpose of
enabling a Tender to be completed and may not be used for any other purpose.
Such Tender and other documents and any information provided shall remain
the property of the ITER Organization.
The above does however not restrict the right of the tenderer to use the given
blank drawing for the purpose of the tender conception response.
3.21 Return of Tender Documents
All documents must be returned to the ITER Organization whether or not a
Tender is submitted, and any special instructions applicable to the Tender and
other documents or information must be adhered to. Any drawings, etc. must be
accompanied, if required, by a declaration that the designs, and particulars
have not been copied, seen or extracted wholly or partly for any unauthorized
purpose and that they have only been used for the purpose of Tendering. Any
documents not issued as aforesaid which are required in connection with this
Tender (if not already in the Tenderer’s possession) will be supplied by the
ITER Organization.
Tender Presentation Requirements
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The above does however not restrict the right of the tenderer to use the given
blank drawing for the purpose of the tender conception response.
3.22 Tender Validity
The Tender validity shall be six months commencing from the Tender closing
time and date stated in the letter of Invitation to Tender.
3.23 Notification of Tender Evaluation
The ITER Organization will evaluate the Tender based on the Tenderer’s
responses to the requirements set out in the Tender documents. Each Tenderer
will be informed of the decisions reached concerning the award of the Contract.
3.24 Publicity
During the Tender process no publicity in connection with the Tender by the
Tenderer is allowed.
3.25 Eligibility
Only Tenderers from ITER members are eligible for Tendering, i.e.
•
European Union (member states)
•
India
•
Japan
•
People’s Republic of China
•
Republic of Korea
•
Russian Federation
•
United States of America
4 Information to be submitted with the Offer
Tenderers are requested to submit - as a minimum - the following information/forms
with their Tender:
4.1 Declaration on Honour (see the template form in Section 9).
4.2 Tenderer Information (see the template form in Section 9).
4.3 Certificate(s) confirming that obligations have been fulfilled relating to the
payment of social security contributions and/or the payment of taxes in
accordance with the legal provisions of the country in which established. The
proof of declaration and payment of taxes, fees and social security contributions
should indicate the state of affairs on 31st December of the previous year,
bearing the statement “certified true copy”, the date and the signature of a
person authorized to represent the company.
4.4 A copy of the last three balance sheets in summary.
Tender Presentation Requirements
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4.5 A copy of any judgement(s) delivered, if the Tenderer (or a company in case of
joint venture) is the object of a receivership.
4.6 A copy of quality control certificates or the equivalent documents (if required in
the technical specifications).
4.7 A copy of the Quality Control Program (if required in the technical
specifications).
4.8 All the information and documents to enable the ITER Organization to assess
the overall technical and professional capacity of the Tenderer (see Section 5).
5 Information for Technical Assessment of the
Offer
The information and documents listed in this Section are required to enable the
ITER Organization to assess the Tenderers’ overall competencies and technical
and professional capacities. The results of this assessment will be included in
the Selection Process and Criteria (Section 7 of this document).
In addition to the information and documents listed in this Section, the
Tenderers may add other documents and information useful to assess its
competencies and technical and professional capacities to provide the goods
and/or services described in the Technical Specifications issued with this
document.
5.1 Selection Process Criteria
Tenderers are requested to submit - as a minimum - the following information:
a)
The team and organisation proposed by the Tenderer to fulfil the
requirements of the Contract. The distribution of roles and
responsibilities. The workflow shall also be described.
b)
Tenderers shall list in their tender all information required as input
documentation required to complete the works. Where such information
is not required at the start of the contract, the date that it is required
shall be provided.
Tender Presentation Requirements
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ITER Organization
ITER Headquarters
CS 90 046 Route de Vinon
13067 Saint Paul Lez Durance Cedex
FRANCE
www.iter.org
6 Tender Financial Offer
All prices shall be in Euros (€) net of all duties and taxes. As an international
organisation the ITER Organization is exempt from all taxes and duties.
Applicable taxes (if any) shall be shown separately.
Payment will be dispersed following successfully completed work packages.
Tenderers shall provide a cost breakdown for each offer submitted with the
tender. The cost breakdown form to be filled out will be attached to the tender
submission information document. For additional cost breakdown offers or
comments an additional document shall be attached to the offer.
7 Selection Process and Criteria
Selection Criteria:
• Financial criteria (minimum turnover per year will be 2 times the contract
value, estimated at 150,000.00 € )
• Provision of all the documents required in the technical specifications
• Documents return filled and signed: Declaration on honour, tenderer
information form
To be considered, your tender return must include all tasks as defined in the
technical specification.
Award criteria:
Evaluation criteria
Criteria
Weighting
1) Method/booking system/personnel
50%
2) Type and number of vehicules (with a minimum
20%
of 10 vehicles available all time for category 1)
3) Price
30%
Total
100%
For points 1 and 2: The tenderer has to reach the threshold of 50 % of the points available (e.g.: at least 25% on
the criteria 1)
Tender Presentation Requirements ITER/C4T/09/75/JBT
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8 Consortia
Tenders can be submitted by groupings of service providers who will not be
required to adopt a particular legal form prior to the contract being awarded
All eligible natural and legal persons or groupings of such persons (consortia)
may submit a tender. A consortium may be a permanent, legally established
grouping or a grouping which has been constituted informally for a specific
tender procedure.
However, a grouping of companies must nominate one party to be
responsible for the receipt and processing of payments for members of the
grouping, for administrative management of the service, and for coordination
and safety. Groupings of companies must provide the documents and
information required in point 4. The criteria in point 7 apply to the grouping as
a whole.
