Open Request for Quotations for Contract Awarding to Provide the Stulz Air Conditioners and spare parts to “K-Telecom” CJSC
1. General Provisions 3
1.1. General information on Request for Quotations 3
1.2. Legal status of procedures and documents 3
1.3. Other provisions 3
2. Subject of RFQ 5
2.1. The subject of RFQ is as follows: 5
2.2. Additional requirements to the goods 5
2.3. Payments Terms and Condition 6
3. Order of execution of Request for Quotations 7
3.1. Preparation of Quotations 7
3.2. Requirements to Applicants. Approval of compliance with the presented requirements 8
3.3. Submission and acceptance of Quotations 8
3.4. Decision-making 9
3.5. Agreement conclusion 10
3.6. Notification of Applicants about the results of Request for Quotations 10
4. Samples of standard forms of documents, included in the Annex 11
4.1. Letter about offer submission (Form 1) 11
4.2. Applicant’s Questionnaire (Form 2) 13
4.3. Applicant’s Work History Reference List (Form 3) 15
General information on Request for Quotations
““K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia), (hereinafter referred to as the Organizer), with the public notification posted on its website at www.mts.am/procurement on conducting Open Request for Quotations, has invited legal entities, (hereinafter referred to as the Applicants) for submission of Quotations with the right to conclude agreement on supply of Stulz air conditioners and spare parts with “K-Telecom” CJSC.
For further information, please apply to the Organizer
No fee is foreseen for provision of RFQ Documentation.
Legal status of procedures and documents
The Open Request for Quotations (RFQ) is not a tender and the given procedure of Open RFQ is also not considered as a public tender. It is a collection of respective offers available in the market, as a result of which the best offer might be accepted. The process of the Request for Quotations is not regulated by the Articles 463-465, 1043-1044 of RA Civil Code and Law “On Public Auctions”.
The Applicants independently incur the expenses with regard to the preparation and submission of the Quotation, whereas the Organizer is not responsible for those expenses and has no obligations regardless of the course and results of the purchasing process.
The Organizer reserves the right to reject the Quotation if he/she ascertains that the Applicant expressly or by implication gave, agreed to give or offered the Organizer’s employee reward in any form: job, service, any value as a stimulus that can influence the decision-making to define the best offer.
The Organizer reserves the right to cancel the purchasing process on conducting an Open RFQ at least 3 days prior to the closing date of this Open RFQ (as specified in item 3.3.3.), respectively notifying about it the Applicants via posting of this information on www.mts.am/procurement webpage. The Organizer bears no responsibility for the expenses incurred by the Applicants or Third Parties as a result of such cancellation.
Subject of RFQ
The subject of RFQ is as follows:
Supply of Stulz air conditioners and spare parts.
The Applicants should submit:
- The quotations in accordance with the formats of the attached Annex 1
- Additional price list (Annex 2) of other Stulz air conditioners and spare parts which are not included in the list of the Annex N1.
- The best price shall be determined taking into consideration the Quotations as per Annex N1 and additional price list.
Additional requirements to the goods
2.2.1 Technical part
The Applicants should submit certificates of origin of Stulz air conditioners and spare parts.
It is recommended to provide long-term warranty period, as in case of other equal conditions preference will be given to the applicant suggesting the longest warranty terms.
The applicants should be able to carry out installation works of the devices within the terms stipulated by the requirements, as well implementation of complex works, if necessary with application of special tools.
Applicant shall include in its proposal specifications and technical guides for all air conditioners and spare parts proposed by him.
In case if the Applicants are the representatives or dealers of the company, they should submit respective documentation.
Applicant shall include in its quotation detailed information about quoted goods (equipment, devices, materials, etc.), including the information about the country of origin. The offered goods should be produced in one of the following regions or countries: America; Oceania; Africa; Asia (Central, Eastern, Southern and Southeastern Asia); Arab League Countries, Iran and Israel; EU Countries; Albania, Andorra, Armenia, Belorussia, Bosnia and Herzegovina, Croatia, Georgia, Iceland, Liechtenstein, Moldova, Monaco, Montenegro, Macedonia, Norway, Russia, San Marino, Serbia, Switzerland, or Ukraine. (The regions are defined according to the United Nation’s Geoscheme).
