REVAMPING AND REPLACEMENT OF OBSOLETE ELECTRICAL OVERHEAD TRAVELLING (EOT) CRANES AND SUPPLY OF NEW EOT CRANES TENDERING PROCEDURE IT- 3927/EN 123 Avril

REVAMPING AND REPLACEMENT OF REVAMPING AND REPLACEMENT OF OBSOLETE ELECTRICAL OVERHEAD OBSOLETE ELECTRICAL OVERHEAD

TRAVELLING (EOT) CRANES AND SUPPLY TRAVELLING (EOT) CRANES AND SUPPLY OF NEW EOT CRANESOF NEW EOT CRANES

TENDERING PROCEDURETENDERING PROCEDUREIT- 3927/ENIT- 3927/EN

1123 Avril 201323 Avril 2013 Floris BonthondFloris Bonthond

CONTACT FOR INFORMATIONCONTACT FOR INFORMATION

Floris BonthondFloris Bonthond

Tel: +41 22 767 31 43Tel: +41 22 767 31 43

Fax: +41 22 766 80 05Fax: +41 22 766 80 05

E-mail: [email protected]: [email protected]


DOCUMENTATIONDOCUMENTATION Tender Form Tender Form Technical Specification and its annexesTechnical Specification and its annexes Selection and Adjudication Criteria for Supply ContractsSelection and Adjudication Criteria for Supply Contracts General Conditions for Invitations to Tender CERN/FC/5312-IGeneral Conditions for Invitations to Tender CERN/FC/5312-I General Conditions of CERN Contracts CERN/FC/5312-IIGeneral Conditions of CERN Contracts CERN/FC/5312-II Working on the CERN SiteWorking on the CERN Site

(Please refer to email received for more info and URL).(Please refer to email received for more info and URL).


TENDERING PROCEDURETENDERING PROCEDURE Bids to be Bids to be uploaded uploaded (1) (1) on the CERN e-tendering application on the CERN e-tendering application

at the following at the following URL:http://cds.cern.ch/record/1540154 not not later than: later than: 08 May 2013 – 4:00 pm08 May 2013 – 4:00 pm (expressed in (expressed in Europe/Zurich time zone). Please take into account the Europe/Zurich time zone). Please take into account the uploading time.uploading time.

Bid evaluationBid evaluation Contract negotiation and notificationContract negotiation and notification Start of contractStart of contract

(1) (1) Unless explicitly stated otherwise by CERN, bids shall, in no event, be sent by post, e-mail or fax. CERN will only accept bids that have been submitted via its e-tendering application.


BASIS OF AWARDBASIS OF AWARDAdjudication basis:Adjudication basis:

The contract shall be awarded on a The contract shall be awarded on a

« lowest technically compliant » basis « lowest technically compliant » basis

to the bidder whose bid complies with all the technical, financial to the bidder whose bid complies with all the technical, financial and delivery requirements and is the lowest*.and delivery requirements and is the lowest*.

* Subject to the Rules aiming at achieving a well balanced industrial return coefficient for * Subject to the Rules aiming at achieving a well balanced industrial return coefficient for Member States (MS).Member States (MS).


Selection and adjudication criteriaSelection and adjudication criteriaImprove the distribution of our purchases among CERN Improve the distribution of our purchases among CERN

Member StatesMember States Country of origin: In accordance with standards defined by EU i.e. the Country of origin: In accordance with standards defined by EU i.e. the

country(ies) where the supplies (including their components and sub-country(ies) where the supplies (including their components and sub-assemblies) are manufactured or undergo the last major assemblies) are manufactured or undergo the last major transformation by the contractor or his sub-contractors.transformation by the contractor or his sub-contractors.

The return coefficient of a Member State is defined as the ratio The return coefficient of a Member State is defined as the ratio between that Member State's percentage share of the value of all between that Member State's percentage share of the value of all Supply Contracts and that Member State's percentage contribution to Supply Contracts and that Member State's percentage contribution to the CERN Budget over the same period.the CERN Budget over the same period.

Well balanced Member States for 2013: CH – CZ – FR Well balanced Member States for 2013: CH – CZ – FR ––PT.PT. The tender shall be treated as that from a poorly balanced (PB) MS The tender shall be treated as that from a poorly balanced (PB) MS

provided that the value of the supplies originating in one or more PB provided that the value of the supplies originating in one or more PB MS is not less than 51% of the total amount of the contract.MS is not less than 51% of the total amount of the contract.


