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Documentation on Open RFQ
March 26, 2012
Purchasing documentation on
Open Request for Quotations for Contract Awarding to Provide HVAC (Heating, Ventilation and Air
Conditioning) systems and accessories, spare parts and electronic control devices to “K-Telecom” CJSC
Yerevan2012
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Documentation on Open RFQ
March 26, 2012
Contents
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.........................................................................................................4
2.Subject of RFQ................................................................................................................5
2.1. The subject of RFQ is as follows:..............................................................................5
2.2. Additional requirements to the goods (if there are additional supplementary works need to be done, or there are additional requirements, or compliance documents are necessary)...........................................................................................................5
2.3. Payments Terms and Condition.................................................................................6
3.Order of execution of Request for Quotations.............................................................8
3.1. Preparation of Quotations..........................................................................................8
3.2. Requirements to Applicants. Approval of compliance with the presented requirements..............................................................................................................9
3.3. Submission and acceptance of Quotations................................................................9
3.4. Decision-making......................................................................................................10
3.5. Agreement conclusion.............................................................................................11
3.6. Notification of Applicants about the results of Request for Quotations....................11
4.Samples of standard forms of documents, included in the Annex..........................12
4.1. Letter about offer submission (Form 1)....................................................................12
4.2. Applicant’s Questionnaire (Form 2).........................................................................14
4.3. Applicant’s Work History Reference List (Form 3)...................................................16
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Documentation on Open RFQ
March 26, 2012
1. General Provisions
1.1.General information on Request for Quotations
1.1.1. ““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 HVAC (Heating,
Ventilation and Air Conditioning) systems and accessories, spare parts, electronic
control devices with “K-Telecom” CJSC.
1.1.2. For further information, please apply to the Organizer
Contact person: Arthur Gasparian
Analytical Section Officer
Administration Services Department
Purchasing Unit
“K-Telecom” CJSC (VivaCell-MTS)
4/1 Argishti Street
Yerevan 0015, Armenia
Tel.: +374 93 298505
Fax: +374 93 298541
E-mail: [email protected]
1.1.3. No fee is foreseen for provision of RFQ Documentation.
1.2.Legal status of procedures and documents
1.2.1. 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”.
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March 26, 2012
1.3.Other provisions
1.3.1. 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.
1.3.2. 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.
1.3.3. 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.
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Documentation on Open RFQ
March 26, 2012
2. Subject of RFQ
2.1.The subject of RFQ is as follows:Supply of Stulz, Emerson, Liebert, Uniflair, Clivent, Climaveneta, Ciat, Daikin,
Mitsubishi Electric, Mitsubishi Heavy, General Fujitsu, Airwell, Carrier, Panasonic,
Toshiba, Hitachi, Dantherm, Samsung, Systemair, Air-Site HVAC (Heating, Ventilation and
Air Conditioning) systems, Danfoss, Copeland, Emerson, Pavarini Components,
AlcoControl, Eliwell, Honeywell, Carel, Dixell, Geco accessories, spare parts, electronic
control devices.
The Applicants should submit:
- The quotations in accordance with the formats of the attached Annex 1(as per
lots).
- Additional price list (Annex 2) of other HVAC (Heating, Ventilation and Air
Conditioning) systems and accessories, spare parts, electronic control devices
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.
2.2.Additional requirements to the goods
2.2.1 Technical part
The Applicants should submit certificates of origin of HVAC (Heating,
Ventilation and Air Conditioning) systems and accessories, spare parts,
electronic control devices.
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.
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March 26, 2012
Applicant shall include in its proposal specifications and technical guides for
all HVAC (Heating, Ventilation and Air Conditioning) systems, accessories,
spare parts, electronic control devices 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).
2.3. 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.
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Applicant should clearly mention proposed payment and 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).
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3. Order of execution of Request for Quotations
3.1.Preparation of Quotations
3.1.1. General requirements to Quotation
The Applicant who wishes to respond to the RFQ must prepare a Quotation,
which shall include:
3.1.1.1. Letter about offer submission in the form and according to
instructions, stipulated in this Documentation (Form № 1 );
3.1.1.2. Price Quotation in accordance with instructions indicated in this
RFQ;
3.1.1.3. Documents, which prove the Applicant’s compliance with
requirements of this RFQ (sub-point 3.2.).
3.1.1.4. Applicant’s Work History Reference List - the list of companies and
contact persons that can provide information/reference (Form № 3).
3.1.1.5. The CSR (Corporative Social Responsibility) policy of the applicant
and the list of the CSR activities realized during the last two year.
3.1.2. The Applicant shall submit all documents in hard copies. The Applicant shall
also submit electronic version of the Quotation to [email protected] e-mail
address after the submission deadline if so requested.