The Selected Vender should provide Certificate of Origin for each batch of the imported goods for the whole order. Certificate(s) should be submitted with corresponding invoice(s) and other requested technical document(s).
Payments Terms and Condition
Agreement with the selected vendor will be concluded for one year period, with the renewal possibility.
The Applicant should clearly indicate the applied discounts.
Prices should be provided per separate types of goods/services/works (Annexes 1, 2, 3, 4, 5 etc.)
Applicants registered in RA should submit proposals in AMD, VAT excluded. Whether the Applicant is not VAT Payer Company, then proposed prices should include all expenses and taxes.
Applicants registered outside of RA should specify price in USD or euro (according with INCOTERMS 2010).
100% of the payment should be made within 10 banking days on the base of invoice after delivery and bilateral signing of delivery-acceptance act.
Applicant should clearly mention proposed delivery terms, which will be subject to negotiation before vendor selection and contract signing, but all the payment terms will be under consideration of the organizer and upon other equal conditions the preference will be given to the Applicant proposing the best payment and delivery terms.
Delivery of goods should be carried out by the Applicant (upon other equal conditions preference will be given to the Applicant which shall carry out/organize the delivery within the shortest period).
Order of execution of Request for Quotations
Preparation of Quotations
General requirements to Quotation
The Applicant who wishes to respond to the RFQ must prepare a Quotation, which shall include:
Letter about offer submission in the form and according to instructions, stipulated in this Documentation (Form № 1 );
Price Quotation in accordance with instructions indicated in this RFQ;
Documents, which prove the Applicant’s compliance with requirements of this RFQ (sub-point 3.2.).
Applicant’s Work History Reference List - the list of companies and contact persons that can provide information/reference (Form № 3).
The CSR (Corporative Social Responsibility) policy of the applicant and the list of the CSR activities realized during the last two year.
The Applicant shall submit all documents in hard copies. The Applicant shall also submit electronic version of the Quotation to email@example.com e-mail address after the submission deadline if so requested.
The Applicant is entitled to submit only one Quotation. In case of violation of this rule, all Quotations of this Applicant are rejected without consideration of their merits.
If there are multiple lots, the Participant prepares an individual Quotation for each lot applied. All Quotations shall be filled in according to this purchasing Documentation and have to be placed in different envelopes and shall be sealed with the stamp of the Applicant. The lot numbers have to be specified on the envelopes. Afterwards the envelopes have to be inserted into the envelope of the Applicant.
Each document, enclosed in Applicant’s Quotation, must be sealed with Applicant’s seal and signed by the duly authorized person.
Documents (sheets or informational envelopes), included in Quotation, should be fixed or packed in a way that would prevent documents or informational envelopes from accidental loss or replacement.
Applicant shall provide one original Quotation in Armenian and/or English.
Requirements to Applicants. Approval of compliance with the presented requirements
Requirements to Applicants
Any legal entity has the right to submit Quotations in accordance with the rules and procedures prescribed in this Documentation. In order to qualify for the best offer and for the right to conclude Agreement, Applicant should comply with the following requirements at the moment of the Quotation submission in compliance with this Documentation on Request for Quotations:
a)Work experience in the relevant market not less than 3 years;
b)Organization should not be filed for bankruptcy, liquidation or reorganization; its property should not be arrested;
Applicant should include in the Quotation Documentation the copies of state and tax registration and certificates;
(Number or Complete name of the Lot, which the Quotation is submitted)
(Full business name of the Applicant and its mail address)
The Applicants shall submit all documents in hard copies either to the Organizer’s location: “K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia) or to the Courier Service before the deadline stipulated by item 3.3.3. of this RFQ. In case of delivering the hard copy of the Quotation by Courier Service, the Applicant should send the delivery related details (the Courier Company’s name, the Airway bill Number, or Tracking Number) to the firstname.lastname@example.org email.