The The alignmentalignment rule (1) rule (1) Lowest Bid from a PB MS Lowest Bid from a PB MS contract contract

1 2

Bid

[CH

F]

Well Balanced MS Poorly Balanced MS

Bid

Bid

Bid

Bid

BidCase 1

Contract

Case 2

Case 2a

Case 2b

Case 2c


The alignment rule (2)The alignment rule (2) Lowest Bid from a WB MSLowest Bid from a WB MS

negotiations if difference < 20%negotiations if difference < 20%

Case 1

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


Bid

Bid

BidBid

< 20%

Bid


Contract

The alignment rule (3)The alignment rule (3)• Case 2a:Case 2a: 1st bidder from PB MS aligns 1st bidder from PB MS aligns contract contract

Case 1

Contract

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


BidBid

BidBid

< 20%

Bid


The alignment rule (4)The alignment rule (4)• Case 2bCase 2b, if not , if not 2nd lowest bidder from PB MS aligns 2nd lowest bidder from PB MS aligns

contractcontract

Case 1

Contract

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


Bid

Bid Bid

Bid

< 20%

Bid


The alignment rule (5)The alignment rule (5)• Case 2cCase 2c, if not alignment , if not alignment contract placed with the contract placed with the

lowest bidder from WB MSlowest bidder from WB MS

Case 1

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


Bid

Bid

BidBid

< 20%

Bid


Contract

PRICE BASIS All prices shall be quoted either in CHF or the national All prices shall be quoted either in CHF or the national

currency of the bidder or the currency in which the bidder has currency of the bidder or the currency in which the bidder has major expenses (to be indicated in the Tender Form), not major expenses (to be indicated in the Tender Form), not subject to revision until 31 October 2016.subject to revision until 31 October 2016.

They shall take into account CERN’s exoneration from VAT They shall take into account CERN’s exoneration from VAT and import duties.and import duties.

The adjudication shall be based on the Free Carrier (FCA) The adjudication shall be based on the Free Carrier (FCA) Incoterms 2010 conditions.Incoterms 2010 conditions.


TENDER FORM Please fill in all the positions of the table in Art. 3 of the Tender Please fill in all the positions of the table in Art. 3 of the Tender

Form and make sure that all that is requested is included in Form and make sure that all that is requested is included in the given prices.the given prices.

Please make sure that all the documents that are requested in Please make sure that all the documents that are requested in section 17 of the Tender Form (Documents to be attached to section 17 of the Tender Form (Documents to be attached to the bid) are included. the bid) are included. CERN reserves the right to disqualify CERN reserves the right to disqualify any bidder who does not supply all the requested documents.any bidder who does not supply all the requested documents.


VAT

VAT shall be subject to the rules and invoicing VAT shall be subject to the rules and invoicing instructions as defined under the following links: instructions as defined under the following links:

http://cern.ch/doc/vat.html http://cern.ch/doc/vat.html OR OR http://cern.ch/doc/tva.htmlhttp://cern.ch/doc/tva.html


PAYMENT CONDITIONS The payment of any invoice shall be subject to the provision by the The payment of any invoice shall be subject to the provision by the

contractor of a bank guarantee issued by a bank approved by contractor of a bank guarantee issued by a bank approved by CERN (rating of BBB+ at least) at the start of the contract:CERN (rating of BBB+ at least) at the start of the contract:• 10% of total estimated amount of contract and valid until expiry of warranty 10% of total estimated amount of contract and valid until expiry of warranty

period, i.e, two years after acceptance period, i.e, two years after acceptance of last batch of supply delivered under the of last batch of supply delivered under the contractcontract;;

• See template in annex 1 of our General Conditions.See template in annex 1 of our General Conditions.

Payments:Payments:• 10% of the total amount 10% of the total amount of the release order of the release order after after acknowledgementacknowledgement;;• 20% of the total amount of the release order following approval of the Detailed 20% of the total amount of the release order following approval of the Detailed

design by CERNdesign by CERN;;• 30% of the total amount of the release order following successful factory 30% of the total amount of the release order following successful factory

acceptance tests and supply of the test report;acceptance tests and supply of the test report;• 40% of the total amount of the release order following successful acceptance 40% of the total amount of the release order following successful acceptance

tests of the supply and completion of training.tests of the supply and completion of training.