3.1.3. 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.
3.1.4. 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.
3.1.5. Each document, enclosed in Applicant’s Quotation, must be sealed with
Applicant’s seal and signed by the duly authorized person.
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3.1.6. 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.
3.1.7. Applicant shall provide one original Quotation in Armenian and/or English.
3.2.Requirements to Applicants. Approval of compliance with the presented requirements
3.2.1. Requirements to Applicants
3.2.1.1. 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;
3.2.1.2. Applicant should include in the Quotation Documentation the copies
of state and tax registration and certificates;
3.3.Submission and acceptance of Quotations
3.3.1. Prior to submission, the Quotation should be properly sealed in the
envelopes (packages, boxes, etc.). The following information should be indicated on
the envelope:
“K-Telecom” CJSC
4/1 Argishti str., Yerevan, Armenia
Original/Copy of the Quotation
Do not open before 17:00 o’clock (Yerevan time) 16/04/2012. It can be opened only at the Purchasing Committee meeting.
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__________________________________________________________________________
(Complete name of the RFP, which the Quotation is submitted)
__________________________________________________________________________
(Number or Complete name of the Lot, which the Quotation is submitted)
______________________________________
______________________________________
(Full business name of the Applicant and its mail address)
3.3.2. 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 [email protected]
email.
3.3.3. Organizer stops accepting Quotations at 17:00 o’clock (Yerevan time)
16/04/2012. 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.
3.3.4. Organizer submits the reference to the person, who delivers the envelope,
about its receipt with indication of receipt time.
3.4.Decision-making
3.4.1. 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.
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3.4.2. Under other equal conditions, the preference shall be given to the Applicant
presenting the best CSR activities throughout the last two years.
3.5.Agreement conclusion
3.5.1. 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.
3.6.Notification of Applicants about the results of Request for Quotations
3.6.1. Organizer within five working days following the determination of the best
offer publishes the information about RFQ results on its website which indicates:
a) Title of the Applicant that provided the best offer;
b) Brief description of the subject, place, date and number of protocol of the
Tender Committee.
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4. Samples of standard forms of documents, included in the Annex
4.1.Letter about offer submission (Form 1)
4.1.1. Form of letter about offer submission
B e g i n n i n g o f f o r m
«_____»_______________№____________________
Dear Sirs!
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 26/03/2011 and Documentation on the Request for Quotations on supply of HVAC (Heating, Ventilation and Air Conditioning) systems and accessories, spare parts, electronic control devices, and accepting the requirements of the Request for Quotations is stipulated by them,
_______________________________________________________________________,(Applicant’s full name with indication of organizational-legal form)
Registered at_______________________________________________________________________,
(Applicant’s legal address)
___________________________is considered as _______________________________,(Name of Applicant) (Type of Tax, working with VAT or other tax)
Wishes to participate in the RFQ process with a Quotation to conclude an Agreement on provision the following works, goods or services:________________________________________________________________________
(Brief description)
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:
1. on ____ sheets;2. Documents, which prove Applicant’s compliance with the established
requirements - on____ sheets;
____________________________________(Signature, stamp)
____________________________________(Full name and position of the Signatory)
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E n d o f f o r m
4.1.2. 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.
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4.2. Applicant’s Questionnaire (Form 2)
4.2.1. Applicant’s Questionnaire form
B e g i n n i n g o f f o r m
Attachment 1 to the letter about offer submissiondated “____”_____________ city, №__________
Questionnaire for Applicants
Applicant’s title and address _________________________________
№ Title Applicant information1. Applicant’s organizational-legal form and
business name 2. Certificate of registration in the Uniform
State Register of Legal Entities(date and number, issued by)
3. Applicant’s tax code4. Legal address5. Postal address6. Bank details (name and address of the
bank, number of the Applicant’s bank account, bank telephones, other bank details)
7. Applicant’s phone numbers(with the indication of the city code)
8. Applicant’s fax number(with the indication of the city code)
9. Applicant’s e-mail address 10. 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
____________________________________(Signature, stamp)
____________________________________(Full name, position of the signatory)
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E n d o f f o r m
4.2.2. 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.
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4.3. Applicant’s Work History Reference List (Form 3)
Applicant’s Work History Reference List
B e g i n n i n g o f f o r m
Attachment 2 to the letter about offer submissiondated “____”_____________ city, №__________
Reference List
Applicant’s title and address _________________________________
Work History Reference Table
N Company Name
Project Name/Type
Project Start Date
Project End Date
Contact Person Name
& Phone Number
1 2 3 4 5 6 7 8 9
____________________________________(Signature, stamp)
____________________________________(Full name, position of the signatory)
E n d o f f o r m
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