Organizer stops accepting Quotations at 17:00 o’clock (Yerevan time) 21/05/2012. Anyway the Applicant should pass the hard copy to the Organizer or Courier Service before the set deadline. Quotations, received by the Organizer or passed to the Courier Service later than the term indicated above, will be rejected by the Organizer without consideration of their essence.
Organizer submits the reference to the person, who delivers the envelope, about its receipt with indication of receipt time.
At the closed executive session the Tender Committee established for RFQ processes makes a decision on conducting additional stages, or on determination of the best offer (based on price criteria) and Agreement conclusion, or about closing the given procedure of RFQ without determination of any best offer, if none of the Applicants meets the requirements of this procedure and/or RA legislation.
Under other equal conditions, the preference shall be given to the Applicant presenting the best CSR activities throughout the last two years.
Agreement between Organizer and Applicant that provided best offer is concluded within 30 days after the end of RFQ procedures and the execution of the Protocol on its results, or within other time limits defined in RFQ or within the period specified by the Organizer.
Notification of Applicants about the results of Request for Quotations
Organizer within five working days following the determination of the best offer publishes the information about RFQ results on its website which indicates:
Title of the Applicant that provided the best offer;
Brief description of the subject, place, date and number of protocol of the Tender Committee.
Samples of standard forms of documents, included in the Annex
Letter about offer submission (Form 1)
Form of letter about offer submission
Beginning of form «_____»_______________
Having studied the Notification on holding the Request for Quotations processes, which has been published on K-Telecom CJSC website at www.mts.am/procurement on 28/04/2012 and Documentation on the Request for Quotations on supply of Stulz air conditioners and spare parts, and accepting the requirements of the Request for Quotations is stipulated by them,
(Applicant’s full name with indication of organizational-legal form)
This Quotation has legal status of offer and is valid at least 3 months from the date of its submission.
This Quotation is complimented with the following documents, including the integral annexes:
on ____ sheets;
Documents, which prove Applicant’s compliance with the established requirements - on____ sheets;
(Full name and position of the Signatory) End of form
Instructions for filling in the form:
The letter should be executed on Applicant’s official letterhead form. The date and number should be indicated by the Applicant in the letter in accordance with the rules of document flow established in its organization.
Applicant should indicate its full title (with indication of organizational-legal form) and legal address.
Applicant should indicate the cost on provision of the works, goods or services in figures and words, in AMD and/or US dollars, VAT inclusive, (The prices of implementation of works, delivery of goods and provision of services shall be indicated in Annexes without taxes, except for applicants working with simplified tax)
The letter should be signed and sealed according to requirements of sub-points 3.1.5.
Applicant’s Questionnaire (Form 2)
Applicant’s Questionnaire form
Beginning of form
Attachment 1 to the letter about offer submission
dated “____”_____________ city, №__________
Questionnaire for Applicants Applicant’s title and address _________________________________
Applicant’s organizational-legal form and business name
Certificate of registration in the Uniform State Register of Legal Entities
(date and number, issued by)
Applicant’s tax code
Bank details (name and address of the bank, number of the Applicant’s bank account, bank telephones, other bank details)
Full name of the Applicant’s head who is entitled to sign pursuant to the Applicant’s constituent document, with the indication of the position and contact telephone
(Full name, position of the signatory) End of form
Instructions for filling in the form:
Date and number of Quotation are indicated by the Applicant in accordance with the letter about offer submission.
Applicant indicates its business name (including its organizational-legal form) and address.
Applicants must fill in the above mentioned table in all positions. In case of absence of any data, indicate the word “none”.
In row 6 “Bank details…” are indicated the details, which will be used during Agreement conclusion.
Applicant’s Work History Reference List (Form 3)
Applicant’s Work History Reference List
Beginning of form
Attachment 2 to the letter about offer submission
dated “____”_____________ city, №__________
Applicant’s title and address _________________________________
Work History Reference Table
Project Start Date
Project End Date
Contact Person Name & Phone Number
(Full name, position of the signatory) End of form