DESIGN STUDY Within 6 weeks after notification of the release order for the project concerned, the contractor Within 6 weeks after notification of the release order for the project concerned, the contractor

shall submit to CERN the Detailed design documents for approval.shall submit to CERN the Detailed design documents for approval.

CERN shall carry out a detailed verification of the proposed design and give its approval or CERN shall carry out a detailed verification of the proposed design and give its approval or refusal in writing within two weeks. In case the study is refused by CERN, the contractor shall refusal in writing within two weeks. In case the study is refused by CERN, the contractor shall forthwith and at his own expense take such remedial measures as may be required to submit a forthwith and at his own expense take such remedial measures as may be required to submit a satisfactory study within two weeks of CERN’s request. satisfactory study within two weeks of CERN’s request.

If the contractor fails to take the requested remedial actions according to CERN’s request, CERN If the contractor fails to take the requested remedial actions according to CERN’s request, CERN may terminate the contract in whole or in part with immediate effect in accordance with Articles may terminate the contract in whole or in part with immediate effect in accordance with Articles 28 and 30 of the General Conditions of CERN Contracts. 28 and 30 of the General Conditions of CERN Contracts.

In any case, component ordering and equipment manufacture shall not start without CERN’s In any case, component ordering and equipment manufacture shall not start without CERN’s written prior approval of the design study.written prior approval of the design study.

Factory acceptance test and Final acceptance also subject to the same constraints.Factory acceptance test and Final acceptance also subject to the same constraints.


SPECIFIC COMMERCIAL ISSUES DELIVERY SCHEDULE: Art. 6 of Technical Specification and Art. 8 of Tender Form.DELIVERY SCHEDULE: Art. 6 of Technical Specification and Art. 8 of Tender Form.

PENALTIES: Art. 11 – Tender Form: PENALTIES: Art. 11 – Tender Form:

• 1% of the amount of the release order concerned (1% of the amount of the release order concerned (cumulative total penalty limited to 5 %) cumulative total penalty limited to 5 %) for for each complete week of delay each complete week of delay of the contractual delivery date stipulated for each of the contractual delivery date stipulated for each milestone.milestone.

• Corrective maintenance: 2000 CHF for each hour of delay of the contractual intervention Corrective maintenance: 2000 CHF for each hour of delay of the contractual intervention date stipulated in Art. 10 of the Tender Form. date stipulated in Art. 10 of the Tender Form.

WARRANTY: two years (Art. 25 of General Conditions of CERN Contracts).WARRANTY: two years (Art. 25 of General Conditions of CERN Contracts).

COMBINATION OF FIRMS: combined competence and experience shall cover all the specified COMBINATION OF FIRMS: combined competence and experience shall cover all the specified technical domains of this Invitation to Tender.technical domains of this Invitation to Tender.

SUBCONTRACTING is SUBCONTRACTING is permitted but limited to 30% of the amount of the bidpermitted but limited to 30% of the amount of the bid..

ALTERNATIVE PROPOSALS: (Art. 14 of General Conditions for IT): alternatives can be ALTERNATIVE PROPOSALS: (Art. 14 of General Conditions for IT): alternatives can be proposed but they shall always be in proposed but they shall always be in additionaddition to the conforming bid. to the conforming bid.


CLARIFICATION PROCESS All requests for clarification shall exclusively be addressed by All requests for clarification shall exclusively be addressed by

email to Floris Bonthond.email to Floris Bonthond. CERN will answer all the requests for clarification received CERN will answer all the requests for clarification received

earlier than 7 calendar days prior to the deadline for the earlier than 7 calendar days prior to the deadline for the submission of the bids (08.05.2013).submission of the bids (08.05.2013).

CERN’s answers will be sent to all bidders, including the CERN’s answers will be sent to all bidders, including the requests for clarification but without identifying the sources.requests for clarification but without identifying the sources.

Bidders shall acknowledge receipt of the Q&A document and Bidders shall acknowledge receipt of the Q&A document and acknowledge in its bid cover letter each individual CERN acknowledge in its bid cover letter each individual CERN clarification correspondence receivedclarification correspondence received..


THANK YOUFOR YOUR ATTENTION