All members of a consortium (i.e. leader and all other members) are jointly
and severally liable to the contracting authority. The participation of an
ineligible natural or legal person will result in automatic exclusion of that
person. In particular, if that ineligible person belongs to a consortium, the
whole consortium will be excluded.
9 Template Forms
Tender Presentation Requirements
Page 11 of 16
ACKNOWLEDGEMENT OF RECEIPT
To be returned to:
ITER Organization
ITER Headquarters
Contracts and Procurement Division
Jeremy Begot Office 141
CS 90 046 Route de Vinon
13067 Saint Paul Lez Durance Cedex
France
Fax: +33 (0)4 42 17 60 11
jeremy.begot@iter.org
TENDER No.
ITER Call for C4T/09/75/JBT
DESIGNATION of SERVICES:
Service Contract for provision of taxis
service to the ITER organisation
Officer in charge:
Jeremy Begot
WE ACKNOWLEDGE RECEIPT OF ALL TENDER DOCUMENTS FOR
THE ABOVE MENTIONED TENDER
(In event of missing elements, contact the ITER Officer in Charge)
WE INTEND TO SUBMIT A TENDER
WE WILL NOT TENDER FOR THE FOLLOWING REASONS:
………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………..
COMPANY STAMP
Signature:
Name: .....................................................................
Position: ..................................................................
Tel: ..........................................................................
Fax: .........................................................................
Date: .......................................................................
Tender Presentation Requirements
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DECLARATION ON HONOUR
TO BE RETURNED ON TENDERER’S LETTERHEAD
Date ..........................................
SUBJECT:
DECLARATION ON HONOUR
REFERENCE: ITER call for C4T/09/
Service Contract for provision of taxis service to the ITER organisation
I, the undersigned, ….. representing [full name of Tenderer], being a Tenderer for the
Contract referred to above hereby confirm:
1)
That I have not been guilty of grave professional misconduct;
2)
That following any other procurement or grant award procedure financed by the
ITER budget, I have not been declared to be in serious breach of contract for
failure to comply with my contractual obligations;
3)
That I have no conflict of interest in connection with the Contract. A conflict of
interest could arise in particular as a result of economic interest, political or
national affinity, family or emotional ties, or any other relevant connection or
shared interest;
4)
That I will inform the ITER Organization, without delay, of any situation
constituting a conflict of interest or liable to result in a conflict of interest;
5)
That I have not granted, sought, attempted to obtain or accepted any
advantage, financial or otherwise, to or from any party whatsoever, constituting
an illegal practice or involving corruption, either directly or indirectly, as an
incentive or reward relating to performance of the Contract;
6)
That I am aware that the ITER Organization reserves the right to verify this
information, and that I accept the possible consequences that may arise from
any false declaration in providing the information required by the ITER
Organization in order to take part in the Contract;
7)
That I am not bankrupt, being wound up, having my affairs administered by
courts or entered into an arrangement with creditors.
Tender Presentation Requirements
Page 13 of 16
8)
That I have not suspended business activities or am the subject of proceedings
concerning those matters, or am in any analogous situation arising from a
similar procedure provided for in national legislation or regulations;
9)
I shall ensure that, if non-French national employees are used to carry out the
Contract, the said employees shall be authorized to work in France.
COMPANY STAMP
Signature:
Name: .....................................................................
Position: ..................................................................
Tel: ..........................................................................
Fax: .........................................................................
Date: .......................................................................
Tender Presentation Requirements
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TENDERER INFORMATION FORM
1.
SUBJECT CONTRACT
TENDERER:
.............................................................................................................
TENDER No.: ITER C4T/09/75/JBT
PURPOSE:
ITER: Service Contract for provision of taxis service to the ITER
organisation
2.
TENDERER INFORMATION
CORPORATE NAME: ..................................................................................................
LEGAL STATUS: ..........................................................................................................
AUTHORISED CAPITAL: .............................................................................................
HEADQUARTERS ADDRESS: ....................................................................................
....................................................................................
....................................................................................
PLACE OF BUSINESS ADDRESS: .............................................................................
....................................................................................
....................................................................................
TELEPHONE: ........................................... FAX: ..........................................................
TRADE REGISTERED No.: ...................... VAT No.: ...................................................
DATE ESTABLISHED .............................. PERMANENT WORKFORCE: .................
NUMBER OF SECONDARY OFFICES: .......................................................................
NAMES OF MAIN MANAGERIAL STAFF:
1)
.............................................................................................................................
2)
.............................................................................................................................
3)
.............................................................................................................................
Tender Presentation Requirements
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NAMES AND JOB POSITIONS OF PERSONS AUTHORISED TO REPRESENT
THE COMPANY:
1)
..............................................................................................................................
2)
.............................................................................................................................
3)
.............................................................................................................................
TURNOVER, NET INCOME FOR THE PAST THREE FINANCIAL YEARS:
k€
Year 1
Year 2
Year 3
Turnover
Net Income (+/-)
CERTIFICATION, IF ANY: ............................................................................................
ACCREDITATION, IF ANY (type and validity): .............................................................
WORK ACCIDENTS OCCURRING OVER THE PAST FIVE YEARS:
Designation
Year 1
Year 2
Year 3
Year 4
Year 5
Frequency rate
Severity rate
COMPANY STAMP
Signature:
Name: .....................................................................
Position: ..................................................................
Tel: ..........................................................................
Fax: .........................................................................
Date: .......................................................................
Tender Presentation Requirements
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